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Home My WebLink About2022-12-06 Budget Hearing Presentations Packet - Released SELECT BOARD MEETING Tues day, Dec emb er 6, 2022 C onducted by Remote P articipation* 4:00 P M AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2024 Proposed Budget- Cary Memorial Library Presentation 4:OOpm 2. FY2024 Proposed Budget- Town Clerk's Office Presentation 4:30pm 3. F Y2024 P rop o s ed Budget- Land Us e, Health and Development P res entation 5:OOpm 4. F Y2024 P ro p o s ed Budget- P o lic e D ep artment P re s entatio n 6:OOp m 5. FY2024 Proposed Budget- Employee Benefits & Insurance Presentation 6:30pm ADJOURN 1. Anticipated Adjournment 7:OOpm 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: http s://us06web.zoom.us/j/81426163466?pWd=RESGMGpiWllYS mgvUmM4U2Mxc2hwQ T 09 iP ho ne o ne-tap: +16469313 860„81426163466# U S +19294362866„81426163466# US (New York) Telephone: +1 646 931 3860 US +1 929 436 2866 US (New York) +1 301 715 8592 US (Washington DC) Web inar ID: 814 2616 3466 P as scode: 942499 *An Act Relative to Extending C ertain S tate o f Emergency Ac c o mo datio ns:http s://www.mas s.go v/the-o p en-meeting-law The next regularly scheduled work session of the S elect Board will be held on Monday, December 12, 2022 at 6:3 Op m via remo te p artic ip atio n. 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 19, 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: F Y2024 Propo s ed Budget - C ary Memorial Library Pre s entation PRESENTER: ITEM NUMBER: Ko ren S temb rid ge, D irec to r o f C ary Memorial Library I.1 S UMMARY: No vote is �equested fo�this agenda item. Review preliminary F Y2024 budget for the C ary Memorial Library. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/6/2022 4:OOpm ATTACHMENTS: Description Type � ��'��.nb��ar��.��.�� :�� IC�.��r�:��:....��11��c��4`�'�,��.��'��,,��:��m��:�� 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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' '�' � ! �� .. � ,. ,:�� mw.. ; ; ,..� ��. � � '� _. ,f , 6� �� , � ��n o� ; pi� � �� d � p y ; �' n�xi w�➢ 1� �� n� � , ,, i� � , '4 1� ; � i o". ��u �Q°" »/�%%` ��f Il ��7 0 �� '�� , '�°'�l��i�� i'�1%%, ' �� U � �� u �� )l��a�� , �� oa�� ' �� `I��i �, ��.,Jf �)��j�i�mN'f��iff��r� ,11� . �� ipi� i �V� � � . . . i, i �/"�F l � ryI� i, N 1 „F ��I4 ��Pj4� ;',,, �/ �7� ' „� ll��r, rt� ��. ��i� ��I ;'q"� � � v �' µ,� �"�. ,,,�, . �a,' ��'�� '��'J I�� .. U�. , '°I�4� � „ �� ,,�'�,:. '"„�o„ ,,.�,-r. d.� �'�fi , _., ._ �.�i, J w i- P° � �h^�fµr.... .. ` ... I�tl� I �� y� �VV I�ii , � .�... ��r� �i� Y��R A� � M ^ � y. �ry�� I i � �wM,„`�4 ��w i p � �� '�;�d'a M y Nw, � 0 �p�I ��ru w�,��" �� w�� , � i��, �,,� � f'�ig � I �Jr� i, qnry��+ . ,' .�.,.. . i . �, ,,,� 7� i�, �, �u"q'y� �,�� '� �n�� m � � � �. °°+,",; ��ir� ��'�' - �,�,,, ,.u.�� ,i�� ; ��uu�""�ro�m��r�r�'... ,��xr��ur' a- � I � � ��w�r�� . � "..rvwwy�yminni�vrvrvry.. r M e m ri Li r r a oa a Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. Ko re n te m r i e L i ra r D i re cto r , y e ect B r Present ti n oa a o D m r 22 ece 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: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Our Mission: To ignite curiosity, engage minds, and connect our community. Budget Overview: Cary Library is comprised of three divisions, or elements: • Administration and General Services includes the administrative staff as well as the supply, equipment and network membership costs. • Adult Services includes all adult library staff, technology and bibliographic services staff as well as adult, digital, and audiovisual materials. • Youth Services includes all Children's and Teen library stafF and materials for youth. The Library's FY2024 level-service budget request is $3,397,820 to be supported from Town funds, an increase of$61,601 or 1.85% from FY2023. Compensation is increasing by $58,942 or 2.23%, which reflects contractually obligated step increases but because the Town will be bargaining with the library's Staff Association in FY23, there are currently no cost of living increases included. Expenses are decreasing by $2,659 or 0.38%, due primarily to a decrease in the annual Minuteman Library Network fee for digital content. Budget Issues and Updates: FY2022 was a rebuilding year for the library. Full library hours were restored, services were resumed and the community returned to the building. Circulation of library materials has rebounded considerably but foot traffic in the building was still down. Much of the library's programming is being offered in hybrid format to reach audiences in the manner they prefer. In the spring of 2022, the library began working with the architecture firm, Johnson Roberts Associates and the Department of Public Facilities on the preliminary design for a renovated Children's Room and Large Meeting Room in preparation for a future capital request. The publishing industry continues to experience significant supply chain issues. Increases in the costs of printing and shipping continue to impact our materials budget. 5100 - Cary Memorial Library 1 Strateqic Directions Books, information, and so much more We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. At the intersection of learning, making, and play In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create, and play. A place that works for everyone We value the rich diversity of our community and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. With opportunities for human connection In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. And a future as bright as our past With more than half a million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource includes multiple aspects - from preservation to transformation. Program Improvement Requests Comp. Expenses Benefits Total Full-Time Youth Services Librarian $ 74,978 $ $ 18,620 $ 93,598 Building updates not covered by Facilities $ $ 10,000 $ $ 10,000 ��F��u��l��l��T��I��e��o��ri��L�a��n��u��a��e��L��l��ra��rl��a��n��1�� g g $ 74,978 $ $ 18,620 $ 93,598 �\Tc�t�l �10U by F�+�qu1��t�� '14J,�5� $ 10,(�00 $ �7,24�I $ 'I�7,1��i FY2021 FY2022 FY2023 FY2024 Actual Actual Budget Estimate Municipal Budget $2,725,127 $3,019,439 $3,336,219 $3,397,820 Trustees/Fines and Fees $54,347 $7,760 $0 $7,000 Trustees/Endowment $13,422 $15,561 $14,000 $15,000 Total Trustee Budget $67,769 $23,321 $14,000 $22,000 Gifts from Foundation and Friends $216,833 $245,669 $140,000 $125,000 State Aid $63,823 $60,127 $65,865 $65,865 � � � � � � � � � � �� 1 '� � � • '� • 1 �� '� • 1 • � 5100 - Cary Memorial Library 2 FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $2,725,127 $3,019,439 $3,336,219 $3,397,820 $61,601 1.85% � � . , � . � . . � . � � i / 1 � r � � 1 � � � r • 1 i • • 1 • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Revised Request Increase Increase Compensation $2,162,069 $2,412,910 $2,637,708 $2,696,650 $58,942 2.23% Expenses $563,057 $606,529 $698,511 $701,170 $2,659 0.38% � � . . � . � . . � . � • . � � • . � � � � � � � • � � • � � . � FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Revised Request Increase Increase Total 5110 Admin. & General $522,196 $546,897 $654,704 $670,399 $15,695 2.40% Services Total 5120 Adult Services $1,492,243 $1,591,779 $1,776,326 $1,790,030 $13,704 0.77% Total 5130 Youth Services $710,687 $880,763 $905,189 $937,391 $32,202 3.56% � � . . � . � . . � . � • . � � • . � � � � � � � • � � • � � . � FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Revised Request Increase Increase Salaries &Wages $2,161,492 $2,351,919 $2,572,582 $2,631,524 $58,942 2.29% Overtime Sunda Premium $578 $60,991 $65,126 $65,126 $0 % Personal Services $2,162,069 $2,412,910 $2,63 7,708 $2,696,650 $58,942 2.23% Contractual Services $124,486 $124,499 $160,752 $164,724 $3,972 2.47% Utilities $7,353 $858 $5,000 $1,000 $(4,000) (80.00)% Supplies $392,521 $441,059 $492,759 $495,446 $2,687 0.55% Small Ca ital $38,697 $40,114 $40,000 $40,000 $0 % Expenses $563,057 $606,529 $698,511 $701,170 $2,659 0.38% � � . , � . � . . � . � • . � � • . � � � � � � � • � � • � � � � 5100 - Cary Memorial Library 3 � �� ° ��__��` ��, ��,"�,,�°"" ,� �� ` �``��,, ■ ,� � 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: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library FY2021 FY2022 FY2023 FY2024 Budget Budget Budget Request Library Director 1 1 1 1 Deputy Library Director* 1 1 1 1 OfFice Manager 1 1 1 1 Webmaster** 1 1 1 Head of Adult Services 1 1 1 1 Head of Youth Services 1 1 1 1 Head of Technology &Training* 0 1 1 1 Librarian I*** 5 6 6 7.65 Librarian II* 5 4 4 4 Library Associates*** 7 8 8 6 Library Technician II 2.8 2.8 2.8 2.9 Library Technician I ***,**** 8 6 6 6 Adult Pages**** 1.6 1.6 2.2 2.56 Student Pages**** 0.68 0.68 Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed Total FTE 35.1 36.1 36.0 36.1 Total FT/PT 27FT/22PT 28FT/22PT 28FT/22PT 28FT/22PT *In FY2022,due to staff turnover,the Head of Technology role was broken out from the Deputy Library Director and re- established as a Department Head position. A Librarian II was assigned to the role. **In FY2022, Fall STM approved the transfer of the Library's dedicated webmaster from the Innovation&Technology budget to the Library budget. ***In FY2022,two Library Technician Ils were reclassified to a Library Associate and a Librarian I. ****In FY2023 all Pages were combined under Adult Pages. 5100 - Cary Memorial Library 4 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5110 Administration & General Services Budget Description: Administration and General Services includes three administrative stafF, the library's Webmaster, and funding for general library expenses such as postage, supplies, equipment, Minuteman Network fees, and contractual services. This is a level-service budget. Amounts requested reflect increases in annual fees for contractual services (website hosting, copy/scan station maintenance, people counter, etc.), Minuteman Network membership fees, supplies and equipment. There is a $4,000 decrease in the Telephone which reflects the transfer of these lines to the Facilities Department. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $318,306 $342,468 $411,952 $427,175 $15,223 3.70% 511010 Part-Time Wa es $11,190 $1,676 $0 $0 $0 % Subtotal Compensation $329,496 $344,144 $411,952 $427,175 $15,223 3.70% 520000 Contract Services $37,906 $34,898 $46,000 $48,000 $2,000 4.35% 538080 Printing & Forms $2,368 $1,449 $3,000 $3,000 $0 % 524030 Equip. Service & Repair $537 $0 $1,000 $1,000 $0 % 527030 Lease Agreements $3,974 $6,583 $20,000 $20,000 $0 % 572000 Mileage $22 $82 $500 $500 $0 % 542020 Postage & Mailing $2,266 $2,872 $3,000 $3,000 $0 % 571000 Travel $4,776 $1,733 $6,000 $8,000 $2,000 33.33% 534070 Minuteman Library Network $72,636 $76,882 $81,252 $81,224 $(28) (0.03)% 534020 Telephone $6,573 $858 $5,000 $1,000 $(4,000) (80.00)% 534030 Mobile Devices $780 $0 $0 $0 $0 % 558000 Supplies $21,463 $36,558 $36,000 $36,500 $500 1.39% 585020 Small Equipment $38,697 $40,114 $40,000 $40,000 $0 % Subtotal Expenses $191,998 $202,029 $241,752 $242,224 $472 0.20% Total 5110 Administration & General �521,494 $546,173 $653,704 $669,399 $15,695 2.40% Services 5100 - Cary Memorial Library 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5120 Adult Services Budget Description: The Adult Services element reflects the cost of personnel providing services to Adult library patrons, as well as the cost of personnel involved in ordering/receiving/ processing of books and the oversight of library technology. DifFerential costs are paid to staff working after 6 PM and on Saturdays. Sunday Premium is paid to staff working on Sundays. This is a level-service budget. Compensation increases reflect contractually obligated step increases but because the Town will be negotiating a new contract with the Library's Staff Association in FY23 this request does not currently reflect any cost of living increases. The library's required contribution to the Minuteman Network's Digital Content budget was reduced by $13,755 for FY24. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $886,326 $930,504 $965,423 $985,842 $20,419 2.12% 514000 Other Compensation $8,725 $13,100 $18,705 $18,705 $0 % 513000 Overtime $0 $2,878 $0 $0 $0 % 514040 Sunday Premium $374 $41,840 $46,953 $46,953 $0 % 514090 Longevity $3,549 $5,278 $6,930 $7,092 $162 2.34% 511010 Part-Time Wa es $306,191 $300,676 $396,993 $390,068 $ 6,925 1.74 % Subtotal Compensation $1,205,165 $1,294,276 $1,435,004 $1,448,660 �13,656 0.95% 551060 Audiovisual Materials $23,347 $25,206 $28,298 $29,713 $1,415 5.00% 551030 Books $216,580 $219,150 $236,738 $248,575 $11,837 5.00% 558080 Public Technology $10,000 $10,048 $11,025 $11,576 $551 5.00% 558090 Minuteman Di ital Content $37,151 $43,099 $65,261 $51,506 $ 13,755 21.08 % Subtotal Expenses $287,078 $297,503 $341,322 $341,370 $48 0.01% Total 5120 Adult Services $1,492,243 $1,591,779 $1,776,326 $1,790,030 $13,704 0.77% 5100 - Cary Memorial Library 6 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5130 Youth Services Budget Description: The Youth Services budget includes personnel costs for staff working in the Children's Room and Teen Space as well as funding for library materials for children and Teens. Differential costs are paid to staff working after 6 PM and on Saturdays. Sunday Premium is paid to stafF working on Sundays. This is a level-service budget. Compensation increases reflect contractually obligated step increases but because the Town will be negotiating a new contract with the Library's Staff Association in FY23 this request does not currently reflect any cost of living increases. The budget line for Part-Time Wages has increased by $25,903 due to changes to the Library Page positions. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $561,574 $640,329 $673,060 $676,558 $3,498 0.52% 514000 Other Compensation $4,355 $6,933 $6,155 $6,155 $0 % 513000 Overtime $0 $1,473 $0 $0 $0 % 514040 Sunday Premium $204 $14,801 $18,173 $18,173 $0 % 514090 Longevity $1,889 $2,211 $2,400 $3,062 $662 27.58% 511010 Part-Ti me Wa es $58,687 $108,018 $89,964 $115,867 $25,903 28.79% Subtotal Compensation �626,709 �773,765 $789,752 $819,815 $30,063 3.81% 558080 Public Technology $9,491 $10,549 $11,025 $11,576 $551 5.00% 551030 Books $74,489 $96,449 $104,412 $ 106,000 $1,588 1.52% Subtotal Expenses $83,980 $106,998 $115,437 $117,576 $2,139 1.85% Total 5130 Youth Services $710,689 $880,763 $905,189 $937,391 $32,202 3.56% 5100 - Cary Memorial Library 7 FY2024 Pro ram Improvement Request # 1 of 3 g Department: Library Element: 5130 - Youth Services PIR Title: Full-Time Youth Services Librarian 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 $ 74,978 $ 74,978 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 74,978 $ 74,978 Benefits Benefits Eligible? 1 $ 18,620 $ 18,620 Expenses $ $ Total Expenses $ $ $ Purpose/Description of Request: The Library needs an additional Youth Services Librarian I in order to meet the needs of children and teens in the building. Approximately 50% of the library's circulation and 75% of the programming takes place in Youth Services and demand has outpaced staffing Ievels.There are three major factors driving this request: � There are currently 4 professional staff in the Youth Services department, including the Teen Services Manager and Head of Youth Services. Because we are open for service 68 hours/week, those staff are working most of their hours on a public desk and have minimal time for planning and major projects. This will be a particular factor in the next two years as we plan for a complete renovation of the Children's Room and Large Meeting Room. • There are significant impacts on our building after school hours, on early release days, and no school days. During these times, the library's Teen Space and Lower Level fill with 100-150 teens. The demand for programs, reference help, and readers' advisory is significant and we generally do not have sufficient stafFing to meet demand and ensure safety. The recent closure of Panera and Starbucks in the Town Center put further pressure on the library in the afternoons. • DEI activities, particularly collection assessment and ongoing training and collaborations require increased staff hours to ensure that we make progress in this important work. The library recently approved its first DEI Action Plan, and members of the Youth Services stafF are leaders in this work and need time to plan programs and trainings, asses their collections, and work with students and community partners who are engaged in projects that build diversity and inclusivity in Lexington. 5100 - Cary Memorial Library 8 Service Implication: The Library's Youth Services team will continue to scramble to meet the stafFing/safety/ accessibility needs of their busy spaces, and will struggle to meet the community's demand for programming. The team may not be able to participate in Library and town-wide DEI activities due to a lack of bandwidth. NOTE: other than a few additional hours for weekend coverage, we have not added new staff to our Youth Services team since we opened the Teen Space in 2017. 5100 - Cary Memorial Library 9 FY2024 Pro ram Improvement Request # 2 of 3 g Department: Library Element: 5110 PIR Title: Building updates not covered by Facilities 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: The Department of Public Facilities is not able to support projects at the library that are not "operational." Rather, they will fix only existing infrastructure but that they do not have a budget to fund anything that is new or a change in the existing infrastructure. Service Implication: Without this budget line, Facilities will no longer be able to fix minor infrastructure changes that improve the building for the staff and the public but fall short of a capital ask or ongoing maintenance. For example, there is a new request to have a monitor installed on the wall of a conference room so staff can work collaboratively in that space. The Library then purchases the monitor and the bracket, but needs to have an electrician install it. However, this does not fall under the facilities budget because it is not existing infrastructure. Projects like this one are important and allow our building to meet evolving staff and public needs. I am requesting this budget line so that Facilities has a source to support these projects. Some other items that fall into this category include: The need to replace and hang community bulletin boards, the need to install new digital signage in locations where power and data don't exist currently, the need to add a handful of security cameras in places where our building doesn't have any. Because I only just learned of this change, I am suggesting a $10,000 budget line which I believe will be sufFicient. 5100 - Cary Memorial Library 10 FY2024 Pro ram Improvement Request # 3 of 3 g Department: Library Element: 5120 -Adult Services PIR Title: Full-Time World Language Librarian I 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 $ 74,978 $ 74,978 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 74,978 $ 74,978 Benefits Benefits Eligible? 1 $ 18,620 $ 18,620 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: This request is for a Full Time World Language Librarian I to oversee the library's growing language collections in both Youth and Adult Services. We currently work with community members to select, procure, catalog, and make available materials in approximately 15 languages, the most popular being Chinese. Service Implication: The two current staff who oversee our Chinese collections are both reaching retirement and once they leave we will be hard pressed to sustain these collections. Beyond Chinese, we have multiple languages that we co-curate with community members and groups, but these collaborations take time and we have not added any staff to manage them since we started these collections about 7 years ago. With this position, we'd be looking for a librarian who could take over our Chinese collections as the current staff retire, and become our point person for all of our World Language collections. Adding this particular staff person would allow us to build on our library's DEI efforts and continue building an inclusive environment for our multinational community. 5100 - Cary Memorial Library 11 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Town Clerk's Office Presentation PRE E TER• ITEM S N . NUMBER: Mary d e A ld erete, To wn C lerk I.2 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b ud get fo r the To wn C lerk's O ffic e. 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Mar e A erete Town er y , e ect B r Present ti n oa a o D m r 2 22 ece e , �� „,_�.m.�/ � � ��,,�^ `"�� ,�� i�� _ ��,` ■ ��e � r � �� Town of Lex�n ton a �. g � ,�v�� ` ��M �, � �� II �� '�� FY2024 Bud et Develo ment �� , 9' p �```��r��`; Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk Mission: The Office of the Town Clerk serves as a primary provider of information and services to the community and works closely with all Town departments and groups. The majority of services in the Town Clerk's Office are driven by State and local statutes. Budget Overview: The FY2024 requested budget for the Town Clerk's Office is $597,360, representing an decrease of$(29,937) or (4.77)% from the FY2023 appropriation. Compensation increases by $17,738 or 3.77% due to contractually obligated steps increases. Expenses decrease by $(47,675) or (30.36)%, which is primarily linked to the decrease in the number of elections. There will be one election in FY2024, the Annual Town election, which will require mail-in Early Voting. Departmental Goals: • Administration - Continue to provide important administrative services, including vital records, Public Records Requests, voter registration, outreach to all board and committee members, public meeting postings, Open Meeting Law and Ethics requirements as mandated by law, business licensing, and recording and archiving of decisions from the Board of Appeals, Planning Board and Historic District Commission. � Elections Administration -Administer Town/State/Federal elections in compliance with statutory requirements and regulation changes. Automatic Voter Registration continues to be a time-consuming initiative, increasing staff time in processing voter registrations. Mail-in early voting is expected to increase in the March 2024 Election as a result of the robust turnout to mail in voting in prior years. The Town Clerk continues to be committed to relocating polling areas from schools to municipal buildings. There is one precinct remaining in an active school location (Bowman Elementary). • Vitals - Continue effective use of Commonwealth of Massachusetts Electronic Vital Records System for births and deaths. � Records and Archives - Continue migration of historic documents to Town's Laserfiche repository for public access. Continue to expand use of Laserfiche for administrative use and for public access. Program Improvement Requests Comp. Expenses Benefits Total ��,,,��,��,,,,��, Archivist/Records Officer $ 20,494 $ $ 17,830 $ 38,324 ,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ��> >�� «,,,,, ,,,,,,,,, ,,,,,,,�, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,�� ,,,,,,,, ,,,,,,,,, ,,,,��,� �� ,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,��„«� Tc►t�l 850(� by F��quest $ 20,4�4 � — ;$ '17,8�4 � ��,324 �,�� , 8500 - Town Clerk 1 FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $439,361 $422,505 $546,397 $516,460 $(29,937) (5.48)% Directed Funding Departmental Fees $36,943 $30,725 $35,900 $35,900 $0 % Licenses and Permits $46,366 $51,460 $45,000 $45,000 $0 % • . : 1 1 • '� . 1 '� 1� .• 1 '� . • '� • .1 '� • ' � ' , FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $427,766 $396,034 $470,247 $487,985 $17,738 3.77% Expenses $94,904 $108,656 $157,050 $109,375 $(47,675) (30.36)% � • � � 1 � �� • 1 �r 1� •� 1 �r • � �i � •� �� ' � FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8510 Town Clerk Admin. $339,142 $348,536 $347,595 $363,251 $15,656 4.50% Total 8520 Boa rd of Reg istrars $16,906 $20,548 $19,825 $19,825 $0 % Total 8530 Elections $121,755 $92,653 $204,875 $157,200 $(47,675) (23.27)% Total 8540 Records Management $44,867 $42,952 $55,002 $57,084 $2,082 3.79% • • • � � • �i • � �r �� • • � �r • � �i � •� �i � � � � � FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $406,539 $387,141 $457,622 $475,360 $17,738 3.88% Overtime $21,226 $8,893 $12,625 $12,625 $0 % Personal Services $427,765 $396,034 $470,247 $487,985 $17,738 3.77% Contractual Services $90,195 $93,958 $113,600 $96,425 $(17,175) (15.12)% Utilities $2,400 $2,460 $2,000 $2,000 $0 % Supplies $2,309 $12,238 $10,850 $10,850 $0 % Small Capital $0 $0 $30,600 $100 $ 30,500 99.67 % Expenses $94,904 $108,656 $157,050 $109,375 $(47,675) (30.36)% � � � � � � �� • � � �� •� � �� • � �i � •� �� 8500 - Town Clerk 2 �� „,_�.m.�/ � � s"�,,�" , `"��^` /��"",�' , *,�� r �-��`�� Town of Lexi n to n a �. � g � �� ,�� `.;��/ ��,�.�'� � �� ,��,� FY2024 Bud et Develo ment �� g p � �� ,� � ��`, Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk FY2021 FY2022 FY2023 FY2024 Budget Budget Budget Request Town Clerk 1 1 1 1 Assistant Town Clerk 1 1 1 1 Administrative Assistant 1 1 1 1 Municipal Assistant 1.23 1.23 1.23 1.23 Archivist/Records Manager 0.46 0.46 0.46 0.46 Total FTE 4.69 4.69 4.69 4.69 Total FT/PT 3 FT/ 3 PT 3 FT/ 3 PT 3 FT/ 3 PT 3FT/ 2 PT 8500 - Town Clerk 3 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk Element: 8510 Town Clerk Administration Budget Description: The Town Clerk acts as the Town's recording officer, registrar of vital statistics, and Chief Election Official. The Town Clerk certifies ofFicial actions of the Town - including Town Meeting bylaw adoption and appropriations, signs notes for borrowing and certifies official documents. The Town Clerk also registers all vital events within Lexington, including birth, marriage and death records to provide a basis for the Commonwealth's central vital records system. The Town Clerk is the keeper of the seal, administers the oath of office to elected and appointed members of boards and committees; maintains records of adopted municipal codes, regulations, bylaws, oaths of office, resignations, appointments, and submits general bylaws and zoning bylaws to the Attorney General for approval. Staff issues licenses and permits and serves as central information point for the Town. Requested funding maintains stafFing levels, staff development, annual bond insurance for the Town Clerk and Assistant Town Clerk, annual licensing of dogs, and general office operations. FY2024 Requests: The FY2024 Town Clerk Administration budget request reflects an overall increase of$15,656, or 4.50%, which is comprised of an increase in compensation of$15,656 or 4.73%, which reflects 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. Expenses are level-funded. 8500 - Town Clerk 4 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $265,099 $270,433 $262,354 $274,351 $11,997 4.57% 511010 Part-Time Wages $63,474 $65,269 $64,952 $68,311 $3,359 5.17% 514090 Longevity $603 $231 $3,339 $3,639 $300 8.98% Subtotal Compensation $329,176 $335,933 $330,645 $346,301 $15,656 4.73% 520000 Contract Services $4,551 $3,899 $4,600 $4,600 $0 % 524030 Equip. Service & Repair $425 $479 $0 $0 $0 % 527030 Lease Agreements $0 $876 $3,000 $3,000 $0 % 572000 Mileage $0 $0 $300 $300 $0 % 578010 Binding &Archiving $0 $0 $100 $100 $0 % 530060 Prof Dev&Trai n i ng $0 $0 $2,000 $2,000 $0 % 571000 Travel $0 $115 $500 $500 $0 % 530040 Sem./Workshops/Conf. $0 $1,916 $2,000 $2,000 $0 % 558000 Supplies $108 $843 $900 $900 $0 % 542000 Office Supplies $4,431 $4,000 $3,000 $3,000 $0 % 573000 Membership/Dues $450 $475 $550 $550 $0 % Subtotal Expenses $9,965 $12,603 $16,950 $16,950 $0 % Total 8510 Town Clerk Administration $339,141 $348,536 $347,595 $363,251 $15,656 4.50% 8500 - Town Clerk 5 �� M��""�.; ,��- . � � j��_ �:_, ��`, � �� own o ex�n o n , � �>>. �� f ��;:°I�I �' � ;� i!