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Home My WebLink About2023-11-29 FY2025 Proposed Departmental Budget Presentations Packet - Released SELECT BOARD MEETING Wednesday, November 29, 2023 Estabrook Hall, Cary Memorial Building, 1605 Massachusetts Avenue, Lexington, MA 02420 - Hybrid P artic ip ation* 1:00 P M AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2025 Proposed Budget- Land Use, Housing and Development Presentation 1:OOpm 2. FY2025 Proposed Budget- Department of Public Facilities Presentation 2:OOpm 3. F Y2025 P rop o s ed Budget- C ary Memorial Library P res entation 3:15pm 4. FY2025 Proposed Budget- Recreation& Community Programs Presentation 3:45pm ADJOURN 1. Anticipated Adjournment S:OOpm Meeting P acket:�ar�i��A��,,,�;��`��,�;°��i�r^ai��r�.�.:��n^��t��i�,.�i��,,,��;,r,�,��a��`��i��E��l a��i��air;��u��A�,��Y�°��1� ��l��u�l«��1��ii��;,,��E/ Membe�s of the public can view the meetz'ng webina�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/86006626554?pwd=c- OJipLKSbXSzOa8ba7yYHCAaoGKsg.RN6VJj_36miDMbDU iP ho ne o ne-tap: +13017158592„86006626554#US (Washington DC) +13052241968„86006626554# US Telephone: +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US +1 312 626 6799 US (Chicago) Webinar ID: 860 0662 6554 Passcode: 005410 *An Act Relative to Extending C ertain S tate o f Emergency � ��°��u a��a��air�� N�� ° �'a ' � �ti�� Ac c ommo atlons: 1�� ,��o�� ,��v� ��;1:a��; �;.�� u�� r��ai��;��.��E��i��t ��ai��°. 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 4, 2023 at 6:30pm via hybrid participation. Hea�ing Assistance Devices Available on Request �� All agenda time and the o�de�of items a�e appmximate and � � ��,,, subject to change. Recarded by LexMedia AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Land Use, Housing and Development Presentation PRESENTER: ITEM NUMBER: C arol Kowalsl�i,As sistant Town Manager for Development I.1 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review preliminary FY2025 budget for the Land Use, Housing and Development Department. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/29/2023 1:OOpm ATTACHMENTS: Description Type � �..��,��,�.�,�� 1�....��..��:�.��;�m��,�Fl��,.�::��'�,��,�1��A��;��.��:�c:��,��; �..��°�� .r��:n,��:��:��ar� �:....��._��,�:..:��:m�m�;�.��,,��:��r��:��4`�'�`�.�:��:n��: ��.��:r�fm��:��m �� iuummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.run �i��i��u '. . sa , ��ruuumwi"�rrta' i. �� mmv�J �uuuoJuwwwr ' '�'J r ouuwir'�J'i'��" o �� nma�i . � � mmue u, � �� ,�� , . � � - ��w " � „ I um�� i¢ 1nt �� um+++I III i iuu�(N�iU IIII (i�M'iWNI, R,, "�y, �F, uuuU�1"hii�ilWmu u �uud�� llf IIIII ` �1�� , �L 1� I uuuu� �� iiorl i �'�I�li�' 'W�`5r, �� '",� w41P 'R��d a r�1�1�111� ��IIIII�III'�` �� " Wifiumlii i, `, , „ " ��uml ,.. �M^ � `� �v,� ii,,;,i „i j i ;'��„�� II�;� i� um �uu��mo � wu 1 �Y 1P �111� 'IJJ I� I M r l, j�� IVIIdIuUU,,' ,. „ - '" 1 � � � i6�� ii�., Jl� �� I�II��,;i: L I�tr �` „ � , IV , �� M�I, �III u, � � '% „.,ii. ..,':�� .s,i ria,,,rioiiiiimnniiiiiimi000000ie»»»»»»»»iiiiiiiiiiaiiiiiiiiiiiiiiiiiaiimm»»»»�iiiiiiii¢,iiiiiiiia„i,,,,,,;a� .. ,,:i;„i,oiiiiaioiaaiiiiiiiiiiii,,,,,.riiio,ci;,,,,,,,,,,,,,,,,,,,,,,;iiiiiiiiiiiiiiiiiiiiiiiiiiiiii,ac„i.,. ,; �:�.,. �� y��' ll p _�� ii�' '� v � �� I�a� '�� IIIII Q�� '' i��a �'�� 'u,, ��4 '� , � , , �� U` �� uiHa� � �,��;" f�ii� �; � ` � a �, u�tiuiy�i�(i, f jf��i;,'`;; �l� ,� �rr� ; �wui�r�� ti � �, �"� �jJ� "rr� uw�nu �� „uu ��f� �f J,. � "; � %�11 Yl' �� " /�s �, N4.�-: f � / ��b � IVI "r' ��imi J�i u lllll �1� � f� '�III �I, � � f � �r� ''�� I;��':. ,�y: �� / ��f;t � I41Y:�I�I �,. � 1y � �� ,,J f� WI �i "° � �i II �� l � � r „ � j� Jk"�kifi� I �� Il�ldl( � �r 1 ` ' i� ioa' �M „,�fi6 ia W ��«� In N8 � � I at II W/ ,� % ' , ,�� IN� I� o �V "�, �III �'r , , II N � iu I J� � Ifr, '��WPI�"°� � i , I " � ». - � '1 � „q��„ NII� riN� � �` � �� „ � �r �� , � �� , ��y � � �� , � �� W,�� I�, - � ��ir:„� -"�,� `�!�� ,' '��f�i� � iiuw�� , � ;; ;% y,,,,�� ;�)�� '� � � �'� ��y� h �V a u, ////�i , �r��i� „I r 0 "=if/ttr��/��j�� iff, �ll�;" I�� VII 4- y� � i� %�� r ddi`�ij � ti� }�u i�'� ti� 9i/ G, j;,, / liii,�� %� � �I�II1t , 'llw � w, �� `' ��(f'�� INuu. r1Nl� � �, ` �� l ;; i t � � „ UJ� �U III�;��I�� ,�� b i i' l)a %I/�� ioii4�li€„ ° uhf� ' '' ,` ° �r��:n uk �i�N� ��,°;,�yi �M�u� ��IK�"�i�^',,,,,, ��J;' �u'�� i�� I��„1� �<,�� i4�i�� `,i��id(, �,. �i�'�` ��1�'�r� r� : ,, '�r�;� W� �: f�. ,� , � „, � � � �� '� ��U�� W��i' �� r iuu ��'lllllll6�lllillliu� om� VIIV�di Wuu � �,mu �uu y� Np � ��'4u� �'Vlb�u� IIII �� iiuJuul� iu� "�a��'lIP tiiq � i Il� °,h �791p�NU��111�friliGi uuulll I uui fwu u� � ��, � I` ;,, '�" �i��ri' I� ' ^ . � �� Y fGllldll uui r ii u�uuuuu �� i,; IIII I i"�w 'i. umi!�� W�UUiii � uii ,. u iW'm' ��ii oir,�a� �mma� h �m�W �am �'�nv 7 u IIIII f m�w�mu ::uiuumr��` ytl�, �iiiil ; f � I rrmri,iar�eaw�v�irrrr/�� ""'"/ ��urd�„ ,�I"W��rvim�a w911 � � I�I' uu � �/� �.UU u muuJ'�u / I � III, i. LU;` uuu+i�� 'uw J��; ;uu ouuum i :I� w'� �u�N�lumUli'� �fuuumiwwu.0 i um VIV uux i i�uuuW'wwii�'i Illi�' � r ��%9AlIIIIIP"Jl� / � / �//RJJMpA10Y01r�� . � �"`��miiiiiiiiiixxiiiiiauuuuuumuwwuurvaiiir�: � "�/C a Land Use Housin and Develo ment De artment � g p p Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Carol Kowalski Assistant Town Mana erfor , g Develo ment p Select Board Presentation November 29 2023 , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2025 Bud et Develo ment �� r�� ,�; 9' p �� ,,�,�� .��r��`��`A'% ��.._.... Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Mission: The Land Use, Housing and Development Department includes those ofFices that manage and promote residential development, including affordable housing, and commercial development and community 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 building code, zoning, wetland protection, planning, economic development, housing 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, Housing, and Public Health functions (with Public Health a new, separate Department as of FY24), and by managing land-related negotiations, acquisitions, agreements, restrictions, leases. This revised structure 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, Housing and Development FY2025 budget of $3,237,696 is a $291,013 or 9.88% increase from FY2024. Personal Services are increasing $78,463, or 3.53% and expenses are increasing $212,550, or 30.05%. The General Fund budget of$2,468,878 is a $69,762, or 2.91% increase from FY2024, with Compensation increasing $42,062 or 2.08%, and Expenses increasing $27,700 or 7.40%. The Land Use, Housing and Development Department comprises: Administration, Building and Zoning, Conservation, Planning, Housing and Economic Development. The Administration Division provides management oversight and administrative support to all divisions comprising the Land Use, Housing 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 Planning Office supports the Planning Board in the implementation of LexingtonNext, Comprehensive Plan, the administration of the Subdivision Regulations, the determination of adequacy of unaccepted streets, the granting of permits for residential development, site plan review and granting of 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 7000 - Land Use, Housing and Development Department 1 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 ��M�e c�h��a��n��l��c�a��l��1��n��s��e��ct�o��r��,��.��.��,��, p Building $ 49,920 $ $ 18,456 $ 68,376 ��C��o��n��s�e��rv��a��t��I��o��n��L��a��n��C��1��1��n��,��.��,��, pp g Conservation $ $ 5,000 $ $ 5,000 ��o��n��rv��I��n��R��I��o��A��I��n��H��r��,��.��,��,,,��,��,��, C se at o egu at ry ss sta t ou s Conservation $ 20,000 $ $ 290 $ 20,290 ��I��I��.��.��.��.��,„��,,,��,��,,,��,,,�� Fu time Assistant Visitors Center Manager Econ. Dev. $ 49,152 $ $ 18,445 $ 67,597 ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,, „�«,,,, „�„«„ „«„»� �,,,,,,,, ,«,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,� Tc�t�l 74U0 by F�+�qu�st $ 11�,U72 � �,�UO � �7,1�1 $ 1�i1,2�i� 7000 - Land Use, Housing and Development Department 2 Budget Summary - General Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $(972,575) $(3,513,330) $(292,084) $(560,022) $(267,938) 91.73% 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 $92,260 $51,896 $79,200 $86,900 $7,700 9.72% Licenses & Permits $2,853,029 $5,590,947 $2,566,000 $2,896,000 $330,000 12.86% � . � � . . � . . . � . . � • . � � � � � ' ' . • � � • � � � • � � •• • . � • • � Appropriation Summary FY2022 FY2023 FY2024 FY2025 Dollar Percent (General Fund) Actual Actual Appropriation Request Increase Increase Com pensation $1,761,781 $1,863,837 $2,024,579 $2,066,641 $42,062 2.08% Expenses $256,933 $311,676 $374,537 $402,237 $27,700 7.40% � i • � � i � � i � • • • i � � 1 � • � � 1 1 � � � � • � � • � •• • • � � • � Level-Service Requests FY2022 FY2023 FY2024 FY2025 Dollar Percent (General Fund) Actual Actual Appropriation Request Increase Increase Total 7110 Building &Zoning $588,614 $620,019 $684,692 $700,282 $15,590 2.28% Total 7120 Ad m i n istration $498,604 $518,686 $537,344 $554,183 $16,839 3.13% Total 7130 Conservation $227,335 $237,592 $268,676 $272,375 $3,699 1.38% Total 7200 Planning $396,705 $429,169 $458,751 $473,959 $15,208 3.32% Total 7300 Economic Development $307,456 $370,047 $449,653 $468,079 $18,426 4.10% � i • � � � � � i � • • • � � � 1 � • 1 1 1 / i � � 1 • i � • � �• • � � • • � Object Code Summary(General FY2022 FY2023 FY2024 FY2025 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $1,746,626 $1,836,388 $1,990,927 $2,032,551 $41,624 2.09% Overtime $15,155 $27,449 $33,652 $34,090 $438 1.30% Personal Services $1,761,781 $1,863,837 �2,024,579 �2,066,641 $42,062 2.08% Contractual Services $209,510 $244,181 $310,026 $336,426 $26,400 8.52% Uti I ities $9,982 $9,005 $10,561 $10,981 $420 3.98% Supplies $37,441 $58,490 $51,950 $52,830 $880 1.69% Small Capital $0 $0 $2,000 $2,000 $0 % Expenses $256,933 $311,676 $374,537 $402,237 $27,700 7.40% � . � � . . � . . . � . . � • . � � � � � ' ' . • � � • � � � • � � •• • • � • • , 7000 - Land Use, Housing and Development Department 3 Budget Summary - Revolving Funds* FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $0 $0 $0 $99,218 $99,218 % Residential Engineering Review �0 $0 $57,600 $57,600 $0 % Revolving Fund Health Programs Revolving Fund $0 $0 $0 $0 $0 % Liberty Ride Revolving Fund $72,083 $113,376 $0 $0 $0 % Visitor Center Revolving Fund $260,184 $275,990 $0 $0 $0 % Tourism Revolving Fund $0 $0 $413,150 $612,000 $198,850 48.13% �_ � � . . � � . . . � . . . � • . 11 � 11 • � . � • • . �� 1 1 � •• . . � . 1 • • • � *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriation Summary FY2022 FY2023 FY2024 FY2025 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 % 7320 - Liberty Ride $0 $401,858 $363,465 $413,150 $49,685 13.67% Compensation $23,652 $7,076 $0 $0 $0 % Expenses $123,106 $0 $0 $0 $0 % 7340 -Visitor Center $255,101 $184,859 $0 $0 $0 % Compensation $139,493 $78,193 $0 $0 $0 % Expenses $115,608 $106,666 $0 $0 $0 % 7350 -Tou rism $0 $0 $489,967 $711,218 $221,251 45.16% Compensation $0 $0 $196,240 $232,641 $36,401 18.55% Expenses $0 $0 $275,150 $460,000 $184,850 67.18% Benefits $0 $0 $18,577 $18,577 $0 % • . 1 1 � 1 1 '- • '� 1 '� : • '�� 1 • '�� 1 1 '�� • .: : 1 ' � Appropriation Summary(All FY2022 FY2023 FY2024 FY2025 Dollar Percent Funds) Actual Actual Appropriation Request Increase Increase Compensation $1,924,926 $1,949,106 $2,220,819 $2,299,282 $78,463 3.53% Expenses $495,646 $418,342 $707,287 $919,837 $212,550 30.05% Benefits $0 $0 $18,577 $18,577 $0 % � � . � � . � . � � . . . � • . � � � � � � • � � � � • � � . � � • • . � • • � � • . , 7000 - Land Use, Housing and Development Department 4 Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department FY2022 FY2023 FY2024 FY2025 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 3 3 Economic Development Director 1 1 1 1 Senior Economic Development 1 1 1 1 Coordinator** Visitor Center 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 Tour Service Coordinator*** 1 1 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 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 Inspectors 1 1 1 1 Part-time Electric Inspector**** 0.24 0.24 0.24 0.24 Part-time Plumbing Inspector**** 0.14 0.14 0.14 0.14 Part-time Building Inspector**** 0.38 0.58 0.58 0.58 Part-time Sealer of Weights and Measures***** 0.51 0.51 Total FTE 28.32 28.52 29.03 29.03 Total FT/PT 22 FT/8 PT 22 FT/8 PT 22 FT/9 PT 22 FT/9 PT + Seasonal + Seasonal + Seasonal + Seasonal *In FY2024 a Land Use Department Assistant was reclassified to Office Manager for the new Health Department. **In FY2023,Title changed from Economic Development Coordinator to Senior Economic Development Coordinator. ***In FY2024 the Liberty Ride Coordinator went from PT to FT as a program improvement from the Revolving Fund.The title was also changed to Tour Service Coordinator as the position oversees all tour services that Lexington offers. ****The hours budgeted for part-time inspectors are filled by multiple individuals. *****The State stopped performing the job of weights and measures in 2022,therefore,the FY2024 approved budget included a new part time position that is shared with the Town of Burlington. 7000 - Land Use, Housing and Development Department 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning Budget Description: The FY2025 Building and Zoning budget request reflects a $15,590, or 2.28% increase from the FY2024 appropriated budget. Compensation is increase by $15,590 or 2.44% due to contract settlements and contractually obligated step increases. Expenses are level-funded . Division Goals: 1. Continue the efForts to improve and administer the online permitting system, assisting contractors and residents to obtain their permits without delays. The ViewPoint Cloud permit system requires all building, mechanical, sheet metal, 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 a new staff position for a mechanical inspector. With the ever changing energy codes and sophisticated mechanical systems , the town should have a staff inspector position with expertise in the mechanical codes, equipment and installations. 3. Permit, inspect, monitor and ensure code compliance for the two new high rise laboratory buildings in the Hartwell District, as well as the new buildings proposed at 97 Hayden Ave. These three new buildings alone will create an enormous workload on inspectors and will require an extraordinary effort on all to insure success. 4. Prepare the staff, residents, contractors and designers of the new Fossil Fuel Free Bylaw, a new law that prohibits/limits the use of natural gas and propane in new and existing homes and most commercial buildings. 5. Assist the Select Board to continue with their efforts to implement a stormwater permitting system for all new homes built, regardless of the lot size. The Board recently added smaller projects that trigger site plan review, and their next steps will be adding all the new home lots so that stormwater will not adversely effect the neighbors and town roads 7000 - Land Use, Housing and Development Department 6 Budget Data (by Object Code) - General Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $527,745 $559,696 $569,127 $584,432 $15,305 2.69% 514000 Other Compensation $0 $0 $500 $500 $0 % 514090 Longevity $1,200 $1,210 $3,200 $3,400 $200 6.25% 513000 Overti me $6,352 $8,791 $6,505 $6,590 $85 1.31% 511010 Part-Time Wa es $22,478 $14,644 $60,320 $60,320 $0 % Subtotal Compensation $557,775 $584,341 $639,652 $655,242 $15,590 2.44% 520000 Contract Services $5,000 $1,390 $17,200 $17,200 % 538080 Printing & Forms $168 $273 $880 $880 % 530000 Professional Services $9,370 $5,700 $10,000 $10,000 % 538010 Advertising $375 $0 $200 $200 % 572000 Mileage $104 $430 $200 $200 % 578010 Binding &Archiving $0 $0 $0 $0 % 530060 Prof Dev&Training $175 $0 $0 $0 % 571000 Travel $572 $1,159 $300 $300 % 530040 Sem./Workshops/Conf. $3,436 $3,248 $4,310 $4,310 % 534030 Mobile Devices $3,171 $3,469 $3,600 $3,600 % 531030 Gasoline/Diesel $3,850 $2,633 $3,200 $3,200 % 558000 Supplies $1,755 $14,625 $1,500 $1,500 % 542000 Office Supplies $0 $0 $0 $0 -% 573000 Membership/Dues $1,040 $1,147 $1,400 $1,400 % 558010 Clothin & Safet E ui ment $1,822 $1,604 $2,250 $2,250 % Subtotal Expenses $30,838 $35,678 $45,040 $45,040 $0 % Total 7110 Building &Zoning $588,613 $620,019 $684,692 $700,282 $15,590 2.28% Budget Data (by Object Code) - Revolving Fund FY2022 FY2023 FY2024 FY2025 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) $588,614 $620,019 $742,292 $757,882 $15,590 2.10% 7000 - Land Use, Housing and Development Department 7 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7110 Building & Zoning Element: 7110 Building & Zoning FY2022 FY2023 FY2024 FY2025 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 EnforcementAdministrator 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 0.58 0.58 0.58 Part-time Sealer of Weights and M eas u res** 0 0 0.51 0.51 Total FTE 6.76 6.96 7.47 7.47 Tota I FT/PT 6 FT/3 PT 6 FT/3 PT 6 FT/4 PT 6 FT/4 PT *The hours budgeted for part-time inspectors are filled by multiple individuals. **The State stopped performing the job of weights and measures in 2022,therefore,the FY2024 approved budget included a new part time position that is shared with the Town of Burlington. 7000 - Land Use, Housing and Development Department 8 FY2025 Program Improvement Request # 1 of 1 Department: Land Use, Housing and Development Division: Building and Zoning Element: 7110- Building and Zoning PIR Title: Mechanical Inspector Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 Request Compensation 511000 Reg u lar Wages 0.60 $ 49,920 $ 49,920 511010 Part-Time Wages $ $ 513000 Overtime $ Other Compensation $ Total Compensation 0.60 $ $ 49,920 $ 49,920 Benefits Benefits Eligible? 1 $ 18,456 $ 18,456 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: Create, fund and hire a part time Mechanical Inspector. With new energy codes and changing building sciences for residential and commercial buildings, along with new technology for HVAC and controls, the town should have a staff position with experience and expertise in the mechanical codes, equipment and installations. Mechanical inspectors focus on heating, ventilating and air-conditioning (HVAC) concerns. Mechanical inspectors are skilled professionals who are responsible for inspecting the mechanical systems for commercial and residential buildings. These inspectors are required to inspect equipment such as boilers, HVAC systems, and energy recovery ventilation systems to ensure they are properly functioning. They must ensure that the work is following local regulations while investigating reports of code violations. Mechanical inspectors must also interpret engineering drawings and specification requirements while perForming quality evaluations on materials to determine the acceptance of products. The mechanical inspector will also be capable of understanding the International energy codes, mass stretch code, mass super stretch code and Lexington's own general bylaw for the prohibition of fossil fuels. The mechanical Inspector would also be familiar with reading and understanding Manual J, S and D; HERS modeling; testing and reporting. Other areas of building construction and inspections related to mechanical inspections include mechanical appliances and equipment; kitchen 7000 - Land Use, Housing and Development Department 9 exhaust equipment; fireplaces, chimneys and vents. The mechanical inspector also checks for air quality and energy conservation measures. The need to review and inspect mechanical systems today is different than it was just 20 years ago. We are designing buildings that are more energy efFicient, and the reliability and performance of all residential and commercial mechanical systems is critical to the health and welfare of the occupants. An example of the need of better design and installations of inechanical systems, even in the older buildings in town, is the current mechanical renovation project at the town ofFice building. This project cost over a million dollars, but highlights the importance of addressing mechanical systems in all buildings, new or very old. This PIR is important, so that the town can adequately provide the plan review and inspection services to these projects. We are managing the work load now successfully; however, we are doing this with unpaid overtime and extra working hours to support the demands. If the demands outgrow our capacity, which it will, the work will not be done at an acceptable level of performance. Mechanical inspectors' salaries vary depending on their level of education and experience, the company size and geographic location. They may also earn additional compensation in the form of overtime. a. Median Annual Salary: $62,500 ($30.05/hour) b. Top 10% Annual Salary: $152,000 ($73.08/hour) The proposed salary in the PIR is $49,920 per year (40 dollars per hour, 24 hours per week). This does not include benefits, phone, vehicle, work space, or equipment, which would add approximately $20,000 in additional annual expenses. In the past three years, Lexington issued 1,122 mechanical/Sheetmetal permits, and received $1,194,012.00 in fees. In FY 23, the fees collected were $770,283. The revenues from just this one fiscal year would support the salary for a new mechanical inspector for over fifteen years. Service Implication: This position will be created to provide the benefit to the applicants who pay the fee for the services. The real benefits of a good, thorough plan review and inspection process is the building occupants. If we fail to achieve perfection in the design and installation of mechanical installations, we will be inviting the possibilities of allowing sick buildings to be built i n town. Not pulling a permit and not having a project inspected by a certified HVAC inspector can pose a safety risk and lead to injury. HVAC equipment can be dangerous if installed incorrectly. Furnaces and gas lines can explode, and your system can leak carbon monoxide and lead to carbon monoxide poisoning. 7000 - Land Use, Housing and Development Department 10 If a new home over sizes an air-conditioning system, the building will not dehumidify and will rot from the inside out. If we don't insure through inspections and plan review that HVAC systems are sized properly, our carbon footprint will never decrease. If the energy recovery ventilation systems are not properly installed and tested, the indoor air quality will be harmful, and people will get sick. If we don't insure fume hoods in the labs are vented properly, harmful chemicals could be very dangerous, and even explosive. New units typically work more efficiently than old ones. Most people notice a decrease in their energy expenses following an HVAC installation.lf the systems arent properly installed, with an inspection to insure that, they savings may not occur. Improper installation techniques thwart energy efFiciency. The system works too hard to accomplish its task without enjoying the expected outcome. I know this is only a brief explanation, but if you did have a chance and could search the link below, you would see some good information from the U.S. Department of Energy about how much of our residential installations are in need of improvements. I think a mechanical inspector, who could inspect as well as educate, would set an example for all cities and towns in Massachusetts-if we want to be serious about saving energy and building healthy homes. https://www.energy.gov/eere/buildings/articles/residential-hvac-installation-practices-review- research-findings RESIDENTIAL HVAC INSTALLATION PRACTICES: A REVIEW OF RESEARCH FINDINGS This report summarizes the potential benefits of improving current installation practices for heating, ventilation, and air conditioning (HVAC) equipment in existing homes (i.e., equipment replacements). Although some of the findings may be informative and applicable to the new construction market, this report focuses on analyses specific to the single family residential HVAC replacement market. The research findings summarized in this report reveal that improving the installation of central heating and air conditioning systems has the potential to decrease operating and maintenance costs, decrease equipment purchase price, improve indoor air quality and overall indoor comfort, and reduce household energy consumption by mitigating a variety of common system performance issues. 7000 - Land Use, Housing and Development Department 11 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7120 Administration Element: 7120 Administration Budget Description: The FY2025 Administration budget reflects a $16,839, or 3.13%, increase from the FY2024 budget. This reflects an increase of$7,339 or 1.52% in compensation for contract settlements and contractually obligated step increases, and an a increase of$9,500 or 17.79% in expenses. Division Goals: 1. Support the Town's housing initiatives, including the AfFordable Housing Trust, affordable housing and potential buy-downs of MBTA Multi-family and Special Residential Development projects, and anticipated recommendations o the Housing Feasibility Study. 2. Direct the Department in supporting the Select Board's updated goals and the Planning Board's work plan, including LexingtonNext and other adopted Town plans related to the Department's work. 3. Assist the Town Manager in planning and executing on operations and delegated strategic actions in land use, housing, conservation, building, planning, preservation and economic development. 7000 - Land Use, Housing and Development Department 12 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $464,259 $461,965 $470,452 $477,622 $7,170 1.52% 514090 Longevity $500 $376 $500 $500 $0 % 513000 Overti me $5,512 $9,474 $12,992 $13,161 $169 1.30% Subtotal Compensation $470,271 $471,815 $483,944 �491,283 $7,339 1.52% 520000 Contract Services $2,375 $1,750 $2,500 $3,500 $1,000 40.00% 538080 Printing & Forms $0 $4,456 $7,000 $4,500 $(2,500) (35.71)% 530000 Professional Services $4,605 $7,877 $10,500 $10,500 $0 % 538010 Advertising $864 $1,127 $2,500 $2,500 $0 % 527030 Lease Agreements $3,602 $3,294 $6,000 $8,000 $2,000 33.33% 572000 Mileage $104 $0 $700 $700 $0 % 530060 Prof Dev&Training $1,823 $6,370 $6,000 $7,000 $1,000 16.67% 571000 Travel $3,463 $5,482 $7,000 $7,000 $0 % 530040 Sem./Workshops/Conf. $366 $2,081 $3,000 $3,000 $0 % 534030 Mobile Devices $630 $595 $700 $700 $0 % 542000 Office Supplies $7,501 $11,397 $4,500 $12,000 $7,500 166.67% 558000 Supplies $77 $0 $500 $1,000 $500 100.00% 573000 Membership/Dues $2,923 $2,444 $2,500 $2,500 $0 % Subtotal Expenses $28,333 $46,873 $53,400 $62,900 $9,500 17.79% Total 7120 Administration $498,604 $518,688 $537,344 $554,183 $16,839 3.13% 7000 - Land Use, Housing and Development Department 13 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7120 Administration Element: 7120 Administration FY2022 FY2023 FY2024 FY2025 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 3 3 Total FTE 7 7 6 6 Total FT/PT 7 FT 7 FT 6 FT 6 FT *The FY2024 budget recommends a Department Assistant be reassigned to the new Health Department. 7000 - Land Use, Housing and Development Department 14 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7130 Conservation Element: 7130 Conservation Budget Description: The requested Conservation FY2025 General Fund budget reflects a increase of$3,699 or 1.38%, from FY2024. This includes a $3,699 or 1.56% increase in compensation due to contractually obligated step increases. Expenses reflect a level-funded request. Division Goals: 1. Continue to enhance the conservation work flows and inspection checklists in the ViewPoint Cloud Opengov online permitting system, to streamline and reduce the complexities of wetland protection regulatory process as much as feasible. 2. Implement Year 2 recommendations of the Seven Year Action Plan of the 2023 Open Space and Recreation Plan in collaboration with Recreation and Community Programs and other applicable stafF, boards, and committees. 3. Implement the Conservation Improvements, comprised of 20 acres of ineadow preservation, as appropriated through the participatory budget process with ARPAfunds. 4. Complete the Land Management Planning process for the Concord Avenue Conservation parcels and implement the various recommendations as approved by the Conservation Commission. 5. Implement the numerous conservation land management and stewardship prioritized projects, including Wright Farm Barn Stabilization (FY2023 CPA) and Conceptual Site Access Design and Parking (FY2021 CPA), Willard's Woods Accessible Improvements Construction ( FY2024 CPA), and Whipple Hill Trail Repair and Fire Access Construction (FY2024 CPA funding). 6. Plan for and acquire open space parcels as prioritized by the Conservation Commission. 7000 - Land Use, Housing and Development Department 15 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u la r Wages $177,197 $184,936 $191,726 $194,883 $3,157 1.65% 513000 Overtime $1,546 $2,885 $3,159 $3,200 $41 1.30% 514090 Longevity $1,500 $1,500 $1,500 $1,500 $0 % 511010 Part-Time Wages $16,716 $17,225 $17,994 $18,495 $501 2.78% 512000 Seasonal Part-Time $9,287 $9,905 $23,250 $23,250 $0 % Subtotal Compensation $206,246 $216,451 $237,629 $241,328 $3,699 1.56% 520000 Contract Services $11,179 $11,268 $14,500 $14,500 $0 % 538080 Printing & Forms $0 $0 $300 $300 $0 % 530000 Professional Services $1,051 $3,055 $5,000 $5,000 $0 % 538010 Advertising $408 $223 $250 $250 $0 % 572000 Mileage $0 $156 $1,086 $1,086 $0 % 578010 Binding &Archiving $0 $0 $0 $0 $0 % 542020 Postage & Mailing $90 $282 $50 $50 $0 % 530040 Sem./Workshops/Conf. $420 $480 $1,000 $1,000 $0 % 521000 Utilities $348 $143 $300 $300 $0 % 531000 Water/Sewer $170 $692 $900 $900 $0 % 534030 Mobile Devices $803 $605 $1,360 $1,360 $0 % 531030 Gasoline/Diesel $530 $448 $501 $501 $0 % 558000 Supplies $3,932 $2,421 $3,500 $3,500 $0 % 573000 Membership/Dues $1,477 $1,253 $1,350 $1,350 $0 % 542000 Office Supplies $0 $0 $0 $ $0 % 558010 Clothing & Safety Equipment $682 $114 $950 $950 $0 % 553060 Tools/Lumber/Hardware $0 $0 $0 $0 $0 % Subtotal Expenses $21,090 $21,140 $31,047 $31,047 $0 % Total 7130 Conservation $227,336 $237,591 $268,676 $272,375 $3,699 1.38% 7000 - Land Use, Housing and Development Department 16 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7130 Conservation Element: 7130 Conservation FY2022 FY2023 FY2024 FY2025 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 I nterns 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, Housing and Development Department 17 FY2025 Prog ram I m provement Req uest # 1 of 2 Department: Land Use, Housing and Development Division: Conservation Element: 7130 - Conservation PIR Title: Conservation Land Chipping Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 Request Compensation 511000 Regular Wages $ 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses 520000 Contractual $ $ 5,000 $ 5,000 $ $ Total Expenses $ $ 5,000 $ 5,000 Purpose/Description of Request: Conservation staff regularly work with volunteer land stewards to conduct management projects, including invasive species management, on town conservation properties. Many of these projects result in the removal and piling up of a significant volume of woody debris on site, and which are in need of chipping operations annually to remove potential hazards. Conservation collaborates with DPW as feasible to complete chipping operations, but it has been found to be beyond the existing bandwidth of DPW operations to support chipping operations for the numerous woody debris piles that are generated annually. As a result, woody debris piles remain and accumulate year to year on site resulting in fuel loads and wild fire hazard, mowing complications, site access issues, and entanglement in vegetative overgrowth. The Fire Department has shared with us that they have received public concerns about these woody debris hazards and has requested that piles of woody debris be removed, and no longer accumulate on site. These funds would allow us to engage a contractor annually to chip and remove woody debris piles generated from managing our conservation properties with volunteer support in order to reduce fuel loads for wild fire hazard and risk in the wilderness urban interface. Service Implication: Without these funds, conservation land will remain susceptible to wild fire hazard and risk resulting from high fuel load, and staff would continue to be unable to respond to Fire Department's request to reduce our fuel loads within our Conservation Areas. This need is expected to increase as climate change impacts Lexington and results in longer and more frequent extreme temps. 