The URL can be used to link to this page

Home My WebLink About2023-12-05 FY2025 Proposed Departmental Budget Presentations Packet - Released SELECT BOARD MEETING Tuesday, December 5, 2023 Estabrook Hall, Cary Memorial Building, 1605 Massachusetts Avenue, Lexington, MA 02420 - Hybrid P artic ip ation* 5:00 P M AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2025 Proposed Budget- Public Health Department Presentation S:OOpm 2. FY2025 Proposed Budget- Innovation& Technology Department Presentation S:15pm 3. FY2025 Proposed Budget- Select Board Office Presentation 5:45pm 4. F Y2025 P rop o s ed Budget- Town Manager's O ffic e; Emp loyee B enefits & 6:15pm Insuranc e P res entations ADJOURN 1. Anticipated Adjournment 7:OOpm Meeting Packet:https://lexington.novusagenda.com/agendapublic/ 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/83314813759?pwd=_ex77Be- k5zjg7KM8A4hXjMSUQEIyg.rYE3x2nwU2F5x Lj iP ho ne o ne-tap: +19294362866„83314813759# US (New York) +13017158592„83314813759# US (Washington DC Telephone: +1 929 436 2866 US (New York) +1 301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309 205 3325 US VVebinar ID: 833 1481 3759 Passcode: 737114 �An Act Relative to Extending Certain State of Emergency Accommodations:https://www.mass.gov/the-open-meeting-law T he next regularly scheduled work session of the S elect B oard will be held on Monday, D ecember 11, 2023 at 6:30pm via hybrid participation. T he next regularly scheduled meeting of the S elect B oard will be held on Monday, D ecember 18, 2023 at 6:30pm via hybrid participation. Hea�^ing Assistance Devices Available on Request All agenda time and the o�der�of items a�e app�ximate and � � ,��,,, subject to change. Recarded by LeXMedia AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Public Health Department Presentation PRESENTER: ITEM NUMBER: Joanne Belanger, Director of Public Health I.1 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review preliminary F Y2025 budget for the Public Health Department. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/5/2023 S:OOpm ATTACHMENTS: Description Type � ]q��.r��:n��:��:��ar�,,,,��`��;�.�:��.��:n��,��,�:��,,ar��:��"��,��,�'��I��.��.�:��.��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 Health De artment p Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Joanne Belan er Health Director g � Select Board Presentation December 5 2023 , �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 6000 Health& Human Services Subprogram: 6500 Health Budget Description: The FY2025 All Funds Health budget request reflects an increase of $33,835 or 5.15% from FY2024. The General Fund increase is $33,835 or 6.42%, which includes an increase in compensation of$31,585 or 7.41%, which reflects actual compensation now that the division is fully staffed. Expenses increase by $2,250 or 2.23% from FY2024, which reflects the professional training, education and CEU credits required for a fully-staffed Health Office. I n FY24, the Health Department became a separate town department, and will no longer be a division of the Land Use, Housing and Development Department. Department Goals: 1. Strive to make the Health Department more visible and accessible to residents, businesses and staff as a reference, resource and trusted municipal partner. 2. Continue to review all the local Board of Health regulations, and update as necessary, to coincide with current State and Federal regulations, standards and best practices. Research and develop new regulations as necessary. 3. Emphasis on developing programming and services with a focus on Health Equity, Diversity and I nclusion 4. Implementation of new inspection software and tablets has decreased reliance on paper forms and allows for more efficient and accurate record keeping. Will continue to support enhanced customer service satisfaction and improve staff efFiciency by updating Health permit applications in ViewPoint Cloud as necessary. 5. Continue involvement with the newly formed Central Middlesex Medical Reserve Corps. Offer preparedness trainings and classes for the community such as Stop the Bleed and Behavioral FirstAid. 6. Continue to grow the Clinical Public Health programs including expanding the availability of adult and pediatric vaccines, beyond flu vaccine, Senior Wellness Clinics, CPR/First Aid, collaborate with Human Services Health Outreach Clinician to expand services to Elders, and collaborate with other clinical partners in the community. Research grant opportunities to fund future programs and services. Continue to monitor and be a resource for Covid-19 concerns in the community and to offer COVID vaccines. �. Evaluate and expand the Environmental focus of the Health Department by offering or sponsoring trainings, certifications or education, such as ServSafe for food establishments, septic/cesspool maintenance, well water testing, mosquito/tick safety. Work with partners to address hoarding in the community through a multi-disciplined approach. 8. Research grants and other financial opportunities to enhance and expand functions of the Health Office such as the FDAVoluntary Retail Food Grant, Public Health Excellence Grants, NACCHO grants for the MRC, or other opportunities ofFered by the Office of Local and Regional Health of the Massachusetts Department of Public Health. 6000 - Human Services 1 Program Improvement Requests Comp. Expenses Benefits Total Additional vehicle for Health Dept staff $ $ 50,000 $ $ 50,000 Tc�t�l 65�U by F��qu��t � - $ ��aD�� $ - $ �0,004 Budget Data (by Object Code) - General Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $265,934 $352,226 $424,697 $456,258 $31,561 7.43% 513000 Overti me $506 $3,448 $1,816 $1,840 $24 1.32% Subtotal Compensation $266,440 $355,674 $426,513 $458,098 $31,585 7.41% 520000 Contract Services $51,303 $31,089 $70,000 $70,000 % 538010 Advertising $250 $0 $750 $750 % 538080 Pri nti n g & Forms $172 $24 $1,500 $1,500 % 572000 M i leage $537 $926 $2,000 $2,500 500 25.00% 530060 Prof Dev&Training $5,194 $6,472 $10,000 $10,000 % 571000 Travel $1,348 $2,589 $3,500 $3,500 % 530040 Sem./Workshops/Conf. $833 $2,065 $3,000 $3,000 % 534030 Mobile Devices $1,418 $1,867 $2,000 $2,000 % 531030 Gasoline/Diesel $35 $0 $800 $800 % 558000 Supplies $169 $2,240 $2,800 $3,000 200 7.14% 542000 Office Supplies $1,202 $506 $700 $2,000 1,300 185.71% 573000 Membership/Dues $953 $100 $3,000 $3,000 % 558010 Clothin & Safet Equipment $720 $1,183 $750 $1,000 250 33.33% Subtotal Expenses $64,134 $49,061 $100,800 $103,050 $2,250 2.23% Subtotal 7140 Health General Fund $330,574 $404,735 $527,313 $561,148 $33,835 6.42% Budget Data (by Object Code) - Revolving Fund FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase Health Programs Revolving Fund 520000 Contract Services $1,172 $38,215 $30,000 $30,000 $0 % 542000 Office Supplies $33,035 $12,475 $60,000 $60,000 $0 % Subtotal Health Programs Revolving Fund $34,207 $50,690 $90,000 $90,000 $0 % Lab Animal Permits Revolving Fund 520000 Contract Services $0 $0 $40,000 $40,000 $0 % 542000 Office Su lies $0 $0 $0 $0 $0 % Subtotal Lab Animal Permits Revolving Fund $0 $0 $40,000 $40,000 $0 % Subtotal 7140 Health Revolving Funds $34,207 $50,690 $130,000 $130,000 $0 % Total 7140 Health (All Funds) $364,781 $455,425 $657,313 $691,148 $33,835 5.15% 6000 - Human Services 2 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 6000 Health& Human Services Subprogram: 6500 Health FY2022 FY2023 FY2024 FY2025 Authorized/Ap�priated Staffin� Budget Budget Budget Request Public Health Director 1 1 1 1 Public Asst. Health Director 1 1 1 1 Public Health Agent 1 1 1 1 Public Health Nurse* 0.6 1 1 1 Office Manager** 0 0 1 1 Total FTE 3.6 4 5 5 Tota I FT/PT 3 FT/1 PT 5 FT/0 PT 5 FT/0 PT 5 FT/0 PT *Public Health Nurse was previously shared between Lexington(.6)and Belmont(.4)per Nursing Services Agreement executed in FY2009. In FY2023,the position was reassigned to Lexington on a full-time basis. **The FY2023 budget transferred a DepartmentAssistant from the Land Use, Housing and Development Department to the Health Department and reclassed the position as an Administrative Assistant. In FY24 the position was reclassed to Office Manager 6000 - Human Services 3 FY2025 Prog ram I m provement Req uest #1 of 1 Department: Health Division: 6500-Health PIR Title: Additional vehicle for Health Dept staff 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 Additional vehicle for Health Dept staff $ 50,000 $ 50,000 $ Total Expenses $ 50,000 $ $ 50,000 Purpose/Description of Request: The Health Office has historically had one vehicle. The Health Department is now fully staffed and has 2 full-time staff that conducts routine inspections and 1 stafF member that conducts home visits and performs other functions throughout the Town. The 3 staff members are sharing one vehicle and have to coordinate work load around the availability of that one vehicle. This is not the best use of time for the inspectors and does not support the highest level of service to the community. After consulting with Maggie Peard and Marc Valenti regarding the cost of new EVs, it was suggested, based on size and storage capacity needs, to propose a cost of$50,000. The Town will be eligible for a rebate from the State off the price of the car. Service Implication: This request is for an additional vehicle so that inspections and other Public Health related work can be accomplished in a more timely and efficient manner. 6000 - Human Services 4 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Innovation& Technology Department Presentation PRESENTER: ITEM NUMBER: Tim Goncalves, Director of Innovation& Technology I.2 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. R eview p re liminary F Y202 5 b ud get fo r the I nno vatio n and Tec hno lo gy D ep artment. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/5/2023 S:15pm ATTACHMENTS: Description Type ��,��,��,��r� ��r��:��i�,��f��,�,�f��r.�:��;��;��':�,��.,��~�� ,�:��J� ��:�c:��; �� 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 I n novation & Tech nolo p gy Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Ti m Goncalves , D i rector of I n novation & Tech nolo gy Select Board Presentation December 5 2023 , �� "�"� _. ,� x, .� � �,�'r,,� '� ��"�`` � �� *��,,, Town of Lexin ton �,�'pe � � reqp J Wbv `"�� Y��.Y�x�,I✓�fi I ��'� �� ,f��' FY2025 Bud et Develo ment ,� , 9' p ��""�NL B�'" � �"��'C 0`�C�""��,�`�.-.�"'�, Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Innovation & Technology Mission: The Department of Innovation and Technology (IT) provides a customer-centric approach to the delivery of innovative technology solutions to meet the needs of the Town Departments and to strengthen the services provided to our residents while providing the highest level of security to the Town Network. Budget Overview: The FY2025 budget request for Innovation & Technology reflects an increase of$244,704 or 8.38% from the revised FY2024 budget. Compensation increases $42,046 or 5.20%, which is attributed to contractually obligated step increases and cost of living adjustments. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses increase $202,658 or 9.60%. The primary factor driving the increase is the expense budget are general inflation costs. The Department of Innovation and Technology supports, maintains and manages townwide business-related technology. The department supports townwide core services including the financial system (MUNIS), time keeping (NovaTime), document management (Laserfiche), facilities maintenance and management technology, domain management, emergency management web sites and services, and VoIP telephone systems. IT maintains the infrastructure and security of the network core and co-manages the townwide area network for Municipal and School departments. The Department manages all Municipal technology purchases and performs the installations and maintenance of Municipal IT equipment and services. IT collaborates with Town departments to select, design and implement technologies. Some Municipal systems supported by the Department include the public safety system (ProPhoenix), Assessors database (VISION), Town permitting and inspections system (Citizen Services), GIS systems (ESRI), work and asset management systems (PeopleGIS, SchoolDude, Freshservice), Town website and social communication systems, Municipal Systems and Infrastructure (VMWare, Microsoft applications, antivirus/cybersecurity software, archiving applications, backup systems, IT management systems, cloud storage), and many other applications. IT staff also provide support and training for end-users. Department Goals: 1. Continue to invest in the Town's IT infrastructure and security posture a. Implement recommendations from network assessments b. Implement recommendations from cybersecurity assessments c. Investigate additional cybersecurity measures and services d. Provide cybersecurity training to all staff 8600 - Innovation & Technology 1 2. Maximize the value of current systems a. Laserfiche c. Enterprise ERP e. Blue6eam b. OpenGov d. Vision f. ProPhoenix 3. Increase Customer Service Quality a. Emphasis on a customer-centric approach to working with the departments and stafF 4. Focus on futu re vision i ng for IT a. Mobile work initiatives b. Hybrid work/meeting spaces a. Disaster Recovery (DR) planning and expansion of capabilities b. Network redundancy planning and implementation Program Improvement Requests Division Comp. Expenses Benefits Total ��,,,�� ,,,,�� Junior Systems Administrator (Working Title) $ 6,406 $ $ 93 $ 6,499 ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,,,,,,,,, ,»��> >�� > >�� ,,,,,,,, ,,,,�»« ,,,,,,,,, ,«,,,,,, ,,,,,,,,, ,,,,,,,,, Total ��0�.by R�quest � �,44� $ - `� �� ,4�� , FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $2,543,685 $2,463,981 $2,785,868 $3,023,925 $238,057 8.55% Enterprise Funds (Indirects) $89,039 $123,455 $132,697 $139,344 $6,647 5.38% . • � � . � . . � . � . .� • . • • � � • . • . � • � � • � • � • • � • � � � � � � • . , FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $830,098 $849,519 $808,139 $850,185 $42,046 5.20% Expenses $1,802,626 $1,737,917 $2,110,426 $2,313,084 $202,658 9.60% • • � i � � • � � � • � • � I I I • •1 � • • • � 1 � i � • � • � • • i � • i • � � 1 • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 8610 IT Administration $2,632,724 $2,587,436 $2,918,565 $3,163,269 $244,704 8.38% . • � � . � . . � . � . .� • . • • � � • . • • � • � � • � • � • • � • � � � � � � • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $822,858 $840,503 $803,605 $845,592 $41,987 5.22% Overtime $7,240 $9,015 $4,534 $4,593 $59 1.30% Personal Services �830,098 $849,519 $808,139 $850,185 $42,046 5.20% Contractual Services $1,482,784 $1,465,794 $1,700,706 $1,930,764 $230,058 13.53% Utilities $77,483 $108,791 $193,900 $171,900 $(22,000) (11.35)% Supplies $18,222 $18,106 $14,820 $12,820 $(2,000) (13.50)% Small Ca ital $224,138 $145,227 $201,000 $197,600 $ 3,400 1.69 % Expenses $1,802,626 $1,73 7,917 $2,110,426 $2,313,084 $202,658 9.60% � � • • 1 1 � • � i � � • � � � • � • � I I I • •1 � � 1 • 1 • • 1 • • � • � 1 1 • • � 8600 - Innovation & Technology 2 �� -� �� ;� f� �;,,a .w e�`, ,� �� W ,, �, 1�� `�� Town of Lexi n to n � �� g �en �wA ,,,.y � I� ��i ��M I�� M �' FY2025 Budget Development � ,� � .� f„�i �.� � ,�:�� 1� , � � ��IL d,�� r '�/ �.��,�� Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Innovation & Technology FY2022 FY2023 FY2024 FY2025 Budget Budget Budget Request Innovation & Technology Director 1 1 1 1 Information Technology Director 1 1 1 1 Administrative Assistant* 0.43 0.54 0.54 0.54 Business Analyst/Project 2 2 2 2 Manager Network Administrator 1 1 1 1 GIS/Database Administrator 1 1 1 1 Support Technician 1 1 1 1 Applications & Systems 1 1 1 1 Administrator Webmaster** 1 1 0 0 Part-ti me I ntern 0.25 0.25 0.25 0.25 Total FTE 9.68 9.79 8.79 8.79 Total FT/PT 10 FT/2 PT 9 FT/2 PT 8 FT/2 PT 8 FT/2 PT *In FY2023, a program improvement increased the hours for the Municipal Assistant from 15 to 19 per week. Title was also changed from Municipal Assistant to Administrative Assistant. **In FY2022, a webmaster was reassigned to Cary Library at Fall 2021 Special Town Meeting, and in FY2023, a webmaster was reassigned to the Town Manager's Office at Fall 2022 Special Town Meeting. 8600 - Innovation & Technology 3 �� *�� _. x °' ��`� �� /� � - '- �� , ``�; 1� � � � �� ow n o ex�n o n a � �� i�� '� ��'��' FY2025 Bud et Develo ment ,��..a �� - 9' p ��.�� ''! ��`�'t��e��, Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Innovation & Technology Element: 8610 IT Administration Budget Description: The Innovation & Technology (IT) FY2025 budget request reflects a $244,704 or 8.38°/o increase from the revised FY2024 budget. Compensation is increased by $42,046, or 5.20%. