HomeMy WebLinkAbout2023-12-05 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
Participation*
5:00 PM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1. FY2025 Proposed Budget- Public Health Department Presentation 5:00pm
2. FY2025 Proposed Budget- Innovation& Technology Department Presentation 5:15pm
3. FY2025 Proposed Budget- Select Board Office Presentation 5:45pm
4. FY2025 Proposed Budget- Town Manager's Office; Employee Benefits & 6:15pm
Insurance Presentations
ADJOURN
1. Anticipated Adjournment 7:00pm
Meeting Packet:https:Hlexington.novusagenda.com/agendapubhc/
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T he next regularly scheduled work session of the S elect B oard will be held on Monday, December 11,
2023 at 6:30pm via hybrid participation.
The next regularly scheduled meeting of the Select Board will be held on Monday, December 18,
2023 at 6:30pm via hybrid participation.
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AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2025 Proposed Budget - Public Health Department Presentation
PRESENTER: ITEM
NUMBER:
Joanne Belanger, Director of Public
Health I.1
SUMMARY:
Category: Informing
No vote is requested for this 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 5:OOpm
ATTACHMENTS:
Description Type
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Health Department
Requested Budget
Fiscal Year 2025
Submitted by:
Joanne Belanger, Health Director
Select Board Presentation
December 5 2023
10
Town of L
FY2025 Budget Development
ARIL .
N
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. In 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 Inclusion
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 First Aid.
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.
7. 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 FDA Voluntary 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...............I.,.,.,.,.,.,.,.,.,.,.,.,.,.,.................RequestsI.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.................I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I Com...............I.,.,.,.,.,.,.,.,.,.,.,.,.,.,p. Expenses Benefits Total
II.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.................I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.I.................Additional vehicle for Health Dept staff $ $ 507000 $ $ 50,000
Total 6500 by Request - 0,00 - $ 509000
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 $317561 7.43%
513000 Overtime $506 $3,448 $1,816 $19 840 $24 1.32%
Subtotal Compensation $266,440 $355,674 $426,513 $458,098 $31,585 7.41%
520000 Contract Services $517303 $317089 $701000 $707000 %
538010 Advertising $250 $0 $750 $750 %
538080 Printing & Forms $172 $24 $11 500 $17 500 %
572000 Mileage $537 $926 $27 000 $27 500 500 25.00%
530060 Prof Dev&Training $57194 $67472 $101000 $107000 %
571000 Travel $17348 $27589 $31500 $3,500 %
530040 Sem./Workshops/Conf. $833 $27065 $31000 $37000 %
534030 Mobile Devices $17418 $17867 $21000 $27000 %
531030 Gasoline/Diesel $35 $0 $800 $800 %
558000 Supplies $169 $27240 $21800 $37000 200 7.14%
542000 Office Supplies $17202 $506 $700 $21000 17300 185.71%
573000 Membership/Dues $953 $100 $37000 $37000 %
558010 Clothing & Safety Equipment $720 $17183 $750 $17000 2501 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 $5279313 $561,148 $339835 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 $17172 $387215 $307000 $307000 $0
542000 Office Supplies $337035 $127475 $607000 $607000 $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 $407000 $407000 $0
542000 Office Supplies $0 $0 $0 $0 $0
Subtotal Lab Animal Permits Revolving Fund $0 $0 $40,000 $40,000 $0
Subtotal 7140 Health Revolving Funds $34,207 $50,690 $130,000 $130,000 $0
Total 7140 Health (All Funds) $364,781 $455,425 $6575313 $691,148 $339835 5.15%
6000 - Human Services 2
10
Town of L
FY2025 Budget Development
ARIL�
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Departmental Budget Requests
Program: 6000 Health& Human Services Subprogram: 6500 Health
FY2022 FY2023 FY2024 FY2025
Authorized/Appropriated Staffing 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
Total 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(A)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 Department Assistant 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 Program Improvement Request #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 $ 503000 $ — $ 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
AGENDA ITEM TITLE:
FY2025 Proposed Budget - Innovation& Technology Department Presentation
PRESENTER: ITEM
NUMBER:
Tim Goncalves, Director of
Innovation& Technology I.2
SUMMARY:
Category: Informing
No vote is requested for this agenda item.