�� '� �� ,��,� FY2024 Bud et Develo ment , g p �� ; ��A Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk Element: 8520 Board of Registrars Budget Description: Registrars, appointed by the Board of Selectmen, are responsible for promoting voter registration, maintaining voter records, and ruling on voter eligibility. Annual voter confirmation mailing is conducted along with removal of voters from the voting list in accordance with state statute. The Annual Town Census and printing of the annual List of Residents is funded through this element. Notification to voters not responding to annual census is also funded here. FY2024 Requests: The overall FY2024 Board of Registers budget is level-funded for expenses only. Registrar stipends remain the same for the 3 appointed Registrars. 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 % 514100 Stipends $825 $825 $825 $825 $0 % Subtotal Compensation $825 $825 $825 $825 $0 % 520000 Contract Services $16,081 $19,723 $18,000 $18,000 $0 % 542020 Postage & Mailing $0 $0 $0 $ $0 % 558000 Supplies $0 $0 $1,000 $1,000 $0 % Subtotal Expenses $16,081 �19,723 �19,000 $19,000 $0 % Total 8520 Board of Registrars $16,906 $20,548 $19,825 $19,825 $0 % 8500 - Town Clerk 6 �� „,_�.m.�/ f��°� �� r��,,,r ,_ �`�,�, ■ �� own o ex�n o n � rm. � � �, �� . r �.µ � � a�� Mw: �. ��,�'� � �� ' FY2024 Bud et Develo ment �� g p ,; �,�� '� ��"�'��,'% Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk Element: 8530 Elections Administration Budget Description: Elections administration includes conduct of local, state and national elections, including 12 days of early voting for all State Elections, with associated monitoring of candidate certifications, referenda and initiative petitions. Staff provide information on campaign finance law, election procedures, ballot initiatives, and voter information. Election preparations are coordinated with, and supported by, various town departments including Public Works, Police, Fire, and Facilities, as well as the Schools. FY2024 Requests: The FY2024 Elections budget reflects an overall decrease of$(47,675) or (23.27)%, due to the decrease in the number of administered elections in FY2024. Compensation is level-funded by $0 or 0.00%. Expenses decrease $(47,675) or (46.31)%, which reflects a decrease in the number of elections. 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 % 513000 Overtime $21,226 $8,893 $12,625 $12,625 $0 % 512000 Seasonal Part-Time $45,202 $17,908 $89,300 $89,300 $0 % Subtotal Compensation $66,428 $26,801 $101,925 $101,925 $0 % 520000 Contract Services $7,091 $19,303 $16,500 $17,325 $825 5.00% 538080 Printing & Forms $15,418 $15,934 $13,500 $13,500 $0 % 538110 Police Details $25,448 $13,018 $30,000 $11,000 $(19,000) (63.33)% 524030 Equip. Service & Repair $3,250 $2,600 $200 $200 $0 % 538060 Catering/Meals $171 $183 $500 $500 $0 % 572000 Mileage $58 $22 $200 $200 $0 % 542020 Postage & Mailing $6,142 $8,338 $7,000 $8,000 $1,000 14.29% 534030 Mobile Devices $2,400 $2,460 $2,000 $2,000 $0 % 558000 Supplies $(5,030) $1,895 $1,200 $1,200 $0 % 542000 Office Supplies $378 $2,099 $1,350 $1,350 $0 % 585020 Small Equipment $0 $0 $30,500 $0 $ 30,500 100.00 °/ Subtotal Expenses �55,326 �65,852 �102,950 $55,275 $(47,675) (46.31)% Total 8530 Elections $121,754 $92,653 $204,875 $157,200 $(47,675) (23.27)% 8500 - Town Clerk 7 �� _�.m.�t ;� � � ��a",�" `"��"" ■ *,�� /�''� _ '_ `�W�'� 4� ow n o ex�n o n � m. l � �� ,- � y. ' Ip�� r"w: �, �,.. � �J� ��,��'�� ,�'�� FY2024 Bud et Develo ment � � g p �� : , ��"�'��p', Departmental Budget Requests Program: 8000 General Government Subprogram: 8500 Town Clerk Element: 8540 Archives & Records Management Budget Description: Archives and Records Management addresses inventory and retention of records and documents, proper maintenance and storage of records, preservation of documents, and public access to public records and information. Requested FY2024 funding covers annual updates to the Code of Lexington, electronic document management, confidential records shredding contractual services, contractual archival services, and historic document treatment and preservation. FY2024 Requests: The FY2024 Archives & Records Management budget reflects an increase of$2,082 or 3.79%. Compensation increases by $2,082 or 5.65% due to 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. Expenses are level-funded. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wa es $31,336 $32,475 $36,852 $38,934 $2,082 5.65% Subtotal Compensation $31,336 $32,475 $36,852 $38,934 $2,082 5.65% 520000 Contract Services $291 $1,015 $1,500 $1,500 % 530000 Professional Services $7,180 $6,000 $7,000 $7,000 % 524030 Equip. Service & Repair $0 $0 $150 $150 % 572000 Mileage $29 $87 $100 $100 % 578010 Binding &Archiving $3,608 $150 $4,500 $4,500 % 530060 Prof Dev&Training $450 $300 $750 $750 % 571000 Travel $0 $0 $200 $200 % 530040 Sem./Workshops/Conf. $0 $0 $1,000 $1,000 % 558000 Supplies $457 $1,453 $2,000 $2,000 % 542000 Office Supplies $1,176 $1,132 $200 $200 % 573000 Membership/Dues $340 $340 $650 $650 % 585020 Small Equipment $0 $0 $100 $100 % Subtotal Expenses $13,531 $10,4 77 �18,150 �18,150 �0 % Total 8540 Records Management $44,867 $42,952 $55,002 $57,084 $2,082 3.79% 8500 - Town Clerk 8 FY2024 Pro ram Improvement Request # 1 of 1 g Department: Town Clerk Element: 8500 PIR Title: Archivist/Records Officer 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 0.26 $ 20,494 $ 20,494 513000 Overtime $ Other Compensation $ Total Compensation 0.26 $ $ 20,494 $ 20,494 Benefits Benefits Eligible? 1 $ 17,830 $ 17,830 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: The role of Archivist/Records Manager has been, by necessity, expanded to include larger amounts of digital archives, metadata tagging, managing digital inventories/Town record holdings, and responding to increased numbers of Public Information Requests to produce these items and others within the holdings of various Departments. This request for 9 additional hours would allow the Archivist to better prepare Lexington as it moves into an ever increasing digital arena and bring it more in line with neighboring Towns such as below, all who maintain a full-time Archivist and recognize the inherent value to the Town. • Concord, Population 19,000 — Full Time Archivist • Burlington, Population 27,682 — Full Time Archivist • Bedford, Population 13,320 — Full Time Archivist The additional hours will help ensure that the Archivist/Records Manager is better able to preserve, maintain, and ofFer the documentational support necessary to ensure Lexington's records, from oldest to newest, are kept not only with current preservation standards, but also in a searchable format that allows them to be disseminated as required. Service Implication: A key role of the position is to monitor record retention guidelines and act as a resource for Departments and Boards/Committees as needed - as well as guiding the public to access many types of material. With increased hours, the Archivist/Records Manager would be better positioned to offer this service with better availability, and offer advice as to what documents/ 8500 - Town Clerk 9 records could be removed from storage, along with offering assistance in preparing the required State forms to do so, examples below. • Expanding our Digital Preservation Program — State statute requires that many digital records series be maintained permanently, whether generated years ago by legacy programs or created yesterday by the newest applications. Our current Archivist/Records Manager is trained and equipped to make, and keep, these files accessible on a long- term basis. For consideration, in June of 2017, a section of our Public Records Portal "Historic Archives — Limited Text Search" was created forArchival storage, and at that time there were no contents. It currently has 748 folders containing 1,843 documents with 49,914 pages of scans, all of which are tagged for metadata. It is anticipated that this number will increase as more items are discovered which can be preserved digitally. • Supporting Collaborative Projects — In the past several years, the Archivist/Records Manager has worked with various Departments such as Planning to catalog and house more than 500 documents. She is currently collaborating with the Department of Public Works and the Engineering Departments to assess their current document storage for record retention requirements. She can collaborate with other departments facing storage issues, developing legally-compliant records management policies, and pursuing better ways to manage information. • Accommodating Town Growth — Many of the Town's records are on paper, at a considerable cost of space in Town buildings. As the Town workforce continues to expand, that space is needed to accommodate additional staff. Further, those stafF generate even more records that need to be processed, stored, and retrieved. The digital Archives need to be managed and grown as well to accommodate the increasing needs of expansion. • Relationship to Departmental or Town-wide Strategic Initiatives: This proposal is a direct line toward accomplishing the goal of modernizing the Town's support systems. The Archives exists as a department that supports other departments and the public in their operations. Providing these needed resources will also enable the Town to better access the information that will help mitigate current and future threats, and help to increase transparency, accountability and access by facilitating the reduction of paper systems, reducing redundancy in processes, and moving toward digital access of records. Supervisory Responsibilitv The current position allows supervision of volunteers or interns. With the increase in hours, the Archivist/Records Manager will be poised to create a program geared to allowing interns or volunteers to assist with scanning or other Archival/Records Management duties in order to further broaden the role. 8500 - Town Clerk 10 ,, , �w� � N G� O V N � � � N O � � � b�A '� � � '� � � � � � � � U .� � O O � � O O O O O N N N � � � � � O O N O O O O O N N N � � �3 � O O � O O O O O "� N N � � � O O � O O O O O "� N N � � � � O O N � � O � � N M M � � � � � � C� 4� .� � O L� �'" C� a"r � � a� � � � � v � � �' � � � � � �, � � � � � .� � U c� � � ° � � � a ,� o c� � o N � a � � � � � � �, o�o � o 4� N �3 �-' ~ � � � � � � O � � N � '� O � �0 � � N � � a � � ' ��,�..�,, � �, � ��' $ � �.�r�,��x�, �� , � � � � �'3.,�`�! � ,� ,� , , � � ��' � � �' ��'� N � � ��w �w��>>u�u��,�, °�� fr, ,, � ��.��a��'<` � � ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, � � 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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Nft UIIP ui��iy �� > ' i a�"i iN'��iii D9n�,, muY�� . �' I��iV��; 116�NIV + � , / �U „ III''�` I�� idu i'��"l » ��p� ° , x ,m , ,,. � � 141�� (� ,, , � �,�,�1 1 I�� I� 1��` 1� UI��'�uoN�ff �}�V9i11111111�'�, ii�l�'��mut�_ y iiui�� mi "'°��olllui luu �uo„ VII9��i ��'um p mu ��ui r� � �'4u ,�'Vlu�� umI�y iu� �a�'�4111 liiq ` • , r ��: ��r" Il� � . ;,, u�,J, �� 19 dlyll, mupm I ii ,, � �yJJJ� �INIIt��lid( u,u �ii �i I�.[ Z i V�I�� -i . '".... � �umoi uu �1Y(` . `' � ��rrr � . �V�m�^�IIV� �"uuuuul iia i� luu y. ' ��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 . . . r ml 1 n Town Clerk-Page 2 Printed Novembe�29, 2022 ,, , �w� � N G� O V N � � � N O � � � b�A '� � � '� � � � � � � � U .� � O O � � O O O O O N N N � � � � � O O N O O O O O N N N � � �3 � O O � O O O O O "� N N � � � O O � O O O O O "� N N � � � � O O N � � O � � N M M � � � � � � � � r"� C� �i .4� � O � �'" � � � � � � � a � � � v a� � � .� � �, p � a, � � � � � � � U � '� � o � � � � a ,� o � � o N � a � � � � � � �., ao � o 4� N �3 �-' ~ � � � � � � O � � N U M � O � �0 � � N � � a � � ' ��,�..�,, � �, � ��' $ � �.�r�,��x�, �� , � � � � �'3.,�`�! � ,� ,� , , � � ��' � � �' ��'� N � � ��w �w��>>u�u��,�, °�� fr, ,, � ��.��a��'<` � � ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Program Name: Archives &Records Management Date: Sept. 9,2022 Program ID: Clerk-CPA-1 Department: Town Clerk Revised: Submitted by: Mary de Alderete Phone: 781-698-4557 Email: clerk@lexingtonma.gov Description of Capital Program: In FY2024 the Town Clerk's Office is requesting $35,000 as part of its ongoing program to conserve and preserve important historic municipal documents and records. The current request will fund conservation and preservation of a unique set of documents which are a 3-part set of oversized Map Books belonging to the Engineering Department: Book 1,Miscellaneous, 1850-1912, Book 2, Street Plans, 1855-1911, and Book 3, County Roads, 1866-1912. Goals of Capital Program: Significant progress has been made in preserving Lexington's historic documents. There is a continuing need to preserve remaining old records and records from the 1800's and early 1900's. The preservation and conservation of permanent records for archiving creates the basis for documenting Lexington's rich history for the future. These historic documents are also backed up and stored offsite in the cloud. Impact if Not Maintained: The impact of not continuing With this preservation program would result in Lexington's historic documents degrading over time, and being lost to future generations. Maj or Spending over Past 5 Years: Major spending in the last five years has focused on the preservation of Lexington's oldest documents, including Old Town Papers dating from 1799 to 1922; Registrar of Voters Minutes, 1884-1918; Fire Department Records; Cemetery records; Valuation and Tax records of the Assessors, 1850s-1892; School Committee minutes, 1906-1910 and Selectmen's Records of Grants and Expenses, 1897-1882. Work Currently Underway: Documents currently being assessed for preservation include additional Police and Fire Department Records, Valuation and Tax Lists, and Tax warrants dated 173 6-1817 as well as documents in the Engineering and Public Works Departments. Planned Spending for Next 5 Years: The Town Clerk's Department is applying for FY2024 funding of$35,000 to continue to preserve and conserve the Town's historic documents. A substantial list of documents needing treatment has already been prepared, and an ongoing inventory will bring to light additional historic town records that deserve to be permanently conserved. Although it has been the intention of the Town Clerk's Office to request$20,000 each year through to and including FY2028, this particular historic find would be best kept as a set of unique historical value. Basis for Cost Projections: Professional services for conservation and preservation needs. Stakeholders: Town Meeting, Town residents, Town Departments, Historical Society, Cary Library, archivists and historians. Operating Budget Impact: There is no impact on the Operating Budget as funding will be sought under the Community Preservation Act (CPA). Funding Source: CPA Town Clerk-Page 4 Printed Novernbe�29, 2022 Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2010/8g Manave�d Records � 150,000 $ 149,862 $ $ $ 138 g 2�11/$a Archives and Records � 15�,�� 15�,0�� Management 2�12/$a Mana�ement Records � 150,�� 147,019 � � � 2,9$1 g 2013/8a Archives and Records � 2�,�00 � 2�,0�� Management 2018/lOc Archives and Records � 20,000 $ 19,028 $ $ $ 972 Management 2019/14c Archives and Records � 20,000 $ 19,765 $ $ 23 5 $ Management 2020/10a Archives and Records � 2�,�00 � 2�,0�� Management 2022/l 0a Manavemend Records � 2�,�� 20,�� Totals $ 550,000 $ 525,674 $ $ 20,235 $ 4,091 *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 35,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 Construction Equipment Contingency Totals $ 35,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 CPA Amount $ 35,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 Town Clerk-Page 5 Printed Novembe�29, 2022 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Land Use, Health and Development Presentation PRESENTER: ITEM NUMBER: C arol Kowalski,As sistant Town Manager for Development I.3 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b ud get fo r the L and U s e, H ealth and D evelo p ment D ep artment. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/6/2022 S:OOpm ATTACHMENTS: Description Type � .�....��c��....�r��..::��;��;�A�.��;��:��,„,��"�',��"�,�.��:�c��,��.��,„,�� C��° IC��Fl��:� � .�.:..��,��v��,�.�:..::��.�:��.��::�� r,��:.t��...;�...,�1;�1�.��"��°�;1q9�":��.�"��.��;�� .:,�:�� ai�� . � ., ��,{ ... �mtlRmffmWwsm�ryriWMM�RM ,a,� �n M1I�%NMi^mNY1MmYMfkY%��.w� .��, vy� �� rv+ �,�YN �roMw� . �^ � � �p� m � ', �� N j°�F a nis*"� °. .. �� . ? �.%i�,�:. Y,f,Ae, � � , ' � �'my'u.� n ��m ��N ,��y.V�+" � —x.viv..�m, ,...a... � WN'Tn � °�� f ,m�� e ° �p��a �h�m�'f0� ... .. � 0 �li � o b y� u ywrrv^� r:.�, irr �r �i�� M�+�'"w'�'� � N 1!N e ; m�� f!�� N� I f ` "/ { n . � ..,a��,� �q'� A ��°�r +��"�', u r� ��!�� m ��r*,��i� �«�m ii�P� �„�.a.�� v� ��1"'h ✓ r. � i � W �� ,�� ' �I �l�y�� t,� 4��u�w, w rTy'��a �,N r" d�r� �� 0� .�u �,�,w � "-� �h��r. ,9�u r� �� Fmm I i��k� p°��o�� k V L°� ( a,N�"µv i a� � " ° F � �i�� u��" �� f � � '.. 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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.. La n Use Hea t a n Deve o ment De a rtment , Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. a ro Kowa s i Ass i sta n t Tow n M a n a e r o r , D eve o m e n t e ect B r Present ti n oa a o D m r 2 22 ece 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: 7000 Land Use, Health and Development Department Mission: The Land Use, Health and Development Department includes those offices that manage and promote residential and commercial development in Lexington while protecting the health and safety of residents through local bylaws and regulations, as well as state statutes and regulations, in the areas of public health, building code, zoning, wetland protection, economic development and land-use. The department was created in 2015 to support the Town Manager, under the direction of an Assistant Town Manager for Development, by providing strategic leadership and accountability for a new Department comprising the Planning, Economic Development, Building & Zoning, Conservation, and Public Health functions, and by managing land-related negotiations, acquisitions, agreements, restrictions, leases. This revised structure has enabled the Town to further streamline code enforcement, program and policy development, and outreach and educational activities related to commercial, residential and public development and local public health. Budget Overview: The total All Funds Land Use, Health and Development FY2024 budget of $3,380,470 is a $179,392 or 5.60% increase from FY2023. Personal Services are increasing $118,707, or 4.81% and expenses are increasing $60,685, or 8.27%. The General Fund budget of$2,922,320 is a $129,707, or 4.64% increase from FY2023, with Compensation increasing $109,457 or 4.68%, and Expenses increasing $20,250 or 4.46%. The Land Use, Health and Development Department comprises: Administration, Building and Zoning, Conservation, Public Health, Planning and Economic Development. The Administration Division provides management oversight and administrative support to all divisions comprising the Land Use, Health and Development Department. The Building and Zoning Division is responsible for enforcing the State building, electrical, gas, and plumbing codes, the local zoning bylaw, and Architectural Access Board Regulations. The Conservation Division is responsible for administering and enforcing the State and local wetland protection codes and the State Stormwater Management Regulations, planning for, managing, and coordinating stewardship over 1,400 acres of Town-owned conservation land, and providing outreach and education concerning natural and watershed resources. The Health Division is responsible for enforcing State and local health codes, administering health screening and vaccination programs, evaluating community health needs and developing intervention programs to prevent disease and disability. In addition, the Health Division is responsible for public health emergency preparedness and response activities as well as climate resilience, specifically assessing and developing policy on the risk and impact to public health of climate change. 7000 - Land Use, Health and Development Department 1 The Planning Office supports the Planning Board in the implementation of the Comprehensive Plan, the administration of the Subdivision Regulations, the determination of adequacy of unaccepted streets, the granting of special permits for residential development, site plan review and granting of special permits within the CM District, and the review of planned development district proposals that go to Town Meeting. In addition, the stafF engages in short and long-term planning in regard to growth and development issues in Lexington, being active participants in various committees dealing with issues of transportation, affordable housing and economic development, as well as participating in regional and statewide initiatives. The Economic Development Division works to encourage new investment and to support local businesses. It serves as a liaison for businesses and works to address business-related issues from parking to updating land use policy. The Office also works to retain and expand local businesses by providing information, conducting research, supporting a visitor-based economy, and leveraging State economic development tools and resources designed to improve the business environment. The Economic Development Office also supports the visitor-based economy through tourism marketing and programs such as the Liberty Ride Trolley Tour, the Battle Green Walking Tours, and the Visitors Center retail operations. Program Improvement Requests Division Comp. Expenses Benefits Total ��S e�a��l��e��r��o��f��We��I��h��tS��a��n��M��e��a��S��u��r�e�S��,��.��.��, g Building $ 15,000 $ $ $ 15,000 ��C��h��1��1��n��,��.��, pp g Conservation $ $ 4,000 $ $ 4,000 ��n��rv��I��n��R��I��r��A��I��n��H��r��,��.��, Co se at o egu ato y ss sta t ou s Conservation $ 20,000 $ $ $ 20,000 ��H��I��n��ff��I��r��P��l��n��n��r��,��.��, ous g O ce / a e Planning $ 75,000 $ $ 18,620 $ 93,620 Liberty Ride Driver Econ. Dev. $ 29,880 $ $ 433 $ 30,313 ��F�T��To u��r��S�e��rv��I��ce��C o o rd��l��n��a��t��o��r��,��, Econ. Dev. $ 58,240 $ $ 18,377 $ 76,617 ��F��u��l��l��t�I��m��e��A�s�s��l��st�a�n�t��Vi�s i�to�rs��C��e��n�te��r��M��a��n��a��e��r��,„��, g Econ. Dev. $ 49,152 $ $ 18,245 $ 67,397 ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,�„«„� ,�„«„� ,«„»« ,,,,,,,, ,,,,,,�„ ,,,,,,,,, ,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,, ,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,«,,,, ,,,,,,,,, Tc�tal 70UU by R�qu�st � 247,272 � 4,�U0 1� 55,�7� $ �0�,�47 7000 - Land Use, Health and Development Department 2 Budget Summary - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $(1,088,048) $(642,000) $572,213 $223,420 $(348,793) (60.96)% TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 % Center Impr. District Stab. Fund $0 $0 $0 $0 $0 -% Fees & Charges Departmental Fees $73,122 $92,260 $69,200 $86,900 $17,700 25.58% Licenses & Permits $3,213,684 $2,853,029 $2,105,200 $2,566,000 $460,800 21.89% • . 1 1 � 1 1 - - . • '� � � : '� � • : • '� • . '� ' 1 '� ' 1 � .� ' � Appropriation Summary FY2021 FY2022 FY2023 FY2024 Dollar Percent (General Fund) Actual Actual Appropriation Request Increase Increase Compensation $1,903,721 $2,028,221 $2,338,226 $2,447,683 $109,457 4.68% Expenses $341,037 $321,068 $454,387 $474,637 $20,250 4.46% � . � . . . � . � . � . � • . � � � � � . • � � � • � � • � • � � � � � •� � Level-Service Requests FY2021 FY2022 FY2023 FY2024 Dollar Percent (General Fund) Actual Actual Appropriation Request Increase Increase Total 7110 Building &Zoning $561,393 $588,614 $644,673 $669,692 $25,019 3.88% Total 7120 Ad m i n istration $431,375 $498,604 $569,150 $596,914 $27,764 4.88% Total 7130 Conservation $197,387 $227,335 $253,882 $268,676 $14,794 5.83% Total 7140 Health $301,634 $330,575 $457,870 $469,227 $11,357 2.48% Total 7200 Planning $375,185 $396,705 $446,240 $458,751 $12,511 2.80% Total 7300 Economic Development $377,784 $307,456 $420,798 $459,060 $38,262 9.09% � . � . . . � . � . � . � • . � � � � � . • � � � . � � • � � ► � � � � •' � Object Code Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $1,887,074 $2,012,560 $2,303,212 $2,412,215 $109,003 4.73% Overtime $16,648 $15,661 $35,014 $35,468 $454 1.30% Personal Services �1,903,722 $2,028,221 $2,338,226 $2,447,683 $109,457 4.68% Contractual Services $239,506 $269,148 $378,676 $389,076 $10,400 2.75% Utilities $10,674 $11,435 $13,561 $13,361 $(200) (1.47)% Supplies $90,856 $40,486 $62,150 $70,200 $8,050 12.95% Small Capital $0 $0 $0 $2,000 $2,000 % Expenses $341,036 $321,069 $454,387 $474,637 $20,250 4.46% • . 1 1 � 1 1 - - . • '� � � : '� � • • 1 '� • . '� ' 1 '� ' 1 � .� ' � 7000 - Land Use, Health and Development Department 3 Budget Summary - Revolving Funds* FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Residential Engineering Review $57,600 $57,600 $57,600 $57,600 $0 % Revolving Fund Health Programs Revolving Fund $21,342 $27,176 $45,000 $45,000 $0 % Liberty Ride Revolving Fund $790 $72,083 $104,000 $95,550 $(8,450) (8.13)% Visitor Center Revolving Fund $74,242 $260,184 $260,000 $300,000 $40,000 15.38% • . 1 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. Appropriation Summary FY2021 FY2022 FY2023 FY2024 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Increase Increase 7110 - Residential Engineering �0 $0 $57,600 $57,600 $0 % Review Expenses $0 $0 $57,600 $57,600 $0 % 7140 - Health Programs $27,352 $34,207 $45,000 $45,000 $0 % Expenses $27,352 $34,207 $45,000 $45,000 $0 % 7140 - Lab Animal Permits $0 $0 $40,000 $40,000 $0 % Expenses $0 $0 $40,000 $40,000 $0 % 7320 - Liberty Ride $0 $146,758 $104,000 $113,150 $9,150 8.80% Compensation $0 $23,652 $14,000 $19,000 $5,000 35.71% Expenses $0 $123,106 $90,000 $94,150 $4,150 4.61% 7340 -Visitor Center $59,470 $255,101 $259,465 $300,000 $40,535 15.62% Compensation $26,501 $139,493 $114,750 $119,000 $4,250 3.70% Expenses $32,970 $115,608 $144,715 $181,000 $36,285 25.07% _ � . . � � � � . . � • . 11 � 11 • � • . • �� • 1 . • �� • • 1 . , 1 �� •• 1 • . , Appropriation Summary(All FY2021 FY2022 FY2023 FY2024 Dollar Percent Funds) Actual Actual Appropriation Request Increase Increase Compensation $1,930,222 $2,191,366 $2,466,976 $2,585,683 $118,707 4.81% Expenses $401,359 $593,988 $734,102 $794,787 $60,685 8.27% Benefits $0 $0 $0 $0 $0 % . . � � - � � � . �, : �, : - �, i � : �, : � - � �, • • . �� , 7000 - Land Use, Health and Development Department 4 Departmental Budget Requests Program: 7000 Land Use, Health and Development Department FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffinq Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Administrative Assistant 1 1 1 1 Administration Dept Office Manager 1 1 1 1 Administration DeptAssistants 4 4 4 4 Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 1 Visitor Services Manager 1 1 1 1 Visitor Center Staff(6PT) 4.75 4.75 4.75 4.75 Visitor Center PTAssistant Manager 0.56 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Liberty Ride Coordinator 0.7 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Planning Dept.Assistant 1 1 1 1 Conservation Director 1 1 1 1 Conservation Coordinator 1 1 1 1 Land Use Ranger 0.25 0.25 0.25 0.25 Land Management I nterns Seasonal Seasonal Seasonal Seasonal Public Health Director 1 1 1 1 Assistant Public Health Director* 1 1 1 Public Health Agents* 2 1 1 1 Public Health Nurse** 0.6 0.6 1 1 Building Commissioner 1 1 1 1 Asst Building Commissioner 1 1 1 1 Building Inspectors 1 1 1 1 Plumbing and Gas Inspector 1 1 1 1 Zoning EnforcementAdministrator 1 1 1 1 Electric I nspectors 1 1 1 1 Part-time Electric Inspector*** 0.24 0.24 0.24 0.24 Part-time Plumbing Inspector*** 0.14 0.14 0.14 0.14 Part-time Building Inspector*** 0.38 0.38 0.58 0.58 Total FTE 31.92 31.92 32.52 32.52 Total FT/PT 24FT/10PT 24FT/10PT 25FT/9PT 25FT/9PT + Seasonal + Seasonal + Seasonal + Seasonal Explanatory Notes: *A second Health Agent was funded in FY2021 via a program improvement. They were later reclassified to an Assistant Health Director. **The full-time Public Health Nurse was shared between Lexington(.6)and Belmont(.4)from FY2009-FY2022. An FY2023 program improvement reassigned the position to Lexington on a full-time basis. ***The hours budgeted for part-time inspectors are filled by multiple individuals,as available. The State has stopped performing the job of weights and measures,therefore,a new part time position is being created,it will be a shared position with Burlington.We need to discuss the costs of benefits with HR. 7000 - Land Use, Health and Development Department 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning Budget Description: The FY2024 Building and Zoning budget request reflects a $25,019, or 3.88% increase from the FY2023 appropriated budget. Compensation increases by $29,069 or 4.76% due to contractually obligated step increases, as well as the addition of 52 days per year of per diem inspections to support the division's expanded workload. Expenses decrease by $(4,050) or (11.88)% . Division Goals: 1. Continue the efForts to improve and administer the online permitting system, helping applicants obtain their permits. The ViewPoint Cloud permit system requires all building, zoning, electrical, plumbing and gas permits to be applied for electronically. This permitting system allows applicants to do much of their work from their office or home, thereby saving time and money from having to visit the Town ofFices. 