7000 - Land Use, Housing and Development Department 18 FY2025 Program Improvement Request # 2 of 2 Department: Land Use, Housing and Development Division: Conservation Element: 7130- Conservation PIR Title: Conservation Regulatory Assistant Hours Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 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 $ 290 $ 290 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: This request has no tax levy or general fund impacts, and is requesting to use $20,000 of the available State permit fee revenue generated when projects file under the State Wetlands Protection Act Notice of Intent (NOI) permitting process as an offset to the conservation compensation budget to fund additional regulatory assistant support hours. The Conservation Commission supports and approves using $20,000 of available NOI fee revenue annually to offset the Conservation compensation budget for this regulatory purpose per established State guidelines for use of the fees. The Regulatory Assistant will fall under the general supervision of the Conservation Director and assist with performing permit review, monitoring, and compliance tracking activities regarding Conservation Commission Permit Decisions under both 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. 7000 - Land Use, Housing and Development Department 19 • 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._ • Performs 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. • 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, State and local laws. • 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 State and local laws 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. 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 turn around response time can be lengthy and slow. These funds, offset through use of the the State Notice of Intent filing fee revenue (so no tax levy impacts), to provide for part-time regulatory hours (<20 hours) will allow for improved customer service and response time by adding staffing band-width for the less complex and technical regulatory functions; 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, Housing and Development Department 20 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7200 Planning Element: 7200 Planning Budget Description: The proposed FY2025 budget for the Planning OfFice increases $15,208, or 3.32% from FY2024. Compensation increase $10,608, or 2.78%, for contract settlements and contractually obligated step increases. Expenses are increasing from FY2024 by $4,600 or 5.95%. 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 outlined in Lexington NEXT to promote various economic development and housing goals such as more affordable housing and maximizing commercial development. 4. Collaborate with members of the Land Use, Housing, and Development (LUHD) Department and other staff inembers to plan and execute short- and long-term planning initiatives. 5. Adopt and implement District Plans for Lexington's Transportation Demand Management Overlay Districts (TMOD) for South Lexington and Forbes Road - Marrett Street. 7000 - Land Use, Housing and Development Department 21 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $347,783 $356,129 $373,403 $383,907 $10,504 2.81% 513000 Overti me $1,745 $5,770 $7,998 $8,102 $104 1.30% 511010 Part-Time Wages $2,677 $1,965 $0 $0 $0 % Subtotal Compensation $352,205 $363,864 $381,401 �392,009 $10,608 2.78% 520000 Contract Services $38,452 $56,123 $53,500 $63,500 $10,000 18.69% 538080 Printing & Forms $855 $160 $2,500 $500 $(2,000) (80.00)% 530000 Professional Services $0 $4,500 $4,500 $4,500 $0 % 538010 Advertising $1,804 $1,304 $2,250 $1,600 $(650) (28.89)% 538060 Catering/Meals $147 $75 $200 $600 $400 200.00% 572000 Mileage $0 $0 $1,150 $900 $(250) (21.74)% 578010 Binding &Archiving $250 $0 $250 $50 $(200) (80.00)% 571000 Travel $0 $87 $2,000 $3,000 $1,000 50.00% 530040 Sem./Workshops/Conf. $340 $400 $6,000 $4,000 $(2,000) (33.33)% 534030 Mobile Devices $480 $420 $0 $420 $420 % 542000 Office Supplies $1,114 $1,582 $2,000 $1,500 $(500) (25.00)% 542020 Postage & Mailing $27 $27 $500 $100 $(400) (80.00)% 573000 Membership/Dues $71 $561 $2,000 $1,200 $(800) (40.00)% 551030 Books $959 $67 $500 $80 $ 420 84.00 % Subtotal Expenses $44,499 $65,306 $77,350 $81,950 $4,600 5.95% Total 7210 Planning $396,704 $429,170 $458,751 $473,959 $15,208 3.32% 7000 - Land Use, Housing and Development Department 22 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7200 Planning Element: 7200 Planning FY2022 FY2023 FY2024 FY2025 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, Housing and Development Department 23 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing 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, and 2) the Tourism Revolving Fund. The FY2025 All Funds Economic Development Office budget reflects a $239,677 or 25.51% increase which is primarily driven by increases in the Tourism Revolving Fund. The EDO budget is proposing one program improvement request. Program Improvement Requests Comp. Expenses Benefits Total Full-time Assistant Visitors Center Manager $ 49,152 $ $ 18,445 $ 67,597 Tc�t�l 73U0 by Req u��t � 49,152 $ — $ 1�,445 $ �7,597 7000 - Land Use, Housing and Development Department 24 Budget Summary - General Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $261,456 $324,047 $403,653 $422,079 $18,426 4.56% TDM Stabilization Fund $46,000 $46,000 $46,000 $46,000 $0 % � � � . � . . � . � • . � � ' ' . • � � � • � � �� • �� •• � ► • � • � � � Appropriation Summary(General FY2022 FY2023 FY2024 FY2025 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Compensation $175,284 $227,368 $281,953 $286,779 $4,826 1.71% Expenses $132,172 $142,679 $167,700 $181,300 $13,600 8.11% . , i � . . ,, , , . , . . , . , , i - . , � �- ,- - . ,- .. i , . - . - � Program Summary(General FY2022 FY2023 FY2024 FY2025 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase 7310 Economic Development Office $307,456 $370,047 $449,653 $468,079 $18,426 4.10% � i . , , , . , . . � . , • . . I � . � 1 1� �� • ,� .. 1 � . � . � 1 , Object Code Summary(General FY2022 FY2023 FY2024 FY2025 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $175,284 $226,838 $278,955 $283,742 $4,787 1.72% Overtime $0 $529 $2,998 $3,037 $39 1.30% Personal Services $175,284 $227,367 $281,953 $286,779 $4,826 1.71% Contractual Services $118,110 $121,432 $137,200 $155,800 $18,600 13.56% Util ities $0 $0 $0 $0 $0 % Supplies $14,062 $21,247 $28,500 $23,500 $(5,000) (17.54)% Small Ca ital $0 $0 $2,000 $2,000 $0 % Expenses $132,172 $142,679 $167,700 $181,300 $13,600 8.11% • . 1 1 . • '� 1 � . '� 1 1� . '�� ' • '�� .: 1 • '� : � . � 1 ' � 7000 - Land Use, Housing and Development Department 25 Budget Summary - Revolving Funds* FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $0 $0 $0 $99,218 $99,218 % Liberty Ride Rev. Fund $72,083 $113,376 $0 $0 $0 % Visitors Center Rev. Fund $260,184 $275,990 $0 $0 $0 % Tourism Revolving Fund $0 $0 $413,150 $612,000 $198,850 48.13% . � � . . � � . � , . . � • . � � • • • � • � � • � �� . � • � • • � *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. Appropriations Summary FY2022 FY2023 FY2024 FY2025 Dollar Percent (Revolving Funds) Actual Actual Appropriation Request Increase Increase 7320 Liberty Ride Rev. Fund $146,758 $7,076 $0 $0 $0 % Compensation $23,652 $7,076 $0 $0 $0 % Expenses $123,106 $0 $0 $0 $0 % Benefits $0 $0 $0 $0 $0 % 7340 Visitors Center Rev. Fund $255,101 $184,859 $0 $0 $0 % Compensation $139,493 $78,193 $0 $0 $0 % Expenses $115,608 $106,666 $0 $0 $0 % Benefits $0 $0 $0 $0 $0 % 7350 Tourism Rev. Fund $0 $0 $489,967 $711,218 $221,251 45.16% Compensation $0 $0 $196,240 $232,641 $36,401 18.55% Expenses $0 $0 $275,150 $460,000 $184,850 67.18% Benefits $0 $0 $18,577 $18,577 $0 % � . � � • • ' • � ' � • � • � • � � 1 � • 1 � � � � r � • i r � • r • � • � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $338,429 $312,637 $478,193 $519,420 $41,227 8.62% Expenses $370,885 $249,345 $442,850 $641,300 $198,450 44.81% Benefits $0 $0 $18,577 $18,577 $0 % • . 1 1 � • '� 1 • � '� . ' : '�• • . 1 '� • • '� ' . ' � 7000 - Land Use, Housing and Development Department 26 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7300 Economic Development FY2022 FY2023 FY2024 FY2025 Authorized/Appropriated Staffin� Budget Budget Budget RequeSt Economic Development Director 1 1 1 1 Senior Economic Development 1 1 1 1 Coordinator* 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 Service Coordinator** 1 1 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Total FTE 8.31 8.31 9.31 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 *In FY2023,title change from Economic Development Coordinator to Senior Economic Development Coordinator. **The FY2024 budget recommended transitioning the Tour Service Coordinator to full-time as a program improvement from the Tourism Revolving Fund.The title was also changed from Liberty Ride Coordinator to Tour Service Coordinator as the position will oversee all tour services that Lexington offers. 7000 - Land Use, Housing and Development Department 27 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing 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 FY2025 budget for the EDO is increasing by $18,426 or 4.10%. Compensation increases by $4,826 or 1.71%, which reflects contract settlements and contractually obligated step increases. In addition, expenses increase by $13,600 or 8.11%. The increase is based on supporting the new tourism website maintenance, renting a printer for the Visitors Center, and $15,000 increase in to continue to support both Economic Development and visitors Center subscriptions to helps us with the monitoring, researching, displaying and advertising which is essential to market Lexington with a variety of stakeholders. Division Goals: 1. Ensure long-term viability of Lexington businesses 2. Implement and complete the wayfinding project for East Lexington. 3. Launch the Tourism Website with a 250th webpage. 4. The ED ofFice will also be working on a store back improvement program for East Lexington to improve the stores to be more attractive and vibrant. Also work on Landscape design community outreach and implementation for East Lexington. 7000 - Land Use, Housing and Development Department 28 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $162,217 $227,615 $273,955 $278,742 $4,787 1.75% 513000 Overtime $0 $529 $2,998 $3,037 $39 1.30% 514000 Other Compensation $140 $0 $0 $ $0 % 512000 Seasonal Part-Time $12,927 $(777) $5,000 $5,000 $0 % Subtotal Compensation $175,284 $227,367 $281,953 $286,779 �4,826 1.71% 520000 Contract Services $50,068 $50,000 $50,000 $50,000 $0 % 538080 Printing & Forms $2,301 $2,351 $5,500 $5,500 $0 % 530000 Professional Services $4,913 $2,490 $10,000 $10,000 $0 % 538010 Advertising $1,116 $4,314 $4,000 $4,000 $0 % 538090 Marketing $52,802 $59,830 $56,400 $75,000 $18,600 32.98% 572000 Mileage $0 $0 $200 $200 $0 % 542020 Postage & Mailing $100 $42 $500 $500 $0 % 530060 Prof Dev &Trai n i ng $2,500 $1,433 $3,000 $3,000 $0 % 571000 Travel $41 $233 $3,000 $3,000 $0 % 530040 Sem./Workshops/Conf. $3,789 $296 $4,000 $4,000 $0 % 534030 Mobile Devices $480 $444 $600 $600 $0 % 578030 Hartwell Rezoning Project $0 $0 $0 $0 $0 % 558000 Visitors Center Support $492 $5,096 $20,000 $0 $(20,000) (100.00)°/ 542000 Offi ce Su ppl ies $1,570 $281 $1,500 $1,500 $0 % 573000 Membership/Dues $10,626 $15,869 $5,000 $20,000 $15,000 300.00% 542040 Offi ce Eq u i pment $0 $0 $2,000 $2,000 $0 % 578000 M isc. Ex enses $1,374 $0 $2,000 $2,000 $0 % Subtotal Expenses $132,172 $142,679 $167,700 $181,300 $13,600 8.11% Total 7310 Economic Development �307,456 $370,046 $449,653 $468,079 $18,426 4.10% Off i ce 7000 - Land Use, Housing and Development Department 29 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 7000 Land Use, Housing and Development Department Subprogram: 7300 Economic Development Element: 7350 Tourism Budget Description: The proposed Tourism 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 trolley tour of Lexington and Concord which was experienced by approximately 8,200 visitors each year pre-COVI D. 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, after researching and issuing RFI for EV trolley, we concluded that there is a lack of maintenance services that could help us bring the trolley service in-house. We issued an RFP and have contracted Joseph's for purchasing a new Trolley and begin service by spring 2024. The new trolley service will increase to seven days, 3 tours per day to meet the increase in demand due to the 250th anniversary of the Battle of Lexington and Concord. Since operations are still in flux, $0 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. Increase/improve trolley operations before the 250th year celebration 3. Add new merchandise for the 250th Anniversary 4. Launch the new Destination Marketing Website and digital campaign 7000 - Land Use, Housing and Development Department 30 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $58,240 $58,240 $0 % 513000 Overtime $0 $0 $0 $0 $0 % 512000 Seasonal Part-Time $0 $0 $138,000 $174,401 $36,401 26.38% Subtotal Compensation $0 $0 �196,240 �232,641 $36,401 18.55% 558000 Merchandise/Inventory $0 $0 $175,000 $200,000 $25,000 14.29% 542000 Displays/Supplies $0 $0 $5,000 $10,000 $5,000 100.00% 58209 Misc. Expenses $0 $0 $1,000 $0 $(1,000) (100.00)°/ 520000 Contract Services $0 $0 $94,150 $250,000 $155,850 165.53% Subtotal Expenses $0 $0 $275,150 $460,000 $184,850 67.18% 59100 Benefits $0 $0 $18,577 $18,577 $0 % Subtotal Benefits $0 $0 $18,577 $18,577 $0 % Total 7330 Tourism Revolving $0 $0 $489,967 $711,218 $221,251 45.16% 7000 - Land Use, Housing and Development Department 31 FY2025 Program Improvement Request # 1 of 1 Department: Land Use, Housing and Development Division: 7300 - Economic Development PIR Title: Full-time Assistant Visitors Center Manager Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 Request Compensation 511000 Regular Wages 0.44 $ 49,152 $ 49,152 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.44 $ $ 49,152 $ 49,152 Benefits Benefits Eligible? 1 $ 18,445 $ 18,445 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: This request is to transition part-time Visitors Center Manager to a full-time position with benefits. We are requesting $49,152 plus benefits position. Our projections show that the VC revolving fund cannot support a full time position in the revolving fund. Service Implication: We have seen an 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 personnel 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. Having a part-time position is not enough support for the VC Manager. Hiring the right Assistant VC Manager with a competitive pay-rate will help us better service the Tourism economy and introduce more tour services for the 250th and beyond. 7000 - Land Use, Housing and Development Department 32 • own o exin on assac use s � � ,��,��... � ,,, .,�� ,,��,�m,P� � „�,�� ',� �>>��,�� ,� iiwu!�uumUi�uu� � ' � wxnr � � ' ri r I� �i�uury iu I� ,, �iium�i i uuwi � "� � ' ` °�uu�r� ui�auu;uu 16W"� ou `- .,r� „ '. % �'uWumlll l�� IIIII / �IIIIII „ '��lffffffffff"'�'' �� III uuu�� u , i ��u�� '. I��,�, ., Vlmu� pmiu�i {�l! . ' "'"�NIIII'�uwi ;, , II� ig�� i 'I Wq�� /�f� � �MMWI:; ,��'Ii�flY�" "Iw i�ie ��+�y�� IIII IIN�� Ri�iRff�u PZ R(�i, r(r�liN�� ' � �iyj�- luo� �u � `j uu 00�' �um i;;,�, � ' �' u I . 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Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . � 1 rmn . . . . 1 r ml i n Land Use-Page 2 Printed Novernbe�29, 2023 M N O N � � � N .o � V � v� � � �� o �-� � � �zo� � � ��w .� � � � o.�o � ��.., �.,.., � � �"��N '� � � � �� 3�� Z�� 0 0 � o 0 O o 0 N O O �y ,-� ,-� ��, ^ {�} �} � � 0 N O O O O O N O O � ,-� ,-� � � � � O O N O O O O O N � � � w � � � � O O � O O � O O O �..i N o0 00 � � C� w � � � � A �" o 0 � N � O O O � � � � N O O � �� r--+ ,-� � � � � � � � � ~ � � � � � � � � O A o � � a � � � � � °' ~ � � � � •�y ,� � � � � � � � � o � O � � •� � � � ,� � � 4� o .� � � � c� � N a � � � ,o � N � O � � o � N o E-' c� � � � � w � � � a ��:��p��,,,�� ,,�, �r �::i�r�u�u � _...._ �.� �/] � � �� k N � � � � ; �, � +� � A O ��; � � � �, ka,m�,, tln`NI 1➢Ulh1tllVV)��""�j' �;,.. `' .-�';; I�I ln c� � ��.��.,. � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Transportation Mitigation Date: 10/19/2023 Program ID: 5023 Department: Land Use,Housing&Development Revised: Submitted by: Sheila Page Phone: 781-689-4563 Email: spage@lexingtonma.gov Description of Capital Program: This capital request is to support the ongoing work of the Transportation Safety Group (TSG). TSG is staffed by the Planning Office, Engineering Division, Transportation Services, and the School and Police Departments. These funds will be used to evaluate as well as fund the design/construction of smaller-scale safety related proj ects. TSG receives multiple requests and anticipates this need to be ongoing. Traffic on our roads is back to normal and in several instances traffic has surpassed normal as commuting patterns have changed. TSG receives many requests to mitigate speeds and volumes. Consequently, 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 $100,000 which includes a transfer of 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. Lexington's 2022 portion is $13,234.20. This money is to be used to fund proj ects and programs that support alternative modes of transportation. Goals of Capital Program: Transportation safety is critical to 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. We are currently finishing the Town-wide Bicycle and Pedestrian Plan which will help guide TSG's decisions. Roadway safety is a prominent theme as concern of safety is often the reason why residents don't walk or bicycle more. 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. Land Use-Page 4 Printed Novembe�29, 2023 Maj or Spending over Past 5 Years: On-call Engineering Services for: • Speed Survey on Lincoln Street • Speed Survey on Marrett Road • Speed Survey on Concord Road • Partially funded the Town-wide Bicycle and Pedestrian Plan • Kendall turn restriction application to MassDOT • Partially funded Vision Zero Plan • Purchased stealth radar speed counter to accurately assess speed concerns and traffic calming requests • Rectangular Rapid Flashing Beacon Crosswalk on Marrett Road paid for with MassDOT grant and T S G funds • Rectangular Rapid Flashing Beacon Crosswalk on Maple Street at Harrington School paid for with MassDOT grant and TSG funds Work Currently Underway: � Implementing School Zone on Concord Street � Engineering services to implement turn restriction • "No Turn on Red" Pilot proj ect at Mass Ave/Maple Street intersection • Speed limit reduction on Lincoln • Speed limit reduction request to MassDOT of Marrett Planned Spending for Next 5 Years: • Purchase and install speed feedback signs � Purchase mobile temporary feedback sign � On-call engineering services to address safety requests and to apply to MassDOT to reduce certain regulatory speed limits. • Implement speed hump program if Pilot on Walnut is successful 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. These funds will be used for studies and potential small construction proj ects. Funding Source: General Fund, Transportation Network Co. (TNC) fees, Traffic Mitigation Stabilization Fund Land Use-Page 5 Printed Novembe�29, 2023 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 $ 43,946 $ 33,390 $ 22,663 $ 2020/12J $ 16,504 $ 15,427 $ 1,077 $ $ 2021/12A $ 20,889 $ 20,000 $ $ 889 $ 2022/12D $ 6,824 $ $ 6,824 $ $ 2023/12C $ 87,685 $ $ $ 87,685 $ Totals $ 431,902 $ 265,732 $ 41,291 $ 111,237 $ 13,641 �Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 45,000 $ 80,000 $ 80,000 $ 100,000 $ 100,000 Construction $ 20,000 $ $ $ $ Equipment $ 35,000 $ $ $ $ Contingency $ $ $ $ $ Totals $ 100,000 $ 80,000 $ 80,000 $ 100,000 $ 100,000 CPA Amount $ $ $ $ $ Land Use-Page 6 Printed Novembe�29, 2023 � Xl � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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(o '.i � '%�� %%" / li�r'' „ y °�IN I '� J J � �� j��IJ��ii/�I�� IJ 6�` i u u Mli„ u III'H I I�, II�ff� ° �� i��,,f�� Ik (1i � a � f � „ a ��;�� °��,, � »� �� u�l,� � i��:' ur �iN"� IIP i»„ J � l� �„ ,%,,, I��I � „� i i��lll��il�� lY ��p� ,�� 1/ �'141� �.�IV� �yo 'M�i �� I�� y n,id ��y�� i(�� Itl� � �l�` 7�� nn��, 'b,� u�m�n �i� y u��'�u ��Vlld �ui�� ii� Illui ''�� W�� i+��r luu i I VII9I�i r ��uu� �, mu` �y o'� r)� � �% i�uum�� iu� u VIU NY �i/�p{'�4111+��11 �iiiluu�Yld IIII ,� � �I; �ov �Yf��ll��if�� I uPimwG� fi i(� .,.��I � I�II �I ,�, ria' �� IIV ��. u i� ' ` �i;„ � `��h1��I�W�i� mwti I ;„ u i W"'uuuW "� I�um� �luu "�uuuuu�� uuwu°"� rm �/�n ,��uu r � + ��um6o u,� u �i "i�un�nva rnomm+'� IP�iiu'� I J��II uu` (�f f � I vri�arrwa�ia��arrr,%�n ux�x/�� a��y wi"' � � ,... .,� � ..�, '�'�um�� w� I�I uu � �� i ' va Ju,�.im N ; ��uu�wm oui � III, yuulPN'�"� »�'Nuuumi P� uu � a��lumllll I�"im` i'i, i i i( i iiouuulu�i VIV ;, „ diwuuu�u�"'�'"�ii�m Ilfl ' 'aauuun�ii� / ; l� u'nmomw('I.�""'"'�r� ' . Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . � 1 rmn . . . . 1 r ml i n Land Use-Page 7 Printed Novernbe�29, 2023 „,,,, ,,,,,,,,,,,,, M O N 4� � � � � � � � O � � � � w w � � � � � o .o � .,� � �' � � N � � � � � � � � � .� w � � Q � � O � � � �, � � � I I I O N � w � � � p� I I I O N � w � � � � O I O N O O O O O N � � � � � w � � � � � o 0 0 � � o 0 0 � N O O O O � � � 00 v� � � C� � � � � � � A � �, � � � � �"� N � � O � � N � � � w � � � � � O � a� � �--� � � U � � � � �� •� �� A O � � � � � � a .� � a� � � � � � � � � � ,� � � � � � � � � a � � � � �� c c� .� � �� o � � � � � �.,, � o � �' � p.,� $--� 4� N ” � � �--� � � � � � H � � � � N H � � o � � � � � � � � � � � � � � � W � P—, P—+ � � � c� � N p, ��p��,,,� i i � �� 1 t:I(IUN � � � ,�' _...._ ...../r� 1T � � �� A N N � �� -��i i i � �`�� M„� �' ' � ��¢?�4 4�,��vi iraii�a�yvi ""'� � � m��, k i �.,�/� �`��.L�b96�"•,,,,,: � � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Eldred Traffic Calming and Hartwell Avenue Ped Crossing Date: 10/19/2023 Proj ect ID: LU-26-1 Department: Land Use, Housing&Development Revised: Submitted by: Sheila Page Phone: 781-698-4563 Email: spage@lexingtonma.gov Description of Project: Using the Transportation Management Overlay District Stabilization Fund,this request aims to address two safety issues as a result of increased development in the Hartwell Area. First,this request addresses safety issues on Eldred Street caused by vehicles travelling in excess of the 30 MPH posted speed limit and the high volume of vehicles cutting through the residential neighborhood. Eldred Street is a straight,wide street in need of traf�c calming. This request includes funds to consider appropriate traffic calming measures,neighborhood consultation and final design. The second part of this request addresses the need for a safe pedestrian crossing on Hartwell Avenue. This funding request considers a crosswalk design appropriate for the vehicular speeds on Hartwell without impeding cyclists. Justification/Benefit: The appropriation of funds, which are fee revenue generated and not tax levy based, ensures that the Town continues to advance and implement transportation system improvements that were identified as part of the 2023 Updated Traffic Mitigation Plan for the Hartwell Avenue Transportation Management Overlay District. A new lab / office building and associated parking garage is nearing completion and the daily volume of traffic to the Hartwell Area is expected to increase and may impact Eldred and Hartwell. In 2009, Town Meeting approved the creation of the Overlay District and associated traffic fund which helps ensure that future development would help fund the Town's transportation infrastructure plan for the area. Some of this funding has been used for pedestrian improvements at the jughandle intersection as well as partially funding the 25% design of the complete streets reconstruction project on the Bedford / Hartwell corridor. Impact if Not Completed: The traffic mitigation fees are collected to specifically provide traffic and safety improvements that benefit the developments and residents of the Hartwell Area. If we don't make improvements as proj ects come online residents may see a traffic and safety impact. Timeframe: Work will begin summer of 2026 with the expectation that construction funds will be requested the following fiscal year. Replacement Frequency: Once constructed these would be permanent roadway features. Replacement is not anticipated and would be included in regular roadway maintenance. Basis for Cost Projections: Previous proj ects and consultation with engineering firm Stakeholders: Residents of the Eldred Street neighborhood, developments and businesses on the Bedford/Hartwell corridor Operating Budget Impact: None. This project is proposed to be funded by the TMOD Stabilization Fund However,typical maintenance will be required. Land Use-Page 9 Printed Novembe�29, 2023 Funding Source: TMOD Stabilization Fund Prior Authorizations: $50,000 was appropriated at ATM 2018 for the TMOD Hartwell Area Plan Update which is now complete. $250,000 was appropriated at STM 2019-1 for partial funding of the 25% design of the Bedford/ Hartwell Complete Street Reconstruction Proj ect. $42,000 was appropriated at ATM 2023 for updating our transportation demand management permitting and tracking. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ 70,000 $ $ $ Proj ect Management $ $ $ $ $ Construction $ $ 460,000 $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ $ 70,000 $ 460,000 $ $ CPA Amount $ $ $ $ $ Land Use-Page 10 Printed Novembe�29, 2023 Proj ect Name: Phase II- Town-wide Pedestrian&Bicycle Plan Date: 10/19/2023 Project ID: LU-26-2 Department: Land Use, Housing&Development Revised: Submitted by: Sheila Page Phone: 781-698-4563 Email: spage@lexingtonma.gov Description of Project: The Townwide Pedestrian and Bicycle Plan will be completed in December 2023. The Plan has identified and prioritized future improvements to the streets, sidewalks, shared use paths to more safely accommodate pedestrians and bicyclists and provide meaningful connections. The scope of work identified proj ects with an eye towards feasibility but did not include the level of consideration that fully identifies the constraints and solutions. Now that we have projects identified, we need next to understand the full scope of those proj ects in order to create realistic costs and timelines to complete. Having this information will enable the Town to understand the full cost and impact and to plan capital projects accordingly. This capital request will not contemplate all the proj ects proposed but would focus on the more constrained proj ects that will need pre-engineering to understand the full feasibility of each proj ect before any implementation begins. This Phase II of the Plan will provide information to help us implement the Bicycle and Pedestrian Plan. Justification/Benefit: The Town-wide Bicycle and Pedestrian Plan has garnered a lot of support and eager expectations. The Plan prioritized what the community wants. VVe now need to investigate these priorities further and package them into viable proj ects. This Phase II will enable the Town to plan capital proj ects in a reasonable and efficient manner. Impact if Not Completed: If Phase II is not completed it is likely that each maj or proj ect contemplated will need extensive design work which may delay implementation or cause cost overruns of some of the proj ects proposed in the Plan. And as such only the smaller, less constrained proj ects may be built and the plan may not be fully realized. Timeframe: We expect to begin implementing the Bicycle and Pedestrian Plan immediately as not all proj ects will need conceptual development. Phase II will begin Fall 2024. Replacement Frequency: Basis for Cost Projections: Previous designs and studies and consultation with Engineering firms. Stakeholders: Many established stakeholder groups have participated in the Plan's development and have keen interest in ensuring implementation. These groups include: • Conservation Commission Land Use-Page 11 Printed Novernbe�29, 2023 • Bicycle Advisory Committee • Transportation Advisory Committee • Greenway Corridor Committee • Commission on Disability • Safe Routes to School/PTA at all Lexington Schools • Select Board • Planning Board Because many of the proj ects proposed in the Plan impact Conservation Land or wetlands, the Conservation Commission will be active partners in further conceptualizing these proj ects. Because Phase II is technical in nature public meetings will likely not be held except for discussions with certain boards and committees such as the Conservation Commission. Operating Budget Impact: This request will enable future proj ects contemplated in the Town-wide Bicycle and Pedestrian Plan to succeed more efficiently. Funding Source: Traffic Stabilization Fund Prior Authorizations: The Town-wide Bicycle and Pedestrian Plan was authorized by Town Meeting in the FY23 Capital Improvement Budget. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ 80,000 $ $ $ ---J--- Management $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ $ 80,000 $ $ $ CPA Amount $ $ $ $ $ Land Use-Page 12 Printed Novembe�29, 2023 � Xl � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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(o '.i � '%�� %%" / li�r'' „ y °�IN I '� J J � �� j��IJ��ii/�I�� IJ 6�` i u u Mli„ u III'H I I�, II�ff� ° �� i��,,f�� Ik (1i � a � f � „ a ��;�� °��,, � »� �� u�l,� � i��:' ur �iN"� IIP i»„ J � l� �„ ,%,,, I��I � „� i i��lll��il�� lY ��p� ,�� 1/ �'141� �.�IV� �yo 'M�i �� I�� y n,id ��y�� i(�� Itl� � �l�` 7�� nn��, 'b,� u�m�n �i� y u��'�u ��Vlld �ui�� ii� Illui ''�� W�� i+��r luu i I VII9I�i r ��uu� �, mu` �y o'� r)� � �% i�uum�� iu� u VIU NY �i/�p{'�4111+��11 �iiiluu�Yld IIII ,� � �I; �ov �Yf��ll��if�� I uPimwG� fi i(� .,.��I � I�II �I ,�, ria' �� IIV ��. u i� ' ` �i;„ � `��h1��I�W�i� mwti I ;„ u i W"'uuuW "� I�um� �luu "�uuuuu�� uuwu°"� rm �/�n ,��uu r � + ��um6o u,� u �i "i�un�nva rnomm+'� IP�iiu'� I J��II uu` (�f f � I vri�arrwa�ia��arrr,%�n ux�x/�� a��y wi"' � � ,... .,� � ..�, '�'�um�� w� I�I uu � �� i ' va Ju,�.im N ; ��uu�wm oui � III, yuulPN'�"� »�'Nuuumi P� uu � a��lumllll I�"im` i'i, i i i( i iiouuulu�i VIV ;, „ diwuuu�u�"'�'"�ii�m Ilfl ' 'aauuun�ii� / ; l� u'nmomw('I.�""'"'�r� ' . Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . � 1 rmn . . . r ml 1 n Land Use-Page 13 Printed Novernbe�29, 2023 M O N 4� � C� N � � O '� � � � � •'�,�" � '� '� � .� � ,� � � a a a a U U U U � I I I I I O N � w � � � � � � � I I I N � � 0 N � w � � � I I I � I N [� O N � w � � � � � � Q o 0 0 � pq o � o 0 � N [� O O O O O � � ,Ly N N � N C� � � � � � � � � A �, I I I I I � � o � � N C� �"'� � w � � � � � � � O � � � � � � � � � 'o A � � � a � .�,, �' � ; � � p � o � � �-, �, � •� a� o � � .� � � � � � � .� � � ^ � � � � �� 4� M �'i � b1J � � � a' � � O '� �' � �" � � a� I�I � A-�+ � � � � U � c� M■�■�I c� � p p � � I� ... 4� d W � � '�, O '� � 4� N ''� � � � .o � ,� ° � � � � �, � � pq W o � � �i � � O �' v� o,� �"� N � � � � � o � � � � � N .a'°,� � � � � '� � � � � � �� Q � � � � � N M � p.., ��:��p��;;;.� � � � � � ��1�� 1A1� ^f1� fA1� � ra/�� ml.::IW(IUM �`°� 1� 1� 1� vJ � � �� A � � � � � � � =�� . �� . �� , � � � � � ` ��@]�m4 tl�`iVIlVtlil1(IldV/��"j' � � � � � ��`�b.L�7!fA 9�"'°�,;,.� � � � � � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Project Name: Wright Farm Barn Preservation and Rehabilitation (Step 3) Date: 10/19/2023 Project ID: LU-CPA-1 Department: Land Use, Housing&Development Revised: 11/20/2023 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: No FY 2025 request and postponing to FY 26 budget cycle (or pushed out depending on Facilities availability to help support the project.) This request is for FY2026 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 FY26 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 obtain an occupancy permit and allow educational programs to take place in the barn on site. 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 Land Use-Page 15 Printed Novembe�29, 2023 used as intended for open space, educational, and historical value; stated obj ectives identified when purchasing the property. Timeframe: Steps 1 and 2 to rehabilitate the barn are expected to be conducted within FY24-25,then a consultant will be hired for site access and planning design as funds appropriated. The requested funds of Step 3 rehabilitation is expected to take place in FY26 (or pushed out depending on Facilities availability to help support the proj ect.). Proposed Work plan: FY24-25 Step 1 A) Plan Stabilization&Mothballing: Prepare Architectural Design&Bid Documents B) Environmental Testing $15,000 Step 2-Implement Stabilization&Mothballing Plans $140,000 FY26- Step 3-Rehabilitation(with some sort of permitted occupancy)-Architectural Design&Bid Documents Cost TBD, FY2 8 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 FY26 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 24/25. 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 16 Printed Novembe�29, 2023 Prior Authorizations: Land Acquisition purchase. Town Meeting Description Authorized Expended* Encumbered* Remaining� Returned 2022/lOB Wright Barn Stabilization $ 155,000 $ $ $ 155,000 $ Totals $ 155,000 $ � $ 155,000 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ TBD $ $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ TBD $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ TBD � TBD $ CPA Amount $ $ $ $ $ Land Use-Page 17 Printed Novernbe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Cotton Farm/Community Center Connector Date: 10/19/2023 Proj ect ID: LU-CPA-2 Department: Land Use, Housing&Development Revised: 11/20/2023 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. This phase will include a comprehensive community outreach and engagement process, including proj ect page on the conservation webpage, direct abutters notifications, key stakeholder input sessions, and public forums as plans are developed and permitted. 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 18 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA P�o ect g 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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'�. / �/ � � % %� " 1�'',�� i e� � �'` I �ry )`'J� � ` i� r� �`r a� �; �If� j j� � �� i i�/ m' )1V� �y i �J �;//�/,�� ,�'; ,. 2A�,// � � .� . . �;.:� �J �w� �r �q�,�a�'� -;�,. � �� ( � .. � . � ia�. � � / � % �� P� i � � j/! ,s , �., � ,�� f i i � i � �'�JJV� re j, j% � ��mJ r� � � i i i / ' �`ri�,� � �w " �" r, „ r � r p�r ��/ / � ' ' r ' � i✓6�'�� , � �� .. ��gl� '/rY /;/ � J i „r�'(%- �� , ��' i / '� ,ii �� '� ;�` i / / i, A; '�' �rfto�,i, � �� i e �� . , 19w , ,rJm�r , �/��'��1 �J1�� . �� '� ,'i,„ l i�F� ,, , . i%r��Yr� ''�w,,,;, �� Ii ��I`pi% i/// y, i , t r%/ i/i/ s� � ( �ii � �� 1 ` �' � � ��tt �� „ i y � � m„ ,,.,. �r ;�,. �� 1��1 ��`o � ��(L;. � / � � , ,,%�" , � �" '� �� " j; % , �� I' � �^� yf��4� �' rw ,,� �� y�R , A, ,. � /��/ryj �i; °, �y. � ��wwmmwmww�w,�y„� .. . „�h � �riM1 ,,. mr m <, �(�l„i J� ��' '�`r� r r " ¢ �" �� ,. � � ��` �i�� ` 6 �r �,` �` � �� r "„�, ' ",,,, �, � �m,.,,,'�'� ��"r�'�'�` ,�.� �; , ,- � i V� � ��ier„ll�rri H� � �` . . .. � ,,, . , . . .. „,YI�,(�i'7�uD' %a r�� j �' �� , � � . �a�; ,, � �S'��ffi)rf'��1a��V1!�;"�ia��pi„ 1 ',,;, � (�� .. � ��f�f� �'��w�� '"�' �I � � � � �� ,� / /�/: .,„nJwm�qi(Sf(YP✓(�I��' .. .. ,�.., � ,�w�w.,,�,��iry�. ... f,� i%�. 1�I��M1� �� . A�,/�� ,�,,,,,�i ..... 1 , y , , oi��i,��//�j� lff r o v��A�,o�m 1� , ��i, � ;AII�� . . . ,�Y� �;r��/ � !/�!,/ii�� T„�r�F� �^�F;%' 1�� ' „� ��Uj��'�y ,�� i ,��' . � �„� �, i 1/i/%%��; ��, %,;y y / (� �m ��9� ��y Land Use-Page 21 Printed Novernbe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Land Acquisition Date: 10/19/2023 PrOjeCt ID: LU-CPA-3 Department: Land Use,Housing&Development Department Revised: Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is a general annual placeholder for TBD amounts for any potential acquisition and preservation of open space parcels that may become available and deemed a priority to purchase by the Town. Justification/Benefit: 1. To preserve forested upland and/or environmentally sensitive resource areas or buffers, and/or recreational open spaces and/or agricultural open spaces areas, expanding upon acquired valuable open space and providing important links to adj acent conservation lands as well as to other large tracts of open space; 2. Add to existing open space areas and/or improve greenway corridor connections, and 3. Provide for climate resiliency through the protection of forested upland and wetland buffer open space. Impact if Not Completed: Will lose environmentally sensitive forested upland and wetland buffer open space or important recreational open space areas or valuable agricultural areas to development. Timeframe: TBD. Replacement Frequency: Not applicable Basis for Cost Projections: TBD Stakeholders: Conservation Commission, Conservation Division, ToWn Manager, Select board,Recreation and Community Programs Department, Community Preservation Committee, Capital Expenditures Committee, conservation steward volunteers, Citizens for Lexington Conservation Commission, Greenway Corridor Committee, Schools, and the entire public community. Operating Budget Impact: TBD Funding Source: CPA Land Use-Page 22 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Description Authorized Expended� Encumbered� Remaining� 2015/xx $ 1,000,000 $ 1,000,000 $ $ 2016/xx $ 1,000,000 $ 950,000 $ 50,000 $ 2017/xx $ 1,000,000 $ 700,000 $ 250,000 $ 50,000 2018/xx $ 1,000,000 $ 250,000 $ 250,000 $ 500,000 2019/xx $ 1,000,000 $ $ $ 1,000,000 Totals � 1,733,407 $ 914,756 $ 798,240 $ 20,411 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition TBD TBD TBD TBD TBD Design/Engineer Proj ect Management Construction Equipment Contingency Totals $ $ $ $ $ CPA Amount $ $ $ $ $ Land Use-Page 23 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Simond's Brook Conservation Area Trail Design&Engineering Date: 10/19/2023 Project ID: LU-CPA-4 Department: Land Use, Housing&Development Revised: 11/20/2023 Submitted by: Karen Mullins Phone: 781-698-4501 Email: kmullins@lexingtonma.gov Description of Project: This request is a cost estimate placeholder for$75,000 in FY2026 for the Surveying, Engineering and Design plans for a new trail connection(and closure of the existing wet trail connection) in Simond's Brook Conservation Area between the end of Rangeway and the existing trail entering from Grove Street in order to close and restore an existing section of environmentally sensitive wetlands trail that is in very poor condition, and in turn will accommodate a new ACROSS Lexington Route in the northwestern section of Lexington. (See map references for potential new trail connection route.) Justification/Benefit: This request will al1oW for a neW improved upland trail with a limited stream and wetland crossing within Simond's Brook Conservation Area and the closing and restoration of an existing very wet and eroded trail section in order to accommodate a new ACROSS Route within Simond's Brook Conservation Area in the northwest section of Lexington. Impact if Not Completed: This existing heavily eroded trail through sensitive wetland at the end of Rangeway connecting into Simond's Brook Conservation will remain as existing,resulting in the Commission and staff unable to protect sensitive wetland areas and to respond to public concerns about the poor wet trail conditions. Further,the ACROSS route,which would increase visitors to this trail,would not be alloWed by the Commission to be routed along this existing poor wet trail through Simond's Brook Conservation Area unless it is routed through this the new upland trail connection. 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 FY27. Replacement Frequency: Unknown at this time, and expect to have this information for detailed response tivhen the Design and Engineering Phase I completed(expected FY26). Basis for Cost Projections: Based on similar Design and Engineering project costs, such as Whipple Hill. Stakeholders: Conservation Commission, Conservation Division staff, Conservation Stewards, Greenways Corridor Committee, Recreation and Community Programs, Recreation Committee,Abutters, Simond's Brook Conservation Area and ACROSS Lexington,Lexington Boy Scouts and Girl Scouts, local wildlife. Operating Budget Impact: . Funding Source: CPA Land Use-Page 24 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Description Authorized Expended� Encumbered* Remaining* Returned Totals � $ $ $ *Data cu��ent as of Octobe�19, 2023. 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III ..:.� �II�'li �� I V 4V� ' M' '�i'r,G �I'�'�� , � r�� ..� U 'dti� � � I 1 � I ��u'i� � ,� �� i �� W � u�''i� d� �I m I , i 'yl � � � ii;, r, � I !: °°II�III ■ I + i Y�� N"��I��M:� ��I" p ..,„,., I I' { { I ,..IIIIIi��I �,�,i �` � ��1i�� I IIIIIIIII @#��i° i IIq6 t� ,,;4;;�� iiipiu� �! i ! i � iiii , �' i ,�� .....I jtli � MI f.. i(i ��r� �i�i, ; ��+ tpe I �`�1 I AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Department of Public Facilities Presentation PRESENTER: ITEM NUMBER: Mike Cronin, Director of Public F acilities I.2 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. R eview p reliminary F Y202 5 b ud get fo r the D ep artment o f P ub lic F ac ilitie s. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/29/2023 2:OOpm ATTACHMENTS: Description Type � ]q��.r��:n��:��:��ar� .�:��.�,��uc��:��:��:��;.�9"��:��.��.�a'�.�,��,��]q��:�b��n�.�:��,��: ]q��.��:r�fm�,��,�:��m �� iuummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.run �i��i��u '. . sa , ��ruuumwi"�rrta' i. �� mmv�J �uuuoJuwwwr ' '�'J r ouuwir'�J'i'��" o �� nma�i . � � mmue u, � �� ,�� , . � � - ��w " � „ I um�� i¢ 1nt �� um+++I III i iuu�(N�iU IIII (i�M'iWNI, R,, "�y, �F, uuuU�1"hii�ilWmu u �uud�� llf IIIII ` �1�� , �L 1� I uuuu� �� iiorl i �'�I�li�' 'W�`5r, �� '",� w41P 'R��d a r�1�1�111� ��IIIII�III'�` �� " Wifiumlii i, `, , „ " ��uml ,.. �M^ � `� �v,� ii,,;,i „i j i ;'��„�� II�;� i� um �uu��mo � wu 1 �Y 1P �111� 'IJJ I� I M r l, j�� IVIIdIuUU,,' ,. „ - '" 1 � � � i6�� ii�., Jl� �� I�II��,;i: L I�tr �` „ � , IV , �� M�I, �III u, � � '% „.,ii. ..,':�� .s,i ria,,,rioiiiiimnniiiiiimi000000ie»»»»»»»»iiiiiiiiiiaiiiiiiiiiiiiiiiiiaiimm»»»»�iiiiiiii¢,iiiiiiiia„i,,,,,,;a� .. ,,:i;„i,oiiiiaioiaaiiiiiiiiiiii,,,,,.riiio,ci;,,,,,,,,,,,,,,,,,,,,,,;iiiiiiiiiiiiiiiiiiiiiiiiiiiiii,ac„i.,. ,; �:�.,. �� y��' ll p _�� ii�' '� v � �� I�a� '�� IIIII Q�� '' i��a �'�� 'u,, ��4 '� , � , , �� U` �� uiHa� � �,��;" f�ii� �; � ` � a �, u�tiuiy�i�(i, f jf��i;,'`;; �l� ,� �rr� ; �wui�r�� ti � �, �"� �jJ� "rr� uw�nu �� „uu ��f� �f J,. � "; � %�11 Yl' �� " /�s �, N4.�-: f � / ��b � IVI "r' ��imi J�i u lllll �1� � f� '�III �I, � � f � �r� ''�� I;��':. ,�y: �� / ��f;t � I41Y:�I�I �,. � 1y � �� ,,J f� WI �i "° � �i II �� l � � r „ � j� Jk"�kifi� I �� Il�ldl( � �r 1 ` ' i� ioa' �M „,�fi6 ia W ��«� In N8 � � I at II W/ ,� % ' , ,�� IN� I� o �V "�, �III �'r , , II N � iu I J� � Ifr, '��WPI�"°� � i , I " � ». - � '1 � „q��„ NII� riN� � �` � �� „ � �r �� , � �� , ��y � � �� , � �� W,�� I�, - � ��ir:„� -"�,� `�!�� ,' '��f�i� � iiuw�� , � ;; ;% y,,,,�� ;�)�� '� � � �'� ��y� h �V a u, ////�i , �r��i� „I r 0 "=if/ttr��/��j�� iff, �ll�;" I�� VII 4- y� � i� %�� r ddi`�ij � ti� }�u i�'� ti� 9i/ G, j;,, / liii,�� %� � �I�II1t , 'llw � w, �� `' ��(f'�� INuu. r1Nl� � �, ` �� l ;; i t � � „ UJ� �U III�;��I�� ,�� b i i' l)a %I/�� ioii4�li€„ ° uhf� ' '' ,` ° �r��:n uk �i�N� ��,°;,�yi �M�u� ��IK�"�i�^',,,,,, ��J;' �u'�� i�� I��„1� �<,�� i4�i�� `,i��id(, �,. �i�'�` ��1�'�r� r� : ,, '�r�;� W� �: f�. ,� , � „, � � � �� '� ��U�� W��i' �� r iuu ��'lllllll6�lllillliu� om� VIIV�di Wuu � �,mu �uu y� Np � ��'4u� �'Vlb�u� IIII �� iiuJuul� iu� "�a��'lIP tiiq � i Il� ',h �791p�NU��111�friliGi uuulll I uui fwu u� � ��, � I` ;,, '�" �i��ri' I� ' ^ . � �� Y fGllldll uui r ii u�uuuuu �� i,; IIII I i"�w 'i. umi!�� W�UUiii � uii ,. u iW'm' ��ii oir,�a� �mma� h �m�W �am �'�nv 7 u IIIII f m�w�mu ::uiuumr��` ytl�, �iiiil ; f � I rrmri,iar�eaw�v�irrrr/�� ""'"/ ��urd�„ ,�I"W��rvim�a w911 � � I�I' uu � �/� �.UU u muuJ'�u / I � III, i. LU;` uuu+i�� 'uw J��; ;uu ouuum i :I� w'� �u�N�lumUli'� �fuuumiwwu.0 i um VIV uux i i�uuuW'wwii�'i Illi�' � r ��%9AlIIIIIP"Jl� / � / �//RJJMpA10Y01r�� . � �"`��miiiiiiiiiixxiiiiiauuuuuumuwwuurvaiiir�: � "�/C a De artment of Pu bl ic Faci I ities p Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Michael Cronin Director of Public Facilities , Select Board Presentation November 29 2023 , �� .�� „�� ,�� /��° ��> `�� '�� Town of Lexi n ton � �, g � � ; � ,�, P p C<A .„�y �+� W.V�r,I Pm";✓.�I� �� m�'� �l�� FY2025 Bud et Develo ment ;�� 9' p ,�� ,, ��A �.._.... Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Mission: The mission of the Department of Public Facilities is to manage the efFicient operation and daily maintenance of Town Buildings, preserve the facility and equipment assets of the Town, and plan and implement Capital improvements. This mission will be accomplished through establishing appropriate services in support of building users, fostering continuous improvement in delivery of services, and by establishing a 5-year Facility Capital plan through collaboration with the Permanent Building Committee and other Town committees. Budget Overview: The Department of Public Facilities (DPF) FY2025 budget consists of three divisions: Educational Facilities, Municipal Facilities and Shared Facilities. The DPF FY2025 level-service All Funds budget is increasing by $776,273 or 5.29%. The General Fund budget is increasing by $751,201 or 5.34%. The primary driver of this increase is utilities and overall rising costs, but especially in cleaning and maintenance supplies. Compensation is increasing by $202,369 or 2.99% due to contractually obligated step increases. Overall Utility costs are currently increasing. StafF are working to refine projections further but anticipate a significant increase in electricity due to rising supply rates. Uti I ity FY2022 FY2023 FY2024 FY2025 Summary Actual Actual Appropriation Request Change % Electricity $ 2,628,932 $ 2,277,606 $ 2,977,704 $ 3,252,959 $ 275,255 9.2% Natural Gas $ 912,141 $ 827,547 $ 1,184,598 $ 1,214,688 $ 30,090 2.5% Water/Sewer $ 55,391 $ 85,057 $ 105,000 $ 107,625 $ 2,625 2.5% Total $ 3,596,464 $ 3,190,211 $ 4,267,302 $ 4,575,272 $ 307,970 7.2% Revenues from building rentals have picked back up since the town has recovered from Covid. There are many in person events and revenues are expected to return close to normal. Department Goals: DPF Goals for FY2025 include: Support the day to day operations of all town buildings, support the School Master Plan, review and refine the 20-year capital plan information and incorporate into viable capital plan, and implement other capital and priority projects. 2600 - Pu bl ic Facil ities 1 Program Improvement Requests Division Comp. Expenses Benefits Total AV Technician Grade 4 from 35 to 40 hours/week Shared Facilities $ 9,795 $ $ 142 $ 9,937 Tc�t�l 2�04 by Reque�t $ 9,79a � - � 142 � �,9�7 Budget Summary - General Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $12,162,718 $12,812,047 $14,037,078 $14,786,765 $749,687 5.34% PEG Special Revenue Fund $21,212 $22,285 $23,325 $24,840 $1,515 6.50% � . . � . � � . � � • . • � � . � � • � � • � � � � � � � � � � • • � � � � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $5,966,608 $5,975,877 $6,777,986 $6,980,355 $202,369 2.99% Expenses $6,217,322 $6,858,455 $7,282,417 $7,831,249 $548,832 7.54% � . . � . � � . � � • . • � � . • � • � � • � � � � • � � � � � • � �� FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 2610- Education Facilities $8,814,863 $9,174,614 $9,811,072 $10,282,420 $471,348 4.80% 2620- Municipal Facilities $2,191,909 $2,470,510 $2,798,632 $3,019,227 $220,595 7.88% 2630-Shared Facilities $1,177,159 $1,189,208 $1,450,700 $1,509,959 $59,259 4.08% • . . 1 1 - - . � '� : ' '� : � '� � 1 . 1 � 1 � '� � : . 1 . '� 1 � ' , FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $5,489,552 $5,655,659 $6,418,666 $6,590,539 $171,873 2.68% Overtime $477,056 $320,218 $359,320 $389,816 $30,496 8.49% Personal Services $5,966,608 $5,975,877 $6,777,986 $6,980,355 $202,369 2.99% Contractual Services $1,539,017 $2,088,476 $1,776,560 $1,928,519 $151,959 8.55% Utilities $3,688,401 $3,274,577 $4,346,477 $4,664,688 $318,211 7.32% Supplies $856,074 $1,112,073 $895,541 $949,675 $54,134 6.04% Small Ca ital $133,830 $383,329 $263,840 $288,368 $24,528 9.30% Expenses $6,217,322 $6,858,455 $7,282,418 $7,831,250 $548,832 7.54% � . . � . � � . � � • . • � � . • � . � � • � � � � • � � � � � � • � � � � � � 2600 - Pu bl ic Facil ities 2 Budget Summary - Revolving Funds* and Grants FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Building Rental Revolving $358,979 $558,955 $600,650 $615,666 $15,016 2.50% Fund . . .11 . . �� i � � �� i � �� • • • � �r � • �� *Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4. FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Building Rental Revolving Fund $225,809 $419,624 $602,066 $627,138 $25,072 4.16% Personal Services $210,019 $293,761 $384,178 $409,250 $25,072 6.53% Expenses $0 $109,547 $198,000 $198,000 $0 % Benefits $15,789 $16,316 $19,888 $19,888 $0 % . . .11 . - . � . � � � � � . � � � � • � �� • � � � � � • • � • � � � � � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $6,176,627 $6,269,638 $7,162,164 $7,389,605 $227,441 3.18% Expenses $6,217,322 $6,968,002 $7,480,417 $8,029,249 $548,832 7.34% Benefits $15,789 $16,316 $19,888 $19,888 $0 % • • • � � � � �� • �i � • �� • � • � �� • � �� • �� 2600 - Pu bl ic Facil ities 3 �� ,�� ,� •��; ,��`" ; �� Town of Lex�n to n �� . g � , � ,�� , rW�:r .;�a I� e�� ' �� c� �, , � .- hn� �f �� FY2025 Budget Development � � a �� r�� , �"��`��i��'��'>, Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities FY2022 FY2023 FY2024 FY2025 School Facilities 2610 Budget Budget Budget Request Maintenance Staff 12 12 12 12 C u stod i a n 54 54 54 54 Subtotal FTE 66 66 66 66 Municipal Facilities 2620 Custodian 12 12 12 12 Subtotal FTE 12 12 12 12 Shared Facilities 2630 Director of Public Facilities 1 1 1 1 Assistant Director of Public Facilities 1 1 1 1 Superintendent of Custodial Services 1 1 1 1 Project Manager 1 1 1 1 Facility Superintendent 1 1 1 1 Facility Engineer 1 1 1 1 Event Manager 1 1 1 1 LHS Facility Manager 1 1 1 1 Office Manager 1 1 1 1 Admin.Asst. - Facility Coordinator 1 1 1 1 Admin.Asst. - Clerical/Rental Administrator 1 1 1 1 Data Analyst* 0.5 1 1 1 Subtotal FTE 11.5 12 12 12 Total FTE 89.5 90 90 90 Notes: *In FY2023, a program improvement request revised the Municipal Assistant's responsibilities to reflect the management of the 20-year capital plan database, and increased the FTE from 0.5 to 1.0. Title change from Municipal Assistant to Data Analyst. 2600 - Pu bl ic Facil ities 4 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2610 Education Facilities Budget Description: The Education Facilities division provides maintenance and custodial care, contracted services, landscaping and utilities for school facilities. The budget includes 54 school custodians and 12 maintenance employees that serve both town and school buildings. The All Funds FY2025 budget request reflects an increase of$487,549 or 4.80% from FY2024. This level-service budget reflects an increase in Compensation of$114,575 or 2.41% from FY2024, which reflects contractual obligations for step increases and other proposed changes to compensation tables. Expenses are projected to increase by $356,772 or 7.06% from FY2024, which reflects increasing costs overall, but especially in electric and gas utilities and cleaning and maintenance su ppl ies. The Rental Revolving Fund will increase spending by $16,202 or 4.67% for FY2025, which is driven by a projected increase in overtime costs. Division Goals: Continue to develop capabilities of Townwide maintenance staff with lower costs and improved service. Support students and staff with excellent service to provide for optimal learning environments. 2600 - Pu bl ic Facil ities 5 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511300 Regular Wages $3,091,426 $3,255,837 $3,492,525 $3,527,907 $35,382 1.01% 513000 Overti me $318,853 $208,819 $195,513 $218,838 $23,325 11.93% 514100 Stipends $16,200 $31,800 $34,850 $65,900 $31,050 89.10% Custodial Compensation $3,426,4 79 $3,496,456 $3,722,888 �3,812,645 $89,757 2.41% 511300 Reg u lar Wages $687,740 $690,243 $968,166 $979,773 $11,607 1.20% 513000 Overti me $66,618 $31,588 $61,389 $66,000 $4,611 7.51% 514100 Sti ends $1,800 $4,800 $6,500 $15,100 $8,600 132.31% Maintenance Compensation $756,158 $726,631 $1,036,055 $1,060,873 $24,818 2.40% Sub to tal Com pensa tion $4,182,637 $4,223,087 $4,758,943 $4,873,518 $114,575 2.41% 530000 Professional Services $14,527 $14,922 $18,428 $18,980 $552 3.00% 524030 Equip. Service & Repair $31,000 $31,000 $32,000 $32,960 $960 3.00% 545000 Supplies & Materials $214,000 $311,452 $235,000 $242,050 $7,050 3.00% 571000 Travel $3,765 $2,576 $4,200 $4,326 $126 3.00% 585000 E ui ment $33,000 $33,850 $34,000 $35,360 $1,360 4.00% Custodial Expenses $296,292 $393,800 $323,628 $333,676 $10,048 3.10% 520000 Contract Services $195,422 $274,033 $219,520 $226,106 $6,586 3.00% 529000 Security Infrastructure Maint. $83,419 $89,137 $90,000 $95,850 $5,850 6.50% 524070 Pai nti ng $65,586 $100,134 $105,000 $108,150 $3,150 3.00% 524020 Facility Service & Repair $186,272 $235,106 $172,700 $177,881 $5,181 3.00% 524030 Equip. Service & Repair $257,763 $387,418 $222,200 $265,496 $43,296 19.49% 530060 Prof Dev&Trai n i ng $9,111 $8,998 $9,180 $10,000 $820 8.93% 558000 Supplies $29,939 $33,231 $35,000 $35,000 $0 % 545000 Supplies & Materials $325,461 $434,870 $310,000 $335,225 $25,225 8.14% 582040 Roof Re airs $37,000 $38,000 $39,140 $40,314 $1,174 3.00% Maintenance Expenses $1,189,9 73 $1,600,927 $1,202,740 $1,294,022 $91,282 7.59% 520000 Contract Services $105,572 $110,000 $113,300 $116,699 $3,399 3.00% 524010 Landscaping Maintenance $116,901 $169,829 $123,900 $160,000 $36,100 29.14% 524030 Equip. Service & Repair $47,071 $71,754 $52,500 $73,906 $21,406 40.77% 531030 Gasoline/Diesel $22,385 $27,349 $41,500 $46,500 $5,000 12.05% 545000 Supplies & Materials $9,588 $24,198 $10,500 $24,924 $14,424 137.37% 558010 Clothing &Safety Equipment $20,488 $16,564 $27,200 $27,200 $0 % 585000 Eq u i pm ent $35,000 $184,188 $50,000 $66,000 $16,000 32.00% Landscaping Expenses $357,005 $603,882 $418,900 $515,229 $96,329 23.00% 521010 Electricity $1,971,437 $1,574,460 $2,056,584 $2,158,535 $101,951 4.96% 521030 Natural Gas $738,849 $676,622 $908,272 $961,884 $53,612 5.90% 531000 Water/Sewer $39,123 $67,333 $78,000 $79,950 $1,950 2.50% 534010 Network&Communications $13,402 $13,760 $16,800 $17,220 $420 2.50% 534020 Telephone $26,145 $20,266 $45,000 $46,125 $1,125 2.50% 531030 Gasoline/Diesel $0 $478 $2,205 $2,260 $55 2.49% Utility Expenses $2,788,956 $2,352,919 $3,106,861 $3,265,974 $159,113 5.12% Subtotal Expenses $4,632,226 $4,951,528 $5,052,129 $5,408,901 $356,772 7.06% Total General Fund- Education $8�g14,863 $9,174,615 $9,811,072 $10,282,419 $471,347 4.80% Facilities 2600 - Pu bl ic Facil ities 6 Public Facilities Building Rental Revolving Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 % 513000 Overti me $62,233 $120,785 $169,174 $185,376 $16,202 9.58% 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services $62,233 $120,785 �169,174 $185,3 76 $16,202 9.58% 524020 Facility Service & Repair $0 $0 $79,000 $79,000 $0 % 521010 Electricity $0 $0 $36,000 $36,000 $0 % 521030 Natural Gas $0 $0 $18,000 $18,000 $0 % 542000 Office Supplies $0 $0 $45,000 $45,000 $0 % Expenses $0 $0 $178,000 $178,000 $0 % Total Revolving Fund-Education �62,233 $120,785 $347,174 $363,376 $16,202 4.67% Facilities Total 2610 Education Facilities $8,877,096 $9,295,400 $10,158,246 $10,645,795 $487,549 4.80% 2600 - Pu bl ic Facil ities 7 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2620 Municipal Facilities Budget Description: The Municipal Facilities division provides maintenance and custodial care, contracted services, and utilities for municipal facilities. The budget includes 11 custodians and 1 head custodian. The recommended FY2025 General Fund budget reflects an increase of $220,595 or 7.88°/o from FY2024. This budget reflects an increase in Compensation of$36,238 or 4.63%, which reflects contractually obligated step increases. Expenses increase by $184,357 or 9.15%, which reflects increases in utilities and overall rising costs, but especially in cleaning and maintenance supplies. Rental Revolving Fund compensation is increasing slightly to $100,172 to reflect anticipated overtime increases. Expenses are maintained at $20,000. Division Goals: Support operation of the Community Center, Cary Memorial Library, the Visitors Center, Cary Memorial Building Events, plus the maintenance of the town pool facility, the Center and Lincoln bath houses, and prioritized projects. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $576,489 $650,681 $670,846 $698,524 $27,678 4.13% 513000 Overtime $91,585 $79,811 $102,418 $104,978 $2,560 2.50% 511010 Part-Time Wages $0 $0 $0 $0 $0 % 514100 Stipends $6,600 $7,200 $9,600 $15,600 $6,000 62.50% Subtotal Compensation $674,674 �737,692 $782,864 $819,102 $36,238 4.63% 529000 Other Contract Services $40,000 $44,600 $40,800 $42,024 $1,224 3.00% 524030 Equip. Service & Repair $4,000 $4,000 $4,300 $4,429 $129 3.00% 545000 Supplies & Materials $65,167 $73,500 $73,500 $75,705 $2,205 3.00% 558010 Clothing &Safety Equipment $242 $0 $0 $0 $0 % 585000 Equipment $12,000 $12,000 $12,240 $12,730 $490 4.00% Custodial Expenses $121,409 $134,100 �130,840 �134,888 �4,048 3.09% 2600 - Pu bl ic Facil ities 8 520000 Contract Services $46,377 $137,693 $139,000 $204,974 $65,974 47.46% 529000 Security Infrastructure Maint. $78,626 $55,784 $116,480 $57,510 $(58,970) (50.63)% 524070 Painting $25,028 $47,069 $48,000 $49,440 $1,440 3.00% 524020 Facility Service & Repair $75,763 $114,318 $75,000 $77,250 $2,250 3.00% 524030 Equip. Service & Repair $127,503 $156,404 $120,000 $131,329 $11,329 9.44% 527010 Building Rental $19,560 $19,585 $20,000 $20,000 $0 % 530060 Prof Dev&Training $0 $988 $1,000 $1,000 $0 % 558000 Supplies $33,551 $34,701 $30,000 $30,000 $0 % 545000 Supplies & Materials $99,247 $116,454 $105,000 $108,150 $3,150 3.00% 558010 Clothing &Safety Equipment $2,050 $2,948 $4,500 $4,635 $135 3.00% 582040 Roof Re airs $9,476 $15,000 $15,000 $15,450 $450 3.00% Maintenance Expenses �517,181 $700,944 �673,980 �699,738 $25,758 3.82% 534060 Comm. & Network Supp. $6,403 $5,778 $17,752 $18,285 $533 3.00% 521010 Electricity $657,496 $703,146 $885,120 $1,058,424 $173,304 19.58% 521020 Oil Heat- Propane $4,221 $2,473 $2,750 $4,221 $1,471 53.49% 521030 Natural Gas $173,292 $150,926 $258,326 $234,804 $(23,522) (9.11)% 531000 Water/Sewer $16,269 $17,725 $27,000 $27,675 $675 2.50% 534020 Telephone $20,964 $14,718 $18,000 $18,450 $450 2.50% 531040 Diesel $0 $2,903 $2,000 $3,640 $1,640 82.00% Utility Expenses $878,645 $89 7,669 $1,210,948 $1,365,499 $154,551 12.76% Subtotal Expenses $1,517,235 $1,732,819 $2,015,768 $2,200,125 $184,357 9.15% Total General Fund-Municipal $2�191,909 $2,470,511 $2,798,632 $3,019,227 $220,595 7.88% Facilities Public Facilities Building Rental Revolving Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 % 513000 Overtime $23,311 $54,825 $100,172 $100,172 $0 % 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services �23,311 $54,825 �100,172 �100,172 �0 % 524020 Facility Service & Repair $0 $109,547 $0 $20,000 $20,000 100.00% 521010 Electricity $0 $0 $0 $0 $0 % 521030 Natural Gas $0 $0 $0 $0 $0 % 542000 Office Supplies $0 $0 $20,000 $0 $(20,000) (100.00)°/ Expenses $0 $109,547 $20,000 $20,000 $0 % Total Revolving Fund-Municipal $23,311 $164,372 $120,172 $120,172 $0 % Facilities Total 2620 Municipal Facilities $2,215,220 $2,634,883 $2,918,804 $3,139,399 $220,595 7.56% 2600 - Pu bl ic Facil ities 9 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2630 Shared Facilities Budget Description: The requested FY2025 General Fund budget reflects an increase of $59,259 or 4.08% from FY2024. This includes an increase in General Fund compensation of $51,556 or4.17% due to retirements and employee turnover. For FY2025, $13,000 in Contract Services covers the cost of solar consulting services for the cemetery building and other Town buildings. In total, General Fund expenses increased from FY2024. Division Goals: Support the operation of the Cary Memorial Building events, Cary Memorial Library, and support the operations of the Lexington Community Center and support the development of Municipal Building projects. