HomeMy WebLinkAbout2022-12-01 SB-min
Select Board Meeting
December 1, 2022
A remote participation meeting of the Lexington Select Board was called to order at 1:04 p.m. on Thursday,
December 1, 2022 via Zoom meeting services. Present were Ms. Hai, Chair, Mr. Lucente, Vice Chair; and
Ms. Barry. Mr. Sandeen joined the meeting at 2:54pm. Also present were Mr. Malloy, Town Manager;
Ms. Axtell, Deputy Town Manager; Ms. Kosnoff, Assistant Town Manager for Finance; and Ms.
Katzenback, Executive Clerk.
Ms. Hai stated that the meeting was being conducted via Zoom as posted, with the agenda on the Town’s
website.
ITEMS FOR INDIVIDUAL CONSIDERATION
1. FY2024 Proposed Budget – Human Services Department Presentation
Melissa Interess, Director of Human Services, stated that the Human Services Department is requesting a
level-service budget. The requested FY2024 All Funds budget is $2,036,749 which reflects an increase of
$188,819, or 10.22%, from FY2023. Compensation is proposed to increase by $40,450, or 4.60%, and
expenses increase by $148,369, or 15.32%, primarily due to contractual service increases anticipated
through a new bus contract scheduled to expire in June 2023. The All Funds budget includes funding
from a Massachusetts Executive Office of Elder Affairs (EOEA) grant, the MBTA Suburban
Transportation grant, and the Senior Services Revolving Fund (formerly known as the Council on Aging
Programs Revolving Fund). The General Fund budget request (All Funds less the revolving fund and
grant-supported spending) is $1,705,936 and reflects a $178,515, or 11.69% increase, with a $30,146, or
4.20%, increase in compensation, and a $148,369, or 18.32%, increase in expenses.
Gina Rada, District Veterans’ Services Director, explained that the goal of the group is to support
veterans and their families in need of service, and provide information and access to benefits for which
they are eligible under the law. Outreach remains a top priority in our department. Over the last two years,
there has been an increase in those needing financial assistance under Chapter 115 of Massachusetts
General Law. The requested amount reflects anticipated expenditures for existing and new cases. To date,
there are 126 disabled veterans in Lexington. The Disability Compensation received totals over $157,000
per month. Benefits such as VA Nonservice Connected pensions and survivor’s benefits add an additional
$41,000 monthly back into the hands of Lexington veterans and spouses.
Susan Barrett, Transportation Services Manager, reviewed the division’s budget.
Departmental Initiatives:
1. Continue to identify and implement programming specific to diversity, equity, and inclusion, as
well as participate in Town-sponsored racial justice initiatives.
2. Continue to support and promote access to mental health services through direct therapeutic
services offered by Eliot Community Human Services and department staff, as well as through
the William James INTERFACE Referral Service
3. Continue implementation of action plan based on findings and recommendations from Age
Friendly needs assessment.
4. Continue advocating for and advancing towards regionalization of transportation services. Pilot
utilizing one current Lexpress vehicle for more demand service but allowing flexibility to
alternate between fixed-route and demand based on ridership/times of day. Complete the Bike
Friendly Communities application and continue to advocate and advance goals for active
transportation at schools through Safe Routes to School program.
In response to a question from Mr. Lucente, it was noted that the cost per ride in 2022 for Lexpress was
$33.76. The price ranged between $4-$10, pre-COVID. Additional transportation services are likely
needed in Town. There is an issue finding funding for these services.
Program Improvement Requests:
None
DOCUMENTS - Presentation - Human Services Department FY2024 Proposed Budget
2. FY2024 Proposed Budget – Recreation & Community Programs Presentation
Melissa Battite, Director of Recreation & Community Programs, stated that the Department of Recreation
and Community Programs consists of four divisions: Administrative, Recreation, Pine Meadows Golf
Course, and the Community Center. The requested FY2024 operating budget is $3,569,455. Personal
Services is increasing by 7.54% due to several factors, including the increase to the minimum wage and
hiring additional seasonal part-time staff as compared to FY2023 as the scope of programs and services
continue to increase, staff coverage associated with operations at the Community Center, and contractual
obligations. Expenses are increasing by 1.12%, due to increased attendance at the Department's vendor
programs, and increased costs for such items as supplies and clothing. For FY2024, the Indirect
contribution to the General Fund to cover the cost of employee benefits and indirect services provided by
other departments is $294,687, and overall tax levy support for three Community Center staff and other
department operations totals $256,675.