2. Create, advertise, interview and fill the new shared part time position of the Sealer of Weights and Measures. 3. Permit, inspect, monitor and ensure code compliance for the New Police Station. This is a major Town Construction project located in the Center of Historic Downtown Lexington, and will require substantial effort and time from the Inspectional Services Division. 4. Prepare the stafF, residents, contractor and designers of the new Super Stretch Code , a new and improved state energy code for all electric homes to be required in Lexington. 5. Assist the Planning office and Economic Development office in amending the zoning sign bylaw to address signs in Lexington. 6. Work with the Select Board to adopt a fee structure for the Sealer of weights and Measures I nspection services. 7000 - Land Use, Health and Development Department 6 Budget Data (by Object Code) - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $525,373 $527,745 $542,821 $569,127 $26,306 4.85% 514000 Other Compensation $0 $0 $500 $500 $0 % 514090 Longevity $903 $1,200 $1,700 $3,200 $1,500 88.24% 513000 Overtime $5,633 $6,352 $6,422 $6,505 $83 1.29% 511010 Part-Time Wa es $6,011 $22,478 $59,140 $60,320 $1,180 2.00% Subtotal Compensation $537,920 $557,775 $610,583 $639,652 $29,069 4.76% 520000 Contract Services $6,293 $5,000 $6,250 $2,200 (4,050) (64.80)% 538080 Printing & Forms $365 $168 $880 $880 % 530000 Professional Services $5,120 $9,370 $10,000 $10,000 % 538010 Advertising $0 $375 $200 $200 % 572000 Mileage $0 $104 $200 $200 % 578010 Binding &Archiving $0 $0 $0 $0 % 530060 Prof Dev&Training $322 $175 $0 $0 % 571000 Travel $344 $572 $300 $300 % 530040 Sem./Workshops/Conf. $2,885 $3,436 $4,310 $4,310 % 534030 Mobile Devices $3,580 $3,171 $3,600 $3,600 % 531030 Gasoline/Diesel $2,403 $3,850 $3,200 $3,200 % 558000 Supplies $118 $1,755 $1,500 $1,500 % 542000 Office Supplies $0 $0 $0 $0 -% 573000 Membership/Dues $620 $1,040 $1,400 $1,400 % 558010 Clothin & Safet Equipment $1,422 $1,822 $2,250 $2,250 % Subtotal Expenses $23,4 72 $30,838 $34,090 $30,040 $(4,050) (11.88)% Total 7110 Building &Zoning $561,392 $588,613 $644,673 $669,692 $25,019 3.88% Budget Data (by Object Code) - Revolving Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 530000 Professional Services $0 $0 $57,600 $57,600 $0 % 542000 Office Su lies $0 $0 $0 $0 $0 % Subtotal Residential Engineering $0 �0 $57,600 $57,600 $0 % Review Revolving Fund Total 7110 B&Z (All Funds) $561,393 $588,614 $702,273 $727,292 $25,019 3.56% 7000 - Land Use, Health and Development Department 7 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Building Commissioner 1 1 1 1 Asst. Bldg. Commissioner 1 1 1 1 Building Inspectors 1 1 1 1 Plumbing and Gas Inspector 1 1 1 1 Zoning Enforcement Administrator 1 1 1 1 Electric I nspector 1 1 1 1 Part-time Electric Inspector* 0.24 0.24 0.24 0.24 Part-time Plumbing Inspector* 0.14 0.14 0.14 0.14 Part-time Building Inspector* 0.38 0.38 0.58 0.58 Total FTE 6.76 6.76 6.96 6.96 Tota I FT/PT 6 FT/3 PT 6 FT/3 PT 6 FT/3 PT 6 FT/3 PT 7000 - Land Use, Health and Development Department 8 FY2024 Pro ram Improvement Request # 1 of 1 g Department: Land Use, Health and Development Division: Building and Zoning Element: 7110 PIR Title: Sealer of Weights and Measures 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 $ 15,000 $ 15,000 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 15,000 $ 15,000 Benefits Benefits Eligible? 0 $ $ Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: In March of 2022, the State notified Lexington's Land Use Department that they will no longer be providing the Services of weights and Measures. The State has been providing the weights and measures inspections for Lexington for about a decade. The cost to the Town has been about $6,000 dollars per year paid directly to the state. Massachusetts Law requires all municipalities to appoint a sealer "to enforce the law pertaining to weighing and measurement devices." M.G.L. c. 98, section 34. Lexington, having more than 20,000 residents, is required to appoint a sealer to conduct the weights and measures functions required of such municipalities by Massachusetts Law. The State can no longer assume the responsibility for Lexington, and they have stopped providing the services. In September, 2022, the Town of Lexington and the Town of Burlington entered into an agreement to share a part time Sealer of Weights and Measures position. The new position will be part time, 18 hours per week. The total cost of the shared position will be split 60/40, with Lexington sharing the 40% portion. The total annual salary is projected to be approximately $36,000. 40% of that is in this PIR, $15,000, plus benefits. Some additional expenses will be required such as gasoline, car allowance, continuing education and seminar expense, and 7000 - Land Use, Health and Development Department 9 equipment expenses. These expenses are not significant, and the existing expense budget for the Building & Zoning Division should be sufficient to cover those additional costs. Service Implication: This function is a state mandate. Lexington will not be inc compliance with the law, and consumers and sellers of ineasured and weighed goods sold in Lexington may be disadvantaged if this mandated function is not carried out. This PIR will provide the funds to pay the salary for the part time position of Sealer of Weights and Measures. This is a state-mandated position, to be filled to inspect and certify that all the commercial Weighing and Measurement devices in all Lexington business establishments are accurate. There is no other option. 7000 - Land Use, Health and Development Department 10 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7120 Administration Element: 7120 Administration Budget Description: The FY2024 Administration budget reflects a $27,764, or 4.88%, increase from the FY2023 budget. This reflects an increase of $29,464 or 5.73% in compensation for contractually obligated step increases, offset by a decrease of$(1,700) or (3.09)% in expenses. Division Goals: 1. Support the Department and the Town in implementing LexingtonNext. 2. Direct the Department in supporting the Select Board goals and the Planning Board's work plan especially as they may relate to housing, economic development and planning 3. Assist the Town Manager in planning and executing on operations and delegated strategic actions in land use, health, housing, conservation, building, planning, preservation and economic development. Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $406,685 $464,259 $500,225 $530,022 $29,797 5.96% 514090 Longevity $302 $500 $1,000 $500 $(500) (50.00)% 513000 Overti me $7,022 $5,512 $12,825 $12,992 $167 1.30% Subtotal Compensation $414,009 $470,271 $514,050 $543,514 $29,464 5.73% 520000 Contract Services $0 $2,375 $2,500 $2,500 $0 % 538080 Printing & Forms $2,579 $0 $9,500 $7,000 $(2,500) (26.32)% 530000 Professional Services $75 $4,605 $10,500 $10,500 $0 % 538010 Advertising $1,470 $864 $1,500 $2,500 $1,000 66.67% 527030 Lease Agreements $4,204 $3,602 $6,000 $6,000 $0 % 572000 Mileage $0 $104 $700 $700 $0 % 530060 Prof Dev&Training $1,965 $1,823 $6,000 $6,000 $0 % 571000 Travel $0 $3,463 $7,000 $7,000 $0 % 530040 Sem./Workshops/Conf. $872 $366 $3,000 $3,000 $0 % 534030 Mobile Devices $940 $630 $900 $700 $(200) (22.22)% 542000 Office Supplies $4,369 $7,501 $4,500 $4,500 $0 % 558000 Supplies $18 $77 $500 $500 $0 % 573000 Membership/Dues $874 $2,923 $2,500 $2,500 $0 % Subtotal Expenses $17,366 $28,333 �55,100 $53,400 $(1,700) (3.09)% Total 7120 Administration $431,375 $498,604 $569,150 $596,914 $27,764 4.88% 7000 - Land Use, Health and Development Department 11 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7120 Administration Element: 7120 Administration FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Administrative Assistant 1 1 1 1 Office Manager 1 1 1 1 DepartmentAssistants 4 4 4 4 Total FTE 7 7 7 7 Total FT/PT 7 FT 7 FT 7 FT 7 FT 7000 - Land Use, Health and Development Department 12 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7130 Conservation Element: 7130 Conservation Budget Description: The requested Conservation FY2024 General Fund budget reflects an increase of$14,794 or 5.83%, from FY2023. This includes a $13,994 or 6.26% increase in compensation due to contractually obligated step increases. Expenses increase slightly from FY23 for additional mowing as part of ineadow preservation. Division Goals: 1. Continue efforts to provide for a comprehensive online records management program for conservation historical records via the LaserFiche Document Imaging Software. 2. Plan for and implement enhanced public outreach and programming to protect, preserve, and promote Lexington's natural resources. 3. Implement Year 1 of the Seven Year Action Plan of the 2022 Open Space and Recreation Plan Update. 4. Onboard a new community garden coordinator volunteer and provide a comprehensive orientation and training program. 5. Finalize and record Conservation Restrictions for all CPA conservation land acquisitions. 6. Plan for and acquire open space parcels as prioritized by the Conservation Commission. 7. Implement the numerous conservation land management and stewardship prioritized projects, including Willard's Woods, Chiesa Farm, and West Farm meadows preservation (FY 2018/2023 CPA), Wright Farm Barn Stabilization (FY 2023 CPA) and Conceptual Site Access Design and Parking (FY2021 CPA), Willard's Woods Accessible Improvements Design and Engineering (FY2020 CPA) and ADA Construction (subject to FY 2024 CPA funding), and Whipple Hill Trail Repair and FireAccess (subject to FY 2024 CPAfunding) 7000 - Land Use, Health and Development Department 13 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $148,415 $177,197 $178,743 $191,726 $12,983 7.26% 513000 Overti me $1,731 $1,546 $3,119 $3,159 $40 1.28% 514090 Lo ngevity $907 $1,500 $1,500 $1,500 $0 % 511010 Part-Time Wages $16,041 $16,716 $17,023 $17,994 $971 5.70% 512000 Seasonal Part-Time $4,311 $9,287 $23,250 $23,250 $0 % Subtotal Compensation $171,405 $206,246 $223,635 $237,629 $13,994 6.26% 520000 Contract Services $1,321 $11,179 $13,700 $14,500 $800 5.84% 538080 Printing & Forms $204 $0 $300 $300 $0 % 530000 Professional Services $17,973 $1,051 $5,000 $5,000 $0 % 538010 Advertising $363 $408 $250 $250 $0 % 572000 Mileage $14 $0 $1,086 $1,086 $0 % 578010 Binding &Archiving $0 $0 $0 $0 $0 % 542020 Postage & Mailing $42 $90 $100 $50 $(50) (50.00)% 530040 Sem./Workshops/Conf. $55 $420 $1,000 $1,000 $0 % 521000 Utilities $272 $348 $300 $300 $0 % 531000 Water/Sewer $803 $170 $900 $900 $0 % 534030 Mobile Devices $845 $803 $1,360 $1,360 $0 % 531030 Gasoline/Diesel $272 $530 $501 $501 $0 % 558000 Su ppl ies $1,877 $3,932 $3,500 $3,500 $0 % 573000 Membership/Dues $1,052 $1,477 $1,350 $1,350 $0 % 542000 OfFice Supplies $0 $0 $0 $ $0 % 558010 Clothing &Safety Equipment $892 $682 $900 $950 $50 5.56% 553060 Tools/Lumber/Hardware $0 $0 $0 $0 $0 % Subtotal Expenses $25,985 $21,090 $30,247 $31,047 $800 2.64% Total 7130 Conservation $197,390 $227,336 $253,882 $268,676 $14,794 5.83% 7000 - Land Use, Health and Development Department 14 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7130 Conservation Element: 7130 Conservation FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Conservation Director 1 1 1 1 Conservation Coord i nator 1 1 1 1 Land Use Ranger 0.26 0.26 0.26 0.26 Seasonal Land Management Interns Seasonal Seasonal Seasonal Seasonal Total FTE 2.26 2.26 2.26 2.26 Tota I FT/PT 2 FT/1 PT + 2 FT/1 PT + 2 FT/1 PT + 2 FT/1 PT + Seasonals Seasonals Seasonals Seasonals 7000 - Land Use, Health and Development Department 15 FY2024 Pro ram Improvement Request # 1 of 2 g Department: Land Use, Health and Development Division: Conservation Element: 7130 PIR Title: Chipping 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 520000 Contractual $ $ 4,000 $ 4,000 $ $ Total Expenses $ $ 4,000 $ 4,000 Purpose/Description of Request: Conservation staff regularly work with volunteer land stewards to conduct management projects on our properties. Many of these projects result in removal of woody debris that need to be chipped annually. Previously Conservation has collaborated with DPW to have these piles chipped, but due to DPW staff shortages, many of the piles still remain on site resulting in fuel load and wild fire hazard, mowing complications, site access issues, and entanglement in vegetative overgrowth. This would allow us to collaborate with DPW to pay their crews to chip on weekends resulting in reduced fuel loads for wild fire risk in the wilderness urban interface. Service Implication: With the ability to manage for woody debris to be regularly chipped, our Conservation Areas will be regularly maintained and not become susceptible to vegetation overgrowth engulfing woody debris piles, encroachment, and further complicate Conservation Area management. If this request isn't funded, Conservation StafF would continue to be unable to respond to Fire Department's request to reduce our fuel loads on our Conservation Areas. This need is expected to increase as climate change impacts Lexington and results in longer and more frequent extreme temps and drought conditions as experienced during the summer of 2022. 7000 - Land Use, Health and Development Department 16 FY2024 Pro ram Improvement Request # 2 of 2 g Department: Land Use, Health and Development Division: Conservation Element: 7130 PIR Title: Conservation Regulatory Assistant Hours 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 $ 20,000 $ 20,000 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 20,000 $ 20,000 Benefits Benefits Eligible? 0 $ $ Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: Under the general supervision of the Conservation Director, the RegulatoryAssistant will perform permit review, monitoring, and compliance tracking activities regarding Conservation Commission Permit Decisions under the Massachusetts Wetlands Protection Act (M.G.L. Ch. 131, s.40) and the Wetland Protection Code of the Town of Lexington (Chapter 130; formerly Lexington General Bylaw Article XXXII). In addition, these hours could also help supplement the Ranger hours to provide public safety, education and enforcement of land use regulations (ch. 145) to promote and protect natural resources; to protect watersheds, waterways, and wetlands. ESSENTIAL JOB FUNCTIONS: • Assists in administering, interpreting, processing, and enforcing all applicable State and Local environmental laws and regulations. • Reviews permit and other applications, including all construction plans and specifications, for compliance with applicable environmental regulation implications. Guides applicants through the filing process, resolves customer issues, and maintains records._ • Perform inspections to verify compliance with environmental laws and regulations or to investigate and resolve environmental incidents. Monitors sites to ensure possession of and compliance with necessary permits, issues approved correction orders, and re- inspects sites to ensure follow through. 7000 - Land Use, Health and Development Department 17 • Responds to public inquiries regarding wetlands, and environmental laws and regulations. • Drafts permit decisions based on Conservation Commission findings and special conditions. • Ensures protection of public and private water supply and groundwater supply, prevention and control of flooding, prevention of storm damage and other water damage, prevention of pollution, prevention of erosion and sedimentation, protection of fisheries, and protection of wildlife and wildlife habitat as required by Federal laws, State statutes and regulations, and local ordinances and regulations. • Performs a variety of tasks requiring written, visual, and oral communication skills with the highest level of professional and technical expertise in connection with administration, interpretation, processing and enforcement of all applicable State statutes and regulations, and local ordinances and regulations. . • Interacts with the Conservation Commission and provides them with the ability to comprehend and articulate the technical elements associated with conservation disciplines in order to make key decisions. • Reviews Building Permit, Board of Health Permit, Historic Districts and Historical Commissions, Planning Board, and Zoning Board applications, including all construction plans and specifications, for compliance with all applicable environmental regulation implications; counsels and guides potential permit applicants and other interested parties regarding environmental regulations and permit filing requirements and procedures; resolves complex and sensitive customer service issues, either in person, by telephone, and/or in writing; maintains records and documents of customer service issues and resolutions; monitors property to ensure proper permits are obtained prior to commencing any activities. • Coordinates with State and Federal agencies that administer various environmental protection and open space protection and management programs: Department of Environmental Protection, Wetlands, Waterways, and Hazardous and Solid Waste Divisions; OfFice of Environmental Affairs, MEPA and Conservation Services Division; US Department of Natural Resources; US Department of Fish and Wildlife; and US Army Corps of Engineers. Service Implication: Currently, the Conservation Director performs a majority of the wetland protection regulatory permitting functions, including permit review, monitoring, compliance and enforcement. Due to the heavy regulatory workload and high volume of permits, customer service response turn around time can be lengthy and slow. These funds, which can be offset through the Notice of Intent filing fee revenue under the State Wetland Protection Act (so no tax levy impacts), to provide for part-time regulatory hours (less than 20 hours/week) will allow for improved customer service and response time by adding staffing band-width for the less complex and technical regulatory functions and allowing the Director to focus on more professional, technical, and complex matters. Not funding this request will continue to affect the timeliness of responding to customers, completing projects, and implementing new initiatives; thereby negatively impacting the community through reduced efficiency and effectiveness. 7000 - Land Use, Health and Development Department 18 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7140 Health Element: 7140 Health Budget Description: The FY2024 All Funds Health budget request reflects an increase of $11,357 or 2.09% from FY2023. The General Fund increase is $11,357 or 2.48%, which includes an increase in compensation of$8,857 or 2.46%, which reflects actual compensation now that the division is fully staffed. Expenses increase by $2,500 or 2.54% from FY2023, which reflects the professional training, education and CEU credits required for a fully-stafFed Health Office. The increase in expenses reflect and will continue to reflect a transition and turnover of stafF including the conversion of one of the two Health Agents to an Assistant Health Director, the hiring of a Health Agent and full time Public Health Nurse. Division Goals: 1. Continue to monitor Covid-19 in the community, to continue to be a resource for COVI D 19 education and to offer services such as vaccine and booster. 2. Continue to review all the local Board of Health regulations, and update as necessary, to coincide with current State and Federal regulations,standards and best practices.Research and develop new regulations as necessary. 3. Continue to enhance customer service satisfaction and improve stafF efficiency by updating Board of Health permit applications in ViewPoint Cloud. Implement new inspection software and tablets which will decrease reliance on paper forms and allow for more efficient and accurate record keeping. 4. Continue involvement with the 4A Medical Reserve Corps transition team working to disband the existing non-functioning MRC into 3 smaller more sustainable units. Submit Federal application for the new Central Middlesex MRC as Chair of the unit transition team. OfFer preparedness trainings and classes such as Stop the Bleed and Behavioral FirstAid. 5. Evaluate and expand Clinical Public Health programs such as expansion of adult and pediatric vaccine availability, CPR/FirstAid, collaborate with Human Services Health Outreach Clinician to expand services to Elders, and collaborate with other clinical partners in the community. 6. Expand the working relationship with the Lexington public and private schools, administration and school nursing services. Become a partner and resource for programming and collaboration to enhance our shared commitment to the health and well being of our youth. 7000 - Land Use, Health and Development Department 19 7. Evaluate and expand the Environmental focus of the Health Office by offering or sponsoring trainings, certifications or education, such as ServSafe for food establishments, septic/cesspool maintenance, well water testing, mosquito/tick safety. 8. Research grants and other financial opportunities to enhance and expand functions of the Health Office such as the FDA Voluntary Retail Food Grant, Public Health Excellence Grants, NAACHO grants for the MRC, or other opportunities offered by the Office of Local and Regional Health of the Massachusetts Department of Public Health. 9. Strive to make the Health Office more visible and accessible to residents, businesses and stafF as a reference, resource and trusted municipal partner. Budget Data (by Object Code) - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $267,144 $265,934 $357,777 $366,611 $8,834 2.47% 513000 Overti me $350 $506 $1,793 $1,816 $23 1.28% Subtotal Compensation $267,494 $266,440 $359,570 $368,427 $8,857 2.46% 520000 Contract Services $30,550 $51,303 $70,000 $70,000 % 538010 Advertising $775 $250 $750 $750 % 538080 Printing & Forms $0 $172 $1,500 $1,500 % 572000 Mileage $50 $537 $2,000 $2,000 % 530060 Prof Dev&Training $921 $5,194 $10,000 $10,000 % 571000 Travel $0 $1,348 $3,000 $3,500 500 16.67% 530040 Sem./Workshops/Conf. $230 $833 $2,000 $3,000 1,000 50.00% 534030 Mobile Devices $960 $1,418 $2,000 $2,000 % 531030 Gasoline/Diesel $0 $35 $800 $800 % 558000 S u ppl ies $0 $169 $2,800 $2,800 % 542000 Office Supplies $180 $1,202 $700 $700 % 573000 Membership/Dues $214 $953 $2,000 $3,000 1,000 50.00% 558010 Clothin &Safet Equipment $259 $720 $750 $750 % Subtotal Expenses $34,139 $64,134 $98,300 $100,800 $2,500 2.54% Subtotal 7140 Health General Fund $301,633 $330,574 $457,870 $469,227 $11,357 2.48% 7000 - Land Use, Health and Development Department 20 Budget Data (by Object Code) - Revolving Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase Health Programs Revolving Fund 520000 Contract Services $2,596 $1,172 $30,000 $15,000 $(15,000) (50.00)% 542000 OfFice S u ppl ies $24,756 $33,035 $15,000 $30,000 $15,000 100.00% Subtotal Health Programs Revolving Fund $27,352 $34,207 $45,000 $45,000 $0 % Lab Animal Permits Revolving Fund 520000 Contract Services $0 $0 $40,000 $40,000 $0 % 542000 Office Supplies $0 $0 $0 $0 $0 % Subtotal Lab Animal Permits Revolving Fund $0 $0 $40,000 $40,000 $0 % Subtotal 7140 Health Revolving Funds $27,352 $34,207 $85,000 $85,000 $0 % Total 7140 Health (All Funds) $328,986 $364,781 $542,870 $554,227 $11,357 2.09% 7000 - Land Use, Health and Development Department 21 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7140 Health Element: 7140 Health FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Public Health Director 1 1 1 1 Public Asst. Health Director* 1 1 1 Public Health Agent* 2 1 1 1 Public Health Nurse** 0.6 0.6 1 1 Total FTE 3.6 3.6 4 4 Tota I FT/PT 3 FT/1 PT 3 FT/1 PT 4 FT/0 PT 4 FT/0 PT *In FY2021,a second Health Agent was funded via a program improvement. During that year,one of the Health Agents was reclassified to Assistant Health Director. **The full-time Public Health Nurse was shared between Lexington(.6)and Belmont(.4)from FY2009-FY2022. An FY2023 program improvement reassigned the position to Lexington on a full-time basis. 7000 - Land Use, Health and Development Department 22 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7200 Planning Element: 7200 Planning Budget Description: The proposed FY2024 budget for the Planning OfFice increases $12,511, or 2.80% from FY2023. Compensation increases $12,511, or 3.39%, for contractually obligated step increases. Expenses are level-funded from FY2023. Division Goals: 1. Implement various recommendations in LexingtonNext, the Town's updated Comprehensive Plan , which will guide future land development and preservation activities over the next 5, 10-15 years, and beyond. 2. Assemble and support the Planning Board's Annual Work Plan to ensure alignment with Lexington Next. 3. Propose and adopt zoning amendments and regulations outlined in Lexington NEXT to promote economic development and housing goals such as mixed-use development, more affordable housing, allowing multi-family housing, missing middle housing, and maximizing commercial development. 4. Collaborate with members of the Land Use, Health, and Development (LUHD) Department and other staff inembers to plan and execute short- and long-term planning i n itiatives. 5. Adopt and implement District Plans for Lexington's three Transportation Demand Management Overlay Districts (TMOD) - Hartwell Avenue Area, South Lexington, and Forbes Road - Marrett Street. 