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HomeMy WebLinkAbout2024-12-05 Department Budget Presentation SELECT BOARD MEETING Department Budgets December 5, 2024 A meeting of the Lexington Select Board was called to order at 12:30p.m. on Thursday, December 5, 2024, via a hybrid meeting platform. Mr. Lucente, Chair; Mr. Pato, Ms. Barry, Ms. Hai, and Mr. Sandeen, were present, as well as Mr. Bartha, Town Manager; Ms. Axtell, Deputy Town Manager; Ms. Kosnoff, Assistant Town Manager for Finance; Ms. Impink, Budget Officer, and Ms. Katzenback, Executive Clerk. Chair Lucente called the meeting to order at 12:30pm. ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2026 Proposed Budget - Department of Public Works; Water/Sewer Presentations Dave Pinsonneault, Director of Public Works, explained that the Department of Public Works FY2026 All Funds budget of $15,623,253 is comprised of four subprograms (DPW Administration/Engineering, Highway Maintenance, Public Grounds, and Environmental Services). The FY2026 request represents an overall increase of $1,319,779 or 9.23%. The All Funds budget is inclusive of the Compost, Minuteman Household Hazardous Product (MHHP), Burial Containers, and Tree Revolving Funds. Less these revolving funds, the General Fund budget request is $13,812,370 which is a $797,264 or a 6.13% increase from the FY2025 budget. Personal Services are increasing $218,979 or 3.91% in the All Funds budget, and $169,345 or 3.23% in the General Fund budget. The personal service budgets in both the General Fund and Non-General Funds include contractually obligated increases. Due to the timing of the settled contract for the DPW union, salary increases for FY2025 were not reflected in the FY2025 budget. Departmental Expenses are increasing $1,087,419 or 12.89% in the All Funds budget, and by $1,025,419 or 13.18% in the General Fund budget. Department Initiatives:  Coordinate Administrative and Operations functions to maintain a functionally efficient organization.  Continue to research, test and implement new technologies to improve efficiencies.  Ensure staff accessibility and participation for training and advancement opportunities. Program Improvement Requests:  Additional Removal & Pruning from Tree Inventory FY2026 Capital Requests:  Equipment Replacement  Sidewalk Improvements  Townwide Signalization Improvements  Stormwater Management Program  Street Improvements  Hydrant Replacement Program  Hartwell Ave. Compost Site Improvements  Cemetery Columbarium Construction  Public Parking Lot Improvements Design  New Sidewalk Installations  Bedford St. and Hartwell Ave. Long-range Transportation Improvements  Adams Street Intersections Improvements (@East; @Hancock)  DPW Building Improvements  Pump Station Upgrades  Sanitary Sewer System Investigations and Improvements  Water Distribution System Improvements  Hydrant Replacement Program  Water Tank Rehabilitation  Pump Station Building Improvements Ms. Hai asked about the goal regarding improving two turf areas per year, including the varsity football and Center 1 baseball targeted for FY26, which does not seem to mesh well with the High School planning. Mr. Pinsonneault agreed that this would need to be reformulated. Ms. Hai asked about the proposed increase to the vehicle line. Ms. Kosnoff explained that IT requested a vehicle but would be carried out through Public Works. There may be other options for this. In general, Public Works purchases the smaller vehicles for all the departments except Police, Fire, and Facilities. Ms. Hai asked about the proposed tree inventory PIR. Mr. Pinsonneault stated that there are a number of trees to be addressed, and additional funding will likely be needed for the next 4-5 years to address this. Ms. Hai asked about the water tank proposal. It was noted that the proposal should allow for an additional 25 years of life for the current tanks. Ms. Kosnoff noted that the long-term leases on these tanks will likely be up during the 2027 timeframe. There may be options to consider at this time. Mr. Sandeen stated that the budget shows a $400,000 increase in the trash budget, and he asked if that is expected to flatten out in FY27. Mr. Pinsonneault stated that he expected this number should settle into a 3%-4% annual increase. There was discussion regarding the work at Lowell Street. A grant from Mass DOT will pay for a large majority of the work, at $1.2M, for the four intersections, including improved accessibility and safety items. Regarding the Adams Street intersection work, neighborhood stakeholder meetings are proposed in summer 2025 and preferred design concepts will hopefully be presented in winter 2026. Construction may begin in calendar year 2029. Mr. Lucente expressed support for the proposed sidewalk assessment. DOCUMENTS: FY26 DPW Budget Request Presentation - 12.4.2024 2. FY2026 Proposed Budget - Public Health Department Presentation Joanne Belanger, Director of Public Health, explained that the FY2026 All Funds Health budget request reflects an increase of $15,876 or 2.35% from FY2025. The General Fund increase is $15,876 or 2.91%, which includes an increase in compensation of $15,426 or 3.37% due 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, 2025. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager’s budget. Expenses increased by $450 or 0.52% from FY2025, which is predominantly driven by an increase in the clothing allowance. The current clothing and safety equipment allocation does not cover the benefits allowed under union contracts, nor takes into consideration the change in staffing in the department. In FY24, the Health Department became a separate Town department, no longer a division of the Land Use, Housing and Development Department. It was anticipated that as a new Department with a staff of 5 full time employees, membership and dues to professional organizations would increase, however the Public Health Excellence Shared Services grant was able to cover some of the costs, therefore that line item was decreased. Department Goals: 1. Strive to increase the visibility of the newly established Health Department by continuing to promote services and programs to residents, businesses and Town staff. Continue to work to establish the Health Department as a resource and trusted municipal partner. This will be accomplished through activities such as, participation in Town events, developing new programming and services, increased focus on Health Equity, Diversity and Inclusion, and increasing department visibility on social platforms. 2. Regularly review all the 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. Work with other Town departments and community partners to address hoarding in the community through a multi-disciplined approach. 4. Implement new Town ordinance regarding the use, sale and distribution of single service plastic water bottles. Initiate a new inspection and tracking program to ensure compliance, and to track violations and any associated fines. 5. Continue involvement with the newly formed Central Middlesex Medical Reserve Corps. Offer preparedness trainings and classes for the community such as Narcan training, Stop the Bleed, CPR and Preparing for natural and weather related events (i.e. heat, cold, hurricanes). 6. Continue to grow the Clinical Public Health programs including expanding the availability of adult and pediatric vaccines, and Senior Wellness Clinics, Work in collaboration with Human Services Health Outreach Clinician to expand services to Elders, and those in need in our community. Collaborate with clinical partners in the Lexington School community and surrounding medical community. Institute new, or expand existing, health and wellness programs to the community as a whole. Research grant opportunities to fund future programs and services. 7. Evaluate and expand the Environmental focus of the Health Department, with an emphasis on climate change and the effects on our community and the environment. Continue to offer or sponsor trainings, certifications or education, on such topics as food safety and ServSafe training for food establishments, septic/cesspool maintenance, well water testing, mosquito/tick safety, air quality, pest control, and hazardous/medical waste. 8. Research grants and other financial opportunities to enhance and expand functions of the Health Department 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. Mr. Sandeen asked about the proposed Nicotine Free Generation initiative. Ms. Belanger stated that the Department is considering this as a change to the local regulations. There is some movement in the legislature to make this a Statewide initiative. There will be more discussion on this topic in the late winter/early spring. DOCUMENTS: FY26 Health Dept Budget Request Presentation, 2024 Health Department Highlights The Board took a brief recess. 