Review preliminary F Y202 5 budget for the Innovation and Technology Department.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/5/2023 5:15pm
ATTACHMENTS:
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Department of Innovation & Technology
Requested Budget
Fiscal Year 2025
Submitted by:
Tim Goncalves,
Director of Innovation & Technology
Select Board Presentation
December 5 2023
x,
Town of Lexington
f ; FY2025 Budget Development
RNL 1'. i
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. BlueBeam
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 future visioning 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) $ 61406 $ $ 93 $ 6,499
Total 00.by Request $ 944 - ` $ 9',49
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $27 543,685 $24637 981 $2,785,868 $3,023,925 $238,057 8.55%
Enterprise Funds (Indirects) $897039 $123455 $1323697 $139,344 $6,647 5.38%
Total 8600 Innovation . • I • I • • • • • I I I I • . 1
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $8301098 $8491519 $808,139 $850,185 $42,046 5.20%
Expenses $118027 626 $17 737,917 $21110,426 $2,313,084 $2027 658 9.60%
Total 8600 Innovation • $29632724 • • i • • • • 1 • • 1
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
F8610 IT Administration 1 $2,632,724 $2958794 66 $2,918,565 $3,163,269 $244,704 8.38%
Total 8600 Innovation • • I • I • i • • • • I I ' I • • 1
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $8227858 $8407503 $8033605 $8453592 $41,987 5.22%
Overtime $77240 $91015 $43534 $43593 $59 1.30%
Personal Services $830,098 $849,519 $808,139 $850,185 $42,046 5.20%
Contractual Services $1,482,784 $13465,794 $13 700,706 $1,930,764 $230,058 13.53%
utilities $77,483 $108,791 $193,900 $171,900 $(22,000) (11.35)%
Supplies $181222 $181106 $14,820 $12,820 $(27000) (13.50)%
Small Capital $2247138 $1451227 $201)000 $197,600 $ 3,400 1.69 %
Expensesl $1,802,626 $1,73 7,917 $2,110,426 $2,313,084 $202,658 9.60%
InnovationTotal 8600 • $29632,724 1 • • 1 • • • • 1 1 • • 1
8600 - Innovation & Technology 2
Town of Lexington
, i FY2025 Budget Development
P IL I
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-time Intern 0.25 0.25 0.25 0.25
Total FTE 9.68 j 9.79 1 8.79 1 8.79
Total FT/PT 10 FT/2 PT 1 9 FT/2 PT 1 8 FT/2 PT 1 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
1Town of L
FY2025 Budget Development
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% 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 licenses.
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
[jObject Description Actual Actual Revised Request Increase Increase
11000 Regular Wages $820,627 $839,021 $7541767 $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 $11400 $4,070 $4,870 $800 19.66%
513000 Overtime $7,240 $91015 $4,534 $4,593 $59 1.30%
Subtotal Compensation $830,098 $849,519 $808,139 $850,185 $42,046 5.20%
520000 Contract Services $145,029 $1001830 $93,400 $116,448 $231048 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 1 Comm. & Network Sgp. 1 $310,3901 $285,000 $385)0001 $430,0001 $45,0001 11.69%
Subtotal Core Shared Expenses $310,390 $285,000 $385,000 $430,000 $45,000 11.69%
521000 Utilities $45,240 $741186 $146500 $131500 $(15,000) (10.24)%
534030 Mobile Devices $32,243 $341605 $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 $161824 $18,000 $18,000 $0 -%
571000 Travel $1,396 $11 386 $8,000 $8,000 $0 -%
530040 Sem./Workshops/Conf. $(604) $11099 $8,000 $7,000 $(1,000) (12.50)%
573000 Membership/Dues $375 $750 $820 $620 $(200) (24.39)0
558010 Equipment $2,163 $21183 $2500 $2500 $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 $31312 $3500 $3500 $0 -%
558000 Supplies $14,613 $131599 $10,000 $8,000 $(2,000) (20.00)%
542000 Office Supplies 1 $1,071 $11574 $1500 $1,700 $200 13.33%
Subtotal Office Expenses $19,663 $18,887 $16,000 $14,200 $(1,800) (11.25)%
534050 Hardware Support $40,361 $341884 $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 $511800 $60,000 $60,000 $0 -%
558060 LAN Peripherals $40,636 $231677 $42,000 $50,000 $81000 19.05%
558070 PC Peripherals $30,706 $211103 $35,000 $33,600 $(1,400) (4.00)%
542040 Office Equipment $2503 $81 802 $8,000 $8,000 $0 -%
Subtotal Hardware $230,397 $146,152 $229,000 $228,500 $(500) (0.22)%
558040 LAN Software $33,391 $331654 $35,000 $30,000 $(5,000) (14.29)%
558050 PC Software $711 $305 $10,000 $3,000 $(7,000) (70.00)%
534040 Townwide Software Support $857,486 $4471593 $492,205 $510,434 $181229 3.70%
534041 Municipal Software Support $617118 $3811852 $373,451 $433,662 $607211 16.12%
534042 IT Software Support 1 $43,420 $1921284 $239,150 $332,820 $931670 39.17%
Subtotal Software $9961126 $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 $331633269 $2447704 8.38%
8600 - Innovation & Technology 6
FY2025 Program Improvement Request #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 $ 61406 $ 61406
513000 Overtime $ —
Other Compensation $ —
Total Compensation 0.00 $ — $ 61406 $ 6,406
Benefits
Benefits Eligible? 0 $ 93 $ 93
Expenses
Total Expenses $ — Is — Is —
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 Network Administrator and the Applications 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
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Town o LeWIVing ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.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.