7000 - Land Use, Health and Development Department 23 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $338,180 $347,783 $360,995 $373,403 $12,408 3.44% 513000 Overtime $778 $1,745 $7,895 $7,998 $103 1.30% 511010 Part-Time Wages $848 $2,677 $0 $0 $0 % Subtotal Compensation $339,806 $352,205 $368,890 $381,401 $12,511 3.39% 520000 Contract Services $29,950 $38,452 $54,000 $53,500 $(500) (0.93)% 538080 Printing & Forms $0 $855 $2,500 $2,500 $0 % 530000 Professional Services $1,650 $0 $4,500 $4,500 $0 % 538010 Advertising $1,633 $1,804 $2,250 $2,250 $0 % 538060 Catering/Meals $0 $147 $350 $200 $(150) (42.86)% 572000 M i l eage $0 $0 $1,000 $1,150 $150 15.00% 578010 Binding &Archiving $0 $250 $250 $250 $0 % 571000 Travel $0 $0 $1,000 $2,000 $1,000 100.00% 530040 Sem./Workshops/Conf. $50 $340 $7,000 $6,000 $(1,000) (14.29)% 534030 Mobile Devices $600 $480 $0 $0 $0 % 542000 Office Supplies $219 $1,114 $2,000 $2,000 $0 % 542020 Postage & Mailing $0 $27 $0 $500 $500 % 573000 Membership/Dues $1,278 $71 $2,000 $2,000 $0 % 551030 Books $0 $959 $500 $500 $0 % Subtotal Expenses $35,380 $44,499 $77,350 $77,350 $0 % Total 7210 Planning $375,186 $396,704 $446,240 $458,751 $12,511 2.80% 7000 - Land Use, Health and Development Department 24 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7200 Planning Element: 7200 Planning FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Administrative Assistant 1 1 1 1 Total FTE 4 4 4 4 Total FT/PT 4 FT 4 FT 4 FT 4 FT 7000 - Land Use, Health and Development Department 25 FY2024 Pro ram Improvement Request # 1 of 1 g Department: Land Use, Health and Development Division: Planning Element: 7200 PIR Title: Housing OfFicer/Planner Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2024 Only FY2024& Future FY2024 Request Compensation 511000 Reg u lar Wages 1.00 $ 75,000 $ 75,000 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 1.00 $ $ 75,000 $ 75,000 Benefits Benefits Eligible? 1 $ 18,620 $ 18,620 Expenses 520000 Contract Services $ $ $ Total Expenses $ $ $ Purpose/Description of Request: The primary responsibility of this position is to increase the supply of affordable, low, and moderate income housing in Lexington, manage the current and future supply, and serve as Lexington's housing advocate. Under the direction of the Planning Director and Assistant Town Manager for Development, performs a variety of complex technical and professional work in the creation, development, and preservation of community housing, including land acquisition, drafting of policy and regulations, creation of incentives, public advocacy, reviewing projects, and developing funding for subsidized housing. Service Implication: Serve as the chief housing staff for the Town and primary liaison to the Regional Housing Services Office (RHSO), HOME consortium, the MA Department of Housing and Community Development, Lexington Housing Partnership Board, Planning Board, Select Board and all other other Lexington housing entities. Develop funding sources for affordable housing production and land acquisition efforts for affordable and subsidized housing. Administer a housing rental supplement program for persons eligible for affordable housing. Prepare a Town Housing Production Plan and Fair Housing Plan. Serve as the Town's fair housing officer. Negotiate land disposition agreements with developers for greater affordability. Develop housing policies for various Lexington boards. Review project and plan submissions for housing developments. 7000 - Land Use, Health and Development Department 26 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development Mission: The Economic Development OfFice (EDO) implements the Town's economic development goals set out by the Select Board and focuses its efforts to support businesses, workers, and an improved quality of life. The Economic Development OfFice staff also serves as a liaison for developers and new tenants going through the zoning and permitting processes. In addition, the Economic Development Office works to leverage economic opportunities from tourism through the operations of the Visitors Center, the Liberty Ride Trolley Tour, and the Battle Green Guides program. Sharing our role in American history attracts many thousands of visitors to Lexington each year, these visitors help to support our local businesses contributing to our community's overall economic sustainability. Budget Overview: The Economic Development budget includes: 1) the Economic Development Office, 2) the Visitors Center Revolving Fund, and 3) the Liberty Ride Revolving Fund. The FY2024 All Funds Economic Development OfFice budget reflects a $87,947 or 11.21% increase which is primarily driven by increases in the General Fund and Visitor's Center budgets. The EDO budget is proposing three program improvement requests, two to be funded by the Revolving Fund, and one to be funded by the General Fund. Program Improvement Requests Comp. Expenses Benefits Total Liberty Ride Driver $ 2g,gg0 $ $ 433 $ 30,313 FT Tour Service Coordinator $ 58,240 $ $ 18,377 $ 76,617 Full-time Assistant Visitors Center Manager $ 49,152 $ $ 18,245 $ 67,397 Tc�tal 7��4 by Requ��t � 1�7,272 � — $ �7,(�� $ 17A�,�27 7000 - Land Use, Health and Development Department 27 Budget Summary - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $331,784 $261,456 $374,798 $413,060 $38,262 10.21% TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 % Center Impr. District Stab. Fund $0 $0 $0 $0 $0 % • . 1 1 - - . • '� :� '� 1 � . '�� 1 • : '�� • 1 .1 '� : . • 1 ' ' , Appropriation Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Compensation $173,089 $175,284 $261,498 $277,060 $15,562 5.95% Expenses $204,696 $132,172 $159,300 $182,000 $22,700 14.25% � i 1 1 i � �� 1 � • �� 1 •� �� • � / � ' � Program Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase 7310 Economic Development Office $377,784 $307,456 $420,798 $459,060 $38,262 9.09% � i � 1 i � �� I � • �i� � � � �� •1 �� • � / � � � Object Code Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $171,955 $175,284 $258,538 $274,062 $15,524 6.00% Overti me $1,134 $0 $2,960 $2,998 $38 1.28% Personal Services $173,089 $175,284 $261,498 $277,060 $15,562 5.95% Contractual Services $127,231 $118,110 $126,300 $140,500 $14,200 11.24% Util ities $0 $0 $0 $0 $0 % Supplies $77,464 $14,062 $33,000 $39,500 $6,500 19.70% Small Ca ital $0 $0 $0 $2,000 $2,000 % Expenses $204,695 $132,172 $159,300 $182,000 $22,700 14.25% • . 1 1 . • '� :� '� 1 � • '�� 1 ' : '�� • 1 •1 '� : • • 1 • ' , 7000 - Land Use, Health and Development Department 28 Budget Summary - Revolving Funds* FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Liberty Ride Rev. Fund $790 $72,083 $104,000 $95,550 $(8,450) (8.13)% Visitors Center Rev. Fund $74,242 $260,184 $260,000 $300,000 $40,000 15.38% . . � � - - . . . �, i �, . �, .- i � � �, � � �, i : . � , *Revolving Funds are authorized by Town Meeting via Article 9, and are not appropriated under Article 4. Appropriations Summary FY2021 FY2022 FY2023 FY2024 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Increase Increase 7320 Liberty Ride Rev. Fund $0 $146,758 $104,000 $113,150 $9,150 8.80% Com pensation $0 $23,652 $14,000 $19,000 $5,000 35.71% Expenses $0 $123,106 $90,000 $94,150 $4,150 4.61% 7340 Visitors Center Rev. Fund $59,470 $255,101 $259,465 $300,000 $40,535 15.62% Compensation $26,501 $139,493 $114,750 $119,000 $4,250 3.70% Expenses $32,970 $115,608 $144,715 $181,000 $36,285 25.07% . _ � � . � � � . i • . � � • � • � � � � �� • � • �� • • i FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $199,589 $338,429 $390,248 $415,060 $24,812 6.36% Expenses $237,665 $370,885 $394,015 $457,150 $63,135 16.02% , , � . , . , . � , . . , . . � � � . ,- - , - , .- . ,. ,. - , 7000 - Land Use, Health and Development Department 29 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 1 Economic Development Intern Seasonal Seasonal Seasonal Seasonal Visitor Center Manager 1 1 1 1 Visitor Center StafF (6PT) 4.75 4.75 4.75 4.75 Visitor CenterAssistant Manager 0.56 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Tour Services Coordinator 0.7 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Total FTE 9.01 8.31 8.31 8.31 3 FT/7 PT 3 FT/7 PT 3 FT/7 PT 3 FT/7 PT Total FT/PT + Seasonal + Seasonal + Seasonal + Seasonal Note: Visitor Center staffing is included above as this function was transferred from Chamber of Commerce in FY2015. There are 7 Visitor Center staff(1 works full-time and 6 work part-time)and 30 seasonal workers from April to October 7000 - Land Use, Health and Development Department 30 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development Element: 7110 Econ. Dev. Office Budget Description: The Economic Development Office (EDO) fosters the growth of the Town's commercial sector. Staff work to develop, coordinate, and implement economic and land use policies and programs in concert with the Town's economic development goals as set by the Select Board. Staff ofFer one-on-one assistance to businesses, both existing and new, through initial inquiry, site selection, permitting, and ongoing operations. Additionally, Economic Development staff coordinate with state organizations to support business retention and expansion. The EDO also oversees the Lexington Visitors Center, Liberty Ride Tour, and Battle Green Guide programs designed to share Lexington's role in the American Revolutionary story and support the local visitor-based economy. The FY2024 budget for the EDO is increasing by $38,262 or 9.09%. Compensation increases by $15,562 or 5.95%, which reflects contract settlements and contractually obligated step increases. I n add ition, expenses i ncrease by $22,700 or 14.25%. The i ncrease is based on su pporti ng the new tourism website, renting a printer for the Visitors Center, and $5,000 increase in Membership & Dues to continue to support the Costar service to helps us with the research and data gathering which is essential to market Lexington with a variety of stakeholders. Division Goals: 1. Ensure long-term viability of Lexington businesses in light of the COVID-19 Pandemic and changing retail environment. 2. Implement and complete the wayfinding project for East Lexington 3. The ED Office will be working on a new Tourism Website that will address all destination marketing needs in FY 2024 4. The ED ofFice will also be working on a store fa�ade improvement program for East Lexington to improve the stores to be more attractive and vibrant. 5. Continued implementation ofARPAfunds to help with economic stimulus and resiliency for the community 7000 - Land Use, Health and Development Department 31 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $155,160 $162,217 $253,538 $269,062 $15,524 6.12% 513000 Overtime $1,134 $0 $2,960 $2,998 $38 1.28% 514000 Other Compensation $75 $140 $0 $ $0 % 512000 Seasonal Part-Ti me $16,720 $12,927 $5,000 $5,000 $0 % Subtotal Compensation $173,089 $175,284 $261,498 $277,060 $15,562 5.95% 520000 Contract Services $50,077 $50,068 $50,000 $50,000 $0 % 538080 Printing & Forms $357 $2,301 $3,000 $5,500 $2,500 83.33% 530000 Professional Services $3,420 $4,913 $5,000 $10,000 $5,000 100.00% 538010 Advertising $3,267 $1,116 $3,000 $4,000 $1,000 33.33% 538090 Marketing $34,971 $52,802 $56,400 $56,400 $0 % 572000 Mileage $0 $0 $200 $500 $300 150.00% 542020 Postage & Mailing $0 $100 $100 $500 $400 400.00% 530060 Prof Dev&Training $1,286 $2,500 $2,000 $5,000 $3,000 150.00% 571000 Travel $0 $41 $3,000 $3,000 $0 % 530040 Sem./Workshops/Conf. $1,750 $3,789 $3,000 $5,000 $2,000 66.67% 534030 Mobile Devices $600 $480 $600 $600 $0 % 578030 Hartwell Rezoning Project $31,503 $0 $0 $0 $0 % 558000 Visitors Center Support $69,000 $492 $20,000 $20,000 $0 % 542000 Office Supplies $1,444 $1,570 $1,000 $1,500 $500 50.00% 573000 Membership/Dues $4,762 $10,626 $10,000 $15,000 $5,000 50.00% 542040 OfFice Equipment $0 $0 $0 $2,000 $2,000 % 578000 M isc. Expenses $2,258 $1,374 $2,000 $3,000 $1,000 50.00% Subtotal Expenses $204,695 $132,172 $159,300 $182,000 $22,700 14.25% Total 7310 Economic Development �377,784 $307,456 $420,798 $459,060 $38,262 9.09% Off i ce 7000 - Land Use, Health and Development Department 32 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development Element: 7320 Liberty Ride Budget Description: The Liberty Ride is a guided historical shuttle tour of Lexington and Concord which was experienced by approximately 8,200 visitors each year pre-COVID. The Liberty Ride operates as a Revolving Fund, from which all expenses are covered by self- generated revenues. This program has enabled Lexington to market the area and generate local business activity. The FY2024 proposed budget below is consistent with the level of operations that were performed in FY2022, running four days per week. After a temporary furlough of operations due to COVID-19, the program was re-launched in July of 2021. The full-service trolley contract expired in March 2022, but was extended for 2 additional years, ending in March of 2024, prior to the spring tourism season. We expect to continue working with Joseph's Trolley through March of 2024. Beginning in Spring 2024, the EDO ofFice is proposing the Liberty Ride Trolley to be brought in-house by buying a new trolley with ARPA funding. This alternative program is not presented below, but can be found in the supplemental materials provided. The Liberty Ride budget is proposed to increase 8.80% which reflects an increase in the hourly wage of Tour Guides to $25.00/hour, and a slight increase in the hourly contracted rate for trolley operations. Division Goals: 1. Analyze ridership and identify partnership opportunities 2. Increase visibility for the trolley tour 3. Provide better service and new service model with the new trolley next year before the 250th year celebration 7000 - Land Use, Health and Development Department 33 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 $5,298 $0 $0 $0 % 512000 Seasonal Part-Ti m e $0 $18,354 $14,000 $19,000 $5,000 35.71% Subtotal Compensation $0 $23,652 $14,000 $19,000 $5,000 35.71% 520000 Contract Services $0 $123,069 $90,000 $94,150 $4,150 4.61% 538080 Printing & Forms $0 $0 $0 $0 $0 % 538010 Advertising $0 $0 $0 $0 $0 % 542000 Office Supplies $0 $37 $0 $0 $0 % Subtotal Expenses $0 �123,106 $90,000 $94,150 $4,150 4.61% Total 7320 Liberty Ride Revolving Fund $0 $146,758 $104,000 $113,150 $9,150 8.80% 7000 - Land Use, Health and Development Department 34 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development Element: 7340 Visitors Center Budget Description: The new Visitors Center opened in July 2020, serving as the Town's featured gateway for welcoming visitors and residents and orienting them on things to do and places to eat and shop. The Visitors Center operates as a revolving fund with the sales of gift shop merchandise offsetting operating costs. Overall, the FY2024 Visitors Center budget is projected to increase $40,535 or 15.62% from FY2023, primarily due to purchases of inerchandise which will generate a corresponding increase in revenue. In FY2023, the full time wages for the Visitors Center manager were moved from the revolving fund to the General Fund. The Visitors Center budget continued to cover the wages for the Battle Green guides, who have been offering ticketed walking tours. In FY2023 and FY2024, $20,000 remains in the EDO budget as a backstop if ticket and merchandise sales do not fully support Visitors Center operations. Division Goals: 1. Generate a 10% increase in annual sales over the annual 3 year average 2. Survey visitors to identify areas of improvement 3. Increase social media postings 4. Launch new destination tourism website supported byARPAfunding Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1,766 $80,626 $0 $0 $0 % 512000 Seasonal Part-Time $24,734 $58,867 $114,750 $119,000 $4,250 3.70% Subtotal Compensation $26,500 $139,493 $114,750 $119,000 $4,250 3.70% 558000 Merchandise/Inventory $30,233 $106,634 $134,394 $175,000 $40,606 30.21% 542000 Displays/Supplies $2,736 $8,974 $1,000 $5,000 $4,000 400.00% 58209 M isc. Ex enses $0 $0 $9,321 $1,000 $ 8,321 89.27 % Subtotal Expenses $32,969 $115,608 $144,715 $181,000 $36,285 25.07% 59100 Benefits $0 $0 $0 $0 $0 % Subtotal Benefits $0 $0 $0 �0 $0 % Total 7330 Visitors Center $59,469 $255,101 $259,465 $300,000 $40,535 15.62% 7000 - Land Use, Health and Development Department 35 FY2024 Pro ram Improvement Request # 1 of 3 g Department: Land Use, Health and Development Division: Economic Development PIR Title: Liberty Ride Driver 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 $ 29,880 $ 29,880 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 29,880 $ 29,880 Benefits Benefits Eligible? 0 $ 433 $ 433 Expenses 558000 Visitors' Center Support $ $ $ Total Expenses $ $ $ Purpose/Description of Request: This PIR will be funded through the Revolving funds to support the new in-house trolley operation and hire two new drivers to support the program. Service Implication: Without hiring drivers we would not be able to support the operation of the Liberty Ride Trolley tours. 7000 - Land Use, Health and Development Department 36 FY2024 Pro ram Improvement Request # 2 of 3 g Department: Land Use, Health and Development Division: Economic Development Element: 7300 PIR Title: FT Tour Service Coordinator 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 $ 58,240 $ 58,240 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 58,240 $ 58,240 Benefits Benefits Eligible? 1 $ 18,377 $ 18,377 Expenses $ Total Expenses $ $ $ Purpose/Description of Request: This PIR is requested to transition the part-time Liberty Ride Coordinator position to a full-time Tour Service Coordinator position to support the new in-house program. This position will be part of the Revolving fund. This position is based on LMEA Grade 6 Step 2. Service Implication: As the Liberty Ride is proposed to be operated 7 days a week; and the new trolley will need to be maintained and program supervised in-house, we would need a full-time staff to help us with the operations, scheduling, marketing, sales, and overall management of the service. 7000 - Land Use, Health and Development Department 37 FY2024 Pro ram Improvement Request # 3 of 3 g Department: Land Use, Health and Development Division: Economic Development Element: 7300 PIR Title: Full-time Assistant visitors Center Manager 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 $ 49,152 $ 49,152 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 49,152 $ 49,152 Benefits Benefits Eligible? 1 $ 18,245 $ 18,245 Expenses $ Total Expenses $ $ $ Purpose/Description of Request: This request is to transition part-time Visitors Center Manager to a full-time position with benefits. This position is based on LMEA Grade 4 Step 1. We are proposing that $13,900 will continue to come out of the revolving fund (as is) and $35,252 plus benefits will be added the general fund. Our projections show that the VC revolving fund cannot support a full time position in the revolving fund. Service Implication: We have seen a steady increase in visitors and the Visitors Center has no admin or any support for regular HR and payroll. The VC hires and undergoes a lot of turnover in personal during the season which adds HR and payroll work in addition to the regular duties of inerchandise stocking, inventory, scheduling, supporting Liberty Ride guides, marketing, and supporting tourism advisors seven days a week. The previous Assistant and the current Visitors Center Manager both have cited the lack of support and extreme workload as being the reason for the departure. 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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 � rmn . . . . 1 r ml i n Land Use-Page 2 Printed Novembe�29, 2022 N N O N � � �V � � C� � � � � � O � � � �.r., � � .� � � � � � � � �� w Z H O O � O O O O O N O O � ,-� ,-� � � � � O O N O O O O O N O O � ,-� ,-� � � � �p O O N O O O O O N � � � w � � � O O �i N O O � O O O � N � � � � � � � � � � � � � � � N A `° `° � o � � � � � � � a� � w � � � � � � � � � � � � � a�, � � o a A � a � � � � � � � � � � � � •� � U � � � � a� � � �° � � � � � � .� � � � o .� � � N � � �--� � N ,o � � O � � o � N o �' c� � � � � w � � ��,�..�,, �' a., ,�? + �I I.f:Tl+f IUnr � �,� ....... ...,.�^� � � (� ��" � �P� �� °� � RM" � ��; �� ( �' O � w �„WWII)U{llfUll � � m�, try / ��''"7.�'.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: Transportation Mitigation Date: Sept. 9,2022 Program ID: 5023 Department: Land Use, Health&Development Department Revised: Nov. 10, 2022 Submitted by: Sheila Page Phone: 781-689-4563 Email: spage@lexingtonma.gov Description of Capital Program: This capital request is to support the ongoing work of the Transportation Safety Group (TSG). TSG is staffed by the Planning Office, Engineering Division, Transportation Services, and the School and Police Departments. These funds will be used to evaluate as well as fund the design/construction of smaller scale safety related proj ects. TSG continues to receive multiple requests and anticipates this need to be ongoing. In past years, spending had declined due to low staffing,the Covid-19 Executive Order and partly due to grants that funded planned proj ects.Now, that many covid protocols have been lifted,people are back out on the streets and more requests are coming. TSG has increased their traffic and safety mitigation efforts. It is anticipated that additional funds will be needed to address safety requests and to prepare proj ects for grant opportunities. Additional funding will be used for on-call engineering services to quickly address safety requests,purchase and install speed feedback signs, and design and implement small mitigation proj ects. TSG is requesting to transfer the annual Transportation Network Company(TNC)Annual Allocation into the Transportation Mitigation fund. Transportation Network Companies such as Uber and Lyft pay a$0.40 surcharge per ride. Half of that($0.20) comes back to the community where the ride originated from. Lexington's 2021 portion is $7,684.90. This money is to be used to fund projects and programs that support alternative modes of transportation. In particular, Lexington has "banked" these yearly disbursements to partially fund the Vision Zero Plan and to augment the bicycle and pedestrian plan funded at 2022 ATM. Goals of Capital Program: Transportation safety is a critical part of Lexington's high quality of life. Investigating potential problems, ensuring compliance with current standards and best practices help to ensure that everyone driving,biking, or walking in Town is as safe as possible. Allocation of these funds will allow TSG to evaluate and, in certain cases,be able to implement safety measures in a short timeframe. Rather than identify and recommend improvements that would be programmed as part of a larger operations and maintenance proj ect,these funds can be utilized to address identified safety issues in a more timely manner. This request is also part of the response to ToWn Meeting's adoption of Article 45 in 2015. Article 45 prioritized townWide pedestrian and cyclist safety improvements,requests for which comprise the bulk of TSG's requests. Impact if Not Maintained: Transportation safety issues are of high importance to Lexington residents. If not funded,the Transportation Safety Group will be unable to investigate, analyze, or implement many of the requests in a timely manner. In addition, without having access to on-call engineering services we may miss available grant opportunities. Maj or Spending over Past 5 Years: On-call Engineering Services for: � Crosswalk on Marrett • Lowell and Woburn Intersection • Speed study on Waltham, Concord, Lincoln • Lincoln and Middle Street Intersection, • Bikeway Crossing at Hancock, • Crosswalk and road alignment on Grant Street at Sherman, Land Use-Page 4 Printed Novembe�29, 2022 • Hartwell Ave Crossing at Wood Street • Crosswalk on Maple Street • Kendall turn restriction application to MassDOT • Partially funded Vision Zero Plan • Purchased stealth radar speed counter to accurately assess speed concerns and traf�c calming requests • Cedar Street sidewalk survey • Rectangular Rapid Flashing Beacon Crosswalk on Maple Street at Harrington School paid for with MassDOT grant and TSG funds • Center Safety Zone speed limit reduction to 20 MPH Work Currently Underway: • Implementing School Zone on Concord Street • Engineering services to petition MassDOT to reduce certain regulatory speed limits • Engineering services for re-striping Woburn/Lowell intersection • Engineering services to implement turn restriction Planned Spending for Next 5 Years: • "No Turn on Red" Pilot proj ect at Mass Ave/Maple Street intersection • Implement a pilot vegetation trimming line-of-sight maintenance program • Purchase and install speed feedback signs • On-call engineering services to address safety requests and to apply to MassDOT to reduce certain regulatory speed limits. Basis for Cost Projections: Cost proj ections are based on prior proj ect and studies. Stakeholders: All residents of, employers in, and visitors to Lexington. Operating Budget Impact: No impact on the Operating Budget-trimming is proposed as a pilot program. These funds will be used for studies and potential small construction projects. Funding Source: TNC, Cash Capital Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2017/12V $ 100,000 $ 99,835 $ $ $ 165 2018/16M $ 100,000 $ 86,524 $ $ $ 13,476 2019/16L $ 100,000 $ 22,700 $ 25,545 $ 51,755 $ 2020/12J $ 16,504 $ 4,693 $ 2,500 $ 9,311 $ 2021/12A $ 20,889 $ 20,000 $ $ 889 $ 2022/12D $ 6,824 $ 6,824 Totals $ 344,217 $ 233,752 $ 28,045 $ 68,779 $ 13,641 *Data cu��ent as of Octobe�13, 2022. Land Use-Page 5 Printed Novembe�29, 2022 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Design/Engineer $ 42,685 $ 50,000 $ 80,000 $ 100,000 $ 100,000 Construction $ 10,000 Equipment $ 35,000 Contingency Totals $ 87,685 $ 50,000 $ 80,000 $ 100,000 $ 100,000 CPA Amount $ $ $ $ $ Land Use-Page 6 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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' ��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 � rmn . . . . 1 r ml i n Land Use-Page 7 Printed Novembe�29, 2022 ,,,,,, ,,,,,, ,,,,,,,,,, N O ..� N � �� ,�w �V � �' � � O'� � � �, N � ar�� o � � � .� � � 00 � .r., � �� w o� � ¢.�U �•,-� �� C� � .^,.� �I--I � I I � N � w � � � I I O N � w � � � I I O N � w � � � �, I I � o �i N � � � � C� � � � � .... �............ � A � N o 0 � O N N � � � � � � � � � � .... �......... � � � � �..� � � � � � v `� �O � .� � � 4� p .� � A � �' � .�, a �, � � � � � � � � � � , � � � � �, � o � � � � �� °' � •o � � � � � �.� � � � � �� 4� N � � � �� N �' � o � O Q � C--� � N 0 a� � � � o � � � � � w � a ��;�,�..�,, '-; i ,�� $ �I I.f�:Tl f IU^'r �'^ ,�� ....... ...,�,�� Vl � N � ��'>.��i A I � .� , , , �� i,..,r � � ,� F �. �� ,�,>>u��,�,��,�, � �� r .