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1,098,296 $1,004,098 $1,225,179 $1,249,420 $24,241 1.98% 513000 Overtime $0 $0 $0 $0 $0 % 512000 Seasonal Part-Time $0 $0 $0 $0 $0 % 514100 Sti pends $11,000 $11,000 $11,000 $38,315 $27,315 248.32% Subtotal Compensation $1,109,296 $1,015,098 $1,236,179 $1,287,735 �51,556 4.17% 520000 Contract Services $0 $0 $24,000 $24,720 $720 3.00% 538060 Catering/Meals $0 $1,121 $1,000 $1,030 $30 3.00% 572000 Mileage $565 $289 $2,500 $2,500 $0 % 530060 Prof Dev &Trai n i ng $2,547 $8,517 $8,000 $8,000 $0 % 534030 Mobile Devices $4,820 $2,420 $4,920 $5,000 $80 1.63% 545000 Supplies & Materials $6,100 $8,472 $6,501 $6,696 $195 3.00% 585000 Equipment $0 $0 $2,600 $2,678 $78 3.00% 585030 Veh icles $53,830 $153,291 $165,000 $171,600 $6,600 4.00% Subtotal Expenses $67,862 $174,110 $214,521 $222,224 $7,703 3.59% Total General Fund-Shared Facilities $1,177,158 $1,189,208 $1,450,700 $1,509,959 $59,259 4.08% 2600 - Pu bl ic Facil ities 10 Public Facilities Building Rental Revolving Fund 511000 Regular Wages $124,476 $118,151 $109,401 $118,271 $8,870 8.11% 513000 Overtime $0 $0 $5,431 $5,431 $0 % 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Personal Services $124,4 76 $118,151 $114,832 $123,702 $8,8 70 7.72% 524020 Facility Service & Repair $0 $0 $0 $0 $0 % 521010 Electricity $0 $0 $0 $0 $0 % 521030 Natural Gas $0 $0 $0 $0 $0 % 542000 Office Supplies $0 $0 $0 $0 $0 % Expenses $0 $0 $0 $0 $0 % 519080 Health Insurance $15,789 $16,316 $19,888 $19,888 $0 % Benefits $15,789 $16,316 $19,888 $19,888 $0 % Total Building Rental Revolving Fund $140,265 $134,467 $134,720 $143,590 $8,870 6.58% Total 2630 Shared Facilities $1,317,423 $1,323,675 $1,585,420 $1,653,549 $68,129 4.30% 2600 - Pu bl ic Facil ities 11 FY2025 Program Improvement Request # 1 of 1 Department: Public Facilities Element: 2600 PIR Title: AV Technician Grade 4 from 35 to 40 hours/week Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 Request Compensation 511000 Regular Wages 0.13 $ $ 9,795 $ 9,795 511010 Part-Time Wages $ $ 513000 Overtime $ $ Other Compensation $ $ Total Compensation 0.13 $ $ 9,795 $ 9,795 Benefits Benefits Eligible? 0 $ 142 $ 142 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: Currently the AV Technician, Vince Leroy, works 35 hours per week. Because of the volume of rental users, Vince is asked to work extra hours (the first 5 are straight time) to accommodate performances. It would be beneficial to have Vince available for 40 hours per week every week. Service Implication: The AV Tech should be available to provide technical service to our rental folks 40 hours per week. 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Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . . . . r 1 111 . . . 1 r r m 1�11 1 11 Facilities-Page 3 Printed Novernbe�29, 2023 M O N � N � � C� � � �� O � � � .� °' °,�' '� � •� � � � � � w b � � b � � w w w w w w � � � � � � � � � � � � � � � � � � � � � � � � � O M O I O O M N O � � O O O� ., � � � � � N � N � � � � �,,,,� � � O� � N M � � � � N � oO � �3 � � � � � p�p O o�0 I O I O o�0 N O r--+ O O r--+ � � � � � t0 O O O O � � � � � N � � � � N M �3 � � � � � � � O N O I I O N N O l� O O l� O � `O � � r--+ N N o0 `O N O �„� ,--+ � � N � � � � � � � � � � � � � �p O O I O O O O N O O O O O O � N N � O N O � � � � r--+ � � � N O � �--+ N � � �3 � � � � � � ,� O O O O O � O O O I I O O �!1 � N O O O O O 4� � O � o � � � ''"� c�1 c� � �+ `o �n ,� � �,,,,� r--a � O N o0 .~ � w � � v � � � � � � � � � � � v� w O � � � U •�--, C� .� p„� � � � � � � � � � � � � � � � .�' w � � �' � �I ''"� � � � � �' '� � � � C� c.�� ' '''"" N �., � �' O � 0 O � � � 0 � •� V � Q '�, � � � � :� � � � � � � a� W � � � � � � ��' � � � � � W � � � 4� N �, �4 � � � .,--� a� a.� � 4� � � p � � � � � � �� .,__, .,__, .,__, r, b.p .�..� � N p;,, :� � :� � G�4 � �� •� � C� O '� '� '� � �'� '�'� � � � N w w w � �.,�' G4 �' I�, w 4� � � � � � ��'� o'� o � � .�, .�, .�, a� Aw � � � � �� ° ,� ° ,� o � aa � � � � �� a �:��,.:�� , �� ,,�, �,tg�/�_�.:.a�iW��u�u '�� ;� � �; � � `O l� � N 00 •� � �' �� ' 4� d1 M �� A O O O � +� .� O O p � � � � k,�m�,, tlm`NI 1➢Uia1(IIQV/�� O O •�� ,. `' --'� � � � � � U ��.��;�.,.: � � � w ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Public Facilities Bid Documents Date: 10/19/2023 Program ID: 5005 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This program appropriates a fund for professional services to produce engineering, design development documents, construction documents, and/or bid administration services for proj ects. Eligible proj ects would be proj ects seeking authorization at the Annual Town Meeting or any Special Town Meeting,which have a high probability of approval and the intended schedule would be unattainable if the project design process could not begin until after the close of Annual Town Meeting. Goals of Capital Program: Public Facilities manages proj ects for municipal and school buildings with very short construction windows due to the academic calendar and the summer construction window. With the Annual Town Meeting closing in late April or early May, there is insufficient time to obtain professional services for bid documents, complete the bidding process, execute a contract, and implement the proj ect before the summer construction window closes. With this available funding,projects that have a high probability of approval at Town Meeting can be developed with sufficient time to implement them in the same calendar year as Town Meeting. Impact if Not Maintained: Impact if not completed is to delay implementation of proj ects for 12 months or use available operating dollars to supplement capital projects. Maj or Spending over Past 5 Years: No major spending, however there has been a steady uptick in the number of projects requiring these services. Specifically,the 20-year capital plan has identified a number of annual proj ects which will require both architect and engineering services to inform for a more defined proj ect scope and budget for each proj ect. These proj ects include HVAC,roofing and electrical,building envelope, etc. to name a few. Work Currently Underway: Design Engineering services including MEP(Mechanical Electrical Plumbing) assessments at Harrington, Fiske and Clarke Middle schools Planned Spending for Next 5 Years: The 20-year capital plan is extremely helpful in identifying the need for the next 5 years. There are many proj ects where we would need to utilize these services in order to have good information to present to Town Meeting. . Basis for Cost Projections: For FY2017,this funding was increased to $100,000 as $75,000 was insufficient in FY2015. Because this request is annual, it makes sense to turn back unused funds from previous year's allocation. FY2025 request is in the amount of$125,000 due to increase in billing rates plus the increase in the number of proj ects requiring these services. Stakeholders: Public Facilities and project stakeholders. Operating Budget Impact: None. Funding Source: General Fund Facilities-Page 5 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2017/16E $ 217,979 $ 8,777 $ $ $ 209,203 2018/20B $ 100,000 $ 63,029 $ $ $ 36,971 2019/20A $ 100,000 $ 60,790 $ $ $ 39,210 2020/16I $ 100,000 $ 90,280 $ 9,720 $ $ 2021/16A $ 100,000 $ 49,238 $ 41,097 $ 9,665 $ 2022/16A $ 100,000 $ 22,500 $ 45,400 $ 32,100 $ 2023/16A $ 125,000 $ $ $ 125,000 $ Totals $ 842,979 $ 294,614 $ 96,217 $ 166,765 � 285,384 *Data cur�ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 125,000 $ 125,000 $ 125,000 $ 150,000 $ 150,000 Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ 125,000 $ 125,000 $ 125,000 $ 150,000 $ 150,000 CPA Amount $ $ $ $ $ Facilities-Page 6 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Public Facilities Interior Finishes Date: 10/19/2023 Program ID: 5006 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This in an Annual Program that Was previously called Building Flooring. After looking at the 20-year capital plan, it made sense to expand this category to include all interior finishes. Any interior finish that needs replacing or upgrading would fall into this capital program. This work would include mill work, flooring, ceiling replacement, tile work, countertop replacement,bathroom finish renovation, etc. Goals of Capital Program: As identified in the 20-year Capital Plan, all flooring systems were evaluated across the Town and School buildings and has made recommendations for replacement. DPF has developed a plan to start replacing classroom floors in school buildings at a current cost of approximately$10,000 per classroom. The plan focuses on Clarke,Diamond, Bowman, Bridge,Harrington, and Fiske schools. Town buildings will be included in this plan as that building comes up in the 5-year plan. Impact if Not Maintained: Without adequate funding for replacement,these systems will potentially develop into unsafe conditions and become hazards to the students, staff and the public. In addition,these systems could become difficult to clean and maintain at our typical high standard. Maj or Spending over Past 5 Years: • FY2020 Projects: Clarke Gym Floor(complete), Diamond Stairwell(tread replacement-complete), Town Office Building(carpet removal and replacement complete). Fiske first floor corridor replacement(complete). LHS field house track flooring(complete). • FY21 Projects: Harrington 1st and 2nd Floor Hallway(complete), PSB Cafe and Back hallway. • FY22 Projects: Fiske 2nd Floor Corridors, Town Office Buildings Office Space, Field House BB Court. • FY23 Projects: Classroom flooring replacement at Clarke, and 1 st floor hallways at Fiske, and Bridge. • FY24 Projects: Replaced 30 classrooms floors with Luxury Vinyl Tile (LVT) at Harrington Elementary School, 4 multi stall and 6 individual restrooms at Diamond Middle School and two single stall Town Office Building bathroom renovations. Work Currently Underway: See above. Planned Spending for Next 5 Years: Utilizing the Facilities Condition Index(FCI) as a measuring tool,the Department of Public Facilities intends to utilize the 20 year capital plan to prioritize capital requests. The 5 Year plan is described generically as following the flooring replacement plan described above and to replace other interior finishes as required. Basis for Cost Projections: The 20-Year Capital Plan with cost estimates from VFA, Inc, including inflation. Stakeholders: Building users, employees, and community. Operating Budget Impact: The current operating budget is not budgeted for large square area flooring changes due to unforeseen failures. Facilities-Page 7 Printed Novembe�29, 2023 Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2017/16D $ 367,226 $ 322,226 $ $ $ 45,000 2018/20C $ 361,890 $ 361,890 $ $ $ 2019/20B $ 451,740 $ 451,740 $ $ $ 2020/16H $ 250,000 $ 250,000 $ $ $ 2021/16B $ 250,000 $ 250,000 $ $ $ 2022/16B $ 295,000 $ 294,941 $ 58 $ 0.80 $ 2023/16B $ 407,200 $ 90,795 $ 134,106 $ 182,299.00 $ Totals $ 2,383,056 $ 2,021,592 $ 134,164 � 182,300 $ 45,000 *Data cu��ent as of Octobe�19,2023. Reflects total autho�ization f�om a�ticle,which includes both Floor�ing an d Paving. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ $ $ $ Construction $ 450,000 $ 468,000 $ 486,720 $ 506,189 $ 526,437 Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ 450,000 $ 468,000 $ 486,720 $ 506,189 $ 526,437 CPA Amount $ $ $ $ $ Facilities-Page 8 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Public Facilities Mechanical/Electrical/Plumbing Replacements Date: 10/19/2023 Program ID: 5007 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This proj ect is an annual replacement of Mechanical, Electrical and Plumbing systems that have exceeded their useful life and require replacement before catastrophic failures occur. After the development of the 20 year Capital Plan,the report identifies significant proj ects that are coming due in the next 5 years. This category has significant dollars scheduled for investment over the next 5 years. Goals of Capital Program: The goal of the program is to assess the need of each building and to determine the priority order and to repair/ replace equipment as required. Impact if Not Maintained: Without the replacement of these systems,we would risk being able to supply heat,AC, fresh air or exhaust to both staff and in turn,provide service to the general public. If the systems are not replaced in a timely fashion, the potential risk for unplanned interruptions may occur. Maj or Spending over Past 5 Years: • FY20: Lexington Community Center- Chiller Replacement • FY21: Lexington High School, Main Building-Domestic Hot Water Storage Tanks Clarke Middle School,Domestic Hot Water Heater • FY22: TOB HVAC • FY23: Replacement of AHU4 at Clarke, Diamond Domestic Hot Water replacement • FY24: Clarke RTU 1 and 2, Fiske &Harrington Elementary School Domestic Hot Water Heaters Work Currently Underway: Town Office building Energy recovery ventilation system Planned Spending for Next 5 Years: • FY25 -Harrington Elementary School Energy Recovery Units • FY26 - • FY27 -Fiske Elementary School Energy Recovery Units • FY2 8 - • FY29 - Clarke Burg-DSX-CCTV, Diamond Burg-DSX-CCTV, Harrington Fire-Burg-DSX-CCTV, Basis for Cost Projections: 20 Year Capital Plan. Estimates are Class 3 Estimates per Association for the Advancement of Cost Engineering (AACE) for budgeting purposes from VFA Inc. Stakeholders: General Public, Public Meetings and Occupants of the building. Operating Budget Impact: Facilities-Page 9 Printed Novembe�29, 2023 If we continue to use operating dollars to repair the Mechanical systems it reduces the opportunity to utilize those funds for other purposes. Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2015/18D $ 463,000 $ 400,416 $ 62,584 $ $ 2017/16F $ 489,000 $ 486,113 $ 2,887 $ $ 2018/20I $ 544,500 $ 314,395 $ 230,105 $ $ 2019/20F $ 605,000 $ 172,740 $ 432,260 $ $ 2020/16J $ 672,000 $ 105 $ $ 671,895 $ 2021/16C $ 728,000 $ 225,362 $ 502,638 $ $ 2022/16C $ 787,000 $ 606,684 $ 180,316 $ $ 2023/16C $ 849,200 $ 168,862 $ 192,869 $ 487,469 $ Totals $ 5,137,700 $ 2,374,677 $ 1,603,659 $ 1,159,364 $ *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 250,000 $ $ 250,000 $ $ 100,000 Construction $ 400,000 $ $ 400,000 $ $ 125,000 Equipment $ 3,000,000 $ $ 3,500,000 $ $ 2,500,000 Contingency $ 365,000 $ $ 415,000 $ $ 272,500 Totals $ 4,015,000 $ $ 4,565,000 $ $ 2,997,500 CPA Amount $ $ $ $ $ Facilities-Page 10 Printed Novernbe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Municipal Building Envelopes and Associated Systems Date: 10/19/2023 Program ID: 5009-1 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This request is for continued funding of Municipal Building Envelopes and Systems proj ects as approved in a 2006 operating override in the amount of$150,000, annually increased by 2.5%. The FY26 request is to begin the exterior envelope maintenance including windows, caulking,masonry sealing,paint, etc. The request in FY26 and 28 are in excess of the typical 2.5%, a decision was made to request for the entire project instead of waiting a few years until the budget accumulated the required amount. Goals of Capital Program: Sealing the masonry,replacing windows and upgrading caulking and paint will extend the life of this building. Impact if Not Maintained: Possible water infiltration, damage to the interior finishes and poor conditions for staff and building users. Major Spending over Past 5 Years: Work was performed at: • Lexington Community Center(masonry, exterior stair repair,brick repointing) • Cary Memorial Library Ice Dams-south entrance Work Currently Underway: • Lexington Community Center exterior stairway, brick walkways, siding replacement,brick under the rotunda. • Town Office Building attic weatherization. Planned Spending for Next 5 Years: Work plan based on the 20 Year Capital Plan: FY25: FY26: Cary Memorial Building,Building Envelope FY27: FY28: Lexington Community Center,roof replacement,window replacement-main building and mansion FY29: Basis for Cost Projections: The 20 Year Capital Plan with cost estimates from VFA, Inc. including inflation. Design/Engineering based on 10% of construction cost. These figures have all been rounded to the nearest thousand. Stakeholders: Town staff, Lexington residents Facilities-Page 11 Printed Novembe�29, 2023 Operating Budget Impact: The proj ects within this program would not increase the size of the public building stock and therefore do not result in increased utility usage or maintenance costs. In fact,with the better insulated windows, the building could see a drop in heating and cooling costs. Funding Source: General Fund- Tax Levy Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2016/15D $ 187,329 $ 172,058 $ $ $ 15,271 2017/16C $ 194,713 $ 185,157 $ $ 9,556 $ 2018/20E $ 198,893 $ 21,000 $ 9,000 $ 168,893 $ 2019/20C $ 203,865 $ 140,857 $ $ 63,008 $ 2020/16G $ 208,962 $ $ $ 208,962 $ 2021/16D $ 214,186 $ $ $ 214,186 $ 2022/16D $ 219,540 $ $ $ 219,540 $ Totals $ 1,427,488 � 519,072 $ 9,000 $ 884,145 � 15,271 *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ 100,000 $ $ 220,000 $ Construction $ $ 900,000 $ $ 2,400,000 $ Equipment $ $ $ $ $ Contingency $ $ 100,000 $ $ 50,000 $ Totals $ $ 1,100,000 $ $ 2,670,000 $ CPA Amount $ $ $ $ $ Facilities-Page 12 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: School Building Envelopes and Associated Systems Date: 10/19/2023 Program ID: 5009-2 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This project is requesting funds to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. The FY26 request will be used to replace the window systems at Clarke Middle School. The FY26 appropriation will focus on the original windows. Those windows are not energy efficient,the seals have failed and is evidenced by the observation of condensation between the glass, and allows outside air into the classrooms Goals of Capital Program: Properly maintaining the buildings operated by the School Department requires continual investment in the building envelope and systems. This includes repairs to siding, caulking,masonry,weather proofing materials, Windows, doors, and painting of wood exteriors based on priority. Impact if Not Maintained: Without continual maintenance the building exterior will continue to deteriorate, allowing more moisture to become entrapped in the envelope and propagate cracks in the exterior masonry facade through the freeze-thaw cycle. The building occupants will experience more discomfort created by air and water infiltration. Maj or Spending over Past 5 Years: Central of�ce chimney, Harrington front entrance and skylights,Fiske front entry water infiltration. Work Currently Underway: Painting,repointing,weather proofing. Bid is going out for this at Bridge and Bowman. Priorities will include LPS Central Administration Building and Clarke Middle School. Planned Spending for Next 5 Years: The 20-Year Capital Plan has identified the following work for the next 5 years FY25 - FY26 - Clarke Middle School, Exterior Windows replacement FY27 - FY28 -LPS Central Administration Building, Exterior poors- $720,000 FY29 - Clarke roof replacement Basis for Cost Projections: Design/Engineering based on 10% of construction cost. All figures have been rounded to the nearest thousand. Stakeholders: School users,public. Operating Budget Impact: Operating budget will continue to fund small, individual items such as failure of a specific door or window or small painting projects. Facilities-Page 13 Printed Novembe�29, 2023 Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2013/14I $ 235,000 $ 234,248 $ $ $ 752 2015/18G $ 210,000 $ 133,771 $ $ $ 76,229 2016/15B $ 215,000 $ 215,000 $ $ $ 2017/16A $ 222,200 $ 193,051 $ $ 29,149 $ 2018/20G $ 227,755 $ $ $ 227,755 $ 2019/20D $ 233,448 $ 90,539 $ $ 142,909 $ 2020/16F $ 239,285 $ 57,400 $ 15,040 $ 166,845 $ 2021/16F $ 245,199 $ $ $ 245,199 $ 2022/16F $ 251,400 $ $ $ 251,400 $ Totals $ 2,079,287 $ 924,009 $ 15,040 $ 1,063,257 $ 76,981 *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ 200,000 $ $ $ 370,000 Construction $ $ 1,750,000 $ $ 3,700,000 Equipment $ $ $ $ $ Contingency $ $ 175,000 $ $ $ 370,000 Totals $ $ 2,125,000 $ $ $ 4,440,000 CPA Amount $ $ $ $ $ Facilities-Page 14 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: School Paving and Sidewalks Date: 10/19/2023 Program ID: 5038 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Capital Program: This program funding is to replace in kind on school grounds specifically: parking lots,hardscape play spaces,bus loops, sidewalks, retaining walls, and other associated site work. Goals of Capital Program: Extraordinary repairs for school paving areas are necessary to maintain parking and pedestrian surfaces in a condition suitable for public safety and Safe Routes to Schools. In addition,proper drainage of the site is equally important and will be addressed through this capital item as tivell. This capital request would address pedestrian, bicycle and driver safety on school grounds. Impact if Not Maintained: If deteriorated conditions are not addressed in a timely manner, additional paving replacements may be required and building envelope conditions could deteriorate. Drainage will be impacted causing slip and fall hazards in winter. Major Spending over Past 5 Years: Harrington Elementary School site work. Fiske Elementary School site work. LPS Central Administration Building site work. Bridge Elementary School site work. Bowman Elementary School site work. Diamond driveway and sidewalk replacement. Work Currently Underway: The "driveway" and sidewalks were replaced from the Hancock rotary to the new pavement at Diamond. Planned Spending for Next 5 Years: FY25 -Bowman rear play area,parking lot and access road FY26 -Harrington Sidewalks FY27 - Clarke/Diamond Courtyard FY28 -Fiske Sidewalk replacement FY29 -Estabrook Sidewalk replacement Basis for Cost Projections: Past Operational Repair Projects and budget proposals plus the new 20 year Capital Plan. Stakeholders: Community, students,parents, staff. Operating Budget Impact: Making these repairs through capital would reduce impact to the operating budget due to repair cost from contracted services. Funding Source: General Fund Facilities-Page 15 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2017/16D $ 367,226 $ 322,226 $ $ $ 45,000 2018/20C $ 361,890 $ 361,890 $ $ $ 2019/20B $ 451,740 $ 451,740 $ $ $ 2020/16H $ 250,000 $ 250,000 $ $ $ 2021/16B $ 250,000 $ 250,000 $ $ $ 2022/16F $ 251,400 $ $ $ 251,400 $ Totals � 1,932,256 $ 1,635,856 � $ 251,400 � 45,000 *Data cur�ent as of Octobe�19,2023.Reflects total autho�ization fro�n a�ticle,which includes both Floo�ing and Paving. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ $ $ $ Construction $ 245,240 $ 200,000 $ 225,000 $ 250,000 $ 250,000 Equipment $ $ $ $ $ Contingency $ 19,760 $ $ $ $ Totals $ 265,000 $ 200,000 $ 225,000 $ 250,000 $ 250,000 CPA Amount $ $ $ $ $ Facilities-Page 16 Printed Novembe�29, 2023 � Xl � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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During the Eligibility Period,the Town had a number of steps to complete before March of 2023 in order to move along to the next module in the MSBA prescribed process. Module 2 includes the selection of the Owners Proj ect Manager and the Designer(architect) for the high school proj ect. The Town selected Dore and Whittier as the Owners Proj ect Manager(OPM) and has selected Symmes Maini and McKee Associates (SMMA) as the Designer. This will be the proj ect team for the duration of the LHS proj ect. Module 3 is the actual Feasibility Study which will determine whether it's an addition/renovation or a completely new building and the location and size of the proj ect. Once Module 3 is completed,the Town Will need to have funds available to contract with the designer to complete the Schematic Phase drawings. This will establish the true budget for the proj ect. Before this phase is completed, all construction figures used in these documents are rough estimates based on a square footage take off only. Justification/Benefit: Enrollment at LHS as of the 2023 school year is 2,379 with a design for only 1,950 students. The enrollment is proj ected to continue to increase up to 2,450 students in the next few years. The classrooms are undersized and the lab spaces are too few in quantity and are undersized by 25%. The community spaces are also undersized,these spaces include cafeterias, gym space, locker rooms, and the auditorium. The building is also 70+years old and has had significant work done during the last 40 years,most recently in 2000. The HVAC system needs a complete replacement, a signi�cant amount of the roof needs replacement, and most of the windows are original and need replacement. Impact if Not Completed: The educational program won't be able to be delivered in the manner in which the school department and the residents of Lexington desire. Timeframe: This project is likely to be 5-7 years in total duration including design, construction, and all work on the fields. Replacement Frequency: None. Basis for Cost Projections: An estimated figure of$1,050 per square foot has been used to calculate the project cost given a building size of approximately 425,000 sq. ft. The $10,000,000 initial request supports testing, site analysis,traffic studies, the completion of Schematic Design(SD), and carries the designers through the 120 waiting day period from the end of SD into Design Development(DD)before the Debt Exclusion vote. The date for the LHS Debt Exclusion vote hasn't been decided yet,however, it could be scheduled for late in 2025. The request for the $440,000,000 would be in FY26 (approx.November 2025) includes the balance of the project funding. Please note that the MSBA Grant will only provide reimbursement for items that are deemed "eligible"by the MSBA project review team. Stakeholders: Lexington Community. Operating Budget Impact: Facilities-Page 19 Printed Novembe�29, 2023 The building of a new/refurbished high school will certainly add to the operational costs to the Town. Having the ability to add solar and battery systems would mitigate some of the operational costs for utilities. The expectation would be to design for Net Zero with a specific eye toward a reduced carbon footprint in both the construction of the new building and in the daily operations. Funding Source: General Fund, Excluded Debt, MSBA Grant Prior Authorizations: Town Meeting Description Authorized Expended� Encumbered� Remaining* Returned 2022 STM-2/2 Lex High Sch � 1 825 000 $ 46 408 $ 395 574 $ 1 383 018 $ Feasibility Study � � � � � � Totals $ 1,825,000 $ 46,408 $ 395,574 $ 1,383,018 � Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 10,000,000 $ 25,000,000 $ $ $ Project Management $ $ 5,000,000 $ $ $ Construction $ $ 375,000,000 $ $ $ Equipment $ $ 20,000,000 $ $ $ Contingency $ $ 15,000,000 $ $ $ Totals $ 10,000,000 $ 440,000,000 $ $ $ CPA Amount $ $ $ $ $ Facilities-Page 20 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Pine Meadows Clubhouse Renovation Date: 10/19/2023 Project ID: DPF-25-2 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov Description of Project: The Recreation Committee requests $2,575,000 in FY2025 for the costs associated with renovation of the clubhouse including solar collectors at the Pine Meadows Golf Club. Of note,this request was initially submitted for FY2021 and again for FY2022 but was withdrawn because of the COVID-19 pandemic. The clubhouse, constructed prior to the Town's purchase of the property in 1988,has not undergone any significant renovation in the past 30 years and is suffering the typical deficiencies and wear and tear associated with its age and heavy usage. The accessibility issues at the current clubhouse were identified as the#2 priority for remediation by the Commission on Disability in the 2017 ADA Compliance Study. Completion of this proj ect vvill not only restore the clubhouse to a modern and functional facility suitable to support the ongoing successful operation of the Pine Meadows Golf Club,but will also bring it into ADA-compliance and make it welcoming and accessible for all residents of Lexington and visitors. This project will engage a professional architect to develop design and engineering documents for the complete renovation of the clubhouse including but not limited to renovation and/or replacement of the main concourse area, the restrooms,plumbing system and fixtures,windows, roof, and additional work as needed to improve accessibility and bring the building into ADA compliance. Solar options are also being assessed for the Clubhouse and Maintenance Building. Public Facilities, together With Recreation,have engaged with a consultant to begin Concept Designs and will continue through the fall of 2023, including a stakeholders/community meeting. Following the design and engineering phase for this proj ect, construction is scheduled to take place in FY2025. Justification/Benefit: The 88-acre Pine Meadows Golf Club property is a heavily utilized outdoor recreational asset in Lexington. The course historically averages 33,000-35,000 rounds of golf per season but has experienced a significant increase in usage concomitant with the COVID-19 pandemic: 46,072 rounds played in FY2021 and 42,811 rounds played in FY2022. In addition to recreational golfers, the course also supports the golf teams of both Lexington High School and Minuteman High School and several leagues, clinics and lessons. In addition to its recreational value, Pine Meadows Golf Club historically generates approximately$800,000 in revenue for the Recreation Enterprise Fund. Notably,the revenue has climbed with the recent usage increases reaching $1,162,255 in FY2021 and$1,099,068 in in FY2022. This revenue stream into the Recreation Enterprise Fund not only funds the continued maintenance of the high quality of the golf course through the Pine Meadows Grounds Capital Program and the Pine Meadows Equipment Capital Program,but also subsidizes many other recreational facilities and programs in Lexington. Impact if Not Completed: Professional design and engineering are requisite for completing the renovation of clubhouse at Pine Meadows Golf Club. Delay of design and engineering will delay the renovation proj ect. Delay of the renovation proj ect will result in increased proj ect costs from intrinsic construction cost increases and potentially from additional work required as the result of continued deterioration of the building. During delay, the facility will remain poorly accessible and non-compliant with ADA for the duration of any delay. Facilities-Page 21 Printed Novembe�29, 2023 If the proj ect is never completed,the conditions of the clubhouse will continue to deteriorate,ultimately reaching a state incompatible with public use of the building,which would result in closure of the building and suspension of golf course operations. The loss of revenue from golf course operations would preclude grounds maintenance, and the course would go fallow. Timeframe: FY24 design and engineering (FY25-26 renovation) Replacement Frequency: Design and engineering documents: n/a (Renovated building: approximately 3 0 years) Basis for Cost Projections: Cost estimate provided in October 2020 based on similar projects. Annual inflation of 4%has been added to the construction phase of the proj ect. All cost estimates are provided in then-year dollars (FY2024 request in FY2024 dollars, FY2025 request in FY2025 dollars). Stakeholders: Residents,Non-Residents,Recreation& Community Programs,Recreation Committee, DPF, Lexington High School Golf Team, Minuteman High School Golf Teams. Operating Budget Impact: When the new facility is constructed, solar is expected to be part of the proj ect on the clubhouse and a possible car port adjacent to the clubhouse along the third tee. The solar panels are planned to provide enough energy to allow the facility to be a net zero site. In addition, the maintenance building(along the first fairway) is being evaluated structurally to determine if solar panels can be installed. If this is the case, this site could be a net positive location. Funding Source: General Fund, Recreation Enterprise Fund,potential CPA Prior Authorizations: None. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 200,000 $ $ $ $ Proj ect Management $ 25,000 $ $ $ $ Construction $ 1,600,000 $ $ $ $ Equipment $ 500,000 $ $ $ $ Contingency $ 250,000 $ $ $ $ Totals $ 2,575,000 $ $ $ $ CPA Amount TBD $ $ $ $ Facilities-Page 22 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: East Lexington Fire Station Date: 10/19/2023 Project ID: DPF-25-3 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 781 254 8958 Email: mcronin@lexingtonma.gov Description of Project: The East Lexington Fire House was built in 1951 and is roughly 5,250 square feet in total size. This facility houses fire personnel and its required equipment. The facility has been modified a number of times to fit modern fire fighting equipment,but unfortunately is still not large enough for a Ladder Truck, an Ambulance and an Engine Truck. For example, the fire trucks cannot be pulled out of the garage bays because they extend past the end of the driveway and block the sidewalk. The facility was part of the town wide conditions assessment by VFA in 2020 and received an overall grade of D. The facility needs maj or investments in all it's maj or systems including roof, HVAC, electrical,plumbing, interior finishes, etc. The $50,000 in FY24 is to perform a feasibility study of the site to determine if the new station could�t on the current site. If the current site is not adequate,the architect would recommendation the appropriate size of land that would be required to house a new station. *There is a$2,000,000 placeholder for site acquisition in FY26 in case the feasibility study determines that the current site is too small and a new site would be required. In FY2027,the $1,000,000 request Will be for the design/engineering costs for the station. Justification/Benefit: The facility was built in 1951 and no longer serves the needs of the Fire Department. The building needs many upgrades including a larger garage for the fire trucks. This may require a different site given the square footage limitations with the current site. Impact if Not Completed: Fire fighting operations could be hampered. The Fire Fighting staff are currently housed in a sub standard facility. Timeframe: The proj ect could begin when funds are made available. Replacement Frequency: None. Basis for Cost Projections: Estimate based on a number of other fire station proj ects in the area. All costs are estimates based on cost per square foot of other sub stations being built nearby. All costs are simply estimates at this point. Stakeholders: The Lexington Community and Fire Department staff. Operating Budget Impact: The current facility requires significant investment to bring the building up to standard. When the new facility is constructed it would be limited to utility and maintenance costs, similar to the costs with the current facility. Funding Source: General Fund,possible Excluded Debt Facilities-Page 23 Printed Novembe�29, 2023 Prior Authorizations: ATM 2023 $50,000 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ 2,000,000 $ $ $ Design/Engineer $ $ $ 1,000,000 $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ $ 12,000,000 $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals � � 2,000,000 � 1,000,000 $ 12,000,000 $ CPA Amount $ $ $ $ $ Facilities-Page 24 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: 173 Bedford Street Renovation Date: 10/19/2023 Project ID: DPF-25-4 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: Email: mcronin@lexingtonma.gov Description of Project: After the Police Department move into their new facility, 173 Bedford Street(currently used as the temporary home for the Police Department)will need additional work in order to support another department. The building has been used as a temporary home for both the Fire and Police Departments. Because of the size of both departments,they were limited to the main floor with some smaller usage on the bottom floor. Neither department was allowed to occupy the top floor because of a lack of HVAC and accessibility. The facility would need some basic upgrades in order to house another larger department. The design funds would be used to design an elevator, HVAC replacement, sprinkler system,plus a reconfiguration of the interior spaces to suit the new department. Justification/Benefit: Compliance with code. Making the entire building fully available to another department gives the Town flexibility concerning space challenges In the next 10 years or so, there will be a number of proj ects that will benefit from the use of 173 as a swing space. Impact if Not Completed: The facility needs the renovation work or it's possible it will not be available for occupancy in the future. Timeframe: The temporary Police Station is scheduled to move out mid 2024, and renovations should begin shortly thereafter. Replacement Frequency: None. Basis for Cost Projections: Estimate given based on other proj ects and the 20 year capital plan. Stakeholders: Lexington community Operating Budget Impact: If the building is not available, those departments that vvould need the space Would need to find it commercially. Funding Source: General Fund Prior Authorizations: None. Facilities-Page 25 Printed Novembe�29, 2023 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 50,000 $ $ $ $ Proj ect Management $ 15 0,000 $ $ $ $ Construction $ 5,000,000 $ $ $ $ Equipment $ 250,000 $ $ $ $ Contingency $ 550,000 $ $ $ $ Totals � 6,000,000 $ � $ $ CPA Amount $ $ $ $ $ Facilities-Page 26 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Cary Memorial Library Renovation Proj ect Date: 10/19/2023 Project ID: DPF-25-5 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: (781) 698-4801 Email: mcronin@lexingtonma.gov Description of Project: It has been nearly 20 years since the Cary Library's maj or renovation proj ect in 2004. Over the course of the next ten years, the library will need significant capital investment due to wear and tear and to aging mechanical systems. The library recognized the need to renovate its Children's Room and Large Meeting Room spaces in 2019 when it received an appropriation of$l 00K to conduct a feasibility study for those spaces. The issue of the building's HVAC system reaching end of life prompted replacement of the system on the entire lower level, increasing the scope of the proj ect. Children's spaces in public libraries have changed significantly since the Cary Library was designed in the late 1990s. Several factors drive these changes - advances in technology,the need for more flexible programming spaces, evolving standards in accessibility/Universal Design, and an increasing urgency regarding the safety of children in public spaces. The renovation of the Children's Room will provide a larger programming space,updated restrooms (including one with a universal changing table),better sight lines, and adequate staff work space. The Large Meeting Room adj acent to the Children's Room will also be renovated as part of this proj ect. This space will receive a full technology update for hybrid programming, a new hearing loop, and better kitchen facilities designed for cooking, science, and craft programming. Approximately half of the proj ect cost will go toward installing a new green energy HVAC system for the lower level. The library's HVAC system is nearing end of life, and this proj ect presents an opportunity to convert the lower level. This is an extensive proj ect that will require replacement of ceilings throughout the lower level. Additional capital needs that will be completed during this project include renovation of the lower level restrooms, new carpeting for the lower level hallway, and replacement of the stairway treads connecting the South Lobby and the Main Level. Justification/Benefit: The library is an important community resource, supporting early literacy, lifelong learning, and community connection. The Children's Room was designed in the late 1990s and has not been updated since the building opened in 2004. In addition to refreshing a well-worn space,this renovation will solve some safety issues in the space and make it more functional for students with disabilities (students from the LABBB Collaborative and the Cotting School visit the library weekly). Improvements to the Large Meeting Room will allow the library to meet in person and virtual programming needs and will bring this space inline with other Town meeting spaces. The Library's HVAC system has become increasingly problematic and is nearing end of life. It's replacement and the conversion to clean energy is in line with the Town's priorities. Impact if Not Completed: Today's children's spaces put children at the center of the design process, and allow for a greater range of activities to be accommodated. After nearly 20 years of wear and tear, the room needs updates to furniture, shelving, lighting, technology,restrooms, and creative spaces. Building safety issues were not a significant part of the design process in the late 90s and there are several changes needed to improve safety in the space. Without this proj ect, spaces will continue to degrade and the accessibility and safety issues will remain. Facilities-Page 27 Printed Novembe�29, 2023 Timeframe: The construction schedule should be for FY25 and have a 9-12 month construction schedule. Replacement Frequency: None. Basis for Cost Projections: Total estimate of proj ects from the 20 year capital plan. Stakeholders: Lexington residents,parents, seniors. Students from the LABBB Collaborative and Cotting School. Library staff. Operating Budget Impact: No additional impact to budget. Funding Source: General Fund, Prior Authorization, CPA, Grant/Gift/Trust Prior Authorizations: Article 16J from the 2020ATM appropriated$672,000 towards the mechanical system for the Children's Room and will be used in addition to the funds requested below. Town Meeting Description Authorized Expended� Encumbered* Remaining� Returned 2019/20H Renovaton Desiilnren's Room � 100,000 $ 65,148 $ 2,932 $ 31,920 g Totals $ 100,000 $ 65,148 $ 2,932 $ 31,920 $ Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 500,000 $ $ $ $ Proj ect Management $ 3 5 0,000 $ $ $ $ Construction $ 3,500,000 $ $ $ $ Equipment $ 650,000 $ $ $ $ Contingency $ 500,000 $ $ $ $ Totals � 5,500,000 $ � $ $ CPA Amount TBD $ $ $ $ Facilities-Page 28 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Central Administration Building Demolition Date: 10/19/2023 Project ID: DPF-25-6 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 7812748958 Email: mcronin@lexingtonma.gov Description of Project: Demolition of the current Central Administration Offices (CO) (Old Harrington Elementary School)would make way for new playing fields (see separate Recreation capital item). When the new Harrington Elementary School was built in 2005,the old Harrington School was supposed to be torn down for the construction of fields that were displaced by the construction of the new Harrington School. The school department administrative offices moved into the old Harrington and repurposed it as the new Central Administration Offices. When the High School project begins, the area currently used for athletic fields will be used as a lay down area and a possible location for the new LHS. As a result of taking all the athletic fields off line, there will be a significant shortage of playing fields and the old Harrington site would provide some relief to the shortage. Once the Central Administration Offices are demolished,the Recreation Department would construct up to three fields which would help signi�cantly during the LHS construction period. Justification/Benefit: To make room for three new playing fields replacing the lost fields when the Harrington Elementary School was built in 2005. Also, the new fields will offset the lost fields at Center when those fields come offline for the construction of the new LHS. Impact if Not Completed: Significant investment is needed to replace the expired systems including windows,roof, HVAC, etc. In the 20 year capital plan,the CO building is currently rated as an "F" building,meaning it has significant immediate infrastructure needs. The building immediately needs a new HVAC system,new windows, neW exterior doors, new roof, incoming electrical distribution, masonry waterproofing, and complete life/safety systems replacement. The amount of investment that is required for deferred maintenance is $15,000,000. At this point it would require the building occupants to vacate the building for 12-18 months. Timeframe: If the building is vacated and demolished, it would alloW the Recreation Department to proceed With their plan to construct 3 playing fields before the High School fields are displaced during the construction of the neW LHS. Replacement Frequency: None Basis for Cost Projections: Cost per square foot estimate. Stakeholders: Lexington community Operating Budget Impact: The impact would be reducing all operational costs to the budget. Funding Source: General Fund Prior Authorizations: None. Facilities-Page 29 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • � • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Iyn �ovement Pro ect g p p J Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ ---J--- Management $ $ $ $ $ Construction $ $ 1,500,000 $ $ $ Equipment $ $ $ $ $ Contingency $ $ 150,000 $ $ $ Totals $ $ 1,650,000 $ $ $ CPA Amount $ $ $ $ $ Facilities-Page 30 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Clarke HVAC Replacement and Electrification Date: 10/19/2023 Project ID: DPF-25-7 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 7812748958 Email: mcronin@lexingtonma.gov Description of Project: Clarke Middle School is in need of a maj or HVAC renovation. A large scale HVAC proj ect was completed in 2008. Ironically the systems went from an all electric system to a fossil fuel HVAC system in 2008. Although a sizable proj ect was completed then, the primary air handling systems (AHU's)were all installed in 2000. These have a 20 year life expectancy and are now past their life expectancy. Typical office spaces and classrooms spaces use unit ventilators (UV's) and Variable air Volume fan boxes. The UV's are in each classroom and provide fresh air and heating. The AHU's provide fresh air and heat to spaces other than classrooms such as corridors, library, cafeteria, gym, auditorium, etc. The goal of this project is to replace the fossil fuel classroom UV's tivith all electric Variable Refrigerant Flow(VRF)heating and cooling units. The AHU's, from 2000,use fossil fuel, and are all on the 20 year capital plan for replacement. Clarke has only about 50% of the building air conditioned and most of the classrooms are not. On hot and humid days, the temperature in this building is not adequate for teaching and learning. When this proj ect is complete, Clarke, like the new LHS,Diamond and the newer elementary schools will be fully air conditioned. Bridge and Bowman only have "partial cooling" meaning there is AC,but only when there are temps below 80 and if the humidity is below 75%. Beyond those set points the systems can not handle the load. Justification/Benefit: The equipment is at end of life and needs to be replaced before complete failure. Impact if Not Completed: If the systems fail,the school may have classrooms Without heating and fresh air. Timeframe: This work would likely take place during the summer months of 2029. Once an architect is engaged and can assess the complexity of the proj ect, a better understanding of this proj ect will allow planning for phasing over two summers. Replacement Frequency: None Basis for Cost Projections: 20 year capital plan which includes escalation through 2029. Stakeholders: Lexington community Operating Budget Impact: The impact would be improving the comfort and reliability of the HVAC system and reducing all fossil fuel costs to the budget. Funding Source: General Fund, Excluded Debt Prior Authorizations: None. Facilities-Page 31 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • � • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Iyn �ovement Pro ect g p p J Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ ---J--- Management $ $ $ $ $ Construction $ $ $ $ $ 21,000,000 Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ $ $ $ $ 21,000,000 CPA Amount $ $ $ $ $ Facilities-Page 32 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Solar Assessment Lincoln Fields Date: 10/19/2023 Project ID: DPF-25-8 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 7812748958 Email: mcronin@lexingtonma.gov Description of Project: As part of the Lincoln Park Master community outreach and feedback,the introduction of solar options/collectors is being considered. In order to properly assess the site for solar production using canopies,the Town would need to consult with a geotechnical engineer to understand the soil conditions given that the site is a capped landfill. The Town would also need to consult with solar professionals to site the solar collectors and to determine the possible size of the system. Justification/Benefit: This solar collector system would continue the Town's investment in becoming a net zero community lessening the dependency of fossil fuels for ToWn facilities. Impact if Not Completed: The loss of potential savings to the Town's electrical bill. Timeframe: This proj ect would be incorporated into the Lincoln Park Master Plan and implemented during the end of life replacement of the Lincoln Field#3 renovation that is currently in the Recreation Committee 5-year capital plan for FY26. Replacement Frequency: N/A Basis for Cost Projections: Estimate Stakeholders: The residents of Lexington,the Lincoln Park users of the athletic fields,playground, fitness path and stations, walking trails. Operating Budget Impact: Funding Source: General Fund Prior Authorizations: None Facilities-Page 33 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • � • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Iyn �ovement Pro ect g p p J Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 30,000 $ $ $ $ ---J--- Management $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ 30,000 $ $ $ $ CPA Amount $ $ $ $ $ Facilities-Page 34 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Cary Memorial Library Upper Floors HVAC Renovation Date: 10/19/2023 Project ID: DPF-25-9 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 7812748958 Email: mcronin@lexingtonma.gov Description of Project: It has been nearly 20 years since the Cary Library's maj or renovation proj ect in 2004. Over the course of the next iten years,the library will need significant capital investment due to Wear and tear and to aging mechanical systems. The Lower Level of the building is moving forward as a capital request in the FY25 budget process. This second proj ect will cover the remaining two levels of the building(Main and Upper Levels), as well as exterior needs. The upper two levels will be converted to a all electric HVAC system and will be integrated with the lower level system.NeW ceilings, insulation, and lighting Will be installed. Restrooms on these levels Will be renovated, carpeting will be replaced, and some programmatic spaces will be reconfigured. Because of the need to access the duct work, existing soffits will need to be removed necessitating significant finished carpentry Work to make the rooms look as if no work ever took place. The roof is due to be replaced in 2024 and 2026, therefore it will be completely replaced as part of the proj ect. Because the bulk of the new HVAC systems will be located outside the building,there is expected to be significant amount of work performed on the chiller pit area. It's possible the pit could be partially filled in and slightly enlarged to accommodate the VRF condensing units. Justification/Benefit: The library's HVAC system reaches end of life in FY30 and needs addressing. The library circulates over a million items each year and hosts over 350,000 visitors. The library is an important community resource, supporting lifelong learning and community connection. It is one of the few resources in Town that serves people of all ages and is an anchor to both the business and historical districts. This proj ect will ensure that the building can continue to serve its current functions and allow some reimagining of existing spaces based on current and future needs,potentially adding some new group study/small meeting spaces. Impact if Not Completed: The library's HVAC system has never functioned optimally and will reach end of life in FY3 0. HVAC system failure would result in a lengthy(and unplanned) service interruption. The library has several areas where additional insulation is needed. Sprinkler system pipes have cracked in the past, causing damage to the building and collections. This is likely to happen again if the insulation issues cannot be permanently fixed. Timeframe: Construction to take place in FY29 With a 12-month timeframe. Library will need to move offsite during this proj ect. Replacement Frequency: N/A Basis for Cost Projections: The 20 year capital plan 1 Facilities-Page 35 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • � • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Iyn �ovement Pro ect g p p J Stakeholders: Community members and organizations, students, library staff Operating Budget Impact: None Funding Source: General Fund, Excluded Debt, CPA, Grant/Gift/Trust Prior Authorizations: Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ 2,000,000 $ ---J--- Management $ $ $ $ $ Construction $ $ $ $ $ 21,000,000 Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ $ $ $ 2,000,000 $ 21,000,000 CPA Amount $ $ $ TBD TBD Facilities-Page 36 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • � • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Iyn �ovement Pro ect g p p J . vv xl u � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . . . . rmn i 111 . . . r ml 1 n Facilities-Page 37 Printed Novernbe�29, 2023 M � v N � O ��,,,, �,� � �h N � � � � �� o� a�+� �, � N � � � •°a c� � b� �� '� �?� '� � �w �.� �� '� r� � r� N� r�a o � '�' � � � �'� � �U � � � p�, � '� a�� a> a� � a�� a�i�p� ��.`�' �� P� ,4�� C7 W U L'7�L'7 L'7 Q L) � .,� o, I I aa I � � N E-+ [� O N � � � � � 00 � � pQq o 0 �i o � o 0 � � o 0 � � •� � N N � � � � � � o 0 � � � � � o 0 `� o 0 0 ,� � o 0 � N N � � � � � � � � O O � �o � � � o 0 � N o 0 � N o 0 � � � � � � � � � � � � � � � � � � I I � � N � � � .,� o � N � � � U � � � � � � N � ,� � � � � � � N •� � � � O .� � � � �o � o � N .� � �, � .�, � � v � o a �, � � � � � o °o � � � �•I � � •.--i ,� .,..� � � � � � � � ° � �-' � � .�, C� � � � � � � ~ ,��..� � �, � �+ � � � � � v � � � � � `I� � � � � '� � �ID a � •o o � �' � � � � � •� `''' p� �' � � � � �+ O � � .,� .,� a� � � � � � � � � � � � � � � � 4� N o �o �o .� � � � � � � o � O � � �, � �'� � �" o � � � � � � c� � o � � �+ N .� c� c� � � o0 � � �"'� P-� L� � P-! v� �' �, A w � � � N � O� � � 1^� 1^� �/�� "��St9t.` �+�"'FflE.�dC',q"p::.s V 1 V J V 1 � �� t , i�� >> � �^ N N N P"' � q�C9�' a "e �/ �.:iW��u�u / i.rxi2riov �.. ,�, _..... ��i .._.... '�"� "�' �, �,'5�.7 f� r_� r_� r`� ,� �m, ,� ^ ^/� ^/� ^/� � •�1 "�, {.aa.�I � � '�°�I � ^ ^ ^ � r� ; r � � °p�/ � � �'„�` . W,� m�„ tlm`NI1VUia1(IIQV/�'� � � � � �I` p��, �,��uti i iuiriai v r�".'' dr� ro� `,,/ � V �a��,x�dM S$*�,,„_' ��b.Lm�a�^,,,,:' C� � ,�J�� .k��'�� "" '�Q� ��b. CA� � ��,", �W �� ``"�r� � • � • ��j��4=� Town o Lexin ton - FY2025-29 Ca ital Im �ovement Pro ect g 1� p J Project Name: Stone Building Renovation and Addition Date: 10/19/2023 Project ID: CPA-1 Department: Department of Public Facilities Revised: Submitted by: Michael Cronin Phone: 781 254 8958 Email: mcronin@lexingtonma.gov Description of Proj ect: To renovate the Stone building and construct an addition that could include bathrooms, an elevator, a stairwell for emergency egress, and a possible kitchen. The Renovation could restore the building floor plan interior finishes back to the recommendations of the 2009 Stone Building Historic Structures Report. The design would be expected to accommodate future tenants and their specific use. The renovation could also be flexible to customize the interior to best suit the future operations of the tenants. Justification/Benefit: Restoring the Stone Building Would honor the building and its intended use when it Was originally donated to the Town. The renovation would allow for the Lyceum to be reactivated and used by the community. The rest of the building would be for purposes yet to be determined. Impact if Not Completed: The house would continue to sit and suffer continued decay. Timeframe: The project would hopefully be underway before the 250 year celebration. Replacement Frequency: None Basis for Cost Proj ections: Square footage cost estimate. This figure will be refined when the final scope of the renovation is known. The building is 5000 sq. ft. and at an all in cost of$1500/sq. ft. for a historical renovation plus the addition including the bathrooms, elevator, egress stairs, etc. Stakeholders: Lexington Community. Operating Budget Impact: No impact to the operating budget. Until a tenant is found, the impact to the operating budget would be limited to maintenance of the new facility plus utilities. Funding Source: CPA Historical Resources Please use this field to specify grant/gift/trust or other funds or if multiple sources will be used: Cash Capital,Debt Prior Authorizations: None. Facilities-Page 39 Printed Novembe�29, 2023 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ Project Management $ $ 200,000 $ 200,000 $ 200,000 $ Construction $ $ 4,500,000 $ 2,000,000 $ 2,000,000 $ Equipment $ $ $ $ $ Contingency $ $ 450,000 $ 200,000 $ 200,000 $ Totals $ � 5,150,000 $ 2,400,000 $ 2,400,000 $ CPA Amount $ $ 5,150,000 $ 2,400,000 $ 2,400,000 $ Facilities-Page 40 Printed Novembe�29, 2023 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Cary Memorial Library Presentation PRESENTER: ITEM NUMBER: Ko ren S temb ridge, D irec to r o f C ary Memorial Library I.3 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review prelimillary F Y2025 budget for C ary Memorial Library. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/29/2023 3:15pm ATTACHMENTS: Description Type � ]q��.r��:n��:��:��ar� ,,,�..�� .��i��.::..,��y�-9�`�"��"�,`��°��:��:��,�: ]q��.��:r�fm�,��,�:��m �� iuummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.run �i��i��u '. . sa , ��ruuumwi"�rrta' i. �� mmv�J �uuuoJuwwwr ' '�'J r ouuwir'�J'i'��" o �� nma�i . � � mmue u, � �� ,�� , . � � - ��w " � „ I um�� i¢ 1nt �� um+++I III i iuu�(N�iU IIII (i�M'iWNI, R,, "�y, �F, uuuU�1"hii�ilWmu u �uud�� llf IIIII ` �1�� , �L 1� I uuuu� �� iiorl i �'�I�li�' 'W�`5r, �� '",� w41P 'R��d a r�1�1�111� ��IIIII�III'�` �� " Wifiumlii i, `, , „ " ��uml ,.. �M^ � `� �v,� ii,,;,i „i j i ;'��„�� II�;� i� um �uu��mo � wu 1 �Y 1P �111� 'IJJ I� I M r l, j�� IVIIdIuUU,,' ,. „ - '" 1 � � � i6�� ii�., Jl� �� I�II��,;i: L I�tr �` „ � , IV , �� M�I, �III u, � � '% „.,ii. ..,':�� .s,i ria,,,rioiiiiimnniiiiiimi000000ie»»»»»»»»iiiiiiiiiiaiiiiiiiiiiiiiiiiiaiimm»»»»�iiiiiiii¢,iiiiiiiia„i,,,,,,;a� .. ,,:i;„i,oiiiiaioiaaiiiiiiiiiiii,,,,,.riiio,ci;,,,,,,,,,,,,,,,,,,,,,,;iiiiiiiiiiiiiiiiiiiiiiiiiiiiii,ac„i.,. ,; �:�.,. �� y��' ll p _�� ii�' '� v � �� I�a� '�� IIIII Q�� '' i��a �'�� 'u,, ��4 '� , � , , �� U` �� uiHa� � �,��;" f�ii� �; � ` � a �, u�tiuiy�i�(i, f jf��i;,'`;; �l� ,� �rr� ; �wui�r�� ti � �, �"� �jJ� "rr� uw�nu �� „uu ��f� �f J,. � "; � %�11 Yl' �� " /�s �, N4.�-: f � / ��b � IVI "r' ��imi J�i u lllll �1� � f� '�III �I, � � f � �r� ''�� I;��':. ,�y: �� / ��f;t � I41Y:�I�I �,. � 1y � �� ,,J f� WI �i "° � �i II �� l � � r „ � j� Jk"�kifi� I �� Il�ldl( � �r 1 ` ' i� ioa' �M „,�fi6 ia W ��«� In N8 � � I at II W/ ,� % ' , ,�� IN� I� o �V "�, �III �'r , , II N � iu I J� � Ifr, '��WPI�"°� � i , I " � ». - � '1 � „q��„ NII� riN� � �` � �� „ � �r �� , � �� , ��y � � �� , � �� W,�� I�, - � ��ir:„� -"�,� `�!�� ,' '��f�i� � iiuw�� , � ;; ;% y,,,,�� ;�)�� '� � � �'� ��y� h �V a u, ////�i , �r��i� „I r 0 "=if/ttr��/��j�� iff, �ll�;" I�� VII 4- y� � i� %�� r ddi`�ij � ti� }�u i�'� ti� 9i/ G, j;,, / liii,�� %� � �I�II1t , 'llw � w, �� `' ��(f'�� INuu. r1Nl� � �, ` �� l ;; i t � � „ UJ� �U III�;��I�� ,�� b i i' l)a %I/�� ioii4�li€„ ° uhf� ' '' ,` ° �r��:n uk �i�N� ��,°;,�yi �M�u� ��IK�"�i�^',,,,,, ��J;' �u'�� i�� I��„1� �<,�� i4�i�� `,i��id(, �,. �i�'�` ��1�'�r� r� : ,, '�r�;� W� �: f�. ,� , � „, � � � �� '� ��U�� W��i' �� r iuu ��'lllllll6�lllillliu� om� VIIV�di Wuu � �,mu �uu y� Np � ��'4u� �'Vlb�u� IIII �� iiuJuul� iu� "�a��'lIP tiiq � i Il� ',h �791p�NU��111�friliGi uuulll I uui fwu u� � ��, � I` ;,, '�" �i��ri' I� ' ^ . � �� Y fGllldll uui r ii u�uuuuu �� i,; IIII I i"�w 'i. umi!