Major 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)
— MUNIS Dashboard
— Tyler Content Manager(TCM)
— Employee Self Service(ESS)
IT-Page 4 Painted November 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 projects 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
financial 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 projections 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 November 29, 2023
Funding Source: General Fund
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2018/160 $ 39000 $ 2721913 $ 251964 $ 91,123 $
2019/16N $ 1501000 $ $ $ 15000 $
2020/12L $ 3251000 $ 2291001 $ 450 $ 95,549 $
2022/12S $ 158,500 $ $ $ 158,500 $
Totals $ 190239500 $ 5019914 $ 269414 $ 495,172 $
*Data current as of October 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 November 29, 2023
Town o LeNIVing ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.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 project 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 requesting capital funding 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 Fall 2024, 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 network needs effectively and with the quality of service and
security required to deliver Town services.
Impact if Not Maintained:
Without timely replacements and advancements to meet the overall Town needs,the Town network will become
vulnerable and unreliable,placing multiple assets at risk.
Major Spending over Past 5 Years:
Past funding has been used to replace the network core switch and to relocate it from the 173 Bedford St. (now the
Temporary Police Department)to the Hadley Public Services Building. Program funding has gone toward the
replacement of the Town firewalls and other Town core technologies, such as email filtering and web filtering.
Work Currently Underway:
Capital program funding was obtained to purchase and install replacement core equipment. Projects have been
delayed due to pending network redesigns and the Town Network Remediation Project 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 Project 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 November 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 projections are based on quotes and estimates of anticipated equipment replacements.
Cost projections 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
2016/1ON $ 1501000 $ 871610 $ $ 62,390 $
2018/16P $ 3501000 $ $ $ 350,000 $
2019/160 $ 4801000 $ $ $ 480,000 $
2023/12N $ 988,094 $ $ $ 988,094 $
Totals $ 1,9689094 $ 87,610 $ $ 1,880,484 $
*Data current as of October 19, 2023.
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Design/Engineer $ 501000 $ 20,000 $ 50,000 $ 20,000 $ 1001000
Construction $ $ $ $ $
Equipment $ 4501000 $ 601000 $ 50000 $ 601000 $ 5001000
Contingency $ 501000 $ 20,000 $ 5000 $ 2000 $ 1001000
Totals $ 5501000 $ 10000 $ 6001000 $ 10000 $ 7001000
CPA Amount $ $ $ $ $
IT-Page 8 Painted November 29, 2023
Town o LeW'Ving ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.gov
Description of Capital Program:
The general purpose of this capital program is for funding major 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 significant 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 Painted November 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 major
infrastructure as it ages out. It will also include adding servers to the environment to expand as needed. Future years
will include replacement of major 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 projections.
Stakeholders: Town staff, Lexington residents
Operating Budget Impact:
The hardware replacement is a move to control operating expenses while technology services and needs grow
exponentially and the cost to support older equipment rapidly rises. Efforts will be made to centralize administration
and potentially consolidate resources as we are able.
Operating budget impact may be an additional hardware or software maintenance cost,however a replacement item
is expected to have a similar support cost to the item being replaced.
Funding Source: General Fund
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2015/110 $ 1401000 $ 1361148 $ $ $ 3,852
2017/12 S $ 1001000 $ 1001000 $ $ $
2018/16N $ 2001000 $ 901115 $ $ 1091885 $
2019/16M $ 1501000 $ $ $ 1501000 $
2020/12K $ 1001000 $ $ $ 1001000 $
Totals $ 6909000 $ 326,263 $ $ 359,885 $ 3,852
*Data current as of October 19, 2023.
IT-Page 10 Painted November 29, 2023
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Design/Engineer $ 501000 $ 251000 $ 151000 $ 151000 $ 151000
Construction $ $ $ $ $
Equipment $ 4501000 $ 1001000 $ 751000 $ 75,000 $ 751000
Contingency $ 501000 $ 251000 $ 101000 $ 1000 $ 101000
Totals $ 5501000 $ 1501000 $ 1001000 $ 1001000 $ 1001000
CPA Amount $ $ $ $ $
IT-Page I I Painted November 29, 2023
Town o LeNIVing ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.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 subject to downtime due to events that are beyond our control.
Consequently, it is important to develop redundant pathways to ensure that critical communications are not
vulnerable. Such pathways would include new fiber runs and/or wireless links between municipal and school
buildings.
Today,the Town achieves its network connectivity using RCN provided fiber. This fiber network is currently at no
cost to the Town and is installed as a hub and spoke topology to approximately 31 Town locations. The Municipal
and School IT Departments share a single common network core(head end). The connectivity of each Town
location is currently achieved over two strands of single-mode dark fiber(to most locations), converging at the
town head end. Approximately 95% of the fiber network is aerial (on poles)within the RCN residential fiber
bundles.
There is no network redundancy in the existing design.
The Program will support the installation of a Town-owned and maintained fiber network with wireless point to
point links, as appropriate. This new network will be a separate and redundant network to the RCN fiber network.
Additionally, this new network will have the capability to function independently as the only network for the
Town, should RCN not be an option in the future.