Peter Coleman, Assistant Director of Recreation, stated that the FY24 Recreation Division budget reflects
an increase of 7.36%, which is $104,982. This increase is primarily due to a minimum wage increase for
seasonal part time staff. Additional increases in facility repair and maintenance costs for such items as
clothing, chemicals and cleaning supplies are also included.
Ms. Battite stated that the Pine Meadows budget request for FY24 reflects an increase of 3.4% or
$18,700. Contractual services reflected an increase of 3.77% or $18,000, due to anticipated increases in
the golf course management and lease contracts. She noted that, despite the drought experienced during
the summer, a total of 42,811 rounds of golf were played in FY22, which, prior to 2020, was an average
of 39,000 rounds.
Christine Dean, Community Center Director, explained that the FY24 budget request reflects an increase
of 5.37% $33,859 which is primarily due to increased supplies. Compensation is increasing by 5.3% or
$24,069. The General Fund Compensation request of $256,675 in FY24 is to support three full time
employees.
Departmental Initiatives:
1. Implement the Key Findings and Recommendations of the 2022 Open Space and Recreation Plan,
the 2020 Town of Lexington Community Needs Assessment and the 2017 Recreation Facilities
ADA Compliance Study in the development of the operational and capital improvement planning
for the future needs of the community.
2. Recommend and implement Key Findings of the 2021-2022 Comprehensive Study of Athletic &
Outdoor Recreation Facilities.
3. Continue the growth and implementation of the department's therapeutic, adaptive, and inclusive
recreation programming.
4. Explore alternative funding sources for the Recreation and Community Programs Department in
order to sustain the Recreation Enterprise Fund and operations.
5. Support Townwide cultural and historic events.
6. Support Townwide diversity, equity, and inclusion initiatives.
Program Improvement Requests:
Non-Program Facility Expenses
FY2024 Capital Requests:
Pine Meadows Improvements
Pine Meadows Equipment
Pine Meadows Clubhouse Renovation
Lincoln Park Field Improvements
Park Improvements – Athletic Fields
Pool Water Chemistry Automated Controllers
Strategic Plan Update
Park & Playground Improvements
Park Improvements – Hard Court Surfaces
Park Improvements – Site Amenities
Cricket Field Construction
Outdoor Pickleball Court Construction
Lincoln Park Fitness Stations Equipment
Ms. Hai noted that, regarding the Lincoln Park improvements, certain portions of the project qualify for
CPA funding, but the synthetic surface will be funded through cash capital or bonding.
The Board discussed potential sites for the pickleball courts proposed.
DOCUMENTS: Presentation - Recreation & Community Programs FY2024 Proposed Budget
The Board took a five-minute recess.
3. FY2024 Proposed Budget – Department of Public Works; Water/Sewer Presentations
Dave Pinsonneault, Director of Public Works, stated that the Department of Public Works FY2024 All
Funds budget of $14,468,053 is comprised of four subprograms (DPW Administration/Engineering,
Highway Maintenance, Public Grounds, Environmental Services). The FY2024 request represents an
overall increase of $1,188,413, or 8.95%. The All Funds budget is inclusive of the Compost, Minuteman
Household Hazardous Product (MHHP), Burial Containers and Tree revolving funds. Less these
revolving funds, the General Fund budget request is $13,126,781, which is a $1,158,636 or a 9.68%
increase from the FY2023 budget. Personal Services are increasing $145,808, or 2.78%, in the All Funds
budget, and $136,682, or 2.80%, in the General Fund budget. The Personal Service budgets in both the
General Fund and Non-General Funds include contractually obligated increases. Departmental Expenses
are increasing $1,036,954, or 13.42%, in the All Funds budget, and by $1,021,954, or 14.41%, in the
General Fund budget. In addition, $48,000 will be transferred from Public Facilities to cover the
remaining costs of MS4 inspections and maintenance for school retention basins.
