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HomeMy WebLinkAbout2017-01-09 BOS Packet - Released SELECTMEN'S MEETING Monday, January 9, 2017 Selectmen's Meeting Room 7:00 PM AGENDA PUBLIC COMMENTS Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is limited to 3 minutes for comment. Members of the Board will neither comment nor respond, other than to ask questions of clarification. Speakers are encouraged to notify the Selectmen's Office at 781-698-4580 if they wish to speak during public comment to assist the Chairman in managing meeting times. SELECTMAN CONCERNS AND LIAISON REPORTS TOWN MANAGER REPORT 1. Introduction-Director of Recreation and Community Programs (5 min.) 7:10 p.m. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Joint Meeting with School Committee- Vacancy Resulting from Bill Hurley's 7:15 p.m. Resignation(20 min.) 2. Request of the Lions Club for the 61st Annual Carnival(5 min.) 7:35 p.m. 3. Approve Sunday Entertainment License for Fiesta Shows/Lions Club (5 min) 7:40 p.m. 4. Update:Hartwell Ave./Maguire Road Intersection Project(20 min.) 7:45 p.m. 5. Pelham Property-Consider Eminent Domain Taking(15 min.) 8:05 p.m. 6. FY18 Town Manager's Preliminary Recommended Budget and Financing Plan(40 8:20 p.m. min.) 7. Authorize Term of Debt-Yard Waste Wind Row Turner(5 min,) 9:00 P.M. 8. Approve and Sign-Employment Agreement for Assistant Town Manager for Finance 9:05 p.m. (5 min.) 9. Approve FYI 6-18 Collective Bargaining Agreement-Dispatchers (5 min.) 9:10 P.M. 10.Review and Approve Response to Liquor License Complaint(5 min.) 9:15 p.m. 11. Review and Approve Response to Liquor License Compliance Check Violation(5 9:20 p.m. min.) 12.Review List of Potential Articles for 2017 Annual and Special Town Meeting(20 9:25 p.m. min.) 13.Annual License Renewals (5 min) 9:45 p.m. 14.Board of Selectmen Appointments and Resignations (5 min) 9:50 p.m. 15.Approve Use of Battle Green- Retirement of USAF Col. Anderson(5 min.) 9:55 p.m. 16.Approve Patriots' Day Events (5 min.) 10:00 p.m 17.Approve Request for Discovery Day Street Fair(5 min.) 10:05 p.m CONSENT AGENDA 1. Water& Sewer Commitments 2. Approve and Sign Proclamation- Superintendent Nancy Nelson 3. Approve Property Tax Bill Insert EXECUTIVE SESSION 1. Exemption 6: Update-20 Pelham Road Purchase 10:15 p.m. ADJOURN 1. Approximate Adjourn Time 10:15 p.m. Budget Summit#4 is scheduled for Thursday, January 12, 2017 at 7 p.m. at 201 Bedford Street. The next regular meeting of the Board of Selectmen is scheduled for Monday, January 23, 2017 at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625 Massachusetts Avenue. Hearing Assistance Device.s Available on Repast �� �� � All agenda time and the order of items are approximate and subject to change. Recorded by LexMedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Joint Meeting with School Committee - Vacancy Resulting from Bill Hurley's Resignation (20 min.) PRESENTER: ITEM Suzie Barry, Chairman, Board of NUMBER: Selectmen; Sandro Alessandrini, Vice Chairman, School Committee I.1 SUMMARY: With the resignation of School Committee member Bill Hurley, the Selectmen and School Committee will discuss options for filling this position. Town Clerk Nadie Rice will also be available at the meeting. For the meeting we expect to have information from Town Counsel regarding the options available to the Selectmen and School Committee. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXINIATE TIME ON AGENDA: 1/9/2017 7:15 p.m. ATTACHMENTS: Description Type D State Lom onr vacancy in,Hec ted Q ositionrs; By. k.tw/Roguk.aion Section 11 Page 1 of 2 Part (ADMINISTRATION OF THE GOVERNMENT (/Laws/GeneralLaws/Part/) >> Title VIICITIES, TOWNS AND DISTRICTS (/Laws/GeneralLaws/Part//Titlel///) >> Chapter 41OFFICERS AND EMPLOYEES OF CITIES, TOWNS AND DISTRICTS (/Laws/GeneralLaws/Part//TitleU6 Chapter4l) >> Section 11Appointment to fill vacancy in town office >> SECTION 11 Section 11. As used in this section, the term "vacancy" includes a failure to elect. If a vacancy occurs in any town office, other than the office of selectman, town clerk, treasurer, collector of taxes or auditor, the selectmen shall in writing appoint a person to fill such vacancy. If there is a vacancy in a board consisting of two or more members, except a board whose members have been elected by proportional representation under chapter fifty-four A, the remaining members shall give written notice thereof, within one month of said vacancy, to the selectmen, who, with the remaining member or members of such board, shall, after one week's notice, fill such vacancy by roll call vote. The selectmen shall fill such vacancy if such board fails to give said notice within the time herein specified. A majority of the votes of the officers entitled to vote shall be necessary to such election. The person so appointed or elected shall be a registered voter of the town and shall perform the duties of the office until the next annual meeting or until another is qualified. https://malegislature.gov/Laws/GeneralLaws/Partl/Title MIChapterVISect... 11512017 Section 11 Page 2 of 2 https.Ilmalegislature.govILawsIGeneralLawsIPartIlTitleVIIICliapter4l/Sect... 11512017 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Request of the Lions Club for the 61 st Annual Carnival (5 min) PRESENTER: ITEM NUMBER: Doug Lucente, Lions Club 1.2 SUMMARY: Doug Lucente will be at your meeting to request permission to hold the 61st Annual Carnival at Hastings Park starting with setup Tuesday, June 27, to Wednesday, July 5, 2017 including setup and breakdown. SUGGESTED MOTION: Motion to approve the request of the Lions Club to hold the July 4th Carnival from Sunday, June 27, through Monday, July 5, 2017 with the times as requested in the Lions Club letter dated Jan. 4, 2017. Motion to approve the request of the Lions Club to have lighting turned on until 11:30 p.m. from June 30 through July 4, 2017. Motion to approve a fireworks display on Monday, July 3, 2017, at approximately 9:30 p.m., subject to approval of the fireworks vendor and necessary safety precautions required by the Fire Department. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 7:35 p.m. ATTACHMENTS: Description Type D JLlvs Clullr 4ai,r 'Jury C'<vmiwd Qlirr,pos.l ("'over Mom) D Bmis C"lulllr 4Iar M'Jur y. Q$arquest�aAtorr C"over Mom) D Bmis C"lulllr 4Iar M'Jur y. Q'armitApr,Ecationr. 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P.O. Box 71, Lexington, Massachusetts, 02420 "Birthplace of American Liberty" 0 www.lexingtonlions.org January 6, 2017 Town of Lexington Board of Selectmen 1625 Massachusetts Ave Lexington, MA 02420 Dear Board Members; The Lexington Lions Club will be sponsoring its 61st Annual Fourth of July Carnival with Fiesta Shows of Seabrook, NH. We respectfully request the use of Hastings Park on the following dates and other locations as noted: Proposed Schedule of Events: • Tuesday, June 27, 2017: o Arrival to staging area (both housing and non-housing unit vehicles) parking lot near high school field house starting at 7:OOAM o Setup starting at 7:OOAM moving onto field • Wednesday, June 28, 2017 & Thursday, June 29, 2017: o Setup and Preliminary Inspections • Friday, June 30, 2017: o Setup and Final Inspections o Perkins, Cotting& LABBB Kids 3:00 PM to 5:00 PM**Tentative Date o Carnival - 6:OOPM to 11:00PM • Saturday, July 01, 2017: o Carnival - 1:OOPM to 11:00PM • Sunday, July 02, 2017 o Carnival— 1:OOPM to 11:00PM • Monday, July 03, 2017: o Carnival - 1:OOPM to 11:00PM o Fireworks- 9:30 PM to 10:00 PM 'Tentative Date • Tuesday, July 04, 2017: o Youth Games - 10:00 AM o Carnival - 1:OOPM to 6:OOPM o Tear Down until 11:30PM • Wednesday, July 05, 2017: o Final Tear Down and clean-up completed by 2:OOPM A Special Event Permit application has been filed with the Town Managers office in conjunction with this request. Planning Meetings - The support and cooperation of the Town of Lexington has always been a key factor in our success and we hereby respectfully request your approval for our schedule above. Upon approval, we will have a formal event planning meeting with the Town Departments. Subsequent meetings will also be held with key Departments on as the event approaches. Lighting—Fiesta Shows will be providing all lighting sources. We are requesting that lights be allowed to be used if necessary until 11:30PM on Tuesday, June 27th Wednesday, June 28th, and Thursday, June 29th during setup and until 11:30PM after the daily closing of the Carnival June 30 - July 4 to allow carnival guests an opportunity to leave the area safely. Fireworks - The Lexington Lions Club requests permission to have a fireworks display on Monday, July 3, 2017 at approximating 9:30 PM subject to approval of the fireworks vendor, Atlas PyroVision Productions, Inc. and safety precautions by the Fire Department. Living Quarters and On-Site Supervisor - The Fiesta Shows carnival workers will occupy living quarters (i.e., trailers)located near the Lexington High School Field House in cooperation with the Department of Public Facilities. They will act in accordance with the conditions set forth in prior years including Fiesta Shows identifying (by name and cell phone number) an on-site supervisor who will be the primary contact person for the Lexington Police Department on any matters regarding carnival staff. This supervisor will be on-site and available between the hours of midnight and 8:00 a.m. There will be no living quarters at Hastings Park. Overnight Police Detail and Alcohol Consumption—The Lexington Lions Club will arrange and pay for a Lexington Police Department security detail between the hours of midnight and 8:00 a.m. for each night the carnival is in Town and will work with the Police Department and follow their recommendations. Dean &Flynn, Inc. DBA Fiesta Shows agree that there is no consumption of alcoholic beverages on public property. Break Bottle Game—There will not be a break bottle game at Hastings Park. Backflow Preventer— The Lexington Lions Club will be responsible for making a $1,000 deposit for a backflow preventer valve from the Department of Public Works. Post-Carnival Meetings— The Lexington Lions Club will plan to hold a post-carnival meeting with the DPW on Wednesday, July 5th at Hastings Park to review the conditions of the grass at Hastings Park. Lions and Fiesta shows will be responsible for any and all repairs to the grass. Another debriefing meeting will be held within 2 months after the Carnival including all appropriate Town Departments to review the carnival layout, and any concerns that may have come up during the carnival. If you have any questions, please contact me at 17 Vine Brook Rd, Lexington, MA 02421; Cell Phone: (781) 424-4007. Additional contacts are; John Lucente of the Lexington Lions Club — Cell Phone: (781) 424-1488; Joseph LaMarca of the Lexington Lions Club — Cell Phone: (781) 552-1364; EJ Dean of Fiesta Shows—Cell Phone (978) 375-2541. ,Sincerely, Douglas M. Lucente, Treasurer, Lexington Lions Club Original Letter to Board of Selectmen; E-mail CC to: Carl Valente, Town Manager Linda Crew Vine, Deputy Town Manager Chief Mark Corr, Police Department Chief John Wilson, Fire Department Asst. Chief John Fleck, Fire Department Gerard Cody, Health Division William Hadley, Department of Public Works David Pinsonneault, Department of Public Works Chris Filadoro, Department of Public Works Shawn Newell, Department of Public Facilities Laurie Lucibello, Department of Public Facilities Karen Simmons, Recreation and Community Programs Fred Lonardo, Building Division E.J. Dean, Fiesta Shows Joseph LaMarca, Lexington Lions Club Richard Michelson, Lexington Lions Club John Lucente, Lexington Lions Club Alan Wrigley, Lexington Lions Club OS MOAN/N OP C Op W_;p a piprx TOWN OF LEXINGTON LFX-10 Special Event Permit Application Applicant and Sponsoring Organization Information Name of Organization/ Sponsor: LEXINGTON LIONS CLUB Non-Profit X Profit Applicant name: Doug Lucente, Treasurer Tax 1D #: 04-2371592 Address: PO BOX 71 City:Lexington State: MA Zip: 02420 Daytime Phone(781) 325-7226Evening Phone:(781) 862-2534 Cell Phone: (781) 424-4007 E Mail: Doug@promedLLC.com Web Site: www.LexingtonLions.org Event Site Manager: EJ Dean, Fiesta Shows Cell Phone:(978) 375-2541 Other Contact person/s:Joseph LaMarca. Lions President Cell Phone: (781) 552-1364 Special Event Information - Complete all data as required for event of any size. Type of Event: _Run/Walk_Rally _Parade _School Fair _Concert XCarnival Filming _Street Fair Festival _Political Event _Raffle _Other(specify) Event Title: 61st Annual Fourth of July Carnival Event Date & Time(S)See Attached Estimated Attendance: # several thousand June 27, 2017 to July 5, 2017 over the week Open to the Public: XYes No Admission Fee: $2.00 per adult / children FREE Requested Location:_Battle Green Bike Path (specify location/s): Depot Square _Buckman Tavern Lawn _XHastings Park XGazebo Sidewalk(Specify location/s): Street(specify): Tower Park _Town Park/Playground/Field (specify): _Other(specify): Set Up Date/Time & Description: Tuesday, June 27, 2017 7:OOAM to Friday, June 30, 2017 Breakdown Date/Time &Description: Tuesday, July 4, 2017 6PM-11:30PM & Wednesday July 5, 2017 7AM -2PM 1 Event Details Please indicate whether the following items pertain to your event. YES NO X _ Food Concession and/or Food Preparation Area(s) (If you intend to cook food in the event area) Please specify method: XPropane Gas _Electric _Charcoal _Other: X _ First Aid Facility(ies)and Ambulance(s). _ _ Will you set up table(s)and/or chair(s)? How many? 6 Picnic Tables -X _ Fencing,Barrier(s)and/or Bar•icade(s),Traffic Cones. X _ Does your event require electricity? Source: Fiesta Shows X Will you be holding a raffle at your event? Describe: X Booth(s),Exhibit(s),Display(s)and/or Enclosure(s). X _ Canopy(ies)and or Tent(s). Please describe dimensions: Hospitality Tent 20 X 30 _ X Scaffolding,Bleacher(s),Platform(s),Grandstand(s)or related structure(s). X Vehicle(s)and/or Trailer(s). X _ Sleeping Trailer(s)and/or other accommodations. -)C _ Trash Container(s)and/or Dumpster(s). X _ Portable Toilet(s).If yes,please indicate the company providing unitsContracted via Fiesta Shows X Stage(s).Please indicate dimension: _ X Entertainment.Please describe: X _ Amusement Rides.Please List and describe: X _ Inflatable Device(s).- X _ Banner(s)and/or Sign(s). Hastings Road for Show Hours to prevent parking issues _ _ Street Closure(s)Please list. & others on Fireworks Night X _ Will the event be advertised? How? Local Newspapers X Please note you cannot advertise your event before approval. SponsorshipNending or Promotional Activity? Please Describe: X _ Amplified Sound. If yes please indicate Start Time and End Time The Town of Lexington requires that noise levels not exceed 10 or more decibels above the ambient noise between 8:00 p.m. and 7:00 a.in. in a residential or commercial zone. X Will your event have Fireworks? X Will your event have animals? If yes,specify: Supplied by Will your event require lights? If so,specif Fi y hours: esta Shows Other Permits Please note that all components of the event are subject to approval by the Town Managers Office and may also require approval by and/or permit(s)from other Town agencies and departments. It is the responsibility of the applicant to secure all necessary Town of Lexington permits,and to submit and payment required for permits. Insurance Requirements Evidence of Insurance will be required before final permit approval. Please provide a Certificate of insurance,which shows a minimum of$1,000,000.00 in Commercial General Liability Insurance and a Policy Endorsement,which indemnifies and holds harmless the Town of Lexington,and all of its agencies and departments. Some events may require a higher limit of insurance. Permittee must list the aforementioned parties as additional insured on their Certificate of Insurance. Each event is evaluated on its risk exposure.Any and all damages resulting from the event are the responsibility of the permittee and the permittee will work through designated staff to determine the most appropriate means for repair. The Town of Lexington is not responsible for any accidents or damages to persons or property resulting from the issuance of this permit. 2 Affidavit of Applicant My signature below indicates that everything I have stated in this application is correct to the best of my knowledge. I have read,understand and agree to abide by the policies,rules and regulations of the Town of Lexington as they pertain to the requested usage. The permit, if granted is not transferable and is revocable at any time at the absolute discretion of the Town of Lexington Manager's Office(or designee). All programs and facilities of the Town of Lexington are open to all citizens regardless of race,sex,age,color,religion,national origin or disability. Name of Applicant: Dou�las,,M. Lucente= 6 pp � (Please print) Signature of Applicant: 'l, #,,y{ ,. Date: 1-3-2017 *The following is required by your organization to insure the safety and health of all participating in this event: Note: You do not need to contact the departments below if it is not required. YES NO yZ ❑ Police Detail- estimated cost-$ per/day. Days Required (Contact Police) Comments: qt ❑ Fire/Ambulance Detail—estimated cost-$ per/day. Days Required (Contact Fire) Comments: ❑ [ Indoor Rain Space—All organizations must apply and pay fees through the Public Facilities Dept.. ❑ X Field Lining-$ per/field. Additional fee for layout$ (Contact DPW-Parks) & ❑ Trash removal-$ per/day.Days required (Contact DPW-Parks) X ❑ Portable toilets- Number required Fees paid directly to company of your choice.All toilets must be serviced each evening.Placement and servicing coordinated in cooperation with the Recreation Department or DPW. DII ❑ Extra waste containiers-$20.00 per day(10).Days Required (Contact DPW-Parks) ❑ Temporary Food Permit-$15.00(non-licensed)or$50.00(Commercial)(Contact Health) ❑ & Raffle Permit/License-(Contact Town Clerk's Office) ❑ X Field Permit-(Contact Recreation) ❑ X Center Complex Lights Permit-(Contact Recreation) DPW Parks Dept.—781-861-2758* Fire Dept.-781-862-0272* Police Dept.-781-862-1212* Health Dept.-781-862-0500 ext. 237 Town Clerks Office—781-862-0500 ext 270*Public Facilities Dept.—781-861-2580 ext.205 *Recreation Dept.—781-862-0500 ext.262 Town Department Use Only Approvals and Notifications Insurance Certificate Received: ❑YES-Date: © NO Town Manager's Office: Approved Denied Date: Police Department: Approved Denied' Date: Fire Department: Approved' Denied Date:' Health Division: Approved Denied Date: Parks Divison: Approved Denied Date: Building Division: Approved Denied Date: Recreation Department: Approved Denied Date:. Selectman's Office:;Approved Denied Date: Town Clerk's Office: Approved Denied Date: Tublic Facilities: Approved Denied Date 3 Lexington Lions Club 615t Annual July 4th Carnival (2017) Proposed Schedule of Events: • Tuesday, June 27, 2017: o Arrival to staging area (both housing and non-housing unit vehicles)parking lot near high school field house starting at 7:OOAM o Setup starting at 7:OOAM moving onto field • Wednesday, June 28, 2017 & Thursday, June 29, 2017: o Setup and Preliminary Inspections • Friday, June 30, 2017: o Setup and Final Inspections o Perkins, Cotting&LABBB Kids 3:00 PM to 5:00 PM**Tentative Date o Carnival - 6:OOPM to 11:OOPM • Saturday, July01, 2017: o Carnival - 1:OOPM to I I:OOPM • Sunday, July 02, 2017 o Carnival— 1:OOPM to 11:OOPM • Monday, July 03, 2017: o Carnival - 1:OOPM to 11:OOPM o Fireworks - 9:30 PM to 10:00 PM **Tentative Date • Tuesday, July 04, 2017: o Youth Games - 10:00 AM. o Carnival - 1:OOPM to 6:OOPM o Tear Down until 11:30PM • Wednesday, July 05, 2017: o Final Tear Down and clean-up completed by 2:OOPM 4 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Sunday Entertainment License for Fiesta Shows/Lions Club (5 min) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.3 SUMMARY: Since the Carnival will be in operation on Sunday, July 2nd this year, a "Public Entertainment on Sunday" License is required. Attached is the application/license for your approval. SUGGESTED MOTION: Motion to approve and sign the Request for Public Entertainment on Sunday for the July 4th Carnival to be held on Sunday, July 2, 2017. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 7:40 p.m. ATTACHMENTS: Description Type D 117.6 T02 4ai,M'Ju y_Sunday E'vtortmimrummt Q'omit ("'over Mom Appl ation for Weasel for Pic Entertainment on Sunday Vu,_5�aUl^1 � ) Hon Char man of Board of Selectmen, Dear Sir: V6W Two) The undersigned, in accordann,ce with chapt 13b f=eneral Laws, as amended,hereby requests a license for._.C,,O,-r �\ *- 7 � 0 (inure.a..ertptl..ei s■ent.i.�.at) in or on the.property at No- � �a tea c-k Street 'I,, I ^ (x M amuses) .,., —" ��t"? , from � P.M. to —1. P:M. (Date) The concert or entertainment above mentioned is to be in keeping with the character of the Lord's Day and not inconsistent with its due observance. Licensee or, vas Authorized representativ (sign sun WNY) Home Address, 15 pine P.0,(fix 1460 Seabcoi7k 11V� �35�1--C PROGRAM OF CONCERT :OR ENTERTAINMENT I I �ckvl 6?-L&s KtAl 1a a rn,e T14I5 APPLICATION AND PROGRAM MUST BE SIGNED BY THE LICENSEE OR AUTHORPZED REFRE• SENTATIVE OF ENTERTAINMENT TO BE HELD. NO CHANGE TO BE MADE IN THE PROGRAM WITHOUT PERMISSION OF THE AUTHORITIES GRANTING AND APPROVING THE LICENSE THE FEE Of DOLLARS TO ACCOMPANY THIS APPLICATION AND PROGRAM WHEN FOR. WARDED TO THE COMMISSIONER OF PUBLIC SAFETY FOR APPROVAL. O Z. so w .w pV. r. to o �-1 O A C _. p rp m .�. A n•e7+n C d •'•7+ •7••?•'7 A' Ste'ef' 0 C O-w0 .°w vOi m m .-.� 7 G A.O�. .tea � e•'O 7' CL .yIA ?eD CA R y , �.-.< 'A �_- m Z.11 , .9 Off! •� O 0.'�..E.R A,v 0-0 5 .r f9' enD Cr— Z A A •7G"O m•fA'�it A e"0 rLi T� G�t A O G R A M m u A O T."`.fir w (9 m CD IS F- Ci ., O o A Q:..AJ O A A'� 5� _1 H n Ifl 7, A A n .A. .-w A et,eb I"* ° °��xao m A 3 rA sum �' mebam ° g °' a Ifl n•m m m w y O O' o C a�i m 0 �e r.A M 1n O `r gi 7 b0 m p N G O ° �1 O p„' p ,G,��n•, �cm -am sZ a 3."O ...m•� A rOn O C � �is x � huh'�0 R`t o mem►p� �maeG'vy o� e��f moa,A� c9 Mm � <�� aCDBaw � Qo` to71 Qq go mto Z r A eh G•er m '.'S•• W fD_n°•t fV9 ID 'O D C �.ch p'eeDD�.p•G.O Er a,O ?- so on Cr ID M CD 10 A r"!. `D m o A �.c=c Gq� `M Vi a; � (A A••w r• =' A A m Pv e► C! r Mayor or Selectmen �, ti a.IA 14 A ;�."il �?`rDy � C! p :r .G., y ,efOQ A m rA. eti'yTp '� A A Dp y "m"e O p Cr m C bdm `��° a av�9 m o~ A� ° d^ ua.. p .7 .....A.�s� •o�' f�D A " V !D •°i. •bo Oe Cl.ID 5.Cr= m A o e► r°� ''r�p e� e•''.7•Cr."r CI st. A e+ �, LPCO CD O Cr p :J A SAC Km��.D j..