This portion of the Redundancy and Improvement Capital Program was developed to fund the design and
construction of a multiphase/multi-year 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 Town buildings to that core loop.
The complete fiber construction portion of the Town Network Infrastructure Redundancy Project 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 project 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 Project 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
project. 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 November 29, 2023
The third,year of the FMAN construction and this years capital 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 cost approximately$750,000 to connect additional sites
that need to be connected to the new FMAN that year. The 4 year, due to adjusting 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 project 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 job requirements, whether the staff member 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.
Major 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 project delayed the project. It was a long, complex project 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 Project completion.
IT-Page 13 Printed November 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 Project 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 fiber 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 first point-to-point wireless connection. As soon as the infrastructure and logical capability exists on the Town
network,we will proceed with the project.
We 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 projections 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
will 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 Painted November 29, 2023
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2014/1OP $ 14000 $ 712 $ 1391288 $ $
2017/12T $ 13000 $ $ $ 1301000 $
2019/160 $ 4801000 $ $ $ 4801000 $
2022/12R $ 9451000 $ $ 6241754 $ 320,246 $
2023/120 $ 9881094 $ $ $ 988M94 $
Totals $ 296839094 $ 712 $ 7649042 $ 19918,340 $
*Data current as of October 19, 2023.
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Design/Engineer $ $ $ $ $
Construction $ $ $ $ $
Equipment $ 8681000 $ 68000 $ 2251000 $ 2251000 $ 1251000
Contingency $ 1301500 $ 801000 $ 2500 $ 251000 $ 251000
Totals $ 9981500 $ 7601000 $ 25000 $ 2501000 $ 1501000
CPA Amount $ $ $ $ $
IT-Page 15 Painted November 29, 2023
Town o Lew1ving ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.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 project 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.
Major 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 project will be returned.
IT-Page 16 Painted November 29, 2023
Town o LerIving ton - FY2025-29 Capital Program Investnz ent
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.
We 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 major 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 project temporarily delayed continued adoption of the VoIP system
due to the significant disruption the reprogramming of the network was causing. The Town network remediation
project 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 project have a longer then anticipated EOL/EOS, so replacement schedules have
been extended. Additionally, some hardware has been replaced with virtual systems, significantly reducing
replacement cost.
Basis for Cost Projections:
Vendor quotes were obtained.
Future years (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 $ 5911000 $ 5911000 $ $ $
2014/100 $ 26000 $ 1681804 $ $ 91,196 $
2015/1IN $ 52,000 $ $ $ 521000 $
2017/12R $ 1201000 $ 151048 $ $ 104,952 $
2020/12M $ 1501000 $ $ $ 15000 $
Totals $ 191739000 $ 7749852 $ $ 398,148 $
*Data current as of October 19, 2023.
IT-Page 17 Printed November 29, 2023
Town o LeNIVing ton - FY2025-29 Capital Program Investnz ent
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Design/Engineer $ $ 201000 $ 201000 $ 1000 $ 101000
Construction $ $ $ $ $
Equipment $ $ 701000 $ 601000 $ 501000 $ 501000
Contingency $ $ $ $ $
Totals $ $ 901000 $ 801000 $ 601000 $ 601000
CPA Amount $ $ $ $ $
IT-Page 18 Printed November 29, 2023
Town o LeNIVing ton - FY2025-29 Capital Program Investmentt
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: tgoncalvesglexingtonma.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.
Major 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 projections 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 November 29, 2023
Town o LeNIVing ton - FY2025-29 Capital Program Investnz ent
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
Totals $ $ $ $ $
Data current as of October 19,2023.
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Design/Engineer $ 201000 $ 51000 $ 500 $ 51000 $ 251000
Construction $ $ $ $ $
Equipment $ 1201000 $ 701000 $ 701000 $ 7000 $ 1001000
Contingency $ 211000 $ 11 NO $ 11 NO $ 111000 $ 1800
Totals $ 1611000 $ 861000 $ 861000 $ 861000 $ 1431000
CPA Amount $ $ $ $ $
IT-Page 20 Printed November 29, 2023
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J
Project Name: Scanning-Electronic Document Management Date: 10/19/2023
Project ID: IT-25-1 Department: Department of Innovation& Technology Revised:
Submitted by: Tim Goncalves Phone: 781-698-4620 Email: toncalves@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 project 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. Inefficient methods of physical document searching will continue.
Timeframe:
This capital project 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 projects 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 Painted November 29, 2023
Funding Source: General Fund
Prior Authorizations:
Town Meeting Description Authorized Expended Encumbered Remaining Returned
2011/1 OG Document Management System $ 4101000 $ 41000 $ $ $
2012/12Q Document Management System $ 145,000 $ 90,001 $ $ 5500 $
2013/1 OG Document Management System $ 601000 $ $ $ 601000 $
2022/12T Document Management System $ 1101000 $ $ $ 1101000 $
Totals $ 725,000 $ 500,001 $ $ 2259000 $
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Site Acquisition $ $ $ $ $
Design/Engineer $ 1001000 $ $ $ $
Project Management $ $ $ $ $
Construction $ $ $ $ $
Equipment $ $ $ $ $
Contingency $ 101000 $ $ $ $
Totals $ 1109000 $ $ $ $
CPA Amount $ $ $ $ $
IT-Page 24 Printed November 29, 2023
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2025 Proposed Budget - Select Board Office Presentation
PRESENTER: ITEM
NUMBER:
Kim Katzenback, Executive
C lerk/S elec t Board Office Manager I.3
SUMMARY:
Category: Informing
No vote is requested for this agenda item.