Mr. Pinsonneault stated that an additional $90,000 has been added to the FY24 budget to accommodate
mattresses and box springs. Per DEP, these are no longer able to be picked up and brought to the trash. He
stated that he would like the Board to discuss potential options for food waste. He stated that he would
also like the Board to discuss that Lexington is one of the few surrounding communities that does not
charge for some of the services that are provided through trash and recycling. Most every community has
an associated fee.
Departmental Initiatives:
1. Coordinate Administrative and Operations functions to maintain a functionally efficient
organization.
2. Continue working with Town committees to ensure sustained engagement of residents.
3. Ensure staff accessibility and participation for training and advancement opportunities.
Program Improvement Requests:
Streetscape Maintenance Program
Assistant Superintendent for Public Grounds
Leadman Upgrade
Leadman Upgrade
FY2024 Capital Requests:
Equipment Replacement
Sidewalk Improvements
Townwide Signalization Improvements
Street Improvements
Hydrant Replacement Program
Townwide Culvert Replacement
Storm Drainage Improvements and NPDES Compliance
Comprehensive Watershed Stormwater Management
Hartwell Ave. Compost Site Improvements
Municipal Parking Lot Improvements
Public Parking Lot Improvement Program
New Sidewalk Installations
Bedford St. and Hartwell Ave. Long-Range Transportation Improvements
Street Acceptance
Public Grounds Irrigation Improvements
Cemetery Columbarium
Pump Station Upgrades
Sanity Sewer System Investigation and Improvements
Water Distribution System Improvements
Water Tower(s) Replacement
Lead & Copper Program
In response to a question from Ms. Hai regarding stormwater and the possibility of other forms of funding
for the impending increasing costs, Mr. Malloy explained that the Board will need to have further
discussion regarding how much of the budget that is currently being carried in the Public Works
Department would move over to the Enterprise Fund. There would also need to be a discussion about the
indirect charges.
Mr. Livsey explained that a website will shortly be set up for information on this item with an interactive
map, and public meetings will then be held with different groups in Town.
Mr. Pato stated that ideas and proposals for food waste reduction will be shared between the associated
groups shortly. He also noted that he is in support of the proposal to increase staffing for Forestry and
Public Grounds. The Town is not currently meeting the requirements of the tree bylaw because there is
not staffing to enforce it. He also noted that he views the streetscape Program Improvement Request is a
required element to the construction project.
Mr. Sandeen entered the meeting at 2:54pm.
Ms. Barry and Mr. Lucente also supported the streetscape Program Improvement Request (PIR).
In response to a question from Ms. Barry, Mr. Malloy explained that sidewalk permit funds are placed
into the General Fund. Ms. Barry suggested that this could instead be placed into a fund for essential
streetscape projects or maintenance.
Mr. Pinsonneault stated that the FY2024 budget request for the Water Enterprise Fund is $13,835,980.
This is an increase of $1,128,743 or 8.88% more than FY2023. Compensation is increasing $10,969, or
1.25%, from FY2023, due to contractually obligated increases. The expense request of $577,500 is
$44,000, or 8.25%, more than FY2023. Cash capital was added to the operating budget, beginning in
FY2021, and is scheduled to increase by $200,000 per year for a minimum of 10 years. This will result in
reduced debt service costs over time, providing a better value to rate payers. A preliminary FY2024
MWRA assessment will be issued in February by the MWRA Board of Directors to be followed by the
final assessment in June 2023. For now, an increase of 10% has been projected. Indirect payments to the
General Fund are preliminarily, shown with a 2.50% increase, with final numbers pending the completion
of an Indirect Cost Study by the Finance Department. OPEB and Debt service numbers are preliminary as
well.