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The requested expense budget reflects an overall increase of $202,658 or 9.60%. The largest increases were in the areas of Software Maintenance/Support where we continue to account for yearly increases in our subscriptions costs. Large changes are noted below: — Increase in Contracted Services — Set plan for contracted work for the year. — Increase in Communications and Network Support — Small increase expected for new Security Operations Center contract (switching from a Network Operations Center contract as we do monitoring in-house now). — Increase in LAN Peripherals (network switches, etc.) — Increase associated with the large inflation cost that is currently hitting network switches. — Decrease in Hardware Support — Attributed to the reduction in physical hardware in our server rooms. — Decrease in Utilities — Dropped some copper lines across Town. — Decrease in Mobile Devices — Cleaned up under-utilized or unused data plans for mobile devices. — Decrease in PC Software — Software is now becoming more and more subscription based so we're not buying as many perpetual I icenses. 8600 - Innovation & Technology 4 The Software Maintenance budget has been broken up into three new categories (created in FY23). Additional changes in budget are below: — Townwide Software Support-This is for Townwide (Town and School) applications such as M U N IS, Laserfiche, and Workiva (Wdesk). — Small increase in costs from annual increases. — Municipal Software Support- This is for Department-specific (or multi-department) applications such as PeopleGIS, SchoolDude Work Order System, and NovusAgenda. — Small increase in costs from annual increases. — IT Software Support-This is for IT, general infrastructure and security applications such as our Freshservice ticketing system,Anti-virus applications and our remote assistance tools. — Small increase in costs from adding new applications to manage mobile devices and Zoom Enterprise for all staff. 8600 - Innovation & Technology 5 Budget Data (by Expense Category and Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Revised Request Increase Increase 511000 Regular Wages $820,627 $839,021 $754,767 $794,432 $39,665 5.26% 511010 Part-Time Wages $658 $0 $34,768 $36,290 $1,522 4.38% 512000 Seasonal Part-Time $173 $83 $10,000 $10,000 $0 -% 514090 Longevity $1,400 $1,400 $4,070 $4,870 $800 19.66% 513000 Overtime $7,240 $9,015 $4,534 $4,593 $59 1.30°/a Subtotal Compensation $830,098 $849,519 $808,139 $850,185 $42,046 5.20% 520000 Contract Services $145,029 $100,830 $93,400 $116,448 $23,048 24.68% 530000 Professional Services $0 $0 $0 $0 -% Subtotal Contractual Services $145,029 $100,830 $93,400 $116,448 $23,048 24.68% 534060 Comm. & Network Su . $310,390 $285,000 $385,000 $430,000 $45,000 11.69% Subtotal Core Shared Expenses $310,390 $285,000 $385,000 $430,000 $45,000 11.69% 521000 Utilities $45,240 $74,186 $146,500 $131,500 $(15,000) (10.24)% 534030 Mobile Devices $32,243 $34,605 $47,400 $40,400 $ 7,000 14.77 % Subtotal Utilities $77,483 $108,791 $193,900 $171,900 $(22,000) (11.35)% 572000 Mileage $218 $329 $6,000 $6,000 $0 -% 530060 Prof Dev&Training $19,992 $16,824 $18,000 $18,000 $0 -% 571000 Travel $1,396 $1,386 $8,000 $8,000 $0 -% 530040 Sem./Workshops/Conf. $(604) $1,099 $8,000 $7,000 $(1,000) (12.50)% 573000 Membership/Dues $375 $750 $820 $620 $(200) (24.39)% 558010 Equipment $2,163 $2,183 $2,500 $2,500 $0 -% Subtotal Staff Support Services $23,540 $22,571 $43,320 $42,120 $(1,200) (2.77)% 538080 Printing &Forms $525 $0 $500 $500 $0 -% 538010 Advertising $92 $402 $500 $500 $0 -% 527020 Equipment Rental $3,362 $3,312 $3,500 $3,500 $0 -% 558000 Supplies $14,613 $13,599 $10,000 $8,000 $(2,000) (20.00)% 542000 Office Su lies $1,071 $1,574 $1,500 $1,700 $200 13.33% Subtotal Office Expenses $19,663 $18,88 7 $16,000 $14,200 $(1,800) (11.25)% 534050 Hardware Support $40,361 $34,884 $73,000 $63,900 $(9,100) (12.47)% 585020 Small Equipment $1,049 $392 $1,000 $1,000 $0 -% 558020 LAN Hardware $31,991 $5,494 $10,000 $12,000 $2,000 20.00% 558030 PC Hardware $83,151 $51,800 $60,000 $60,000 $0 -% 558060 LAN Peripherals $40,636 $23,677 $42,000 $50,000 $8,000 19.05% 558070 PC Peripherals $30,706 $21,103 $35,000 $33,600 $(1,400) (4.00)°/o 542040 Office E u i ment $2,503 $8,802 $8,000 $8,000 $0 -% Subtotal Hardware $230,397 $146,152 $229,000 $228,500 $(500) (0.22)% 558040 LAN Software $33,391 $33,654 $35,000 $30,000 $(5,000) (14.29)°/o 558050 PC Software $711 $305 $10,000 $3,000 $(7,000) (70.00)% 534040 Townwide Software Support $857,486 $447,593 $492,205 $510,434 $18,229 3.70% 534041 Municipal Software Support $61,118 $381,852 $373,451 $433,662 $60,211 16.12% 534042 IT Software Support $43,420 $192,284 $239,150 $332,820 $93,670 39.17% Subtotal Software $996,126 $1,055,688 $1,149,806 $1,309,916 $160,110 13.92% Note-Historical spending for Townwide, Municipal and IT Software are approximations to provide context. In MUNIS, they fall under the same object code. Subtotal Expenses $1,802,626 $1,73 7,917 $2,110,426 $2,313,084 $202,658 9.60% Total 8610 IT Administration $2,632,724 $2,587,436 $2,918,565 $3,163,269 $244,704 8.38% 8600 - Innovation & Technology 6 FY2025 Prog ram I m provement Req uest #1 of 1 Department: Innovation & Technology PIR Title: Junior Systems Administrator (Working Title) 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 0.00 $ 6,406 $ 6,406 513000 Overtime $ Other Compensation $ Total Compensation 0.00 $ $ 6,406 $ 6,406 Benefits Benefits Eligible? 0 $ 93 $ 93 Expenses $ Total Expenses $ $ $ Purpose/Description of Request: The purpose of this request is to reclass the current IT Support Technician/Desktop Administrator position to a Grade 7 (from the current Grade 5). This would bring it in-line with the other two operations positions in the Department, the NetworkAdministrator and theApplications and Systems Administrator. Over the years, the duties for this position has grown substantially. — Several new, larger buildings have been constructed in Town featuring lots of new technology including the Fire Station Headquarters, Visitor Center, 173 Bedford St, the Pool Complex, and soon, the new Police Department. Also, the Network Project at Cary Library which will bring that building onto our network. — New responsibilities (new technology, new applications) have been assigned to this position to handle the increase in demand from Departments and residents. The quantity of work that this position currently handles is on-par with the other two positions in the Department, which means it should be brought up to par in terms of pay. Amount is calculated from comparing the two salaries at their current step and getting the difference (Grade 7, Step 3 - Grade 5, Step 3) Service Implication: Not moving this position to a Grade 7 will result in the position losing some current responsibilities to bring it more in line to what it has been in the past. Those responsibilities would need to be delegated to other members of the team resulting in staff being overworked and projects/tickets being delayed. 8600 - Innovation & Technology 7 • own o exin on assac use s � �� iuummmouuuuwi��om'"�r iiiuw.w.0 �oyam�mmuauw.run w�rrn!��I��u = iiuuumwi��' "" �nmv�� iuuuoJuww!w" rr��r rnma �uuiui J'i� U'! I� n' wu�youo � �"hinmio 'uumliil01 , '�, U � � u�luuyG' I um�I�� ip �n� .� � ��um+++I III �I��Pi r�'NNI� °.JJ-, �, uuu��hrt�� i �i, , IWmu� puiiudf �IIII IIIII �l�l.G �%, � � ii�huu ufii�l � �IIM "�u � � 'uui��M� �wwyiN �� a ; ��1�� rtd��, umlr��J � ��II �luu� u, � um uu�� ioi�uw ii I� li ;ii �� uuil�� i �� i ��1� „�MPM � ,�ui � 111W�WIVII „ , �y�I�° +� r , �, ii dlu iuU%� '�If" �r� m in,, ;;,Jf�� I�II��;;,,sia i, !�6 �� ,;,, ��1 . �M��II��, �III a �'�4 „ u� �. ..�.�Poiiiii ,,,,,,,,� iiiiiiio �z.c ..�.,.�..v�,m� ., ,,. ,iim��m!�iiiiiii �„ ,,,,m�,� �,��i.�. , IN ,,li(�' IIIII �::��'.�� . 'I�� , ��,. I' u, �� `�urE IIIII �� ,� , 1 i� � � ; i�, � '�i�w iii "�m uiNvf � �;� f� ; �V�,. �i'; , �i � ,, u�ti�iy, 'fjf�; 1�" ,;„�r� ; ,�f ��uw��iiiuiia�� ii�i� i�l ; � �� uw�ni� �� r UI� �'11( ,,�1' rr� � ,uu t� �� '" � �, �,C� � � /%�m YIY( �''� � ,, " &4 uuuum�ii u�lllll � � , 1'Q � IVI i �� iN� �` i�' � f � „ �((( � ��;; �"�IC �� J l �� , , �� f'"."�, ,um �l,I i iyi� '��i �� ly �� ii� �i � ,1 � iMif�"�' ;� �� 1� r �� ,rr �� „ � �� , , r � ,;;, , ,„ � �ri�iy�r � �^ �s ' iii�l uuuuuwi�ii �., � � IIIIW ( IV Nd I00 Ilu �i�i� �r�, �� Ip�w�u�""1 �I�' � � %r% II J N ' ' �"f'r � '�, �/ ��'r, p ,y� rl�„ "NII� oiNJ � 0 � �1 �� VW� � 1 �ly � YJ', IVk r �r� �;: � �� ( � ` ,�� U ��! �' ,; W� �;„ , ! � I �I � 6 � �� i� Gli � �I�� I j I�� I� „ „ @WI'u� ^ �' a, = � ,�Jf `,;, fi �� umuuuuuuuuuu� i� �/i �1r'v,��"�� J h ' ,,,lY�', � �i ,, �/,/ � ni�i f "1 n'li��nii��/i� %� Ifl� I lll'�,,� .�� u au'� � �, Ui, �Jy�(„ ��f � ri dlfl�` �'�( �r �� tiwr % (�� a 7 ��I�io%�/,'f��/��;,' �I�If�' , �IIII' i� r�I f � ' r� (l�� 9D1A0�� l;i ( mi: HII. 1 ff f a ��`� �IM f� - � f YI1i �Ui i�� » �IJJ„/, - jN4V��i1��,�I �I i I��' PV �I@ III�'� � f�9, �rrr � �i �" � ii�� ' ii�vu„4 uJ'il�l= lYi im � NI IIII` /r "' � "141 �MI�� , l� � i�lll I��/�i i�y �";,, �� N�i�, `„+��idfi� 1,�� 1�r� � �� , y W � �� i r�UN �utuqi� ��,�W� �� rtui "'�Illillliu I uuu �i� VIIV��i �Wuu � �,mu r�' ��9 NY �, ��'4u� �'Vlb�u� IIII � uul� iu� aii��'lIP iiu�uu �W, u iiuJ �IIII illl '�Ill III I uui i I �r�^ �� i010id� �h uim� r i(o `�VI i ��h I � ,u� i,,,, ��/U, �'IJ�'�I��Nrllld�lWuu u,ui ii�mwti ' � ..; �wux�� '. uu�i'� ��"i ii u ii��''' �uuJ "� �� uuuuui i � i �nv 7 u � �� . �m�w�mu ::uiuumr� ytl�� i � w rrrori, /i uHxi/.. P � „ �� I � i :' III� �� ,� i,. uu��u � �1um� tiiri u�wu 911 /� r. aowa�iaw�v�irrrr„ .uw 'ii i il�"�uid, . II"'uy��,Imn w I�I" uu a i UU muu�� 81� � �• " 1,'luuumi i,� ' ' u.m�Yluullli�J11 � i III� Rfuuulm��u� um VIV uux!�m�� <�!aauuunun� r �" � ,��a��xnemmG.%"�'in �' �"`��miiiiiiiiiixxiiiiiauuuuuumuwwuurvaiiir,/:n "�/C y � lsca ear . e ar men o nnova lon ec no 0 . a i a e ues s M N O N � � N v v � � � � � O � � � o � � � � '� .� � � � � � � •� � � '� r� r� r� r� r� r� � w '� � � � � � � � � � � � � � � � � � � w � � � � � � � � � Q o o O o 0 o I I N � O O O O O O N O O O O O M M 0 N O O � � � � N �,,,,� � � ,� ,� ,� r, w � w � � � � � � � � Q o 0 0 0 0 o I I N � O O O O O O N O O O O O `O � 0 N O O N � 00 �1 N ,�-� r� w w � � � � � � � � Q o 0 0 0 0 o I I N � O O O O O O N O O O O O � � 0 N O O � 00 00 '-' � �„� � �--+ N �--+ � � � � � � � � � � � Q O O O O O O I I N � O O O O O O N O O O O O `O � 0 N O �n `O O� o0 0o N � � � � � r� � � � � � �Q � � � � � � � � ,� o 0 0 0 0 0 0 � � � o 0 0 � o o � o 0 N O O � O � N ., ., � � � � � � O O O o0 r--+ � O O O � N � � � � N � r--� r--� � � � 4� w N �-z+ � � � � � � � � � � � � � � � � � c� C� � � � ,s�� •� � � O '-' � � � .� �, �..,, P-+ '+ O a �..� � � P-, � � � � � r--� •.--� � C� � � � a� � � � � � `� � � � � � � a� � � � ,_, a� � � � � .,..� � � � c� � �, � ° � � �' � � � � ,� `� � � � �' � o � � o E� ~ �.?.,, � .� �, �' � � �, �, Q � � � � � � � � � v � � � C� � y� °� ?-�' � '--� .� �� a� � aA � � �, � o 0 0 � � •�" ° � � � � �, �, C� a� � � � � � � � � � a � � N a � W � � �3 p ,_, � � � � � � W � �..� � � � � � � v i N � � � � C� a� �; N bA � C� ,o � � � � .� � � N c� ��..�, •�' ��-, � ��..�, � � � � � � .� � � � V c� A w � � � � O � � � �.��p��:.� � z � � a z � ��.�,,,, � /m�e�iW��u�u '� � Q� � � � � � "�� `;'�,�� N N �M M M � A N �$]m�,, tti�i\'I1Vtli21(IldV/�""��' � O O O O O O � � � f�� /\ 1^ 1^ ��\ �/\ 1^ � ��`�b.L�7!fAYA"'.� � �I/ V 1 V 1 V/ V/ v J � r L ± �� Xl � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. ' noW� i i i li I is i�rr. �"�� ri'i� i , �arrcr�� m I�ui.. � r� u I� r, ' � �uwmo �16W�nouu i ouo.. �„ � ;/, � , � i o�uuJ;; u I�uu � �n� "' ..� � '�uuulll � iu� > � '; ' �i ��. � IIII Wm u „ ��r+�' m uu ' : ,��u�uuuuimiiii�, ��aw' , " ��ii�y i��d�� ra' , � " �ioi�uiu G i��,,,� �.. �� , � ",�`, iu�� i�uuui��M�i�� iii�;�; ��,��rtt�� rrY�i�ir �� ' ii��. �� . � � �� i� � `��uui �; �. . � Ru 00ww.w . ` � II�� ', � � � M �r� �I��R ' oi� VIV � .1i��i `!�-: � WNIIW�ur I�' iu�� f � IVII�� i�I��' ' 'UUI� a66 il� �( r �rz, Jl� �� I� ;; � Ir IUI��i � i�� is � . ,;, iia �� , .,,,,�, �,,,,,,,,,,,,,,,, �� ,� , ��` �� , . �iooimi��iiiiiii i�,.�� i„i„�; , „ (��d . �(!'I,", IIIII �, F i„� Y �� 11 y � 9 III r ,IIGJIN IIIII �VV�6 �I�O � li �u r � I�, � , �lY 1�1 ""�I� �IIY� i ��(i6„ I��,€; ,�� % ��;; II�I; I+�II 6 IIIII � J� IIVI`ylli '��I �J} �� i IIWIVWIIIIIIIVII 'V(1 �III�I ' � r(f W'� f` �, %��y �Ilr �` um � %9V yVl"', ��h JII�`. � � i, %1G�f� % �ly Ih'��i„ ��uG '(l �r� �P" '� �IVI � � �W �� i� � ( IIY�„ Wil, J 11 �� "W�I� �`, J ��,, iir"' l �I � �� l f 141`��I�I ,u�� I IJJ �o�� 11 IIII �� i I i �ffl�� i (�IWW 1 i9)yi % W i? �� `�Il��/l""'�rm I , � „ � �� , '�r„ � 0� �, ^ . � Ild�l � � f r , II W u" 'r i� uuuuuw�iN III IV II�� mi�, �, „ � r , i:, �, Y!f y i � ; „ , �I„ � � a��,i�� uii' � f'J� �1,; "�IIIIIII�Y oiIIfIG � ��I��'WWIWI�II i' .,� � � �� " � �� uw' t� i�� , � ui4 �„ � �. ��@` ��uu�.� ,,, � � ; �„ , � r�� ;, ,"� � �,.r � � � ,��' � i �`�� ,� � � r id� i� iiuw�� 1�� ,,, �l�� ,,,,,, � � �y �1� ' �,, � � w � i,� ,;, v '„ �, umuuuuuuum i �i �„%J�iiiG,'� ��'. )i;,� . �A r� ,, f i II^ ,,, I�r ''�D/ ��jl'1��i/�� /f ) I ll�,� I cP, I� °iii)DS� �/� !ll�" I�� 1Yb enuum ,o �j � f / /�;, a � I�i I� Y %N', �/%� �If � �ir � ti�m �. (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 n . . . 1 r r m ml i n IT-Page 2 Printed Novernbe�29, 2023 M N O N � � N � � C� � � � � � O � � � � � .'��" � � � � � � ,a; '� r� r� r� r� r� r� ,� � � � � � � � � � � � � � � � � � � � � � Q o 0 0 0 0 0 N p�q o 0 0 0 0 0 0 0 0 0 0 0 � � � � � � O O O O O M M N O O � � � � � � � ,-� ,-� ,-� � � � � � � � � � Q O O O O O O N � O O O O O O O O O O O O � � � � � � O O O O O `O � N O O � � 00 �1 � � � N � � � � � � � � Q O O O O O O N � O O O O O O O O O O O O � � � � � � O O O O O � � N O O � 00 00 r--+ �„� � �--+ N �--+ � � '� � � � � � � Q O O O O O O N � O O O O O O O O O O O O � � � � � � N O � � � o�o o�o � � � � � � � � � �Q � � � � � � � ,� � o 0 0 0 0 � � � � o 0 0 � o 0 � o 0 0 0�0� � � � � N � � � � � V �i �,,,,� � � a1 � N � � N � � � � � � � � � � � � � � � � � a„ � � � o � .� � � ° a '� o � � � a � � � � �., � � ..__, ..., � p� � � � � � � � � a� � � � � � � � c� � �, ; ° � � � ..i � c� � � � �., � � � M� � � ,o � �., � � �, � � � p C� � � �—+ o�j � � � �..� � � � � b�A � � �, C� � �1 p � �� p O � N � � w � � �3 o C--� � a � � � � � � � � � � � � � � 0 � � H � � � C� o � � � �-' �+ N � � .� � � � 4� � � o .� o � o A w � � � � o � �.��p��:.>�. � � � � A-I � M +��" �,o �,tg�/�_�.ea�iW��u�u '�� Q��n �l � �,1 ��, � l� O� O r--+ M � a �. N N M M M � .,..,��$]m tti�i\'I1Vtli21(IldV/��^J� � O O O O O O /��'% �/\ 1^ 1^ ��\ �/\ 1^ � ��`�b.L�7!fA 4'7"'.0,,:. � V/ V 1 V 1 V/ V/ v J ` l ' �� "��'`��'�. �c�'�',��'' �"�,�,� �"° � ��; � ;I�f � � � �� ..�,"� � • • ��j��f��=�� Town o Lexin ton - FY2OZS-29 Ca ital Pro �anz Investynent g p g Program Name: Application Implementation Date: 10/19/2023 Program ID: 5027 Department: Department of Innovation& Technology Revised: Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: This capital program is for large application migrations and implementations. The initial focus of the capital program will be to maximize the value of existing applications through the addition of and adoption of features and modules. In addition to expanding existing applications, some years may include the addition of a new application or migrating an existing system to a new platform. Additional software modules and features will be adopted to provide efficiencies,provide new features to manage staff and provide self-service portals. Some new modules and changes will support paper reduction initiatives. Migration to current software platforms maintains the ability to support the application,provides current features, and maintain system security. Goals of Capital Program: Introduce systems and features as needed to support Town Departments or increase the effectiveness of managing Local Government functions,while adopting paperless and efficient technologies. Migration to current software platforms maintains the ability to support the application and provides current features. Maintaining supported software is essential for security maintenance.New Systems will be introduced as requested and vetted to ensure Town functions and needs are effectively met. Impact if Not Maintained: Town services will be impacted. Significant application upgrades or changes. SoftWare applications Will reach EOL (end-of-life) or remain on a version that Will become unsupported. Applications that are not maintained on current versions and platforms become at risk for security, compatibility with other applications and lack of vendor support. Additionally,the Town may not be able to adopt new features and capabilities that allow for improved efficiency and/or effectiveness. New applications are selected to meet a Town need. For these applications,that particular need will not be met and impact will be reflected depending on the identified gap. Maj or Spending over Past 5 Years: Over the past 5 years,this program has funded additional modules for our Financial Management System (Enterprise ERP) including: — Charts of Accounts (COA) — MLTNIS Dashboard — Tyler Content Manager(TCM) — Employee Self Service(ESS) IT-Page 4 Printed Novembe�29, 2023 Various other applications have been upgraded or implemented including: — Automatic Vehicle Location(AVL) — Office 2019 Upgrade — New Town Website — Assessors Application Upgrade — Fire Scheduling and Time Tracking System — Health Department Inspection Software Work Currently Underway: Work currently underway include: — HR Recruiting Module for our Enterprise ERP system — Additional LaserFiche Licensing — Fuel Management System for the Public Works Department — Cemetery Management System — Police Scheduling System — Office 365 Licensing for a Hybrid Environment(On-Prem+Cloud) Planned Spending for Next 5 Years: Some larger application migration proj ects are coming down the line(Possibly FY2024 and FY2025, if ROI is acceptable). Most notably,the re-platforming of our email system(Office 365) and moving MUNIS to SaaS (Software as a Service). It is expected that other applications will require upgrades or migrations that are outside of standard annual upgrades and will be added to this Capital Program in the future. Office 365 has been re-quoted at an estimated cost of$120,000 per year in licensing and an implementation cost of $21,000. Total project cost would be $141,000. We do expect Microsoft to transition away from on-premise email exchange systems so we're beginning to allocate funds to create a hybrid environment so we're not hit with a larger �nancial burden down the road. We believe current remaining funding will be enough for us to start this hybrid environment. MUNIS SaaS was looked at last year but again,the ROI was not there for the migration. Basis for Cost Projections: Cost proj ections are based on quotes when available. Stakeholders: Town staff and Lexington residents. Operating Budget Impact: The addition of new software maintenance costs will add to the operating budget in future years in the form of software maintenance annual charges. Some software may require future platform migrations or other operating budget professional services to support the system. Some systems may require training funding for IT staff and/or staff using the system. IT-Page 5 Printed Novembe�29, 2023 Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2018/160 $ 390,000 $ 272,913 $ 25,964 $ 91,123 $ 2019/16N $ 150,000 $ $ $ 150,000 $ 2020/12L $ 325,000 $ 229,001 $ 450 $ 95,549 $ 2022/12S $ 158,500 $ $ $ 158,500 $ Totals � 1,023,500 � 501,914 � 26,414 � 495,172 $ *Data cu��ent as of Octobe�19, 2023 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ TBD TBD TBD TBD Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ $ $ $ $ Totals $ TBD TBD TBD TBD CPA Amount $ $ $ $ $ IT-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: Network Core Equipment Replacement Date: 10/19/2023 Program ID: 5029 Department: Department of Innovation& Technology Revised: Submitted by: Dorinda Goodman Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: The general purpose of this multi-year capital funded program is to replace aging equipment or add equipment that functions as the core or head end for the Town network. The head end is made up of many components including, but not limited to,routers, switches, DNS servers, firewalls, access control devices, e-mail spam filters, and web access control devices. The overall purpose of the head end is to provide security and to manage network traffic. This capital covers the cost to replace aged end-of-life (EOL) equipment and to cover the cost of purchasing additional equipment for core security and core needs as new security and needs are defined. The existing approved funding is expected to meet current proj ect needs of replacing our existing EOL Town network core and router. We currently have a vendor developing a build of materials for a replacement network core that Will align with the neW Town FMAN(fiber municipal area network)needs and We expect to replace the Town core early in 2024. Our Capital Program request for 2024 was for the funding to install a new redundant network core,router and firewalls in the new Police Station (completion expected in 2024). We expect to order and install this core in late 2024. The network core installation is part of our Town network redundancy plan that includes the construction of the FMAN, creation of a redundant core, migration of most core services to the new resilient building (the new Police Department), and installation of redundant WAN bandwidth. We are requestin� cal�ital fundin� in FY2025 to add modules to the neW core (funded in FY2024)to accept additional fiber, as the FMAN is constructed.Not all Town buildings will need connectivity to the new core at the time of core installation as not all of the FMAN construction will be complete by Fa112024, so modules and expansions will be added to the redundant cores to connect the remaining FMAN connections. In addition to the hardware,technical services will be required to perform the installations.Note that technology costs have increased significantly over the past couple of years, driving up costs especially on networking equipment. Goals of Capital Program: The Town network core will be able to serve the Town nettivork needs effectively and with the quality of service and security required to deliver Town services. Impact if Not Maintained: Without timely replacements and advancements to meet the overall Town needs,the Town network will become vulnerable and unreliable,placing multiple assets at risk. Maj or Spending over Past 5 Years: Past funding has been used to replace the network core switch and to relocate it from the 173 Bedford St. (now the Temporary Police Department)to the Hadley Public Services Building. Program funding has gone totivard the replacement of the Town firewalls and other Town core technologies, such as email filtering and tiveb filtering. Work Currently Underway: Capital program funding was obtained to purchase and install replacement core equipment. Proj ects have been delayed due to pending network redesigns and the Town Network Remediation Proj ect that has been in various stages of progress since 2017. The Town Network Remediation Project is now complete. Additionally,we needed to refine the design of the Network Redundancy Proj ect and FMAN before we could complete the design of the replacement network core. We currently have a vendor developing the detailed build of materials for the replacement cores and will proceed with purchase and install as soon as we are able. IT-Page 7 Printed Novembe�29, 2023 Planned Spending for Next 5 Years: In future years, we will continue to replace core network equipment as it reaches EOL and we will add software, licensing, services and/or equipment to address security, and redundancy needs. We expect some core changes with the new FMAN completion. As the FMAN plan proceeds,this may adjust or develop future needs under this capital. Currently,we expect to purchase minor items or expansions for the redundant cores in 2026 and 2028. Our existing firewalls reach EOL(end-of-life) in approximately 2027 and cannot be maintained with current security patches without replacing them with new equipment. In 2027 we therefore anticipate replacing those firewalls. It is expected that in approximately 2029-2030,we will be replacing EOS (end- of-support) or EOL (end-of-life) core equipment. Basis for Cost Projections: Cost proj ections are based on quotes and estimates of anticipated equipment replacements. Cost proj ections in 2026 and beyond are place holders. Stakeholders: Town staff, Lexington residents. Operating Budget Impact: New software will result in additional software support annual costs and additional hardware may result in annual support costs. Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2016/lON $ 150,000 $ 87,610 $ $ 62,390 $ 2018/16P $ 350,000 $ $ $ 350,000 $ 2019/160 $ 480,000 $ $ $ 480,000 $ 2023/12N $ 988,094 $ $ $ 988,094 $ Totals $ 1,968,094 $ 87,610 $ $ 1,880,484 $ *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 50,000 $ 20,000 $ 50,000 $ 20,000 $ 100,000 Construction $ $ $ $ $ Equipment $ 450,000 $ 60,000 $ 500,000 $ 60,000 $ 500,000 Contingency $ 50,000 $ 20,000 $ 50,000 $ 20,000 $ 100,000 Totals $ 550,000 $ 100,000 $ 600,000 $ 100,000 $ 700,000 CPA Amount $ $ $ $ $ IT-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: Municipal Technology Improvement Program Date: 10/19/2023 Program ID: 5030 Department: Department of Innovation& Technology Revised: Submitted by: Dorinda Goodman Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: The general purpose of this capital program is for funding maj or municipal infrastructure improvements. Servers, Storage Area Network(SAN)/data arrays and other critical Town hardware have been primary areas in need of replacement and improvement.New infrastructure is obtained with a focus to achieve technical consolidation, energy savings,reduction in financial burdens and reduction in staff maintenance time while increasing management efficiencies, increasing reliability and introducing new capabilities. The capital funding in future years is expected to increase to meet data storage capacity and expand backup capacity to match the file storage growth. In addition to SAN needs,hardware and licensing may be purchased to assist with data transfer to cloud services and Cloud backup and DR needs. The Capital Program Request for FY2025 will be to fund the purchase and installation of a server/SAN environment in the new PD server room. This new environment will be used to migrate away from hardware that was installed in 2020 in another server room that will be reaching end-of-life. Goals of Capital Program: This capital will provide the ability to continue to support the Towns application and storage needs. The need for this equipment is driven by the rapidly growing data sets and unstructured files due to e-mail archiving, Laserfiche document scanning, digital services, Town Archives digital archive projects and the rapid growth of GIS data. It is also driven by the increased dependency on technical resources for the everyday function of the Town and whatever the current application focus is. This capital is to provide the technology, storage and services needed to provide the foundation on which Town services may be delivered and maintained. The improvement in this program is to ensure the municipal technical infrastructure can efficiently and effectively host and manage the Town applications with the highest possible up- time. Additionally, the program needs to maintain flexibility in order to respond to the fast paced and changing needs of current Town technologies. Impact if Not Maintained: The old equipment will become unstable and unsupported. The Town will run out of file storage space and will not be able to maintain services that are dependent on this technology. Uptime will also be diminished and the Town will not be able to respond with agility to new needs. Major Spending over Past 5 Years: Since FY2012,we started pursing technical consolidation and energy savings with the purchase and installation of SAN and blade server technology. We then adopted virtualization technology along with further SAN expansion and redundancy. This facilitated the Town to adopt a more agile and economic approach to server and application maintenance and management. The success of the Town systems has resulted in the groWth of data,backup, archiving and further adoption of Town wide applications. The capacity and stability of the systems also assisted the Town in the recovery from the Municipal data-center loss in February 2020. This data center loss temporarily paused the progress in this program due to the signi�cant infrastructure replacement via insurance funds. Work Currently Underway: Past funding will be used to replace servers and SANs that are end-of-life (EOL). The data center loss recovery process was significantly longer than expected due to Pandemic related technology and service delays. The existing IT-Page 9 Printed Novembe�29, 2023 funding was therefore not spent until the recovery was complete due to the potential impact on the details of the hardware selection. Prior capital funding will be used to purchase and install a SAN in a secondary Town server room. This server room will be in a geographically different location(away from the primary SAN). This SAN will work as a replica/ backup to the primary. In the event of a disaster at our primary location,this SAN alongside a couple of servers, will immediately resume critical services such as our Public Safety System, email, financial systems and other critical services. It will also be used to expand backup storage. This system is part of our on-site redundancy plan and will complement or work in conjunction with our off-site redundancy plan. Planned Spending for Next 5 Years: Future year funding will be to continue to expand the SAN capacity by adding expansion arrays to existing SANs and expanding Backup capacity to match the file storage growth. It will also include replacement of maj or infrastructure as it ages out. It will also include adding servers to the environment to expand as needed. Future years will include replacement of maj or infrastructure as it ages out. It is expected that new technology will be defined and infrastructure needs will be addressed in this program. Basis for Cost Projections: Vendor estimates with the addition of estimated inflation costs. Future years (2026-29) are currently place holder cost proj ections. Stakeholders: Town staff, Lexington residents Operating Budget Impact: The hardware replacement is a move to control operating expenses while technology services and needs grow exponentially and the cost to support older equipment rapidly rises. Efforts will be made to centralize administration and potentially consolidate resources as we are able. Operating budget impact may be an additional hardware or software maintenance cost,however a replacement item is expected to have a similar support cost to the item being replaced. Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2015/11 O $ 140,000 $ 136,148 $ $ $ 3,852 2017/12S $ 100,000 $ 100,000 $ $ $ 2018/16N $ 200,000 $ 90,115 $ $ 109,885 $ 2019/16M $ 150,000 $ $ $ 150,000 $ 2020/12K $ 100,000 $ $ $ 100,000 $ Totals $ 690,000 $ 326,263 $ $ 359,885 $ 3,852 *Data cu�rent as of Octobe�19, 2023. IT-Page 10 Printed Novembe�29, 2023 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 50,000 $ 25,000 $ 15,000 $ 15,000 $ 15,000 Construction $ $ $ $ $ Equipment $ 450,000 $ 100,000 $ 75,000 $ 75,000 $ 75,000 Contingency $ 50,000 $ 25,000 $ 10,000 $ 10,000 $ 10,000 Totals $ 550,000 $ 150,000 $ 100,000 $ 100,000 $ 100,000 CPA Amount $ $ $ $ $ IT-Page 11 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: Network Redundancy&Improvement Plan Date: 10/19/2023 Program ID: 5031 Department: Department of Innovation& Technology Revised: Submitted by: Dorinda Goodman Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: The purpose of this program is to both improve the resiliency of the Townwide fiber network and to provide better networked services. Also included in this capital program is the enhancement of communications within Municipal buildings through the installation of wireless access to our wide area and local area networks or WiFi. This may include the installation of distributed antenna systems (DAS)to improve cellular based communications and data needs. The Town, as is the case with most public and private organizations,relies on its computer networks to support operations, compile and maintain critical data and communicate. This functionality is critical to the efficient and effective delivery of all municipal services. The wide area and local area computer networks that are the conduit for the movement of voice and data are subj ect to doWntime due to events that are beyond our control. Consequently, it is important to develop redundant pathways to ensure that critical communications are not vulnerable. Such pathways would include neW fiber runs and/or Wireless links between municipal and school buildings. Today,the Town achieves its network connectivity using RCN provided fiber. This fiber network is currently at no cost to the Town and is installed as a hub and spoke topology to approximately 31 Town locations. The Municipal and School IT Departments share a single common network core(head end). The connectivity of each Town location is currently achieved over two strands of single-mode dark fiber(to most locations), converging at the town head end. Approximately 95% of the fiber network is aerial (on poles)within the RCN residential fiber bundles. There is no netWork redundancy in the existing design. The Program will support the installation of a Town-owned and maintained�ber network with wireless point to point links, as appropriate. This new network will be a separate and redundant network to the RCN fiber network. Additionally, this new network will have the capability to function independently as the only network for the Town, should RCN not be an option in the future. This portion of the Redundancy and Improvement Capital Program was developed to fund the design and construction of a multiphase/multi-year project that will be pursued per a combination of prioritized sites and cost- efficient phasing. This first phase establishes the core loop infrastructure to a new Fiber Municipal Area Network (FMAN). The later phases connect Totivn buildings to that core loop. The complete fiber construction portion of the Town Network Infrastructure Redundancy Proj ect is now anticipated to cost approximately $3,288,534 to connect currently occupied or used Town sites and will be accomplished