Review preliminary F Y2025 budget for the Select Board Office.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/5/2023 5:45pm
ATTACHMENTS:
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Select Board
Requested Budget
Fiscal Year 2025
Submitted by:
Kim Katzenback, Office Manager
Select Board Presentation
December 5 2023
A /
Town of Lexington
I
l FY2025 Budget Development
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 Manager Act. 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 Gift Accounts, 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 maintain 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 $6947092 $9097256 $2157164 31.00%
Transfers from Enterprise Funds
to General Fund (Indirects) $664 $11171 $17218 $11279 $61 5.01%
PEG Access Special Revenue
Fund $602500 $6107113 $558517 $415,224 $(1437293) (25.66)%
Fees
Licenses & Permits $82,329 $787690 $80,500 $80,500 $0 %
Total11 Select Board . • . . 1 $19249,6181 .
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $136,988 $1447276 $150,784 $1567709 $5,925 3.93%
Expenses $1,029,691 $1,1057342 $171837543 $1,2497550 $66,007 5.58%
Total 8100 Board $ • • • • $ • • • $1,334,327 ', 9406259 $719932
• '
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8110 Select Board's Office $218,613 $2367927 $287,122 $3027347 $157225 5.30%
Total 8120 Legal $3277582 $3771130 $375,000 $3757000 $0 %
Total 8130 Town Report $117 653 $127 766 $137 688 $131 688 $0 %
Total 8140 PEG Access $6087831 $6227794 $6587517 $7157224 $567707 8.61%
Total 8100 Board $ 166,679 $ • • $1,334,327 $ 4067259 $71,932
• ,
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $136,988 $1447276 $1507784 $1567709 $57925 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 $110877315 $111637030 $1,2297037 $667007 5.68%
Utilities $0 $0 $0 $0 $0 %
Supplies $167142 $187027 $207513 $207513 $0 %
Small Capital $0 $0 $0 $0 $0 %
Expenses 1 $1,029,691 $1Y 105Y3421 $1,183,543 $1,249,550 $66,007T 5.58%
8100 - Select Board 2
10
Town of Lexington
ca
f FY2025 Budget Development
PRILgT"` c `
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
FY2022 FY2023 FY2024 FY2025
Authorized/Appropriated Staffing Budget Budget Budget Request
Office Manager/Executive Clerk 1 1 1 1
Department Assistant 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
10
Town of L
FY2025 Budget Development
ARIL
N
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 Manager Act. 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
1
511000 Regular Wages $130,268 $1357334 $1385784 $1447409 $57625 4.05%
511010 Part-Time Wages $67 720 $87 943 $125 000 $127 300 $300 2.50%
Subtotal Compensation $136,988 $144,277 $150,784 $1567 709 $51 925 3.93%
520000 Contract Services $8 $107000 $245825 $247825 $0 %
530000 Goal Setting $8,650 $0 $201 000 $207 000 $0 %
538080 Printing & Forms $0 $0 $15 000 $17 000 $0 %
538010 Advertising $719 $870 $15000 $17000 $0 %
538060 Catering/Meals $191 $280 $15000 $17000 $0 %
527030 Lease Agreements $1,916 $27412 $25500 $27500 $0 %
542020 Postage & Mailing $0 $67 $500 $500 $0 %
530060 Prof Dev&Training $0 $0 $17500 $17500 $0 %
530040 Sem./Workshops/Conf. $0 $495 $15500 $17500 $0 %
530050 Audit $543 000 $60500 $625 000 $717 300 $9,300 15.00%
558000 Supplies $25 $385 $15 500 $17 500 $0 %
542000 Office Supplies $948 $17 953 $25 000 $27 000 $0 %
573000 Membership/Dues $15)1701 $15,689 $175013 $177013 $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 $2879122 $302,347 $15,225 5.30%
8100 - Select Board 5
- ■
Ael
Town of L
M% FY2025 Budget Development
P IL
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 I Description Actual Actual Appropriation Request Increase Increase
520000 Contract Services $0 $0 $0 $0
530000 Professional Services $0 $0 $0 $0
530030 LLegai Services $327,582 $37711301 $375,000 $3759000
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
10
Town of L
FY2025 Budget Development
ARIL
N
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 I Description Actual Actual Appropriation Request Increase Increase
511010 Part-Time Wages $01 $o $0 $0 $0
Subtotal Compensation $0 $0 $0 $0 $0
520000 Contract Services $7,500 $77500 $8,000 $87000
538080 Printing & Forms $4,153 $57266 $5,688 $57688
Subtotal Expenses $11,653 $12,766 $13,688 $13,688 $0
Total 8130 Town Report $11,653 $12,766 $135688 $133688 $0
8100 - Select Board 7
i
Ael - ■
Town of L
M% FY2025 Budget Development
P IL
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 I Description Actual Actual Appropriation Request Increase Increase