�,� � , >��- � � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexln ton - FY2024-28 Ca ital Im roveynent P�o ect � p p J Proj ect Name: TMOD Implementation-Permitting and Progress Tracking Date: November 4, 2022 Project ID: LU-24-1 Department: Land Use,Health&Development Department Revised: Submitted by: Sheila Page Phone: 781-698-4563 Email: spage@lexingtonma.gov Description of Project: The updated TMO-1 Hartwell Area Transportation Demand Management Plan has proposed several improvements to our existing Transportation Demand Management(TDM) Program within the TMO-1 TMOD District. Subj ect to Planning Board approval,revised regulations will require a permitting and tracking system separate from the Planning Board's development application. A dedicated and separate permit and tracking mechanism will enable us to track development's progress on their transportation demand management efforts to reduce single occupancy vehicle trips and make recommendations to help them be in compliance. Part of the tracking requires annual reporting of vehicle and bicycle counts and other data. Compiling the data from the TMOD developments and looking at our progress in the aggregate will help us evaluate the effectiveness of various transportation demand management elements and inform us how to better improve the requirements. Careful tracking the TDM program achieve better results A Transportation Demand Management (TDM) permitting and tracking process system can be set up with our existing Viewpoint Cloud Permitting system and an online survey service. To make sure we are requiring the right reporting and asking the right questions during the initial setup a data architect will help develop the required surveying and reporting. This data architect will help to: 1. develop survey and reporting requirements so that we get useful information 2. pre s ent data 3. analyze data 4. evaluate progress 5. make recommendations to further our TDM strategies Justification/Benefit: By implementing this tracking system we will be better able to monitor developments progress towards reducing single occupancy vehicle trips and evaluate and adjust accordingly our transportation demand management strategies. Impact if Not Completed: The current TDM program lacks consistent follow through as the reporting format differs among developers and the effectiveness of the various TDM initiative are not clear. The TMO-1 Plan update provides recommendations that enable us to track progress, evaluate our effectiveness and help developers and businesses provide useful programs. Timeframe: Initial program set up using the existing Viewpoint Cloud Permitting System will begin during FY2023. The data architect will be contracted in FY2024. We expect this new process and evaluation to be applicable to the TMO-2 Forbes and Marrett and TMO-3 South Lexington Plans. Replacement Frequency: Not expected soon. As participation grows and TDM strategies get more sophisticated we may consider rolling our program into a specialty tracking program such as One Commute. This would not happen for several years until the program out grows the current capabilities within the current viewpoint cloud permitting system. Land Use-Page 9 Printed Novernbe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2024-28 Ca ital Im rove�nent P�o ect � p p J Basis for Cost Projections: Costs are based on existing prices for surveying programs, a discussion with a transportation planning consultant and also based on Cambridge's experience Stakeholders: Planning Board, developers,property owners,businesses and residents. Operating Budget Impact: none as this is an appropriate of use the TMOD Stabilization Fund. Funding Source: Transportation Manage Overlay District TMOD Stabilization Fund Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered� Remaining* Returned Hartwell Ave.TMOD 2018/16L Update $ 50,000 $ 2,498.25 $ 47,466.75 $ 35 $ Totals $ 50,000 $ 2,498.25 $ 47,466.75 $ 35 $ *Data current as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Project Management $ 42,000 Construction Equipment Contingency Totals $ 42,000 $ � $ $ CPA Amount $ $ $ $ $ Land Use-Page 10 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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O � � C� � � � � �� v� N � � � V � � � � V � Aa� �, � o � �, � .� � � � � o �, � Q� � � � � •° � �, •� �' �I � p � N �-' � � � � � � � � � � � � •� � r..� � � � � � � c� N M �i •� ¢' � � �0 � � a � � � � � � � l � � � � � � M�I V a � � � � � 0 � h■�I c� �' O O �-+ I� � � � � '� � � � � � C� 4� N a"� O � � � � o � •° � � � o � � •�, c� c� � �...' .� ►�1i � N � � � w � �.,, � � � � "� 0 � �' N '� � O °� � � � N � � � .�,� � � � •'� N � � ��, � a� o 0 0 � � � � a � � � � � � � � � .... .... .... .... .... .... .... .... .... � � � � � a i i M i i i ��,�..�,, � � � ' � $ � ^f1� 1^1� 1^1� ^ ^ ^ a� ,�, �� I.f�TI(IU ..,.,�, 1� 1� 1� 1� 1� ^ � �� '�� ..� � I I I � � � � � � � � � � �� ,>>u��,��,� � ��=�-�� 1 � �1 ►� ►� �1 ,� ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Willard's Woods Site Improvements Date: 9-22-2020 Project ID: LU-CPA-1 Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is for$1,361,224 in FY2024 for Phase II of the universal accessibility(UA) Improvements Project at Willard's Woods. Phase II would implement construction activities,upon completion of Phase I Land Management Planning and Development of Engineering Design Plans. The funding requested for construction has increased from the placeholder estimate provided in previous years due to several reasons. These additional costs include: additional trail segments being proposed(approx 1,400 ft) including a loop around the millpond and segment out to Hathaway entrance,more accurate cost estimates for construction, and in supplemental funding for meadoW restoration activities. Willard's Woods is the largest and most popular conservation area in Lexington. With over 100 acres of open meadow, old-growth pine forest and wetland, and a historic mill pond,Willard's Woods provides an important natural oasis for many hikers, dog walkers, cyclists, and nature enthusiasts. The property supports place-based educational programming for the Diamond Middle School and hosts a half-mile segment of the ACROSS Route A Town-Wide trail system. In addition,the picnic area and fire pits adj acent to the North Street parking area are utilized by the Lexington scouting program for camp-outs 6-10 times a year. The property also contains a stone-dust bike path connecting Brent Road and North Street. This path was part of the original infrastructure on the property when it was transferred from Recreation to Conservation management in 1995. The path has deteriorated over the years and is no longer viable as an accessible pathway for bikes, strollers, users with mobility impairments, etc. Despite this,the path remains highly popular even in its heavily eroded and damaged state in certain sections due to its deterioration. In accordance with the Willard's Woods Ecological Land Management Plan and Universal Accessible Trail Report and Design and in progress Design and Engineering Plans, this proj ect proposes to upgrade the existing stone dust bike path on the property and construct an accessible loop trail in the northern meadow and around the millpond that connects this bike path with the existing parking area on North Street. In total, 1.1 miles of trail improvements are proposed, including approximately 0.6 multi use trail improvements and 0.4 UA trail improvements. The trail would incorporate both historic and natural features on the property. In order to responsibly protect the existing natural and historic resources on the property and implement a well- designed accessible trail system,the Conservation Commission proposes the following: • Construct a UA loop trail in the northern meadow and around the millpond connecting the North Street parking lot and the Brent Rd/North St stone dust bike path per the approved UA Trail Design. • Construct an observation deck and wayside interpretive panel at the millpond. • Upgrade the existing stone bike path to be universally accessible and the parking area on North Street to include up to 5 handicap accessible spaces. • Upgrade Hathaway Road and Brent Road trailheads to UA standards and potentially add handicap accessible spaces. Justification/Benefit: Land Use-Page 13 Printed Novernbe�29, 2022 VVillard's Woods continues to be the most popular and highly-visited conservation property in Lexington. The Conservation Commission has received multiple requests from residents over the past five years to upgrade the stone dust bikeway. At the same time, the Lexington Commission on Disability commented on the need for accessible improvements at Willard's Woods during its March 2018 meeting and the Conservation Department has received direct comments from the Commission's chair,Victoria Buckley, on the need for accessible improvements at the site. Additionally, the Commission on Disability provided direct feedback on the proposed design during their August 2022 meeting. The parking area on North Street needs to be renovated. It currently has maj or potholes and does not drain properly, making it difficult to drive on. In addition,the site lines onto North Street are poor. The DPW has filled the potholes over the years,but a parking area as heavily used as Willard's V�oods needs to be upgraded. Further,there is presently no defined parking spaces within the parking lot, and vehicles park at will,meaning less efficient and reduced parking under current conditions. �1Villard's Woods contains extensive meadow,wetland, and old growth pine forest. These resources need to be managed and protected for future generations. The proj ect would complement and enhance stream daylighting work completed in 2016 by the Engineering Division and meadow preservation work funded through the FY2018 CPA program and the Phase I Ecological Land Management Plan and UA Trail Design funded through the FY2020 CPA program(which completion was delayed due to Covid-19 and staff vacancies.) Impact if Not Completed: Willard's Woods bike path will continue to deteriorate without implementation of construction based on approved design and engineering plans. Since usage remains high and poor drainage and erosion continues to occur,the trail will likely become unsafe. The parking area on North Street will also continue to deteriorate. If unable to implement construction of the accessibility improvements,the Conservation Commission may need to consider implementing trail and parking lot closures if existing conditions create unsafe conditions that cannot be rectified with available means. Closing trails and parking area would make one of the most used and popular conservation areas inaccessible to the public. Timeframe: This phase II of the proj ect comprised of construction of the universal accessibility improvements is proposed for FY2024,upon completion of the Phase I design and engineering plans and details,permitting, and bid documents.. Replacement Frequency: Unknown at this time, and expect to have this information for detailed response when the Design and Engineering phase I completed(Expected FY23). Basis for Cost Projections: The FY2024 cost projection for this Construction Phase II is based on cost projections for the complete UA proj ect improvements as currently conceptualized by our Landscape Designer Kyle Zick Landscape Architects. This cost estimate is subject to change once the final Phase I Design and Engineering Plan is completed and approved by the Conservation Commission and an updated cost estimate in FY2023 is prepared based on the final approved plan.These cost estimates increased from previous years due to the addition of the loop trail around the millpond and improvements to the Hathaway Road entrance (1400 ft), more accurate construction cost estimates, as well as including supplemental funding for meadow preservation. Stakeholders: Conservation Commission, Conservation Division staff, Conservation Stewards, Commission on Disability, Recreation and Community Programs,Abutters, Visitors to Willard's Woods,Diamond Middle School students and faculty, Lexington Boy Scouts and Girl Scouts, local wildlife. Operating Budget Impact: Estimate of$10,000 every 10 years for maintenance of the accessible infrastructure. Land Use-Page 14 Printed Novembe�29, 2022 Funding Source: CPA Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned 2019/14B milrov�eme tsds site � 138,273 $ 69,934 $ 68,499.15 $ $ p Totals $ 138,273 69,934 $ 68,499.15 $ $ *Data cu�rent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Project Management $ 25,000 Construction $ 1,240,304 Equipment Contingency $ 95,920 Totals � 1,361,224 $ $ $ � CPA Amount $ 1,3 61,224 $ $ $ $ Land Use-Page 15 Printed Novembe�29, 2022 N I ... .�.. 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"��i�; ��I��,� ji/G%/� �i/�ii /,./�i �... .,,.. ,.,,... ,.„,„ / / � � / / / / / //.. . �� .� � , �� /.� / / � / � � / � � i � / � / � � i i � � �/ / i / � / i i i / � / i / � i i/ �, � G r / , / , / � //////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////////, �� r��µ �, „ „ � 1 � � � � � 1 �� °�� .�� `� ,�� y , ;,. �� °��_��,�� r��"�� w��w�� t� ��;, ��I� ��'.�� +��i�� `�°,;�0� ��;�"�;�,,,�� . ��n��uu.�,��nQ�u�'��`��,��U �` �� ;°��`��"��,.,�� '�,�, � � ��;��'� ��' ��' �� ;��u�o��,d�� °�� `�w�� '�� ,��i�,�� : ��i��, �� ,�,��a�� ay�� '�� '��.�� "�'�� „`��,�' .�°,� Land Use-Page 17 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Idylwilde and Poor Farm Meadow Preservation Date: 9-22-2020 Project ID: LU-CPA-2 Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: Email: kmullins@lexingtonma.gov Description of Capital Program: This request is for$23,500 in FY2025 and$30,550 in FY2027 for continuation of the conservation meadow preservation program. The FY2027 request is an estimated placeholder cost estimate at Parker Meadow. The FY2025 proj ect proposal is to preserve approximately 1.5 acres of ineadow at Poor Farm and 3.5 acres at Idylwilde to improve passive recreation opportunities, enhance wildlife and plant habitat, and create a renewed connection to Lexington's history through the recovery of scenic vistas. Of the approximately 1,400 acres of conservation land owned and managed by the Conservation Commission, approximately 65 acres are upland meadows. Upland Meadows are characterized as being dry most of the year. Soils at these sites are well drained and may consist of sandy clay, sandy loam, loam or shale. The topsoil layer may be thin and subj ect to drought. Typically in full sun for at least half the day with good air circulation,upland meadows are generally occupied with wetland indicator status Upland(UPL),Facultative Upland(FACU), and Facultative (FAC) species. These conservation meadows, including those at Idylwilde and Poor Farm,provide important wildlife habitat as well as recreational opportunities, scenic enj oyment, and a connection to Lexington's agricultural history. Many of Lexington's meadows have had minimal maintenance since they were acquired, resulting in the folloWing management and public health concerns: • The advancement of invasive plants around meadow edges and throughout the meadows themselves, including Asiatic bittersweet,multi-flora rose, and black swallow-wort, and black locust. • The advancement of nuisance native plant species around meadow edges and throughout the meadows themselves including poison ivy and sumac species. • The loss of historic scenic vistas, as they are overgrown by vegetation. • The invasion of ineadoW habitat with shrubs and trees,particularly along fences, stonewalls,boundaries, field trees, and Where mowing has not taken place. The proj ect's main obj ectives are as follows: • Preservation of ineadow land that has been overgrown by shrubs,trees, and vines. • Restoring views of scenic vistas along rolling field and meadows for Lexington's agricultural past. • Managing invasive and nuisance native species encroachment on the field edges and throughout meadows. • Providing an improved annual mowing and maintenance regime that promotes native vegetation, enhanced wildlife habitat, and safe recreational opportunities. Goals of Capital Program: Preservation of scenic vistas: Scenic views into conservation meadows improve the aesthetic quality of our conservation properties and may actually increase property values in the neighborhoods where these fields are located. Additionally, in many cases scenic views were part of the original purpose of the Town's purchase of the land. Wildlife habitat protection: The Massachusetts Audubon Society 2017 "State of the Birds" breeding bird report as well as Mass Audubon's Grassland Bird Program cite a"steeper, more consistent, and more widespread population decline [of grassland nesting birds] than any other group of birds in North America" due to a decline in grassland habitat. Additionally,removing invasive species and promoting natural meadow species through an improved mowing regime combined with active native species restoration will improve habitat for mammals,bees,butterflies, and other invertebrates as well. A statewide habitat assessment conducted by the Massachusetts Natural Heritage and Endangered Species Program has identified a decline in open grassland and mature forest habitat. Idylwilde and Poor Farm provide both of these habitat elements, although the meadow habitat has been severely compromised through lack of field edge maintenance. Land Use-Page 18 Printed Novembe�29, 2022 Reclamation of stone walls: Stone walls are an important historic resource and provide a link to Lexington's agricultural past. Restoration of passive recreational opportunities: Meadows offer important local recreational opportunities, such as bird-watching,walking, cross-country skiing, and picnicking. Community Engagement: Restoring scenic views and maintaining open meadows will generate renewed interest in conservation and may result in increased participation in volunteer conservation efforts coordinated by the Conservation Division. Impact if Not Maintained: The Massachusetts Division of Fisheries and Wildlife Natural Heritage and Endangered Species program has identified open grassland and meadow preservation as a statewide priority for land management. Meadows pose a land management challenge because they require annual mowing and maintenance to remain open and free of invasive species; when left untended for even short periods of time,they quickly revert to shrub-land and forest and become difficult to maintain. Additionally,meadow edges are particularly difficult to maintain due to the challenge of mowing close to fences, stone walls, and tree lines. Maj or Spending over Past 5 Years: The proj ect is part of a multi-year Conservation Meadow Preservation Program. In FY2015 and FY2016, Hennessy Field and Joyce Miller's Meadow were restored. In FY2018-FY2019, Wright Farm received the same treatment. �1Villard's Woods meadow preservation is pending finalization of the Ecological Management Plan and ADA site improvements. Daisy Wilson,was restored in FY2021-FY2022, and West Farm was recently awarded to Parterre Ecological with FY2023 appropriations. Work Currently Underway: The FY2018 funding appropriated for Willard's Woods Meadow Preservation will be expended once the UA trail and design has been finalized and approved by the Conservation Commission. The West Farm meadow preservation proj ect implementation is expected to begin in Fall 2022,with a 2023 completion date. Planned Spending for Next 5 Years: There are five additional conservation area meadows, Juniper Hill, Shaker Glen,Parker Meadow,Dunback Meadow, and Chiesa Farm subj ect to the preservation program. The next conservation area meadow slated for preservation,to expand upon the UA improvements, is Parker Meadow(approximately 6.5 acres) in FY 27 in the amount of$30,550 (based on prior preservation meadow projects per acre cost.) Basis for Cost Projections: The cost proj ection is based on previous meadow preservation cost estimates received from professional preservation and restoration specialists,Heritage Fields, and the experience of Conservation Division Staff with previous meadow preservation proj ects.There is a slight increase from previous year proj ects recognizing the need to provide for greater amounts of active planting of native species to further promote preservation of the meadows. Stakeholders: Conservation Division Staff, Conservation Stewards, Conservation Commission, Lexington residents who use any of Lexington's conservation meadows, abutters to conservation meadows, local wildlife. Operating Budget Impact: With proper annual maintenance via meadow mowing,these preservation proj ects will be one-time expenses. Annual mowing and chipping expense increase= $2000. Funding Source: CPA Land Use-Page 19 Printed Novembe�29, 2022 Prior Authorizations: Town Meeting Description Authorized Expended* Encumbered* Remaining� Returned 2015/8A Meadow Preservation Program $ 26,400 $ 24,957 $ $ $ 1,443 2017/l0E Meadow Preservation-Willard's � 40,480 $ 11,000 $ 5,600 $ 23,880 $ Woods and Wright Farm 2020/10E �aisy wilson Meadow � 22 425 $ 21 600 $ 500 $ 325 $ Preservation > > 2�22/1�C West Farm Meadow Preservation � 2g,175 � � 2g,175 Totals $ 117,480 $ 57,557 $ 34,275 $ 24,205 $ 1,443 *Data cu��ent as of Octobe�13, 2022. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer Proj ect Management Construction $ 23,500 $ 30,550 Equipment Contingency Totals $ $ 23,500 $ $ 30,550 $ CPA Amount $ $ $ $ Land Use-Page 20 P�inted Novembe�29, 2022 � � � � . �� w��w ��i�w��r��c�� i�� i��w��w�� I�� "��.�� % � �,� �"�,� ! m�ir �r� ��i� �, � //�/ ��., �� /r � ` � ��% /�/,r/�� %�� / � �� ,w�� V N � �%/ ��%/� ��"�l ,J1fi(��N �/%�� p��.'h�i W��'��W�I��'U�'M�,,,�r✓01�Otl m�VL I�n II��'�u,sM".Mimom�il'��iY�II'W��,. / / i� �„. �,„ /``` /ly, 1lHn �� , < ! �"`, „,��,,� ��,µ ��%/ �III�"nr III'��'�"�d�l)I��I�"'��"�'�'��v�'��"�"j w^, ��'��"�'v�'��`� % a ' � ;... �� ' �i. �,�VI��w:�.'�..�I ��NW�I��' �`;� � � ��w � ��, � q Ilh�ll�lu'�:��:��,�a u�� y A��nr��rr�� i � ��u"��"��'��iY��d��J��"��Il�ld�!��'�P,��"III ��I��!��"��rN��u��'JIVI� �%`y%°'�'"!I �/ //J�`' �` r� I�'�i��„��k�JU'„��"��"�I;��'�°��'��'u��I�'�"°+�'��;��"��"�"'��";��'�,�" %n l;rii/� ri,i%� i �� *�; �i �� l� ��/ /a� (If ��fl a %/� � ��,�I�''"��'�'��I,�,��""��mh�'��91I'�,��MJw�I�"�Gil��w� � ��u�� ' !� '�r f fi�„°A�;� � ;'� ��"„�I��'°�"��"��°��I��°,��`,w °„ //////. �h�3"t N��/%�� ,,.,,. „„ ��,,, �/�✓Wff af',, I'� ,�„i �^"ill" �II i� IIQrf��W m� �N II� �r� � r v / ; i � t / p grv�,�+q�W,� 3N / � �qr'^�., I��p�.�yry ��,/+ Iru ryM�I��.' �/ fd1fS��J/k/H i��/�/� A,'�: ��, /, �/f( �`'>,.. /J�7�, i�v��m� �il'�"maN"'��N�i�'mi�.IQ�""'."""W�°&�.w:w�IP'�triwd"��'4wW��i%�lU p,irtll:�AS'Po'"w�.r�'�Xm"„�rI� � /`k / J �''„ , ��vi��l �, �,,,,;. , 'eio,,, ]f��r �,+`�w� ',�w w,o+ ei: x r� 4,.� `'� �p,� p�'��+wp;, ,;. 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Land Use-Page 24 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Project Name: Wright Farm Barn Preservation and Rehabilitation (Step 3) Date: 9-6-2022 Project ID: LU-CPA-3 Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is for FY2025 for the Conservation Commission, in collaboration with Public Facilities,to initiate the sequential phases of the Wright Farm Barn Stabilization and Preservation Proj ect, comprised of Phase 3,which is to conduct structure rehabilitation resulting in an occupancy permit and to conduct programs on site. At this time, the funding request is to be determined. Steps 1 and 2 were funded in FY23, Article 10b, to stabilize the structure, prepare architectural and design bid documents as well as hazardous material testing as necessary. The Town of Lexington purchased the portion of Wright Farm with structures, at 241 (247)* Grove St, in 2016. The buildings were all in need of repair at that time. Since then,the House has been renovated by LexHAB (Lexington Housing Assistance Board) and is occupied. The Barn continues to remain unoccupied and exposed to weather, moisture, and animals, and is in dire need of work to stabilize the structure to prevent having to demolish or spend even greater funds to complete full scale preservation to occupy the structure for its intended uses if it continues to deteriorate. The Conservation Commission appointed a Wright Farm Advisory Subcommittee (WFAS)to support the Commission in planning efforts for Wright Farm,which planned to convene in March of 2020,but never met formally until November 23,2020, as a result of the coronavirus pandemic. Since that time,the WFAS held six meetings and developed recommendations for management of Wright Farm Conservation Area, including barn stabilization and preservation, for the Conservation Commission to consider. While the WFAS would like to see the barn preserved for use as a year-round multi-purpose public building, including an environmental education center, they understand that a preservation proj ect of this magnitude can be very costly, and that the ultimate goal and purpose for the structure and associated costs must be fully realized through a comprehensive public process. Meanwhile, in the short-term,the WFAS has recommended to the Conservation Commission that the best course of action to prevent further deterioration and decline of the structure was to stabilize and weatherproof it as an initial phase per the FY23 appropriation and in progress. While Step 1 and 2 are in process, the Commission will continue to plan with stakeholders regarding the future use of the barn in order to finalize this FY25 Step 3 request with costs to engage the architect to develop architectural design and engineering plans and Bid Documents for building occupancy. *The original postal address of the entire property was 241 Grove Street,but when the house portion of the lot was subdivided from the barn and conservation land, the house maintained the 241 address while the barn and conservation land were assigned 247. Justification/Benefit: These funds Will allow the Conservation Commission, in collaboration with Public Facilities, to rehabilitate the structure to al1oW educational programs to take place on site and obtain an occupancy permit. Impact if Not Completed: The Wright Farm Barn will continue to decay and remain unoccupied, causing an eyesore and hazard to the property and to the visiting public, as well as result in increased costs in the future if the barn is to be preserved and used as intended for open space, educational, and historical value; stated obj ectives identified when purchasing the property. Land Use-Page 25 Printed Novembe�29, 2022 Timeframe: Steps 1 and 2 to rehabilitate the barn are expected to be conducted within FY23,then a consultant will be hired for site access and planning design in FY24. The requested funds of Step 3 rehabilitation is expected to take place in FY25. Proposed Work plan: FY23 Step 1 A) Plan Stabilization&Mothballing: Prepare Architectural Design&Bid Documents B) Environmental Testing $15,000 Step 2-Implement Stabilization&Mothballing Plans $140,000 FY25- Step 3-Rehabilitation(with some sort of permitted occupancy)-Architectural Design&Bid Documents Cost TBD, FY26 Step 4- Construction costs to implement Rehabilitation Cost TBD Replacement Frequency: We hope that these are one-time costs as regular maintenance of the building once it is repaired will avoid it declining to a similar condition in the future. Basis for Cost Projections: The FY25 cost proj ection for this Step of the proj ect is a TBD placeholder and will be determined once the final plan realized and approved by the Conservation Commission on the intended occupancy of the building and Step 1 and 2 are in process/completed in FY 23/24. Stakeholders: Public Facilities, Lexington Public Schools, Lexington residents, Conservation Division, DPW Operating Budget Impact: Utility costs Electricity,water, sewer Funding Source: CPA Land Use-Page 26 Printed Novembe�29, 2022 Prior Authorizations: Land Acquisition purchase. Town Meeting Description Authorized Expended* Encumbered* Remaining� Returned 2022/l OB Wright Barn Stabilization $ 15 5,000 $ $ $ 15 5,000 $ Totals $ $ 155,000 � $ $ 155,000 Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer TBD Proj ect Management Construction TBD Equipment Contingency Totals $ TBD TBD $ $ CPA Amount $ $ $ $ $ Land Use-Page 27 P�inted Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Cotton Farm/Community Center Connector Date: 9-6-2022 Project ID: LU-CPA-4 Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is a cost estimate placeholder for$200,000 in FY2026 for the Surveying, Engineering and Design plans for a trail connection(Universally Accessible (UA) if feasible)between Cotton Farm and the Lexington Community Center. This trail addition would add approximately 0.4 miles to the existing trail system within Lexington. Cotton Farm is an old family farm nestled next to the wetlands which comprise most of Upper Vine Brook Conservation Area. Across Marrett Road, additional trails connect two additional miles of trails through Dunback Meadow. There is a small picnic area near the pond at the Marrett Road entrance that has an accessible picnic table as well as a UA trail that leads to an observation platform on the pond. An apple orchard sits along the front of the property on Marrett Road. The wetlands to the west of the trail system serve at the headwaters for Vine Brook, which is Lexington's largest stream. The Community Center, located to the east at 39 Marrett Rd is a centralized location for community connections, information, transportation services, and making the most of life in Lexington. It is accessible via Lexpress and the MBTA and is a multigenerational,multicultural, and inclusive space for families to gain access to technology, meeting spaces, Recreational programming, fitness classes, games, and more. In order to responsibly protect the existing natural and historic resources on the property and implement a well- designed trail system,the Conservation Commission proposes a two-phase approach,with the first Phase I involving the Surveying,Designing and Engineering and Construction Bid Documents for a universal accessible trail connection between the UA trail improvements at Cotton Farm to the Community Center. Justification/Benefit: The Community Center is currently isolated Within the Lexington trail network. This connection would increase the access of both the Community Center and surrounding Open Space areas and the Lexington's trail network to the Community. It would also allow for expanded programming opportunities by providing for directly connected outdoor educational and passive recreational space. Impact if Not Completed: The Community Center would remain isolated from the trail network in Lexington, as well as the surrounding Open Space. Timeframe: The timeframe of this proj ect would be for Design and Engineering Plans and Bid Documents to be prepared in FY26,with Phase II Construction Fund Request in FY28. Replacement Frequency: UnknoWn at this time, and expect to have this information for detailed response when the Design and Engineering Phase I completed(expected FY26). Basis for Cost Projections: Based on similar Design and Engineering project costs, such as Willard's Woods. Land Use-Page 28 Printed Novernbe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2024-28 CPA P�o ect � J Stakeholders: Conservation Commission, Conservation Division staff, Conservation Stewards, Commission on Disability, Recreation and Community Programs, Recreation Committee,Abutters, Visitors to Cotton Farm,Visitor's to the Community Center, Greenways Corridor Committee, Lexington Boy Scouts and Girl Scouts, local wildlife. Operating Budget Impact: Estimate of$10,000 every 10 years for maintenance of the accessible infrastructure. Funding Source: CPA Prior Authorizations:None. 