3. FY2026 Proposed Budget - Police Department Presentation Mike McLean, Chief of Police, explained that the FY2026 Police Department level-service request of $9,745,978 reflects a net increase of $209,655 or 2.20% (compensation increases $131,832 or 1.58% and expenses increase $77,823 or 6.47%) from the FY2025 budget. The FY2026 requested Police budget provides for the continuation of level service that in FY2024 met 15,439 calls for service and 1,356 crimes investigated. The current Police Department staff includes 66 full-time and 25 part-time employees with personnel representing 86.9% of the budget. The remaining 13.1% for expenses cover necessary supplies, contracts and equipment. Our efforts are coordinated through seven police programs: Police Administration, Patrol & Enforcement, Traffic Bureau, Investigations & Prevention, Dispatch, Animal Control and School Crossing Guards. The Police Department regularly seeks grants and other methods of alternative funding. In FY2024, we were awarded the State 911 Support & Incentive Grant in the amount of $109,744 to defray the costs of salaries for enhanced 911 Dispatch personnel. The Police Department is currently funded for 50 Police Officers and 10 Dispatchers including a Dispatch Supervisor. Police Department 12-18 Month Goals: 1. The staffing of the Lexington Police Department has not significantly changed in over 50 years. It is imperative to continue to review and evaluate current programs and positions within the department. This process most likely will result in a request for staffing increases to ensure the department is meeting the demands of the Massachusetts POST and Accreditation Commissions and high expectations of the community. 2. The staff took occupancy of the new Police Headquarters in early FY2025. This new modern space requires the administration to review and amend some of our policies and procedures to ensure that strict Accreditation standards are being met. This process will require a great deal of teamwork among staff to ensure the department is as efficient as possible in delivering service to the community. There are still aspects of the project not yet completed, including punch list items, installation of the Virtra De-escalation system and the solar canopy phase of the project. These aspects will likely extend into FY26 and will require continued collaboration between the Facilities Department, CTA and staff to complete. 3. The Lexington Police Department is dedicated to building trust and legitimacy in the community. Over the past few years, the department's Community Engagement Programs have made a concerted effort to be involved in the community on multiple levels and with all segments of the community. The department will continue its commitment to meet with cultural and affinity groups to get their input on policing in the community. We will continue to attend community events and celebrations. We will continue to evaluate our programs and look to improve efforts on connecting to the community as we have with our two community resource dogs which have been outstanding tools in removing barriers in connecting with the youth, school population and victims in the community. Program Improvement Requests:  Deputy Chief Position  Fraud Investigations  Professional Standards Lieutenant Mr. Lucente asked about drivers for the significant increase in calls and significant increase in investigations. Chief McLean stated that some of this could be due to a new computer system and making sure things are properly logged. Also, society is always changing. He can continue to dive into the numbers. Mr. Lucente noted that the Department’s overtime budget is proposed at 13%. Chief McLean explained that two officers involved in a 2022 shooting are still on the books and have to be paid a full salary. Once the Department is fully staffed, it will likely be in a better place to make determinations. Ms. Kosnoff noted that an adjustment to the operating budget was previously made to fund a study for both Police and Fire staffing. This should begin before the end of this fiscal year. Ms. Hai asked about the timeline regarding the proposed delay in the implementation of the de-escalation system. Chief McLean stated that he will be considering this further with Public Works. Ms. Hai also mentioned scheduling public tours of the building. Ms. Hai asked about the proposed escalation in the Pay By Phone item. Chief McLean stated that this cost is pushed onto the consumer. 80% of payments at the meters is going over Pay By Phone. Mr. Sandeen mentioned that a recent study found Lexington has the fourth lowest property crime rate in in the country. For this reason, he is hesitant to measure our department against state averages. In answer to a question asked by Mr. Sandeen, Chief McLean said the department has four new candidates in the Academy and is currently interviewing to fill 3 open positions. Mr. Sandeen asked about the role of the local Police in frauds that originate outside of Lexington and maybe outside the country. Chief McLean stated that this comes in a range of activities and that a specific position for these items would be helpful. Mr. Sandeen mentioned that the packet showed a detective had been reassigned last year to respond to a priority at that time, and asked if the department’s priorities are changing once again, if it might be