511010 1 Part-Time Wages $01 $0 $0 $0 $01 J
Subtotal Compensation $0 $0 $0 $0 $0
520000 Contract Services $608,831 $6227794 $658,517 $7157224 $561707 8.61%
538080 Printing & 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 $ 112559862 $ 112245266 $ 13140,331 $ 19132,498
Revenues $ 578,394 $ 5977691 $ 553,640 $ 4793000 $ 460,000
Transfer for Expenses
LexMedia $ 5951151 $ 6027500 $ 6101113 $ 658,517 $ 7151224
DPF AV Specialist $ 20,310 $ 217212 $ 221285 $ 23,325 $ 24,840
Benefits $ 5,250 $ 57575 $ 51178 $ 4,991 $ 4,991
Less Tax Levy Support $ $ $ $ (100,000) $ (1007000)
Total Expense $ 6207711 $ 6291287 $ 6371576 $ 586,833 $ 6451055
Ending Balance $ 17255,862 $ 172247266 $ 111401331 $ 1,132,498 $ 947,443
8100 - Select Board 8
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY2025 Proposed Budget - Town Manager's Office; Employee Benefits & Insurance
Presentations
PRESENTER: ITEM
Anne Grag ha-Kostos• James NUMBER:
Robinson; H emah Shah; Maggie
I.4
P eard
SUMMARY:
Category: Informing
No vote is requested for this agenda item.
Review preliminary FY2025 budget for the Town Manager's Office, Employee Benefits/Insurance and Town
Committees.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/5/2023 6:15pm
ATTACHMENTS:
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i
Town Manager's Office
Requested Budget
Fiscal Year 2025
Submitted by:
James Robinson, Management Fellow &
Anne Graglia-Kostos, Director of Human Resources
Select Board Presentation
December 5 2023
.�tAOR&I
<.
Town of Lexington
FY2025 Budget Development
P IL 1q11
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% 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 Management Analyst 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 $ $ 753000 $ $ 75,000
Chief Equity Officer Annual Budget $ $ 503000 $ $ 507000
Sustainability& Resilience Officer
Annual Budget $ $ 25,000 $ $ 257000
Energy Intelligence Dashboard and
BEU-D Reporting Support $ $ 10,000 $ $ 107000
Total 82'00 by Request — $ 1 5,000 ' 1$1, 1859000
8200 - Town Manager 2
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $6557731 $7711434 $170821843 $1,155,499 $727655 6.71%
Enterprise Funds (Indirect) $367728 $521816 $511813 $541408 $27595 5.01%
Rentals* 1 $3947624 $3611850 $3507296 $3381184 $(12,112) (3.46)%
Total 8200 Town Manager $190879084 • • 1 1 $11484,952 • 1 $63,139 1
FY2022 I FY2023 FY2024 FY2025 Dollar Percent
Appropriation Summary Actual Actual Revised Mgr's Rec. Increase Increase
Compensation $9347899 $968,492 $17138,391 $172247735 $867344 7.58%
Expenses $1527185 $2171608 $3461561 $3237356 $(237205) (6.70)%
Total 8200 Town Manager $12087084 • • 1 1 $11484,952 • 1 i • 1
FY2022 I FY2023 FY2024 FY2025 Dollar Percent
Program Summary Actual Actual Revised Mgr's Rec. Increase Increase
Total 8210 Organizational Dir. &
Admin. $8387806 $923,349 $17058,861 $19135,141 $76,280 7.20%
Total 8220 Human Resources $2487277 $262,751 $4261091 $4127950 $(137141) (3.08)%
Total 8200 Town Manager 0871084 . • 1 1 $11484,952 • 1 $63,139 1
FY2022 I FY2023 FY2024 FY2025 Dollar Percent
Object Code Summary Actual Actual Revised Mgr's Rec. Increase Increase
Salaries &Wages $9347899 $9681492 $171387391 $1,2247735 $867344 7.58%
Overtime $0 $0 $0 $0 $0
Personal Services $934,899 $9681 492 $1,138,391 $1,224,735 $86,344 7.58
Contractual Services $1117523 $181,483 $302,878 $2737878 $(297000) (9.57)%
Utilities $17760 $21195 $11400 $27195 $795 %
Supplies $367562 $31,588 $351783 $407783 $57000 13.97%
Small Capital $27339 $21342 $61500 $67500 $0 %
Expenses $152,185 $217,608 $346,561 $323,356 $(23,205) (6.70)% ]
Total 8200 Town Manager / • 1 • . • 1 1 $114849952 • 1 i • 1
*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 1 $313,529 $8261422 j $72513001 $294,000 $(4317300) (59.47)%
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
[Total 8230 Salary Adjustment $3137529 $82614221 $725,300 $2947000 $(4317300) (59.47)%
Total • / Salary Adjustment 'r • $• • $ 1 1 $ • 1 1 1 $ 1 1 • ' 1
8200 - Town Manager 3
Town of Lexington
.=. ! , FY2025 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
FY2022 FY2023 FY2024 FY2025
Authorized/Appropriated Staffing 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
Officer
Chief Equity Officer 1 1 1 1
Office Manager/Special Events 1 1 1 1
Coordinator
Management Fellow/Analyst 1 1 1 1 1
Management Analyst 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
Total 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
Town o exin onI T
11
! , FY2025 Budget Development
APRIU /