over approximately 3-4 years. In addition to the physical fiber construction of this new network,the Town switches will require some professional services for reprogramming and testing and will require new equipment to connect to the new network. Please note that during 2022,the cost of fiber and network equipment increased significantly. This has adjusted current and future capital request amounts. The first year(FY2023) was phase one of the FMAN installation. This first phase will construct the multiloop core infrastructure and will provide redundant connections to top tier critical buildings. Capital funding received for this portion of the proj ect was $945,000. Due to inflation, the actual cost increased by approximately 20% for the fiber installation costs and 300% for the hardware between 2022 and 2023. The total funding obtained though this Proj ect Capital plus the State(State grant awarded to support this project)was not enough to fully cover year 1 costs. We therefore adjusted the project to spread the cost over a longer period of time and increased subsequent year requests. The second-year request(FY2024)was for tier 2 and 3 of the fiber construction; it included funding to construct the fiber connections to tier 2 and tier 3 sites but delays the installation of equipment for these tiers until year 3 of the proj ect. This fiber install will be accomplished by adding branches or extensions to the core loops (from year 1) of the new fiber network. Funding received for this portion of the project is $988,094. IT-Page 12 Printed Novembe�29, 2023 The third,year of the FMAN construction and this vears ca�ital request, (FY2025�includes the purchase and installation of the equipment to connect the tier 2 and tier 3 sites to the new FMAN. The third year also includes vendor services for network programming assistance and some funding shortfall of funding from prior years to cover the continued inflation of costs. The current request for year 3 is $998,500. The fourth year of the FMAN construction(FY2026)will co ht approximately$750,000 to connect additional sites that need to be connected to the new FMAN that year. The 4 year, due to ad�usting funding requests to spread out the large increase in costs and to share the increased burden,will include a $320,000 shortfall from prior years. It will also include funding for the purchase of a fiber monitoring and testing appliance. This is currently a placeholder amount and will be adjusted based on which tier 4 sites need to be connected to the FMAN. Future years will request capital funding as needed to connect additional Town sites to the FMAN. Outside, grant-based funding will also be sought to supplement this funding request for the fiber construction. Additional point-to-point wireless connections may be added to this proj ect in later years. FY2026 thru FY2029 requested funding are placeholder dollar figures. Goals of Capital Program: There has been a growing need for mobility and for access to Town assets while mobile. The driver behind the mobility aspect of this program was to improve efficiency and to support mobile/in-field work forces. Our goal is to fully provide the resources needed to perform j ob requirements, whether the staff inember is in the office or not. Additionally, the data entry and access is to be performed in real time,with the elimination of paper. The Town has experienced a number of outages over the years that are attributable to damaged Town RCN fiber and the vulnerability of that fiber. The Town intends to protect communication(both data and voice)between sites that are assessed as critical to the daily function and safety of the Town. Best efforts Will be to utilize existing underground infrastructure. Public safety equipment is now dependent on the Town MAN(municipal area network) as its equipment is IP or network based. After critical sites are established, the remaining Town sites will be added to a new Town resilient and reliable network. This will be achieved via construction of an independent and redundant network. Our goal is to achieve redundancy and vendor independent capability. Impact if Not Maintained: The Town will continue to use paper processes in the field and not have live access to information. The Town will experience network outages which impact data and application access in addition to voice and radio communications. Public Safety communication will also be interrupted. Maj or Spending over Past 5 Years: Funding from past program years have contributed toward the installation of WiFi in some Municipal buildings. The WiFi installs throughout Town have created significant improvements and efficiencies in general Town business functions and has allowed for the installs of new technologies, such as mobile point of sale systems. The Municipal unified WiFi systems also allows for seamless, secure staff mobility within Municipal buildings. Work Currently Underway: The Town network remediation proj ect delayed the proj ect. It was a long, complex proj ect in conjunction with the School IT Department that needed to be completed prior to proceeding with the fiber. The remediation is complete. The previous program funding for the design and some fiber installation(2014)will fund the design and engineering design phase of the FMAN and contribute toward a small part of the construction of the FMAN. This portion of the funds was previously on hold,pending the Network Remediation Proj ect completion. IT-Page 13 Printed Novembe�29, 2023 The 2017 program funds will be used to install a wireless link to create a critical redundant path. This portion of the funds has been on hold,pending the Network Remediation Proj ect completion and the AT&T/Public Safety Tower construction. The Public Safety/AT&T communications tower has progressed and is a joint project with Facilities, IT and Public Safety. It is currently in the design stages. The IT Department will install a point-to-point wireless dish on the tower for added redundancy when needed and when the infrastructure is available. We finalized the RFQ �ber vendor selection in 2022 and recently completed the contract. We are currently awaiting materials for the fiber installation and we are working with the fiber vendor on the final design. Construction will begin as soon as the materials are on site. We are also working with another vendor on the services and programming roadmap and the final BOM(build of materials) for the equipment to be purchased. The current capital funding request will support the construction of the FMAN. Planned Spending for Next 5 Years: Funded capital will be utilized to develop the fully engineered network design,key redundant paths and to install the �rst point-to-point wireless connection. As soon as the infrastructure and logical capability exists on the Town network,we will proceed with the proj ect. VVe will request funding, via this capital program and other funding sources,to continue the build out of the redundant paths. Basis for Cost Projections: Budgetary vendor quotes were obtained. The Town then obtained responses via an RFQ process and vendor quotes Future proj ections are currently placeholder dollar amounts based on the RFQ and quotes. Due to Pandemic driven inflation, our original request for funding will fall short of the total needed and future costs tivill be greater. Stakeholders: IT, Public Safety services (Police and Fire), Town staff, Lexington residents (due to Town services availability). Operating Budget Impact: Additional network equipment maintenance and monitoring contracts would increase the operating budget. A fiber contract Will be added to the IT operating budget to support FMAN maintenance and emergency repair response. Estimates for service and maintenance are $25,000 annually. The increase in fiber infrastructure count is likely to increase costs of future sWitch and Town core purchases due to the number of active fiber connections. Funding Source: General Fund IT-Page 14 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2014/lOP $ 140,000 $ 712 $ 139,288 $ $ 2017/12T $ 130,000 $ $ $ 130,000 $ 2019/160 $ 480,000 $ $ $ 480,000 $ 2022/12R $ 945,000 $ $ 624,754 $ 320,246 $ 2023/120 $ 988,094 $ $ $ 988,094 $ Totals $ 2,683,094 $ 712 $ 764,042 $ 1,918,340 $ *Data cu��ent as of Octobe�19, 2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ $ $ $ $ Construction $ $ $ $ $ Equipment $ 868,000 $ 680,000 $ 225,000 $ 225,000 $ 125,000 Contingency $ 130,500 $ 80,000 $ 25,000 $ 25,000 $ 25,000 Totals $ 998,500 $ 760,000 $ 250,000 $ 250,000 $ 150,000 CPA Amount $ $ $ $ $ IT-Page 15 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: Phone Systems &Unified Communications Date: 10/19/2023 0 Program ID: 5033 Department: Department of Innovation& Technology Revised: Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: This capital program is to address Townwide 'telephone'needs. Pursuant to the consultant's study, a phased-in plan was developed for the installation of VoIP (Voice over Internet Protocol) systems based on the age and condition of the existing systems and their estimated end-of-life or end-of-service (EOL,EOS). In recent years of this capital request,we requested funding for the replacement of some EOL core VoIP equipment that was installed at the beginning of the VoIP proj ect and funding to migrate licensing and systems to current license structure and current software licensing. Other funding that will be requested in future years is for the replacement of additional EOL equipment and the purchase and installation of Unified Communication(UC) services and systems. Unified Communication may include,but is not limited to, Townwide: • Shared Calendar • Messaging • Scheduling • Webinar/meeting software The FY2025 capital request is deferred for another year in order to complete past funding projects. Goals of Capital Program: Maintain stability of Town communications systems and to ensure uptime and availability. Current phone technology, specifically VoIP, is expected to provide cost savings with regard to phone line costs,maintenance and service issues. The primary focus for this program,however,was to replace failing systems. The newer VoIP technology offers benefits such as caller ID, system redundancy,paperless faxing, simplified personnel moves and call transfers between buildings, features that are currently not available with the older PBX systems. Additionally, the unified system centralizes administration,provides better call quality and delivers better customer service. Unified Communications (UC)has become more critical for the Town as recent events have fragmented work communications. UC is expected to assist with a more seamless and connected remote and hybrid work force. Impact if Not Maintained: Unreliable services and communication systems failures. Maj or Spending over Past 5 Years: Over the course of this program, the Town has replaced all School telephone systems and all Municipal telephone systems. The management of these systems are centralized and managed by the Town department of Innovation& Technology. The annual phone line costs are half the cost of the prior systems. Additional savings are expected upon completion of the system installs and upon the installation of network redundancy. Work Currently Underway: Current remaining, funded work includes phone system replacement with VoIP systems. Remaining building installs include, the Public Services Building. Also, as a part of this project are a fax server and conference call system installs. The program is currently on budget and it is expected that most, if not all, contingency funding toward this proj ect will be returned. IT-Page 16 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 The Police Station phone install,recently moved to their temporary location at 173 Bedford Street,has been completed. The equipment in the temporary location will move to the new Police Department during 2024. �1Ve had a consultant study completed in 2022. We are currently implementing system changes in line with the study's results. These changes are in all Town buildings and some are slow to achieve due to scheduling outages in buildings. Also during 2022-2023, communication providers, such as Verizon,performed maj or infrastructure and media changes that delayed the Town from making changes at that time. We have been developing and will continue to refine the UC needs of the Town. During 2023-24 some additional capability, such as softphones,will be rolled out. Please note that the Town network remediation proj ect temporarily delayed continued adoption of the VoIP system due to the significant disruption the reprogramming of the network was causing. The Town network remediation proj ect is now complete. Planned Spending for Next 5 Years: Hardware will require replacement over the next 5 plus years as the unit reach EOL or EOS. The hardware purchased at the beginning of the proj ect have a longer then anticipated EOL/EOS, so replacement schedules have been extended. Additionally, some hardware has been replaced with virtual systems, significantly reducing replacement cost. Basis for Cost Projections: Vendor quotes were obtained. Future years (2026-29) are currently placeholder amounts. Stakeholders: Town staff, Lexington residents. Operating Budget Impact: Telephone utilities costs are reduced,maintenance costs of the systems are centralized and consolidated for annual support savings. The cost for the new VoIP systems and utilities are captured in the Innovation&Technology operating budget. The cost to support selected UC solutions will increase the IT operating budget. Funding Source: General Fund Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned 2012/12P $ 591,000 $ 591,000 $ $ $ 2014/100 $ 260,000 $ 168,804 $ $ 91,196 $ 2015/11N $ 52,000 $ $ $ 52,000 $ 2017/12R $ 120,000 $ 15,048 $ $ 104,952 $ 2020/12M $ 150,000 $ $ $ 150,000 $ Totals $ 1,173,000 $ 774,852 $ $ 398,148 $ *Data cu��ent as of Octobe�19, 2023. IT-Page 17 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 Design/Engineer $ $ 20,000 $ 20,000 $ 10,000 $ 10,000 Construction $ $ $ $ $ Equipment $ $ 70,000 $ 60,000 $ 50,000 $ 50,000 Contingency $ $ $ $ $ Totals $ $ 90,000 $ 80,000 $ 60,000 $ 60,000 CPA Amount $ $ $ $ $ IT-Page 18 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: Network Technology Improvements Date: 10/19/2023 Program ID: 5044 Department: Department of Innovation& Technology Revised: Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Capital Program: The general purpose is to replace old network related equipment. The first part of this capital program is for funding the replacement of all end-of-life (EOL) Access Points (AP's) in Municipal Buildings. The AP's are WiFi units located throughout the various Municipal buildings in Town. These provide local wireless internet to each building for staff and public use. The second part of this capital program is for funding the replacement of EOL Network switches in Municipal Buildings or Public Safety antenna sites (e.g. Water Tower, Avalon, etc.). Goals of Capital Program: This capital will allow us to fund the replacement of the equipment and maintain function and security. Equipment replacement will be spread out to develop an annual replacement program. Impact if Not Maintained: These units are approaching end-of-life (EOL) and will no longer receive any support in terms of security updates. If unsupported, this will increase our risk of a security breach as unsupported hardware are common targets for a cyber-attack. EOL equipment may also become unreliable and fail. Maj or Spending over Past 5 Years: Not applicable as this is the first year of the program. Work Currently Underway: Not applicable as this is the first year of the program. Planned Spending for Next 5 Years: Future spending will be to continue the replacement of network equipment that reach EOL. Basis for Cost Projections: Vendor quotes for hardware, installation and configuration services. Contingency is 15% in 2025. Future years (2026-29) are currently place holder cost proj ections based on our EOL replacement schedule. The cost of network equipment has been very unpredictable lately, so the cost of the equipment may change over time. Stakeholders: Town staff, Lexington residents Operating Budget Impact: Funding Source: General Fund IT-Page 19 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 Prior Authorizations: Town Meeting Authorized Expended Encumbered Remaining Returned $ $ $ $ $ Totals $ $ $ $ $ Data cu��ent as of Octobe�19,2023. Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Design/Engineer $ 20,000 $ 5,000 $ 5,000 $ 5,000 $ 25,000 Construction $ $ $ $ $ Equipment $ 120,000 $ 70,000 $ 70,000 $ 70,000 $ 100,000 Contingency $ 21,000 $ 11,000 $ 11,000 $ 11,000 $ 18,000 Totals $ 161,000 $ 86,000 $ 86,000 $ 86,000 $ 143,000 CPA Amount $ $ $ $ $ IT-Page 20 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. ' noW� i i i li I is i�rr. �"�� ri'i� i , �arrcr�� m I�ui.. � r� u I� r, ' � �uwmo �16W�nouu i ouo.. �„ � ;/, � , � i o�uuJ;; u I�uu � �n� "' ..� � '�uuulll � iu� > � '; ' �i ��. � IIII Wm u „ ��r+�' m uu ' : ,��u�uuuuimiiii�, ��aw' , " ��ii�y i��d�� ra' , � " �ioi�uiu G i��,,,� �.. �� , � ",�`, iu�� i�uuui��M�i�� iii�;�; ��,��rtt�� rrY�i�ir �� ' ii��. �� . � � �� i� � `��uui �; �. . � Ru 00ww.w . ` � II�� ', � � � M �r� �I��R ' oi� VIV � .1i��i `!