�� W�UUiii � uii ,. u iW'm' ��ii oir,�a� �mma� h �m�W �am �'�nv 7 u IIIII f m�w�mu ::uiuumr��` ytl�, �iiiil ; f � I rrmri,iar�eaw�v�irrrr/�� ""'"/ ��urd�„ ,�I"W��rvim�a w911 � � I�I' uu � �/� �.UU u muuJ'�u / I � III, i. LU;` uuu+i�� 'uw J��; ;uu ouuum i :I� w'� �u�N�lumUli'� �fuuumiwwu.0 i um VIV uux i i�uuuW'wwii�'i Illi�' � r ��%9AlIIIIIP"Jl� / � / �//RJJMpA10Y01r�� . � �"`��miiiiiiiiiixxiiiiiauuuuuumuwwuurvaiiir�: � "�/C a Car Memorial Librar y y Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Koren Stembrid e Librar Director g � y Select Board Presentation November 29 2023 , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2025 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 FY2025 level-service budget request is $3,476,060 to be supported from Town funds, an increase of$90,240 or 2.67% from FY2024. Compensation is increasing by $53,516 or 1.98%, which reflects contractually obligated step increases. Because the Town is currently bargaining with the library's Staff Association, there are currently no cost of living increases included in the FY24 or FY25 budgets. Operating expenses are increasing by $36,724 or 5.33%. Budget Issues and Updates: FY2023 was a busy year for the library with more than one million items borrowed by library users. The library welcomed 120 thousand more visitors in FY2023 than in the previous year and attendance at adult programs (in person and virtual) increased significantly. Work with the Department of Public Facilities and architects from Johnson Roberts Associates continued in FY023 and a preliminary design for the renovation of the library's Lower Level was approved the Library Board of Trustees. This renovation will include the library's popular Children's Room and Large Meeting Room spaces, Lower Level restrooms and hallway spaces, and the replacement of the stairway from the South Lobby to the Main Level. The HVAC system for the Lower Level of the building will also be replaced as part of the project, moving this floor of the library to a new clean energy system. A capital request for construction funding for this project is included in the library's FY025 budget. The library has one Program Improvement Request for a full time Teen Services Librarian to help meet the demands on our busy Teen Space. 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 Teen Services Librarian $ 74,978 $ $ 18,819 $ 93,797 �\Tot�l 51�0 by F�eq�uest��\ $ 74,�7� � — � 1�,�'19 � 9�,7�7 FY2022 FY2023 FY2024 FY2025 Actual Actual Budget Estimate Municipal Budget $3,019,439 $3,344,725 $3,385,820 $3,476,060 Trustees/Fines and Fees $7,760 $0 $7,500 $7,000 Trustees/Endowment $15,561 $14,763 $15,000 $15,000 Total Trustee Budget $23,321 $14,763 $22,500 $22,000 Gifts from Foundation and Friends $245,669 $132,555 $125,000 $60,000 State Aid $53,560 $77,628 $83,142 $86,052 • . • • - • : � • - '� � • • 1 '� .• . '� . . � . '� .. . 5100 - Cary Memorial Library 2 FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $3,019,439 $3,344,725 $3,385,820 $3,476,060 $90,240 2.67% � ♦ � 1 � r 1� 1 � I � �� I I �� • � �� • � •/ 'i� 1 � / • ' 1 FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Revised Request Increase Increase Compensation $2,412,910 $2,650,088 $2,696,650 $2,750,166 $53,516 1.98% Expenses $606,529 $694,637 $689,170 $725,894 $36,724 5.33% � • / 1 � • �� 1 � I � �� I I �� • � �r � � / �� 1 � 1 • , 1 FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Revised Request Increase Increase Total 5110 Admin. & General $546,897 $667,373 $658,399 $683,590 $25,191 3.83% Services Total 5120 Adult Services $1,591,779 $1,743,302 $1,790,030 $1,841,739 $51,709 2.89% Total 5130 Youth Services $880,763 $934,050 $937,391 $950,731 $13,340 1.42% . . � � . , �, � • , . �, , . �, : : � �, - . � .� �,• � - � . � , FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Revised Request Increase Increase Salaries &Wages $2,351,919 $2,588,481 $2,631,524 $2,685,040 $53,516 2.03% Overtime Sunda Premium $60,991 $61,607 $65,126 $65,126 $0 % Personal Services $2,412,91 D $2,650,088 $2,696,650 $2,750,166 $53,516 1.98% Contractual Services $124,499 $157,309 $162,724 $168,500 $5,776 3.55% Utilities $858 $430 $1,000 $500 $(500) (50.00)% Supplies $441,059 $496,961 $495,446 $521,894 $26,448 5.34% Small Ca ital $40,114 $39,937 $30,000 $35,000 $5,000 16.67% Expenses $606,529 $694,637 $689,170 $725,894 $36,724 5.33% � • � � � • �� I � �� I I �� • � �� • � �� • , 1 5100 - Cary Memorial Library 3 � �� ° ��__��` ��, ��,"�,,�°"" ,� �� ` �``��,, ■ ,� � c 4,�, Town of Lex�n to n � Pw � �� g � �; m�r� � �� J �� , ;��ry '�� FY2025 Bud et Develo ment � � ;j, 9' p ��N�� ` ��rvs��- � Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library FY2022 FY2023 FY2024 FY2025 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 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 Head of Bibliographic 0 1 1 1 Services*** Librarian I****,***** 6 8.73 8.73 8.7 Librarian II/Manager *,*** 4 3 3 3 Library Associates****,***** 8 6 6 6 Library Technician I**** 2.8 2.9 2.9 3 Library Technician II 6 6 6 6 Adult Pages****** 1.6 2.56 2.56 2.6 Student Pages****** 0.68 Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed Total FTE 36.1 37.2 37.2 37.3 Total FT/PT 28FT/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 I Is 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 exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� 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. The Small Equipment budget was cut last year as part of budget reductions. We are asking to increase that line by $5,000 in FY025. The travel line has also been increased to allow for more staff professional development. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $342,468 $428,896 $427,175 $438,590 $11,415 2.67% 511010 Part-Time Wa es $1,676 $0 $0 $0 $0 % Subtotal Compensation $344,144 $428,896 $427,175 $438,590 $11,415 2.67% 520000 Contract Services $34,898 $46,308 $48,000 $49,000 $1,000 2.08% 538080 Printing & Forms $1,449 $3,000 $3,000 $3,000 $0 % 524030 Equip. Service & Repair $0 $772 $1,000 $1,000 $0 % 527030 Lease Agreements $6,583 $16,574 $20,000 $21,000 $1,000 5.00% 572000 Mileage $82 $491 $500 $500 $0 % 542020 Postage & Mailing $2,872 $2,959 $3,000 $3,000 $0 % 571000 Travel $1,733 $5,954 $6,000 $8,000 $2,000 33.33% 534070 Minuteman Library Network $76,882 $81,252 $81,224 $83,000 $1,776 2.19% 534020 Telephone $858 $430 $1,000 $500 $(500) (50.00)% 534030 Mobile Devices $0 $0 $0 $0 $0 % 558000 Supplies $36,558 $40,300 $36,500 $40,000 $3,500 9.59% 585020 Small E ui ment $40,114 $39,937 $30,000 $35,000 $5,000 16.67% Subtotal Expenses $202,029 $237,977 $230,224 $244,000 $13,776 5.98% Total 5110 Administration &General �546,173 $666,873 $657,399 $682,590 $25,191 3.83% Services 5100 - Cary Memorial Library 5 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� 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 only contractually obligated step increases. Because the Town will be negotiating a new contract with the Library's Staff Association, this request does not currently reflect any cost of living increases for FY2024 or FY2025. In order to comply with state certification requirements, the library must spend the equivalent of 13% of its municipal appropriation on library materials. The materials budget is increased by 5% to cover increases in the costs of library materials as well as to ensure that the library remains in compliance. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $930,504 $1,035,461 $985,842 $1,003,010 $17,168 1.74% 514000 Other Compensation $13,100 $14,532 $18,705 $18,705 $0 % 513000 Overtime $2,878 $524 $0 $0 $0 % 514040 Sunday Premium $41,840 $34,288 $46,953 $46,953 $0 % 514090 Longevity $5,278 $6,448 $7,092 $6,992 $(100) (1.41)% 511010 Part-Time Wa es $300,676 $310,844 $390,068 $407,640 $17,572 4.50% Subtotal Compensation $1,294,276 $1,402,097 $1,448,660 $1,483,300 $34,640 2.39% 551060 Audiovisual Materials $25,206 $28,280 $29,713 $31,199 $1,486 5.00% 551030 Books $219,150 $236,801 $248,575 $261,004 $12,429 5.00% 558080 Public Technology $10,048 $10,864 $11,576 $12,155 $579 5.00% 558090 Minuteman Di ital Content $43,099 $65,261 $51,506 $54,081 $2,575 5.00% Subtotal Expenses $297,503 $341,206 $341,370 $358,439 $17,069 5.00% Total 5120 Adult Services $1,591,779 $1,743,303 $1,790,030 $1,841,739 $51,709 2.89% 5100 - Cary Memorial Library 6 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� 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 stafFworking after 6 PM and on Saturdays. Sunday Premium is paid to staff working on Sundays. This is a level-service budget. Compensation increases reflect only contractually obligated step increases. Because the Town will be negotiating a new contract with the Library's Staff Association, this request does not currently reflect any cost of living increases for FY2024 or FY2025. In order to comply with state certification requirements, the library must spend the equivalent of 13% of its municipal appropriation on library materials. The materials budget is increased by 5% to cover increases in the costs of library materials as well as to ensure that the library remains in compliance. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u la r Wages $640,329 $686,445 $676,558 $679,517 $2,959 0.44% 514000 Other Compensation $6,933 $8,203 $6,155 $6,155 $0 % 513000 Overtime $1,473 $953 $0 $0 $0 % 514040 Sunday Premium $14,801 $25,843 $18,173 $18,173 $0 % 514090 Longevity $2,211 $2,419 $3,062 $3,262 $200 6.53% 511010 Part-Ti me Wa es $108,018 $94,732 $115,867 $120,169 $4,302 3.71% Subtotal Compensation $773,765 $818,595 $819,815 $827,276 $7,461 D.91% 558080 Public Technology $10,549 $11,025 $11,576 $12,155 $579 5.00% 551030 Books $96,449 $104,430 $106,000 $ 111,300 $5,300 5.00% Subtotal Expenses $106,998 $115,455 $117,576 �123,455 $5,8 79 5.00% Total 5130 Youth Services $880,763 $934,050 $937,391 $950,731 $13,340 1.42% 5100 - Cary Memorial Library 7 FY2025 Program Improvement Request # 1 of 1 Department: Library Element: 5130 - Youth Services PIR Title: Full Time Teen Services Librarian Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 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 $ 18,819 $ 18,819 Expenses $ $ Total Expenses $ $ $ Purpose/Description of Request: 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 the library is 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. � 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 5100 - Cary Memorial Library 8 collections, and work with students and community partners who are engaged in projects that build diversity and inclusivity in Lexington. 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 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Recreation& Community Programs Presentation PRESENTER: ITEM NUMBER: Melissa Battite, Director of Recreation & C ommunity P ro grams I.4 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review prelimillary FY2025 budget for Recreation and Community Programs. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 11/29/2023 3:45pm ATTACHMENTS: Description Type � ]q��.r��:n��:��:��ar� .�-�.��-��c��..�",��r��m�:�.y��`��;��4`�'�,(��,��'��,��m��.�:�� ]q��.��:r�fm�,��,�:��m �� iuummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.run �i��i��u '. . sa , ��ruuumwi"�rrta' i. �� mmv�J �uuuoJuwwwr ' '�'J r ouuwir'�J'i'��" o �� nma�i . � � mmue u, � �� ,�� , . � � - ��w " � „ I um�� i¢ 1nt �� um+++I III i iuu�(N�iU IIII (i�M'iWNI, R,, "�y, �F, uuuU�1"hii�ilWmu u �uud�� llf IIIII ` �1�� , �L 1� I uuuu� �� iiorl i �'�I�li�' 'W�`5r, �� '",� w41P 'R��d a r�1�1�111� ��IIIII�III'�` �� " Wifiumlii i, `, , „ " ��uml ,.. �M^ � `� �v,� ii,,;,i „i j i ;'��„�� II�;� i� um �uu��mo � wu 1 �Y 1P �111� 'IJJ I� I M r l, j�� IVIIdIuUU,,' ,. „ - '" 1 � � � i6�� ii�., Jl� �� I�II��,;i: L I�tr �` „ � , IV , �� M�I, �III u, � � '% „.,ii. ..,':�� .s,i ria,,,rioiiiiimnniiiiiimi000000ie»»»»»»»»iiiiiiiiiiaiiiiiiiiiiiiiiiiiaiimm»»»»�iiiiiiii¢,iiiiiiiia„i,,,,,,;a� .. ,,:i;„i,oiiiiaioiaaiiiiiiiiiiii,,,,,.riiio,ci;,,,,,,,,,,,,,,,,,,,,,,;iiiiiiiiiiiiiiiiiiiiiiiiiiiiii,ac„i.,. ,; �:�.,. �� y��' ll p _�� ii�' '� v � �� I�a� '�� IIIII Q�� '' i��a �'�� 'u,, ��4 '� , � , , �� U` �� uiHa� � �,��;" f�ii� �; � ` � a �, u�tiuiy�i�(i, f jf��i;,'`;; �l� ,� �rr� ; �wui�r�� ti � �, �"� �jJ� "rr� uw�nu �� „uu ��f� �f J,. � "; � %�11 Yl' �� " /�s �, N4.�-: f � / ��b � IVI "r' ��imi J�i u lllll �1� � f� '�III �I, � � f � �r� ''�� I;��':. ,�y: �� / ��f;t � I41Y:�I�I �,. � 1y � �� ,,J f� WI �i "° � �i II �� l � � r „ � j� Jk"�kifi� I �� Il�ldl( � �r 1 ` ' i� ioa' �M „,�fi6 ia W ��«� In N8 � � I at II W/ ,� % ' , ,�� IN� I� o �V "�, �III �'r , , II N � iu I J� � Ifr, '��WPI�"°� � i , I " � ». - � '1 � „q��„ NII� riN� � �` � �� „ � �r �� , � �� , ��y � � �� , � �� W,�� I�, - � ��ir:„� -"�,� `�!�� ,' '��f�i� � iiuw�� , � ;; ;% y,,,,�� ;�)�� '� � � �'� ��y� h �V a u, ////�i , �r��i� „I r 0 "=if/ttr��/��j�� iff, �ll�;" I�� VII 4- y� � i� %�� r ddi`�ij � ti� }�u i�'� ti� 9i/ G, j;,, / liii,�� %� � �I�II1t , 'llw � w, �� `' ��(f'�� INuu. r1Nl� � �, ` �� l ;; i t � � „ UJ� �U III�;��I�� ,�� b i i' l)a %I/�� ioii4�li€„ ° uhf� ' '' ,` ° �r��:n uk �i�N� ��,°;,�yi �M�u� ��IK�"�i�^',,,,,, ��J;' �u'�� i�� I��„1� �<,�� i4�i�� `,i��id(, �,. �i�'�` ��1�'�r� r� : ,, '�r�;� W� �: f�. ,� , � „, � � � �� '� ��U�� W��i' �� r iuu ��'lllllll6�lllillliu� om� VIIV�di Wuu � �,mu �uu y� Np � ��'4u� �'Vlb�u� IIII �� iiuJuul� iu� "�a��'lIP tiiq � i Il� ',h �791p�NU��111�friliGi uuulll I uui fwu u� � ��, � I` ;,, '�" �i��ri' I� ' ^ . � �� Y fGllldll uui r ii u�uuuuu �� i,; IIII I i"�w 'i. umi!�� W�UUiii � uii ,. u iW'm' ��ii oir,�a� �mma� h �m�W �am �'�nv 7 u IIIII f m�w�mu ::uiuumr��` ytl�, �iiiil ; f � I rrmri,iar�eaw�v�irrrr/�� ""'"/ ��urd�„ ,�I"W��rvim�a w911 � � I�I' uu � �/� �.UU u muuJ'�u / I � III, i. LU;` uuu+i�� 'uw J��; ;uu ouuum i :I� w'� �u�N�lumUli'� �fuuumiwwu.0 i um VIV uux i i�uuuW'wwii�'i Illi�' � r ��%9AlIIIIIP"Jl� / � / �//RJJMpA10Y01r�� . � �"`��miiiiiiiiiixxiiiiiauuuuuumuwwuurvaiiir�: � "�/C a Recreation and Communit Pro rams y g Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Melissa Battite Director of Recreation and , Communit Pro rams y g Select Board Presentation November 29 2023 , ��".��' �,��<. ��'"°� ,� `"�"``� ; �:�� ,� _, � ■ �� a� r� ��`� Town of Lex�n ton �� W g � �� a�..�a�� '� � �� FY2025 Bud et Develo ment �� r�� ,�; 9' p �� ,,�,�� .��r��`��`A'% ��.._.... Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs Mission: To provide the community opportunities to engage in quality, inclusive and accessible programs and services. To be a leader in promoting inclusion, community engagement and a healthy active lifestyle. Creating Community Through People, Parks, and Places. Budget Overview: The Department of Recreation and Community Programs consists of four divisions: Administrative, Recreation, Pine Meadows Golf Course and the Community Center. The requested FY2025 operating budget is $3,644,015. � Personal Services is increasing by 6.38% due to several factors including the increase to the minimum wage and hiring additional seasonal part-time staff as compared to FY2024 as the scope of programs and services continue to increase, staff coverage associated with operations at the Community Center, and contractual obligations. • Expenses are decreasing by (3.37)% which is primarily due to the financial restructuring of the contracted services that are offered in the summer. • For FY2025, the Indirect contribution to the General Fund to cover the cost of employee benefits and indirect services provided by other departments is $318,528, and overall tax levy support for three Community Center staff and other department operations totals $272,708. The Department operates as an Enterprise Fund whereby program and facility fees cover the cost of operations. As such, the operating budget may increase or decrease year to year to meet changes in enrollment and facility use demands while responding to the community needs and industry trends. The Director of Recreation and Community Programs, through the Recreation Committee, will continue to set fees with the approval of the Select Board. The operating budget includes over a dozen permanent and part time staff as well as hundreds of seasonal staff and volunteers who support the delivery of programs, services and facilities along with the expenses needed to operate. Our mission is to provide the community opportunities to engage in quality, inclusive and accessible programs and services. Revenue generated through the Enterprise Fund also helps fund some of the Recreation Committee Capital Improvement Projects. In FY2023, the Department provided a total of $33,226.75 in financial aid through funding sources including grants from Fund for Lexington and the Dana Home Foundation as well as private donations made to the Recreation Gift Fund, with additional subsidies through the Recreation Enterprise Fund operating budget. 5200 - Recreation & CP 1 Departmental I n itiatives: 1. Implement the Key Findings of the 2021-2022 Comprehensive Study of Athletic & Outdoor Recreation Facilities and the 2023 Lincoln Park Master Plan in the development of the operational and capital improvement planning for the future needs of the community. 2. Actively participate in the planning and preparations for the 5-year impact on the community with the permanent and temporary loss of outdoor recreation facilities at the Center Recreation Complex. 3. Maintain and sustain the financial stability of the Recreation Enterprise Fund. 4. Continue the growth and implementation of the department's therapeutic, adaptive and inclusive recreation programming. 5. Support Townwide cultural and historic events and initiatives such as diversity equity and inclusion. Program Improvement Requests Comp. Expenses Benefits Total Community Center/Department of Pu bl ic Faci I ities $ $ 20,000 $ $ 20,000 Full-Time Recreation Coordinator $ 46,075 $ $ 18,400 $ 64,475 Tc�t�1 520� by R�que�t � 4f�,07� $ 20,�00 $ 18,4U0 $ �4,475 FY2021 FY2019 FY2020 Revised FY2022 FY2023 FY2024 FY2025 Program Budget Budget Budget Budget Budget Budget Request 5210 Ad m i n istration $ $ 487,857 $ 440,828 $ 413,114 $ 532,078 $ 509,073 $ 589,781 5220 Recreation $1,496,492 $1,247,012 $ 603,219 $1,100,745 $1,426,153 $1,529,855 $1,447,709 5230 Pine Meadows $ 561,470 $ 550,750 $ 500,800 $ 547,800 $ 550,800 $ 569,500 $ 593,000 5240 Community Center $ 792,531 $ 667,959 $ 459,274 $ 528,277 $ 629,962 $ 663,321 $ 694,997 Indirect Charges $ 261,826 $ 269,681 $ 277,771 $ $ 286,104 $ 294,687 $ 318,528 Debt Service $ $ $ $ $ $ $ $3,112,319 $3,223,259 $2,281,892 $2,589,936 $3,425,097 $3,566,436 $3,644,015 5200 - Recreation & CP 2 FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $509,215 $242,790 $256,675 $272,708 $16,033 6.25% Enterprise Fu nds Retai ned Ea rn i ngs $0 $375,000 $375,000 $375,000 $0 % Recreation User Charges $1,626,464 $1,508,486 $1,707,530 $1,660,697 $(46,833) (2.74)% Community Center User Charges $318,413 $331,076 $327,231 $330,000 $2,769 0.85% Golf User Charges $1,099,659 $1,255,914 $900,000 $1,005,610 $105,610 11.73% Investment Income $5,999 $73,207 $0 $0 $0 % . _ � . � . � � � . .� • . � � '. • � � � • • � � � • � • � •� � � � • � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Approp. Request Increase Increase Com pensation $1,250,760 $1,449,636 $1,682,935 $1,790,252 $107,317 6.38% Expenses $1,346,285 $1,318,614 $1,588,814 $1,535,235 $(53,579) (3.37)% Debt Service $0 $0 $0 $0 $0 % Indirect Costs (Trans. to �0 $286,104 $294,687 $318,528 $23,841 8.09% Gen. Fund) • . 1 1 ' -. • '� • 1� '� 1 � � '� . • � . '� .� � 1 '� • :' , FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Approp. Request Increase Increase Total 5210 Ad m i n istration $451,308 $435,210 $509,073 $589,781 $80,708 15.85% Total 5220 Recreation $1,106,994 $1,183,592 $1,529,855 $1,447,709 $(82,146) (5.37)% Total 5230 Pine Meadows $513,167 $589,562 $569,500 $593,000 $23,500 4.13% Total 5240 Com m u n ity $525,576 $559,885 $663,321 $694,997 $31,676 4.78% Center I nd i rect Costs $0 $286,104 $294,687 $318,528 $23,841 8.1% � i / 1 � �i � '� � 1� '� 1 � '� � • � • I� •� � 1 'i � •' � FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Approp. Request Increase Increase Salaries &Wages $1,250,227 $1,447,934 $1,682,935 $1,790,252 $107,317 6.38% Overti me $533 $1,702 $0 $0 $0 % Personal Services $1,250,760 $1,449,636 $1,682,935 $1,790,252 $10 7,317 6.38% Contractual Services $1,190,844 $1,155,966 $1,357,654 $1,305,300 $(52,354) (3.86)% Utilities $52,248 $50,816 $79,925 $77,350 $(2,575) (3.22)% Supplies $99,853 $108,272 $134,235 $135,585 $1,350 1.01% Small Capital $3,339 $3,560 $17,000 $17,000 $0 % Expenses $1,346,284 $1,318,614 $1,588,814 �1,535,235 $(53,579) (3.37)% Debt $0 $0 $0 $0 $0 % I nd i rect $0 $286,104 $294,687 $318,528 $23,841 8.1% � i � 1 � �• � �� 1� � �� 1 � � �� • � • I� •� � 1 �i � •' � 5200 - Recreatio n & C P 3 Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs FY2022 FY2023 FY2024 FY2025 Element: 5210 Administration Budget Budget Budget Request Director of Recreation and 1 1 1 1 Community Programs Administrative Manager 1 1 1 1 Administrative Assistant* 1.8 1.8 1.8 2 Subtotal FTE 3.8 3.8 3.8 4 Subtotal FT/PT 3FT/1 PT 3FT/1 PT 3FT/1 PT 3FT/1 PT FY2022 FY2023 FY2024 FY2025 Element: 5220 Recreation Budget Budget Budget Request Assistant Director 1 1 1 1 Recreation Supervisor 1 1 1 1 Recreation Coordinator** 0.4 0.4 0.4 Certified Therapeutic Recreation 1 1 1 1 Spec�al�st Seasonal (Part-time) 225+/- 225+/- 225+/- 225+/- Subtotal FTE 3 3.4 3.4 3.4 S u btota I FT/PT 3 FT/0 PT 3 FT/0 PT 3 FT/1 PT 3 FT/1 PT FY2022 FY2023 FY2024 FY2025 Element: 5240 Communitv Center Budget Budget Budget Request Community Center Director 1 1 1 1 Administrative Assistant 1 1 1 1 Municipal Assistant (3, PT) 1 1 1 1 Youth & Family Coordinator 1 1 1 1 Building Supervisor (2, PT) 1 1 1 1 Seasonal (Part-time) 50+/- 50+/- 50+/- 50+/- Subtotal FTE 5 5 5 5 Subtotal FT/PT 3 FT/5 PT 3 FT/5 PT 3 FT/5 PT 3 FT/5 PT Total FTE 11.8 12.2 12.2 12.4 10 FT/6 PT + 10 FT/7 PT + 10 FT/7 PT + 10 FT/7 PT + Total FT/PT Seasonal Seasonal Seasonal Seasonal *In FY2023,title change from Department Assistant to Administrative Assistant;in FY2025 to be funded at full FTE. **A part-time Recreation Coordinator was funded as a program improvement in FY2023. 5200 - Recreation & CP 4 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2025 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs Element: 5210 Administration Budget Description: The Administration Division budget reflects the operational costs associated with the business functions of the department, including budgets, AP/AR and payroll. This division is comprised of administrative expenses that previously were within the Recreation, Community Center and Golf divisions, and are expenses that support the entire organization. The Administration Division reflects a total increase of$80,708 or 15.85%. Compensation reflects an increase of$33,612 or 9.49%, which is due to contractually obligated step increases and cost-of-living adjustments, and the movement of part-time seasonal wages from Recreation Division to Admin Division. The expenses associated with the department's overall operation and administration reflect an overall increase of$47,096 or 30.40%, largely due to contractual services. Additionally, online registration continues to represent our largest point of sale, causing increased credit card fees. 5200 - Recreation & CP 5 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $325,613 $341,855 $354,169 $371,281 $17,112 4.83% 513000 Overtime $0 $536 $0 $0 $0 % Seasonal Wages $0 $0 $0 $16,500 $0 % 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Subtotal Compensation $325,613 $342,391 $354,169 $387,781 $33,612 9.49% 520000 Contract Services $65,517 $47,653 $55,000 $85,000 $30,000 54.55% 538080 Printing & Forms $16,807 $0 $34,104 $35,000 $896 2.63% 527030 Lease Agreements $4,246 $4,804 $5,000 $6,000 $1,000 20.00% 538010 Advertising $0 $0 $500 $500 $0 % 572000 Mileage $628 $322 $2,000 $1,500 $(500) (25.00)% 542020 Postage & Mailing $4 $0 $7,500 $7,500 $0 % 530060 Prof Dev&Training $4,228 $5,748 $8,000 $10,000 $2,000 25.00% 571000 Travel $461 $2,022 $2,000 $4,000 $2,000 100.00% 530040 Sem./Workshops/Conf. $6,644 $6,564 $8,000 $8,000 $0 % 534040 Software Maintenance $14,534 $12,566 $15,000 $25,000 $10,000 66.67% 534030 Mobile Devices $2,598 $2,783 $2,800 $3,000 $200 7.14% 558000 Supplies $334 $1,812 $3,000 $3,000 $0 % 542000 Office Supplies $2,847 $1,789 $3,500 $3,000 $(500) (14.29)% 573000 Membership/Dues $2,109 $4,197 $3,000 $4,500 $1,500 50.00% 558010 Clothing&Safety Equipment $1,398 $0 $2,500 $3,000 $500 20.00% 542040 Office Eq u i pment $3,339 $2,560 $3,000 $3,000 $0 % 585030 Vehicles $0 $0 $0 $0 % Subtotal Expenses $125,694 $92,820 $154,904 $202,000 $4 7,096 30.40% Total 5210 Administration $451,307 $435,211 $509,073 $589,781 $80,708 15.85% 5200 - Recreation & CP 6 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2025 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs Element: 5220 Recreation Budget Description: The Recreation Division operating budget supports stafF and volunteers that plan, schedule, coordinate, manage and deliver recreation programs and services along with the expenses needed to operate. The budget also supports the outdoor recreation facilities including parks, athletic facilities such as hard court surFaces, natural and synthetic playing fields, athletic lighting, the swimming pool, Old Reservoir and town playgrounds. The Recreation Division reflects a total decrease of$-82,146, or (5.37)%, which is primarily due to the financial restructuring of the contracted services that are offered in the summer. Compensation reflects an increase of$59,279, or 6.97%, which reflects increases in wages for seasonal part-time staff to remain competitive in the market, regular part-time wages for the Recreation Coordinator position that was introduced in FY23, and employee contractual obl igations. 5200 - Recreation & CP 7 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $231,689 $207,449 $255,770 $258,407 $2,637 1.03% 514000 Other Compensation $0 $0 $7,250 $7,250 $0 -% 513000 Overtime $0 $0 $0 $0 $0 -% 514090 Longevity $928 $1,200 $1,200 $1,200 $0 -% 511010 Part-Time Wages $0 $83 $27,500 $28,050 $550 2.00% 512000 Seasonal Part-Time $309,727 $465,133 $558,625 $614,717 $56,092 10.04% 514100 Sti ends $0 $0 $0 $0 $0 -% Subtotal Compensation $542,344 $673,865 $850,345 $909,624 $59,279 6.97% 520000 Contract Services $294,934 $267,818 $354,000 $200,000 $(154,000) (43.50)% 538080 Printing & Forms $67 $0 $850 $950 $100 11.76% 538110 Police Details $14,558 $10,340 $20,500 $16,500 $(4,000) (19.51)% 530000 Professional Services $32,899 $12,651 $23,000 $30,000 $7,000 30.43% 538010 Advertising $141 $0 $0 $0 -% 52402o Facility Service& Repair $80,695 $66,103 $69,500 $69,500 $0 -% 524030 Equip. Service& Repair $283 $1,133 $10,000 $10,000 $0 -% 527030 Lease Ag reements $8,807 $15,432 $15,000 $15,000 $0 -% 572000 Mileage $659 $1,246 $1,050 $1,150 $100 9.52% 542020 Postage& Mailing $18 $16 $0 $0 -% 530060 Prof Dev&Training $956 $7,891 $7,300 $18,800 $11,500 157.53% 571000 Travel $0 $0 $0 $0 -% 530040 Sem./Workshops/Conf. $398 $0 $700 $700 $0 -% 534040 Software Maintenance $441 $835 $900 $1,200 $300 33.33% 521010 Electricity $41,038 $40,865 $61,000 $60,000 $(1,000) (1.64)% 521020 Oil Heat $197 $1,118 $2,000 $(2,000) (100.00)% 531000 Water/Sewer $6,245 $3,497 $11,600 $11,600 $0 -% 534020 Telephone $608 $579 $375 $600 $225 60.00% 534030 Mobile Devices $27 $0 $0 $0 -% 558000 Supplies $26,277 $25,259 $30,300 $25,500 $(4,800) (15.84)% 542000 Office Supplies $22 $114 $500 $500 $0 -% 573000 Membership/Dues $0 $425 $285 $35 $(250) (87.72)% 558010 Clothing &Safety Equipment $31,078 $32,758 $43,600 $44,000 $400 0.92% 545010 Chemicals&Cleaning Supplies $20,921 $20,641 $20,000 $25,000 $5,000 25.00% 553060 Tools/Lumber/Hardware $0 $7 $550 $550 $0 -% 546010 Landscaping Supp. &Mat. $2,300 $0 $3,000 $3,000 $0 -% 542040 Office Equipment $0 $1,000 $2,000 $2,000 $0 -% 585030 Vehicles $0 $0 $0 $0 -% Subtotal Expenses $564,649 $509,728 $679,510 $538,085 $(141,425) (20.81)% 591000 Lon -Term Debt Princi al $0 $0 $0 $0 - -% Subtotal Debt Service $0 $0 $0 �0 $0 -% Total 5220 Recreation $1,106,993 $1,183,593 $1,529,855 $1,447,709 $(82,146) (5.37)% 5200 - Recreation & CP 8 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2025 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs Element: 5230 Pine Meadows Golf Course Budget Description: The Golf Course division reflects a net increase of$23,500 or 4.13%, reflecting additional funds needed for professional services. Contractual Services reflects a increase of$10,000, for increases in the management and lease contracts. The Town contracts with a professional golf management company to oversee the operations and maintenance for the Pine Meadows Golf Course. The budget and management contract is administered and overseen by the Director of Recreation and Community Programs. The Director works in partnership with the management company to facilitate day-to-day operations and conditions of the golf course. The Director works closely with the Recreation Committee in recommending policy, establishing fees and capital projects. A full-time professional golf course superintendent maintains the course and a golf professional provides a full scope of programs, including lessons and clinics for youth and adults in addition to several weekday and weekend golf leagues. The current golf management contract is awarded to New England Golf Corporation (NEGC). The 2024 - 2027 three-year contract was awarded to NEGC, with an option for two, one-year extensions. NEGC has managed the facility since 1996. The Golf Course revenues support the outdoor Capital Improvements at the course. Additionally, the revenues significantly support and subsidize the Recreation Enterprise Fund Recreation and Community Center Divisions. This allows for affordable, year round opportunities for the community members of all ages and abilities. 