°y s.LEI A e+ �I �'C m G p —0 e...ep 'yl' . A C.v, A �C SA OR S `CO✓ ems. N. 00 IDD m '< CDe°.w m �+. e► CL AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Update: Hartwell Ave./Maguire Road Intersection Project (20 min) PRESENTER: ITEM David Cannon,Assistant Town NUMBER: Engineer; Stantec Engineering Consultants 1'4 SUMMARY: No vote is requested for this agenda item. The Board requested an update on Hartwell Avenue/McGuire Road intersection and bridge project. Due to the complex utility and wetlands issues in this area, projects costs are anticipated to be greater than originally budgeted. The FY18 capital budget will include a request for supplemental funding of$2,185,000. The original appropriation was $4,750,000. SUGGESTED MOTION: NA FOLLOW-UP: Engineering work will continue. DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 7:45 p.m. ATTACHMENTS: Description Type D lc fla.rs; ("'over Mlonx) c I --- — � I r - •r ,�I Ili i I l Ili II I, II t = Ali I I I I 0 l I c � 11; Ise 51 I II i , I I I I — Id I � I 1 A � L - r _n_ -- -- i I I II ,a s I� i c I u% I .r I I I II I II � I—L n 1 i I ` - - -: r~ ly ;� I s � � I F � � 1 i � I a, — a o¢ � w o Q� W. 0 w a W. LL LL O a a o i a >w LL 2F2F Q ¢a (O o 0 0 g o o z z o "- u) o I 'I cn r o If Lu Lu LL LL m Q N N c I Ise 51 I i �F I � I � I e Li — — - it — I � r ke � N �1 I O O / F� �F U N N O� Q LL LL LL J � � 1IIu J cn cn cn I J4 I? i w I � I O I i I 'a �. N ¢� IIIg 1AsIr F- O xs0 of 1' J a Q .VIs � a 0 z w Qa Nw w cn m w 0 <N p Q N p ro } 0 N N Q d LL Z Z Z Z t p 1 �p cn QU) 3 3 �W: 10 3 II I s l W Y ray? W oLL LL LL N N N Q c s J ---- — w a � " O w z z o o U a a N z O 08 cn S O o � g 5 0 i= --- w o a O o o O of cn F 6 z 00, o 0 , l O o m o $ U o o O z F (0)z z 0 o Z n OT o z o 3 3 Z a c� w o N w LL LL LL LL LL 0 0 �z z -.0 O N 0 0 O O f I j O Y n O w a w Oa Ij Y � m� p z w , w �o ow u o �° m -� — o t_ °¢m w J 0 o W W W W W � o 0 m � � � l ° 0 0 m m a a z z z w a o o a 0 0 J w �a F a cn a z S 9 O z O \ O Zcn O y h d' 0. O ✓ O a s oo O o o o o � .I U o 1 a y a a it i z z < < w w I 0 0 i 1 I w , AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Pelham Property-Consider Eminent Domain Taping (15 min.) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.5 SUMMARY: A vote is requested for this agenda item. At the Board of Selectmen's meeting on December 5, the Board indicated it willingness to vote to take the 20 Pelham Road property by eminent domain, in the absence of a negotiated settlement. Given the request by the School Committee to use this property for the Lexington Children's Place program, timely ownership of this property is crucial, so that design work can begin. SUGGESTED MOTION: 1. See Vote of Taking 2. Move to approve and sign Order of Taking 3. Move that the Board of Selectmen does not currently anticipate that the property to be acquired with the $8,000,000 Land Acquisition Bonds, or any portion thereof, will be leased, rented, managed or otherwise exclusively committed to a third party, or sold for as long as any bonds or notes are outstanding. The intended use of the property is for school and municipal purposes. FOLLOW-UP: Town Manager and Town Counsel. DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 8:05 p.m. ATTACHMENTS: Description Type D kkrdorM V"'.akinr.g..TM BaclkupMatorinl RECORD OF VOTE OF THE LEXINGTON BOARD OF SELECTMEN January 9, 2017 At a duly called public meeting of the Lexington Board of Selectmen (the "Board") on January 9, 2017, the Board voted as follows with respect to the land and improvements containing approximately 8.41 acres commonly known as 20 Pelham Road in Lexington and identified on Lexington Assessor's Property Map 31, Lot 65A(the "Property"): To acquire the Property by eminent domain pursuant to G.L. c. 79 for educational and community programing purposes, and administrative uses related to each such purpose, and adopt an order of taking therefor in form and substance acceptable to the Board, such acceptance being evidenced by a majority of the Board's signatures thereon, and to award damages in the amount of Seven Million Four Hundred Thousand Dollars ($7,400,000) in accordance with said G.L. c. 79; and to authorize the Town Manager to take all actions on behalf of the Town that are reasonably necessary, in the judgment of the Town Manager, to complete the taking and acquisition of the Property, including without limitation recording the order of taking, providing notice of such order of taking, offering settlement, and paying damages, all as required by G.L. c. 79. TOWN OF LEXINGTON BOARD OF SELECTMEN Suzanne E. Barry, Chairman Peter C.J. Kelley Joseph N. Pato Norman P. Cohen (A0404273.3) ORDER OF TAKING WHEREAS, the Board of Selectmen of the Town of Lexington (the"Town") hereby certifies that the Town did vote to acquire by purchase or eminent domain, any fee, easement, or other interest in all or part of the land known as and numbered 20 Pelham Road, Lexington, Middlesex County, Massachusetts, containing 8.41 acres more or less and more particularly shown as Lot 1 on a plan entitled"Compiled Subdivision Plan of Land in Lexington, Massachusetts", dated March 31, 1983 and revised August 11, 1983, and prepared by Miller and Nylander Co., Lexington, Massachusetts (the "Plan"), said Plan being recorded with the Middlesex South Registry of Deeds (the "Registry") at Book 15198, Page 415 at Plan Book 979 of 1983 and described on Exhibit A attached hereto and incorporated herein by reference (the Property"). The Property is also identified as Lot 65A on the Town of Lexington Assessor's Property Map 31; WHEREAS, the Board of Selectmen has deemed that public necessity and convenience require that it should take charge of and take by eminent domain a fee interest in the Property for educational and community programing purposes and administrative uses related to each such purpose; WHEREAS, the taking was authorized by a two-thirds vote at the 2016 Special Town Meeting#2, held on May 9, 2016, pursuant to Article 2, a copy of which vote is recorded herewith; WHEREAS, the Property is currently owned by the Congregation of Armenian Catholic Sisters of the Immaculate Conception, Inc., as evidenced by a Deed dated September 1, 1983 and recorded with the Registry at Book 15198, Page 415; 1 (A0404047.9} NOW, THEREFORE, we, the undersigned Selectmen of the Town of Lexington, acting herein under the authority conferred on us by Chapters 40 and 79 of the General Laws, do hereby adopt this Order of Taking to take, on behalf of the Town, a fee simple interest in all of the Property, excluding only those matters of record set forth on Exhibit B attached hereto and incorporated herein by reference (the "Exception Documents"). AND FURTHER ORDERED that included in this taking are all trees, roadway improvements and all structures located in, over, across, upon and under the Property, including but not limited to structures for the collection of storm drainage and sewerage, but not including wires, cables, poles, pipes, conduits and other appurtenances for the conveyance of gas, electricity, cable television, telephone or other electronic communication located in, on, under or upon the Property, and not including any improvements or structures constructed or installed on the Property pursuant to the Exception Documents. AND FURTHER ORDERED that in accordance with the provisions of Chapter 79 of the Massachusetts General Laws, as amended, an award of Seven Million Four Hundred Thousand and 00/100 ($7,400,000.00)is made for the Property. The Town reserves the right to amend the award in accordance with Section 6 of Chapter 79 of the Massachusetts General Laws, as amended. AND FURTHER ORDERED that no betterments are to be assessed under this Taking. AND FURTHER ORDERED that a representative of the Town shall record this Order of Taking in the Registry within thirty (30) days from its final passage, shall notify the Treasurer and Collector of Taxes in the Town of Lexington of this taking in accordance with Chapter 79 of the Massachusetts General Laws, and shall cause notice of the taking to be given to all persons entitled thereto and do all things necessary for the validity of this Order of Taking. [Signatures to appear on next page.] 2 (A0404047.9} IN WITNESS WHEREOF, we, the Board of Selectmen, have executed this Order of Taking this day of December, 2016. TOWN OF LEXINGTON BOARD OF SELECTMEN Suzanne E. Barry, Chairman Peter C.J. Kelley Norman P. Cohen Joseph N. Pato The Commonwealth of Massachusetts Middlesex County, ss. On this day of December, 2016, before me, the undersigned Notary Public, personally appeared members of the Board of Selectmen for the Town of Lexington, proved to me through satisfactory evidence of identification, which was personal knowledge, to be the persons whose names are signed on the preceding or attached document and acknowledged to me that they signed it voluntarily for its stated purpose. Notary Public My Commission Expires: 3 (A0404047.9} EXHIBIT A PROPERTY DESCRIPTION A certain parcel of land with the buildings thereon situated on the southerly side of Pelham Road in the Town of Lexington, County of Middlesex, Commonwealth of Massachusetts, bounded and described as follows: Beginning at a point on the southerly sideline of said Pelham Road at the northerly corner of the granted premises at the northwesterly corner of Lot 2; thence S 27-51 29E a distance of four hundred ninety nine and twenty two hundredths (499.22) feet to an iron pipe in a stone wall. Said previous course bounded by Lot 2; thence S 61-37-40W a distance of two hundred forty six and sixty one hundredths (246.61)feet by lands now or formerly of Scottish Rite Masonic Library and Museum, Inc. and now or formerly of Trustees of the Supreme Council of the Ancient Accepted Scottish Rite or Free Masonry by a stone wall to a drill hole; thence N 32-18-30W a distance of two hundred forty four and forty hundredths (244.40)feet by a stone wall to a point; thence S 65-25-20W a distance of one hundred forty nine and forty five hundredths (149.45) feet to a point; thence S 21-17-50W a distance of one hundred twenty three and forty four hundredths (123.44) feet by a stone wall to a point; thence N 86-02-20W a distance of twenty eight and ninety two hundredths (28.92)feet by a stone wall to a point; said previous four courses are bounded by land now or formerly of Trustees of the Supreme Council of the Ancient Accepted Scottish Rite of Free Masonry; thence S 27-16-OOW a distance of nineteen and seventy six hundredths (19.76)feet by said land now or formerly of Trustees of the Supreme Council of the Ancient Accepted Scottish Rite of Free Masonry and now or formerly of Jack W. and Cleo S. Wolter by a stone wall to a point; thence S 37-31-10E a distance of forty two and thirty hundredths (42.30)feet by a stone wall to a point; thence 4 (A0404047.9} S 46-44-50W a distance of one hundred sixty seven and eighty hundredths (167.80)feet by a stone wall to a point; said previous two courses are bounded by land now or formerly of Jack W. and Cleo S. Wolter; thence S 29-45-OOW a distance of ninety seven and seventy five hundredths (97.75)feet by a stone wall to a point; thence N 68-05-30W a distance of fifty three and ninety two hundredths (53.92)feet by a stone wall to a point; said previous two courses are bounded by land now or formerly of Mary Ann Connors; thence N 48-29-40W a distance of four hundred seventeen and eighty one hundredths (417.81) feet by a stone all to a point; thence N 78-07-50W a distance of seventy one and eighty eight hundredths (71.88)feet by a stone wall to a drill hole; the last two courses are bounded by land now or formerly of the Town of Lexington; thence N 61-46-50E a distance of one thousand twenty one and ninety nine hundredths (1021.99)feet by the southerly sideline of said Pelham Road, mostly by a stone wall to the point of beginning. The above described parcel of land comprises 8.41 acres more or less and is more particularly shown as Lot 1 on a Compiled Subdivision Plan of Land in Lexington, Massachusetts, dated March 31, 1983, revised August 11, 1983 and prepared by Miller and Nylander Co., Lexington, Massachusetts recorded in Book 15198, Page 415 at Plan Book 979 of 1983. Also intending to take all right, title and interest, if any, of the Congregation of Armenian Catholic Sisters of the Immaculate Conception, Inc. in those portions of Pelham Road as shown on the Plan referenced herein. 5 (A0404047.9} EXHIBIT B EXCEPTION DOCUMENTS 1. Rights and easements set forth in Grant for water purposes to Town of Lexington dated December 9, 1957 and recorded with said Registry at Book 9082, Page 293. 2. Taking of easements by the Town of Lexington for the Layout of Pelham Road dated April 11, 1960 and recorded with said Registry at Book 9583, Page 360. 3. Taking for Construction of Water Main in Pelham Road by the Board of Selectmen of the Town of Lexington, acting as a Board of Water and Sewer Commissioners, dated May 16, 1960 and recorded with said Registry at Book 9603, Page 404. 4. Taking for sidewalk construction by the Town of Lexington Board of Selectmen dated May 7, 1962 and recorded with said Registry at Book 10035, Page 98. 6 (A0404047.9} AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FYI Town Manager's Preliminary Recommended Budget and Financing Plan(40 min.) PRESENTER: ITEM Carl F. Valente, Tn. M Rob NUMBER: Addelson,Ass't Tn. Mgr. for Finance; Jennifer Hewitt, Budget Officer I'6 SUMMARY: No vote is requested for this agenda item. Staff will present the preliminary FY2018 operating and capital budget recommendations (i.e., the White Book). The recommendations in this preliminary budget document will be the basis of the Summit IV discussion on January 12th. SUGGESTED MOTION: None. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 8:20 p.m. ATTACHMENTS: Description Type D lower M wag;a es F 118 Rarconlinmi ed Budget and g nr Hicin.g,^,Q'Lul, Backup Matorinl TOWN OF LEXINGTON, MASSACHUSETTS Ovs MORh� 1775 �c � N c� o � m 'p Q � k Q Z v � W 3 °z APRIL 19T" � FXING1�� FISCAL YEAR 2018 TOWN MANAGER'S PRELIMINARY BUDGET & FINANCING PLAN JANUARY 9, 2017 Table of Contents f h� t _ The budget document outlines the Town's financial plan as recommended by the Town Manager. Both the operating and capital budgets are contained in this document. The effective period of this budget is from July 1, 2017 to June 30, 2018. Budget-In-Brief Report of the Town Manager The Budget Message is a letter to the Board of Selectmen from the Town Manager in support of the enclosed budget recommendations. The letter provides an overview of the operating and capital budget, identifies significant budget issues, and explains the Town Manager's rationale for budget recommendations. Section I: Budget Overview The Budget Overview contains several summary tables, which display the schedule of the FY2018 budget process, expenditure and revenue history, and a detailed summary of proposed appropriations for the coming fiscal year. Budget Process Summary of Revenues and Expenditures I-1 Program Summary I-2 Section II: Revenues The Revenue section contains a narrative description of revenue sources followed by a series of tables that displays a detailed summary of actual and projected revenues. Description of Revenues II-1 Detailed Budget Information Section III: Program 1000: Education 1000 Education Program III-1 1100 Lexington Public Schools III-2 1200 Minuteman Regional High School III-10 Section IV: Program 2000: Shared Expenses 2000 Shared Expenses IV-1 2100 Employee Benefits IV-2 2200 Debt Service IV-9 2300 Reserve Fund IV-12 2400 Public Facilities IV-14 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 1 Section V: Program 3000: Public Works 3000 Public Works V-1 3000 - 3500 DPW Summary V-2 3100 DPW Administration and Engineering V-7 3200 Highway V-11 3300 Public Grounds V-15 3400 Environmental Services V-19 3600 Water Enterprise V-23 3700 Sewer Enterprise V-27 Section VI: Program 4000: Public Safety 4000 Public Safety VI-1 4100 Law Enforcement VI-2 4200 Fire & Rescue VI-7 Section VII: Program 5000: Culture and Recreation 5000 Culture and Recreation VII-1 5100 Cary Memorial Library VII-2 5200 Recreation and Community Programs VII-6 Section VIII: Program 6000: Human Services 6000 Human Services VIII-1 6100 - 6200 Administration, Veterans' Services, Youth and Family Services, Senior Services and Community Programs, and Transportation Services VIII-2 Section IX: Program 7000: Office of Land Use, Health and Development 7000 Office of Land Use, Health and Development IX-1 7110 - 7300 Summary IX-2 7110 Building and Zoning IX-7 7120 Administration IX-11 7130 Conservation IX-15 7140 Health IX-19 7200 Planning IX-23 7300 Economic Development IX-27 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 2 Section X: Program 8000: General Government 8000 General Government X-1 8100 Board of Selectmen X-2 8200 Town Manager X-6 8300 Town Committees X-10 8400 Finance X-12 8500 Town Clerk X-17 8600 Information Services X-21 FY2018 Capital Improvement Budget & Financing Plan Section XI: Capital Investment FY2018 Capital Improvement Budget & Financing Plan XI-1 Section XII: Appendices Appendix A: Program Improvement Request Summary A-1 Appendix B: Glossary B-1 Appendix C: CPA Use Summary C-1 Acknowledgements Preparing a budget document with this level of detail is a significant undertaking. I would like to express my appreciation to Superintendent of Schools Mary Czajkowski, Assistant Superintendent for Finance and Operations Ian Dailey, as well as the Senior Management Team and board and committee members who contributed to the development of this budget. I would like to specifically acknowledge Town Accountant Laurie Dell'Olio, Director of Assessing Robert Lent, Management Analyst Claire Goodwin, former Human Resources Director Denise Casey, newly appointed Assistant Town Manager for Finance Carolyn Kosnoff and Deputy Town Manager Linda Vine for their work in preparing the many facets of this document. In addition, the completion of this Preliminary Budget and Financing Plan is due directly to the analysis and extraordinary efforts of Assistant Town Manager for Finance/Comptroller Rob Addelson and Budget Officer Jennifer Hewitt. Carl F. Valente, Town Manager FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 3 `DUS Mop�J 1775 �� Town of Lexington > w Town Manager's Office ae c APRILI9' {FXI Nft�� Carl F. Valente, Town Manager Tel: (781) 698-4545 Linda Crew Vine, Deputy Town Manager Fax: (781) 861-2921 January 9, 2017 The Honorable Board of Selectmen,Appropriation Committee and Capital Expenditures Committee: I am hereby submitting the FY2018 Town Manager's Preliminary Budget and Financing Plan. Preliminary Budget-In Summary This budget, as submitted, is balanced given the revenue assumptions presented in Section II of this document and presented at Financial Summit II and subsequently updated. Key Recommendations In light of the goals and priorities of the Board of Selectmen and the discussions at Financial Summits I-III, this preliminary budget includes the following key recommendations: • Municipal and School Department Revenue Allocations —The Superintendent of Schools and Town Manager's recommended budgets are $3,019,992 less than the amounts allowable per the Revenue Allocation Formula presented at Financial Summit III. It is recommended that these funds, net of other budget adjustments, be redirected to the Capital Stabilization Fund to potentially offset the costs of anticipated capital projects over the coming five years. • Municipal Program Improvement Requests (PIR's) — $573,150 ($541,150 general fund only) of a total of $1,091,837 in municipal PIR's requested are being recommended, which includes in part: 1. $302,000 to update the Comprehensive Plan, requested by the Planning Board and supported by the Board of Selectmen; 2. A full-time position (Engineering), funded with savings in the contractual services/expenses budget in FY2018; 3. $25,425 for additional hours for one part-time position (Town Clerk); and 4. $50,000 for phase one of a multi-year assessment of Town trees in the right-of-way, given the recent experience of having apparently healthy trees fall into the public way. 1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420 Given the operating budget challenges the Town may face over the coming three years due to increasing school enrollments, the Town Manager and Superintendent of Schools have made a concerted effort to limit new programs and staff that may not be sustainable in future years. • Capital Budget—It is recommended that certain projects proposed for FY2018, if recommended by the Board of Selectmen and approved by Town Meeting, be held in abeyance until the outcome of the anticipated Fall 2017 debt exclusion vote(s) is known. The reason for this recommendation is that should any project anticipated for the debt exclusion vote not be approved, the General Fund/tax levy will have to absorb the debt service related to the expended design/engineering for these projects. This additional within-levy debt service may impact the Town's ability to manage overall within-levy debt service, particularly if the projects still go forward because of their urgency. • Capital Stabilization Fund — Given the capital projects anticipated over the next five years, to be funded both within and outside of the property tax levy limit, every effort has been made to continue to appropriate funds to the Capital Stabilization Fund. $7,726,101 is recommended to be added to this fund. • Contingency Budget Amount — In planning the proposed operating and capital budget, there are unknowns in revenue projections (e.g., State Aid), proposed operating budgets (e.g., employee benefits/health insurance), certain capital project estimates, potential loss of federal and State education grants, as well as potentially competing funding priorities of the Board of Selectmen, School Committee and the financial committees. This preliminary budget provides for $618,148 in unallocated funds that can be directed towards any of these purposes during the review and vetting process. • Future Capital Projects —This Preliminary Budget includes design funding for: 1. Hastings School project(continuing design); 2. Lexington Children's Place; and 3. The Fire Station project. We anticipate that the appropriation for construction costs for these projects will come before a Special Town Meeting in the Fall of 2017. Section XI-Table V, therefore, includes an estimate of the related debt service for each of these projects. Budget Highlights This document includes General Fund operating budgets, the Capital budget, Enterprise Fund budgets and proposed Community Preservation Act funded projects. A comparison of the FY2017 appropriated budget to the FY2018 recommended General Fund budget is shown below: 2 FY2018 FY2017 Recommended Appropriated Budget $Change % Change Lexington Public Schools $ 97,293,299 $ 101,850,333 $ 4,557,034 4.68% Minuteman High School $ 1,377,449 $ 1,510,239 $ 132,790 9.64% Shared Expenses $ 51,710,920 $ 54,040,896 $ 2,329,976 4.51% Municipal Departments $ 34,602,493 $ 35,448,750 $ 846,257 2.45% Cash Capital-Tax Levy and Free Cash $ 5,619,429 $ 6,247,099 $ 627,670 11.17% Other $ 8,826,530 $ 10,966,122 $ 2,139,592 24.24% Total-General Fund Only $ 199,430,120 $ 210,063,438 $ 10,633,318 5.3% LPS Recommended Budget for FY18Includes benefits for newproposed positions Mich,If approved,become a Shared Expense Budget Schedule This is a comprehensive budget, including both the Town Manager's recommendations and the Superintendent of School's proposed budget. In keeping with the schedule established by the Board of Selectmen, the key FY2018 budget dates are: • January 12, 2017—Summit IV to review this Preliminary budget; • February 9, 2017—Summit V, if needed, to discuss outstanding FY2018 operating and capital budget issues; • February 13, 2017—Board of Selectmen vote final recommended budget; • February 24, 2017—The recommended budget will be forwarded, electronically, to the Appropriation Committee, Capital Expenditures Committee and Town Meeting. Printed copies to follow the week of February 27 h. • March 27, 2017—Earliest date Town Meeting may consider financial articles. Preliminary Budget and Financing Plan To facilitate your review of this document, some of the salient aspects of this budget are highlighted below: 1. FY2018 Projected Revenues • Revenue Projections (Section H) — General Fund operating revenues are projected to increase by $10,161,087 or 5.1 percent over FY2017 projected revenues. Lexington's budgeted and actual revenue growth for prior years are shown below: Budgeted J Actual FY2017 2.8% N/A� FY2016 4.2% 6.2% 5 3.6% 2.7% FY201 � 4 6.9% J 9.0% 3 4.7% 5.1% FY201 � 2 4.0% 4.6% FY2011 3.9% 5.3% FY2010 3.4% 4.6%� FY2009 5.8% 4.7% 3 • Revenue Allocation Formula —Each year, the Town Manager recommends the allocation of projected revenues that can be applied to fund the operating budget in the next fiscal year. This formula was developed in 2006 by the Town Manager, Assistant Town Manager for Finance and Superintendent of Schools and was re-affirmed by the Selectmen, financial committees and School Committee at Financial Summit III(December 1, 2016). The amounts shown in this Preliminary Budget and Financing Plan represent the Town Manager's and Superintendent of School's recommended FY2018 budget, inclusive of benefits for new employees. The Superintendent's budget is pending review and adoption by the School Committee. All budgets are pending review by the Board of Selectmen. The proposed municipal and school budgets compare to the revenue allocation as follows: Schools Municipal Total FY2018 Revenue Allocation $ 103,725,812 $ 36,935,264 $ 140,661,076 FY2018 Recommended Budget $ 101,850,333 $ 35,790,750 $ 137,641,083 Difference $ 1,876,479 $ 1,144,613 $ 3,019,992 It is recommended that these two amounts, together with other budget adjustments for a net amount of $2,726,101, be added to the previously planned $5,000,000 appropriation to the Capital Stabilization Fund, for a total recommended appropriation of $7,726,101 into this Fund. This amount, in addition to the $23,066,687 already in this Fund, can be used to partially mitigate the debt service impacts for capital projects proposed in this and future years' capital plans. • Potential New Revenue Sources for Future Consideration—The Town Manager is proposing the evaluation of three new revenue sources,pending approval by the Board of Selectmen: ➢ Stormwater Management Fee. With the federal mandates under the National Pollution Discharge Elimination System (NPDES), the Town is now expending nearly $1,000,000 annually as part of the capital budget to comply with its NPDES permit and the Town's stormwater regulations, in addition to approximately 1.7 FTE of Engineering staff time. Lexington's NPDES permit was renewed in April 2016 with an effective date of July 1, 2017. Consequently, these capital and operating budget impacts will continue and possibly increase. In response to this mandated program, a number of municipalities nationwide including some in Massachusetts have instituted a Stormwater Management Fee to offset capital costs of managing stormwater emanating from private properties. Later this spring, staff will be presenting financing/fee options for consideration by the Board of Selectmen regarding this federal mandate. ➢ Cemetery Burial Fees — Because of the demands on the FY2018 tax levy/free cash, it is recommended that design funds for the replacement 4 or rehabilitation of the DPW cemetery building at Westview Cemetery be funded from the Cemetery Sale of Lots and Graves-Special Revenue Fund. Further, should the Cemetery building design funding be recommended by the Board of Selectmen and approved by Town Meeting, it is recommended that Cemetery fees be adjusted to cover the debt service cost of this project. The Board of Selectmen has received a staff presentation on this proposed funding source and was generally in support of it. ➢ Sale of Compost and Yard Waste Fees —The DPW is anticipating certain upgrades at the Hartwell Avenue Compost Facility including a new office facility-trailer($200,000), a materials screener ($525,000) and potentially additional staffing. This operation is currently self-supporting through the fees charged to landscapers for disposal of yard waste and sale of compost. One source of fees from the Town of Arlington may be ending, however, due to the reduction of space resulting from the new solar installation. Yard waste and compost fees have not been adjusted since 2005. Given the anticipated increase in capital and operating costs, I have asked staff to begin to review the fee structure for this program and bring recommendations to the Board of Selectmen in the Fall of 2017. ➢ Hartwell Avenue Solar — While not a new revenue source in the context of the items above, the solar facility at the Hartwell Avenue Compost facility should be completed in the Spring of 2017. As a result of the power sold back to Eversource, the Public Facilities operating budget has been reduced by $190,000 to reflect the anticipated utility savings that will be realized. 2. Departmental Budget Summary • Section III of this document reflects the School Department operating budget proposed by the Superintendent of Schools and summarized in the table shown below: FY2018 FY2017 Superintendent's Lexington Schools Appropriation Recommended Budget $Change %Change 2 Compensation/Expenses $ 97,293,299 $ 101,850,333 $ 4,557,034 4.7% 1 Includes$195,151 in employee benefit costs for proposed newpositions which,if approved,will be transferred to the Employee Benefits budget. 2 The percentincrease from FY2017,excluding the$195,151 in benefitcosts,is 4.5 percent. The Superintendent's proposed budget,presented to the School Committee on January 3, 2017, can be found on the School Department Website at http://lps.lexingtonma.or.,g��/Page/9714 • Section IV of this document includes all Shared Expenses. Overall, Shared Expenses are increasing by $2,329,976 or 4.5 percent. 5 A summary table of Shared Expenses is shown below: FY2018 FY2017 Recommended Shared Expenses Appropriation Budget $Change % Change Contributory Retirement $ 5,505,537 $ 5,755,537 $ 250,000 4.5% Non-Contributor Retirement $ 13,837 $ 14,620 $ 783 5.7% Employee Benefits $ 26,240,825 $ 27,584,577 $ 1,343,751 5.1% Unem to ment $ 200,000 $ 200,000 $ 0.0% Workers Compensation $ 747,665 $ 800,760 $ 53,095 7.1% Property&Liability Insurance $ 676,612 $ 713,893 $ 37,281 5.5% Uninsured Losses $ 225,000 $ 250,000 $ 25,000 11.1% Debt Service' $ 7,199,028 $ 7,418,523 $ 219,495 3.0% Reserve Fund $ 900,000 $ 900,000 $ 0.0% Facilities Department $ 10,002,416 $ 10,402,987 $ 400,571 4.0% Total $ 51,710,920 $ 54,040,896 $ 2,329,976 4.5% This is gross within-levy debt service,excluding any use of the Capital Projects Stabilization Fund. • Sections V to X of this document include the recommended budgets for each municipal department. Municipal department managers initially submit level- service budget requests. A level-service budget is defined as the funds necessary to replicate the current level of services provided and to meet all legal requirements, including collective bargaining requirements and State or federal mandates. Any increases proposed beyond level-service are shown in each departmental budget as Program Improvement Requests (PIR) submitted by the department manager for evaluation by the Town Manager. A table of all Program Improvements Requests can be found in the Appendix, located in Section XII of this document. Key PIRs recommended by the Town Manager in the FY2018 municipal department budgets include: 1. Add seven additional hours for a part-time staff person in the Town Clerk's Office. This recommendation is largely the result of additional requirements placed on the Town by the State Legislature in the recently enacted Public Records Act. 2. A conversion of $60,000 for DPW professional services (consultant services) to a new staff engineer position (personal services). While this change will be budget neutral in FY2018, as the position will not be hired until mid-year, it will add $36,000 in salary and benefits in FY2019 when the position will be funded for the entire year. This recommendation is the result of the increasing workload for stormwater management, noted previously above, and the increasing list of capital projects for pedestrian, bicycle and vehicle safety requiring DPW engineering services. 6 The following table provides a summary of the FY2017 to FY2018 changes in municipal department budget requests, as recommended by the Town Manager: FY2017 FY2018 Restated Recommended Municipal Budgets Budget Budget $ Change % Chan e Public Works $ 9,046,492 $ 9,468,210 $ 421,718 4.7% Police $ 6,792,196 $ 6,810,891 $ 18,695 0.3% Fire $ 6,418,115 $ 6,421,971 $ 3,856 0.1% Library $ 2,468,599 $ 2,534,144 $ 65,545 2.7% Human Services $ 1,21 761 $ 1,294,913 $ 80,151 6.6% Land Use Departments $ 2,266,153 $ 2,312,212 $ 46,059 2.0% Selectmen $ 673,249 $ 648,580 $ 24,669 -3.7% Town Manager $ 824,009 $ 790,043 $ 33,966 -4.1% Salary Adjustment Account $ 576,388 $ 785,903 $ 209,515 36.3% Town Committees $ 81,500 $ 57,880 $ 23,620 -29.0% Finance $ 1,90 337 $ 1,880,025 $ (28,312) -1.5% Town Clerk $ 495,689 $ 478,086 $ (17,603) -3.6% Information Services $ 1,837,004 $ 1,965,892 $ 128,888 7.0% Total $ 34,602,493 $ 35,448,750 $ 846,257 2.4% 3. Reserves/Trusts — The Town maintains a variety of reserve funds. Those reserve funds that are for unforeseen purposes (General Stabilization Fund, SPED Stabilization Fund, Operating Budget Reserve Fund) are generally adequate at the current levels. The proposed budget also includes recommendations to increase certain reserves/trusts that are for targeted purposes, as shown in the tables below: OPEB Trust Fund — The purpose of this Trust fund is to continue to fund the Town's Retiree Health Insurance Liability. The present value (Town's liability) of these future benefits is approximately $195,000,000. Recent appropriations into the OPEB Trust Fund FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 Trust Fund Appropriated Appropriated Appropriated Appropriated Appropriated Recommended Other Post Employment Benefits Trust Fund $ 500,000 $ 750,000 $ 1,119,000 $ 1,200,000 1$ 1,512,318 $ 1,829,721 The current balance in the OFEB Trust Fund is$9,035,314 as of 121312016 Capital Projects Stabilization Fund — The Town is planning for a number of significant capital projects over the next five years including: a new Hastings Elementary School, a new facility for the Lexington Children's Place, a renovated or new fire station, a renovated or new police station, the Center Streetscape improvements, the Hartwell Avenue infrastructure improvements, and a new or expanded Visitor's Center. 7 It is recommended, and shown in the following table, that the Town appropriate to the Capital Stabilization Fund an additional $7,726,101 to be used to partially mitigate the taxpayer impact for the debt service for these future projects. The sources of this proposed amount include: • $5,000,000 of Free Cash, proposed for this Stabilization Fund at Summit II and Summit III; and • $2,726,101 in tax levy funds resulting from the Town Manager and Superintendent of Schools proposed FY2018 operating budgets being less than amounts proposed under the Revenue Allocation model. Capital Stabilization Fund Proposed Appropriation Into and Uses Of FY2018 FY2014 FY2015 FY2016 FY2017 Proposed Capital Stabilization Fund Appropriated Appropriated Appropriated Recommended Allocation Appropriation Into Stabilization Fund $ 3,983,240 $ 5,910,726 $ 9,447,832 $ 6,991,205 $ 7,726,101 Prior Year Balance $ 1,601,836 $ 3,990,704 $ 8,048,466 $ 16,725,947 $ 23,066,687 Investment Income $ 5,628 $ 16,036 $ 65,216 $ 59,535 Subtotal-Available for Appropriation $ 5,590,7041$ 9,917,466 $ 17,561,514 $ 23,776,687 $ 30,792,788 Appropriation From Stabilization Fund Excluded Debt Service Tax Relief $ 1,600,000 $ 950,000 $ 215,000 $ - $ 3,100,000 Within Levy Debt Service $ - $ 919,000 $ 620,567 $ 710,000 $ 595,000 Subtotal $ 1,600,000 $ 1,869,000 $ 835,567 $ 710,000 $ 3,695,000 Projected Balance of Fund $ 3,990,704 $ 8,048,466 $ 16,725,947 $ 23,066,687 $ 27,097,788 4. Capital Budget (Section XI) — Consistent with the 2009 recommendations of the Selectmen's Fiscal Task Force, the proposed capital budget continues to make important progress in addressing the Town's list of planned capital projects. We are making two general recommendations, however, regarding the proposed capital budget: • That certain school and municipal capital projects recommended for funding in FY2018 be held in abeyance until the results of the anticipated Fall 2017 debt exclusion vote is known. The reason for this recommendation is that should any projects included in the debt exclusion vote not be approved by the voters, the tax levy with the Proposition 2 1/2 limit will then be required to finance the debt service related to the expended design/engineering costs of these projects. This additional within-levy debt service may impact the Town's ability to manage overall within-levy debt service. Those projects recommended to be held in abeyance are noted in Section XI-Capital Budget on page XI-3. • Certain planned capital projects are being deferred to future years' to preserve flexibility for future year's budgets. Deferred capital projects can be seen in Section XI-Capital, Table VIII. The capital budget recommendations include nearly $107 million for a variety of capital projects for FY2018, including approximately $79 million for likely excluded debt projects. 8 Capital Requests Summary Free Cash/Tax Other Financing Levy Sources 1 Debts Total General Fund 6,152,640 13,518,647 19,671,287 Proposed Excluded Debt Projects - 79,050,000 79,050,000 Chapter 90/Other Funding 1,140,475 $ - $ 1,140,475 Water Enterprise $ $ 1,095,000 $ - $ 1,095,000 Sewer Enterprise $ 1,290,000 530,000 1,820,000 Recreation Enterprise $ 55,000 55,000 Compost Revolving Fund Is 725,000 725,000 Community Preservation Act Z Is 3 166 142 3 166 142 $106,722,904 9 Chapter 90/Other Funding includes$971,016 in Chapter 90 Aid for street improvements,$35,000 from the Sale of Cemetery Lots Special Revenue Fund for the Westview Cemetery Building Assessment,$75,000 from the School's Food Service Revolving Fund for food service equipment,and$59,459 from unused bond proceeds from prior authorizations of capital projects to fund a portion of the Facilities Department townwide roofing program capital request. 2 Includes both Town and non-Town CPA funded projects. 3 General Fund debt of$13,468,647(from Table I-FY18 Recommended Projects-General Fund Debt)is net of$1,775,250 for those projects that are potential candidates for debt exclusions as this amount is also included in the$79,050,000 of Proposed Excluded Debt Projects which is taken from Table V-FY2018 Recommended Projects-Funding Through Proposition 2 1/2 Debt Exclusion. 5. Policy Issues: Policy issues to be reaffirmed or addressed by the Board of Selectmen in finalizing this preliminary budget include: • Appropriate into the Capital Stabilization Fund — Whether to support the appropriation of $7,726,101 into this Stabilization Fund to be used to offset the debt service for planned capital projects funded both within the tax levy and excluded from the limits of Proposition 2 t/z. • Appropriate from the Capital Stabilization Fund for Within-Levy Debt Service — Whether to continue to use funds from this Stabilization Fund to mitigate within-levy debt service. For FY2018, $595,000 is recommended for this purpose. In FY2017, $710,000 was used for this purpose. • Appropriate from the Capital Stabilization Fund for Excluded Debt Service Whether to appropriate $3,100,000 from this Stabilization Fund to mitigate excluded debt service. This recommendation is consistent with previous discussions at Financial Summits and, if adopted, will limit the total residential property tax increase in FY2018 to 2.9 percent for the home of median value. • Appropriate to the Other Post-Employment Benefits (OPEB) — Whether to support the appropriation of $1,829,721 to the OPEB Trust Fund. This amount is comprised of$1,079,721 from free cash and $750,000 made available from the Health Insurance Claims Trust Fund as a result of the Town joining the fully insured Group Insurance Commission program. In addition, it is proposed that $4,085 and $9,089 be transferred to the OPEB Trust Fund from the Wastewater and Water Enterprise funds, respectively, to fund a portion of the Normal Cost attributable to these Funds. • Unallocated Revenues for Contingencies —This recommended budget includes approximately $618,148 in revenues set aside for contingencies, primarily for three potential purposes: 1. State Aid less than projected; 9 2. GIC health insurance premiums greater than estimated; and 3. Possible reductions in State/federal grants. State aid is currently estimated to increase by $235,000 or 1.8% in FY2018. The Governor's proposed FY2018 budget will be presented on January 25, 2017, providing a first indication of State Aid for FY2018. The Legislature will likely approve the FY2018 State budget, however, after the conclusion of Town Meeting. The Town's health insurance rates, as established by the Group Insurance Commission (GIC), will not be known until early March. This $618,148 in unallocated revenues, therefore, would be available to offset lower than estimated State Aid or greater than estimated health insurance rates. Concluding Thoughts A Sustainable and Transparent Budget Reflecting Board of Selectmen Goals and Priorities Retiring ICMA Executive Director Bob O'Neill recently provided his perspective on the importance and challenges of local governments today. Bob explained that, "...there has never been a more important time for the `symphonic skills'where the whole becomes greater than the sum of the parts. In today's world, these skills are worth their weight in gold. They are important for the profession and important for our communities. " In presenting this FY2018 Preliminary Budget, the Senior Management Team and I are committed to working with the Board of Selectmen and financial committees in striking a balance in the allocation of projected revenues for Town services, educational programs and capital improvements in a manner that will be sustainable for the community, as has been articulated through the leadership actions, behaviors and visions of the Selectmen and various policy and advisory committees. The Senior Management Team also want to recognize the extraordinary contributions of `retiring' Selectman Norman Cohen. Selectman Cohen's knowledge of municipal finance, drafting of the Town Meeting Warrant and Motions, and support of the Town staff will be missed greatly. Other than the members of the Board and Town staff, few residents in Town will ever realize or appreciate the dedication Selectman Cohen has for Lexington and his tireless efforts in this regard. The budget decisions you will have to make are not easy ones,particularly in light of the many important capital projects facing the Town in the coming years. The previous policy decisions by the Board of Selectmen to establish reserve funds have placed the Town in a sound financial condition for FY2018. We must continue to be vigilant in our financial planning, however, as our school population continues to increase,placing new demands on operating and capital budgets. The Operating and Capital budgets are about priorities. These budgets should be strategic in explaining what we do, why we do it, when we do it, and how we propose to invest the resources of our taxpayers to achieve the results our community desires. 10 While focusing on long-term priorities sometimes takes a back seat to the immediate demands placed on Town officials, it is important to strike a balance among these competing demands. We hope this document is helpful in this regard. In preparing this Preliminary Budget, Town and School department staff strived to create a document that presents the budget in a manner that meets the requirements and expectations of our boards, committees, Town Meeting members and residents. The best way for the Selectmen, our financial committees, Town Meeting members and residents to explore Town operations in depth and with a critical eye is for us to be as transparent as we can in everything we do. This FY2018 Preliminary Budget proposes close to $207,000,000 in General Fund spending, $23,000,000 in Enterprise Fund spending, $3,600,000 in Revolving Fund spending and $107,000,000 in capital projects. We hope this document is comprehensive enough so that the readers understand where Town revenue comes from and what it is spent on, yet succinct enough that the details are not overwhelming. Each year I challenge myself and the staff to improve this budget document, but know we can always do better and welcome comments to do so. As I submit my 12'h operating and capital budget to the Board of Selectmen I continue to witness and appreciate the Board of Selectmen's commitment to our residents through transparency and integrity in policy setting and management of Town affairs. This commitment is also seen by the dedication and actions of our hundreds of volunteers, committee members and Town Meeting Members whose primary desire is to preserve Lexington as a quality community. The Board of Selectmen can be proud of the standard it has set that we are one Community, not a series of unrelated entities and constituent groups. As Bob O'Neill commented, the Lexington Board of Selectmen have distinguished themselves for their `symphonic skills' in leading this community. The operating and capital budget the Board recommends to Town Meeting is the single most important policy document considered each year. It reflects many competing interests, but in the end has been and should continue to be a reflection on what is best for the Town as a whole. I look forward to working with the Selectmen to address the Town's challenges in the coming years, as the united community we are. Very truly yours, Town Manager ll C) rl fu ol fu O N I- j 7 j L L L L U- W U- M° N 7 � m � N N C 1p E of N C O (6 i O U O O N — N N OO C N O 0- 0 N N O U O N 10 W O U) O N i a) ..