Departmental Initiatives:
1. Continue with the Hydrant Maintenance Program.
2. Continue working with the vendor implementing the Automatic Meter Reading System (AMR).
3. Implement a valve/hydrant maintenance and/or backflow/cross connection program.
4. Continue to evaluate water usage, to move towards conservation efforts.
Mr. Pinsonneault stated that the FY2024 budget request for the Sewer Enterprise Fund is $12,797,627.
This is an overall increase of $998,969, or 8.47%, more than FY2023. Compensation is increasing
$16,452, or 4.11%, from FY2023, due to contractually obligated increases. Expenses are increasing by
$59,000 or 12.87% from FY2023. Cash capital was added to the operating budget, beginning in FY2021,
and is scheduled to increase by $100,000 per year for a minimum of 10 years. This will result in reduced
debt service costs over time, providing a better value to rate payers. A preliminary FY2024 MWRA
assessment will be issued in February by the MWRA Board of Directors to be followed by final
assessment in June 2023. Indirect payments to the General Fund are preliminarily shown as increasing by
$13,560 or 2.50%, with final numbers pending the completion of an Indirect Cost Study by the Finance
Department. OPEB and debt service numbers are also preliminary.
Departmental Initiatives:
1. Continue the pipe flushing program and root removal in all areas.
2. Work with the Water Enterprise Division on the ongoing Automatic Meter Reading System
project. (AMR).
3. Continue to educate the public on the costs and problems created by Inflow & Infiltration.
In response to a question from Ms. Barry, Mr. Livsey stated that the existing water tower site is very
difficult. He explained that the Department is engaged with exploring other sites and examining if it is
possible to lift the existing tower and replace the foundation.
In response to a question from Ms. Hai regarding the hydrant replacement project, Mr. Pinsonneault
stated that the projected number will work for FY24, but this will need to be adjusted in future years.
In response to a question from Ms. Hai regarding the Center lots, Mr. Livsey stated that the focus has
been put on the lot between Waltham Street and Muzzey and the Library lot. Conceptual plans for these
lots will be completed and brought to final design, pending funding requests from Town Meeting.
In response to a question from Mr. Sandeen regarding one water tower versus two, Mr. Livsey explained
there are a lot of construction complications involved in that decision. The preference would be for one,
for ease of maintenance.
Mr. Sandeen noted that he supports tree bylaw enforcement. He stated that he supports funding a drone to
help with some of the inspection work.
DOCUMENTS - Presentation - DPW FY2024 Proposed Budget, Presentation - Water and Sewer
Enterprise Funds FY2024 Proposed Budget
The Board took a five-minute recess.
4. FY2024 Proposed Budget – Select Board Office Presentation
Kim Katzenback, Executive Clerk/Select Board Office Manager, stated that the Select Board's operating
budget, inclusive of the Select Board's Office, the Legal budget, Town Report, and the PEG Special
Revenue Fund, is increasing by $17,613, or 1.36%. Compensation is increasing $8,386 or 5.78% to
capture step increases, and expenses are decreasing $9,227 or 0.80%, which is due to increases in the
Audit and PEG budgets.
Program Improvement Requests:
LexMedia Supplemental Funding
Ms. Kosnoff explained that this PIR does not actually increase the PEG expense, it simply reduces the
amount of revenue. This was already factored into the revenue calculations. The PEG contract extension
ends at the end of this fiscal year and another two-year extension will be needed. The Communications
Advisory Committee will present on this topic to the Board during an upcoming meeting.
In response to a question from Ms. Barry, Ms. Kosnoff stated that an RFP is not required for the audit.
DOCUMENTS - Presentation - Select Board Office FY2024 Proposed Budget
5. FY2024 Proposed Budget – Finance Department Presentation
Carolyn Kosnoff, Assistant Town Manager for Finance, stated that the requested FY2024 Finance
Department budget reflects a $74,725 or 3.63% increase from the FY2023 budget. This includes a
$81,535 or 5.26% increase in compensation, which reflects contractually obligated 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. Finance expenses are mostly level-funded compared to prior
year, though some departmental line items have shifted to align with staff initiatives or actual trends.