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I 0��.. �m�"��µ . � �� Land Use-Page 31 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Lower Vine Brook Trail Improvements Date: 9-7-2022 Project ID: LU-CPA-S Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is a cost estimate placeholder for$100,000 in FY2026 for Engineering Design,Permitting and Construction Bid Documents for Lower Vine Brook trail improvements off Utica Street. Lower Vine Brook offers a dramatic forested landscape shaped by a sand a gravel company that used to mine the land until 1940. A paved recreational path runs along Vine Brook from Fairfield Drive to East Street and then continues along Vine Brook to North Street. Lower Vine Brook's many trails are treasured by hikers. The recreation path sticks close to Vine Brook and is flat while the trails to the southeast head up and down hills. One section of trail in the southeast section of the property skirts the southern edge of a certified vernal pool,this trail is notoriously flooded for most of the year and is located within wetlands. Some discussions took place between Conservation staff and the Conservation Commission regarding re-routing the trail to upland areas. However, after a site visit, it tivas determined that the terrain in this area Was constrained topographically,with significant steep slopes making an alternative upland trail connection not viable. In order to responsibly protect the existing natural and historic resources on the property and implement a well-designed trail system, the Conservation Commission proposes Planning for and Developing Design and Engineering Plans under this Phase that provides for the following: a. Construction of a boardwalk approximately 200ft in length to raise the existing trail system out of the vernal pool and seasonally adj oining wetlands. b. Construction of an observation platform at the trail intersection on the south side of the vernal pool to maintain aesthetic views of the vernal pool without allowing access and further degrading of the vernal pool edge. Justification/Benefit: The current trail system surrounding the vernal pool off Utica Street is wet most of the season which leads to degradation of the vernal pool, as well as the seasonally adjoining tivetland system. The current trail is drastically wider than the typical trail Width from public users skirting the edges of the wet trail sections or by foraging in the surrounding woods for logs to step on and cross the wet section of trail. This would allow for continued year round trail access in this location while complying With wetlands protection regulation performance standards and improving and protecting natural resources and habitat areas. Impact if Not Completed: The trail system Will continue to tividen and negatively impact the surrounding wetland complex and certified vernal pool. Timeframe: The timeframe of this proj ect would be for Design and Engineering Plans and Construction Permitting and Bid Documents to be prepared in FY26. With Phase II Construction Fund Request in FY27. Land Use-Page 32 Printed Novernbe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2024-28 CPA P�o ect � J Replacement Frequency: Unknown at this time, and expect to have this information for detailed response when the Design and Engineering phase I completed. Basis for Cost Projections: Based on similar Design and Engineering project costs, such as Willard's Woods. Stakeholders: Conservation Commission, Conservation Division staff, Conservation Stewards, Recreation and Community Programs,Abutters,Visitors to Lower Vine Brook, Lexington Boy Scouts and Girl Scouts, local wildlife. Operating Budget Impact: Estimate of$10,000 every 10 years for maintenance of the accessible infrastructure. Funding Source: CPA Prior Authorizations: None. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 100,000 Proj ect Management Construction TBD Equipment Contingency Totals $ $ � 100,000 TBD $ CPA Amount $ $ $ $ $ Land Use-Page 33 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2024-28 CPA P�o ect � J � � � �� i �°� ��i��i�� i�� u�� u�� ; ay, � � i�, ��, � � U ;� � �!o; , �f I��`�'a�'"��"�I��"�1�`�� wr � V %i// �i��!��I��y � �� , , ' a � � � �� , Qx,.,, ';„. t ;r , , � �jji�i � �' �� .. �; f / '� � ��!�� „ / �, ,, �D „. �,,; �,° ;w ��,..,.,.,r, �,. �, ,. , , �;, �.:� ,,, '.. �;.. , �. . ,,,.. �,.� �..� .. ,..... �� . .... � �.... ,i� .... . .. .. .. � .,... ,.. ., , .., ��.. � �. //i. ,, / � „ �, s � u � ,. . � �i✓ / � ,, �i��ll , v �" � � � � �; , %; % w � ��i��,��,��,�� ii��IU��w��I��°��I�� r�� i% ��/ �, u `''�� /j�1i%� i% '��, 'i �y+'p�a'�'�I��'��I�Ip� �"��'�'�I�� `91�� "��IVII�I�� '��.�, ',�� . 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Land Use-Page 35 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexln ton - FY2024-28 CPA P�o ect � J Proj ect Name: Whipple Hill Trail Repair, Fire Access Date: 9-7-2022 Project ID: LU-CPA-6 Department: Land Use,Health&Development Department Revised: 11/1/2022 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is for a cost estimate of$300,000 for evaluation and reconstruction of the wetland crossing installed along the trail system at Whipple Hill. In 2017, Conservation Division and Engineering worked with a hired consultant to install a new stream crossing to replace an existing wooden bridge crossing on town-owned conservation land, and restoration of approximately 90 feet of trail,which also serves as an emergency fire access. Restoration of the trail included the removal of eroded sections and replacement with a construction pillow 20 feet long. The construction pilloW is a similar design used on logging road crossings and consisted of a permeable base of coarse rock 18 inches deep allowing water to freely pass and discharge as sheet flow on the down-gradient side of the trail. This subsurface was covered with 6 inch gravel aggregate for the top path surface. Unfortunately,water is continuing to flow across the path in the constructed pillow location, and has severely eroded to the point where the trail needs to be restored again,both for trail users as well as fire access to the property. Conservation Division is working in collaboration with both the Engineering and Fire Departments to plan and develop an upgraded design to execute this proj ect. On 8/23/22 Conservation, Engineering, and Fire Staff inet on site to discuss restoration of the trail. The trail Will need to support 17,200 pounds for Fire Access. Options were discussed but further evaluation of the best design is needed before reconstruction of the crossing takes place. Once the design is evaluated, designed, and permitted through Conservation, it will be constructed. Justification/Benefit: The current conditions of the trail are severely eroded where the entire top surface of the trail has tivashed away exposing the rock construction pillow and filter fabric. In 2021, trail users Were walking through the Wetland to get from one side of the trail to the other. In the fall of 2021, Conservation Stewards constructed a single-track boardwalk to allow dry passage of trail users,but bicycles are still negatively impacting the wetland as they ride through the trail in this area. Additionally, if the Fire Department needed to access the property,they would currently need to drive through the wetland with their 17,200 lbs truck,which would result in adversely impacting and compacting wetland soils, or may result in the fire truck getting stuck. Impact if Not Completed: The Whipple Hill main trail in this area Will continue to deteriorate, eventually the wetland on both sides of the trail will reclaim the area resulting in no Fire Access to the property and no trail connection to Summer Street. Timeframe: Due to the need for Fire Access to the property,we are requesting funds for FY2024 to cover engineer design, permitting,bid documents, and construction of the wetland crossing. Replacement Frequency: Not applicable. Basis for Cost Projections: The FY2024 cost proj ection for this proj ect is based on estimates of a couple of viable options under evaluation from the Engineering Department. Land Use-Page 36 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2024-28 CPA P�o ect � J Stakeholders: Conservation Commission, Conservation Division staff, Conservation Stewards, Fire Department, Engineering Department, Abutters,Visitors to Whipple Hill, Lexington Public Schools Big Back Yard Program, Boy Scouts and Girl Scouts, local wildlife. Operating Budget Impact:None. Funding Source: CPA Prior Authorizations: None. Funding Request: FY2024 FY2025 FY2026 FY2027 FY2028 Site Acquisition Design/Engineer $ 50,000 Proj ect Management Construction $ 220,000 Equipment Contingency $ 30,000 Totals $ 300,000 $ $ $ $ CPA Amount $ $ $ $ $ Land Use-Page 37 Printed Novembe�29, 2022 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2024-28 CPA P�o ect � J Current Conditions of Construction Pillow: � ,. ,,: ,, � . � ,.. , � : ��%,, , ,; � �,,,,,, � �`/ii,� ri //I/l�� ,ii �i' ' �, �i:' i/�'� i /a% .�i iir�,%/ ,,,, � ��' i//�p� ' �i "� �� /i%%��%�%�r��%�/�f�ip��✓/fk �� . r, ��,,'r/�;/�/�I f!�f� , ''- �.�; ii�iiir�� ai � /I//�� , . �� rr��i/ i�ii�/ ��/��%%��///�� , ? �.J�erJ�� "�� ,.. r,'��/�lf��t��/��%'� �//�, ,„r , , (, �i��,� w,";. f�r��%��ii�j%i/�ii�lr%��'W .. -"i,y�� r;��Mr ` '" „� y ,/'iv«.�A�o- j�„o" ,,,J ��%/lJ��j��frO/j�.,��i/��%�/ ,.�iTirl/0 p,.,��' � „ i�';,f��1j!%l% G , ,��«,Yi''� � .., „�! � ::, /l��%/��y J ,��/��///J�i „��., ��Ild� ��.:., ..,. ;a, , �Jd'fi/�,„ Ne,�m; n„i i°rli��t�r,,i� �o- i%�I��.. 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S n I er Di rect r Ec n m ic Deve ment a a , o 0 0 0 0 y y e ect B r Present ti n oa a o D m r 2 22 ece e , � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department -ALTEI�M�ATE Subprogram: 7300 Economic Development Mission: The Economic Development OfFice (EDO) implements the Town's economic development goals set out by the Select Board and focuses its efforts to support businesses, workers, and an improved quality of life. The Economic Development OfFice staff also serves as a liaison for developers and new tenants going through the zoning and permitting processes. In addition, the Economic Development Office works to leverage economic opportunities from tourism through the operations of the Visitors Center, the Liberty Ride Trolley Tour, and the Battle Green Guides program. Sharing our role in American history attracts many thousands of visitors to Lexington each year, these visitors help to support our local businesses contributing to our community's overall economic sustainability. Budget Overview: The Economic Development budget includes: 1) the Economic Development Office, 2) the Visitors Center Revolving Fund, and 3) the Liberty Ride Revolving Fund. The FY2024 All Funds Economic Development OfFice budget reflects a $87,947 or 11.21% increase due to increases in the General Fund and the newly proposed Tourism Revolving Fund. The EDO budget is proposing three program improvement requests, two to be funded by the Revolving Fund, and one to be funded by the General Fund. Program Improvement Requests Comp. Expenses Benefits Total Liberty Ride Driver $ 2g,gg0 $ $ 433 $ 30,313 FT Tour Service Coordinator $ 58,240 $ $ 18,377 $ 76,617 Full-time Assistant Visitors Center Manager $ 49,152 $ $ 18,245 $ 67,397 Tc�tal 7��4 by Requ��t � 1�7,272 � — $ �7,(�� $ 17A�,�27 7000 - Land Use, Health and Development Department 1 Budget Summary - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $331,784 $261,456 $374,798 $413,060 $38,262 10.21% TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 % Center Impr. District Stab. Fund $0 $0 $0 $0 $0 % • . 1 1 - - . • '� :� '� 1 � . '�� 1 • : '�� • 1 .1 '� : . • 1 ' ' , Appropriation Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Compensation $173,089 $175,284 $261,498 $277,060 $15,562 5.95% Expenses $204,696 $132,172 $159,300 $182,000 $22,700 14.25% � i 1 1 i � �� 1 � • �� 1 •� �� • � / � ' � Program Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase 7310 Economic Development Office $377,784 $307,456 $420,798 $459,060 $38,262 9.09% � i � 1 i � �� I � • �i� � � � �� •1 �� • � / � � � Object Code Summary(General FY2021 FY2022 FY2023 FY2024 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $171,955 $175,284 $258,538 $274,062 $15,524 6.00% Overti me $1,134 $0 $2,960 $2,998 $38 1.28% Personal Services $173,089 $175,284 $261,498 $277,060 $15,562 5.95% Contractual Services $127,231 $118,110 $126,300 $140,500 $14,200 11.24% Util ities $0 $0 $0 $0 $0 % Supplies $77,464 $14,062 $33,000 $39,500 $6,500 19.70% Small Ca ital $0 $0 $0 $2,000 $2,000 % Expenses $204,695 $132,172 $159,300 $182,000 $22,700 14.25% • . 1 1 . • '� :� '� 1 � • '�� 1 ' : '�� • 1 •1 '� : • • 1 • ' , 7000 - Land Use, Health and Development Department 2 Budget Summary - Revolving Funds* FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tourism Revolving Fund $75,032 $332,267 $364,000 $486,720 $122,720 33.71% . . � � - - . . . �� i �, . �, .- i � � �,- : . � �, i ' , *Revolving Funds are authorized by Town Meeting via Article 9, and are not appropriated under Article 4. Appropriations Summary FY2021 FY2022 FY2023 FY2024 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Increase Increase 7330 Tourism Rev. Fund $59,471 $278,753 $273,465 $504,366 $230,901 84.44% Compensation $26,501 $163,145 $128,750 $232,641 $103,891 80.69% Expenses $32,970 $115,608 $144,715 $254,136 $109,421 75.61% Benefits $0 $0 $0 $17,589 $17,589 % . . � i - - . . . �, � - �, : �, - . �, i - . . �, � • i :, , . � , FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $199,589 $338,429 $390,248 $509,701 $119,453 30.61% Expenses $237,665 $247,779 $304,015 $436,136 $132,121 43.46% Benefits $0 $0 $0 $17,589 $17,589 % . ' . . � . . � . , � . , � . . � • . � � • � � • • � . � • • � � � � • � • , 7000 - Land Use, Health and Development Department 3 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffin� Budget Budget Budget Request Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 1 Economic Development Intern Seasonal Seasonal Seasonal Seasonal Visitor Center Manager 1 1 1 1 Visitor Center StafF (6PT) 4.75 4.75 4.75 4.75 Visitor CenterAssistant Manager 0.56 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Tour Services Coordinator 0.7 1 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Total FTE 9.01 8.31 8.31 9.31 3 FT/7 PT 3 FT/7 PT 3 FT/7 PT 3 FT/7 PT Total FT/PT + Seasonal + Seasonal + Seasonal + Seasonal Note: Visitor Center staffing is included above as this function was transferred from Chamber of Commerce in FY2015. There are 7 Visitor Center staff(1 works full-time and 6 work part-time)and 30 seasonal workers from April to October 7000 - Land Use, Health and Development Department 4 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development Element: 7110 Econ. Dev. Office Budget Description: The Economic Development Office (EDO) fosters the growth of the Town's commercial sector. Staff work to develop, coordinate, and implement economic and land use policies and programs in concert with the Town's economic development goals as set by the Select Board. Staff ofFer one-on-one assistance to businesses, both existing and new, through initial inquiry, site selection, permitting, and ongoing operations. Additionally, Economic Development staff coordinate with state organizations to support business retention and expansion. The EDO also oversees the Lexington Visitors Center, Liberty Ride Tour, and Battle Green Guide programs designed to share Lexington's role in the American Revolutionary story and support the local visitor-based economy. The FY2024 budget for the EDO is increasing by $38,262 or 9.09%. Compensation increases by $15,562 or 5.95%, which reflects contract settlements and contractually obligated step increases. I n add ition, expenses i ncrease by $22,700 or 14.25%. The i ncrease is based on su pporti ng the new tourism website, renting a printer for the Visitors Center, and some increase to continue to support the Costar service. Division Goals: 1. Ensure long-term viability of Lexington businesses in light of the COVID-19 Pandemic and changing retail environment. 2. Implement and complete the wayfinding project for East Lexington 3. The ED Office will be working on a new Tourism Website that will address all destination marketing needs in FY 2024 4. The ED office will also be working on a store fa�ade improvement program for East Lexington to improve the stores to be more attractive and vibrant. 5. Continued implementation ofARPAfunds to help with economic stimulus and resiliency for the community 7000 - Land Use, Health and Development Department 5 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $155,160 $162,217 $253,538 $269,062 $15,524 6.12% 513000 Overtime $1,134 $0 $2,960 $2,998 $38 1.28% 514000 Other Compensation $75 $140 $0 $ $0 % 512000 Seasonal Part-Ti me $16,720 $12,927 $5,000 $5,000 $0 % Subtotal Compensation $173,089 $175,284 $261,498 $277,060 $15,562 5.95% 520000 Contract Services $50,077 $50,068 $50,000 $50,000 $0 % 538080 Printing & Forms $357 $2,301 $3,000 $5,500 $2,500 83.33% 530000 Professional Services $3,420 $4,913 $5,000 $10,000 $5,000 100.00% 538010 Advertising $3,267 $1,116 $3,000 $4,000 $1,000 33.33% 538090 Marketing $34,971 $52,802 $56,400 $56,400 $0 % 572000 Mileage $0 $0 $200 $500 $300 150.00% 542020 Postage & Mailing $0 $100 $100 $500 $400 400.00% 530060 Prof Dev&Training $1,286 $2,500 $2,000 $5,000 $3,000 150.00% 571000 Travel $0 $41 $3,000 $3,000 $0 % 530040 Sem./Workshops/Conf. $1,750 $3,789 $3,000 $5,000 $2,000 66.67% 534030 Mobile Devices $600 $480 $600 $600 $0 % 578030 Hartwell Rezoning Project $31,503 $0 $0 $0 $0 % 558000 Visitors Center Support $69,000 $492 $20,000 $20,000 $0 % 542000 Office Supplies $1,444 $1,570 $1,000 $1,500 $500 50.00% 573000 Membership/Dues $4,762 $10,626 $10,000 $15,000 $5,000 50.00% 542040 OfFice Equipment $0 $0 $0 $2,000 $2,000 % 578000 M isc. Expenses $2,258 $1,374 $2,000 $3,000 $1,000 50.00% Subtotal Expenses $204,695 $132,172 $159,300 $182,000 $22,700 14.25% Total 7310 Economic Development �377,784 $307,456 $420,798 $459,060 $38,262 9.09% Off i ce 7000 - Land Use, Health and Development Department 6 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2024 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 7000 Land Use, Health and Development Department Subprogram: 7300 Economic Development �lement: ?'�i�� Tc�ur�i�m Budget Description: The proposed Toursim Revolving Fund would include the operations of both the Lexington Visitors Center and the Liberty Ride trolley service, both of which previously operated as independent Revolving Funds. The new Lexington Visitor's Center opened in July 2020, serving as the Town's featured gateway for welcoming visitors and residents and orienting them on things to do and places to eat and shop. The Liberty Ride is a guided historical shuttle tour of Lexington and Concord which was experienced by approximately 8,200 visitors each year pre-COVID. This program has enabled Lexington to market the area and generate local business activity. The Tourism Revolving Fund would generate revenue from the sale of gift shop merchandise, the sale of ticketed walking tours on the Lexington Battle Green, and the sale of tickets and charters for the Liberty Ride trolley tour. This operation will be overseen by the Visitor's Center Manager, Assistant Manager, and a new Tour Services Coordinator which is a new position where both salary and benefits are proposed to be funded from the Tourism Revolving Fund. In FY2023, the salary of the Visitors Center manager was moved to the General Fund. All other part-time and seasonal staff including Battle Green guides, Tourism Advisors and cashiers would be paid from the Tourism Revolving Fund. Historically the Liberty Ride has operated as a contracted service, with the cost of the trolley, fuel, maintenace and drivers all under the umbrella of one contract. The Liberty Ride tour guides are employed by the Town and paid from the revolving fund. The new Tourism Revolving Fund proposes to bring the full service in-house by purchasing a new Liberty Ride Trolley with ARPA grant funds. All other operating costs of the Liberty Ride including,the existing tour guides, new bus drivers, fuel, maintenace, storage and ongoing capital set-asides would be covered by revolving fund revenues. Running the trolley program in-house will allow for greater flexibility in the timing and number of tours offered. This Tourism budget reflects a 7 day-per-week service. Since operations are still in flux, $20,000 remains in the EDO budget as a backstop if ticket and merchandise sales do not fully support Tourism operations. Division Goals: 1. Generate a 10% increase in annual merchandise sales over the annual 3 year average 2. Survey Lexington visitors to identify areas of improvement in Visitor Center and tourism offerings 7000 - Land Use, Health and Development Department 7 3. Procure a new trolley bus, preferably an electric model, to transition to an in-house service in Spring of 2024 4. Analyze trolley ridership and increase visibility for the trolley tour 5. Increase/improve trolley operations before the 250th year celebration, possibly including partnership opportunities 6. Launch new destination Tourism Website supported byARPAfunding 7. Increase social media postings to promote Lexington's ED and Tourism offerings Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1,766 $80,626 $0 $58,240 $58,240 % 513000 Overtime $0 $5,298 $0 $0 $0 % 512000 Seasonal Part-Time $24,734 $77,221 $128,750 $174,401 $45,651 35.46% Subtotal Compensation $26,500 $163,145 $128,750 $232,641 $103,891 80.69% 558000 Merchandise/Inventory $30,233 $106,634 $134,394 $184,000 $49,606 36.91% 542000 Displays/Supplies $2,736 $8,974 $1,000 $5,000 $4,000 400.00% 58209 Misc. Expenses $0 $0 $9,321 $1,000 $(8,321) (89.27)% 520000 Contract Services $0 $123,069 $90,000 $0 $(90,000) (100.00)°/ TBD LR Vehicle Maintenance $0 $0 $0 $3,000 $3,000 % TBD LR Electricity $0 $0 $0 $1,136 $1,136 % TBD LR Trolley Storage (winter) $0 $0 $0 $6,000 $6,000 % TBD LR Trolle Capital $0 $0 $0 $54,000 $54,000 % Subtotal Expenses $32,969 $238,677 $234,715 $254,136 $19,421 8.27% 59100 Benefits $0 $0 $0 $17,589 $17,589 % Subtotal 8enefits $0 $0 $0 $17,589 $17,589 % Total 7330 Visitors Center $59,469 $401,822 $363,465 $504,366 $140,901 38.77% 7000 - Land Use, Health and Development Department 8 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Police Department Presentation PRE E TER• ITEM S N . NUMBER: Mike Mc Lean, C hief o f P o lic e I.4 S UMMARY: No vote is �equested fo�this agenda item. R eview p reliminary F Y2024 b udget fo r the P o lic e D ep artment. 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P i ce De rtm e nt o a Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. Mic ae McLean ie o Po ice , e ect B r Present ti n oa a o D m r 2 22 ece e , ��„��. � ��"��'"�� `"`�"< ' �.�`� �� - ,_ �'�,�, ■ �%,a� r�� `�� Town of Lex�n to n �� W g � �� r�..�a�� '� � �� FY2024 Bud et Develo ment �� r�. ,�; 9' p � �� / ;,� ��`�� .._... Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Mission: The Lexington Police Department is a professional, accredited organization committed to working in partnership with the community to ensure the Town of Lexington is a safe and welcoming place to live, work and visit. Our mission is to provide high quality, accountable police services, reflecting the values of the community in a manner that affirms the fair and equitable treatment of all, where each individual matters and their rights are recognized and protected. A team of dedicated police officers, detectives, dispatchers and support stafF effectively provide assistance in emergencies, promote traffic safety, suppress crime, reduce fear and deliver important services to the community through a variety of prevention, including problem solving, community engagement and law enforcement programs. Budget Overview: The FY2024 Police Department level-service request of$9,082,967 reflects a net increase of$817,590 or 9.89% (compensation increases $695,992 or 9.71% and expenses increase $121,598 or 11.09%) from the FY2023 budget. The FY2024 requested police budget provides for the continuation of level service that in FY2022 met 14,711 calls for service and 851 crimes investigated. The current Police Department stafF includes 66 full-time and 25 part-time employees with personnel representing 86.6% of the budget. The remaining 13.4% for expenses cover necessary supplies, contracts and equipment. Our efforts are coordinated through seven police programs: Police Administration, Patrol & Enforcement, Traffic Bureau, Investigations & Prevention, Dispatch, Animal Control and School Crossing Guards. The Police Department regularly seeks grants and other methods of alternative funding. In FY2022, we were awarded the State 911 Support & Incentive Grant in the amount of $109,744 to defray the costs of salaries for enhanced 911 Dispatch personnel. The Police Department is currently funded for 50 Police Officers and 10 Dispatchers including a Dispatch Supervisor. At this time, all collective bargaining units within the Department have settled with the Town of Lexington with the exception of the SEIU Local 888 Lexington Crossing Guards who are currently in contract negotiations. The Police Department has liaisons with or staff assigned or appointed to the Transportation Safety Group, Human Rights Committee, Community Crisis Intervention Team, Development Review Team, Parking Management Group and the Town Celebrations Committee. Due to the availability of police statistics and overlapping areas of interest, the Police Department frequently contributes to the 20/20 Vision Committee, Safe Routes to School, School Committee, Lexington High School, Sustainable Lexington Committee, Lexington Center Committee, Bicycle Advisory 4100 - Law Enforcement 1 Committee, Human Services Committee, Development Review Team, and the Lexington Youth Commission. Police Department 12-18 Month Goals: 1. The Police Department has been relocated to its temporary location at 173 Bedford Street. We will now focus on the construction of the new police station and continue to work with the architects from Tecton, the builders from CTA Construction Managers and members of the Facilities Department, Permanent Building Committee and other members of town government and community groups for the duration of the project. 