�-: � WNIIW�ur I�' iu�� f � IVII�� i�I��' ' 'UUI� a66 il� �( r �rz, Jl� �� I� ;; � Ir IUI��i � i�� is � . ,;, iia �� , .,,,,�, �,,,,,,,,,,,,,,,, �� ,� , ��` �� , . �iooimi��iiiiiii i�,.�� i„i„�; , „ (��d . �(!'I,", IIIII �, F i„� Y �� 11 y � 9 III r ,IIGJIN IIIII �VV�6 �I�O � li �u r � I�, � , �lY 1�1 ""�I� �IIY� i ��(i6„ I��,€; ,�� % ��;; II�I; I+�II 6 IIIII � J� IIVI`ylli '��I �J} �� i IIWIVWIIIIIIIVII 'V(1 �III�I ' � r(f W'� f` �, %��y �Ilr �` um � %9V yVl"', ��h JII�`. � � i, %1G�f� % �ly Ih'��i„ ��uG '(l �r� �P" '� �IVI � � �W �� i� � ( IIY�„ Wil, J 11 �� "W�I� �`, J ��,, iir"' l �I � �� l f 141`��I�I ,u�� I IJJ �o�� 11 IIII �� i I i �ffl�� i (�IWW 1 i9)yi % W i? �� `�Il��/l""'�rm I , � „ � �� , '�r„ � 0� �, ^ . � Ild�l � � f r , II W u" 'r i� uuuuuw�iN III IV II�� mi�, �, „ � r , i:, �, Y!f y i � ; „ , �I„ � � a��,i�� uii' � f'J� �1,; "�IIIIIII�Y oiIIfIG � ��I��'WWIWI�II i' .,� � � �� " � �� uw' t� i�� , � ui4 �„ � �. ��@` ��uu�.� ,,, � � ; �„ , � r�� ;, ,"� � �,.r � � � ,��' � i �`�� ,� � � r id� i� iiuw�� 1�� ,,, �l�� ,,,,,, � � �y �1� ' �,, � � w � i,� ,;, v '„ �, umuuuuuuum i �i �„%J�iiiG,'� ��'. )i;,� . �A r� ,, f i II^ ,,, I�r ''�D/ ��jl'1��i/�� /f ) I ll�,� I cP, I� °iii)DS� �/� !ll�" I�� 1Yb enuum ,o �j � f / /�;, a � I�i I� Y %N', �/%� �If � �ir � ti�m �. (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 . r m n nn 1 n n . . . . 1 r ml i n IT-Page 21 Printed Novernbe�29, 2023 M �1 O N � y N � � � '� O � � � � � •'��" � � � � � � w � � � � � � � � � I I O N � w � � `1v � pp I I � N � O � N � � � � � � � � I I � � O � N � � � � � � � � � �o I I � N O � � '� � � � � � � � � '—" �"' o 0 U o � N o 0 � �i � N O O r--a r--a n1 C� � �"� �--� �, i � � w � � � � � N � o � � � N � c� •� � � � o .o �p �' � � � � � ° � � a � � � ►� o ,� 4� °� � � � � � � � � � � � O � � � � .� � � � Q � '� O � a� •� � � � � �o 0 0 � � � � � N � 4� N a ; � � � W � O � � � � � O a�'° � ►L C� .�, � � �'�' N � � p � � � � �, A w � � �:��:� N ��p��;;,,�, ,��. �>> �--� q�C9' a "e �/ �.e.�iW��u�u '�� Q� �q��/ i.r.xi,r iov `� ,,�'� _...... � 1^ , _ � -, �° � 1 ��, A N aU � u' �z' �, n� � �� ^� � � � � F� � �r � �,�' �a w, °b�,9�� ^v �m4 4wdNiiruia�a�yv�/'�;' p��,,, �,��nti iiuiri��i,vtr�, dr"�. ro� `,,.�%' 6`p, fr� ,,',;> 7�,� �,,,,,,%' �� r � L I �.��. ��,x,�dH s�*�,,;'" .. .. �� "��'`��'�. �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: Scanning-Electronic Document Management Date: 10/19/2023 Proj ect ID: IT-25-1 Department: Department of Innovation& Technology Revised: Submitted by: Tim Goncalves Phone: 781-698-4620 Email: tgoncalves@lexingtonma.gov Description of Project: **�In lieu of this request,the Clerk's Office has put in a PIR to increase the hours for the Town Archivist. With the increased hours,the Town Archivist will be able to dedicate time to scanning for Town Departments.Although we would not be able to return full funding in this Capital, a significant portion (approximately 70-80%)would be returned. Please see the PIR under the Clerk's Office for more information on the position. The purpose of this proj ect is to scan and import existing physical documentation into Town document management systems. This project is a continuation of an old capital (693)through which the Town acquired and began to populate the document management system. Laserfiche and Tyler Content Manager(TCM) are the current two document management systems the Town uses. To continue to support a move toward paperless workflow and management there are still a number of Departments that have paperwork that needs to be scanned and imported into their respective systems. Scanning and import of documentation into Laserfiche has been slowly progressing but unable to continue significantly without designated funding. Significant work has been done in Laserfiche configuration and workflow. As a part of this initiative,the continued creation and receipt of physical documentation will be stopped as we are able to convert to a completely paperless process. Justification/Benefit: Ease of use with file management tools and electronic workflows. Free up on-site physical space. Archives are backed up and available online to both employees (on-site or work-from-home) and the public, as appropriate. Impact if Not Completed: The Town will continue to use paper and experience paper storage issues. The paper record will continue to be at risk of loss. Inef�cient methods of physical document searching will continue. Timeframe: This capital proj ect request is for funding for the scanning and import of the physical documentation in a phased approach. We expect the project will run for approximately 3 years. Each year, departments workflows and processes will be reassessed in order to develop the scanning plan for the next year. Scanning proj ects will be scheduled once electronic workflows are in place. Replacement Frequency: N/A Basis for Cost Projections: Vendor quotes were obtained. Future projections are currently placeholder dollar amounts. Stakeholders: Town staff, Lexington residents. Operating Budget Impact: There is no distinguishable increase in the operating budget. The impact of the growth in storage will increase some on-site maintenance and storage systems costs and will also increase our off-site storage costs proportionate to the increase in data we are retaining. However,we do not have enough metrics to speak to the precise increase of this volume of data on our new storage systems. IT-Page 23 Printed Novembe�29, 2023 Funding Source: General Fund Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2011/l OG Document Management System $ 410,000 $ 410,000 $ $ $ 2012/12Q Document Management System $ 145,000 $ 90,001 $ $ 55,000 $ 2013/l OG Document Management System $ 60,000 $ $ $ 60,000 $ 2022/12T Document Management System $ 110,000 $ $ $ 110,000 $ Totals $ 725,000 � 500,001 $ $ 225,000 $ Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ 100,000 $ $ $ $ Proj ect Management $ $ $ $ $ Construction $ $ $ $ $ Equipment $ $ $ $ $ Contingency $ 10,000 $ $ $ $ Totals $ 110,000 $ $ � $ CPA Amount $ $ $ $ $ IT-Page 24 Printed Novernbe�29, 2023 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Select Board Office Presentation PRESENTER: ITEM NUMBER: Kim Katzenback, Executive C lerk/S elec t B o ard O ffic e Manager I.3 S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review preliminary F Y2025 budget for the S elect Board O ffice. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/5/2023 5:45pm ATTACHMENTS: Description Type � ]q��.r��:n��:��:��ar� ��;��:��c��.��.n.�=9ry�':�(�"��:��]q::��,�: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 Select Board Re u ested B u d et q g Fiscal Year 2025 Submitted b : y Ki m Katzen back OfFice Mana er , g Select Board Presentation December 5 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: 8000 General Government Subprogram: 8100 Select Board Mission: The Select Board is a representative policy making body. It is the mission of the Board to work together in a collegial way that is respectful of the full range of views, not only of the Board itself, but the entire community. The Board is committed to ensuring that all of those views are fairly heard, presented in a way that is open and honest and in a way that brings together a wider group of people to move forward together for the good of the community. Budget Overview: The Select Board's operating budget, inclusive of the Select Board's OfFice, the Legal budget, Town Report and the PEG Special Revenue Fund, is increasing by $71,932, or 5.39%. Compensation is increasing $5,925 or 3.93% to capture step increases, and expenses are increasing $66,007 or 5.58%, which is due to increases in the Audit and PEG budgets. The Select Board is the executive policy setting branch of Town government, as established by the Selectmen-Town ManagerAct. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or financial compensation. The Select Board members are responsible for the general direction and management of the property and afFairs of Town government, and appoint the Town Manager who is responsible for the daily operations of the Town. An Executive Clerk/Office Manager is appointed each year by the Board to assist the Board and to perform such duties as the Board may direct. The Executive Clerk/Office Manager is assisted by one full-time Department Assistant, and a part-time Recording Secretary. The Select Board's staff provide support to the Board and serve as a liaison between the public and the Board. The Select Board's Office notifies Lexington residents of all elections through the warrant and prepares the warrant for the Annual and Special Town meetings. They also receive all contributions to the Select Board GiftAccounts, the Fund for Lexington, PTA Scholarships, Lexington Education Foundation, and all Trustees of Public Trust Funds. Staff manage the licensing and permitting process for the Board (the licensing authority). These licenses include alcoholic beverage, auctioneer, common victualler, entertainment, gasoline storage, innkeeper, lodging house, theater, Class I, II and III for the sale of used cars, vehicles for hire such as common carrier, limousine and taxi cab, and coin-operated game machines. The stafF inaintain approximately 320 Select Board appointments to more than 50 committees. Program Improvement Requests None. 8100 - Select Board 1 Budget Summary FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $481,187 $559,644 $694,092 $909,256 $215,164 31.00% Transfers from Enterprise Funds to General Fund (Indirects) $664 $1,171 $1,218 $1,279 $61 5.01% PEG Access Special Revenue Fund $602,500 $610,113 $558,517 $415,224 $(143,293) (25.66)% Fees Licenses & Permits $82,329 $78,690 $80,500 $80,500 $0 % � _ � . � . . � � . � . . � • . . 11 . •. • � . • • • 1 � � • • � � � � 1 • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $136,988 $144,276 $150,784 $156,709 $5,925 3.93% Expe nses $1,029,691 $1,105,342 $1,183,543 $1,249,550 $66,007 5.58% • . • �� •� • �� • • • � �� • • �� ' � • '� � • � 1 FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8110 Select Board's Office $218,613 $236,927 $287,122 $302,347 $15,225 5.30% Total 8120 Legal $327,582 $377,130 $375,000 $375,000 $0 % Total 8130 Town Report $11,653 $12,766 $13,688 $13,688 $0 % Total 8140 PEG Access $608,831 $622,794 $658,517 $715,224 $56,707 8.61% • • � �� i •i � �� • • � • '� � • , '� � �� , • • '� � • � 1 FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $136,988 $144,276 $150,784 $156,709 $5,925 3.93% Overtime $0 $0 $0 $0 $0 % Personal Services $136,988 $144,276 $150,784 $156,709 $5,925 3.93% Contractual Services $1,013,549 $1,087,315 $1,163,030 $1,229,037 $66,007 5.68% Utilities $0 $0 $0 $0 $0 % Supplies $16,142 $18,027 $20,513 $20,513 $0 % Small Ca ital $0 $0 $0 $0 $0 % Expenses $1,029,691 $1,105,342 $1,183,543 $1,249,550 $66,007 5.58% • . : 1 1 : •. • '� . • . • '� � • • : '� � ', � � . . �� • . ' � 8100 - Select Board 2 �� ,�� ,� •��; ,��`" ; �� 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: 8000 General Government Subprogram: 8100 Select Board FY2022 FY2023 FY2024 FY2025 Authorized/Ap_propriated Staffin� Budget Budget Budget Request Office Manager/Executive Clerk 1 1 1 1 DepartmentAssistant 1 1 1 1 Recording Secretary 0.25 0.25 0.25 0.25 Total FTE 2.25 2.25 2.25 2.25 Total FT/PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT 8100 - Select Board 3 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Select Board Element: 8110 Select Board's Office Budget Description: The Select Board's budget is increasing $15,225, or 5.30%. Wages reflect step increases for Select Board's ofFice stafF, and ensuring sufficient coverage for meetings. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses include yearly memberships in MMA and MAPC. The increase in expenses increases reflects an estimated increase in the cost of the annual audit, which may change when the contract is finalized. The Select Board is the executive policy-setting branch of Town government, as established by the Selectmen-Town ManagerAct. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or financial compensation. The Select Board members are responsible for the general direction and management of the property and affairs of Town government, and are the employer of the Town Manager. The Office Manager/Executive Clerk is appointed each year by the Board to assist the Board and to perform such duties as the Board may direct. The Select Board's stafF provide support to the Board and serve as liaison between the public and the Board. 8100 - Select Board 4 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u lar Wages $130,268 $135,334 $138,784 $144,409 $5,625 4.05% 511010 Part-Ti me Wa es $6,720 $8,943 $12,000 $12,300 $300 2.50% Subtotal Compensation $136,988 $144,277 �150,784 $156,709 $5,925 3.93% 520000 Contract Services $8 $10,000 $24,825 $24,825 $0 % 530000 Goal Setti ng $8,650 $0 $20,000 $20,000 $0 % 538080 Pri nti n g & Forms $0 $0 $1,000 $1,000 $0 % 538010 Advertising $719 $870 $1,000 $1,000 $0 % 538060 Catering/Meals $191 $280 $1,000 $1,000 $0 % 527030 Lease Agreements $1,916 $2,412 $2,500 $2,500 $0 % 542020 Postage & Mailing $0 $67 $500 $500 $0 % 530060 Prof Dev&Training $0 $0 $1,500 $1,500 $0 % 530040 Sem./Workshops/Conf. $0 $495 $1,500 $1,500 $0 % 530050 Aud it $54,000 $60,500 $62,000 $71,300 $9,300 15.00% 558000 S u ppl ies $25 $385 $1,500 $1,500 $0 % 542000 Office S u ppl ies $948 $1,953 $2,000 $2,000 $0 % 573000 Membershi /Dues $15,170 $15,689 $17,013 $17,013 $0 % Subtotal Expenses $81,62 7 $92,651 $136,338 $145,638 $9,300 6.82% Total 8110 Select Board's Office $218,615 $236,928 $287,122 $302,347 $15,225 5.30% 8100 - Select Board 5 �� -� �� %� � ,,� �,,�a ,� ;��rr'"" ,a °,"�,`�� ■ �� µ �� ow n o ex i n o n ,'� � ��; .,..� �� p+.�n�M��I � �'� ��M��' FY2025 Bud et Develo ment �, 9' p �,,�,�+,�,- ;��,�,�. �� I��IL d9�`" '✓� .�!"��'s"��,%; Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Select Board Element: 8120 Legal Budget Description: The Select Board annually appoints a Town Counsel to provide legal service to the Town and to represent the Town in litigation. The Town is currently represented by the law firm of Anderson & Kreiger. The current appointment is for one year, through March 31, 2024. The Town uses legal counsel to handle a variety of matters. Town Counsel prepares and reviews certain contracts and other legal documents. Town Counsel also reviews articles for Town Meeting Warrants and attends the Town Meeting and meetings of the Select Board when necessary. Town Counsel regularly reports on the status of all litigation affecting the Town to the Select Board and to the citizens annually in the Town Report. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $0 $0 $0 $0 % 530000 Professional Services $0 $0 $0 $0 % 530030 Le al Services $327,582 $377,130 $375,000 $375,000 % Subtotal Expenses $327,582 $377,130 $375,000 $375,000 $0 % Total 8120 Legal $327,582 $377,130 $375,000 $375,000 $0 % 8100 - Select Board 6 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Select Board Element: 8130 Town Report Budget Description: The Town's Annual Report provides information on the activities of Town departments, boards and committees, and provides financial information on the Town. Publication of the Town Report is required by State law and the Town's bylaws. The Town Report Committee is a volunteer committee appointed by the Select Board. It produces the Report with the help of the departments, boards and committees. The Committee gathers information, edits drafts, proofreads final copies, and works with a professional designer to prepare the document for printing. The Town Report available annually in March, free of charge, at the Town Office Building, Cary Library, and the Community Center. The Town Report is also posted on the town's website. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Subtotal Compensation $D $0 $0 $0 $0 % 520000 Contract Services $7,500 $7,500 $8,000 $8,000 % 538080 Printin & Forms $4,153 $5,266 $5,688 $5,688 % Subtotal Expenses �11,653 $12,766 $13,688 �13,688 $0 % Total 8130 Town Report $11,653 $12,766 $13,688 $13,688 $0 % 8100 - Select Board 7 �� -� �� %� � ,,� �,,�a ,� ;��rr'"" ,a °,"�,`�� ■ �� µ �� ow n o ex i n o n ,'� � ��; .,..� �� p+.�n�M��I � �'� ��M��' FY2025 Bud et Develo ment �, 9' p �,,�,�+,�,- ;��,�,�. �� I��IL d9�`" '✓� .�!"��'s"��,%; Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Select Board Element: 8140 PEG Access Budget Description: The Town contracts with LexMedia to broadcast local events and public meetings, as well as provide local shows and content. Funding is provided from the Public, Education and Government (PEG)Access Special Revenue Fund, which is funded from cable franchise fees. A projection for the current and projected fund balances is noted in the table below. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wa es $0 $0 $0 $0 $0 % Subtotal Compensation $0 $0 $0 $0 $0 % 520000 Contract Services $608,831 $622,794 $658,517 $715,224 $56,707 8.61% 538080 Printin & Forms $0 $0 $0 $0 $0 % Subtotal Expenses $608,831 $622,794 $658,517 $715,224 $56,707 8.61% Total 8140 PEG Access $608,831 $622,794 $658,517 $715,224 $56,707 8.61% Public, Education and Government (PEG) Access Special Revenue Fund Balance FY2021 FY2022 FY2023 FY2024 FY2025 Actuals Actuals Actuals Budget Request Beginning Balance $ 1,298,179 $ 1,255,862 $ 1,224,266 $ 1,140,331 $ 1,132,498 Reven ues $ 578,394 $ 597,691 $ 553,640 $ 479,000 $ 460,000 Transfer for Expenses LexMedia $ 595,151 $ 602,500 $ 610,113 $ 658,517 $ 715,224 DPF AV Specialist $ 20,310 $ 21,212 $ 22,285 $ 23,325 $ 24,840 Benefits $ 5,250 $ 5,575 $ 5,178 $ 4,991 $ 4,991 Less Tax Levy Support $ $ $ $ (100,000) $ (100,000) Total Expense $ 620,711 $ 629,287 $ 637,576 $ 586,833 $ 645,055 Ending Balance $ 1,255,862 $ 1,224,266 $ 1,140,331 $ 1,132,498 $ 947,443 8100 - Select Board 8 AGENDA ITEM SUMMARY LEXINGTON SELECT BOARD MEETING AGENDAITEM TITLE: FY2025 Proposed Budget - Town Manager's Office; Employee Benefits & Insurance Pre s entations PRESENTER: ITEM Anne Gra lia-Kostos• James NUMBER: g � R o b ins o n; H emali S hah; Maggie I.4 P eard S UMMARY: C ategory: Informing No vote is�equested fo�th is agenda item. Review preliminary FY2025 budget for the Town Manager's Office, Employee Benefits/Insurance and Town C ommittees. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 12/5/2023 6:15pm ATTACHMENTS: Description Type �=��T,��:��,��c��,,,,'W�°��°�� :��@'��.��:�.��;�� ','W�'��m��:��i��b��°�':��(�� ]q:��.��:n��fm�,��,�:�� c��c��:n��:�,��.�,�: � II�PNB\\Y i��llll�lllllllllllllll�� /////�MI@NIIWM ,��II,!IW�WIGY� � 'MMII� �. ��11WIIIII� � '� ��JIIIWI�� „ II I�� U!/) . '�iINW'MUI I. tt N.MRI . IFMii�i%�F Y� WU l.�al I(� A li Iml�i i� I ' �� . „ uuupu�G� uir i✓r.!uu i16W'� � ou `, Ilr � „ �. i `(uWumlll i u��y� ' 4 � IIIII / � �/ �IIIIII „'�"�lffffffffff`""' ,�� Y � ' III uuu��Vh'uu u u�l I i� , � I ' � �i'� (11 �IIII Ir uud� IIV uuwi � ��' M��I �IIP �'Ri 'r(r�l1f��z � ��j�� "��f�R(�umlit� � �'� ou 00y�u5 � �.' , ;,,. �um � iF � ' � ��' "� � ��i % �IM, '" �I��R „ "f �111 ,i ��i M nir � �� i > �(' � IVlldluuu ;; ��-- �N �„�� `�� ,,: ,� � tiw�,� i�r� ` ; ' � °�' „ � �� ,, iu � ,? � ��i,� �iu � � � �; ,,,. .:, :;,,r,a,,,,,o,,,,,mn;,,,,a�m,a,a,a,,,»»»»»»»iu,,,,,,,,,a000000000a,mmmm»t,,,,,,,,.,:,,,,,,,,,,.,,;;c .. ,:,,,.,,:s„o,,,,,,,,,,,,,,,,,.,..:o,,,,c,;,;,,,,,,,,,,,,,,,,,,,,;,,,,,,,,,,,,,,,,,,,,,,,,,,,,o,;,,uu,.,:. , :�.,. ��rt, ��'I I :..�.�, ;; ._...... �, � i L �� I� �`ll�a,� � �i Q , ' �i, , IIII �il�� IIIII �, ��, � �',u,,, ��4. �,��r� U` � `��du� �;U, f� t� � ��' i� ��ii�tuii�. ii�:, J�1 � � f �r� ; u�ir�Niiuu�� Ofi' i�i �„ �»,,, �iV �� iu � t „� � �{f� �,(I�� ,� � ( �H �,�Y"; � ' ( Y�l;. �1�i y l�i� , � �(� � �W�� ,� f,� r� iui �.. I�� 1 I� "°�� ,, i;iyi��'�i�i ��y , iy � ' r Jf;t i � � ii�i� m�p , ,��" i �� , r �� »��u � �, �i�iy�ir� �� , , , ; ��, � � I, �,, ,, r �� ,� I�h�u ,„ i�mm� � I„ � � � ,' �„ f' ',,, I ��,!�� , � ��q , , % l N N�� l< �� . iu�� '' �� '4 � � �� r , ��y � � �� . �� „ �� , W,��I � )I�` „ �II� `� �� ` �",�� l y'�� ,- I�' , � 1@�'uuuumno,„ �� jj`, � �r Ilk � � �'� uu i �%�� ' � WI ° � �i iv„:.�)yi��%� � , � � U�� I� � «^��fi�i�� i� I �. �� r 1�i�� f I';i/ //iiD�� )ii� Jll' I�� 4 V�umlNi P %�� diV �ij � ti� ` IIN �� ,N� � �� ff��//, %J� l r �I�II1�; , Ilw al� ,u i WI i 1(�U, i'l� 1%'�/ �a i�>� r7 `„� "�' � / i,��r' �� G;ri' . I�yi,. �1NII. �y�i� �� J� Pl'l f ' iii�. Nft UIIP ui�� > ' i a�"i iN'��iii D9n�,, muY�� . �' I��iV��; 116�NIV + � , / �U „ III''�` I�� idu i'��"l » ��p� ° , x ,m , ,,. � � 141�� (� ,, , � �,�,�1 1 I�� I� 1��` 1� UI��'�uoN�ff �}�V9i11111111�'�, ii�l�'��mut�_ y iiui�� mi "'°��olllui luu �uo„ VII9��i ��'um p mu ��ui r� � �'4u ,�'Vlu�� umI�y iu� �a�'�4111 liiq ` • , r ��: ��r" Il� � . ;,, u�,J, �� 19 dlyll, mupm I ii ,, � �yJJJ� �INIIt��lid( u,u �ii �i I�.[ Z i V�I�� -i . '".... � �umoi uu �1Y(` . `' � ��rrr � . �V�m�^�IIV� �"uuuuul iia i� luu y. ' ��6 ,: u �„ loi�a� �mw�✓,� ' �m�'� �(uu � ��'�nvu� u r�unmva iiuuvu� IP�ii�� Jum �(� � I vu i rrrii�000namaiw�y�irrrrr,u uuan^`� ��urd r � �I�""W��rvuuu�� w'�IN� , ' � �' m '. ,r�� UD , va�iquiJ N II. ��u ';uw �IN�"�, Pr � � ' I� y uw ouuum o i w �u�IIII +iiouuum�i i um VIV d�u��III��I '' uuuunum ,, ��muuro� n I�// � .. � . ti� ✓�f� � v,�,inriiiiiii�i�nr�ionumu�rii�urvvoi� . Town Mana er's Office g Re u ested B u d et q g Fiscal Year 2025 Submitted b : y James Robinson Mana ement Fellow & , g An ne G ra I ia-Kostos D i rector of H u man Resou rces g � Select Board Presentation December 5 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: 8000 General Government Subprogram: 8200 Town Manager Mission: The Select Board appoints the Town Manager who oversees the daily operations of all general government departments, implements the policies of the Select Board, proposes an annual operating and capital budget, and enforces Town bylaws and regulations. The Town Manager's authority and responsibilities are established in the Selectmen-Town Manager Act of 1968. The Town Manager's Office is also responsible for Human Resources and benefit administration, as well as risk management. Budget Overview: The Town Manager's OfFice is comprised of the following elements: Organizational Direction and Administration, Human Resources, Sustainability & Resilience, Communications & Public Engagement, and Diversity, Equity & Inclusion. Organizational Direction and Administration funds stafF and expenses for the Town Manager's OfFice including organizational development funds and some ofFice equipment. Human Resources funds stafF and expenses for managing the personnel and benefit functions of the organization. The Sustainability and Resilience Officer, Director of Communications, Chief Equity Officer, Management Analyst, and Web & Digital Engagement Specialist positions are in the Town Manager's OfFice to support and further the goals of the organization. The FY2025 budget reflects an overall increase of$63,139 or 4.25°/o from FY2024. This is comprised of an increase of$86,344 or 7.58% in compensation, partly offset by a decrease of $(23,205) or (6.70)% in overall expenses from the previous year. The increase in compensation reflects the inclusion of the ManagementAnalyst position that was left unfilled in FY2024 to balance the budget as well as contractually obligated step increases. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The decrease in expenses is due to a $30,000 decrease in Professional Service expense in the Human Resources budget, as FY2024 included a one-time program improvement for a compensation study. Department Initiatives: 1. Continue to support the Racial Diversity, Inclusion, and Equity Transformation plan and other social equity initiatives in coordination with the Select Board. 2. Work to support the organization's high-performance culture by providing directed team building to the Middle and Senior Management Team. 8200 - Town Manager 1 3. Develop new revenue sources to support the budget, particularly the capital budget, by developing long-term debt management strategies to mitigate the impact of large project debt service. 4. Continue the initiative to develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. 5. Continue reviewing new fiscal policies, specifically updating strategies for funding the Town's Pension and OPEB Liabilities. The next policy review will evaluate the funding model for the Recreation Enterprise Fund. Program Improvement Requests Comp. Expenses Benefits Total Consultant Services - General Liability � � 25 000 $ $ 25 000 Insurance � � ADA Town Building Self-Evaluation and Transition Plan $ $ 75,000 $ $ 75,000 Chief Equity Officer Annual Budget $ $ 50,000 $ $ 50,000 Sustainability& Resilience Officer Annual Budget $ $ 25,000 $ $ 25,000 Energy Intelligence Dashboard and BEU-D Reporting Support $ $ 10,000 $ $ 10,000 Tc�tal 82q� by F�equest $ — $ 1�5,(�0(� � — � 185,�00 8200 - Town Manager 2 FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $655,731 $771,434 $1,082,843 $1,155,499 $72,655 6.71% Enterprise Funds (Indirect) $36,728 $52,816 $51,813 $54,408 $2,595 5.01% Rentals* $394,624 $361,850 $350,296 $338,184 $(12,112) (3.46)% . � . . � . � . . � . . � . � • . • � � • . . • ' � � • � •� � • • � � � � •� � � • � � • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Revised Mgr's Rec. Increase Increase Compensation $934,899 $968,492 $1,138,391 $1,224,735 $86,344 7.58% Expenses $152,185 $217,608 $346,561 $323,356 $(23,205) (6.70)% . � . . � . � . . � . . � . � • . • � � • . . • ' � � � � •� � � • � � � � •� � � • � � • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Revised Mgr's Rec. Increase Increase Total 8210 Organizational Dir. & Admin. $838,806 $923,349 $1,058,861 $1,135,141 $76,280 7.20% Total 8220 Human Resources $248,277 $262,751 $426,091 $412,950 $(13,141) (3.08)% . � . . � . � . . � . . � . � • . • � � • . . • ' � � . � •� � . • � � � � •� � � • � � • � � FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Revised Mgr's Rec. Increase Increase Salaries &Wages $934,899 $968,492 $1,138,391 $1,224,735 $86,344 7.58% Overtime $0 $0 $0 $0 $0 % Personal Services $934,899 $968,492 $1,138,391 �1,224,735 $86,344 7.58% Contractual Services $111,523 $181,483 $302,878 $273,878 $(29,000) (9.57)% Utilities $1,760 $2,195 $1,400 $2,195 $795 % Supplies $36,562 $31,588 $35,783 $40,783 $5,000 13.97% Small Ca ital $2,339 $2,342 $6,500 $6,500 $0 % Expenses $152,185 $217,608 $346,561 $323,356 $(23,205) (6.70)% . � . . � . � . . � . . � . � • . • � � • . . • ' � � • � •� � . • � � � � •� � � • � � • � � *Rentals are comprised of rental receipts from the Waldorf School,LexFarm and Peet's Coffee&Tea sidewalk rentals,cell tower lease revenue and the sublease of Kline Hall to LexMedia. Budget Summary - Salary Adjustment (8230) FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $313,529 $826,422 $725,300 $294,000 $(431,300) (59.47)% . . : � . . � . �, • �,: . - �, � i �, �- i i i �, - � i • - ' , FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8230 Salary Adjustment $313,529 $826,422 $725,300 $294,000 $(431,300) (59.47)% � • • / • � � � 'r � '�� • � '� 1 1 '� �� 1 1 1 '� � 1 1 � � , 1 8200 - Town Manager 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: 8000 General Government Subprogram: 8200 Town Manager FY2022 FY2023 FY2024 FY2025 Authorized/Ap_propriated Staffin� Budget Budget Budget Request Town Manager 1 1 1 1 Deputy Town Manager 1 1 1 1 Director of Communications* 1 1 1 1 Sustainability and Resilience 1 1 1 1 Offi ce r Chief Equity Officer 1 1 1 1 Office Manager/Special Events 1 1 1 1 Coordinator Management Fellow/Analyst I 1 1 1 1 ManagementAnalyst II** 1 1 1 1 Hearing Officers*** 0.12 0.12 0.12 0.12 Human Resources Director 1 1 1 1 Human Resources Associate 1 1 1 1 Benefits Coordinator 1 1 1 1 Benefits Assistant**** 1 1 Administrative Assistant***** 0.54 0.54 1 1 Web & Digital Engagement Specialist****** 0 0 1 1 Total FTE 11.66 11.66 14.12 14.12 Tota I FT/PT 11 FT/ 3 PT 11 FT/ 3 PT 14 FT / 2 PT 14 FT/ 2 PT *Title change from Public Information Officer to Director of Communications/Special Projects Coordinator in FY2023.Title change removing"Special Projects Coordinator"in FY2024. **A second Management Analyst role was added via 2021 Fall STM, in part to help manage the American Recovery Plan Act (ARPA)projects.A portion of their salary is funded from ARPA. In FY2024,this position is vacant and will not be funded to allow for funding more critical or mandated changes. Funding for this position will resume in FY2025. ***Two hearing officers hear appeals for parking fines;one municipal hearing officer hears appeals for fines issued by the Fire Department(regional position,shared with Winchester and Woburn) ****The FY2024 budget recommended funding a HR Benefits Assistant as a program improvement. *****The HR Administrative Assistant transitioned to full-time in FY2023,with a portion of their salary is funded from ARPA.The FY2024 budget commits to funding this position from the tax levy in perpetuity. ******A Webmaster was reassigned to the Town Manager's Office via a Budget Adjustment at 2022 Fall STM.Title change to Web&Digital Engagement Specialist in FY2024. 8200 - Town Manager 4 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8210 Organizational Direction and Administration Budget Description: Overall, the recommended FY2025 budget reflects a $76,280 or 7.20% increase from FY2024. Compensation reflects an increase of $74,485 or 8.48% due to contractually obligated increases and the inclusion of the unfilled Managment Analyst postion back into the budget. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $1,795 or 1.00% as a result of department cell phones being upgraded to smartphones in addition to increasing funds for the digital advertisement of departmental initiatives. Organizational Direction and Administration funds staff and expenses for all functions of the Town Manager's OfFice except Human Resources. Administration includes the day-to-day oversight for all general government departments, townwide staff training and professional development, risk management for municipal and school departments, special projects and website content coordination. The Town Manager's Office also implements all decisions of the Select Board and Town Meeting, and provides staff support to various Town committees. 8200 - Town Manager 5 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $743,109 $782,292 $871,780 $947,070 $75,290 8.64% 514000 Other Compensation $0 $0 $0 $0 $0 % 514090 Longevity $500 $843 $2,300 $1,400 $(900) (39.13)% 512000 Seasonal Part-Time $6,159 $0 $0 $0 $0 % 511010 Part-Time Wa es $3,237 $5,492 $4,755 $4,850 $95 2.00% Subtotal Compensation $753,005 $788,627 $878,835 $953,320 $74,485 8.48% 520000 Contract Services $6,018 $31,399 $52,828 $52,828 % 538080 Pri nti ng & Forms $15 $789 $1,750 $1,750 % 530000 Professional Services $10,000 $1,711 $25,000 $25,000 % 538010 Advertising $1,507 $477 $0 $1,000 1,000 % 572000 M i leage $1,342 $1,157 $1,500 $1,500 % 530060 Prof Dev&Trai n i ng $19,982 $53,110 $40,000 $40,000 % 571000 Travel $5,485 $8,356 $11,000 $11,000 % 530040 Sem./Workshops/Conf. $3,892 $5,394 $7,500 $7,500 % 534030 Mobile Devices $1,760 $2,195 $1,400 $2,195 795 56.79% 558000 Supplies $24,295 $19,450 $19,258 $19,258 % 542000 Office Su ppl ies $1,754 $634 $4,500 $4,500 % 573000 Membership/Dues $7,413 $7,708 $8,790 $8,790 % 585020 Small Equipment $0 $0 $2,500 $2,500 % 542040 Office Eq u i pment $2,339 $2,342 $4,000 $4,000 % Subtotal Expenses $85,802 $134,722 $180,026 �181,821 �1,795 1.00% Total 8210 Organizational Dir. & Admin. $838,807 $923,349 $1,058,861 $1,135,141 $76,280 7.20% 8200 - Town Manager 6 � �� ° ��__��` ��, �/��,,�'°� �� ■ ��,�, ` �`��, �� , � ,�,; own o exi n o n �� .� � � � �� . � �� ,� ��;�� l,�, FY2025 Budget Development � ��N�� / �� R';. .�rrvc��.� Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8220 Human Resources Budget Description: The requested FY2025 budget reflects an decrease of $(13,141) or (3.08)% from FY2024. Compensation increases by $11,859 or 4.57% due to contractually obligated step increases. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2024. Funds for prospective increases are captured in the SalaryAdjustment account within the Town Manager's budget. Professional Services will continue to fund HR consultations, but have been reduced by $30,000 due to the funding of a one-time PI R in FY2024. The Town Manager's Office through the Human Resources function is responsible for managing personnel administration, benefits administration, collective bargaining agreements, workers compensation and unemployment benefits. Contract negotiations have concluded for the Local 1703 Building Custodians through FY24, the Police Superiors Association through FY25, the AFSCME Local 1703 Public Works through FY24, the Lexington Police Association through FY26, the AFSCME Public Safety Dispatchers through FY26, the SEIU Local 888 School Crossing Guards through FY25, the Lexington Municipal Employees'Association through FY25, the Lexington Municipal Management Association through FY25, and the IAFF Local 1491 Firefighters through FY25. The Town is currently bargaining with the Cary Memorial Library Staff Association for a successor collective bargaining agreement. 