- N O) N m Cc: Q O � N (6 O 0-0 m > O N N ✓ ,� � E C E O U m � m W^'iIC' p U o E U !_ III O U O mn O n O O N N N U U — N —O W N G E O)o L O rn U 1= E (6 6 N 3: M 7 •.�. LL (n m m LLLL H m IO H II Ir -25 N (O N N � � SIC' N E E Q (6 (6 (6 UUI O > a) C C C U O N U rn iN z O m i CO w 0 C i N m N E i a o n 6 ' ) E a�i a ^SIC a o E °� oo, (7 0 .6 rn E 0-0 0 w E m c co 0 N U I.L R m E m O m 06 N co C ~ U1 N WW N N .Q o o � o.3 o N °° Qo > U �o Qrn (U C) o m' C O o 0 o N .�o Q m >- fu I- d Y N Q � O a N 3 � = 3 00 00 N — N .O >N O N N > N N > > of O O m E N dm N wrn C%l 00 0 - " E m �O E d E N .� o f m E E E c O E O U 0 U) C1 voi o O o N 3 E R o N w33 � m OQ Qom' OUGHZUH O � UU � UUU 6}L F rn G o This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Section I Budget Overview Town of Lexington, Massachusetts Summary of Revenues and Expenditures The summary below shows revenues & expenditures for the Town of Lexington for FY2015- 2018. It reflects actual results of FY2015 and FY2016, FY2017 estimated revenues and budgeted expenditures submitted to the Department of Revenue for the certification of the FY2017 tax rate, and the budget recommendations of the Town Manager and School Superintendent for FY2018 budget and projected revenues to support those recommendations. Revenue Summary FY2015 Actual FY2016 Actual FY2017 Recap FY2018 Projected Tax Levy $ 148,212,539 $ 154,750,150 $ 161,865,816 $ 168,509,344 State Aid $ 11,193,462 $ 11,568,637 $ 13,317,118 $ 13,552,552 Local Receipts $ 15,325,125 $ 15,776,739 $ 11,567,308 $ 12,164,750 Local Receipts not shown on Recap $ - $ - $ 472,232 $ - Available Funds $ 11,012,293 $ 15,654,839 $ 11,995,171 $ 15,550,728 Other Available Fund: Use of $ 919,000 $ 620,567 $ 710,000 $ 595,000 Capital Stabilization Fund Revenue Offsets $ (2,492,221) $ (2,905,154) $ (1,654,429) $ (1,983,047) Enterprise Funds (Indirect) $ 1,487,905 $ 1,617,576 $ 1,629,135 $ 1,674,112 Total General Fund $185,658,103 $197,083,353 $199,902,352 $210,063,439 General Fund Expenditure Summary Education Lexington Public Schools $ 85,272,802 $ 89,282,114 $ 97,293,299 $ 101,850,333 Minuteman Regional School $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 Subtotal Education $ 86,517,186 $ 90,454,850 $ 98,670,748 $ 103,360,572 Municipal Departments $ 32,227,123 $ 33,006,858 $ 34,602,493 $ 35,448,750 Shared Expenses Benefits &Insurance $ 27,625,569 $ 29,288,488 $ 33,609,476 $ 35,319,387 Debt (within-levy) $ 6,524,620 $ 6,740,537 $ 7,199,028 $ 7,418,523 Reserve Fund $ - $ - $ 900,000 $ 900,000 Facilities $ 9,894,474 $ 9,820,826 $ 10,002,416 $ 10,402,987 Subtotal Shared Expenses $ 44,044,663 $ 45,849,851 $ 51,710,920 $ 54,040,896 Capital Cash Capital (designated) $ 5,958,118 $ 4,642,987 $ 5,619,429 $ 6,247,099 Subtotal Capital $ 5,958,118 $ 4,642,987 $ 5,619,429 $ 6,247,099 Other Other (allocated) $ 7,049,726 $ 10,904,668 $ 8,826,530 $ 10,347,974 Other (unallocated) $ - $ - $ - $ 618,148 Subtotal Other $ 7,049,726 $ 10,904,668 $ 8,826,530 $ 10,966,122 Total General Fund $175,796,815 $184,859,215 $199,430,120 $210,063,438 Sur lus/ Deficit 9,861,288 12,224,139 472,232 0 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 I-1 o 0 0° o 0 0 ' o 0 0 0° o 0 0 0\° o °o° o o °o° o 0 0° o 0 0° °o° o 0 0° 1,0 '1J 00 V O V (O M O p O I- fO 00 (O a0 O co (O 00 fO ,4 p 00 M O P O O N U7 (O V N N (A p 00 (O (O O V O V O V U') U') I- LO Uj V O (D M T N (O O M p O N p O (O N ('V y U � V O O M LO O lf') () LO CD N (O 00 (A V U) V p (O O LID M O N O 00 LO () 00 O V 00 U7 m I- I.- r V LO lf') O) O (O LO LID (D r- C O I� 00 O II- I� O N O W O (, 'l V a Il O h V (O O I- 00 In N N O (6 I- N a) O M M I- U') O) V M p O T r- M O O W lf') M N 00 I- to In U7 M 00 LO V U7 M N O 00 O O N 00 (1) N N N M N (O \ V LL a LQ (O N M N U') N V M M O m V N Q s t V 6p,6p, 41) 6p,6p,6p,6p,6p,6p,6p, IZS (»(»(»6S (»(» 41) (»(» 41) (»(»bs 6p,6p,bs 41) (»(» 0) IZ 1 M O N 1- O 1- O O M O I, I- U7 M O I- co r- V M 00 (O M M h M N I- O 00 O W (A LO r- N O 00 T O O (O N W (O 1� f0 M O qj M N LID LO (O U7 O I- 00 O M M N 00 LOO O 00 00 V N M U7 co- O O OA 00 M 00 V O O_ O L 1 V O O M_ O 0; 0) N (O a0 O N O O I� 00 00 N p M 00 N 00 U7 4 0o LO (O U7 — 00 O O U7 V U') 00 le U') CO M I- (O U7 N co 0) M co r o0 lf') M r- Lr N co I� N M (O O r- R O V O O V 't cl 00 W o0 V) r) N O V O O LL O EE co O O U7 N (y LO O V U7 a) U7 (O V) (O M N N N 0 LL 0 LL 69T 69T v) ff)69T 69T 69T 69T ff)ff) F9 V)69T 69T E9 (f)69T v) ff)ff) v) 69T ff)E9 (f)69T E9 v) 69T 61 An T 00 in O W) rn m 00 N rn I- m (C o m N ' N N LO r- N C14 LO W)LLB N 0 LL Q (»(» cn (»(»(»(»(»(»(» 6S (»(»(»6S (»(» V� (»(» AF� (»(»f,91 (»(»f,91 AF� (»(» 4F� M O N M O M O N mOLO ( I- U') M O r N V W) Vrl- ce) () (O ce) W)N N lf I� N O 00 W (O 1z O O OO 7 (O00 M ( O O 00 N rN ) O � ) m00 l) 00 O O_ O V) V 0 0 0 M O r) () N (() a0 O N (O 00 I- W) 00 N p M 00 N N U') 00 O U7 (O LO (O O O LOW V LO ; O O O V 1* M I- � (O LO N M O M N 0 N a oc lf') M r- Lr N 00 N N (O O r- R () V O cl (M M cl 00 W 00 LO rl' N O V O N O co O V) N U) LO - N: O M LO (1) LO p LO p M N N LL aI 69 69 ER 69 6p,6p,6p,6p,Ef)Ef) E9 (f)ER 6f E9 6f 6f Vi 6f ER ER ER ER E9 V)ER E9 ER ER ER ER (A (A 00 I- r- U7 O LO�N O p (O 00 V W O (O O V 00 N M M p U') O p N 1- (1)() V 1* M M N O (O O I,. 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It includes: • General Fund Revenue Description II-2 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 II-1 Section II Revenues Town of[exington, Massachusetts The summary below presents General Fund Operating Revenues, Total General Fund Revenues and Net General Fund Revenues. General Fund Operating Revenues include all revenues projected as available for use in FY2018 whose sources recur annually. Total General Fund Revenues include annually recurring and non-recurring sources of revenue. Net General Fund Revenues are Total General Fund Revenues less revenues recommended to be set-aside to fund designated expenses. In FY2018, Total General Fund Revenues are projected to increase by approximately $10.1 million, or 5.1%. Net General Fund Revenues, those available to support school and municipal operating budgets, are projected to increase by $10.3 million, or 5.6%. FY2017-18 Change General Fund Revenue Surrniary FY2015 Actual FY2016 Actual FY2017 Recap FY2018 Projected $ Property Tax Lev Table 1 $ 148,212f539 $ 154 750 150 $ 161 865 816 $ 168 509 344 $ 6 643 528 4.1% State Aid Table 2 $ 11 193 462 $ 11 568 637 $ 13 317 118 $ 13 552 552 $ 235 434 1.8% Local Receipts (Table 3) $ 15,325,125 $ 15,776,739 $ 11,567,308 $ 12,164,750 $ 597,442 5.2% Local Receipts not shown on Recap $ - $ 472,232 $ (472,232) - Total Local Receipts $ 15,325,125 $ 15,776,739 $ 12,039,540 $ 12,164,750 $ 125,210 1.0% Available Funds Table 4 $ 11 012 293 $ 15 654 839 $ 11 995 171 $ 15 550 728 $ 3 555 557 29.6% Other Available Funds -Use of $ 919,000 $ 620,567 $ 710,000 $ 595,000 $ (115,000) -16.2% capital Stabilization Fund (Table 4a) Revenue Offsets Table 5 $ 2 492 221 $ 2 905 154 $ 1 654 429 $ 1 983 047 $ 328 618 19.9% Enterprise Receipts Table 6 $ 1 487 905 $ 1 617 576 $ 1 629 135 $ 1 674 112 $ 44 977 2.8% Total General Fund Operating $ 185,658,103 $ 197,083,353 $ 199,902,352 $ 210,063,439 $ 10,161,087 5.1% Revenues Less-Revenues Set-Aside for $ 14,405,660 $ 16,348,222 $ 15,189,559 $ 15,082,120 $ (107,439) -0.7% Designated Purposes I let General Fund Revenues $ 171,252,443 $ 180,735,132 $ 184,712,793 $ 194,981,319 $ 10,268,526 5.6% Detailed Description: Property Tax Levy: The FY2018 property tax levy is projected to increase approximately $6.6 million, or 4.1%. The projected levy is a function of the FY2017 levy limit increased by 2.5% per Proposition 2 1/2, plus an increment for new growth. FY2018 new growth will be a function of construction activity for the period July 1, 2016 to June 30, 2017. FY2018 new growth is estimated at $2,500,000 based on a review of historical data on new growth. State Aid: The major categories of FY2018 state aid (Chapter 70 and Unrestricted General Government Aid) are projected to increase 2.0% from their FY2017 level, with total state aid projected to increase 1.8%. Final FY2018 state aid numbers are likely to be known in June 2016 when the Legislature adopts, and the Governor signs, the FY2018 State budget. Local Receipts: FY2018 projections for each category of receipt are based on the history of actual collections and projections of 3 and 5 year historical averages, unless otherwise specified in the supplemental tables of this document. FY2018 local receipts are estimated to increase by approximately $125,000 or 1% over FY2017 estimates. A contributor to this growth is an increase in the estimate rental revenue to underwrite projected debt service to finance the replacement of the roof at the Munroe Center for the Arts. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 II-2 Section II Revenues T~7 of Lexipgtop, Massachusetts I FY17-18 Change FY 2015 Actual I FY2016 Actual I FY2017 Recap W2 018 projecte d Table 1:Property Tax Levy Tax Levy L$ 141,843,659 $ 148286,733 $ 154,781.,455 $ 161,960:336 $ 7,178,880 4.6% Prop.2.5% $ 3,546,091 $ 3:709,681 $ 3,869,536 $ 4,049008 $ 179,472 4.6% New Growth $ 2,896,9813 $ 2,772,633 $ 3,309,344 $ 2,500,000 $ (809,344) -24.5% ( ,19 ... Override/Excess Levy Capacity $ (74,194) (18,897) $ (94.51 Subtotal $ 148,212,539 $ 154,750,150 $ 161,865,816 $ 168,509,344 $ 6,549,008 4.00/a Table 2:State Aid Chapter 70 $ 9,584,428 $ 9,968,536 $ 11,631,074 $ 11,863,695 $ 232,621 2.0% Charter School Reimbursement $ 1,786 $ 893 $ 7,728 $ 1,790 $ (5,938) -76.8% Unrestricted General Government Aid $ 1,363,715 $ 1,412,809 $ 1,473,560 $ 1,503,031 $ 29,471 2.0% Veterans'Benefits&Exemptions $ 169,557 $ 139,502 $ 158,221 $ 137,500 $ (20,721) -13.1% Offsets(School Lunch&Library) $ 73,976 $ 46,897 $ 46,535 $ 46,535 $ - 0.0% Subtotal $ 11,193,462 $ 11,568,637 $ 13,317,118 $ 13,552,552 $ 235,434 1.8% Table 3:Local Receipts Motor Vehicle Excise Tax $ 4,941,045 $ 4,953,052 $ 4,498,469 $ 4,600,000 $ 101,531 2.3% Other Excise $ 1,698,096 $ 1,727,554 $ 1,425,803 $ 1,496,000 $ 70,197 4.9% Penalties&Interest $ 522,301 $ 595,423 $ 329,699 $ 350,600 $ 20,901 6.3% PILOT's $ 564,588 $ 569,564 $ 565,061 $ 596,000 $ 30,939 5.5% Rentals $ 287,082 $ 255,391 $ 263,378 $ 321,850 $ 58,472 22.2% Departmental-Schools $ 601,557 $ 514,090 $ 480,807 $ 450,600 $ (30,207) -6.3% Departmental-Municipal $ 1,632,981 $ 2,386,903 $ 1,774,274 $ 1,874,000 $ 99,726 5.6% Licenses&Permits $ 3,404,491 $ 2,577,947 $ 1,622,239 $ 1,812,570 $ 190,331 11.7% Special Assessments $ 43,110 $ 27,645 $ 19,649 $ 17,830 $ (1,819) -9.3% Fines&Forfeits $ 284,355 $ 274,569 $ 288,724 $ 302,300 $ 13,576 4.7% Investment Income $ 304,213 $ 332,126 $ 299,206 $ 343,000 $ 43,794 14.6%� Miscellaneous Non-Recurring $ 1,041,307 $ 1,562,474 $ - $ - $ - Local Receipts not shown on Recap $ - $ - $ 472,232 $ - $ (472,232) Subtotal $ 1.5,325,125 $ 1.5,776,739 $ 12,039,540 $ 12,164,750 $ 125,210 1.00% Table 4:Available Funds Parking $ 335,000 $ 395,000 $ 625,265 $ 385,000 $ (240,265) -38.4% Cemetery Perpetual Care Fund $ 105,000 $ 105,000 $ 105,000 $ 55,000 $ (50,000) -47.6% Cemetery Sale of Lots Fund $ - $ - $ - $ 40,400 $ 40,400 Free Cash $ 9,380,309 $ 13,087,810 $ 9,870,618 $ 14,087,869 $ 4,217,251 42.7% Health Claims Trust Fund $ 1,000,000 $ 1,858,947 $ 1,200,000 $ 750,000 $ (450,000) -37.5% Transp.Demand Mgmt.Stab.Fund $ 88,000 $ 137,000 $ 137,000 $ 141,000 $ 4,000 2.9% Traffic Mitigation Stabilization Fund $ - $ - $ 30,000 $ - $ (30,000) Center Improvement District Stabilization $ - $ $ - $ 27,000 $ 27,000 Munroe Cemetery Fund $ 5,000 $ 5,000 Avalon Bay School Enrollment Mitigation Fund $ 49,096 $ $ - $ - $ - Balances from Prior Yr.Capital Articles $ 54,888 $ 71,082 $ 27,288 $ 59,459 $ 32,171 117.9% Subtotal $ 11,012,293 $ 1.5,654,839 $ 11,995,171. $ 1.5,550,728 $ 3,555,557 29.6% Table 4a:Other Available Funds Capital Stabilization Fund I $ 919,0001 $ 620,5671 $ 710,0001 $ 595,0001$ (115,000) -16.2% Subtotal $ 919,000 1 $ 620,567 $ 710,000 1 $ 595,000 1 $ (115,000)1 -16.20 Table 5:Revenue Offsets Cherry Sheet Assessments $ (811,754) $ (817,550) $ (856,533) $ (886,512) $ (29,979) 3.5% Cherry Sheet Offsets $ - $ $ $ $ SchoolLunch $ (26,514) $ $ $ $ Public Libraries $ (47,462) $ (46,897) $ (46,535) $ (46,535) $ - 0.0% Overlay(abatements) $ (953,485) $ (750,000) $ (751,361) $ (750,000) $ 1,361 -0.2% Health Withholding Account Deficit $ - $ (647,057) $ $ - $ - Snow Deficit $ (653,006)1 $ (643,650) $ - 1 $ (300,000)1$ (300,000)1 Subtotal 1 $ (2,492,221.)l $ (2,905,154)1 $ (1,654,429)1 $ (1,983,047)1 $ (328,618)1 19.90% Table 6:Enterprise Receipts Water $ 789,275 $ 898,614 $ 877,411 $ 872:458 $ (4,953) -0.6% Wastewater(Sewer) $ 465,030 $ 478,354 $ 503,898 $ 546827 $ 42,929 8.5% Recreation $ 233,600 $ 240,608 $ 247,826 $ 254,826 $ 7,000 2.8% Subtotal $ 1,487,905 $ 1,617,576 $ 1,629,135 $ 1,674,112 $ 44,977 2.80% Gross General Rind Revenues $ 185,658,103 $ 197,083,353 $ 199,902,352 $ 210,063,439 $ 10,161,087 5.1% Revenues Set Aside for Designated Expenses $ 14,405,660 $ 16,348,222 $ 15,189,559 $ 15,082,120 $ (107,439) -0.70/a Net General Rind Revenues Available for Appropriation $ 71,252,443 $ 180,735,132 $ 184,712,793 $ 194,981,319 $ 10,268,526 5.6% FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 11-3 Section II Revenues Town of[exington, Massachusetts Available Funds: Available Funds are projected to increase by approximately $3.6 million or 29.6%. This increase represents a net change driven by— • a $4.2 million increase in free cash based on the July 1, 2016 free cash certification as compared to the amount that was appropriated to support the FY2017 budget; • a decrease of $450,000 in the proposed use of the Town's Health Claims Trust Fund to underwrite the Town's share of FY2018 GIC premiums. In FY2018, it is proposed that $750,000 be used for this purpose thus freeing up $750,000 in the tax levy to continue progress in funding the Town's OPEB liability; • a $240,000 decrease in the use of parking meter funds representing a one-time use of this amount in FY2017 to complete the replacement of downtown parking meters; and • a $50,000 decrease in the use of the balance from the Cemetery Fund due to a trend of declining balances in that Fund. Another component of Available Funds is the proposed use of $141,000 of the Transportation Demand Management Stabilization Fund to finance the Lexpress service and the Town's contribution to the REV Shuttle. In FY2017, $710,000 was appropriated from the Capital Stabilization Fund to fund the ongoing mitigation of the debt service impacts of the financing of large capital projects including the LHS modular classrooms construction. It is proposed that $595,000 be appropriated in FY2018 to continue mitigation of debt service to hold increases to a 5% target. Revenue Offsets: Revenue Offsets are projected to increase by approximately $329,000 or 19.9%. Revenue Offsets represent the set-aside of a portion of projected revenues needed for particular purposes including: (1) the component of state aid (Public Library aid reimbursement) that is distributed as Cherry Sheet aid, but, in fact, is a categorical grant that is not available to support General Fund operations; (2) cherry sheet assessments - estimated charges to be levied by the Commonwealth to cover the costs of state and regional services provided to the Town. Cherry Sheet Assessments assume a 3.5% increase in FY2018; (3) the Assessor's Overlay account which covers the cost of abatements and exemptions granted to property taxpayers ; and, (4) potential snow and ice deficits. The FY2018 increase in total revenue offsets is driven by the set-aside of $300,000 in estimated FY2018 revenue to cover a potential snow and ice deficit at the end of FY2017. No such deficit occurred in FY2016. Enterprise Receipts: Enterprise Receipts are increasing by 2.8%, or $44,977 based on an updated indirect cost analysis. This category of revenue represents transfers from the Water, Sewer and Recreation Enterprise Funds to the General Fund to cover General Fund expenditures that support the operations of the water, sewer and recreation departments. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 II-4 Section II Revenues Town of[exington, Massachusetts Revenues Set Aside for Designated Expenses:This represents components of Gross General Fund Revenues that are set aside for designated purposes. The proposed purposes are shown in the table below. Financing Sources Tax Levy Free Cash Other Total Notes 1 Set-Aside for Unanticipated $ 200,000 $ $ 200,000 Reserved for appropriation at the 2017 annual Current Fiscal Year Needs town meeting to fund supplemental 2 Other Post-Employment $ 750,000 $ 1,079,721 $ $ 1,829,721 $750,000 from the tax levy made available Benefits(OPEB) from the proposed use of this amount from the Health Insurance Claims Trust Fund to fund FY2018 Health Insurance. 3 Unallocated $ $ 618,148 $ $ 618,148 Set-aside for as yet identified FY2018 purposes. 4 Cash Capital $ $ 3,509,459 $ $ 3,509,459 5 Capital Stabilization Fund $ $ 5,000,000 $ $ 5,000,000 To meet future capital/debt service needs. 6 Appropriate From Capital $ $ - $ 595,000 $ 595,000 Proposed use of Capital Stabilization Fund to Stabilization Fund hold debt service increases to 5%annually. 7 Street Improvement Program $ 2,542,927 $ $ - $ 2,542,927 Consistent with long-term street maintenance plan. 8 Municipal Building Envelope $ 194,713 $ $ $ 194,713 Initially funded in 2006 override; increases by and Systems 2.5%per year. 9 Senior Service Program $ 30,000 $ $ $ 30,000 Tax work-off program. 10 Warrant Articles $ 40,000 $ $ 40,000 Getting to Net Zero 11 Set-Aside for Tax Levy $ 220,152 $ - $ $ 220,152 Support of Community Center Program(Transfer to Article 5) 12 Comprehensive Plan $ 302,000 $ $ 302,000 Development 00015,082,120 14 Operating Budget $ 3,800,000 $ 3,800,000 $3,800,000 of Free Cash to support the FY2018 operating budget. 000 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 II-5 Section III: Program 1000: Education This section includes detailed information about the FY2018 Operating Budget & Financing Plan for education. It includes: • 1100 Lexington Public Schools III-2 • 1200 Minuteman Regional High School III-10 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III-1 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Mission/Vision Statement: The Lexington Public Schools serve to inspire and empower every student to become a lifelong learner prepared to be an active and resilient citizen who will lead a healthy and productive life. Educators, staff, parents, guardians and community members will honor diversity and work together to provide all students with an education that ensures academic excellence in a culture of caring and respectful relationships. The Lexington Public Schools is responsible for providing a high-quality education program to all school age residents residing within the boundaries of the Town of Lexington. Lexington Public Schools focuses on continuous improvement and strives to be a collaborative, high-performing District. This helps ensure that its mission is met and all students are successful. In order to support the curriculum, a myriad of support services are provided daily to our students. The school system provides competitive student-teacher ratios; programs such as arts, music, drama, physical education, wellness, athletics, world language, school counseling, interventions, enrichments, advanced placements; individualized education plan supports; and various specialists and coaches throughout the District. Budget Guidelines: On September 6, 2016, the School Committee voted the FY2017-18 budget guidelines and requested that the Superintendent present a level-service budget that addresses the twelve highlighted areas. These guidelines serve as the basis for the Superintendent's Recommended Budget in FY2017-18. For purposes of clarification, a level-service budget is defined as the funds necessary to replicate the current level of services provided, accommodating increases in enrollment, all legal requirements, including current collective bargaining requirements and special education laws. The FY2017-18 budget guidelines are as follows: In order to provide for the educational needs of Lexington students, the Superintendent will develop a fiscal year 2018 budget that will: 1. Ensure all legal and contractual mandates will be met. 2. Include sufficient operating and capital funds to — (a) continue the current level of services; (b) be responsive to projected enrollment growth and corresponding needs: staffing, instructional supplies, and facility needs; (c) move the district forward in meeting the increasing demands for technology and technology services in our different educational settings. 3. Ensure professional staffing guidelines will be met. 4. Maintain capital assets in order to support the instructional program, protect the physical assets of the Town of Lexington, and ensure the health and safety of our students and staff. 5. Continue to identify and plan alternatives that will provide existing services and programs in more cost-effective ways. 6. Identify ways to reduce costs, if there are insufficient monies available to fund a level-service budget. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 2 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts 7. Identify funds necessary to implement a central registration process that addresses space needs for all students including any future student assignments, as well as feeder patterns for our middle schools and special education programs. 8. Identify funds necessary to implement a new administrator induction program. 9. Identify funds to support effective special education programs PreK-12, including required program evaluations. 10. Identify funds necessary to address hardware and network impacts for phase-in plan for computer-based MICAS testing. 