possible to reassign that detective back to cover the current priority. DOCUMENTS: FY26 Police Dept Budget Request Presentation 4. FY2026 Proposed Budget - Cary Memorial Library Presentation Koren Stembridge, Director of Cary Memorial Library, explained that the Library's FY2026 level-service budget request is $3,691,461 to be supported from Town funds, an increase of $230,896 or 6.67% from FY2025. Compensation is increasing by $202,125 or 7.35%, which reflects contractually obligated cost of living and step increases as well as several grade changes as per the recently settled staff contract. Operating expenses are increasing by $28,771 or 4.04%. Strategic Directions Books, information, and so much more We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. At the intersection of learning, making, and play In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create, and play. A place that works for everyone We value the rich diversity of our community and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. With opportunities for human connection In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. And a future as bright as our past With more than half a million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource includes multiple aspects - from preservation to transformation. Program Improvement Requests:  Full Time Teen Services Librarian DOCUMENTS: FY26 Library Budget Request Presentation 5. FY2026 Proposed Budget - Department of Public Facilities Presentation Mike Cronin, Director of Public Facilities, explained that the Department of Public Facilities (DPF) FY2026 budget consists of three divisions: Educational Facilities, Municipal Facilities and Shared Facilities. The DPF FY2026 level-service All Funds budget is increasing by $534,043 or 3.49%. The General Fund budget is increasing by $518,318 or 3.54%. The primary driver of this increase is electricity costs specifically, the conversion of 173 Bedford Street to all electric. Compensation is increasing by $190,114 or 2.72% due to contractually obligated increases. Department Goals: Support the day to day operations of all town buildings, support the School Department especially the LHS project, review and refine the 20-year capital plan information and incorporate into a thoughtful 5- year capital plan, and implement other capital and priority projects. Program Improvement Requests:  Solar Canopy and Rooftop System Maintenance FY2026 Capital Requests:  Public Facilities bid Documents  Public Facilities Interior Finishes  Public Facilities Mechanical/Electrical/Plumbing Replacements  Municipal Building Envelopes and Associated Systems  School Building Envelopes and Associated Systems  School Paving and Sidewalks  Lexington High School Construction Project  Central Administration Building Demolition  Existing Field House 5-10 Year Band Aid Plan  East Lexington Fire Station  Clarke HVAC Replacement and Electrification, Roof, Windows, Flooring, Security  Cary Memorial Library Upper Floors HVAC Renovation  Estabrook Elementary School Nurse Bathroom Renovation Alternative Capital Projects - Lexington High School Project (if a new LHS project with MSBA does not move forward)  LHS Building Systems Replacement  Renovation of Central Administration – 146 Maple Street  LHS new 146-Meter Track Field House – 36,000 SF  New Field House – 72,000 SF Mr. Sandeen agreed with Mr. Lucente and Mr. Pato that the Town needs to communicate clearly to the public in these budgeting documents the true delta between building a new high school and the cost of renovating the existing high school. He is concerned that the renovation number only addresses the existing square footage of the high school and we’d have to do more than that to address overcrowding issues. He also requested that the budget documents be updated to reflect the $100 million in expected MSBA grants and $40 million in other incentives the Town would receive as part of the new construction project. Mr. Sandeen noted the new budget line item of $100,000 in Connected Solutions revenue from the Town’s energy storage system. He supported the PIR for operations and maintenance support for the Town’s solar energy systems, but suggested that the standard commercial solar warranty is 5 years and would allow the town to defer these operations and maintenance expenses for that initial period. Mr. Sandeen’s first impression on the capital requests for the East Lexington Fire Station and Cary Memorial Library is that they are considerably higher than he expected. DOCUMENTS: FY26 Facilities Budget Request Presentation ADJOURN Upon a motion duly made and seconded, the Select Board voted 5-0 to adjourn the meeting at 3:54 p.m. A true record; Attest: Kristan Patenaude Recording Secretary