Overall, the Comptroller's budget is proposed to increase 1.87%. This reflects a $22,000 increase in
personal services, such as step increases and contractual obligations. Thee expense budget line is
proposed to decrease, particularly in the postage and mailing line. The Treasurer/Collector’s budget is
proposed to go up 5.1%, mostly due to contractual increases and steps. The expense budget is proposed to
go up $5,000, or 4.7%, mainly due to bank fees and filing fees. The Assessor’s budget is proposed to go
up 4.5%, due to salaries, and contractual increases. On the expense side, Professional Services is proposed
to go up by $10,900, primarily to vendors utilized.
Departmental Initiatives:
The Department is taking advantage of the new Munis Chart of Accounts that was designed and
implemented in FY2020 to improve departmental and statutory reporting, workflow, and internal
controls. In FY2022 the Comptroller's office, with assistance from the IT department, launched Tyler
Content Manager (TCM), the document management and archiving module in Munis. First, TCM
integrated with the Employee Self Service (ESS) module in Munis, and employees now have access to
view and download copies of earnings advice, personal accruals, W-2s and other tax related forms. TCM
has also allowed for a paperless purchasing workflow including electronic approval and signatures for
purchase orders and contract documents. Lastly, TCM allows for storage and archiving of invoices and
other supporting accounts payable documents.
In FY2022 the Comptroller's Office completed multiple rounds of reporting and close-out paperwork for
Federal grant funding associated with the COVID-19 pandemic. This included multiple projects with the
Federal Emergency Management Agency (FEMA) and the Commonwealth of Massachusetts for the
Coronavirus Aid, Relief, and Economic Security (CARES) Act. The Finance department continues to
manage the accounting and reporting for the Federal American Rescue Plan Act (ARPA) funds.
In FY2022 the Treasurer's office opened an online donation portal on the Town's website. Residents and
visitors may use the portal to make a donation to any of the Town's Trusts or giving campaigns using
electronic check or credit card.
In 2022 the Assessor's office partnered with IT and the building department to create automated
notifications on new construction permits and certificates of occupancy. The Assessor's now receive an
automated notification of these events in order to fully capture new growth in a timely manner. The
Assessor's office has also realized prior year goals by implementing electronic storage of property record
cards and resolving outstanding commercial abatements.
Additional Finance department initiatives for Fiscal Years 2023 and 2024 are outlined below:
In Spring of 2023 we expect to complete a full upgrade from the existing desktop client version
of Munis (v11.3 sunsets in Fall of 2023) to the modern cloud-based version (v.2021).
Implement additional functionality in Munis ESS, including supporting the HR department with
automated benefits enrollment and Employee Action Forms to and move the department closer to
paperless processing.
Support the Town Manager in accounting and reporting of American Rescue Plan Act (ARPA)
funds. The Town of Lexington has been granted $9.9 million to be used for pandemic relief and
economic recovery that will be available for spending until 12/31/2026.
Implement electronic Accounts Payable as requested by vendors to decrease the overall number
of printed and mailed checks, and further utilize TCM and miscellaneous receivables for
supplemental tax billing, PILOTS and TDM payments.
Finance is recommending implementing a new Munis module for online payments and electronic
cashiering. This initiative will improve the online payment experience for residents, allow for
electronic payments at the counter for the Treasurer and Town Clerk.
Program Improvement Requests:
Tyler ERP/Cashiering Module
In response to a question from Ms. Barry regarding when the frequency of water bills will be increased,
Ms. Kosnoff explained that once the AMR system is fully implemented for one year, a rate study will be
completed, and a new set of quarterly rates will be proposed. This could potentially occur in FY25.
DOCUMENTS - Presentation - Finance Department FY2024 Proposed Budget
ADJOURN
Upon a motion duly made and seconded, the Select Board voted 5-0 to adjourn the meeting at 3:58
p.m.
A true record; Attest:
Kristan Patenaude
Recording Secretary