5200 - Recreation & CP 9 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $466,763 $541,838 $495,000 $505,000 $10,000 2.02% 530000 Professional Services $9,848 $500 $6,000 $16,000 $10,000 166.67% 524020 Facility Service & Repair $6,292 $6,640 $10,000 $10,000 $0 % 524030 Equip. Service & Repair $0 $9,773 $7,500 $7,500 $0 % 527020 Eq u i pment Rental $0 $0 $1,000 $1,000 $0 % 527030 Lease Agreements $20,626 $20,626 $23,000 $27,000 $4,000 17.39% 571000 Travel $293 $791 $1,000 $1,000 $0 % 530040 Sem./Workshops/Conf. $860 $1,851 $5,000 $5,000 $0 % 531030 Gasol i ne/D iesel $930 $1,368 $1,500 $1,500 $0 % 558000 S u ppl ies $7,120 $2,740 $12,000 $12,000 $0 % 573000 Membership/Dues $400 $745 $1,500 $1,500 $0 % 546010 Landscaping Supp. & Mat. $0 $2,595 $3,000 $3,000 $0 % 548020 Vehicle Parts &Supplies $35 $35 $1,000 $500 $(500) (50.00)% 585020 Small Equipment $0 $0 $2,000 $2,000 $0 % Subtotal Expenses $513,167 $589,562 $569,500 $593,000 $23,500 4.13% Total 5230 Pine Meadows $513,167 $589,562 $569,500 $593,000 $23,500 4.13% 5200 - Recreation & CP 10 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o ex�n o n ;� �w�: m� � ��'� � � � � '�;` e., � ,� �� ;; FY2025 Budget Development � �� -�� `��`�`1lYc�� Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5200 Recreation & Community Programs Element: 5240 Community Center Budget Description: The Community Center Division budget for FY2025 reflects a $31,676 or 4.78% increase from FY2024. The increase is primarily due to increased participation in contractual programs, services and supplies, as well as the addition of a $5000 line for equipment rental to fund the seasonal installment of an outdoor event tent at the Community Center. The budget supports stafF and volunteers that plan, schedule, coordinate, manage, supervise and deliver community programs. The Lexington Community Center is committed to providing an inclusive and equitable environment for all. We support the diversity of our community by modeling our core values of respect, trust, accountability, teamwork and open-mindedness. The Community Center provides drop-in program space and offers leisure opportunities and classes promoting social, emotional, and cognitive wellness for residents of all ages and abilities. It provides residents a wide variety of programs that are designed to be fun, educational and life-enriching. Membership is free to Lexington residents to enjoy the center with flexibility for use within a beautiful and friendly, year- round multi-generational center. A large portion of our visitation caters to community groups who use the center to hold their weekly, monthly or annual meetings. Whether patrons are coming for a Recreation-sponsored service, or to participate in something offered by the Human Services Department, the customer service transaction counter allows for one-stop shopping with seamless transactions between the departments. The General Fund compensation request ($272,708) is for the Community Center Director, Administrative Assistant and Youth & Family Program Coordinator. The Recreation Enterprise Fund request ($220,139) is for three part-time Municipal Assistants and two part-time Building Supervisors who staff the building on weekday evenings and on Saturdays. This request also funds part-time seasonal employees who facilitate and run community programs. Expenses ($202,150) represents an increase of$17,250 or 9.33%, and includes contractual services for program instructors as well as the supplies necessary for programming and operations at the Community Center. 5200 - Recreation & CP 11 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u I a r Wages $236,989 $254,859 $256,675 $272,708 $16,033 6.25% 513000 Overti me $533 $1,166 $0 $0 $0 % 511010 Part-Time Wages $83,549 $92,733 $132,496 $130,889 $(1,607) (1.21)% 512000 Seasonal Part-Time $61,732 $84,623 $89,250 $89,250 $0 % 514100 Stipends $0 $0 $0 $0 $0 % Subtotal Compensation $382,803 $433,381 $478,421 $492,84 7 $14,426 3.02% 520000 Contract Services $136,796 $107,803 $162,750 $175,000 $12,250 7.53% 524030 Eq u i p. Service & Repai r $360 $2,943 $5,000 $5,000 $0 % 527020 Equipment Rental $0 $0 $0 $5,000 $5,000 % 534030 Mobile Devices $605 $605 $650 $650 $0 % 558000 S u ppl ies $5,012 $15,154 $6,000 $6,000 $0 % 546010 Landscaping Supp. &Mat. $0 $0 $500 $ 500 $0 % 585020 Small E ui ment $0 $0 $10,000 $10,000 $0 % Subtotal Expenses $142,773 $126,505 $184,900 $202,150 $17,250 9.33% Total 5240 Community Center $525,576 $559,886 $663,321 $694,997 $31,676 4.78% 5200 - Recreation & CP 12 FY2025 Prog ram I m provement Req uest # 1 of 2 Department: Recreation and Community Programs Element: PIR Title: Community Center/Department of Public Facilities Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 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: In FY21 a PIR was approved for the DPF budget to include $20,000 to fund expenses that the Recreation Enterprise Fund was previously supporting. Over the past 3 years this budget has funded the purchase of handheld radios for all staff, egress signage, AED batteries and pads, television monitors, transmitters, microphones, furniture, and exercise equipment. Service Implication: As the building enters its 8th year of operations, the amenities are approaching end-of-life. The technology, furniture and equipment throughout the building which will quickly consume and surpass the current $20,000 annual budget. Wear and tear on the common area furniture is apparent, and as visitation and participation numbers continue to grow so will the list of items needing replacement. Without additional support, the Community Center will need to discontinue certain amenities as they age out. 5200 - Recreation & CP 13 FY2025 Program Improvement Request #2 of 2 Department: Recreation and Community Programs Element: PIR Title: Full-Time Recreation Coordinator Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE FY2025 Only FY2025 & Future FY2025 Request Compensation 511000 Regular Wages 0.60 $ 46,075 $ 46,075 511010 Part-Time Wages $ 513000 Overtime $ Other Compensation $ Total Compensation 0.60 $ $ 46,075 $ 46,075 Benefits Benefits Eligible? 1 $ 18,400 $ 18,400 Expenses $ $ $ Total Expenses $ $ $ Purpose/Description of Request: I n FY23 a Part Time Recreation Coordinator was approved as a PI R. Since that time, the demand for additional hours continues to increase. This position will expand to support Recreation and Community Programs for all ages and abilities with a focus on off site programming and those programs with increased inclusion staff, volunteers and needs. 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Y4flO'�iriiomma��auuuuuuum,�wuumoi " ✓� • i r . . 1 1 . . n r rl 1 r r m . . ml 1 n Recreation-Page 2 Printed Novernbe�29, 2023 M y O C� N � � O � � N � � .,., .,._, � �� w w � "� ow ow o ..� '+� '�� .� �.� � � �� R;R; �0.� .� � O O O � � O O O N ., ., ., O � O v� N c� l� O � � � � � � p,p O I O N O O O 4� O� N � � � w � � � O O O � O O O N ., ., ., N � � N � � � �3 � � � �p I O O � N O O � N � `O � � � � � � � � � � o � o � o 0 0 � N r+ �+ � � � � � � � � � � � � � � � � � � b�A � ��.., � �o a � � � � a � � � .�, � c� � � � � �' c� � � � � '�" � � � � � �+ � .� � � � 4� � � � �., � �"i � � � y � � 0 ,—�5�+ � � W � � � W o� � � w � � � o •� N � � �; � � � � � � 0 � � v � N � � � M � � � a� a� � � � c� � � � a o , ��:��p��,.�.� C� o ��/� ��, �./� m�..:iW��u�u ��^C}, � �� l'/ •rl �� 1, �" � � �' � �� N N � '� ��' � � � v �@]��4 tl�'1,1VI1➢tlll1(IldV/ ��"j' ,mQ��"`„, k 1 f'/,,i' �`h'��...L�b9�'".o,,'" � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Pine Meadows Improvements Date: 10/19/2023 Program ID: 6201 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov Description of Capital Program: In FY2025,the Recreation Committee requests $110,000 from the Recreation Enterprise Fund to replace the fuel bays,renovate the practice area, and replace the safety netting at the practice area. Goals of Capital Program: The goal of the Pine Meadows Improvements Capital Program is to conduct the regular ongoing grounds maintenance and improvement proj ects that are necessary to preserve or sustain the quality of the Pine Meadows Golf Club property. Justification/Benefit: The 88-acre Pine Meadows Golf Club property is a heavily utilized outdoor recreational asset in Lexington. The course historically averages 33,000-35,000 rounds of golf per season,but has experienced a significant increase in usage concomitant with the COVID-19 pandemic: 46,072 rounds played in FY2021,42,811 rounds played in FY2022, and 46,965 rounds played in FY2023. In addition to recreational golfers,the course also supports the golf teams of both Lexington High School and Minuteman High School. Residents also take advantage of the Pine Meadows grounds for walking, cross-country skiing, snowshoeing, and other winter activities. In addition to its recreational value, Pine Meadows Golf Club historically generates approximately$800,000 in revenue for the Recreation Enterprise Fund. Notably,the revenue has climbed with the recent usage increases reaching $1,162,255 in FY2021, $1,099,068 in FY2022, and$1,225,914 in FY2023. This revenue stream into the Recreation Enterprise Fund not only funds the continued maintenance of the high quality of the golf course through the Pine Meadows Improvement Capital Program and the Pine Meadows Equipment Capital Program,but also subsidizes many other recreational facilities and programs in Lexington. The fuel bays were last replaced in 2002 and require replacement to maintain the quality of the golf course. The practice area has also deteriorated over the years and is in need of a renovation that includes replacing the netting to ensure that safety of all users. Impact if Not Maintained: The grounds maintenance projects at Pine MeadoWs Golf Course are intended to maintain the quality of the golf course and its attractiveness to golfers, which in turn maintains the number of rounds played and the revenue of the Recreation Enterprise Fund. Deferral of these proj ects to future year(s)will result in increased costs of the proj ect from increased deterioration and/or increased inflation. Failure to conduct these proj ects will lead deterioration of the quality of the course,which will ultimately lead to reduced attractiveness to golfers, a lower number of rounds played, and reduced revenue for the Recreation Enterprise Fund. Maj or Spending over Past 5 Years: FY2020: 6th and 7th bunkers reconstructed; Sth bunker converted to grass hollow; 6th forward tee rebuilt; 7th drainage repaired; 1 St green to 2nd tee and parking lot to Sth tee cart paths reconstructed; 4th green cart path relocated; 6th and 7th cart paths repaired and extended. FY2021: proj ects suspended(COVID-19) FY2022: 1 St and 2nd fairway drainage desi�n and en ineering. This was completed in 2023. FY2023: 8th green bunker construction; 8th and 9th back tees reconstruction; 9th cart path enlarging. This work was completed in Fa112022. Recreation-Page 4 Printed Novembe�29, 2023 Work Currently Underway: None Planned Spending for Next 5 Years: FY2027: $95,000 - Reshape the 2nd green(which will involve stripping the sod, shaping the green, and replacing the with new sod), extend the 3rd fairway to the left and install irrigation, and complete a new Master Plan (replacing the 2006 Master Plan,which is substantially complete). FY2028: $89,000 - Reconstruct the practice putting green FY2029: $35,000 - Irrigation improvements Basis for Cost Projections: The cost is based on an estimate provided by a golf course architect in August 2023. All cost estimates are provided in then-year dollars (FY2025 request in FY2025 dollars, FY2027 request in FY2027 dollars,FY2028 request in FY2028 dollars, and FY2029 request in FY2029 dollars). Stakeholders: Residents,Non-Residents,Recreation& Community Programs,Recreation Committee, DPW, Lexington High Golf Teams,Minuteman High School Golf Teams, and the Conservation Commission Operating Budget Impact: A reduction in revenue if the fairways, greens, and tee boxes are not playable. Funding Source: Recreation Enterprise Retained Earnings Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2016/9 $ 65,000 $ 64,677 $ $ $ 323 2019/15A $ 75,000 $ 69,859 $ $ $ 5,141 2021/11A $ 25,000 $ 10,537 $ $ 14,463 $ 2022/11A $ 95,000 $ 88,298 $ $ 6,702 $ 2023/11A $ 150,000 $ $ $ 150,000 $ Totals $ 410,000 $ 233,371 $ $ 171,165 $ 5,464 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ $ 15,000 $ 15,000 $ 5,000 Construction $ $ $ 70,000 $ 65,000 $ 25,000 Equipment $ 100,000 $ $ $ $ Contingency $ 10,000 $ $ 10,000 $ 9,000 $ 5,000 Totals $ 110,000 $ $ 95,000 $ 89,000 $ 35,000 CPA Amount $ $ $ $ $ Recreation-Page 5 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Pine Meadows Equipment Date: 10/19/2023 Program ID: 6203 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov Description of Capital Program: The Recreation Committee requests $65,000 in FY2026 from the Recreation Enterprise Fund to purchase a neW Toro Triplex greens mower replacing the 2009 Jacobsen mower and a Toro Workman utility vehicle replacing the 2006 Toro Workman utility vehicle. The life expectancy of a greens mower is 10 years and 13 years for a utility vehicle. Goals of Capital Program: The goal of the Pine Meadows Equipment Capital Program is the timely end-of-life replacement of the commercial grade equipment required for the professional maintenance of the grounds at Pine Meadows Golf Club. Justification/Benefit: The 88-acre Pine Meadows Golf Club property is a heavily utilized outdoor recreational asset in Lexington. The course historically averages 33,000-35,000 rounds of golf per season,but has experienced a significant increase in usage concomitant with the COVID-19 pandemic: 46,072 rounds played in FY2021,42,811 rounds played in FY2022, and 46,965 rounds played in FY2023. In addition to recreational golfers,the course also supports the golf teams of both Lexington High School and Minuteman High School. Residents also take advantage of the Pine Meadows grounds for walking, cross-country skiing, snoWshoeing, and other winter activities. In addition to its recreational value, Pine Meadows Golf Club historically generates approximately$800,000 in revenue for the Recreation Enterprise Fund. Notably,the revenue has climbed with the recent usage increases reaching $1,162,255 in FY2021, $1,099,068 in FY2022, and$1,225,914 in FY2023. This revenue stream into the Recreation Enterprise Fund not only funds the continued maintenance of the high quality of the golf course through the Pine Meadows Improvement Capital Program and the Pine Meadows Equipment Capital Program,but also subsidizes many other recreational facilities and programs in Lexington. Numerous pieces of commercial grounds equipment are needed to properly maintain the golf course on a daily basis in order to provide consistently high-quality playing conditions throughout the season. This request is for the purchase of 2 pieces of equipment all of which are at or near the end of their useful life and/or are obsolete to current industry standard: 1. green moWer—purchased in 2009; industry standard useful life approximately 10 years 2. utility vehicle—purchased in 2006; industry standard useful life approximately 13 years Cleaner energy alternatives for professional golf course grounds maintenance equipment continue to be evaluated. At this time,there are not effective clean energy alternatives. Impact if Not Maintained: The grounds equipment purchases for Pine Meadows Golf Course are intended to maintain the quality of the golf course and its attractiveness to golfers, which in turn maintains the number of rounds played and the revenue of the Recreation Enterprise Fund. Deferral of these proj ects to future year(s)will result in increased costs of the proj ect from increased deterioration and/or increased inflation. Failure to conduct these proj ects will lead deterioration of the quality of the course,which will ultimately lead to reduced attractiveness to golfers, a loWer number of rounds played, and reduced revenue for the Recreation Enterprise Fund. Maj or Spending over Past 5 Years: FY2019: Toro Triplex tees and fringe mower, Smithco bunker rake,Lely spreader. Recreation-Page 6 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Pro rayn In vestnz en t g p g FY2020 and FY2021: proj ects suspended(COVID-19) FY2022: Toro fairway mower FY2023:None FY2024: Toro rough mower, Turfco top dresser, and buffalo turbine blower Work Currently Underway: Some of the FY2024 equipment is yet to be delivered. Planned Spending for Next 5 Years: FY2027: $30,000 - Purchase a new Toro fairway aerator replacing the 2006 Toro fairway aerator. The life expectancy of a fairway aerator is 12 years. FY2029: $70,000 - Purchase a new Toro mower to replace 2017 Toro TriFlex mower and a new sprayer. The life expectancy of a triflex mower is 10 years and the life expectancy of a sprayer is 12 years. Basis for Cost Projections: August 2023 cost estimate. All cost estimates are provided in then-year dollars (FY2025 request in FY2025 dollars, FY2028 request in FY2028 dollars, FY2029 request in FY2029 dollars). Stakeholders: Residents,Non-Residents,Recreation& Community Programs,Recreation Committee, Lexington Public Schools Golf Teams, Minuteman Tech High School Golf Teams. Operating Budget Impact: Reduce repair costs. Funding Source: Recreation Enterprise Retained Earnings Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2017/11 $ 55,000 $ 51,812 $ $ $ 3,188 2018/15 $ 60,000 $ 60,000 $ $ $ 2021/11B $ 62,000 $ $ 61,327 $ 673 $ 2023/11B $ 62,000 $ $ $ $ Totals � 301,000 $ 111,812 � 61,327 $ 673 $ 3,188 *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ 65,000 $ 30,000 $ 70,000 Contingency $ $ $ $ $ Totals $ $ 65,000 $ 30,000 $ $ 70,000 CPA Amount $ $ $ $ $ Recreation-Page 7 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Pro rayn In vestnz en t g p g . vv xl u � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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W, �y?m4 4�,��viiraii�a�yvi/""�' V„/ 1 J Vl J �1 p� �,��ntiiiuiriaiv.r�'"`'�' dr ro� ;,�'/ �../ V U d�a�"^�y'A.�dM�$"*,,�.,;-� ��`h b A�b9�'"°,,,.,<' � � ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Project Name: Strategic Plan Update Date: 10/19/2023 Proj ect ID: Rec-25-1 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov Description of Project: The Recreation Committee requests $100,000 from free cash in FY2026 to update the department's Strategic Plan. The initial plan was finalized in February 2014 and was targeted for the years 2014-2016. According to industry standards, a strategic plan should be updated every 3-5 years. With this request scheduled for FY2026, it would be 12 years since the Strategic Plan was first implemented. Justification/Benefit: The primary focus of the 2014-2016 Strategic Plan was (at that time)preparing for the upcoming move to the Community Center and the impending reorganization of the department. The services, functions, and operations of the department have increased and evolved signi�cantly over the past eight years. During this period of time,the department has completed a variety of plans, such as the 2017 ADA Compliance Study, 2020 Community Needs Assessment, 2021-2022 Comprehensive Study of Athletic & Outdoor Recreation Facilities, the 2022 Open Space& Recreation Plan(OSRP)Update, and the 2023 Lincoln Park Master Plan. The intent of the Strategic Plan Update is to review the complex,robust programs and services offered by the department and combined with the findings of the previous plans, develop a comprehensive set of goals, obj ectives, and action items. This road map will guide the decision-making process for the department as it moves forward in the coming years. Impact if Not Completed: If this request is not approved,then the initial Strategic Plan will continue to become more outdated and obsolete each year since its original implementation back in 2014. Timeframe: FY2026. Replacement Frequency: 5 years. Basis for Cost Projections: Cost estimate is based on similar past projects and information provided by vendors in September 2022. All cost estimates are provided in then-year dollars (FY2026 request in FY2026 dollars). Stakeholders: Recreation& Community Programs, Recreation Committee, DPW, Residents,Non-Residents. Operating Budget Impact: The recommendations from the Strategic Plan will provide staff with a comprehensive resource that will help guide decisions to maximize ef�ciencies across all operations of the department. Funding Source: General Fund, Recreation Enterprise Prior Authorizations: None. Recreation-Page 10 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Pro rayn In vestnz en t g p g Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ 100,000 $ $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals � $ 100,000 $ $ $ CPA Amount $ $ $ $ $ Recreation-Page 11 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • � ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Pro rayn In vestnz en t g p g . vv xl u � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. 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'W.� '�YSm4 t�`1VI1Vtlil1(IldV//�"'"�/ \✓ -\�// _��// \�/ \✓ _\�// _\I/J p� �,��utiiiuitiaiv.r�',,'' dr ro� `,�'ri' d�a�'`��'AWMS�*",�",;,% ��`'�b.L�b��*,,,.,<� � ^ ^ � � ^ ^ /'� r� ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Program Name: Park and Playground Improvements Date: 11/3/2023 Program ID: Rec-CPA-1 Department: Recreation& Community Programs Revised: Submitted by: Peter Coleman Phone: (781) 698-4803 Email: pcoleman@lexingtonma.gov Description of Capital Program: The Recreation Committee requests $1,041,000 in FY2026 to update and replace the playground equipment and rehabilitate the rubber poured-in-place safety surfacing at Lincoln Park. The Lincoln Park Playground is one of two community playgrounds in Lexington. The new playground will provide universal access to all play components and elements so the playground will be welcoming and accessible to individuals of all ages and abilities. Once the new playground has been installed, an inspection by an independent,third-party company will be completed. The Town's playgrounds are inspected 3-4 times per year by Recreation and DPW staff who are CPSIs (Certified Playground Safety Inspectors). These inspections provide details on any maintenance required and needed for the structure. In 2020, all Town playgrounds were audited by Innovative Playground Services, Inc, resulting in the following findings of the Lincoln Playground: a. Play elements on the ages 2-5 composite structure are worn, creating pinch concerns. b. The ropes and hardware on the climbing net are worn. c. Sections of the rubber coated platforms have come loose due to wear-and-tear. d. A piece of the climbing wall hardware is broken. e. Paint erosion/paint chipping noted in high-use areas. Although the equipment appears to be in good condition,the end of life replacement schedule is a critical component within the decision making, as stated in the Recreation Committee's Capital Summary Statement(which was provided With the initial budget packets). Goals of Capital Program: Through the Community Needs Assessment, the playgrounds have been classi�ed as either neighborhood or community parks and they are used frequently by the youth of Lexington. The existing play equipment at the various parks is outdated and needs to be replaced. The playground equipment at Lincoln Park was last replaced in 2003 and the safety surfacing was last rehabilitated in 2013. Play structures typically have a life cycle of 15-20 years, depending on the amount of use. The proposed playground improvements will renovate and rehabilitate existing safety surfacing and equipment so that all sites will be in compliance with local and national health and safety standards. Impact if Not Maintained: Community meetings will be held regarding this request to gather feedback and input from the community. Based on the playground audits and the site assessments from the Community Needs Assessment,both completed in 2020, the current playground equipment,use zones, and surfacing are at the end of their life cycle and the Consumer Product Safety Commission(CPSC),American Society for Testing and Materials (ASTM), ADA standards have been revised over the years in an effort to maximize safety and accessibility. As the equipment continues to age and deteriorate,more frequent inspections,repairs and equipment removal will be needed to ensure that the users are safe. This is neither cost effective nor efficient. Maj or Spending over Past 5 Years: In FY2018,new swings were installed at Munroe Park,Franklin Park, and at the Center Recreation Complex. In FY2021/FY2022,the playground equipment and safety surfacing was replaced and ADA improvements were completed at Sutherland Park. In FY2022,the playground equipment and safety surfacing was replaced and funding was approved for ADA improvements at Rindge Park. A total of$400,000 was appropriated for these proj ects. Recreation-Page 14 Printed Novembe�29, 2023 Work Currently Underway: Funding was appropriated in FY2023 ($200,000)to update and replace the playground equipment and safety surfacing at Kinneens Park. Poured-in place (PIP) safety surfacing will be installed at specific locations,which will greatly enhance accessibility to those play elements and significantly reduce the maintenance needed at the site going forward. Three community meetings were held in 2022. The design was finalized in Winter 2023 and it is anticipated that this proj ect will be completed in Fall 2023. Planned Spending for Next 5 Years: FY2027: $1,490,000-Update and replace the playground equipment and install safety surfacing at the Center Playground at the Center Recreation Complex. The Center Playground is one of two community playgrounds in Lexington. The new playground will feature poured-in-place safety surfacing(as compared to the engineered wood �ber that is there currently) and will provide universal access to all play components and elements so the playground will be welcoming and accessible to individuals of all ages and abilities. Once the new playground has been installed, an inspection by an independent,third-party company will be completed. The playground equipment was last replaced in 2006. FY2027: $350,000-Replace the equipment and install a new lighting system at the Skate Park and install a new lighting system at the Town Pool parking lot, located at the Center Recreation Complex. This request is being brought forward based on feedback received from the community about the need for nighttime use at the Skate Park. The equipment at the Skate Park was last replaced in 2014. Basis for Cost Projections: The cost proj ections are based on similar renovation proj ects and an updated cost estimate provided in August 2023. All cost estimates are provided in then-year dollars (FY2026 request in FY2026 dollars,FY2027 in FY2027 dollars). Stakeholders: Residents and Non-Residents Operating Budget Impact: The playground equipment will need to be removed if it is deemed unsafe. Funding Source: CPA Open Space Historic Resources Recreation Land Community Housing Definitions Land to protect existing future Building,structure,vessel,real Land for active or passive Housing for low and well fields,aquifers and property,document or artifact recreational use including,but moderate income recharge areas,watershed land, listed on the state register of not limited to,the use of land individuals and families, agricultural land,grasslands, historic places or determined by for community gardens,trails including low or moderate fields,forest land,fresh water the local historic preservation and adult sports,and the use of income seniors. marshes and other wetlands, commission to be signi�cant in land as a park,playground or stream,lake and pond frontage, the history,archeology, athletic field.Does not include lands to protect scenic vistas, architecture or culture of the use of land for a gymnasium or land for wildlife or nature town. similar structure. preserve and land for recreational use. Acquisition Yes Yes Yes Yes Creation Yes No Yes Yes Preservation Yes Yes Yes Yes Support No No No Yes Rehab and Yes, if acquired with CP Yes, if acquired with Restoration funds Yes Yes CP funds Recreation-Page 15 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2014/8i Park and Playground � 65,�� 172 Improvements 2�15�g1 Park and Playground � 6g,��0 � 6g,000 � � � Improvements 2016/8n Park and Playground � 75 000 $ 67 642 $ $ 7,3 5 8 $ Improvements > > 2017/lOn Pmrkovementground � 60,000 $ 59,932 $ $ $ 68 p 2020/l0i pm rovementground � 95,000 $ 94,900 $ $ 100 $ p 2021/lOb Pmrkovementground � 170,000 $ 120,011 $ $ 49,989 $ p Park and Playground 2022/lOg Improvements $ 200,000 $ $ $ 200,000 $ Totals $ 733,000 $ 410,485 $ $ 257,447 $ 240 *Data cur�ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ 5,000 $ 20,000 $ $ Construction $ $ 305,000 $ 657,000 $ $ Equipment $ $ 656,000 $ 1,03 8,000 $ $ Contingency $ $ 75,000 $ 125,000 $ $ Totals $ $ 1,041,000 $ 1,840,000 $ $ CPA Amount $ $ 1,041,000 $ 1,840,000 $ $ Recreation-Page 16 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Program Name: Park Improvements-Athletic Fields Date: 10/19/2023 Program ID: Rec-CPA-2 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: mbattite@lexingtonma.gov Description of Capital Program: The Recreation Committee requests $545,000 in FY2025 to renovate the Bowman School Field. This renovation will include a complete reconstruction with the installation of a new natural grass Little League field,new irrigation system, new backstops, signage, and park benches. Additionally,the trail that leads to the the abutting Dunback Meadow conservation area will be restored, and based on the recommendations in the ADA Compliance Study,the end curb that runs parallel to the dugouts will be cut back to allow access to the ball field from the parking lot and an accessible path will be installed from the dugout on the parking lot side of the field behind the backstop to provide access to the dugout closest to the playground. The BoWman fields were last renovated in 2008. The Town of Lexington athletic �elds see excessive use and timely renovations and updates are critical to provide safe and playable fields for all user groups. The athletic fields are used by the Residents,Non-Residents, Lexington Public Schools, Youth and Adult League programs, Recreation&Community Programs and by youth& adult organizations and neighborhood families evenings and weekends. Proposed future renovations will include natural turf, drainage,new irrigation systems (where applicable), and site amenities (benches,backstops, etc.). Goals of Capital Program: Safety for all participants is the maj or concern and improving upon the safety of the fields is the maj or benefit to all users. The ToWn of Lexington athletic �elds are constantly used by recreation, school,youth, and adult groups. They are in need of maj or repairs that cannot be completed within the operating budget. There are safety issues With faulty backstops,uneven turf,uneven infield areas, and drainage. This is an ongoing multi-year capital program to address safety and playability concerns and to provide adequate and safe field conditions for neighborhood families, recreation, and school programs. The benefit would be to renovate the fields to a condition where they will be safe, playable, and more easily maintained. Impact if Not Maintained: The Public Works Department oversees the maintenance of the school and Town athletic facilities. The impact of not approving this request is a continuing deterioration of the fields Which may lead to injuries and cancellation of games. This will impact the School teams,youth leagues, adult leagues, and Recreation programs and affect the quality of life in Lexington. Major Spending over Past 5 Years: In FY2018, irrigation upgrades were made at 14 athletic fields throughout town(Center, Lincoln, Clarke, Diamond, Estabrook, Garfield, and Harrington). In FY2020,the athletic fields at the Diamond Middle School were renovated. A total of$560,000 was appropriated for these projects. Work Currently Underway: Funding Was appropriated in FY2021 ($370,000)to renovate the Harrington School Field, including excavating the infield areas, laser grading, and neW in-ground irrigation systems at the Harrington, Bowman, and Franklin. Additionally,based on the recommendations in the 2017 ADA Compliance Study, at Harrington, the gravel driveway from Lowell Street into the site is being paved to allow for the provision of additional accessible parking and a formal entrance. A route from the school drive to the softball and baseball team areas