8200 - Town Manager 7 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Reg u lar Wages $170,708 $179,865 $236,527 $270,965 $34,438 14.56% 514090 Longevity $0 $0 $250 $450 $200 80.00% 511010 Part-Time Wages $11,186 $0 $22,779 $0 $(22,779) (100.00)°/ Subtotal Compensation $181,894 $179,865 �259,556 $271,415 $11,859 4.57% 538080 Printing & Forms $817 $155 $500 $500 % 530000 Professional Services $5,477 $37,500 $70,000 $40,000 (30,000) (42.86)% 530030 Legal Services $52,200 $38,406 $85,000 $85,000 % 538010 Advertising $3,055 $1,677 $1,500 $1,500 % 572000 Mileage $0 $0 $300 $300 % 530060 Prof Dev&Training $1,460 $659 $3,000 $3,000 % 571000 Travel $0 $428 $1,500 $1,500 % 530040 Sem./Workshops/Conf. $275 $265 $1,500 $1,500 % 558000 Supplies $0 $57 $735 $735 % 542000 Office Supplies $2,299 $3,060 $750 $5,750 5,000 666.67% 573000 Membershi /Dues $800 $679 $1,750 $1,750 % Subtotal Expenses $66,383 $82,886 $166,535 $141,535 $(25,000) (15.01)% Total 8220 Human Resources $248,277 $262,751 $426,091 $412,950 $(13,141) (3.08)% 8200 - Town Manager 8 FY2025 Program Improvement Request # 1 of 5 Department: Town Manager's Office Element: 8210 Organizational Direction and Administration PIR Title: Consultant Services - General Liability Insurance 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? $ $ Expenses 52120 Professional Services $ 25,000 $ 25,000 $ $ Total Expenses $ 25,000 $ $ 25,000 Purpose/Description of Request: This funding request is for consulting and bid evaluation services for Town insurance. Once the Town selects a consulting firm through a competitive bid process, the firm would provide property and casualty insurance consulting services for: an inventory of municipal and school services; the identification of risk and exposure associated with those services; and the identification of coverage available to mitigate risk and exposure. The firm would prepare specifications for a request for proposals for Town and school insurance, review responses, and provide a recommendation to the Town. This cost estimate is based on recent services provided by Kevin F. Donoghue &Associates for another town of similar size and scope of services as Lexington. Services include: -Broker RFQ -Managed Insurance Marketing (Specifications and Proposal Analysis) -Worker's Compensation Third Party Claim Administration RFQ and Proposal Analysis -Renewal Insurance Policy Review and Summary Service Implication: The Town last solicited risk management consulting services in 2019 to be provided in FY2020 (it hired Kevin F. Donoghue &Associates). Best practices indicate that it is prudent to bid out every six to eight years for general liability insurance to check market rates and to ensure that the Town is receiving the most appropriate coverage at the best possible rate. 8200 - Town Manager 9 FY2025 Program Improvement Request # 2 of 5 Department: Town Manager's Office Element: 8210 - Org. Dir. &Admin. PIR Title: ADA Town Building Self-Evaluation and Transition Plan 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 $ 75,000 $ 75,000 $ $ Total Expenses $ 75,000 $ $ 75,000 Purpose/Description of Request: This funding request is for consulting and professional services to conduct an Americans with Disabilities Act Self-Evaluation and Transition Plan for the following Town Buildings: the Town Office Building, the Cary Memorial Building, the Community Center, the Cary Memorial Library, and the Samuel Hadley Public Services Building. Self-Evaluations and Transition Plans are required by the Americans with Disabilities Act to provide for the identification and removal of barriers that hinder physical and programmatic access to Town facilities and services for those with disabilities. The Self-Evaluation will include a list of physical barriers in the selected Town facilities that limit accessibility for those with disabilities and the Transition Plan will determine the necessary costs and schedule associated with removing the identified deficiencies. Service Implication: The Town last conducted an ADA Self-Assessment and Transition Plan for Town buildings in FY2012. Conducting an update to the ADA Self-Evaluation and Transition Plan will aid the decision-making process for when pursuing capital and programmatic improvements in the selected Town buildings and align the Town with the Commonwealth's PublicAccessibility Community Compact Best Practice. An appropriation would also provide matching funds for the Massachusetts OfFice on Disability FY2025 Planning Grant cycle. 8200 - Town Manager 10 FY2025 Program Improvement Request # 3 of 5 Department: Town Manager's Office Element: 8210 - Org. Dir. &Admin. PIR Title: Chief Equity OfFicer Annual Budget 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 $ 50,000 $ 50,000 $ $ Total Expenses $ $ 50,000 $ 50,000 Purpose/Description of Request: Establishing a standing annual budget for the Chief Equity Officer in the Town Manager's Office aligns with the goals of the Select Board and Town Meeting to demonstrate commitment and prioritization of Diversity, Equity, and Inclusion in the Town of Lexington. An annual budget for the Chief Equity Officer would provide the financial support necessary to utilize matching funds in grant applications and acquire professional services to pursue the following strategies: a. Department and Committee Collaboration b. Staff and Volunteer Trainings c. Community Oriented Programming Service Implication: An annual budget for the Chief Equity Officer will a. Ensure that the Town of Lexington can provide trainings to its staff and facilitate conversations with its residents so that all members of the community may be aware of the concepts of bias, promotion of cultural sensitivity, and use of appropriate and inclusive language. b. Engage in a consistent effort to inform programming, policies, and procedures through the lens of Town-established DEI principles. c. Enable collaboration with departments and committees, including but not limited to, the Human Rights Committee, Commission on Disability, Human Services Department, and Police Department by co-sponsoring learning opportunities, community events, and trainings that cover topics including racism, bias, cultural sensitivity, and bystander behaviors. *Upon the recommendation of this PI R, the total amount recommended will be located in a new CEO/DEI Budget line starting in FY2025. 8200 - Town Manager 11 FY2025 Program Improvement Request # 4 of 5 Department: Town Manager's Office Element: 8210 - Org. Dir. &Admin. PIR Title: Sustainability & Resilience Officer Annual Budget 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 $ 25,000 $ 25,000 $ $ Total Expenses $ $ 25,000 $ 25,000 Purpose/Description of Request: Sustainability and resilience continue to be a top priority for the Town and broader Lexington community. With the goals of reducing our greenhouse gas emissions, fostering a cleaner environment, and providing community members with the tools they need to be secure in a changing climate, the Sustainability and Resilience Officer has taken the actionable steps to curate programs and policies based on the goals expressed by the Select Board and Town Meeting. An annual budget would continue to enable the SRO to work with departments, committees, and community members to identify and pursue high-impact projects, acquire professional services, and expand the capacity for the establishment of new programs. Service Implication: A Sustainability and Resilience Officer budget would enable the following programs and services in FY2025: a. Energy Procurement and Planning Support b. Building Energy Use Disclosure Tracking Software c. Lexington HeatSmart d. LexElectrify Community Educational Campaign e. Building Decarbonization Roadmap f. Networked Geothermal Feasibility Study g. Public Outreach and Events related to the promotion of programs and initiatives *There is currently $25,000 in Contract Services for SRO Seed Funding. Upon the recommendation of this PIR, the $25,000 will be eliminated from Contract Services, and the total amount recommended for this PIR and the existing Seed Funding will be located in a new SRO Budget line starting in FY2025. 8200 - Town Manager 12 FY2025 Program Improvement Request # 5 of 5 Department: Town Manager's Office Element: 8210 - Org. Dir. &Admin. PIR Title: Energy Intelligence Dashboard and BEU-D Reporting Support 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 $ 10,000 $ 10,000 $ $ Total Expenses $ $ 10,000 $ 10,000 Purpose/Description of Request: The Sustainability & Resilience Officer, along with the Facilities Department, will utilize PowerOptions' professional Energy Intelligence Dashboard to better track and monitor electricity and gas usage and solar production at all town-owned buildings. The dashboard would greatly streamline reporting requirements, such as the Green Communities reports and the forthcoming High Performance Building Policy reports. PowerOptions would also push all energy use data directly to the data collection portal for the Building Energy Use Disclosure program, which would save a tremendous amount of staff time. The data dashboard would allow stafF to more easily perform energy analysis and create public-facing reports as required. Service Implication: An annual allocation of$10,000 would allow for continued partnership with PowerOptions on building decarbonization efforts and would greatly streamline all energy tracking and reporting tasks for staff. PowerOptions professional services include providing on-call support, identifying of funding mechanisms and applications, energy procurement and management services, audits and equipment cost estimates, and annual progress reports. 8200 - Town Manager 13 • own o exin on assac use s � �� 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��V ,�� 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 � lsca ear � own ana er s lce . a i a e ues s M � O � N �� U � � � � � � � V1 � � � � 0 C� ��~ � � � � � � � � ,� � � � � i-r N N � � � � � � 0 � � N r--+ � � � � � QQ I I � N � � � � N N � O O O l� l� N .--+ � � � � � � I I N O N � � � � 00 00 � N N O � � Nr--a r--a � � � � � � � � � � � � • � � � � � � � � � � C� � � � � � � � c� � � � � � � � � � .� � � � � � c� � � �° a' � � O� �" W C� N a"' � � � � U ..�i � � � c�1 `� o ,� � 0 � �' a� � N � � �, o �+ o � , N w � � � � � ��:��;.:� �, � �� N ��r �.:.a�i��u�u '� � � �_...... ' �-1 � �� , ;c�i '� "°� —� ;�� "� � � � � � +� �, ka,m4 tln'tlNl 17UIh1nIVV)�"'W' aY�• k 1 f'�;% �`��.L�b��"°.o,.,,,. � O � � Xl � � uummmouuuuwi��m'"�r iiiuw.w.0 �oyam�mmuauw.xn nmmR�uwuu iTi xnn��v �, puuumwi � i. ' noW� i i i li I is i�rr. �"�� ri'i� i , �arrcr�� m I�ui.. � r� u I� r, ' � �uwmo �16W�nouu i ouo.. �„ � ;/, � , � i o�uuJ;; u I�uu � �n� "' ..� � '�uuulll � iu� > � '; ' �i ��. � IIII Wm u „ ��r+�' m uu ' : ,��u�uuuuimiiii�, ��aw' , " ��ii�y i��d�� ra' , � " �ioi�uiu G i��,,,� �.. �� , � ",�`, iu�� i�uuui��M�i�� iii�;�; ��,��rtt�� rrY�i�ir �� ' ii��. �� . � � �� i� � `��uui �; �. . � Ru 00ww.w . ` � II�� ', � � � M �r� �I��R ' oi� VIV � .1i��i `!�-: � WNIIW�ur I�' iu�� f � IVII�� i�I��' ' 'UUI� a66 il� �( r �rz, Jl� �� I� ;; � Ir IUI��i � i�� is � . ,;, iia �� , .,,,,�, �,,,,,,,,,,,,,,,, �� ,� , ��` �� , . �iooimi��iiiiiii i�,.�� i„i„�; , „ (��d . �(!'I,", IIIII �, F i„� Y �� 11 y � 9 III r ,IIGJIN IIIII �VV�6 �I�O � li �u r � I�, � , �lY 1�1 ""�I� �IIY� i ��(i6„ I��,€; ,�� % ��;; II�I; I+�II 6 IIIII � J� IIVI`ylli '��I �J} �� i IIWIVWIIIIIIIVII 'V(1 �III�I ' � r(f W'� f` �, %��y �Ilr �` um � %9V yVl"', ��h JII�`. � � i, %1G�f� % �ly Ih'��i„ ��uG '(l �r� �P" '� �IVI � � �W �� i� � ( IIY�„ Wil, J 11 �� "W�I� �`, J ��,, iir"' l �I � �� l f 141`��I�I ,u�� I IJJ �o�� 11 IIII �� i I i �ffl�� i (�IWW 1 i9)yi % W i? �� `�Il��/l""'�rm I , � „ � �� , '�r„ � 0� �, ^ . � Ild�l � � f r , II W u" 'r i� uuuuuw�iN III IV II�� mi�, �, „ � r , i:, �, Y!f y i � ; „ , �I„ � � a��,i�� uii' � f'J� �1,; "�IIIIIII�Y oiIIfIG � ��I��'WWIWI�II i' .,� � � �� " � �� uw' t� i�� , � ui4 �„ � �. ��@` ��uu�.� ,,, � � ; �„ , � r�� ;, ,"� � �,.r � � � ,��' � i �`�� ,� � � r id� i� iiuw�� 1�� ,,, �l�� ,,,,,, � � �y �1� ' �,, � � w � i,� ,;, v '„ �, umuuuuuuum i �i �„%J�iiiG,'� ��'. )i;,� . �A r� ,, f i II^ ,,, I�r ''�D/ ��jl'1��i/�� /f ) I ll�,� I cP, I� °iii)DS� �/� !ll�" I�� 1Yb enuum ,o �j � f / /�;, a � I�i I� Y %N', �/%� �If � �ir � ti�m �. (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 r ml i n Town Manager-Page 2 Printed Novernbe�29, 2023 M � O � N �� U � � � � � � � V1 � � � � 0 C� ��~ � � � � � � � � ,� � � � � i-r N N � � � � � � 0 � � N r--+ � � � � � QQ I I � N � � � � N N � O O O l� l� N .--+ � � � � � � I I N O N � � � � � o0 00 � N N N � O � � � N r--a r--a � � � � � � V1 � � � V � •� .� � � � ,s� � L� L� ~ a � c� �, � � � � � � c� � � � � � � � � � .� � � � � � c� � � �° a' � � O� �" W C� N a"' � � � � U ..�i � � � c� o o � � � � � � � N � � `� � a � ° o � N w � � � � � ��:��;.:� �, � �� N ��r �.:.a�i��u�u '� � � �_...... ' �-1 � �� , ;c�i '� "°� —� ;�� "� � � � � � +� �, ka,m4 tln'tlNl 17UIh1nIVV)�"'W' aY�• k 1 f'�;% �`��.L�b��"°.o,.,,,. � O � ��"��'`��'�. �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: Town Offices Electric Vehicle Charger Date: 10/19/2023 Proj ect ID: TMO-25-1 Department: Town Manager Revised: 10/23/2023 Submitted by: Maggie Peard Phone: (781) 382-4880 Email: mpeard@lexingtonma.gov Description of Project: FY2025 -The request is for$16,268 to purchase and install an additional electric vehicle charging station at the Town Offices. The charging station would be primarily for charging municipal fleet vehicles,but could be utilized by the public outside of the Town Offices' operating hours. Justification/Benefit: The Town passed a Fleet Electrification Policy that calls for replacement of Town Vehicles with zero or low emission vehicles (EVs)whenever feasible. In fulfillment of this policy,the Totivn publishes an annual report highlighting the current make up of our fleet and upcoming opportunities for vehicle replacements with electric models. Based on this analysis, and continued conversations with fleet managers, staff have identi�ed an upcoming need for additional chargers at the Town Office Building(TOB). TWo vehicles that park at TOB are up for replacement(one in the Assessor's Department, one in the Land Use, Housing&Development(LUHD) Department), and will likely be replaced with electric models. With two electric vehicles already stationed at TOB, this would max out our current charging capacity(four ports). Having two additional ports would ensure that the Town has the charging capacity needed to charge new electric vehicles and would ensure open charging ports for other Town staff that drive EVs and regularly visit TOB for meetings. It is essential that charging infrastructure is slightly ahead of Town EV acquisitions because purchasing, getting incentive approval, and installing charging stations can be a lengthy process that should be completed in advance of additional EVs being added to the fleet. Impact if Not Completed: If these stations are not installed, fleet managers may be forced to purchase non-electric models when replacing fleet vehicles stationed at the Town Office Building due to a lack of charging capacity. This choice goes against the Town's Fleet Electrification Policy, and will result in internal combustion engine(ICE)vehicles being on the road unnecessarily. This approach runs contrary to the Town's climate goals, as it will result in unnecessary greenhouse gas emissions. Timeframe: The proj ect will likely take about 6 months to complete. This estimate takes into account time for site visits, incentive approvals, coordination between the vendor and utility, and scheduling the installation. Replacement Frequency: Approximately 10 years. Basis for Cost Projections: Current estimate from vendors.PowerOptions secured a quote from ChargePoint and DK Power on behalf of the Town that includes the station itself,a mounting kit,upfront software and warranty subscriptions,an activation fee,and installation costs. The pre-incentive total project cost is$16,268,which will likely be lowered by incentives that can be applied for once funding is secured.It is estimated that the project cost would be reduced to$12,388 after applying MassEVIP incentives. Stakeholders: Town Office Building Staff;Lexington Public;the climate. Operating Budget Impact: Funding Source: General Fund, MassEVIP incentives Town Manager-Page 4 Printed Novembe�29, 2023 Prior Authorizations: Town Meeting Description Authorized Expended Encumbered Remaining Returned 2019/16P EV Charging Stations $ 40,750 $ 3 8,914 $ $ $ 1,83 6 2021/12N EV Charging Stations 69,000 $ 32,904 $ 36,096 $ $ Totals $ 109,750 � 71,818 $ 36,096 $ � 1,836 Funding Request: FY2025 FY2026 FY2027 FY2028 FY2029 Site Acquisition $ $ $ $ $ Design/Engineer $ $ $ $ $ Proj ect Management $ $ $ $ $ Construction $ 4,650 $ $ 4,883 $ $ 5,128 Equipment $ 11,618 $ $ 12,199 $ $ 12,809 Contingency $ $ $ $ $ Totals $ 16,268 $ $ 17,082 $ � 17,937 CPA Amount $ $ $ $ $ Note: The future year capital requests are estimates based on our current quote for a Level 2 charger, assuming a 2.5% annual escalation. The future requests are assuming the Town continues to procure Level 2 chargers,but staff will be looking into Level 3 chargers in the coming year. Future requests may increase if we opt for Level 3 chargers going forward. Town Manager-Page 5 Printed Novembe�29, 2023 �� 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 Town Com m ittees Re u ested B u d et q g Fiscal Year 2025 Submitted b : y James Robi nson Mana ement Fel low , g Select Board Presentation December 5 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: 8000 General Government Subprogram: 8300 Town Committees Mission: Town Committees includes the Appropriation Committee, Capital Expenditures Committee, Public Celebrations Committee and various boards and committees appointed by the Select Board, Moderator and the Town Manager. Budget Overview: The Town Committees Budget is expected to increase overall by $6,702 or 10.12%.This reflects a $6,561 increase for the Town Celebrations Committee, which is primarily due to costs of the biennial Dance Around the World event being held in FY2025 in addition to the increasing costs surrounding supplies and planning for events. Authorized Staffing: The Financial Committees' appropriation includes funds for a part-time