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
[51100
bjec t Description Actual Actual Appropriation Request Increase Increase
0 Regular Wages $743,109 $7827292 $871780 $947,070 $75,290 8.64%
514000 Other Compensation $0 $0 $0 $0 $0 %
514090 Longevity $500 $843 $25300 $11400 $(900) (39.13)%
512000 Seasonal Part-Time $61159 $0 $0 $0 $0 %
1511010 1 Part-Time Wages 1 $3,237 $5,492 $43755 $4,850 $951 2.00%
Subtotal Compensation $753,005 $788,627 $878,835 $953,320 $74,485 8.48%
520000 Contract Services $6,018 $317399 $521828 $527828 %
538080 Printing & Forms $15 $789 $19 750 $11 750 %
530000 Professional Services $10,000 $11711 $25,000 $25,000 %
538010 Advertising $17507 $477 $0 $1,000 1,000 %
572000 Mileage $17 342 $17157 $1500 $17 500 %
530060 Prof Dev&Training $19,982 $53,110 $405 000 $40,000 %
571000 Travel $51485 $8,356 $113 000 $11,000 %
530040 Sem./Workshops/Conf. $3,892 $57394 $7500 $7,500 %
534030 Mobile Devices $1,760 $27195 $11400 $27195 795 56.79%
558000 Supplies $24,295 $19,450 $195258 $19,258 %
542000 Office Supplies $1,754 $634 $4500 $47 500 %
573000 Membership/Dues $77413 $77708 $8790 $8790 %
585020 Small Equipment $0 $0 $2500 $27500 %
542040 Office Equipment $25 339 $2,342 $45 000 $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 $769280 7.20%
8200 - Town Manager 6
Town o exin onI T
11
! , FY2025 Budget Development
APRIU /
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 Salary Adjustment 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 Regular Wages $170,708 $1797 865 $2361 527 $2707 965 $34 7438 14.56%
514090 Longevity $0 $0 $250 $450 $200 80.00%
511010 Part-Time Wages $11,186 $0 $221779 $0 $(221779) (100.00)0
Subtotal Compensation $181,894 $1791 865 $259,556 $271,415 $11,859 4.57%
538080 Printing & Forms $817 $155 $500 $500 1 1 %
530000 Professional Services $5,477 $377500 $701000 $40,000 (30,000) (42.86)%
530030 Legal Services $52,200 $387406 $851000 $857000 %
538010 Advertising $3,055 $17677 $1,500 $17500 %
572000 Mileage $0 $0 $300 $300 %
530060 Prof Dev&Training $11460 $659 $31000 $3,000 %
571000 Travel $0 $428 $11 500 $1,500 %
530040 Sem./Workshops/Conf. $275 $265 $11500 $1,500 %
558000 Supplies $0 $57 $735 $735 %
542000 Office Supplies $2,299 $37060 $750 $5,750 5,000 666.67%
573000 Membership/Dues $800 $679 $11750 $17750 %
Subtotal Expenses $66,383 $82,886 $166,535 $141,535 $(25,000) (15.01)%
Total 8220 Human Resources $248,277 $262,751 $4269091 $412,950 $(131141) (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 $ 253000 $ — $ 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 1$ 753000 $ — $ 753000
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 Public Accessibility
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 # 3of 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 1$ $ 501000 $ 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 PIR, 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 # 4of 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 1$ — $ 251000 $ 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 $ — $ 101000 $ 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
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Town o Lew1ving ton - FY2025-29 Capital Improvement Pao ect
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Project Name: Town Offices Electric Vehicle Charger Date: 10/19/2023
Project 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 Town 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 identified 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 project 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 Painted November 29, 2023
Prior Authorizations:
Town Meeting Description Authorized Expended Encumbered Remaining Returned
2019/16P EV Charging Stations $ 401750 $ 38,914 $ $ $ 1,83 6
2021/12N EV Charging Stations 6900 $ 32,904 $ 36,096 $ $
Totals $ 109,750 $ 71,818 $ 369096 $ $ 1,836
Funding Request:
FY2025 FY2026 FY2027 FY2028 FY2029
Site Acquisition $ $ $ $ $
Design/Engineer $ $ $ $ $
Project Management $ $ $ $ $
Construction $ 4,650 $ $ 41883 $ $ 51128
Equipment $ 11,618 $ $ 121199 $ $ 121809
Contingency $ $ $ $ $
Totals $ 16,268 $ $ 179082 $ $ 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 November 29, 2023
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Town Committees
Requested Budget
Fiscal Year 2025
Submitted by:
James Robinson, Management Fellow
Select Board Presentation
December 5 2023
A /
Town of Lexington
I
l FY2025 Budget Development
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 $ $ 213200 $ $ 21,200