is also being created and the team areas are being renovated to provide more appropriate wheelchair space,which would make them accessible. This project is on hold until the status of the Lexington Public Schools administrative office building ("old Harrington")is known. Recreation-Page 17 Printed Novembe�29, 2023 In FY2022, funding was appropriated to renovate the Muzzey Field($155,000). The renovation will include irrigation upgrades, laser grading,the installation of new natural grass, and an accessible path will also be installed as part of this renovation. This proj ect is scheduled to take place in Spring 2024. In FY2023, funding was appropriated to renovate the Fiske School Fields ($250,000). The renovation will include installation of an irrigation system, laser grading, new natural grass, and the installation of new backstops, fencing, and signage. Additionally,based on the recommendations in the 2017 ADA Compliance Study, additional walks will be installed to provide accessibility to the various ball field team areas and these walks should be extended beyond the team areas to provide general access to the shared outfields in the center of the site. It is anticipated that this proj ect will be completed in calendar year 2024. In FY2024, funding was appropriated to renovate the Bridge School Fields ($285,000). The renovation will include irrigation upgrades, laser grading,new natural grass, and the installation of new backstops, signage, and park benches. The natural grass field will be sand based and no additional drainage installation will be needed. Additionally,based on the recommendations in the 2017 ADA Compliance Study,the route to the fields from the sidewalk that runs along the school's entrance driveway will be formalized to become compliant with accessibility regulations. The routes between the two softball field and the playground will also be formalized to provide universal access throughout the site. It is anticipated that this proj ect will be completed in calendar year 2025. Planned Spending for Next 5 Years: FY2026: $6,180,000- Harrington School(this proj ect is contingent upon the Lexington Public Schools administrative offices being relocated). In the 2021-2022 Comprehensive Study of Athletic & Outdoor Recreation Facilities, an annual deficiency of 6,100 hours between available field hours as compared to the �eld hours needed was identified. Specifically, the Town has a field shortage equivalent to one (1)large rectangle,multi-purpose field and fourteen(14) small rectangle,multi-purpose fields. This project calls for the installation of two full-size multi-purpose synthetic turf fields (330'x 195'). These fields would be lighted and other amenities would include expanding the parking area outside of school traffic lanes and constructing ADA accessible pathways that connect the parking areas to the different fields throughout the site. The configuration of facilities and fields allows for independent and concurrent field use. It is estimated that approximately 4,600 hours of field use would be gained as a result of this project, so it would help to address the Town's field shortage in a significant manner. For this request, $4,180,000 is CPA-eligible. Basis for Cost Projections: Cost proj ections are based on similar past proj ects and information provided by vendors and architects in August 2023. All cost estimates are provided in then-year dollars(FY2025 request in FY2025 dollars, FY2026 request in FY2026 dollars). Stakeholders: Residents,Non-Residents, Lexington Public Schools, Youth and Adult League programs, DPW, Recreation&Community Programs,Recreation Committee. Operating Budget Impact: DPW staff hours, equipment and materials costs should decrease with improved field conditions that will require routine maintenance and not emergency repairs. Funding Source: General Fund, CPA Recreation-Page 18 Printed Novembe�29, 2023 Open Space Historic Resources Recreation Land Community Housing Definitions Land to protect existing future Building,structure,vessel,real Land for active or passive Housing for low and well fields,aquifers and property,document or artifact recreational use including,but moderate income recharge areas,watershed land, listed on the state register of not limited to,the use of land individuals and families, agricultural land,grasslands, historic places or determined by for community gardens,trails including low or moderate fields,forest land,fresh water the local historic preservation and adult sports,and the use of income seniors. marshes and other wetlands, commission to be significant in land as a park,playground or stream,lake and pond frontage, the history,archeology, athletic field.Does not include lands to protect scenic vistas, architecture or culture of the use of land for a gymnasium or land for wildlife or nature town. similar structure. preserve and land for recreational use. Acquisition Yes Yes Yes Yes Creation Yes No Yes Yes Preservation Yes Yes Yes Yes Support No No No Yes Rehab and Yes, if acquired with CP Yes, if acquired with Restoration funds Yes Yes CP funds Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2014/8j Athl ticpF eldments- � 100,000 $ 99,820 $ $ $ 180 2015/8j Athl ticpF eldments- � $5,000 $ 81,041 $ $ $ 3,959 2016/8m AthleticpF eldments- � 120,000 $ 119,707 $ $ $ 293 2017/101 AthleticpF eldments- � 125,000 $ 104,046 $ $ $ 20,954 2019/14i Athl tic F eldments- � 435,000 $ 384,646 $ $ 50,354 $ 2020/l Oj Athl ticpF eldments- � 370,000 $ $ $ 370,000 $ 2�21�1�C AthleticpF eldments- � 155,�00 � � � 155,0�0 � Totals $ 1,390,000 $ 789,260 $ $ 575,354 $ 25,386 *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 50,000 $ 500,000 $ $ $ Construction $ 425,000 $ 3,510,000 $ $ $ Equipment $ 25,000 $ 1,170,000 $ $ $ Contingency $ 45,000 $ 1,000,000 $ $ $ Totals $ 545,000 $ 6,180,000 $ $ $ Funding Source CPA Amount $ 545,000 $ 4,180,000 $ $ $ Gen.Fund Amount $ $ 2,000,000 $ $ $ Proj ect Total $ 545,000 $ 6,180,000 $ $ $ Recreation-Page 19 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Park Improvements- Site Amenities Date: 10/19/2023 Project ID: Rec-CPA-3 Department: Recreation& Community Programs Revised: Submitted by: Peter Coleman Phone: (781) 698-4803 Email: pcoleman@lexingtonma.gov Description of Capital Program: The Recreation Committee requests $36,000 in FY2027 to update and replace site amenities at various parks and recreational facilities. Site amenities can include,but are not limited to, signage, shade structures,park and player benches, fencing, gates,backstops,bike racks, trash and recycle receptacles, and water fountains. Justification/Benefit: While the 2020 Community Needs Assessment highlighted several strengths that currently exist within the Town's park system, one area for improvement is in regards to the amenities present at each site. Twenty-seven(27) individual park/site assessments were completed during the Community Needs Assessments and approximately 80% of the assessments completed(21 out of 27) identified site amenities as a deficiency with the lack and/or poor condition of signage, spectator seating,pedestrian lighting, and trash/recycle receptacles as the most commonly listed deficiencies. Recent capital improvement proj ects have included the installation of new amenities,whereas the amenities at other parks have aged and are in poor condition or are non-existent altogether. Establishing consistent signage throughout the Town's parks will enhance the overall appearance as well as the user's experience while at these facilities. This request will help to address the shortcomings that were identified in the Community Needs Assessment. This request,which was initially scheduled for FY2025, has been deferred to FY2027 and FY2029. The reason for this is in addition to being included with previous capital improvement proj ects, the department has purchased and installed new amenities (shade structures,water fountains)in recent years using ARPA funding. The additional time will give staff the chance to complete an inventory of amenities at the parks and recreational facilities and then identify which amenities remain deficient and are in need of replacement. Impact if Not Completed: The Public Works Department oversees the maintenance of the Town's parks,playgrounds, and athletic facilities. The impact of not approving this request is a continuing deterioration of the amenities that are currently in place, which could ultimately lead to their removal. This would be to the detriment of all park users,whether it be residents,non-residents, the Lexington Public Schools,youth and adult sports organizations, and Recreation and Community Programs Department-sponsored programs and activities. Timeframe: FY2027 and FY2029. Replacement Frequency: 10-15 years, depending on the amenity. Planned Spending for Next 5 Years: FY2029 - $36,000 for upgrades and enhancements to site amenities at the various parks. Basis for Cost Projections: Based on the actual cost for these items when purchased during previous capital improvement proj ects. Stakeholders: Residents,Non-Residents, Lexington Public Schools, Youth and Adult League programs, Recreation&Community Programs, Recreation Committee. Operating Budget Impact: Recreation-Page 20 Printed Novembe�29, 2023 If this request is not approved,then these items would need to be purchased out of the Department's operating budget. Funding Source: CPA Open Space Historic Resources Recreation Land Community Housing Definitions Land to protect existing future Building,structure,vessel,real Land for active or passive Housing for low and well fields,aquifers and property,document or artifact recreational use including,but moderate income recharge areas,watershed land, listed on the state register of not limited to,the use of land individuals and families, agricultural land,grasslands, historic places or determined by for community gardens,trails including low or moderate �elds,forest land,fresh water the local historic preservation and adult sports,and the use of income seniors. marshes and other wetlands, commission to be significant in land as a park,playground or stream,lake and pond frontage, the history,archeology, athletic field.Does not include lands to protect scenic vistas, architecture or culture of the use of land for a gymnasium or land for wildlife or nature town. similar structure. preserve and land for recreational use. Acquisition Yes Yes Yes Yes Creation Yes No Yes Yes Preservation Yes Yes Yes Yes Support No No No Yes Rehab and Yes, if acquired With CP Yes, if acquired With Restoration funds Yes Yes CP funds Prior Authorizations: None Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ 6,000 $ $ 6,000 Equipment $ $ $ 30,000 $ $ 30,000 Contingency $ $ $ $ $ Totals $ $ $ 36,000 $ � 36,000 CPA Amount $ $ $ 36,000 $ $ 36,000 Recreation-Page 21 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Outdoor Pickleball Courts Construction Date: 10/19/2023 Project ID: Rec-CPA-4 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: (781) 698-4801 Email: pcoleman@lexingtonma.gov Description of Project: The Recreation Committee is requesting $870,000 in FY2027 to construct four permanent outdoor pickleball courts. This proj ect would include the construction of four new,post tension concrete pickleball courts as well as the installation of lighting and fencing around the perimeter of the courts. This is serving as a placeholder as the site for the pickleball courts is unknown at this time. Justification/Benefit: Pickleball, which is a combination of table tennis,badminton, and tennis, is the fastest growing sport in the country. Pickleball can be played by people of all ages and has quite a following in Lexington. The Recreation and Community Programs Department currently offers an indoor pickleball program during the school year and an outdoor program during the late spring and summer months and these programs are at maximum capacity with an extensive waitlist each session. In recent years,the tennis courts at Clarke,Adams, and Valley have also been lined for pickleball, creating 14 pickleball courts that serve as dual-purpose with the 7 tennis courts at these sites. As of now,there are no stand-alone outdoor pickleball courts in Lexington. In order to build the courts, a suitable and appropriate location in town needs to be determined. While the 7 tennis/14 pickleball dual-use courts have served a purpose,they are not meeting the overwhelming demand for pickleball in town. The need for dedicated outdoor pickleball courts Was clearly stated in the 2020 Community Needs Assessment. Additionally, during the design phase of the Gallagher/Farias Courts reconstruction proj ect, a Tennis/Pickleball Working Group was formed and met regularly from Fall 2022 through Spring 2023. The purpose of this working group was to make recommendations that would help to address the various tennis and pickleball needs in the community and included developing criteria for locations,play, and considerations for noise when it comes to pickleball. The working group expressed its unanimous support for constructing stand-alone pickleball courts and consider this request a win-win for tennis and pickleball players alike. This request has been in the 5-year capital plan previously(removed in FY2022) and the Committee believes that based on the results of recent studies combined With feedback and input received in the past tWo years,now is the time to reintroduce this request into the plan. The Recreation Committee is charged with pursuing neW,up-and- coming recreational activities for the residents of Lexington and the construction of dedicated outdoor pickleball courts with lighting would further enable the department to expand its pickleball offerings to the community during the spring, summer, and fall seasons. Impact if Not Completed: If this proj ect is not undertaken, residents will not have access to any dedicated outdoor pickleball courts in Lexington and the Recreation and Community Programs Department's pickleball offerings will be dependent on the availability of school gymnasiums and dual-purpose courts,which can me limited due to the numerous other activities that are held at these facilities. Timeframe: FY2027. Replacement Frequency: 25 years. Recreation-Page 22 Printed Novembe�29, 2023 Basis for Cost Projections: Cost proj ections are based on similar past proj ects and information provided by vendors and architects in August 2023. All cost estimates are provided in then-year dollars(FY2027 request in FY2027 dollars). Stakeholders: Residents,Non-Residents,Recreation& Community Programs,DPW. Operating Budget Impact: The impact that this proj ect will have on the operating budget is unknown at this time since the location of the courts is still to be determined. Funding Source: CPA Open Space Historic Resources Recreation Land Community Housing Definitions Land to protect existing future Building,structure,vessel,real Land for active or passive Housing for low and well fields,aquifers and property,document or artifact recreational use including,but moderate income recharge areas,watershed land, listed on the state register of not limited to,the use of land individuals and families, agricultural land,grasslands, historic places or determined by for community gardens,trails including low or moderate �elds,forest land,fresh water the local historic preservation and adult sports,and the use of income seniors. marshes and other wetlands, commission to be significant in land as a park,playground or stream,lake and pond frontage, the history,archeology, athletic field.Does not include lands to protect scenic vistas, architecture or culture of the use of land for a gymnasium or land for wildlife or nature town. similar structure. preserve and land for recreational use. Acquisition Yes Yes Yes Yes Creation Yes No Yes Yes Preservation Yes Yes Yes Yes Support No No No Yes Rehab and Yes, if acquired with CP Yes, if acquired with Restoration funds Yes Yes CP funds Prior Authorizations: None. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ 50,000 $ $ Project Management $ $ $ 20,000 $ $ Construction $ $ $ 640,000 $ $ Equipment $ $ $ 25,000 $ $ Contingency $ $ $ 135,000 $ $ Totals $ $ $ 870,000 $ $ CPA Amount $ $ $ 870,000 $ $ Recreation-Page 23 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Proj ect Name: Lincoln Park Fitness Stations Equipment Date: 10/19/2023 Project ID: Rec-CPA-S Department: Recreation& Community Programs Revised: Submitted by: Peter Coleman Phone: (781) 698-4803 Email: pcoleman@lexingtonma.gov Description of Project: The Recreation Committee requests $160,000 in FY2025 to upgrade and replace the equipment at the fitness stations at Lincoln Park. Justification/Benefit: When Lincoln Park was completely renovated back in 2003, fifteen(15) fitness stations were installed along the Teresa and Roberta Lee Fitness/Nature Path. The nature path is one of the gems of the park as evidenced by the fact that the equipment has been frequently used by park goers over the years. Due to its deteriorating condition,the time has come for the equipment to be replaced so that fitness enthusiasts can continue to enjoy the benefits that this equipment provides for years to come. Impact if Not Completed: If this request is not completed,the equipment will continue to deteriorate and at some of the fitness stations and removal of the equipment will be needed. Timeframe: 2025. Replacement Frequency: 20 years. Basis for Cost Projections: Based on cost estimates for similar purchases of fitness equipment. Stakeholders: Residents and Non-Residents, Recreation&Community Programs, Recreation Committee, Lincoln Park Sub-Committee. Operating Budget Impact: If this request is not approved,then these items would need to be purchased out of the Department's operating budget. Funding Source: CPA,possible Grant/Gift/Trust Recreation-Page 24 Printed Novembe�29, 2023 Open Space Historic Resources Recreation Land Community Housing Definitions Land to protect existing future Building,structure,vessel,real Land for active or passive Housing for low and well fields,aquifers and property,document or artifact recreational use including,but moderate income recharge areas,watershed land, listed on the state register of not limited to,the use of land individuals and families, agricultural land,grasslands, historic places or determined by for community gardens,trails including low or moderate fields,forest land,fresh water the local historic preservation and adult sports,and the use of income seniors. marshes and other wetlands, commission to be significant in land as a park,playground or stream,lake and pond frontage, the history,archeology, athletic field.Does not include lands to protect scenic vistas, architecture or culture of the use of land for a gymnasium or land for wildlife or nature town. similar structure. preserve and land for recreational use. Acquisition Yes Yes Yes Yes Creation Yes No Yes Yes Preservation Yes Yes Yes Yes Support No No No Yes Rehab and Yes, if acquired with CP Yes, if acquired with Restoration funds Yes Yes CP funds Prior Authorizations: None Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ Proj ect Management $ $ $ $ $ Construction $ 20,000 $ $ $ $ Equipment $ 125,000 $ $ $ $ Contingency $ 15,000 $ $ $ $ Totals $ 160,000 $ $ � $ CPA Amount $ 160,000 $ $ $ $ Recreation-Page 25 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2025-29 CPA Pro ect g J Program Name: Park Improvements- Hard Court Surfaces Date: 10/19/2023 09 Program ID: Rec-CPA-6 Department: Recreation& Community Programs Revised: Submitted by: Peter Coleman Phone: (781) 698-4803 Email: pcoleman@lexingtonma.gov Description of Capital Program: The Recreation Committee requests $492,000 in FY2025 to renovate the Valley Courts on Valley Road. The proj ect will include the construction of post tension concrete court surfaces for tennis/pickleball. In addition to new courts,the proj ect will provide new fencing, athletic equipment, and site amenities. This request is a new inclusion in the 5-Year Capital Plan,which is due to the fact that the Valley Courts are currently failing. VVhile Valley was last resurfaced in 2021,there is already extensive cracking apparent throughout the courts that Will continue to worsen over time. In speaking with industry experts, asphalt has been made with more environmental-friendly, sustainable materials in recent years. These materials have proven to be not as durable,which has led to the premature deterioration of the courts. Since the Valley Courts are located in a loW- lying,wooded area that receives limited sunlight,the recommendation is to install new post tension concrete courts rather than asphalt courts at this location. Upon completion,the post tension concrete courts come with a 25-year warranty. Goals of Capital Program: The hard court resurfacing program includes resurfacing,painting, and striping the hard court surfaces at Recreation facilities. These facilities include neighborhood Basketball Courts, Center Track and Courts at the Center Recreation Complex, Clarke Middle School, Adams, and Valley. Over the past 20 years,the Town has supported and invested in an upgrading of the Town's recreation infrastructure. The hard court resurfacing program is a program for hard surface athletic facilities which include basketball,tennis,track and the skate park. The program will include resurfacing and painting the hard court surfaces and installing new posts,backboards, nets and rims at Recreation facilities. It is important to maintain these valuable assets in the community to ensure their usability and the safety of the users. It is important to maintain the Town's recreation infrastructure. Impact if Not Maintained: The impact of not approving the request is a deterioration of the athletic facilities and unsafe conditions for the residents in the community that will likely result in the Valley Courts being taken offline due to safety concerns. Maj or Spending over Past 5 Years: In FY2017,the basketball courts at Kinneens Park and Rindge Park were resurfaced. In FY2020, the basketball and tennis courts at Adams Park were resurfaced and the tennis courts were lined for pickleball. In FY2021, the Valley Tennis Courts were resurfaced and lined for pickleball. A total of$231,000 was appropriated for these three proj ects. Work Currently Underway: In FY2023, funding was appropriated for a complete reconstruction of the Farias Basketball Courts and Gallagher Tennis Courts ($2,500,000). The project will include the construction of post tension concrete court surfaces for tennis and an asphalt surface for the basketball courts. In addition to neW courts, the proj ect will provide new fencing, athletic equipment, storage shed, shelter, site amenities (park and player benches,receptacles, etc.),tennis practice backboards, and signage. The design for this proj ect was completed in 2022. The proj ect mobilized in June 2023 and it is anticipated that substantial completion will be reached in November 2023. Planned Spending for Next 5 Years: None. Recreation-Page 26 Printed Novembe�29, 2023 Basis for Cost Projections: Cost proj ections are based on similar past proj ects and information provided by vendors and architects in August 2023. All cost estimates are provided in then-year dollars(FY2025 request in FY2025 dollars). Stakeholders: Neighborhood Families and Residents, Lexington Public Schools, Recreation& Community Programs, Recreation Committee, DPW,Youth and Adult Sports Programs. Operating Budget Impact: Failure to maintain the infrastructure will result in higher repair costs and/or complete reconstruction. Funding Source: CPA Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2014/8k Park Improvements-Hard Court � 85,�� g5,00� � � � Resurfacing 2015/81 Park Improvements-Hard Court � 55,000 $ 54,999 $ $ $ 1 Resurfacing 2016/8k Re urfacnvements-Hard Court � 61,000 $ 59,959 $ $ $ 1,041 g 2019/14h Park Improvements-Hard Court � '70,000 $ 69,635 $ $ 365 $ Resurfacing 2020/1 Oh Resurfac n vements-Hard Court � 100,000 $ 3 9,829 $ $ 60,171 $ g Park Improvements-Hard Court 2 5�0 0�0.0� 127 g0�.0� � 2 372 2��.�� 2022�10f Resurfacing , , , , , Totals $ 2,871,000 $ 437,222 $ $ 2,432,736 $ 1,042 *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 41,000 $ $ $ $ Construction $ 3 8 5,000 $ $ $ $ Equipment $ 25,000 $ $ $ $ Contingency $ 41,000 $ $ $ $ Totals $ 492,000 $ $ $ $ CPA Amount $ 492,000 $ $ $ $ Recreation-Page 27 Printed Novembe�29, 2023 ��"��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � ��,"�..�,�' � • • • ��j��f��=�� Town o Lexin ton - FY2025-29 Ca ital Inz �ove�nent P�o ect g p p J Proj ect Name: Lincoln Park Field Improvements Date: 10/19/2023 Project ID: CPA-7 Department: Recreation& Community Programs Revised: Submitted by: Melissa Battite Phone: 781.698.4800 Email: mbattite@lexingtonma.gov Description of Project: The Recreation Committee requests $1,810,000 ($1,145,000 of CPA funds and$665,000 from the general fund) in FY2025 to conduct an end-of-life synthetic turf replacement at Lincoln Field#2. This is the second year of a 3-year approach for these improvements. In FY2024, funding was approved for the synthetic turf replacement at Lincoln Field#1 and the installation of new lights at Lincoln Field#1 and Lincoln Field#3. The synthetic turf replacement at Lincoln Field#3 is scheduled for FY2026. The proj ect includes a professional evaluation to determine if subsurface/base"pad" can be reused or if a replacement is required for safe function of the field. The proj ect then comprises removal of the existing surface turf"carpet"at Lincoln Field#2, laser grading of the subsurface, inspection and repair(as needed) of the drainage system, replacement of the base "pad"if indicated by the aforementioned study,replacement/recycling of the infill material,replacement of the surface turf,replacement of the (wood) anchors and edging around the immediate field perimeter, and restoration of the walkways, guardrails, and plantings surrounding the field. As part of the process,the playing surface materials will be evaluated. This will include the use of the field, maintenance, safety and sustainability. A Working Group of staff and committee members from Recreation, Sustainability, DPW and Health are reviewing together the health and safety for playing surfaces to determine the best option for this Community Park and the overall impacts on the Community. The playing surfaces review will include the pros and cons of natural, hybrid and synthetic options. Goals of Capital Program: The goal of the Lincoln Park Fields capital program is to maximize the availability of safe athletic fields at Lincoln Park including by performing timely end-of-life renovation and/or replacement of the athletic fields (3 rectangular, 1 softball, 1 Little League) and the existing athletic lighting system at Lincoln Field#2 and by installing additional athletic lighting systems to increase usable field hours. Justification/Benefit: Lincoln Field#2 is permitted for approximately 1,800-2,000 hours of use annually,which can be considered very heavy use according to industry standards but is necessary given community demand for field space. The heavy demand is supported by the recently completed 2021-2022 Comprehensive Study of Athletic& Outdoor Recreation Facilities (Weston and Sampson, Inc.)that calculated an annual deficiency in Lexington of 6,100 hours between available and desired field usage. The estimated lifespan for the Lincoln Fields turf system based on our usage is approximately 10 years, and the regular annual inspection of Lincoln Field#2, last replaced in 2015, indicates that it is wearing according to that schedule. As such, the turf replacement at Lincoln Field#2 has been included in the 5-year capital plan since FY2022. Impact if Not Completed: If the synthetic turf system is not replaced at its end-of-life,the field will likely not meet safety standards and will ultimately need to be closed within the next 1-2 years. The regular replacement of the synthetic turf system of the fields at Lincoln Park is simply an ongoing maintenance issue that must occur approximately every 10 years to maintain the safety and playability of the fields. Recreation-Page 28 Printed Novembe�29, 2023 The deferral of the turf replacement at Lincoln Field#2 by a year will push the replacement schedule for Lincoln Field#3 back by a year and would result in at least one year, and possibly two years, during which a field at Lincoln would be offline concurrent with disrupted usage of fields at Center Recreation Complex. Such concurrent�ield losses would have major repercussions for the many field users in Lexington. Work Currently Underway: Funding was appropriated in FY2024 ($3,391,500)to replace the synthetic turf playing surface and install new lights at Lincoln Field#1 and install new lights at Lincoln Field#3. The design work for this proj ect is ongoing and is expected to be completed before the end of the year. The proj ect will go out to bid in Winter 2024 and construction will take place in Summer 2024. Planned Spending for Next 5 Years: FY2026: Replace the synthetic turf playing surface at Lincoln Field#3 (est. $1,950,000). The playing surface at Lincoln Field#3 was last replaced in 2016. Timeframe: FY2025 and FY2026 Replacement Frequency: 10 years. Basis for Cost Projections: Cost proj ections are based on similar past proj ects and information provided by vendors and architects in August 2023. The synthetic turf,pad, and infill are not part of the CPA request. All cost estimates are provided in then- year dollars (FY2025 request in FY2025 dollars, and FY2026 request in FY2026 dollars). Stakeholders: Residents,Abutting Residents, Recreation&Community Programs,Recreation Committee, Lexington High School Physical Education Program, Lexington High School Athletics,numerous community users including Lexington United Soccer Club (LUSC) and Lexington Youth Lacrosse (LYL). Operating Budget Impact: DPW staff hours, equipment, and materials costs should decrease with improved field conditions that will require routine maintenance and not emergency repairs. Funding Source: General Fund, CPA Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2013/8H Lincoln Park Field Improvements $ 565,000 � 565,000 � � � 2014/8H Lincoln Park Field Improvements $ 620,000 $ 616,521 $ $ $ 3,479 2015/8M Lincoln Park Field Improvements $ 650,000 $ 649,968 $ $ $ 32 2023/l0I Lincoln Park Field Improvements $ 3,391,500 $ 216,433 $ $ 3,175,067 $ Totals $ 5,226,500 $ 2,047,922 $ $ 3,175,067 $ 3,511 Recreation-Page 29 Pr�inted Novernbe�29, 2023 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 89,500 $ 89,500 $ $ $ Proj ect Management $ 51,5 00 $ 51,5 00 $ $ $ Construction $ 1,517,000 $ 1,644,000 $ $ $ Equipment $ $ $ $ $ Contingency $ 152,000 $ 165,000 $ $ $ Totals � 1,810,000 $ 1,950,000 � $ $ Funding Source CPA Amount $ 1,145,000 $ 1,23 5,000 $ $ $ Gen. Fund Amount $ 665,000 $ 715,000 $ $ $ Proj ect Total $ 1,810,000 $ 1,950,000 $ $ $ Recreation-Page 30 Printed Novembe�29, 2023