recording secretary. This person is responsible for taking minutes for the Appropriation and Capital Expenditures Committees. Program Improvement Requests Comp. Expenses Benefits Total �� Human Rights Committee $ $ 21,200 $ $ 21,200 ��,,,��,��,,,��,,,��1��0��0��0�0��, Lexington Council for the Arts $ $ 10,000 $ $ , Tot�l 8300 by F�equ�st � — $ �1,200 � - � �1,2�U 8300 - Town Com m ittees 1 FY2022 FY2023 FY2024 FY2025 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $57,974 $56,306 $66,208 $72,910 $6,702 10.12% . . : � i . . �, • - �, . i . �, . . � : �, • i �, . � � � , FY2022 FY2023 FY2024 FY2025 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $6,238 $99 $7,035 $7,176 $141 2.00% Expenses $51,735 $56,207 $59,173 $65,734 $6,561 11.09% . , : � i . . �, • �, . i . �, . . � : �, • i �, . � � ' , FY2022 FY2023 FY2024 FY2025 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8310 Financial Committees $6,630 $451 $8,535 $8,676 $141 1.65% Total 8320 Misc. Boards & Committees $6,502 $5,996 $10,500 $10,500 $0 % Total 8330 Town Celebrations $44,842 $49,859 $47,173 $53,734 $6,561 13.91% . . : � i . . �, • - �, . � . �, . . � : �, • � �, . � � ' , FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $6,238 $99 $7,035 $7,176 $141 2.00% Overtime $0 $0 $0 $0 $0 % Personal Services $6,238 $99 $7,035 $7,176 $141 2.00% Contractual Services $6,048 $5,996 $10,000 $10,000 $0 % Utilities $0 $0 $0 $0 $0 % Supplies $45,687 $50,211 $49,173 $55,734 $6,561 13.34% Small Ca ital $0 $0 $0 $0 $0 % Expenses $51,735 $56,207 $59,173 $65,734 $6,561 11.09% . . : � i . . �, • �, . � . �, . . � : �, • i �, . � � ' , 8300 - Town Com m ittees 2 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8310 Financial Committees Budget Description: The Town of Lexington has several committees that monitor the Town's finances and provide recommendations to Town Meeting. Two of these committees are the Appropriation Committee and the Capital Expenditures Committee. Appropriation Committee: The Appropriation Committee is a nine-member board appointed by the Town Moderator. Members are appointed to three-year overlapping terms. The Committee's charge is to evaluate fiscal policies and priorities set by the Select Board for Town Meeting. The Committee advises Town Meeting members and the Select Board on financial proposals, analyzes operating budget proposals, makes fiscal projections, and reviews funding for proposed capital improvements. In addition, the Committee's approval is required to use reserve funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details). In addition to its statutory responsibilities, the Committee has been involved in promoting a clear and accurate presentation of financial information to members of Town Meeting. The committee also encourages the timely distribution of financial information to Town Meeting members and other decision makers. They are responsible for maintaining relationships with regional and statewide organizations devoted to exploring solutions to municipal finance and budgeting problems. Capital Expenditures Committee: The Capital Expenditures Committee consists of no less than five members and no more than seven members. Members are appointed by the Town Moderator to three-year overlapping terms. The Capital Expenditures Committee makes recommendations to Town Meeting and the Select Board concerning capital expenditure requests from town boards and departments that may be required within the ensuing 5-year period. The Committee considers the relative need, timing, and cost of these projects; the adequacy thereof; and the effect these expenditures might have on the financial position of the town. Prior to each annual Town Meeting, the Committee prepares, publishes, and distributes a report of its recommendations for the projects to be undertaken within the 5-year period and the approximate dates when each should be started. This budget request funds the production of reports for both the Appropriation Committee and Capital Expenditure Committee to Town Meeting, and attendance at an annual finance committee conference. 8300 - Town Com m ittees 3 Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wages $6,238 $99 $7,035 $7,176 $141 2.00% Subtotal Compensation $6,238 $99 $7,035 $7,176 $141 2.00% 520000 Contract Services $0 $0 $0 $0 % 538080 Pri nti ng & Forms $46 $0 $1,000 $1,000 % 558000 Supplies $0 $0 $0 $0 % 573000 Membershi /Dues $345 $352 $500 $500 % Subtotal Expenses $391 $352 $1,500 $1,500 $0 % Total 8310 Financial Committees $6,629 $451 $8,535 $8,676 $141 1.65% 8300 - Town Com m ittees 4 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8320 Misc. Boards & Committees Budget Description: The Miscellaneous Boards and Committees element funds expenses of boards and committees not individually supported through departmental operating budgets. The Arts Council was initially funded in FY2019 via a PIR for $6,900, which was subsequently increased to $7,500 in FY2020. Due to the pandemic and committee turnover, funding was reduced to $6,000 beginning in FY2021. The FY2025 funding request is for $6,000, which will be used to provide matching funds for state grants and a small number of other programs and activities. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Arts Council $5,999 $5,996 $6,000 $6,000 $0 % 538080 Printing & Forms $3 $0 $3,000 $3,000 $0 % 530000 Professional Services $0 $0 $0 $0 $0 % 558000 Supplies $500 $0 $1,500 $1,500 $0 % 573000 Membershi /Dues $0 $0 $0 $0 $0 % Subtotal Expenses $6,502 $5,996 $10,500 $10,500 $0 % Total 8320 Misc. Boards&Committees $6,502 $5,996 $10,500 $10,500 $0 % 8300 - Town Com m ittees 5 �� ,�� ,� •��; ,��`" ; �� own o exi n o n � ��.. � ��; /� .� � l�, "W�; �� ,� � e�� '"� � c� � 1 �. �' � � .� hn� � FY2025 Budget Development � �� :�� `��i��'��. Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8330 Public Celebrations Budget Description: The Town holds public celebrations for Patriots' Day, Veterans' Day, and Memorial Day. There are two parades held on Patriots' Day, one on Veterans' Day, and one on Memorial Day. The Public Celebrations Committee, a volunteer body of ten members appointed by the Select Board, plans these celebrations and oversees a reenactment of the Battle of Lexington on the Lexington Battle Green on Patriots' Day. The reenactment attracts well over 12,000 spectators each year and is nationally recognized for its historical authenticity. The multi- cultural Dance Around the World event (biennial) is also organized by the Celebrations Committee. The Celebrations Committee also directs and coordinates numerous other Patriots' Day activities, including a Youth of Lexington Sunrise Parade from East Lexington to the Battle Green, a five-mile run sponsored by the Lions Club, the reenactment of Paul Revere's arrival in Lexington from Boston, and an afternoon parade. Town funding accounts for only a portion of the total cost of these celebrations. Other miscellaneous costs are covered through citizen contributions, corporate sponsors and private donations. Expenses are increasing by $6,561 or 13.91% from FY2024 due to the biennial Dance Around the World event being in its on-year, and an increase of 2.5% for adjusting to accelerating costs of planning, supplies, and logistics. Budget Data (by Object Code) FY2022 FY2023 FY2024 FY2025 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 558000 Su lies $44,842 $49,859 $47,173 $53,734 6,561 13.91% Subtotal Expenses $44,842 $49,859 $47,173 $53,734 $6,561 13.91% Total 8330 Public Celebrations $44,842 $49,859 $47,173 $53,734 $6,561 13.91% 8300 - Town Com m ittees 6 FY2025 Program Improvement Request # 1 of 2 Department: Town Committees PIR Title: Human Rights Committee 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 $ Other Compensation $ Total Compensation 0.00 $ $ $ Benefits Benefits Eligible? 0 $ $ Expenses $ 16,100 $ 5,100 $ 21,200 $ Total Expenses $ 16,100 $ 5,100 $ 21,200 Purpose/Description of Request: LHRC Goals Tied to Fundin_q-The Lexington Human Rights Committee (LHRC) endeavors to build a community where we all belong because a true democracy cannot be honored without the full inclusion of all its citizens.To that end, we propose targeting educational and training programs for which we are requesting funding in FY2025 to cover anticipated costs associated with our objectives. These initiatives will promote a more inclusive community by: (1) addressing resilience against divisive rhetoric (2) learning about our less visible cultural groups in the community, and (3) highlighting our community's shared values. Past Events- Past events organized by the LHRC include workshops such as Active Bystanders Training, No Hate November, Martin Luther King Day Community Conversations, and Race Amity Day. Thus far, funding has been inconsistent and limits the scope of the initiatives we can confidently ofFer. On poin p Cos ts (�5,100� General Expenses - $300 $150 - Zoom Account Reimbursement for meetings $150 - Printed informational materials about the LHRC M LK Day 2025 - $4,800 Programming Expenses $2,000 - Speakers for the annual MLK Day community conversation on Race $500 - Refreshments $1,500 - Facility & event materials/printouts & marketing $800 -Audio/Visual accommodations 8300 - Town Com m ittees 7 One-Time Costs (�16,100)- Active Bystander Training - $4,800 Programming Expenses $1,800 - Trainings $1,000 - Venue &A/V Accommodations $2,000 - Lexington Hub for Active Bystander Training (10 people trained) Training on Civil Discourse - $5,300 Programming Expenses $3,000 - Speaker/Trainer/Facilitator $1,500 - Venue $800 -A/V Accommodations Understanding Human Rights and Civil Rights - $6,000 Programming Expenses $2,500 - Speaker $1,000 - Promotional Materials $1,500 - Venue and Refreshments $1,000 -Accessibility and A/V Additional Fundinp Sources and Fundinp Streams- Efforts to reduce the cost of events and exploring additional funding streams are also actively being pursued. We have listed the possibility of an upfront investment in Active Bystander Training that would enable Lexington to serve as a hub for future training and thereby reduce the costs down the road. We are also following additional funding streams such as grant writing and collaborations to further support our budget needs. Where appropriate and possible, we will seek volunteers to lead our events. However, some specialized topics can only be adequately delivered by an expert speaker or trainer where compensation for their knowledge and experience is pertinent; and where a lesser option would compromise the integrity of the programming. Past Funding Streams: • LICA- $713.00 • Lexington Human Services - Supported cost of speaker fees • Town Celebrations Committee - Through MLK Day of Service Committee; <$1000 • Takeda - requested funding for MLK Day, but we were denied funding because we were considered part of the Town of Lexington rather than viewed as non-profit organization/ committee • Direct donations o $250 — Pilgrim Congregational o $500 - Grey Nuns 8300 - Town Com m ittees 8 Service Implication: Ou�Fundinp Reguest & Service Implication- Our committee urges an allocation of$21,200. This investment would telegraph that these initiatives and the underlying equity and inclusion work are a priority for the Town of Lexington as has been stated by the Select Board. We believe our request is in-line with comparable Towns where funding for community-led Human Rights Committees and Commissions are supported by their respective Town budgets (ie. Arlington, Wakefield and Andover). We hope you find the goals of the LHRC are very much in the interest of the people and the Town of Lexington; and, a small operational budget is necessary to leverage the efforts and planning of the dedicated committee of volunteers. We appreciate your time in consideration of this proposal and invite any questions you may have for this proposal. Thank you, Christina Lin (She/Her) and Stephanie Hsu (She/Her) Lexington Human Rights Committee, Chair and Vice Chair humanrightscmte��lexingtonma.gov ; 4lhrcchair@gmail.com 8300 - Town Com m ittees 9 FY2025 Program Improvement Request # 2 of 2 Department: Town Committees PIR Title: Lexington Council for the Arts Requested Program Improvement Funding Object Object One-Time Cost Ongoing Costs TOTAL Code Description FTE 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 $ 10,000 $ 10,000 $ $ Total Expenses $ 10,000 $ $ 10,000 Purpose/Description of Request: The mission of the Lexington Council for the Arts (LCA) is to enhance the cultural vitality of the Town. We do this by partnering with the Massachusetts Cultural Council to administer a grant program for projects originated by local artists and cultural organizations. Also, with the support of Town funding, we develop and implement our own arts initiatives tailored to the interests of the community. Goals include: � Enhance the cultural life of the community by bringing about new appealing visual and performing arts programs • Grow the Town's reputation as a cultural destination for out-of-town visitors • Develop programming that is inclusive of all cultural heritages • Support local artists • Build infrastructure necessary to grow cultural programming Grant-making: A key aspect of LCA's mission is to distribute state funds in the form of grants to deserving local artists and cultural organizations. These grants fund art projects and perFormances enjoyed by all members of the community. 8300 - Town Com m ittees 10 Service Implication: LCA Projects Planned for FY 2025 LCA's plans call for a number of projects for FY 2025 (some of which may get started in FY 2024). The extent to which all these projects can be carried out is dependent on the level of Town funding. Planned projects include: � Public Art Projects: - "Storefront Stories": Writers will develop stories about the people who run shops in East Lexington and then artists will paint temporary murals celebrating the independent small businesses in East Lexington Budget: $7,500. - Calligraphy: Different Cultures, Different Approaches: Experts in East Asian, Indian, and European calligraphy will hold hands-on workshops and seminars to instruct community members in these difFerent forms of calligraphy. An opportunity for cultural exchange. Budget: $2,000. - Painted Utility Boxes: LCAwill arrange for artists to decoratively paint three more utility boxes, with a theme to coordinate with the 250 celebration. Budget: $2,000. • Public Performances or Events: - "Dance Around the World": LCA will partner with the Town Celebrations Committee to mount a community dance program in 2025 that celebrates the Town's diverse heritage with dance performances from a number of classical and folk dance groups (such as from Indian, Chinese, Greek, Scottish, Israeli, Latin traditions). Budget: $5,000. - Porchfest: Porchfest will be a one-day event in which local musicians will be matched up with homeowners who provide their porches, decks, or yards as performance spaces. Community members then navigate from "porch" to "porch" to enjoy music from performers who might interest them. This will be the second annual Porchfest event organized by LCA. Budget: $2,500. - "Lexington Laughs": LCAwill host a weekend of comedy with two events: an open mike stand-up/improv night and a professional stand-up performance night. LCAwill draw on LHS student talent and other community talent for the stand-up/improv night and local professional comedians for the professional night. The performances will be "PG-13" in content. Budget: $3,500. - Lexington Annual Arts Festival: The Lexington Annual Arts Festival will be an annual two-day community event that celebrates arts and culture in its myriad forms. Packed with live dance performances, musical concerts, theater, stand-up comedy, and art shows, it will showcase local talent while also bringing the community together. The goal will be to bring different art forms together in a single event that can be enjoyed by all age groups. For example, in the realm of visual arts, there could be art exhibitions by local artists, art competitions for children and seniors, and a family friendly kite flying event. The initial form of this festival will build on one or more of the other public performances or events that are currently being planned. Budget: $5,000. 8300 - Town Com m ittees 11 - "Concerts at the Mansion": LCAwill organize a series of outdoor concerts near the Community Center Mansion. Musicians might include members of the Lexington Symphony, LHS musical groups, and other local musicians. Budget: $1,500. • Infrastructure: - Website improvement. An arts & culture events calendar functionality will be incorporated into the LCA website. Budget: $2,500. - Outreach/publicity. A writer will be engaged to improve marketing and publicity efforts to better inform the community of arts and culture programming and other news of interest. Budget: $4,800. FY2025 Budget Request Summary The projects and initiatives described above total $38,300. Not all of these projects need be completed in FY 2025 and it is possible that LCA's fundraising and other sources of funding could address a portion of these project costs. Accordingly, LCA requests Town funding for FY 2025 of$10,000. 8300 - Town Com m ittees 12