Lexington Council for the Arts _ $ $ 103000 $ 1_j9_100_0_J
Total 8300 by Fequet — 1,200 - 19, 00
8300 - Town Committees 1
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase I Increase
Tax Levy 1 $57,9741 $56,306 $66)208T $72,9101 $6,7021 10.12%
7FY2022 FY2023 FY2024 FY2025 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $67238 $99 $73035 $7,176 $141 2.00%
Expenses $51,735 $56,207 $59,173 $65,734 $67561 11.09%
7FY2022 FY2023 FY2024 FY2025 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8310 Financial Committees $67630 $451 $8,535 $87676 $141 1.65%
Total 8320 Misc. Boards & Committees $6,502 $5,996 $10,500 $107500 $0 %
Total 8330 Town Celebrations $44,8421 $49,859 $473173 $53,7341 $6,5611 13.91
7FY2022 FY2023 FY2024 FY2025 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $6,238 $99 $75035 $71176 $141 2.00%
Overtime $0 $0 $0 $0 $0
Personal Services $6,238 $99 $7,035 $7,176 $141 2.00%
Contractual Services $63048 $5,996 $103000 $10,000 $0 %
Utilities $0 $0 $0 $0 $0 %
Supplies $459687 $50,211 $49,173 $55,734 $6,561 13.34%
Small Capital $0 $0 $0 $0 $0 %
Expenses $51,7357 $56,207 $59,173 $65,734 $6,561 11.09%
8300 - Town Committees 2
10
Town of L
FY2025 Budget Development
ARIL
N
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 Committees 3
Budget Data (by Object Code)
FY2022 FY2023 FY2024 FY2025 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
511010 1 Part-Time Wages $67238 $99 $77035 $7,176 $1411 2.00%
Subtotal Compensation $6,238 $99 $7,035 $7,176 $141 2.00%
520000 Contract Services $0 $0 $0 $0 %
538080 Printing & Forms $46 $0 $17 000 $17 000 %
558000 Supplies $0 $0 $0 $0 %
573000 Membership/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 Committees 4
10
Town of L
FY2025 Budget Development
ARIL
N
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 I Description Actual Actual Appropriation Request Increase Increase
520000 Arts Council $5,999 $5,996 $61000 $61000 $0 %
538080 Printing & Forms $3 $0 $31000 $31000 $0 %
530000 Professional Services $0 $0 $0 $0 $0
558000 Supplies $500 $0 $11500 $1,500 $0
573000 Membership/Dues $0 $0 $0 $0 $0
Subtotal Expenses $61502 $5,996 $10,500 $10,500 $0
Total 8320 Misc. Boards&Committees $63502 $5,996 $10,500 $107500 $0
8300 - Town Committees 5
10
Town of L
. FY2025 Budget Development
ARIL
N
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 I Description Actual Actual Appropriation Request Increase Increase
558000 1 Supplies $44,842 $497859 $47)1731 $53,7341 6,561 L 13.91 L/o J
Subtotal Expenses $44,842 $49,859 $47,173 $53,734 $6,561 13.91%
Total 8330 Public Celebrations $44,842 $499859 $475173 $53,734 $67561 13.91
8300 - Town Committees 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 $ 51100 $ 213200
Total Expenses $ 16,100 $ 51100 $ 21,200
Purpose/Description of Request:
LHRC Goals Tied to Fun 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.
Ongoing Costs ($5,100)-
General Expenses - $300
$150 - Zoom Account Reimbursement for meetings
$150 - Printed informational materials about the LHRC
MLK Day 2025 - $4,800
Programming Expenses
$2)000 - Speakers for the annual MLK Day community conversation on Race
$500 - Refreshments
$1500 - Facility & event materials/printouts & marketing
$800 -Audio/Visual accommodations
8300 - Town Committees 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 - $53300
Programming Expenses
$3,000 - Speaker/Trainer/Facilitator
$1)500 - Venue
$800 -A/V Accommodations
Understanding Human Rights and Civil Rights - $6,000
Programming Expenses
$2500 - Speaker
$1)000 - Promotional Materials
$1500 - Venue and Refreshments
$1,000 -Accessibility and A/V
Additional Funding Sources and Funding 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 Committees 8
Service Implication:
Our Funding Request & 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 ; 41hrcchair@gmail.com
8300 - Town Committees 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 1$ 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.
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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: LCA will 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": LCA will host a weekend of comedy with two events: an open
mike stand-up/improv night and a professional stand-up performance night. LCA will
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.
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- "Concerts at the Mansion": LCA will 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 Committees 12