2. There have been major changes in the past year regarding documentation and submissions surrounding the Accreditation Process and Peace Officer Standards and Training (POST). We will be reviewing our current processes and making changes as needed to ensure we are meeting and exceeding all standards in the area of training; including Diversity, Equity and Inclusion (DEI), Mental Health and De-Escalation as well as meeting strict submission timelines. 3. In Accordance with the Green Fleet Policy adopted by the Select Board in 2021 and in collaboration with the Sustainability and Resilience Officer, the department will continue to explore innovative ways to incorporate fuel efficient and zero emission vehicles into the police fleet. We currently have four (5) hybrid vehicles in our patrol fleet and one (1) electric vehicle in an administrative capacity. Program Improvement Requests Comp. Expenses Benefits Total Professional Standards Lieutenant $ 149,160 $ $ 19,696 $ 168,856 School Resource Officer $ 96,521 $ $ 18,932 $ 115,453 Deputy Chief Position $ 9,237 $ $ $ 9,237 ��C�o�m��m��u��n��I��t��Re�s��o��u��rc�e��D�o��,�� Y g $ $ 20,000 $ $ 20,000 ��C��o��d�e��E�n f o rce�m�e�n��t��Offi ce��r��,,,��,��,�� $ 16,000 $ 20,000 $ $ 36,000 Tc�tal�\�,\41�p b f�e �\�\�uest 270 9�1�\�\�\�\� 40 (��D��\� 38\��28 34� �4��\�\� Y q � , , $ , , � , $ , 4100 - Law Enforcement 2 FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $7,471,636 $7,565,076 $8,046,377 $8,866,967 $820,590 10.20% Fees & Charges Fees $88,026 $92,420 $115,000 $115,000 $0 % Fines & Forfeitures $59,820 $79,398 $101,000 $98,000 $(3,000) (2.97)% Licenses & Permits $5,100 $3,900 $3,000 $3,000 $0 % Parking Fund* $312,100 $312,100 $0 $0 $0 % � � • i • • � � • i � • � � • � � • � 1 � • � 1 1 • � � • • • �• / • � �• • � / • • � • 1 • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Revised Request Increase Increase Compensation $7,002,993 $7,047,347 $7,169,307 $7,865,299 $695,992 9.71% Expenses $933,689 $1,005,548 $1,096,070 $1,217,668 $121,598 11.09% ' ' � � • i • t • � � • i � ' • � � • � ' � • � 1 • . � . • � • � � �• • �• • � • • r • � � FY2021 FY2022 FY2023 FY2024 Dollar Percent Program Summary Actual Actual Revised Request Increase Increase Total 4110 Police Administration $1,920,486 $1,645,214 $1,785,846 $1,918,504 $132,658 7.43% Total 4120 Patrol & Enforcement $3,765,199 $4,204,150 $4,186,368 $4,726,391 $540,023 12.90% Total 4130 Traffic Bureau $428,958 $389,295 $399,256 $416,174 $16,918 4.24% Total 4140 Investigations $917,043 $832,152 $920,843 $1,009,435 $88,592 9.62% Total 4150 Dispatch $700,905 $759,419 $722,587 $776,612 $54,025 7.48% Total 4160 Animal Control $67,053 $69,728 $73,104 $75,400 $2,296 3.14% Total 4170 Crossing Guards $137,039 $152,937 $177,373 $160,451 $(16,922) (9.54)% • ' ' � � • i • ' • � i • i � ' • � � • � ' � • � 1 i � � � � • � � �• • r• • r • • � • � � FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary Actual Actual Revised Request Increase Increase Salaries &Wages $5,754,440 $5,575,843 $6,142,708 $6,815,775 $673,067 10.96% Prior Year Retro Payments $0 $0 $0 $0 $0 % Overtime $1,248,553 $1,471,504 $1,022,999 $1,045,824 $22,825 2.23% Personal Services $7,002,993 $7,047,347 $7,165,707 $7,861,599 $695,892 9.71% Contractual Services $287,089 $330,177 $419,324 $437,578 $18,254 4.35% Util ities $112,457 $111,930 $164,747 $166,523 $1,776 1.08% Supplies $264,008 $264,609 $219,623 $230,067 $10,444 4.76% Small Ca ital $270,135 $298,832 $292,376 $383,500 $91,124 31.17% Expenses $933,689 $1,005,548 $1,096,070 $1,217,668 $121,598 11.09% � � � • i • • � � • i � � � • � � t � • � 1 � � � � • � r • � � �• � � r• • r � • � • � � *Reflects transfers from the Parking Fund to the General Fund rather than actual revenue from parking permits, Depot Square lot fees,and parking meter revenue. 4100 - Law Enforcement 3 ,: ��`�, ��`��,,_ � -�w... � �� `,, ■ � �- -�� Town of Lex�n to n ;� r:µ�,, g � , �; , �, ,��a :..��r� � �� ... �� N�� ;j FY2024 Budget Development �� ,� �,�� ;,��.��:��w�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement FY2021 FY2022 FY2023 FY2024 Authorized/Appropriated Staffinc� Budget Budget Budget Request Chief 1 1 1 1 Captain of Operations 1 1 1 1 Captain of Administration 1 1 1 1 Administrative Sergeant 1 1 1 1 Lieutenants (Patrol) 4 4 4 4 Sergeants (Patrol) 5 5 5 5 Police Officers 29 29 29 29 Lieutenant (Detective) 1 1 1 1 Sergeant (Detective-Prosecutor) 1 1 1 1 Detectives; Major Case 3 3 3 3 Family Services Detective 1 1 1 1 School Resource Officer 1 1 1 1 Community Resource Officer 1 1 1 1 Cadets - 6 part-time 3.06 3.06 3.06 3.06 Parking Enforcement Officer 1 1 1 1 Dispatch Supervisor 1 1 1 1 Dispatchers 9 9 9 9 Office Manager 1 1 1 1 Traffic Bureau Supervisor 1 1 1 1 Administrative Assistant 1 1 1 1 Department Account Assistant 1 1 1 1 Mechanic 1 1 1 1 Animal Control - 1 part-time Parking LotAttendants - 8 part-time 2.81 Crossing Guards - 18 part-time 3.69 3.69 3.91 3.91 Total FTE 75.56 72.75 72.97 72.97 50 Officers 50 Officers 50 Officers 50 Officers Total FT/PT 65 FT/32 PT 66 FT/24 PT 66 FT/25 PT 66 FT/25 PT 4100 - Law Enforcement 4 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4110 Police Administration Budget Description: The Chief and two Captains serve the community and employees by overseeing administrative and operational functions including: budget, recruitment, planning and research, training, records, information systems, fleet and equipment, purchasing, union affairs, policy, special events, personnel, traffic, parking, performance measurement, communications, patrol, investigation, special services and programming. Each of the four patrol Lieutenants leads a team of patrol officers, dispatchers and sergeants, providing 24/7 police services. An administrative Sergeant tends to the accreditation program as well as detail and event planning. An office manager and a department clerk provide critical support through records management, accounting and statistical reports, payroll, public information, billing, scheduling and database applications. Six police cadets work on a part-time basis in various operational and administrative support functions. One mechanic is responsible for the transportation and fleet needs of the department including purchasing, equipping, maintaining, repairing and replacing vehicles and other specialized equipment. FY2024 Requests: Wages reflect a decrease due to retirements and movement within the Department. FY2024 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 SalaryAdjustment account within the Town Manager's budget. Contract Services was increased $5,000 for software intended for Community Feedback Surveys. Travel increased $4,000 due to general inflation and an additional member from our Command Staff in attendance at our yearly ProPhoenix User Conference. Telephone decreased by $3,744 during an audit as well as discontinuing our phone service provider due to our new phone system. There is an increase of$200 to our mobile devices essentially returning secondary town phones to receive the town stipend in lieu of a phone. Minor increase in Dues of$803 as well as $2,500 in Clothing and Safety equipment to re-align object codes to current spending and vendor pricing. 4100 - Law Enforcement 5 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1,356,532 $1,136,770 $1,127,921 $1,199,917 $71,996 6.38% 514000 Night DifFerential $35,408 $28,843 $36,599 $54,208 $17,609 48.11% 513000 Overtime $363,412 $325,197 $205,217 $205,217 $0 % 514050 ECl/Quinn $0 $0 $186,166 $209,241 $23,075 12.39°/a 514060 Holiday Pay $52,409 $40,329 $49,067 $57,969 $8,902 18.14% 514090 Longevity $307 $900 $3,400 $3,400 $0 % 511010 Part-Time Wages $44,795 $31,914 $86,746 $87,313 $567 0.65% 514100 Stipends $0 $0 $7,800 $9,550 $1,750 22.44% Subtotal Compensation $1,852,863 $1,563,953 $1,702,916 $1,826,815 $123,899 7.28% 520000 Contract Services $8,741 $9,469 $9,024 $14,024 $5,000 55.41°/o 538080 Printing & Forms $332 $208 $1,500 $1,500 $0 % 572000 Mileage $287 $579 $500 $500 $0 % 542020 Postage & Mailing $163 $416 $500 $500 $0 % 530060 Prof Dev&Training $2,470 $10,700 $11,850 $11,850 $0 % 571000 Travel $1,475 $10,146 $7,500 $11,500 $4,000 53.33% 530040 Sem./Workshops/Conf. $704 $445 $1,000 $1,000 $0 % 534020 Telephone $16,546 $17,105 $17,064 $13,320 $(3,744) (21.94)% 534030 Mobile Devices $5,335 $4,643 $6,000 $6,200 $200 3.33% 558000 Supplies $7,488 $4,599 $7,000 $7,000 $0 % 542000 Office Supplies $4,326 $3,384 $4,400 $4,400 $0 % 573000 Membership/Dues $10,392 $10,759 $10,392 $11,195 $803 7.73% 558010 Cloth i n & Safet Eq u i pment $9,365 $8,808 $6,200 $8,700 $2,500 40.32% Subtotal Expenses $67,624 $81,261 $82,930 $91,689 $8,759 10.56% Total 4110 Police Administration $1,920,487 $1,645,214 $1,785,846 $1,918,504 $132,658 7.43% 4100 - Law Enforcement 6 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4120 Patrol & Enforcement Budget Description: The patrol division consists of 34 officers; there are 29 patrol officers and 5 Sergeants. They provide a wide variety of front-line services 24/7 that include: intervening in emergencies, promoting traffic safety, suppressing crime and responding to a multitude of service needs within the community. The patrol division uses a deployment plan that divides the Town into four sectors and assigns one officer to each. In FY2022, Patrol responded to 14,711 calls for service and 851 crimes investigated. Many incidents require more than one officer to respond, such as car crashes, domestic disturbances and arrest situations. FY2024 Requests: The wage increases reflect step increases for newer ofFicers and a new contractual agreement with the IBPO 501 (Superior Officers), Lexington Police Patrolmen's Association (Patrol Officers & Detectives) and AFSCM E Local 1703 Dispatchers . FY2024 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. There is an increase of$400 in Mileage due to trainers being farther away. A decrease of$3,780 in Mobile Devices due to an audit performed with the IT Department. An increase of$641 in Engine Oils due to the state of petroleum prices as well as $5,000 in ammunition Supply costs for recruits while at the Academy. Small Equipment increased $6,124 as we have increased our purchase of portable radios from 4 to 6 per year as they reach end of life and support; ultimately keeping 50 radios up to date. Gasoline/Diesel increased $8,800 due to current pricing volatility in the global market. Lastly, we show an increase of 35.42% or $85,000 in Vehicles due to the purchase of additional Hybrid vehicles in our fleet along with the costs associated to transfer and/ or upgrade the equipment to fabricate these vehicles for Police use. Again, as stated last year, these lower emission vehicles will help move our fleet towards the Town and Select Board goals of utilizing fuel efficient and zero emissions vehicles. 4100 - Law Enforcement 7 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $2,433,868 $2,582,016 $2,379,225 $2,620,023 $240,798 10.12% 514000 Night Differential $46,725 $63,156 $105,853 $147,007 $41,154 38.88% 513000 Overti me $628,788 $838,216 $601,847 $621,864 $20,017 3.33% 514050 EC I/Qu i n n $0 $0 $297,498 $398,020 $100,522 33.79% 514060 Holida Pa $129,469 $147,911 $146,891 $182,238 $35,347 24.06% Subtotal Compensation $3,238,850 $3,631,299 $3,531,314 $3,969,152 $437,838 12.40% 520000 Contract Services $7,209 $15,082 $18,779 $18,779 $0 % 524030 Eq u i p. Service & Repa i r $6,436 $18,861 $19,702 $19,702 $0 % 572000 M i leage $1,310 $6,182 $5,600 $6,000 $400 7.14% 530060 Prof Dev&Trai n i ng $12,180 $177 $19,750 $19,750 $0 % 530040 Sem./Workshops/Conf. $1,325 $1,963 $1,500 $1,500 $0 % 534040 Software Maintenance $6,010 $6,000 $6,000 $6,000 $0 % 534060 Comm. & Network Supp. $17,586 $13,998 $22,083 $22,083 $0 % 534030 Mobile Devices $13,472 $14,612 $15,780 $12,000 $(3,780) (23.95)% 531030 Gasoline/Diesel $66,555 $66,670 $115,200 $124,000 $8,800 7.64% 558000 S u ppl ies $44,516 $48,342 $50,300 $55,300 $5,000 9.94% 573000 Membership/Dues $305 $200 $3,500 $3,500 $0 % 558010 Clothing &Safety Equipment $53,724 $52,042 $56,750 $56,750 $0 % 548010 Engine Oils/Lubricants $1,530 $2,650 $2,734 $3,375 $641 23.45% 548020 Vehicle Parts & Supplies $24,055 $27,239 $25,000 $25,000 $0 % 585020 Small Equipment $67,452 $83,503 $52,376 $58,500 $6,124 11.69% 585030 Veh i cl es $202,683 $215,329 $240,000 $325,000 $85,000 35.42% Subtotal Expenses $526,348 $572,850 $655,054 $757,239 $102,185 15.60% Total 4120 Patrol & Enforcement $3,765,198 $4,204,149 $4,186,368 $4,726,391 $540,023 12.90% 4100 - Law Enforcement 8 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4130 Traffic Bureau Budget Description: ATraffic Bureau Supervisor oversees the handling of parking permits, parking enforcement, parking receipts and fine collection, traffic crash and citation data entry. The Traffic Bureau includes the Parking Enforcement Officer and one Account Clerk. The parking component includes 531 parking meters, the Depot Lot in Lexington Center, the leased permit lots and the parking permit program. FY2024 Requests: The decrease in compensation is the result of contractual obligations for step i ncreases offset by staff tu rnover i n the d ivision. We anticipate Contract Services to increase 19.30% or $21,680 due to the Streetscape project's completion and returning to pre-pandemic levels. LeaseAgreements is up 1.51% or $423 due to an increase each year in the amount of 3% for the Eversource Lot. The Church of the Redeemer Lot remains the same. Lastly, Office Supplies is being increased by $1,500 to re-align to current spending levels. Fiscal Year FY2017 FY2018 FY2019 FY2020 FY2021 FY2022 Parking Meter Revenue $ 448,229 $ 462,443 $ 423,658 $ 301,598 $ 137,328 $ 148,834 4100 - Law Enforcement 9 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Revised Request Increase Increase 511000 Regular Wages $214,825 $216,620 $221,281 $216,057 $(5,224) (2.36)% 513000 Overti me $1,832 $3,733 $2,968 $3,007 $39 1.31% 514090 Longevity $603 $900 $4,400 $2,900 $(1,500) (34.09)% 511010 Part-Time Wa es $46,689 $33 $0 $0 $0 % Subtotal Compensation $263,949 $221,286 $228,649 $221,964 $(6,685) (2.92)% 520000 Contract Services $63,346 $69,619 $112,320 $134,000 $21,680 19.30% 538080 Pri nti ng & Forms $2,035 $1,326 $5,000 $5,000 $0 % 524030 Equip. Service & Repair $10,312 $2,267 $8,600 $8,600 $0 % 527030 Lease Agreements $26,120 $27,320 $28,037 $28,460 $423 1.51% 530060 Prof Dev&Training $3,679 $272 $500 $500 $0 % 558000 Supplies $45,831 $29,911 $2,850 $2,850 $0 % 542000 OfFice Supplies $2,731 $3,098 $1,500 $3,000 $1,500 100.00% 543000 Repair Parts $478 $5,401 $9,000 $9,000 $0 % 558010 Clothing &Safety Equipment $10,205 $28,261 $2,400 $2,400 $0 % 553060 Tools/Lumber/Hardware $272 $534 $400 $400 $0 % Subtotal Expenses $165,009 $168,009 $170,607 $194,210 $23,603 13.83% Total 4130 Traffic Bureau $428,958 $389,295 $399,256 $416,174 $16,918 4.24% 4100 - Law Enforcement 10 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4140 I nvestigations/Prevention Budget Description: A Lieutenant leads a team of 1 Sergeant (Prosecutor) and 6 detectives. The Bureau Commander coordinates investigations to identify and prosecute criminals and develop public safety prevention and community outreach programs. Additional responsibilities include: evidence and property control; firearms licensing; youth diversion program; Communities for Restorative Justice liaison (C4RJ); and internal investigations. The Sergeant (Prosecutor) serves as the department's liaison to the Middlesex DistrictAttorney's Office, the district, juvenile and superior courts, conducts traffic and show cause hearings and schedules ofFicers for court testimony as needed. Three detectives work major cases and process crime scenes including: robbery, burglary, arson, identity theft, threats and assaults. They work closely with State, Federal and regional investigators targeting criminal activity that impacts Lexington. The family services detective (FSO) investigates sexual assaults, domestic abuse and missing persons; the FSO also registers and monitors local sex offenders. The FSO is the liaison for the Domestic Violence Service Network (DVSN), which is a community-based advocate partnership providing intervention, counseling and support to victims. One detective is assigned as School Resource Officer (SRO) at Lexington High School. One detective is assigned as a Community Resource Officer to assist with crime prevention programs and assist the public in recovering from crimes such as identity theft and is responsible for participating and creating multiple levels of community engagement. FY2024 Requests: The wage increases reflect contractual obligations for step increases and cost of living adjustments. FY2024 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. There is an increase of$1,600 in Hardware Support for the maintenance of an additional smaller fingerprint scanner as well as a minor increase of$300 in Mobile Devices to reflect cell phone stipends. 4100 - Law Enforcement 11 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $724,202 $664,598 $654,644 $712,202 $57,558 8.79% 514000 Night Differential $23,796 $22,197 $24,043 $24,931 $888 3.69% 513000 Overtime $73,639 $50,712 $47,908 $48,531 $623 1.30% 514050 ECl/Quinn $0 $0 $104,242 $123,648 $19,406 18.62% 514060 Holida Pa $47,379 $45,374 $41,299 $49,516 $8,217 19.90% Subtotal Compensation $869,016 $782,881 $872,136 $958,828 $86,692 9.94% 520000 Contract Services $12,575 $10,670 $12,000 $12,000 $0 % 524030 Eq u i p. Service & Repa i r $5,888 $5,785 $6,000 $6,000 $0 % 572000 M i leage $149 $777 $1,000 $1,000 $0 % 530060 Prof Dev&Training $198 $2,736 $2,800 $2,800 $0 % 530040 Sem./Workshops/Conf. $1,117 $2,120 $2,000 $2,000 $0 % 534050 Hardware Support $4,170 $4,170 $4,170 $5,770 $1,600 38.37% 534020 Telephone $449 $417 $600 $600 $0 % 534030 Mobile Devices $328 $338 $300 $600 $300 100.00% 558000 S u ppl ies $12,425 $6,968 $8,087 $8,087 $0 % 573000 Membership/Dues $5,900 $6,309 $6,250 $6,250 $0 % 558010 Cloth i n & Safet E u i ment $4,829 $8,983 $5,500 $5,500 $0 % Subtotal Expenses $48,028 $49,273 $48,707 $50,607 $1,900 3.90% Tota141401nvestigations $917,044 $832,154 $920,843 $1,009,435 $88,592 9.62% 4100 - Law Enforcement 12 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4150 Dispatch Budget Description: A communication center under joint authority of the fire and police chiefs is located at the police station. Ten professional civilian dispatchers, including a dispatch supervisor, direct the proper resources in response to medical, fire or police service calls. The center is also a critical information and communication link for police, public works and fire department field units and other regional public safety agencies and town departments. FY2024 Requests: Compensation is increasing by $71,170 or 10.70% from FY2023 due to contractual obligations for step increases and cost of living adjustments. FY2024 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. A decrease in $18,645 in Contract Services represents the transfer of the CodeRed notification system to the Town Manager's Office budget. Travel expenses for mandatory 911 training have also increased $1,500 due to the locations of the trainer as well as the state of the economy. 4100 - Law Enforcement 13 Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $401,957 $397,197 $444,072 $509,195 $65,123 14.66% 514000 Night Differential $19,274 $16,054 $19,590 $18,213 $(1,377) (7.03)% 513000 Overti me $180,882 $253,646 $165,059 $167,205 $2,146 1.30% 514060 Holiday Pay $24,097 $24,171 $24,598 $29,776 $5,178 21.05% 511010 Part-Time Wages $23,063 $11,920 $0 $0 $0 % 514090 Longevity $0 $0 $3,600 $3,700 $100 2.78% 514100 Sti ends $0 $0 $8,000 $8,000 $0 % Subtotal Compensation �649,273 �702,988 �664,919 $736,089 $71,170 10.70% 520000 Contract Services $20,000 $18,000 $21,645 $3,000 $(18,645) (86.14)% 571000 Travel $0 $3,984 $2,500 $4,000 $1,500 60.00% 572000 Mileage $397 $453 $700 $700 $0 % 530060 Prof Dev&Training $2,231 $3,789 $6,000 $6,000 $0 % 534040 Software Maintenance $2,679 $2,412 $4,700 $4,700 $0 % 534050 Hardware Support $(984) $1,360 $3,660 $3,660 $0 % 534060 Comm. & Network Supp. $1,999 $10,558 $2,000 $2,000 $0 % 534020 Telephone $9,773 $8,145 $9,803 $9,803 $0 % 558000 Supplies $2,954 $1,353 $1,260 $1,260 $0 % 558010 Clothin &Safet E ui ment $12,584 $6,378 $5,400 $5,400 $0 % Subtotal Expenses $51,633 $56,432 $57,668 $40,523 $(17,145) (29.73)% Total 4150 Dispatch $700,906 $759,420 $722,587 $776,612 $54,025 7.48% 4100 - Law Enforcement 14 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4160 Animal Control Budget Description: In October 2015, the Towns of Lexington and Bedford entered into an agreement to share a full-time Animal Control OfFicer with 70% or 27-hours per week in Lexington. The Animal Control OfFicer (ACO) is an employee of the Town of Bedford. The ACO will continue to work cooperatively with the Board of Health on animal-related health issues. The ACO acts as the Inspector of Animals on behalf of the Commonwealth of Massachusetts and the Board of Health. In this capacity, the ACO investigates all reports of contagious or infectious diseases afFecting animals as well as the quarantine of any such animal. The ACO enforces State and Town laws regarding sanitation standards at facilities where animals are kept and regulations governing the keeping of animals such as licensing, leash law, excessive barking or biting. FY2024 Requests: Contract Services reflects a 3.3% increase with the Town of Bedford due to a wage and benefit increase. Bedford bills LPD quarterly for our portion which is paid from Contract Services. 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 % 511010 Part-Time Wages $0 $0 $0 $0 $0 % 514100 Stipends $0 $0 $0 $0 $0 % Subtotal Compensation $0 $0 $0 $0 $0 % 520000 Contract Services $63,177 $65,588 $68,904 $71,200 $2,296 3.33% 524030 Equip. Service & Repair $1,772 $2,748 $1,500 $1,500 $0 % 558000 Su ppl ies $1,587 $948 $2,500 $2,500 $0 % 558010 Clothin &Safet E ui ment $517 $444 $200 $200 $0 % Subtotal Expenses $67,053 $69,728 $73,104 $75,400 $2,296 3.14% Total 4160 Animal Control $67,053 $69,728 $73,104 $75,400 $2,296 3.14% 4100 - Law Enforcement 15 ,: ��`�, ��`��~ � -�w... � " ■ r ' ``�,.�`� f � F ow n o ex�n o n ,� _ , � �� , = � ��,�� i� '«� ` �-':�� ; �� f�� N�� ,�, FY2024 Budget Development �� ,� , ,�� ;,��.��,��:�9�1�w°�.�� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4170 Crossing Guards Budget Description: Fifteen crossing guards provide assistance to school children crossing roadways as they walk to and from school. Two additional crossing guards are assigned as floaters to fill in when a regularly assigned guard is off. The Waldorf School reimburses the Town of Lexington for providing one crossing guard on Mass Avenue for their school calendar year. FY2024 Requests: Budget Data (by Object Code) FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Ti me Wa es $129,044 $144,939 $169,373 $152,451 $ 16,922 9.99 % Subtotal Compensation $129,044 $144,939 $169,3 73 $152,451 $(16,922) (9.99)% 558010 Clothing &Safety Equipment $7,995 $7,998 $8,000 $8,000 % Subtotal Expenses $7,995 $7,998 $8,000 $8,000 $0 % Total 4170 Crossing Guards $137,039 $152,937 $177,373 $160,451 $(16,922) (9.54)% 4100 - Law Enforcement 16 FY2024 Pro ram Improvement Request # 1 of 5 g Department: Police Element: 4110 Police Administration PIR Title: Professional Standards Lieutenant 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 $ 149,160 $ 149,160 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 1.00 $ $ 149,160 $ 149,160 Benefits Benefits Eligible? 1 $ 19,696 $ 19,696 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: The Lexington Police Department currently has five (5) Lieutenants among the current staff, four (4) are assigned to command patrol groups and one (1) manages the Detective Bureau. Recently, policing has experienced widespread reform which has required mandatory practices and procedures including training, reporting and certifications through Accreditation and Peace Officer Standards and Training (POST). The Lexington Police Department has always prided itself in the ability to "do more with less" and having staff absorb additional assignments to complete projects outside their regular duties and assignments. This has included pulling a lieutenant away from their shift for months at a time to prepare the department for accreditation and other major projects. Taking a supervisor temporarily away from a shift has also taken away from the leadership, effectiveness and professional development among staff. While this practice has allowed the department to achieve goals and complete necessary projects in the past, the continuation of this practice is simply not sustainable in meeting the high demands and accountable practices set by the Peace OfFicer Standards and Training division. This continuous evolution of policing requires a focused position to constantly monitor these fast changing requirements and ensure the department continues to maintain accreditation standards and meet the legal requirements of police reform. Over the past two years, the police profession has undergone an intense level of scrutiny nationwide under police reform. As a result, there is a large amount of mandatory submissions 4100 - Law Enforcement 17 and training required for all personnel throughout the year with rigid timelines for completion. Failure to meet these requirements could lead to the de-certification of officers. The need to identify training in the area of Diversity, Equity and Inclusion (DEI), Fair and Impartial Policing, mental health and Deescalation and ensuring all staff successfully complete it is paramount moving forward. There have also been major changes to the Accreditation process which now requires departments to meet reviewing and reporting requirements which must be completed throughout the entire three (3) year process rather than every three years. Currently the Captain of Administration is tasked with these duties, which at times significantly takes away from his ability to effectively attend to other responsibilities. The Police Department would like to add an additional Lieutenant position to the overall staff; bringing the number of Lieutenants in the Department to six (6). This would be a dedicated administrative position to specifically manage and ensure compliance with all aspects of Accreditation, Police Reform and Training within the entire Department. Based on the size of both the department and community, this position would be considered appropriate and commensurate to other departments in the area. Service Implication: Having a full time Lieutenant dedicated to Accreditation, Police Reform and Training will greatly enhance our ability to ensure the Lexington Police Department not only meets but exceeds the mandatory requirements of the above mentioned commissions and continues to be at the forefront of these evolving times in the profession. This position will allow both the Lieutenants at the Patrol level and the Captain ofAdministration the freedom to ensure all of the changes made meet the above mentioned requirements and are not only enacted but are practiced at all levels of the organization. 4100 - Law Enforcement 18 FY2024 Pro ram Improvement Request # 2 of 5 g Department: Police Element: 4140 Investigations and Prevention PIR Title: School Resource Officer 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 $ 96,521 $ 96,521 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 1.00 $ $ 96,521 $ 96,521 Benefits Benefits Eligible? 1 $ 18,932 $ 18,932 Expenses $ $ Total Expenses $ $ $ Purpose/Description of Request: The Lexington Police Department currently has one (1) dedicated School Resource Officer for the Lexington School District which currently has a student enrollment of 7,234. The current School Resource Officer covers ten (10) schools; Lexington High School, two middle schools, six elementary schools and the Lexington Children's Place. Our current SRO is stationed at the Lexington High School and responds to other locations as needed. Our intention is to assign another full time School Resource OfFicer dedicated to the middle schools and supplement the need to the elementary schools. The School Resource Officer wears numerous hats within the police department and schools. In addition to being a fully trained detective, as the liaison to the schools and school department, they are expected to: • Maintain a working relationship with all ten (10) schools and act as a resource for administrators, faculty, parents and students. • Conduct crime prevention and safety programs within the school and community on a variety of topics including: personal safety, child safety, bicycle, vehicle and pedestrian safety, school bus safety, substance abuse and alcohol education, social media safety and other trending topics. 4100 - Law Enforcement 19 • Acts as a liaison to the schools involving reports and investigations including larceny, assaults, sexual assaults, vandalism, peer on peer altercations, 51 A reports, threats, harassment and bullying. • Maintain a working relationship with the Middlesex District Attorney Child Protection Unit as well as the Department of Children and Families and the services provided by these offices. Work with school officials, juvenile probation and the Family Services Officer to provide current community resources and support agencies to families requiring assistance. • Coordinate/facilitate restorative justice and juvenile diversion programs for school and community offenses. Service Implication: The results of the Anderson/Krieger Report of 2021 clearly revealed the School Resource Officer position is respected and well received by the stafF of LHS, parents and students. The SRO acts as a conduit for positive two way communication to take place between the organizations. In light of the tragedy that took place recently in Uvalde, TX and other similar incidents throughout the country, it is imperative for this positive communication to continue. These incidents underline the clear and constant need of real time information sharing between the schools and police departments. Having police staff in the schools with a focus on community engagement will promote increased interaction, communication and sharing of information concerning potentially dangerous situations before they arise. Adding an additional full time School Resource Officer to the department would instantly increase our presence with students in grades 6-12. It would also allow more freedom to coordinate program and events involving other members of the department that reach more of the school community. 4100 - Law Enforcement 20 FY2024 Pro ram Improvement Request # 3 of 5 g Department: Police Element: 4110 Police Administration PIR Title: Deputy Chief Position 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 $ 9,237 $ 9,237 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 9,237 $ 9,237 Benefits Benefits Eligible? 0 $ $ Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: The current upper command staff structure at the Lexington Police Department has consisted of a Chief and two (2) Captains for approximately fifty (50) years. Both Captains are currently members of IBPO Local 501, the Superior Officer's bargaining unit, which also includes Lieutenants and Sergeants with a total of fourteen (14) members. With this current arrangement, the Chief does not have the luxury of discussing certain union concerns as they arise and contract negotiations with the Captains. There is also a strong likelihood of a Captain playing a prominent role in the outcome of a disciplinary hearing of an officer in the same bargaining unit. I am requesting the creation of a Deputy Chief's Position while keeping a command staff position open. This request would be for the difference in salary between a Captain and Deputy Chief and not looking to create an additional member to the department. Service Implication: A Deputy Chief's position would allow a change to the upper command stafF of the department which would create a clear command structure that flows proportionally from the Chief, to the Deputy Chief, to the Captain, etc. In addition to their duties and responsibilities which would include fiscal management, personnel and training in the department, as a non-union position, the Deputy Chief would be responsible for assisting in maintaining sound union and management relations, including participating on behalf of management in grievance hearings, collective bargaining meetings, and other union and management meetings or forums. This 4100 - Law Enforcement 21 position would be filled by a member of the command staff of the Lexington Police Department. If approved, I will work with the Town Manager and Human Resources Director to finalize a job description, compensation package and establishing a process for filling the position. 4100 - Law Enforcement 22 FY2024 Pro ram Improvement Request # 4 of 5 g Department: Police Element: 4110 I nvestigations and Prevention PIR Title: Community Resource Dog 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 past few years have been extremely difFicult in the face of social justice and world wide pandemic. These issues have been extremely difficult for everyone nationwide but have also been extremely challenging for law enforcement agencies and Lexington is no exception. Police have been involved in national incidents which have called police trust and legitimacy into question. In light of these situations, police officers can also feel increased levels of stress and anxiety interacting with members of the community. The COVID pandemic has caused many to shelter in their home oftentimes in isolation away from family, friends and support systems. This has led to the development of increased anxiety and cases of increased mental health issues which do not get legitimately treated. All of these factors have created real barriers in effective two way communication between the police and the community which can have negative consequences in situations involving victims in certain crimes and individuals having a mental health crisis. We would like to request the funds for the purchase, training and initial veterinary requirements of a community resource dog which we believe will have a huge positive affect on police and community engagement, assist in building trust in cases of victimization, alleviating stress and creating a welcoming environment in cases of inental health crisis and for the mental health and wellness of police officers on the department. 4100 - Law Enforcement 23 Service Implication: Adding a Community Resource Dog to the department offers a completely new and innovative option to further community engagement in the town. Community Resource Dogs have a proven track record of removing barriers and promoting positive communication in school populations, victims and witnesses and individuals who have experienced traumatic incidents or a mental health crisis. Having an added tool that enables our officers to successfully communicate in situations that have traditionally posed challenges, lends an outstanding opportunity for members of the department to strengthen their relationships and continue to build trust and legitimacy in the community. Our initial plan would be to assign the Community Resource Dog to the School Resource Officer which would allow for the greatest community engagement. This request would not require any additional yearly costs to run the program. Veterinarian services, food and grooming is regularly supported by members of the community. 4100 - Law Enforcement 24 FY2024 Pro ram Improvement Request # 5 of 5 g Department: Police Element: TBD PIR Title: Code Enforcement Officer 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 $ 16,000 $ 16,000 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 16,000 $ 16,000 Benefits Benefits Eligible? 0 $ $ Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: As a result of Article 10 of the 2021 Special Town Meeting, limited and in the case of commercial landscape companies, banned the use of gas powered leaf blowers in the Town of Lexington. Article 10 was approved by the Office of the Attorney General on June 10, 2022, well into the landscaping season. A major point of the article was to ban the use of gas powered leaf blowers by commercial landscaping companies during the summer months from June 1 st to September 14th. As to be expected, there was a need for clarification and education in the community as well as with the contractors in town. This system gave no clear avenue for reporting nor for a coordinated response to violations. By default, the responsibility of enforcement came to the Police Department, who does not have the bandwidth to respond to complaints as they are received and to observe violations in progress nor have the ability to speak with contractors and residents at the time. To properly enforce this By-Law, we are requesting the creation of a part- time, seasonal Code Enforcement Officer who in addition to enforcement of the leaf blower ordinance, could also be the primary responder and enforcer of other By-Laws concerning issues like trees and noise. This position could be under the umbrella of zoning and collaborate 4100 - Law Enforcement 25 with the DPW, Health and Police Departments. The proposed schedule would be May 1 st through September 30th working twenty (20) hours a week. Service Implication: Article 10 is a quality of life ordinance that if it is not properly enforced can cause resentment of the residents who voted for it. This ordinance needs a system where there can be a centralized contact to report violations and a mechanism for prompt response. Although the Police Department is a twenty four hour organization, there are a myriad of reasons why they should not be the primary enforcement department. The violation of this ordinance is a civil violation and therefore would not necessitate a response over the vast majority of calls for service at the police department. Over the past couple of years, the police profession has been under scrutiny during times of social justice movements and the demand for equitable treatment by officers throughout the country. Asking the police department to be the primary enforcement agency for a By-Law that has already been extremely divisive in the community is potentially setting up situations of"over policing" in town. With the sheer numbers of landscaping companies working in Lexington, the potential for police to be encountering workers and residents for civil violations is a recipe for undermining the trust and legitimacy the police department has been working hard to develop and maintain over the years. The City of Newton has developed this very position to avoid the majority of issues mentioned above. The cost of this request would be $16,000 a season and not be benefit eligible. 4100 - Law Enforcement 26 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2024 Proposed Budget - Employee Benefits & Insurance Presentation PRESENTER: ITEM NUMBER: Anne Graglia-Ko sto s, Director o f Human Resources I.5 S UMMARY: No vote is �equested fo�this agenda item. Review preliminary FY2024 budget for Employee Benefits and Insurance. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/6/2022 6:3 Op m ATTACHMENTS: Description Type � ��'��.nb��ar��.��.�� .�a;�.��r��c��.��.n.��n��m�m��.��fm�,��.n�9�r'�(�"��.��.��.�:��;�:n��: ��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.. Em o ee Bene its y Re u este B u et Fi Y r 2 24 sca ea S m itte � u y. a ro n Kosno Assista nt Town Ma na er or y , Fi na nce e ect B r Present ti n oa a o D m r 22 ece e , Program: Shared Expenses 2100 Em �O ee Benefits & Insurance Townof�exin ton MA a y �► , Mission: To provide and manage a comprehensive benefits program for Town and School employees a nd reti rees. Budget Overview: Included in the Employee Benefits and Insurance program are costs for the Town's pension assessment, workers'compensation, unemployment insurance, health, dental and life insurance benefits and the Medicare tax. Employee Benefits is comprised of the following: • Contri butory Reti rement Assessment: The assessment of the Lexi ngton Contri butory Retirement System levied to the Town to finance a portion of retirement benefits of Town and non-teaching School employees. This assessment is issued pursuant to Massachusetts General Laws (MGL) Chapter 32 and is based on an actuarial valuation of the funding obligations of the Lexington Contributory Retirement System. In addition to this assessment, employee contri butions - ra ng i ng from 5% to 11% depend i ng on date of h i re - provide the majority of pension system fu nd i ng. • Non-Contributory Retirement: The cost of benefits for employees who retired prior to the creation of the Lexington Contributory Retirement System. • Employee/Retiree Benefits: The Town's annual contribution for health, dental and life insurance for active Municipal and School Department employees and retirees, and the Town's 1.45% share of Medicare tax for all employees hired after 1986. • Unemployment Compensation: The cost of unemployment payments for eligible employees separated from Municipal or School Department employment. The Town self-insures for this expense. • Workers'Compensation: The medical costs incurred by Municipal and School employees injured on the job, and medical costs of former public safety employees who retired on accidental disability. The Town largely self-insures for this expense, but purchases��stop loss" insurance for extraordinary work-related medical claims. The premiums for that insurance are captured in the Workers' Compensation budget. Authorized/Appropriated Staffing: Staff support is provided through the Town Manager's Office, Human Resources and the Finance Department. Portions of the salaries of four employees are charged to the General Fund health insurance budget. FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-3 Program: Shared Expenses 2100 Em �O ee Benefits & Insurance Townof�exin ton MA a y �► , Budget Recommendations: The FY2024 recommended All Funds Employee Benefits and Insurance budget is $45,634,071. This is a $2,698,962 or 6.29% increase from the FY2023 budget. The recommended budget includes the benefits costs (health, dental, life, Medicare and workers' compensation) for all municipal and school staff and retirees as of November 1, 2022. Chanqes Include: 1. A $867,250, or 9.41% increase in Contributory Retirement based on the approved funding schedule from the January 1, 2021 actuarial valuation of the Lexington Retirement System, plus an amount of dedicated tax levy new growth. In FY2023 $1,060,000 of new levy growth from Takeda personal property taxes was dedicated to the Pension Fund. This amount, plus an increase of 2.5% per year will continue to be set-aside to the Pension Fund in future years. The dedicated tax levy grown for FY2024 is $1,086,500. For FY2024 $400,000 is funded from Free Cash, which is the same level of Free Cash funding as in FY2023. The Retirement system's unfunded liability is expected to be funded by 2030, given the current actuarial assumptions. 2. Beginning in FY2023 the Town no longer has Non-Contributory Retirement costs. 3. A $133,604 or 6.50% increase in the Town's contribution for the Medicare Tax based on FY2022 actual costs, projected FY2023 and FY2024 salaries and wages, new municipal positions, and historical rates of increase in this item. 4. A $1,818,266 or 6.15% increase in health insurance costs (General Fund). The FY2024 budget is based on an increase of 7.0% in health insurance premiums across all plans at November 2022 enrollment levels, and the projected addition of eighty (80) subscribers (new enrollees to health coverage, either from new retirees, active employees electing to begin or resume coverage, and active employees switching from individual to family plans). 5. A $(6,384) or -0.58% decrease in dental insurance costs (General Fund) based on a slight decrease in premium rates for FY2024 as compared to originally budgeted FY23 rates, further updated to reflect November 2022 enrollment levels. 6. No increase in life insurance costs based on projected enrollments. 7. Level-funding of unemployment insurance based on the revised budget of $200,000, which is reflective of average claim activity. 8. A $(125,000) or (20.00)% decrease in workers'compensation costs to a total of $500,000. As of June 30, 2022, this continuing appropriation account had a total balance of $2,816,884. In light of the fund balance, staff recommend a gradual reduction in the appropriation through FY2026, with a guideline of maintaining a fund balance of $2 million. FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-4 Program: Shared Expenses 2100 Em �O ee Benefits & Insurance Townof�exin ton MA a y �► , Budget Summary - General Fund FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $35,229,187 $37,215,447 $ 41,576,807 $ 44,247,592 $2,670,785 6.42% Transfers from Enterprise Funds to General Fund(Indirects) $ 762,237 $ 611,775 $ 805,256 $ 822,791 $ 17,535 2.18% Free Cash for Updated Pension Schedule $ - $ - $ 400,000 $ 400,000 $ - -% PEG Access Special Revenue Fund $ 4,976 $ 5,250 $ 5,575 $ 4,991 $ (584) -10.48% ._ � • 1 1 �� • �1 1 �� • � �� • • �� I I I �� •• • • • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary(General Fund) Actual Actual Revised Recommended Increase Increase Compensation $ 103,959 $ 118,996 $ 121,047 $ 142,636 $ 21,589 17.84% Expenses $35,892,440 $37,713,477 $ 42,666,591 $ 45,332,738 $2,666,147 6.25% ._ • . 11 �� . � ... '11 ' : ' ', ' : . : ', . . . � •• • • :'� FY2021 FY2022 FY2023 FY2024 Dollar Percent Level-Service Requests(General Fund) Actual Actual Revised Recommended Increase Increase Total 2110 Contributory Retirement $ 6,679,199 $ 7,417,500 $ 9,219,250 $ 10,086,500 $ 867,250 9.41% Total 2120 Non-Contributory Retirement $ 15,907 $ 8,798 $ - $ - $ - -% Subtotal-Retirement $ 6,695,106 $ 7,426,298 $ 9,219,250 $ 10,086,500 $ 867,250 9.41% Total 2130 Medicare $ 1,907,961 $ 1,986,677 $ 2,054,651 $ 2,188,255 $ 133,604 6.50% Total 2130 Health Insurance $25,448,028 $26,483,799 $ 29,554,494 $ 31,372,760 $1,818,266 6.15% Total 2130 Dental Insurance $ 985,610 $ 1,080,414 $ 1,109,243 $ 1,102,859 $ (6,384) -0.58% Total 2130 Life Insurance $ 20,384 $ 17,160 $ 25,000 $ 25,000 $ - - Subtotal-Health/Life Benefits $28,361,983 $29,568,050 $ 32,743,388 $ 34,688,874 $1,945,486 5.94% Total 2140 Unemployment $ 64,311 $ 88,124 $ 200,000 $ 200,000 $ - -% Total 2150 Workers Compensation* $ 875,000 $ 750,000 $ 625,000 $ 500,000 $ 125,000 -20.00% Subtotal-Other Employee Benefits $ 939,311 $ 838,124 $ 825,000 $ 700,000 $ (125,000) -15.15% ._ � • 1 1 �� • �// �� • � �� • • �� I I I �� •• • • • � FY2021 FY2022 FY2023 FY2024 Dollar Percent Object Code Summary(General Fund) Actual Actual Revised Recommended Increase Increase Salaries&Wages $ 103,959 $ 118,996 $ 121,047 $ 142,636 $ 21,589 17.84% Overtime $ - $ - $ - $ - $ - - Persona/Services $ 103,959 $ 118,996 $ 121,047 $ 142,636 $ 21,589 17.84% Contractual Services $35,892,440 $37,713,477 $ 42,666,591 $ 45,332,738 $Z,666,147 6.25% Utilities $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - - Expenses $35,892,440 $37,713,477 $ 42,666,591 $ 45,332,738 $2,666,147 6.25% ._ � • 1/ �� ■ �� • �1 1 �� • � �� • �� I I I �� •• • • • � Budget Summary - Revolving Funds* FY2021 FY2022 FY2023 FY2024 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Directed Funding(Revolving Funds) $ 133,586 $ 139,863 $ 147,471 $ 158,697 $ 11,226 7.61% � • 1 1 �� • �� I I �� •� �� • • �� *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. FY2021 FY2022 FY2023 FY2024 Dollar Percent Level-Service Requests(Revolving Funds) Actual Actual Revised Recommended Increase Increase Total 2130 Health Insurance $ 129,199 $ 135,729 $ 143,337 $ 154,563 $ 11,226 7.83% Total 2130 Dental Insurance $ 4,387 $ 4,134 $ 4,134 $ 4,134 $ - -% ._ , . , . • , . . , . . , . • . 11 �� . , .. , •• � , . • , . • � Budget Summary - All Funds FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Revised Recommended Increase Increase Compensation $ 103,959 $ 118,996 $ 121,047 $ 142,636 $ 21,589 17.84% Expenses $36,026,026 $37,853,340 $ 42,814,062 $ 45,491,435 $2,677,373 6.25% � � 11 /� �� • •�� • i� I � '� �� • � 1 �� •�� • • �� FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-5 Program: Shared Expenses 2100 Em �O ee Benefits & Insurance Townof�exin ton MA a y �► , Focus on: Health Benefits— Line Item 2130 While the cost of health insurance continues to be a concern for the Town of Lexington, as is the case with all public and private organizations in this region and across the country, the Town was successful in negotiating with the Employee Health Insurance Coalition to join the State's Group Insurance Commission (GIC) health insurance program, which has helped to slow the growth of this large cost driver. The Town has an agreement with the Public Employees Committee (PEC) to remain in the GIC through June 30, 2023, and will begin bargaining for a successor agreement this spring. The table below displays an approximate distribution of health insurance costs for Municipal and School employees and Retirees. Table 1: Health Insurance Budget: FY2019 - FY2024 Increase FY2019 FY2020 FY2021 FY2022 Budgeted Projected FY2023 to Actual Actual Actual Actual FY2023 FY2024 FY2024 Town�1� $ 3,636,336 $ 3,903,453 $ 4,242,098 $ 4,148,176 $ 5,059,791 $ 5,306,524 4.88% School $12,141,910 $13,170,788 $13,965,697 $13,985,906 $16,244,427 $17,270,064 6.31% Retirees $ 6,725,482 $ 6,980,911 $ 7,165,298 $ 7,233,013 $ 8,175,329 $ 8,718,255 6.64% Total $22,503,728 $24,055,153 $25,373,093 $25,367,096 $29,479,547 $31,294,843 6.16% Mitigation Fund �2� --- --- --- --- --- --- --- Medicar�3�Part 6 � 82�241 $ 78,264 $ 74,935 $ 77,917 $ 74,935 $ 77,917 3.98% Penalty Net Budget Amount $22,585,970 $24,133,417 $25,448,028 $25,445,013 $29,554,482 $31,372,760 6.15% (1)Portion of salaries attributable to health insurance administration is inclusive in these figures. (2)Payment made to the Public Employee Committee(PEC)HRA Mitigation Fund to ofFset increasing co-pays and deductibles. (3)Medicare Part B Penalty is the penalty the Town must pay due to deferred migration of retirees from active plans to Medicare supplement plans. FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-6 Program: Shared Expenses 2100 Em �O ee Benefits & Insurance Townof�exin ton MA a y �► , The table below shows the number of employees and retirees enrolled in the Town's health insurance program. Table 2: Health Insurance Enrollments �1� FY2023 FY2024 Budget Budget Based on Actual Subscribers, plus Additional Projected Lives Actual Subscribers shown below Nov. 2018 Nov. 2019 Nov. 2020 Nov. 2021 Nov. 2022 Subscribers (�2019) (FY2020) (FY2021) (FY2022) (FY2023) Municipal Individual g6 107 98 110 105 Fa m i ly 164 168 171 172 166 subtotal 260 275 269 282 277 School Individual 356 350 358 376 374 Family 536 561 555 536 520 su btota I 89 2 911 913 912 894 Retirees 1,289 1,307 1,302 1,338 1,372 subtotal 2,441 2,493 2,484 2,532 2,537 Additic�nal projected liu��for bud��t purpc�ses Position Vacancies Municipal g g School 26 23 s u btota I 3 5 3 2 Estimated Open Enrollment/ Qualifying Events�2� Individual 9 g Family 27 27 Retirees 44 44 su btota I 80 80 total 2,441 2,493 2,484 2,647 2,649 N�:w Positi'�n� School�3� 0 0 Municipal �3� 0 0 Facilities Dept. 1 0 subtotal 1 0 E�tima#�d Redu�tion in Subscrib+er� Retirees ` ) ( } total 2,441 2,493 2,484 2,614 2,615 (1)The subscriber counts above do not include COBRA subscribers, but include employees whose salaries and benefits are funded either fully or partially from non-General Fund sources. (2)The projection shown under open enrollment/qualifying events is based on an assumption of current employees losing coverage on their spouse's plans,and changes in marital status or dependent status. (3) Based on the budgets as recommended by the School Committee and Select Board and assumes that each full- time equivalent will subscribe to Town's insurance. The cost is estimated at a composite rate based on school and municipal personnel enrollment. FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-7 Program: Shared Expenses 22�0 PI'O el't & �ia bi I it I nsu ra nce Town of�exin ton MA a y y �► , Mission: To provide and manage a comprehensive property and liability management program for all property and equipment in the Town. Budget Overview: The property and liability management program consists of the following elements: • Property and Liability Insurance: The cost of premiums for policies that: (1) protect the Town against property loss and damage; (2) insure the Town's vehicles; and (3) cover the Town against liability claims. • Uninsured Losses: A continuing balance account for uninsured property losses, settlements and deductibles contained in various insurance policies. Authorized/Appropriated Staffing: A portion of the Deputy Town Manager's salary is charged to this line-item in recognition of the ongoing support provided. Budget Recommendations: The FY2024 overall recommendation for Property and Liability Insurance is $1,192,000, which is a increase from the FY2023 appropriation. 1. Property and liability insurance is increasing by $97,000 or 10.84%. This reflects an anticipated premium increases of approximately 10% compared to the FY2023 budged amount, and a 4.04% increase in compensation to due to cost of living and contractual increases. 2. A level funding of the budget for uninsured losses. The balance in this continuing balance account as of June 30, 2022, is $1,011,722. Staff recommend a guideline of maintaining a fund balance of approximately $1 million. FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-8 Program: Shared Expenses 22�0 PI'O el't & �ia bi I it I nsu ra nce Town of�exin ton MA a y y �► , Budget Summary Funding Sources FY2021 FY2022 FY2023 FY2024 Dollar Percent Actual Actual Estimate Projected Increase Increase Tax Levy $1,008,200 $1,055,742 $ 1,064,863 $ 1,161,256 $ 96,393 9.05 % Transfers from Enterprise Funds to General Fund(Indirects) $ 33,096 $ 25,039 $ 30,137 $ 30,744 $ 607 2.01 % • . 11 ' •.- : •• ,, 1� `. �. 1:1 : �, 1• 111 �, ` 111 �, • 111 : :. '� FY2021 FY2022 FY2023 FY2024 Dollar Percent Appropriation Summary Actual Actual Appropriation Recommended Increase Increase Compensation $ 37,035 $ 38,718 $ 37,806 $ 39,333 $ 1,527 4.04 % Expenses $1,004,261 $1,042,063 $ 1,057,194 $ 1,152,667 $ 95,473 9.03 % • . 11 ' •�- � •• � 1' •� '� 1�1 � '� 1• 111 '� • 111 '� ' 111 i �• '• Level-Service Requests FY2021 FY2022 FY2023 FY2024 Dollar Percent Actual Actual Appropriation Recommended Increase Increase Total 2210 Property&Liability � �g1,296 $ 830,781 $ 895,000 $ 992,000 $ 97,000 10.84 % Insurance Total 2220 Uninsured Losses $ 250,000 $ 250,000 $ 200,000 $ 200,000 $ - - . . 11 ' ..- : •• ,, 1� `. �, 1:1 : �, 1• 111 �, • 111 �, ' 111 : :. '� Object Code Summary FY2021 FY2022 FY2023 FY2024 Dollar Percent Actual Actual Appropriation Recommended Increase Increase Salaries&Wages $ 37,035 $ 38,718 $ 37,806 $ 39,333 $ 1,527 4.04 % Overtime $ - $ - $ - $ - $ - - Compensation $ 37,035 $ 38,718 $ 37,806 $ 39,333 $ 1,527 4.04 % Contractual Services $1,004,261 $1,042,063 $ 1,057,194 $ 1,152,667 $ 95,473 9.03 % Utilities $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - - Expenses $1,004,261 $1,042,063 $ 1,057,194 $ 1,152,667 $ 95,473 9.03 % � • 11 � �� •/ � /� �• �� 1�1 � �� 1� 1/1 �� • � • � • 1 r 1 1/ � 1// � �• � FY2024 Town Manager's Preliminary Recommended Budget & Financing Plan February 28, 2022 IV-9