11. Identify funds necessary to support the implementation of H4406, Dyslexia screening bill. 12. Identify costs associated with changes in school start times. Recommended Budget and Summary of Significant Budget Changes: The recommended budget for FY2017-18 is $101,850,333, which requires an additional $4,557,034. The FY2017-18 request represents an increase of 4.68% over the FY2016-17 appropriation. FY 2017 FY 2017 FY 2018 Dollar Percent Appropriation Summary FY 14Actual FY 15Actual FY 16Actual Budget Budget(adj) Recommended Increase Increase Salary and Wages $ 68,264,740 $ 73,057,650 $ 76,222,211 $ 81,785,398 $ 83,074,346 $ 85,741,387 $ 2,667,041 3.21% Expenses $ 11,700,076 $ 12,215,151 $ 13,059,903 $ 15,507,901 $ 14,218,953 $ 15,913,795 $ 1,694,842 11.92% Total 1100 Lexington Public Schools $ 79,964,816 $ 85,272,801 $ 89,282,114 $ 97,293,299 $ 97,293,299 $ 101,655,182 $ 4,361,883 4.48% 'Amounts shown are general fund only and does not reflect spending supported by Labbb Credit,Circuit Breaker Funds,Revolving Funds,or local/state/federal grantfunds Transfer to Unclassified(Health,Medicare,Workers Comp) $ 195,151 12.30 FTE Total Recommended $ 101,850,333 $ 4,557,034 4.68% Unallocated from Revenue Allocation Model $ 1,875,479 As described above, the total recommended budget increase is 4.68% over the FY2016-17 appropriation, inclusive of benefits, Medicare, and Workers' Comp costs associated with new positions. For comparison, the FY2016-17 budget recommended an increase of 6.16% ($5,666,900) above the FY2015-16 appropriation, inclusive of benefits, Medicare, and Worker's Comp costs associated with new positions. The FY2017-18 budget recommends that the salaries and wages line increase by $2,667,041 (or 3.21%) to support the addition of 12.30 FTE included in this budget. For comparison, the FY2016-17 budget recommended an increase of $3,158,074 (or 4.02%) to accommodate the recommended increase of 30.00 FTE. The expense line is recommended to increase by $1,694,842 (or 11.92%) over the FY2016-17 appropriation. The increase in the expense budget is largely driven by three main factors. These include the increases in the Regular Ed Transportation, Special Ed Transportation, and Out-of-District Tuition budget lines. These three budget lines are recommended to increase by $1,468,948. This is approximately 86.7% of the recommended expense budget increase. The remaining 13.3% of the FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 3 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts increase ($225,894) is a function of per-pupil adjustments, cost of living adjustments, and other minor expense requests. For comparison, the FY2016-17 budget recommended an increase of $2,074,909 (or 15.45%). The major drivers in the recommended school budget are a result of the following explained in further detail: Negotiated Salary Increases: The FY2017-18 budget includes funding for all negotiated bargaining unit increases and non-union positions. This includes both step increases and cost of living adjustments (COLA). Estimated amounts are used for both contracts that remain unsettled as well as non-bargaining units. The current status of collective bargaining agreements and corresponding expiration dates can be seen below: Bargaining Unit Contract Term LEA- Unit A 09/1/15-8/31/18 LEA- Unit C 09/01/15-08/31/18 LEA- Unit D 07/01/15-06/30/18 LEA-Tech 07/01/15-06/30/18 ALA-Administrators 07/01/15-06/30/17 Enrollment Increases and Corresponding New Positions: During the past five years, K-12 enrollment at Lexington Public Schools has increased by 620 students (+9.7%), or an average of 124 students per year (1.9% per year). These past increases have had a direct impact on the School Department operating budget each year to accommodate these new students and maintain the level of programming offered by Lexington Public Schools. The District has completed an updated version of the Lexington Public School Enrollment Projections based on the Enrollment Advisory Group's methodology. The updated projections are generally higher than the last year's projections with generally narrower confidence intervals. These projections show that next year, the K-12 enrollment is projected to increase by 169 students (6,994 to 7,163), which is an increase of 2.42%. Over the full five year period the projection shows a total increase of 802 students (for a total of 7,796 students; or 11.5% higher than current levels) from FY2016-17 levels (about 2.3% per year). In order to better demonstrate the full impact of increasing enrollment to date and the projected trends visually at the various levels (elementary, middle school, high school) three charts have been provided below: FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 4 Program: Education 1100 Lexington Public Schools T~7 of Lexington, Massachusetts Elementary School Enrollment: History and Forecast for FY2018 to FY2022 (HDM) —History Forcecast Lower 90th Upper 90th 3700 3600 F=aili Yeaf Proqj,EnrO 017_18 317 317i'±107 3500 '018.19 3232 t:137 f 20,19 20—T 279± 163 O-2021 23-3 — 3400 72 231 00 P 20410-22 3417 262 Ki 3300 3200 rr 3100 z 3000 2900 28M 2700 000 2600 1 01 % 0, O -b +1� �' �' -'0 any �'O �O 0, RSCALYEAR Middle School Enrollment: History and Forecast for FY2018 to FY2022 (CSM) .............................-History --Forcecast Lower 90th Upper 90th 1950 2850 1750 0011 1650 z 1550 � 1000 8 0 1450 0 w 1350 2 D z 1250 hscW Year Pro.CnrcA 1150 2017-18 1789±30 2016 19 184,6 t 35 1050 20,19-20 1869±45 j��L 1923± 55 950 2020-2 2 850 RSCALYEAR FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 111 - 5 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts High School Enrollment: History and Forecast for FY2018 to FY2022 (CSM) History .IIIIIIIIIII..Forcecast Lower90th Upper90th 2450 2350 /- � uulllll ' 4p 2250 / umull ii�t� m 2150 uuu w r w 2050 � '. IIIIIIIIIIIIIIIIIII""'Illllllllll 1950 � W°01""" � I IIIII Illullll III I III II I I I III III I I r Ilu Ilu I O 1850 .........Fiscal Year Proj.Enroll 2017-18 2196 3 35 Z 1750 2018-19 2239 3 55 2019-20 2317 3 75 1650 2020-21 2335 3 95 2021-22 2467 3 115 1550 1450 1350 O) 0d 09 ZO ZZ Z, Z', ZQ Zs, 76. Z> 78 Zy 0 09 ZO IV ZS, Z6. Zj 78 Zy 20 FISCAL YEAR In order to address the increasing enrollment projected for FY2017-18 (169 students, or 2.42%), additional positions are included in the recommended budget. A total of 10.27 FTE are linked with the increasing enrollment in Lexington, and the necessary staffing needed to maintain the quality and level of service. In total, the recommended increase in staffing for the 2017-18 budget year is 12.30 FTE. Special Education Costs: The FY2017-18 budget includes an increase of $762,240 to fund the cost of out-of-district tuitions next year. While the overall average cost for an out-of-district tuition placement is projected fairly flat, there was an overall increase in total number of projected students to be placed out of district (133 students to 138 students). Additionally, the District is projecting a reduction in the Circuit Breaker claim amount due to students graduating, aging out of the system, or relocating out of the district. Circuit Breaker claims function on a one-year lag, which means that FY2016-17's expenditures will be reimbursed during the FY2017-18 budget year. It is important that the District adjust its projected reimbursement based on known changes to students both in-district and out-of-district. The FY2017-18 budget includes a reduction of 1.49 FTE for the Special Education Department. While overall District enrollment and staffing is growing, the Special Education Department resulted in a net decrease in overall staffing needs next year. This is the result of diligent review of staffing needs at all levels during the budget process ensuring that positions are re-assigned based on shifts in student enrollment. Positions are only being added where necessary and are being transferred/re-assigned FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 6 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts based on overall District need. This is demonstrated in the Base Changes section of the Recommended Budget section of the Superintendent's Recommended Budget document. Transportation Costs Regular Education Transportation - Regular Education Transportation is recommended to increase $589,812 to address increases in enrollment. The ridership projections used to develop the FY2016-17 transportation budget were exceeded, which resulted in the addition of three buses to address overcrowding and increases in ridership. The FY2017-18 budget accommodates these additional buses as well as estimated increases in contract rates. The FY2017-18 budget plans for the potential addition of more buses to accommodate potential increases in ridership. FY2016-17 is the final year of a five-year agreement with C&W Transportation. Special Education Transportation -Special Education Transportation is recommended to increase $116,896 to address additional service needs for in-district transportation for expanding in-district programs, additional out of district student transportation, and anticipated increase in contract rates. FY2017-18 is the 3rd year of a five year agreement. Capital Projects School Department Capital - The FY2017-18 budget includes a total of $1,529,900 in recommended Capital projects through the Town Capital Improvement Plan. Of this amount, $75,000, will be funded through the School Lunch Program's Revolving fund and $1,454,900 will be funded through the General Fund. The total capital request is comprised of three sections: Food Service Equipment; School Furniture, Equipment, and Systems; and School Technology Capital. Food Service equipment needs to be maintained and replaced regularly to ensure that service levels are met within the program. Administration is currently working with a vendor to begin inventorying all assets under the program to better develop a five-year Capital and Preventative Maintenance Program. Purchasing furniture, equipment, and systems in each of our school buildings is critical to ensuring students and staff have proper furniture and equipment to deliver instruction. The administration is currently developing an inventory system and will work with Principals to develop a more detailed 5-year replacement cycle to identify future fluctuations more accurately. The investment in replacing aging technology equipment and systems as well as investing in future needs/demand is critical to a school system functioning in the 21s'century. State requirements, including online testing for the MCAS, require the District to make investments in Technology to ensure a smooth transition. The administration has assembled an Educational Technology Task Force to develop a multi-year plan, as described later in this section. Public Facilities Capital -The FY2017-18 budget includes a number of projects to continue addressing District capacity and safety concerns. The budget includes projects to ensure our current assets are properly maintained; are used to their maximum extent possible; are safe for both students and staff; and have sufficient long-term capacity to address our continued enrollment growth. The District is currently undergoing major construction projects at both middle schools to expand capacity, which will be available in the fall of 2017. Further, two modulars are being added to Bowman, Bridge, and Fiske each for a total of six modulars, which will be completed in the late spring of 2017. The Town is currently partnering with Massachusetts School Building Authority (MSBA) to address the aging Maria Hastings Elementary School facility, working towards a 30-section elementary school able to accommodate 645 students. Also, most recently, the location of the Lexington FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 7 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Children's Place (LCP) has been identified as preferred at the 20 Pelham Rd. property, which is adjacent to the new Community Center allowing for joint School/Municipal use of the property. This project would allow for the LCP to vacate the current Harrington/Central Office location providing additional needed capacity for the Harrington Elementary School. Longer term discussions have begun to address the continued growth at the aging Lexington High School facility. The original HVAC project has been significantly reduced based on project cost increases and long-term capacity concerns. Enrollment projections continue to show this site growing further strained in the coming years. Long-term planning to address space needs for this location continue to move forward. Federal Grants: The FY2017-18 School Department budget does not recommend any specific set- asides for the potential reduction of Federal Grants based on the upcoming change in administration at the federal level. At this time, there is no indication that the administration is aware of that federal grant programs will experience any reductions. In consultation with the Town, the administration feels it has identified sufficient reserves to address potential reductions in grant awards. Central Registration: The FY2017-18 School Department budget includes staffing for the full implementation of Central Registration district-wide (PreK-12). Staff are currently implementing phase 1 of the Central Registration process spanning PreK-5 registrations starting in January 2017. This initial phase includes the procurement of Registration Gateway to process all registrations electronically; the establishment and outfitting of the Lexington Public Schools Central Registration Welcome Center at Central Office; and staffing to process registrations beginning in January 2017 for incoming families PreK-5. The FY2016-17 budget dedicated 2.0 FTE to launch this first phase. This includes a 1.0 FTE Registration and Enrollment Specialist and a 1.0 FTE Administrative Assistant dedicated to Central Registration. These positions were funded within the FY2016-17 budget allocation approved by School Committee. The FY2017-18 budget includes an additional 1.50 FTE dedicated to Central Registration. These increases were also funded within the School Committee's approved FY2016-17 FTE levels (0.50 FTE transferred from Bowman and 0.50 FTE from Bridge). The additional staffing will support the full implementation of Central Registration spanning PreK-12. Funding is also included for the continued support of Registration Gateway. Central Registration will allow for a consistent registration process and residency verification to take place. Ensuring families are legal residents before enrolling in the Lexington Public School is critically important. The addition of a Residency Officer will help ensure that these requirements are met and monitored regularly. By centralizing the registration process for the whole district this will allow for improved data collection, data consistency, and data accuracy, which is critically important to operating an efficient school system. Administrator Induction Program: The FY2017-18 School Department budget includes funding for stipends to compensate mentors as part of the Administrator Induction Program implemented during the 2016-17 budget year. Educational Technology Task Force: During the FY2016-17 budget year, the Director of Educational Technology has convened a task force to develop a multi-year plan to address the long- term needs of the District and ensure strategic planning is part of the decision making process for Technology. This work is currently underway and the report is expected to better inform the planning process for both the District's Capital and Operating budgets going forward. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 8 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Online MCAS Testing: In FY2016-17, MCAS testing for Grades 4 and 8 is being conducted online. The School Department is able to address the device needs within its existing appropriation. The development of the FY2017-18 budget accounted for these on-going impacts as well as year 2's implementation of web-based MCAS testing for Grade 5 and 7. Funding is included in both the FY2017-18 Capital and Operating budget to accommodate these unfunded mandates. Dyslexia Screening Bill: During the FY2016-17 budget year, the Special Education Department has begun researching methods/systems to address the Dyslexia screening bill currently being reviewed and revised by the Massachusetts Legislature. The latest draft of this Dyslexia Screening Bill (H4406) was last reported favorably and referred to the committee on House Ways and Means. The District continues to monitor this progress and will act accordingly. School Start Times: Starting in the beginning of 2017, the administration will be assembling a task force to further research the impacts of changing school start times. This work will involve multiple stakeholders, which will continue into the FY2017-18 budget year. These meetings will identify any recommendations for School Committee's consideration and corresponding cost impacts. Email Communication System: The FY2017-18 School Department budget will implement the final stages of the transition to a new email communication system. During the FY2016-17 budget year, a task force was assembled to evaluate our current email communication system (FirstClass Client). This process involved multiple stakeholders over the course of four months to research available systems such as FirstClass Client, Google (G-Mail), and Office 365. The task force's recommendation was to shift our district-wide email communication system to G-Mail. This recommendation was approved and staff were notified on December 12, 2016. The transition will occur over multiple months and additional funds are included in the K-12 Technology budget to assure a smooth transition. Per Pupil Expenditure and Consumer Price Index (CPI) Adjustments: The FY2017-18 budget includes funds to adjust expense budgets by a CPI of 2.3%, as published by the Bureau of Labor Statistics, to account for annual increases in costs due to inflation. Additionally, those budgets with per pupil expenditures have been updated based on the official October 1, 2016 enrollment data. The total recommendation to address these increases is $188,073. A full listing of expense budget changes can be found in the Recommended Budget section of the Superintendent's Recommended budget document. The detailed listing of all expense budgets can be found in the Expense section of the Superintendent's Recommended budget document. Program Improvement Needs:The FY2017-18 budget includes no additional staffing for program improvements. The Expense budget includes very minor program improvements totaling $17,780. The detail of these increases can be found in the Recommended Budget section of the Superintendent's Recommended budget document. Budget Documents are available at htt ://IDS.lexinatonma.or /Page/971 . FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III - 9 Program: Education 1200 Minuteman Regional High School Town of Lexington,MA Budget Overview: The Regional School subprogram budget pays for the assessment levied by the Minuteman Regional Vocational Technical School District to support the operations of the School. Minuteman is a regional school, located in Lexington and Lincoln, which provides technical and academic education for students in grades 9-12 from the Minuteman district, which will include 10 towns as of July 1, 2017, and out-of-district students. Minuteman Tech's programs include courses in biotechnology, environmental technology, computer programming, printing, commercial art, cosmetology, early education, carpentry, drafting, auto body repair and welding, as well as four-year academic and college preparatory programs. In addition, adults can pursue a variety of continuing education programs at Minuteman. Lexington's historical enrollment at Minuteman is shown in the table below as of October 1st of each year, the date that enrollments from school districts throughout the Commonwealth are reported to the Massachusetts Department of Elementary and Secondary Education. 10/1/2011 10/1/2012 10/1/2013 10/1/2014 10/1/2015 10/1/2016 High School Students 53 53 47 41.5 49.5 54 Post Graduate Students 8 7 5 3 2 1 Total 61 .0 Appropriated/Authorized Staffing: No Town staff are charged to this budget. Budget Recommendations The FY2018 Town Manager's recommended budget for the Minuteman Regional School assessment is $1,510,239. This is a $132,790 or 9.64% increase over the FY2017 budget, and incorporates approximately $81,651 in debt service for the new Minuteman school building, currently in the design phase. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III-10 Program: Education 1200 Minuteman Regional High School Town of Lexington,MA Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgi'sRec. Increase Increase Tax Levy $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239 $ 132,790 9.64% Enterprise Funds(Indirects) $ - $ - $ - $ - $ $ - $ - Directed Funding(Re\)oWng Funds) $ - $ - $ - $ - $ $ - $ - - Total rr Minuteman $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239r 9.641/6 Appropriation Summary FY2015 I FY2016 FY2017 I FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr'sRec. Increase Increase Compensation $ $ $ $ $ 1$ - $ - Expenses $ 1,244,384 $ 1,172,736 $ 1,377,4491$ 1,510,239 $ $ 1,510,239 $ 132,790 9.64% Total rr Minuteman $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ 1,510,239r Level-Service Requests FY2015 FY2016 FY2017 I FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgi'sRec. Increase Increase Total 1200 Minuteman Regional School $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239 $ 132,790 1 9.647/ Total rr Minuteman $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239r Object Code Summary FY2015 FY2016 FY2017 I FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr'sRec. Increase Increase Salaries&Wages $ $ $ $ $ $ $ Owrtime $ $ $ $ $ $ $ Compensation $ $ $ $ $ $ $ Contractual Services $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239 $ 132,790 9.64% Utilities $ - $ - $ - $ - $ $ - $ - Supplies $ $ $ $ $ $ $ Small Capital $ $ $ $ $ $ $ Expenses $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,51 239 $ $ 1,510,239 $ 132,790 9.64% Total rr Minuteman $ 1,244,384 $ 1,172,736 $ 1,377,449 $ 1,510,239 $ $ 1,510,239r 9.641/6 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 III-11 Section IV: Program 2000: Shared Expenses This section includes detailed information about the FY2018 Operating Budget & Financing Plan for shared expenses. It includes: • 2100 Employee Benefits IV-2 • 2200 Debt Service IV-9 • 2300 Reserve Fund IV-12 • 2400 Public Facilities IV-14 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-1 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Mission: To provide and manage a comprehensive benefits program for Town and School employees and retirees. Budget Overview: Included in the Employee Benefits and Insurance program are costs for the Town's pension assessment, workers' compensation, property and casualty insurance, unemployment insurance, health, dental and life insurance benefits and the Medicare tax. Employee Benefits is comprised of the following: • Contributory Retirement Assessment: The assessment of the Lexington Contributory Retirement System levied to the Town to finance a portion of retirement benefits of Town and non-teaching School employees. This assessment is issued pursuant to Massachusetts General Laws (MGL) Chapter 32 and is based on an actuarial valuation of the funding obligations of the Lexington Contributory Retirement System. In addition to this assessment, employee contributions - ranging from 5% to 11% depending on date of hire - provide the majority of pension system funding. • Non-Contributory Retirement: The cost of benefits for employees who retired prior to the creation of the Lexington Contributory Retirement System. • Employee/Retiree Benefits: The Town's annual contribution for health, dental and life insurance for active Town and School Department employees and retirees, and the Town's 1.45% share of Medicare tax for all employees hired after 1986. • Unemployment Compensation: The cost of unemployment payments for eligible employees separated from Town or School Department employment. The Town self- insures for this expense. • Workers' Compensation: The medical costs incurred by Town and School employees injured on the job, and medical costs of former public safety employees who retired on accidental disability. The Town largely self-insures for this expense, but purchases estop loss" insurance for extraordinary work-related medical claims. The premiums for that insurance are captured in the Workers' Compensation budget. • Property and Liability Insurance: The cost of premiums for policies that: (1) protect the Town against property loss and damage; (2) insure the Town's vehicles; and (3) cover the Town against liability claims. • Uninsured Losses: A continuing balance account for uninsured property losses, settlements and deductibles contained in various insurance policies. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-2 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Authorized/Appropriated Staffing: Staff support is provided through the Town Manager's Office, Human Resources and the Finance Department. Portions of the salaries of four employees are charged to the General Fund health insurance and property and liability insurance budgets. Budget Recommendations: The FY2018 recommended All Funds Employee Benefits and Insurance budget is $35,392,823. This is a $1,714,703 or 5.09% increase from the FY2017 budget. The recommended budget includes the benefits costs (health, dental, life, Medicare and workers' compensation) for two proposed new benefits-eligible municipal positions. Changes Include: 1. A $250,000, or 4.54% increase in Contributory Retirement based on a funding schedule included in the January 1, 2016 actuarial valuation of the Lexington Retirement System. This schedule would result in full funding of the system's unfunded liability by 2024. 2. A $783 or 5.66% increase in Non-Contributory Retirement costs for employees receiving pensions awarded prior to the creation of the Contributory Retirement system. 3. A $181,763 or 11.68% increase in the Town's contribution for the Medicare Tax based on FY2016 actual costs, projected FY2017 and FY2018 salaries and wages, and historical rates of increase in this tax. This increase is partially driven by retiring employees who are not covered by Medicare (pre-1986) being replaced by employees covered by Medicare. 4. A $1,153,219 or 4.87% increase in health insurance costs (All Funds). The FY2018 budget is based on an increase of 8.0% in health insurance premiums across all plans and the projected addition of ninety (90) subscribers (new enrollees to health coverage, either from new retirees, active employees electing to begin or resume coverage, and active employees switching from individual to family plans). The proposed budget does not include benefits for new school positions, but does include benefits for new town positions. The health insurance for prospective school positions is included in the Superintendent's FY2018 recommended budget, and if approved by the School Committee will be transferred to the Benefits budget in the FY2018 Recommended Budget and Financing Plan that will be submitted to Town Meeting. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-3 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts 5. A $13,561 or 1.29% increase in dental insurance costs (All Funds) based on an estimated increase in premium rates of 4% for FY2018. The dental insurance for prospective school positions is included in the Superintendent's FY2018 recommended budget, and if approved by the School Committee will be transferred to the Benefits budget in the FY2018 Recommended Budget and Financing Plan that will be submitted to Town Meeting. 6. No increase in life insurance costs based on projected enrollments. 7. Level-funding of unemployment insurance based on a projection of the number of claimants for FY2018. 8. A $53,095 or 7.10% increase in workers' compensation costs based on FY2016 actual experience, the continuation of $100,000 to finance the medical costs of former public safety employees who retired due to work-related injuries; the continuation of efforts to build a reserve balance in this continuing balance account; and stop-loss insurance for all current and prospective municipal and school positions recommended in the FY2018 budget; 9. A $37,281 or 5.51% net increase in the costs of property and liability insurance based on an estimated increase in premiums of 5%. 10.A $25,000, or 11.11% increase in the budget for uninsured losses. The balance in this continuing balance account as of December 15, 2016 is $834,292. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-4 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 I Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Tax Levy $ 27,098,418 $ 28,713,663 $ 32,995,475 $ 34,602,832 $ 24,661 $ 34,627,493 1$ 1,632,018 1 4.95% Enterprise Funds(Indirects) $ 526,378 $ 572,252 $, 609,209 $ 691,893 $ 691,893 1$ 82,685 1 14.45 Directed Funding(Revolving Funds) $ 83,502 $ 68,645 $ 73,437 $ 73,437 $ 73,437 $ 0.00% Total 00 0•, Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Compensation $ 91,365 $ 113,958 $ 114,501 $ 121,392 1$ $ 121,3921$ 6,891 1 6.02 Expenses $ 27,616,933 $ 29,240,602 $ 33,563,620 $ 35,246,770 $ 24,661 1$ 35,271,432 $ 1,707,812 5.84% Total 00 0•, Level-Service Requests(AII Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Total 2110 Contributory Retirement $ 4,919,154 $ 5,185,638 $ 5,505,537 $ 5,755,537 $ $ 5,755,537 $ 250,000 4.54% Total 2120 Non-Contributory Retirement $ 13,447 $ 13,836 $ 13,837 $ 14,620 $ $ 14,620 $ 783 5.66% Total2130 Medicare $ 1,404,332 $ 1,496,653 $ 1,555,603 $ 1,736,316 $ 1,050 $ 1,737,366 $ 181,763 11.68 Total2130 Health Insurance General Fund $ 18,770,557 $ 20,280,804 $ 23,614,030 $ 24,740,555 $ 22,039 $ 24,762,594 $ 1,148,565 4.86% Total2130 Health Insurance Non-General Fund $ 81,652 $ 62,577 $ 65,213 $ 69,867 $ - $ 69,867 $ 4,654 7.14 Total2130 Dental Insurance General Fund $ 968,888 $ 880,312 $ 1,046,193 $ 1,058,802 $ 815 $ 1,059,616 $ 13,424 1.28 Total2130 Dental Insurance Non-General Fund $ 1,078 $ 3,495 $ 3,432 $ 3,569 $ - $ 3,569 $ 137 4.00 Total 2130 Life Insurance $ 23,222 $ 20,210 $ 25,000 $ 25,000 $ $ 25,000 $ - Total 2140 Unemployment $ 233,370 $ 150,561 $ 200,000 $ 200,000 $ $ 200,000 $ - Total 2150 Workers Compensation $ 402,508 $ 490,589 $ 747,665 $ 800,002 $ 758 $ 800,760 $ 53,095 7.10% Total 2160 Property&Liability Insurance $ 802,581 $ 646,401 $ 676,612 $ 713,893 $ - $ 713,893 $ 37,281 5.51 Total2170 Uninsured Losses $ 87,510 $ 123,484 $ 225,000 $ 250,000 $ $ 250,000 $ 25,000 11.11 Total 00 0•, Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 91,365 $ 113,958 $ 114,501 $ 121,392 1 $ 1 $ 121,3921$ 6,891 1 6.02% Overtime $ - $ - $ $ $ - Compensation $ 91,365 $ 113,958 $ 114,501 $ 121,392 $ $ 121,392 $ 6,891 6.02% Contractual Services $ 27,616,933 $ 29,240,602 $ 33,563,620 $ 35,246,770 $ 24,661 $ 35,271,432 $ 11707,812 5.09% Utilities $ - $ - $ - $ - $ - $ - $ Supplies $ $ $ $ $ $ $ Small Capital $ $ $ $ $ $ $ Expenses I $ 27,616,933 $ 29,240,602 $ 33,563,620 $ 35,246,770 $ 24,661 $ 35,271,432 1 $ 1,707,812 5.09 Total rr Employee Benefits $ 27,708,298r $ 33,678,121 $ 35,368,162 $ 24,661 $ 35,392,823 $ 1,714,703 5.09% Approprations Summary(General Fund Only) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Compensation $ 91,365 1$ 113,9581$ 114,501 1$ 121,392 1 1 $ 121,3921$ 6,891 1 6.02 Expenses $ 27,534,203 1$ 29,174,530 1$ 33,494,975 $ 35,173,334 1$ 24,661 $ 35,197,995 1$ 1,703,020 5.08% Total rr r•476 $ 35,294,725 $ 24,661 $ 35,319,387 $ 1,709,911 5.09% Approprations Summary(Non-General Fund) FY2015 I FY2016 I FY2017 FY2018 I Manager's FY2018 Dollar Percent Actual Actual Restated Requested Add/Del Mgr's Rec. Increase Increase Compensation I I I I I $ - $ - Expenses $ 82,730 $ 66,072 $ 68,645 $ 73,437 6.9$ $ 73,437 $ 4,792 8 Total rr Employee Benefits $ 82,730 r FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-5 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Focus on: Health Benefits — Line Item 2130 While the cost of health insurance continues to be a concern for the Town of Lexington, as is the case with all public and private organizations in this region and across the country, the Town was successful in negotiating with the Employee Health Insurance Coalition to join the State's Group Insurance Commission (GIC) health insurance program, which has helped to slow the growth of this large cost driver. The Town and the Public Employees Committee (PEC) have successfully negotiated a three (3) year successor agreement to remain in the GIC through Fiscal Year 2018. The table on the following page shows the number of employees and retirees enrolled in the Town's health insurance program. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-6 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Table 1: Health Insurance Enrollments(1) FY2017 FY2018 Budget Based Budget Based on Actual on Actual Subscribers Subscribers plus Additional plus Additional Projected Projected Lives shown Lives shown below below Actual Actual Actual Subscribers Subscribers Subscribers November November November November November 2012 2013 2014 2015 2016 (FY2013) (FY2014) (FY2015) (FY2016) (FY2017) Subscribers Town Individual 67 74 81 85 83 Family 186 191 187 176 178 subtotal 253 265 268 261 261 School Individual 317 333 337 358 333 Family 505 506 498 478 494 subtotal 822 839 835 836 827 Retirees 1 1,112 1 1,152 1 1,189 1,222 1,243 subtotall 2,187 1 2,256 1 2,292 1 2,319 2,331 Additional projected lives for budget purposes FY1018' Position Vacancies Individual 8 20 Family 12 0 subtotal 20 20 Estimated Open Enrollment/Qualifying Events(2) Individual 8 10 Family 28 30 Retirees 50 50 subtotal 86 90 Totall 2,187 1 2,256 1 2,2912 2,425 1 2,441 New Positions FY2018 School(3) 30 0 Municipal(3) 1 0 Facilities Dept. 0 0 subtotal 31 0 Estimated Reduction in Subscribers FY2018' School Retirees (35) (35) Total 2,187 2,256 2,292 1 2,421 2,406 (1) The subscriber counts above do not include COBRA subscribers, but include 9 employees who are not General Fund employees. (2) The projection shown under open enrollment/qualifying events is based on an assumption of current employees losing coverage on their spouse's plans, and changes in marital status or dependent status. (3) FY2018 counts do not include any prospective positions to be recommended by the School Superintendent or the Town Manager. Any new positions will be reflected in the FY2018 Recommended Budget and Financing Plan after review and approval of proposed school and municipal budgets by the School Committee and Selectmen, respectively. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-7 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Table 2: Health Insurance Budget: FY2013-2018 Percentage Increase FY2013 FY2014 FY2015 FY2016 Budgeted Projected FY2017 to Actual Actual Actual Actual FY2017 FY2018 FY2018 Town $ 3,397,070 3,577,673 3,540,828 TBD 4,010,013 4,340,171 8.23% School(2) 9,851,024 9,957,423 9,932,387 TBD 12,167,930 12,900,489 6.020 Retirees 5,026,524 5,364,397 5,207,456 TBD 7,035,114 7,406,910 5.28% Total 18,274,618 18,899,493 18,680,671 TBD 23,213,057 24,647,571 6.18% Mitigation Fund(3) $ 1,120,000 --- --- --- $ 300,000 $ - --- Early Retiree Reinsurance Program(4) (336,492) Medicare Part B Penalty(s) 101,205 93,683 89,886 92,984 99,388 92,984 -6.44% Net Budget Amount 19,495,823 18,656,684 18,770,557 20,280,804 23,612,444 24,740,555 4.780/0 (1)Portion of salaries attributable to health insurance administration is inclusive in these figures. (2)FY2018 does not include costs of benefits for prospective new positions recommended by the Superintendent or Town Manager. (3) Mitigation Fund is a one(1)time cost in FY2017 per the agreement between the Town and the Public Employee Committee(PEC). (4)The Early Retiree Reinsurance Program was a federal grant to employers who provided health insurance to retirees under 65 years old. (5)Medicare Part B Penalty is the penalty the Town must pay due to deferred migration of retirees from active plans to Medicare supplement plans. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-8 Program: Shared Expenses 2200 Debt Service Town of Lexington, Massachusetts Mission: To manage the issuance of Town debt in a manner which protects assets that are required to deliver town services and yet limits large increases or decreases in annual debt service. Budget Overview: Debt service includes General Fund principal and interest payments for levy-supported (non-exempt) debt and temporary borrowing, both authorized by Town Meeting as well as for capital projects being proposed to the 2017 Annual Town Meeting. Also included in these figures are debt issuance costs and interest on abatements. Debt service on water and sewer enterprise projects is shown in elements 3610 and 3710. Debt Service voted to be exempt from Proposition 2 1/2, while not appropriated by Town Meeting, is shown for informational purposes. Authorized/Appropriated Staffing: There is no direct staff charged to this line-item. Staff support is provided through the Town Manager and Finance departments. Budget Recommendations: Combined gross FY2018 debt service - inclusive of Within-Levy and Exempt debt service - is increasing by $4,193,001, or 27%. Within-Levy debt service is increasing by $219,495, or 3.05%. The original FY2017 appropriation as adopted at the 2016 Annual Town Meeting was $7,199,028, which was mitigated by $710,000 from the Capital Stabilization Fund yielding net debt service of $6,489,028. FY2018 gross debt service (before any use of the Capital Stabilization Fund) is recommended at $7,418,523 which is inclusive of: • Two projects that are proposed to be funded with new revenue (Westview Cemetery Building Assessment and a Street Acceptance project); and, therefore, there is no need to mitigate the debt service impact with the use of the Capital Stabilization Fund; • Four projects that are potential candidates for debt exclusion votes (Fire Station Replacement Design, Supplemental Funds for Hastings Elementary School Design, design funds for improvements to Fire Department swing space at the newly acquired property at 173 Bedford Street and design funds for space for the Lexington Children's Place (LCP) program); and • Projected debt service for three prior authorizations that are also candidates for debt exclusion votes (the initial $1.5 million for Hastings design and acquisition of properties at 20 Pelham Road ($8 million) and 173 Bedford Street ($4.43 million). If the anticipated debt exclusion votes are not approved, projected debt Service net solely of the two projects proposed to be funded with new revenue is $7,406,769 which, when mitigated with the proposed use of $595,000 in Capital Stabilization Funds, yields an increase in net debt service of 5% which is the target rate of increase used in managing within-levy FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-9 Program: Shared Expenses 2200 Debt Service Town of Lexington, Massachusetts debt service. The FY2018 proposed capital projects are described in greater detail in the Section XI: Capital Investment in this book. If the projects described above that are candidates for debt exclusion votes are approved, projected debt service of $7,418,523 decreases to $7,022,294, which will only require the use of $210,000 in Capital Stabilization Funds to meet the target of a 5% increase in debt service. FY2017 gross exempt debt service is $8,330,185, which did not require mitigation from the Capital Stabilization Fund. FY2018 gross exempt debt service is projected at $12,303,692. If no mitigation is applied, this yields an increase of $3,973,507, or 47.7%. The increase in debt service is driven primarily by the debt service for excluded projects approved by the voters in May 2016 including the Clarke and Diamond renovations and the installation of 6 elementary modular classrooms, as well as projected debt service for those projects that are candidates for debt exclusion votes — on the assumption that those votes are successful - including Fire Station Replacement Design, Hastings Elementary School Design, design funds for improvements to Fire Department swing space at the newly acquired property at 173 Bedford Street, design funds for space for the Lexington Children's Place (LCP) program, and funds for the acquisitions of 20 Pelham Road and 173 Bedford Street. To mitigate the impact of this increase on Lexington taxpayers, it is proposed that $3.1 million of Capital Stabilization Funds be appropriated to offset exempt debt service. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-10 Program: Shared Expenses 2200 Debt Service Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 Mnager's FY2018 Dollar Percent Actual I Actual I Estimated I Estimated Add/Del is Rec. Increase Increase Tax Le $ 15,103,973 $ 15,415,016 $ 15,529,213 $ 19,722,214 $ $ 19,722,214 $ 4,193,001 27.00% Enter rise Funds Indirects $ $ $ $ $ $ Fees&Char es $ $ $ $ $ $ Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 rvbnager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del is Rec. Increase Increase Com ensation $ $ $ $ $ $ E enses $ 13,853,588 $ 14823, 16 8 $ 15,529,213 $ 19,722,214 $ $ 19,722,214 $ 4,193,001 27.00%, Level-Service Requests(Within Levy Debt) FY2015 FY2016 FY2017 FY2018 Mnager's FY2018 Dollar Percent Actual Actual Appropriated Request Add/Del is Rec. Increase Increase Total2210 Within-Levy Principal $ 5,490,412 $ 5,169,842 $ 5,904,336 $ 5,619,391 $ $ 5,619,391 $ 284,945 4.83% Total 2220 Within Levy Interest $ 971,079 $ 2 ,553 $ 1,039,068 $ 1,042,257 $ $ 1,042,257 $ 3,189 0.31 Tota12230 Te orar Borrowin ' $ 63,129 $ 649,142 $ 255,624 $ 756,875 $ $ 756,875 $ 501,251 196.09% Use of Capital Stabilization Fund to hold debt service increases(net of projects funded with new revenue) $ (919,000) $ (620,567) $ (710,000) $ (595,000) $ $ (595,000) $ 115,000 16.20% to 5%annually Net ii Debt Service $ 5,605,620 $ 6,119,970 $ 6,489,028 Level-Service Requests(Exempt Debt) FY2015 FY2016 FY2017 FY2018 Mnager's FY2018 Dollar Percent Actual Actual A ro riated Re uest Add/Del is Rec. Chan a Chan e Use of Capital Stabilization Fund to mitigate impact $ (950,000) $ (215,000) $ - $ (3,100,000) $ $ (3,100,000) $ (3,100,000) --- of excluded debt service on property tax bills Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 rvbnager's FY2018 Dollar Percent Actual Actual Appropriated Request Add/Del is Rec. Increase Increase Salaries&Wages $ $ $ $ $ $ Overtime $ $ $ $ $ $ Compensation $ - $ - $ $ $ $ Contractual Services $ 15,103,973 $ 15,415,016 $ 15,529,213 $ 19,722,214 $ $ 19,722,214 $ 4,307,199 27.94% Utilities $ $ $ $ $ $ Supplies $ $ $ $ $ $ Small Capital $ $ $ $ $ $ Expenses $ 15,103,973 $ 15,415,016 $ 15,529,213 $ 19,722,214 $ $ 19,722,214 $ 4,307,199 30.58% FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-11 Program: Shared Expenses 2300 Reserve Fund Town of Lexington, Massachusetts Mission: To provide for extraordinary and unforeseen expenses. Budget Overview: The Reserve Fund is under the jurisdiction of the Appropriation Committee. Authorized/Appropriated Staffing: There is no direct staff charged to this line-item. Staff support is provided through the Town Manager and Finance departments. Budget Recommendations: The Town Manager's FY2018 recommendation for the Reserve Fund is $900,000, which represents no increase over the FY2017 appropriation. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-12 Program: Shared Expenses 2300 Reserve Fund Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ - $ - $ 900,000 $900,000 $ - $900,000 $ - - Enterprise Funds(Indirects) $ - $ - $ - $ - $ - $ - $ - - Directed Funding(Revolving Funds) $ - $ - $ - $ - $ - $ - $ - - Appropriation Summary FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent [Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ - $ - Is - I $ - I $ - I $ - Is - I - Expenses $ - I $ - I $ 900,000 $900,000 $ - $900,000 $ - I - Level-Service Requests rActu1al 205 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percen Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2300 Reserve Fund $ - $ - $ 900,000 $900,000 $ - $900,000 $ - - Object Code Summary rActu1al 205 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percen Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ - $ - $ - $ - I $ - I $ - $ - - Overtime $ - $ - $ - $ - 1 $ - 1 $ - $ - - Compensation $ - $ - $ - $ - $ - $ - $ - - Contractual Services $ - $ - $ 900,000 $900,000 $ - $900,000 $ - - Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - $ - $ - - SmaII Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ - I $ - I $ 900,0001 $900,000 $ - 1 $900,000 $ - I - Notes: The FY2015 and FY2016 budgets for the Reserve Fund were $900,000 in each year. In FY2015, a total of $289,620 was transferred for supplemental funding for— • Economic Development contractual services ($69,120), • Economic Development part-time wages ($17,500), • Economic Development supplies ($17,500), • Board of Health contractual services ($11,500), • Facilities Capital - LHS Modular Classrooms ($150,000), and • Board of Selectmen legal services ($24,000). • The Economic Development transfers were in support of the Town's assumption of operations of the Lexington Visitor Center in September 2014. In FY2016, a total of $176,800 was transferred for supplemental funding for— • the Cary Memorial Building Project for the remediation of unforeseen hazardous materials ($150,000), and • supplemental funding for park improvements — hard court resurfacing ($26,800). FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-13 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Shared Expenses 2400 Public Facilities Town of Lexington, Massachusetts Mission: The mission of the Department of Public Facilities is to manage the efficient operation and maintenance of Town buildings, preserve facility and equipment assets of the Town, and plan and implement capital improvements. This mission is accomplished by establishing appropriate services in support of building users, fostering continuous improvement in delivery of services, and by establishing a five-year capital plan in collaboration with the Permanent Building Committee and other Town committees. Budget Overview: The Department of Public Facilities (DPF) is responsible for the coordination and care of all Town-owned buildings inclusive of those under the control of the Town Manager, Library Trustees and School Committee. The primary areas of service include custodial care and cleaning, building maintenance and repair (including preventative maintenance), utilities, and landscaping and grounds (school buildings only). The DPF administrative staff develops and implements the programs that provide services for the Town buildings. In addition, the DPF Capital Budget and the Building Rental Revolving Fund are managed by DPF staff. Departmental Initiatives: 1. Continue renovations and additions at schools in support of increasing enrollments 2. Support implementation of Town Public Safety projects 3. Implement other priority projects. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-14 Program: Shared Expenses 2400 Public Facilities Town of Lexington, Massachusetts Authorized/Appropriated Staffing ppointing ALIthority, Town Manager SUperintendent of Schools Director of PUbli Facilities, FAss��sstai,itIDirector fir i ct Manager it o ffice IR !aina;ger ssistairrt to tJh Rtarota lProjects Facility 18=r��Gir����ur� Piro ect Manager Adininistrator LIHIS,IFacility Manager ILHS Custodians Facility Cboircl inator ,Superintendent Cuis�todial Sera key Custodians M�r"l a nmi�c�iii R,�Wa III A s poi s: r�t Maintenance Facilities Superintendent Custodians A/V Techinic i ain FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-15 Program: Shared Expenses 2400 Public Facilities Town of Lexington, Massachusetts FY2015 FY2016 FY2017 FY2018 School Facilties 2410 Budget Budget Budget Request Maintenance Staff 10 11 11 11 Custodian' 48 48 49 52 Subtotal FTE 58 59 60 63 Municipal Facilities 2420 Foreman 1 0 0 0 Technician 1 0 0 0 Custodian 9 10 10 10 Subtotal FTE 11 10 10 10 Shared Facilities 2430 Administrative Asst- Facility Coordinator 1 1 1 1 Administrative Asst-Clerical/Rental Administrator 1 1 1 1 Office Manager 1 1 1 1 Municipal Assistant- Part time 0.5 0.5 0.5 0.5 Director of Public Facilties 1 1 1 1 Assistant Director of Public Facilties 1 1 1 1 Superintendent of Custodial Services 1 1 1 1 Project Manager 1 1 1 1 Facility Superintendent 1 1 1 1 Facility Engineer 1 1 1 1 Event Manager 1 1 1 1 LHS Facility Manager 1 1 1 1 Subtotal FTE4 11.5 11.5 11.5 11.5 Total IFTE 80.5 :0 Notes: 1 FY2017 includes 1 additional staff at LHS resulting from two prefab buildings. FY2018 includes 3 additional staff for the Lexington Children's Place at the Central Administration Building,and Diamond and Clarke Middle School additions and renovations. z Foreman position replaced by Head Custodian position. s Municipal Technician replaced by Electrician in School(Townwide)Maintenance Staff a FTE count does not include a full-time Assistant Project Manager.Expense charged to construction projects. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-16 Program: Shared Expenses 2400 Public Facilities Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Department of Public Facilities budget inclusive of the General Fund operating budget, the Building Rental Revolving Fund and the PEG Revolving Fund — which funds staff that provide technical support to governmental programming — is $10,898,271. The recommended budget is a $416,328, or 3.97% increase from the FY2017 budget. The Department of Public Facilities FY2018 recommended General Fund operating budget — inclusive of the Education Facilities, Municipal Facilities and Shared Facilities divisions — is $10,402,987, which is a $400,571, or 4.00% increase from the FY2017 General Fund budget. The General Fund operating budget for Compensation is $5,352,096, and reflects a $349,690, or 6.99% increase, which is attributable to the addition of three custodians to maintain new education spaces at Clarke, Diamond and the Lexington Children's Place at the Central Administration Building; the correction of a technical error in the FY2017 budget which omitted the salary for a maintenance staff vacancy; and contractual obligations for step increases and cost-of-living adjustments under the SEIU and AFSCME contracts which extend through .tune 30, 2018. The General Fund operating budget for Expenses is $5,050,891 and reflects a $50,881, or 1.02% increase. Utility costs are stable, with only a $6,446 or 0.22% increase, which includes a savings of $66,088 or 7.87% in natural gas, and an increase of $55,834 or 2.85% in electricity which is offset by estimated savings of $190,000 from the new solar installation at Hartwell Avenue. Utility costs for new buildings at Pelham Rd. and 171/173 Bedford St. are also included. The FY2018 Facilities Department recommended PEG Revolving Fund request is $22,208, which reflects a $1,516 or 7.33% increase from the FY2017 budget, primarily to reflect the actual cost of benefits for staff assigned to the fund. The Board of Selectmen's budget includes additional spending associated with the PEG Revolving Fund. The Building Rental Revolving Fund budget request is $473,077, an increase of $14,242, or 3.10% which is primarily attributable to prospective increases in wages for staff charged to this account, reflecting the actual costs of benefits for those staff, and increases in supply costs due to increasing rental use. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended In-House Cleaning of Tow n Buildings $ 11,698 $ 33,513 $ 45,211 1 $ - $ - $ $ 45,211 *PIR total requested is net of amount currently in expense budget for contracted services. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-17 Program: Shared Expenses 2400 Public Facilities Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources All Funds Actual Actual Estimated Request Add/Del is Rec. Increase Increase Tax Le $ 9,894,474 $ 9,820,826 $10,002,416 $10,402,987 $ $10,402,987 $400,571 4.00% Revolving Funds Building Rental Revolving Fund $ 388,275 $ 472,443 $ 458,835 $ 473,077 $ $ 473,077 $ 14,242 3.10% PEG Revolvin Fund $ 13,970 $ 20,502 $ 20,692 $ 22,208 $ $ 22,208 $ 1,516 7.33% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary(All Funds) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 4,925,159 $ 5,046,750 $ 5,274,617 $ 5,625,188 $ $ 5,625,188 $350,571 6.65% Expenses $ 5,367,065 $ 5,247,773 $ 5,188,010 $ 5,248,891 $ $ 5,248,891 $ 60,881 1.17% Benefits $ 4,495 $ 19,248 $ 19,316 $ 24,192 $ $ 24,192 $ 4,876 25.25% FY2015 I FY2016 FY2017 FY2018 LAdd/Dels FY2018 Dollar Percent Program Summary(All Funds Actual Actual A ro riation Request is Rec. Increase Increase Education Facilities $ 7,386,777 $ 7,175,126 $ 7,347,808 $ 7,771,708 $ 7,771,708 $423,901 5.77% Munici al Facilities $ 1,754,596 $ 1,873,851 $ 1,924,752 $ 1,871,581 $ 1,871,581 $ 53,171 -2.76% Shared Facilities $ 1155,347 $ 11264,794 $ 1,209,382 $ 1,254,981 $ 1,254,981 1$ 45.599 1 3.77/ Total 00 FY2015 FY2016 FY2017 FUes Manager's FY2018 Dollar Percent Object Code Summary(All Funds) Actual Actual Appropriation RAdd/Del Mgr's Rec. Increase Increase Salaries&Wages $ 4,383,139 $ 4,549,361 $ 4,832,909 $ 5 $ $ 5,178,767 $345,858 7.16% Overtime $ 542,021 $ 497,389 $ 441,708 $ $ 1$ 446 421 1$ 4 713 1.07/ Personal Services $ 4,925,159 $ 5,046,750 $ 5,274,617 $ 5,625,188 $ $ 5,625,188 $350,571 6.65% Contractual Services $ 1,386,048 $ 1,433,539 $ 1,346,560 $ 1,325,060 $ $ 1,325,060 $ 21,500 -1.60% Utilities $ 3,194,209 $ 2,817,094 $ 2,994,730 $ 3,001,176 $ $ 3,001,176 $ 6,446 0.22% Supplies $ 685,872 $ 786,570 $ 717,720 $ 786,155 $ $ 786,155 $ 68,435 9.54% Small Capital $ 100,937 $ 210,570 $ 129,000 $ 136,500 $ $ 136,500 $ 7,500 5.81% Expenses $ 5,367,065 1 $ 5,247,773 1 $ 5,188,0101 $ 5,248,891 1 $ I $ 5,248,891 1$ 60881 1 1.17% Benefits $ 4,495 1 $ 19,248 1 $ 19,3161 $ 24,192 $ 1 $ 24,192 $ 47876 25.2% Total 00 FY2015 I FY2016 FY2017 FY2018 LAdd/Dels r' FY2018 Dollar Percent Appropriations Summary(General Fund Only) Actual Actual Appropriation Request Mgr's Rec. Increase Increase Com ensation $ 4,689,947 $ 4,767,444 $ 5,002,406 $ 5,352,096 $ 5,352,096 $ 349,690 6.99% $ 5,204527 $ 5053382 $ 5000010 $ 5,050,891 $ 5,050,891 $ 50,881 1.02% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriations Summary(Non-General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Building Rental Revolving Fund $ 388,275 $ 472,443 $ 458,835 $ 473,077 $ $ 473,077 $ 14,242 3.10% Personal Services $ 221,242 $ 263,713 $ 256,065 $ 256,746 $ $ 256,746 $ 681 0.27% Benefits $ 4,495 $ 14,339 $ 14,770 $ 18,331 $ $ 18,331 $ 3,561 24.11% Expenses $ 162,538 $ 194,391 $ 188,000 $ 198,000 $ $ 198,000 $ 10,000 5.32% PEG Revolving Fund $ 13,970 $ 20,502 $ 20,692 $ 22208 $ $ 22,208 $ 1,516 7.33% Personal Services $ 13,970 $ 15,594 $ 16,146 $ 16,,347 $ $ 16,347 $ 201 1.24% Benefits $ - $ 4,908 $ 4,546 $ 5,861 $ $ 5,861 $ 1,315 28.94% Total 00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IV-18 Section V: Program 3000: Public Works This section includes detailed information about the FY2018 Operating Budget & Financing Plan for Public Works (DPW). It includes: • 3000-3500 DPW Summary V-2 • 3100 DPW Administration & Engineering V-7 • 3200 Highway V-11 • 3300 Public Grounds V-15 • 3400 Environmental Services V-19 • 3600 Water Enterprise V-23 • 3700 Sewer Enterprise V-27 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-1 Program: Public Works 3000 — 3500 DPW Summary Town of Lexington, Massachusetts Mission: The Department of Public Works is a professional team dedicated to enhancing the quality of life in Lexington and supporting the Town's core values. The Department makes every effort to maximize the efficient, effective use of Town resources in the support, maintenance and upkeep of the infrastructure, public lands and programs. Staff is committed to public safety and providing prompt, courteous, quality service to both our customers and to each other. Budget Overview: The Department of Public Works is comprised of multiple divisions including Administration and Engineering, Highway, Public Grounds and Environmental Services. The services provided by Public Works include the maintenance, repair and construction of the Town's infrastructure, roads, equipment and property. The Department of Public Works is responsible for 284 lane miles of road, 154 miles of water mains, 34 miles of trunk sewer lines, 119 miles of street sewer lines, 4,700 catch basins, 160 pieces of equipment, 9 parks, 4 cemeteries, the Pine Meadows golf course, and the 5.5 mile-long .lack Edison Memorial Bikeway. Public Works supports Town functions through the maintenance and repair of facilities such as playing fields, and the bikeway. This program also includes the Town's water and sewer operations, which function as separate enterprise funds and are shown in separate enterprise budgets. Along with the day to day duties, many DPW staff are also actively involved or work with Town committees. Those committees include the Permanent Building Committee, the Tree Committee, the Center Committee, the Water/Sewer Abatement Board, the Capital Expenditures Committee, the Energy Committee, the Electric Utility Ad-Hoc Committee, the Transportation Safety Group, the Bicycle Advisory Committee and the Recreation Committee, as well as other internal committees and teams. Departmental Initiatives: 1. Continue the American Public Works Association re-accreditation process. 2. Continue the storm water initiatives in response to the new NPDES permit. 3. Support the implementation of People GIS Asset Management and Work Order System. 4. Work with Energy Committee and Sustainability Committee to improve energy efficiencies. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-2 Program: Public Works 3000 — 3500 DPW Summary Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Departmentof • • • Director of Public Works 1 1 1 1 Manager of Operations 1 1 1 1 Management Analyst 0.6 0.6 0.6 0.6 Office Manager 1 1 1 1 Municipal Assistant 0 0 0 0 Department Account Assistant' 2.6 2.6 2.6 2.6 Department Assistant-Pub Grounds/Cemetery 1 1 1 1 Department Lead Assistant 1 1 1 1 Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer 1 1 1 1 Engineering Assistant 4 4 4 4 Engineering Aide 0.7 0.7 0.7 0.7 Supt of Equipment, Highways& Drains 1 1 1 1 Crew Chief 6 6 6 6 Laborer 0 0 0 0 Heavy Equipment Operators 10 12 12 12 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 2.2 2.2 2.2 2.2 Highways and Drains Foreman 1 1 1 1 Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Superintendent of Public Grounds 1 1 1 1 Laborer-Truck Driver 3 1 1 1 Leadmen 7 7 7 7 Senior Arborist 2 2 2 2 Tree Climber 2 2 2 2 Cemetery Foreman 1 1 1 1 Department of Public Works-Compost Revolving Fund Superintendent of Environmental Services 1 1 1 1 Crew Chief 1 1 1 1 Heavy Equipment Operators 1 1 1 1 Seasonal Heavy Equipment Operator 0.5 0.5 0.5 0.5 Seasonal Laborer 0.7 0.7 0.7 0.7 Total FT/PT 57 FT/I i i i i Explanatory Notes 1 FT Dept.Acct. Clerk shown as 0.6 from General Fund; 0.4 is charged to Water and Sewer Enterprise. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-3 Program: Public Works 3000 — 3500 DPW Summary Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Public Works budget inclusive of the General Fund operating budget and the Burial Containers, Compost Operations, Lexington Tree Fund, Minuteman Household Hazardous Waste, and Regional Cache — Hartwell Avenue revolving funds is $10,446,929. The recommended budget is a $511,753, or 5.15% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The FY2018 recommended Public Works General Fund operating budget is $9,468,210, which is a $421,718, or 4.66% increase from the restated FY2017 General Fund budget. The General Fund operating budget for Compensation is $4,050,807, and reflects an $87,772 or 2.21% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $5,417,404 and reflects a $333,946 or 6.57% increase. The combined FY2018 recommended Revolving Fund budgets (see page V-6) are $978,719 which is a $90,035 or 10.13% increase over FY2017. Please see the division sections on the following pages for a detailed explanation of the FY2018 budget changes. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Senior Civil Engineer* $ 19,134 $ 17,258 $ 36,392 $ (7,345) $ 8,964 $ 1,619 $ 34,773 Pavement Markings $120,000 $ - $ 120,000 $ 75,000 $ 75,000 $ 45,000 Landscape Maintenance at $ 5,000 $ - $ 5,000 $ 5,000 $ 5,000 $ - Munroe Cemetery— Street Tree Health $ 50,000 $ - $ 50,000 $ 50,000 $ - $ 50,000 $ - Assessments Heavy Equip Operator @ $ 20,596 $ 15,972 $ 36,568 $ - $ - $ - $ 36,568 Compost Facility PTto FT` "Senior Engineer targeted to begin enployrrent no earlier than Noven-ber 1,2017. ""Funding is subject to the availability of funding fromthe Munroe Cenetery Trust Fund. """Compost Revolving Fund-Staffing will be revisited once solar project is conplete and windrow utilization has been established. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-4 Program: Public Works 3000 - 3500 DPW Summary Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 8,423,483 $ 7,768,185 $ 8,125,014 $ 8,528,575 $117,655 $ 8,645,730 $520,716 4.96% Enterprise Funds Indirects $ 657,599 $ 562,367 $ 638,811 $ 588,560 $ - $ 588,560 $ 50,251 -7.87% Fees,Charges and Available Funds Parkin Fund $ 6,961 $ 8,208 $ 8,208 $ 8,000 $ $ 8,000 $ 208 -2.53% Cemetery Trust $ 105,000 $ 105,000 $ 105,000 $ 55,000 $ $ 55,000 $ 50,000 -47.62% Munroe Cemetery Fund $ $ $ $ $ 5,000 $ 5,000 $ 5,000 Cemetery Prep Fees $ 133,079 $ 125,588 $ 127,200 $ 126,000 $ - $ 126,000 $ (1,200) -0.94% Misc.Charges for Service $ 629 $ 698 $ 700 $ 700 $ $ 700 $ - - Licenses&Permits $ 39,878 $ 33,637 $ 41,559 $ 39,220 $ $ 39,220 $ (2,339) -5.63% Revolving Funds Burial Containers $ 29,060 $ 36,340 $ 40,000 $ 40,000 $ $ 40,000 $ - - Compost Operations $ 452,501 $ 607,842 $ 612,287 $ 703,719 $ $ 703,719 $ 91,432 14.93% Lexington Tree Fund $ 24,823 $ 40,421 $ 45,000 $ 45,000 $ $ 45,000 $ - - Minuteman Household Hazardous Waste 1 $ 147,420 $ 147,872 $ 180,000 $ 180,000 $ $ 180,000 $ Regional Cache-Hartwell Ave. 1 $ 1,669 $ 1,358 $ 11,397 $ 10,000 1$ $ 10,000 $ 1,397 -12.260/o Total 00 00 . Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 4,229,394 $ 4,057,433 $ 4,233,910 $ 4,280,496 $ 52,655 $ 4,333,151 $ 99,241 2.34% Expenses $ 5,723,518 $ 5,303,266 $ 5,541,705 $ 5,807,404 $ 70,000 $ 5,877,404 $335,699 6.06% Benefits $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ - $ 56,650 $ 1,650 3.00% Debt Service(Revolving Fund $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ - $ 179,725 $ 75,164 71.89% Total 00 00 . Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 3110 Administration $ 589,273 $ 593,012 $ 618,119 $ 603,733 $ - $ 603,733 $ 14,386 -2.33% Total 3120 Town Engineering $ 649,149 $ 752,545 $ 834,350 $ 833,973 $ 7,345 $ 826,628 $ 7,722 -0.93% Total 3130 Street Lighting $ 304,859 $ 270,846 $ 265,302 $ 257,853 $ - $ 257,853 $ 7,449 -2.81% Total3210 Highway $ 1,075,496 $ 1,209,614 $ 1,330,860 $ 1,338,783 $ 75,000 $ 1,413,783 $ 82,923 6.23% Total 3220 Road Machinery $ 769,337 $ 664,290 $ 642,697 $ 678,639 $ - $ 678,639 $ 35,942 5.59% Total 3230 Snow Removal $ q $ 1,196,662 $ 1,188,024 $ 1,257,822 $ $ 1,257,822 $ 69,798 5.88% Total3310 Parks $ $ 1,044,482 $ 1,142,052 $ 1,160,161 $ $ 1,160,161 $ 18,110 1.59% Total 3320 Fore try $ $ 355,440 $ 460,591 $ 468,236 $ 50,000 $ 518,236 $ 57,645 12.52% Total 3330Cemeter $ $ 355,613 $ 361,867 $ 369,731 $ 5,000 $ 374,731 $ 12,864 3.55% Total 3410 Refuse Collection $ $ 995,153 $ 811,056 $ 884,051 $ - $ 884,051 $ 72,995 9.00% Total3420 Recycling $ $ 1,626,858 $ 1,679,664 $ 1,855,724 $ $ 1,855,724 $ 176,060 10.48% Total 3430 Refuse Disposal $ $ 573,000 $ 600,594 $ 615,567 $ $ 615,567 $ 14,973 2.49% Total 00 00 . Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 3,532,107 $ 3,641,325 $ 31822,730 $ 3,863,197 $ 52,655 $ 3,915,852 $ 93 122 2.44% Overtime $ 697,287 $ 416,108 $ 411,180 $ 417,299 $ $ 417,299 $ 6,119 1.49% Personal Services $ 4,229,394 $ 4,057,433 $ 41233,910 $ 4,280,496 $ 52,655 $ 4,333,151 $ 99,241 2.34% Contractual Services $ 3,988,885 $ 3,839,946 $ 3,974,732 $ 4,203,863 $ 70,000 $ 4,273,863 $299,131 7.53% Utilities $ 433,408 $ 342,877 $ 345,657 $ 385,633 $ - $ 385,633 $ 39,976 11.57% Supplies $ 1,228,256 $ 1,060,457 $ 1,140,7% $ 1,147,408 $ $ 1,147,408 $ 6,609 0.58% Small Capital $ 72,971 $ 59,986 $ 80,517 $ 70,500 $ $ 70,500 $ 10,017 -12.44% Expenses $ 5,723,518 $ 5,303,266 $ 5,541,705 $ 5,807,404 $ 70,000 $ 5,877,404 $335,699 6.06% Benefits $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ - $ 56,650 1 $ 1,650 3.00% Debt $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ - $ 179,725 1 $ 75,164 71.89% Total 00 00 . Object Code Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 3,322,220 $ 3,407,654 $ 3,586,356 $ 3,615,872 $ 52,655 $ 3,668,527 $ 82,171 2.29% Overtime $ 675,057 $ 398,156 $ 376,678 $ 382,279 $ - $ 382,279 $ 5,601 1.49% Personal Services 3,997,277 3,805,810 3,963,034 3,998,152 52,655 4,050,807 87,772 2.21% Contractual Services $ 3,697,060 $ 3,420,317 $ 3,621,532 $ 3,847,663 $ 70,000 $ 3,917,663 $296,131 8.18% Utilities $ 433,408 $ 342,877 $ 345,657 $ 385,633 $ - $ 385,633 $ 39,976 11.57% Supplies $ 1,175,684 $ 974,693 $ 1,035,752 $ 1,043,608 $ $ 1,043,608 $ 7,856 0.76% Small Ca ital $ 63,201 $ 59,986 $ 80,517 $ 70,500 $ $ 70,500 $ 10,017 -12.44% Expenses $ 5,369,351 $ 4,797,873 $ 5,083,458 $ 5,347,404 $ 70,000 1 $ 5,417,404 $333,946 6.57% Total 00 00 0. Approp Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 3,997,277 $ 3,805,810 $ 3,963,034 $ 3,998,152 $ 52,655 $ 4,050,807 $ 87,772 2.21% Ex enses $ 5,369,351 $ 4,797,873 $ 5,083,458 $ 5,347,404 $ 70,000 $ 5,417,404 $333,946 6.57% Total 00 00 0. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-5 Program: Public Works 3000 - 3500 DPW Summary Town of Lexington, Massachusetts Budget Summary (continued): Approp Summary(Non-Gen Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del M is Rec. Increase Increase Compensation $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23/ Total 3420 Recycling:Compost $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23% Expenses $ 354,167 $ 505,394 $ 458,247 $ 460,000 $ $ 460,000 $ 1,753 0.38% Total 3110 Admin:Regional Cache $ 1,669 $ 1,358 $ 11,397 $ 10,000 $ $ 10,000 $ (1,397) -12.26% Total 3320 Forestry:Tree Fund $ 24,823 $ 40,421 $ 45,000 $ 45,000 $ $ 45,000 $ 0.00% Total 3330 Cemetery:Burial Containers $ 29,060 $ 36,340 $ 40,000 $ 40,000 $ $ 40,000 $ 0.00% Total 3420 Recycling:Compost $ 151,195 $ 279,403 $ 181,850 $ 185,000 $ $ 185,000 $ 3,150 1.73% Total 3420 Recycling:MMHP $ 147,420 $ 147,872 $ 180,000 $ 180,000 $ $ 180,000 $ - 0.00% Benefits $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ $ 56,650 $ 1,650 3.00% Total 3420 Recycling:Compost $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ $ 56,650 $ 1,650 3.00% Debt $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ $ 179,725 $ 75,164 71.89% Total 3420 Recycling:Compost $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ $ 179,725 $ 75,164 71.89% Total 00 00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-6 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Mission: This element of the budget provides executive direction and leadership to all aspects of the Department of Public Works by promoting best management practices, administering Town policies and providing engineering support to other DPW divisions and Town departments. Budget Overview: DPW Administration includes Administration, Operations, Engineering and Street Lighting. DPW Administration and Oversight staff plan, manage, coordinate, schedule and direct the department's activities. Staff are responsible for preparing budgets, monitoring expenditures, developing bid specifications for DPW procurements, responding to citizens' questions and concerns, evaluating work performance, performing inspections, managing projects and scheduling work assignments. Staff also support various committees including the Permanent Building Committee, Center Committee, Energy Conservation Committee, Bicycle Advisory Committee, Tree Committee and Water and Sewer Abatement Board. Division Initiatives: 1. Continue to streamline Operations and Administration office assignments and functions for efficiency. 2. Continue reaccreditation process through the American Public Works Association. 3. Expand pavement management program techniques through research and application. 4. Improve asset management capabilities through use of PeopleGIS. 5. Continue to explore options to better track street lighting outages and methods to enhance response time to outages. 6. Continue to work with the Energy Committee and Lighting Options Committee to find energy savings for street lights. 7. Continue to proactively maintain a cost effective lighting system which reduces outage frequency and down time. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-7 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Public Wcark.Director adnager a Management lf�,t�dri IEr',giiineer Officehflani:ageir b�erani ons Anialyst Lead Assztant Assistant Town ❑epai kiment Engweer Acrountuing Assistant aepartmeintalP Senior Civil lErngiiineer Assistants, Engineennig ,ass ista nts Engineering Aisle Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Element 3110: DPW Administration Director of Public Works 1 1 1 1 Manager of Operations 1 1 1 1 Management Analyst 0.6 0.6 0.6 0.6 Office Manager 1 1 1 1 Department Lead Assistant 1 1 1 1 Department Account Assistant* 2.6 2.6 2.6 2.6 Subtotal FTE 7.2 7.2 7.2 7.2 Subtotal FT/PT 6 FT/2 PT 6 FT/2 PT 6 FT/2 PT 6 FT/2 PT Element 3120: Engineering Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer 1 1 1 1 Engineering Assistant 4 4 4 4 Engineering Aide 0.7 0.7 0.7 0.7 Subtotal FTE 7.7 7.7 7.7 7.7 Subtotal FT/PT 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT Total Full/Part Time 13 FT/3 PT 13 FT/3 PT 13 FT/3 PT 13 FT/3 PT *1 FT Assistant split between DPW, Water& Sewer FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-8 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Budget Recommendations: The FY2018 recommended All Funds Administration and Engineering budget inclusive of the General Fund operating budgets for Administration, Engineering and Street Lighting and the Regional Cache Revolving Fund which funds the operation of the cache - a repository of emergency equipment at the Hartwell Avenue compost facility for use by contributing member communities - is $1,688,214. The recommended budget is a $29,557 or 1.72% decrease from the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2016 budget at the 2016 annual town meeting. The recommended FY2018 Administration and Engineering General Fund operating budget is $1,678,214 which is a $28,160, or 1.65% decrease from the restated FY2017 General Fund budget. Of this amount, $1,289,624 is for Compensation and reflects a $62,677 or 5.11% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments, the shift of $27,000 from Professional Services to Internships for stormwater monitoring, as well as the funding of a program improvement request to hire a second Senior Civil Engineer. FY2018 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended FY2018 Administration and Engineering General Fund operating budget for Expenses is $388,590 and reflects a $90,837, or 18.95% decrease. The most notable changes in the Expense Budget are in the Engineering Division, which is decreasing by $85,550; a net change primarily driven by shifts from Professional Services to: 1) Seasonal part-time wages for interns to conduct stormwater monitoring ($27,000); and 2) Regular Wages for a recommended program improvement to hire a second Senior Civil Engineer ($60,000). The FY2018 recommended Regional Cache Revolving Fund request is funded at $10,000, a $1,397 decrease from FY2017 to bring the budget in line with actual experience. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Senior Civil Engineer* $ 19,134 $ 17,258 $ 36,392 $ (7,345) $ 8,964 $ 1,619 $ 34,773 'Senior Engineer targeted to begin employment no earlier than November 1,2017. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-9 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $1,160,246 $ 1,261,921 $1,340,333 $ 1,289,479 $ (7,345) $ 1,282,134 $(58,199) -4.34% Enterprise Funds(Indirects) $ 340,383 $ 318,028 $ 335,179 $ 366,160 $ $ 366,160 $ 30,981 9.24% Fees&Charges Charges for Service $ 629 $ 698 $ 700 $ 700 $ $ 700 $ - - Licenses&Permits $ 39,878 $ 33,637 $ 41,559 $ 39,220 $ $ 39,220 $ (2,339) -5.63% Parking Fund* $ 2,145 $ 2,120 $ 2,120 $ - $ $ - $ (2,120) -100.000/, Re Tonal Cache-Hartwell Ave. $ 1,669 $ 1,358 $ 11,397 $ 10,000 $ $ 10,000 $ 1,397 12.26% Total rr r Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $1,158,498 $ 1,184,988 $1,226,947 $ 1,236,969 $ 52,655 $ 1,289,624 $ 62,677 Ex enses $ 384,783 $ 431,415 $ 490,824 $ 458,590 $ 60,000 $ 398,590 $ 92,234 18.79% Total rr r Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total3110 DPWAdministration $ 589,273 $ 593,012 $ 618,119 $ 603,733 $ - $ 603,733 $ 14,386 -2.33% Total 3120 Engineering $ 649,149 $ 752,545 $ 834,350 $ 833,973 $ 7,345 $ 826,628 $ 7,722 -0.93% Total 3130 Street Lighting $ 304,859 $ 270,846 $ 265,302 $ 257,853 $ - $ 257,853 $ 7,449 -2.81% Total rr r Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,151,249 $ 1,180,111 $1,213,427 $ 1,223,296 1 $ 52,655 $ 1,275,951 1 $ 62,524 1 5.15% Overtime $ 7,249 $ 4,876 $ 13,520 $ 13,673 1 $ $ 13,673 1 $ 153 1 1.13% Personal Services $ 1,158,498 $ 1,184,988 $ 1,226,947 $ 1,236,969 $ 52,655 $ 1,289,624 $ 62,677 5.11% Contractual Services $ 239,951 $ 246,391 $ 279,625 $ 256,490 $ (60,000) $ 196,490 $(83,135) -29.73% Utilities $ 115,150 $ 125,280 $ 130,402 $ 122,000 $ $ 122,000 $ (8,402) -6.44% Supplies $ 27,759 $ 57,974 $ 79,797 $ 78,600 $ $ 78,600 $ (1,197) -1.50% Small Capital $ 1,922 $ 1,770 $ 1,000 $ 1,500 $ $ 1,500 $ 500 50.00% Expenses $ 384,783 $ 431,415 $ 490,824 $ 458,590 $ (60,000) $ 398,590 $(92,234) -18.79% Total rr r Program Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $1,158,498 $ 1,184,988 $1,226,947 $ 1,236,969 $ 52,655 $ 1,289,624 $ 62,677 5.11% Expenses $ 383,114 $ 430,058 $ 479,427 $ 448,590 $ (60,000) $ 388,590 $(90,837) -18.95% Appropriation Summary(Non-Gen'i Fund) FY2015 I FY2016 I FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual I Restated I Request I Add/Del Mgr's Rec. I Increase Increase Expenses $ 1,669 $ 1,358 $ 11,397 1 $ 10,000 $ $ 10,000 1 $ (1,397) -12.26% Total 3110 Admin:Regional Cache $ 1,669 $ 1,358 $ 11,397 $ 10,000 $ $ 1Q000 $ (1,397) -12.26% Total rr 10,000 10,000 *Parking Fund reflects a restatement ofexpenses in FY2018. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-10 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Mission: The Highway Division maintains the town streets, sidewalks and storm water infrastructure, providing for the safe movement of vehicular and pedestrian traffic. The Highway Division performs minor construction repairs, snow and ice operations for roadways and sidewalks, maintains all traffic signage, traffic markings and supervises contractual service providers that perform repairs, cleaning and maintenance work. In addition, the Road Machinery Division ensures that the Town's fleet is operational and well maintained by performing repairs, preventative maintenance and managing the fuel management program. Budget Overview: The Highway Division includes Highway Maintenance, Road Machinery and Snow Removal. Highway Maintenance is responsible for all public streets, sidewalks, town parking lots, drainage infrastructure and brooks, performing minor construction repairs, as well as maintaining all traffic signage and traffic markings. Road Machinery is responsible for the repair and preventive maintenance of 160 vehicles, rolling stock and equipment. Snow Removal is responsible for removing snow and treating 155 miles of roads and 62 miles of sidewalks. The Highway Division staff works with and provides support to the Sidewalk and Center Committees. Division Initiatives: 1. Continue with the repair and replacement of regulatory signs per the Retro-reflectivity study conducted in 2013. 2. Take proactive measures to repair catch basins town wide. 3. Refine the preventative maintenance program with new technologies. 4. Implementation of web-based technologies that improve efficiency. 5. Refine the use of enhanced liquids with salt in order to enhance the treatment processes and reduce salt consumption. 6. Continue researching new technologies that will improve the efficiency of snow removal operations. 7. Continue researching and utilizing composite plow edge technology. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-11 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Ptabdllic works Directtolr Ma na,ge it of Operafions Higlh,way Sip pert nten dent Highv ay roreimadn II nforimation Epiiipn en4 Foirerri,an Coorduniator crev clh ieif' �lieclh a n i c Heavy Equipment Grader-Shovel Truck,Di ver/ operator Operator Laboreir Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Element 3210: Highway Maintenance Supt. of Equipment, Highways & Drains 1 1 1 1 Highway Foreman 1 1 1 1 Crew Chief 2 2 2 2 Laborer/Truck Driver 1 0 0 0 Heavy Equipment Operators 4 5 5 5 Leadman 2 2 2 2 Gradel/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 1 1 0.5 0.5 Subtotal FTE 1 14 1 14 1 13.5 13.5 Subtotal FT/PT 13 FT/2 PT 13 FT/2 PT 13 FT/1 PT 13 FT/1 PT Element 3220: Road Machinery Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Subtotal IF 5 5 5 5 Subtotal FT/PT 5 FT/0 PT 5 FT/0 PT 5 FT/0 PT 5 FT/0 PT Total Full/Part Time 18 FT/2 PT 18 FT/2 PT 18 FT/2 PT 18 FT/2 PT FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-12 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Highway budget inclusive of the Highway Maintenance, Road Machinery and Snow Removal divisions is $3,350,244. The recommended budget is an $188,663, or 5.97%, increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The budget for Compensation is $1,338,529 and reflects a $3,696 or 0.28% increase, which is attributable to replacement of retiring staff at lower steps partially offset by contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $2,011,716 and reflects a $184,967 or 10.13% increase which includes an addition of $75,000 in Highway expenses for a program improvement for the installation and maintenance of bicycle sharrows and bike lanes on town roadways, an expected increase of $37,000 in diesel fuel costs for both Road Machinery and Snow Removal, and an increase in other Snow Removal expenses of $54,500. The biggest driver of the increase in Snow Removal expenses is for snow plow contractors and lease agreements for three loaders and a sidewalk tractor for snow removal. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Pavement Markings $120,000 $ - $ 120,0001 $ 75,000 $ 75,000 $ 45,000 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-13 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 3,851,561 $ 2,910,801 $ 2,938,900 $ 3,131,208 $ 75,000 $ 3,206,208 $ 267,308 9.1% Enterprise Funds Indirects $ 195,920 $ 126,955 $ 189, 772 $ 136,037 $ - $ 136,037 $ 53,835 -28.4% Fees&Charges - - - - - - Parking Fund* $ 32,924 $ 32,810 $ 32,810 $ 8,000 $ - $ 8,000 $ (24,810) -75.6% Appropriation Summary(General Fun FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,639,711 $ 1,346,584 $ 1,334,832 $ 1,338,529 $ - $ 1,338,529 $ 3,696 0.28% Expenses $ 2,440,695 $ 1,723,982 $ 1,826,749 1 $ 1,936,716 $ 75,000 $ 2,011,716 $ 184,967 10.13% Program Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total3210 Highway Maintenance $ 1,075,496 $ 1,209,614 $ 1,330,860 $ 1,338,783 $ 75,000 $ 1,413,783 $ 82,923 6.23% Total 3220 Road Machinery $ 769,337 $ 664,290 $ 642,697 $ 678,639 $ - $ 678,639 $ 35,942 5.59% Total 3230 Snow Removal $ 2,235,573 $ 1,196,662 $ 1,188,024 $ 1,257,822 $ - $ 1,257,822 $ 69,798 5.88% Object Code Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase I Increase Salaries&Wages $ 1,098,811 $ 1,079,061 $ 1,076,911 $ 1,076,738 $ $ 1,076,738 1 $ 173 -0.02% Overtime $ 540,899 $ 267,523 $ 257,921 $ 261,791 $ $ 261,791 1 $ 3,870 1 1.50% Personal Services $ 1,639,711 $ 1,346,584 $ 1,334,832 $ 1,338,529 $ - $ 1,338,529 $ 3,696 0.28% Contractual Services $ 1,118,196 $ 769,995 $ 780,100 $ 845,650 $ 75,000 $ 920,650 $ 140,550 18.02% Utilities $ 272,836 $ 147,266 $ 176,480 $ 213,458 $ - $ 213,458 $ 36,978 20.95% Supplies $ 996,323 $ 753,897 $ 813,352 $ 816,608 $ $ 816,608 $ 3,256 0.40% Small Capital $ 53,340 $ 52,825 $ 56,817 $ 61,000 $ $ 61,000 $ 4,183 7.36% Expenses $ 2,440,695 $ 1,723,982 $ 1,826,749 $ 1,936,716 $ 75,000 $ 2,011,716 $ 184,967 10.13% *Parking Fund reflects a restatement of expenses in FY2018. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-14 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Mission: The Public Grounds Division, working with other Town Departments, user groups and concerned citizens, supports various Town services and recreational opportunities that help to preserve the Town's green character and open spaces and promote public safety. Through the Cemetery Division, it also serves bereaved families and provides well- maintained cemetery grounds. Budget Overview: The Public Grounds Division is comprised of the Parks, Forestry and Cemetery functions. The Parks staff maintain 9 parks, 12 playgrounds, 28 conservation areas, 41 athletic fields, 12 school grounds, 4 tennis facilities, 3 historical sites, the pool and reservoir complexes as well as the Town's bicycle, fitness and conservation trails totaling approximately 630 acres. Lexington's athletic fields are used by many groups, which put excessive demands on these facilities. The new turf program has continued to make a marked improvement in the safety and playability of these fields. The Forestry staff maintain approximately 10,000 street trees, an undetermined number of trees on Park and Conservation lands and numerous shrub bed plantings on park, cemetery, school and conservation properties and along right-of-ways. The Cemetery staff is responsible for the administration and maintenance of four cemeteries including 21.5 acres in Westview, 6.9 acres in Munroe, 1.28 in Colonial and 0.5 acres in Robbins. Staff support the Recreation, Tree and Bicycle Advisory Committees. Division Initiatives: 1. Develop a program to improve two turf areas per year. In 2016, the target areas were the fields at the Fiske and Diamond Schools. 2. Continue the implementation of planting at least 130 trees per year in the Town Right- of Ways, parks, public grounds areas, and setback areas on private property. It is anticipated that the trees for the FY2018 plantings will come from the Tree Nursery and bare root trees from a supplier. 3. Continue the implementation of a proactive tree maintenance program to minimize hazard trees and provide safe, well maintained, aesthetically pleasing parks, athletic fields and public ground areas. 4. Continue the GPS location of graves at Westview Cemetery and begin plans for the other cemeteries. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-15 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts PubBile Works Director E ger ofperatio n,sn SGuperintendent.of IP'uballic Gioxunds Carew Chief 07L Chief �C�eim eke ry Fo reimain E E prborirer Lead Wren ED kXeavy E�pl uiipim..,en�t a7peratoir Fla l'oore r9CPnrlve i,. r�elpa rtiment Ian,.......................] , ------------------- Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Element 3310: Parks Division Superintendent of Public Grounds 1 1 1 1 Crew Chief 3 3 3 3 Leadman 4 4 4 4 Heavy Equipment Operator 2 6 6 6 Laborer-Truck Driver 5 1 1 1 1 11 Subtotal FTE 15 15 15 15 Subtotal FT/PT 15 FT/0 PT 15 FT/0 PT 15 FT/0 PT 15 FT/0 PT Element 3320: Forestry Division Crew Chief 1 1 1 1 Se ni or Arbo ri st 2 2 2 2 Laborer-Tree Climber 2 2 2 2 Seasonal Laborer 0.6 0.6 0.6 0.6 Subtotal FTE 5.6 5.6 5.6 5.6 Subtotal FT/PT 5 FT/2 PT 5 FT/2 PT 5 FT/2 PT 5 FT/2 PT Element 3330: Cemetery Division Cemetery Foreman 1 1 1 1 Lead ma n 1 1 1 1 Heavy Equipment Operator 1 1 1 1 De pa rime nt Assi sta nt 1 1 1 1 Seasonal Laborer 0.6 0.6 0.6 0.6 Subtotal FTE 1 4.6 4.6 4.6 4.6 Subtotal FT/PT j 4 FT/2 PT 4 FT/2 PT 4 FT/2 PT 4 FT/2 PT Total Full/Part Time 24 FT/4 PT 24 FT/4 PT 24 FT/4 PT 24 FT/4 PT FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-16 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Public Grounds budget inclusive of the General Fund operating budgets for the Parks, Forestry and Cemetery divisions and the Burial Containers and Lexington Tree Fund Revolving Funds is $2,053,129, which is a $88,619 or 4.51% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The combined Parks, Forestry and Cemetery FY2018 recommended General Fund operating budget is $1,968,129 which is an $88,619 or 4.71% increase from the restated FY2017 General Fund budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Compensation is $1,422,654 and reflects a $21,399 or 1.53% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Expenses is $545,475 and reflects a $67,220 or 14.06% increase, which is primarily attributable to program improvement requests of $5,000 for additional landscaping at Munroe Cemetery and $50,000 for the first of a multi-year program for assessing the health of street trees, the removal of one-time funding of $14,700 for a leaf vacuum system, combined increases of $11,400 to the Parks and Cemetery water budgets to reflect actual experience, as well as various incremental adjustments to other budget lines. The combined FY2018 revolving fund budgets are level funded at $85,000. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Landscape Maintenance at $ 5,000 $ - $ 5,000 $ 5,000 $ 5,000 $ - Munroe Cemetery** Street Tree Health Assessments $ 50,000 $ - $ 50,000 $ 50,000 $ - $ 50,000 $ - **Funding is subject to the availability of funding from the Munroe Cemetery Trust Fund. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-17 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $1,175,595 $ 1,330,803 $ 1,533,550 $1,645,766 $ 50,000 $1,695,766 $162,216 10.58% Enterprise Funds(Indirects) $ 121,296 $ 117,384 $ 113,760 $ 86,363 $ - $ 86,363 $ (27,397) -24.08% Fees&Charges Cemetery Prep Fees $ 133,079 $ 125,588 $ 127,200 $ 126,000 $ - $ 126,000 $ (1,200) -0.94% Directed Funding Cemetery Trust $ 105,000 1 $ 105,000 $ 105,000 $ 55,000 $ - $ 55,000 1 $ (50,000) -47.62% Munroe Cemetery Fund $ - $ - $ - $ - $ 5,000 $ 5,000 $ 5,000 - Revolving Funds Burial Containers $ 29,060 $ 36,340 $ 40,000­$- 40,000 $ - $ 40,000 $ - Lexington Tree Fund $ 24,823 $ 40,421 $ 45,000 $ 45,000 $ - $ 45,000 $ - - Total 00 000 Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,199,068 $1,274,238 $ 1,401,255 $1,422,654 1 $ - $1,422,654 $ 21,399 1.53% Expenses $ 389,785 $ 481,297 $ 563,255 1 $ 575,475 $ 55,000 $ 630,475 $ 67,220 11.937/o Total 00 000 Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total3310 Parks Division $ 978,175 $1,044,482 $ 1,142,052 $1,160,161 $ - $1,160,161 $ 18,110 1.59% Total 3320 Forestry $ 310,143 $ 355,440 $ 460,591 $ 468,236 $ 50,000 $ 518,236 $ 57,645 12.52% Total 3330 Cemetery $ 300,534 $ 355,613 $ 361,867 $ 369,731 $ 5,000 $ 374,731 $ 12,864 3.55% Total 00 000 Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&wages $ 1,072,159 $1,148,481 $ 1,296,018 $1,315,838 $ $1,315,838 $ 19,820 1.53% Overtime $ 126,909 $ 125,757 $ 105,237 $ 106,816 $ $ 106,816 $ 1,579 1.50% Personal Services $1,199,068 $1,274,238 $1,401,255 $1,422,654 $ - $1,422,654 $ 21,399 1.53% Contractual Services $ 155,245 $ 183,214 $ 290,280 $ 304,400 $ 55,000 $ 359,400 $ 69,120 23.81% Utilities $ 45,422 $ 70,331 $ 38,775 $ 50,175 $ - $ 50,175 $ 11,400 29.40% Supplies $ 181,180 $ 222,361 $ 211,500 $ 212,900 $ $ 212,900 $ 1,400 0.66% Small Capital $ 7,939 $ 5,392 $ 22,700 $ 8,000 $ $ 8,000 $ (14,700) -64.76% Expenses $ 389,785 $ 481,297 $ 563,255 $ 575,475 $ 55,000 $ 630,475 $ 67,220 11.93% Total 00 000 Appropriation Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $1,199,068 $ 1,274,238 $ 1,401,255 1 $1,422,654 $ $1,422,654 1 $ 21,399 1.53% Expenses $ 335,902 $ 404,536 $ 478,255 1 $ 490,475 $ 55,000 $ 545,475 $ 67,220 14.06% Total 00 000 Appropriation Summary(Non-Gen'l Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ - $ - $ - $ - $ - $ - $ Expenses $ 53,883 $ 76,761 $ 85,000 $ 85,000 $ - $ 85,000 $ Total 3320 Forestry $ 24,823 $ 40,421 $ 45,000 $ 45,000 $ - $ 45,000 $ Total 3330 Cemetery $ 29,060 $ 36,340 $ 40,000 $ 40,000 $ - $ 40,000 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-18 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Mission: The Environmental Services Division manages the solid waste, recyclables, yard waste and household hazardous products generated by households and municipal facilities. The Division also provides educational materials on ways to reduce the solid waste, increase recycling and composting, and reduce the toxicity of the waste stream. Budget Overview: The Environmental Services Division includes Refuse Collection and Disposal, Recycling, Yard Waste and Appliance/Electronic Waste. Refuse collection is the curbside collection of non-recyclable residential solid waste and the separate collection of large appliances and yard waste. Recycling is the curbside collection of recyclable products, management of yard waste operations at the Hartwell Avenue Compost Facility, operation of the Minuteman Household Hazardous Products regional facility and curbside collection of televisions, computer monitors and other electronics (CRT's) and drop off of corrugated cardboard. The Town's five-year contract with .IRM Hauling and Recycling, Inc. will end on .tune 30, 2017. A new bid will be released in 2017 for a new five-year contract beginning in FY2018. The Town is currently under contract with Wheelabrator in North Andover for refuse disposal through .tune 30, 2020. Division Initiatives: 1. Continue to oversee enforcement of mandatory recycling by-law and State waste ban regulations implemented by curbside collection vendor. 2. Develop a new landscape contractor yard waste disposal permit program. 3. Update work plan for Hartwell Avenue due to solar construction project. 4. Examine recycling opportunities for the Lexington Business community. 5. Continue to explore future alternative disposal options for municipal solid waste. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-19 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Public Works Director Manager of Operations Superintendent of Environmental Services Seasonal Attendant Crew Chief ................ ........ ----------------F--------- Heavy Equipment Operator Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Element 3420: Recycling*(Compost Facility) Superintendent of Environmental Services 1 1 1 1 Crew Chief 1 1 1 1 Heavy Equipment Operator 1 1 1 1 Seasonal Heavy Equipment Operator 0.5 0.5 0.5 0.5 Seasonal Attendant 0.7 0.7 0.7 0.7 Subtotal FTE 1 4.2 1 4.2 1 4.2 1 4.2 Subtotal FT/PT 3 FT/1 PT* 1 3 FT/1 PT* 1 3 FT/1 PT* 1 3 FT/1 PT* Total Full/Part Time 3 FT/1 PT 3 FT/1 PT 3 FT/1 PT 3 FT/1 PT Explanatory Notes *The positions shown in Element 3420: Recycling are paid from the DPW Revolving Account. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-20 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2018 All Funds Environmental Services budget inclusive of the General Fund operating budgets for the Refuse Collection, Recycling and Refuse Disposal divisions and the Compost Operations and Minuteman Household Hazardous Waste Program Revolving Funds is $3,355,342, which is a $264,028 or 8.54% increase over the FY2017 budget. There is no Compensation in the Refuse Collection, Recycling and Refuse Disposal General Fund operating budget as all staff are funded within the Compost Operations Revolving Fund budget. The combined General Fund Refuse Collection, Recycling and Refuse Disposal operating budget for Expenses is $2,471,623 and reflects a $172,596 or 7.51% increase. The Refuse Collection expense budget is recommended at $884,051, an increase of $72,995 or 9.0%, and the Recycling expense budget is recommended at $972,005 an increase of $84,628 or 9.54%, both of which reflect projected increases in the Town's contracts for refuse and recycling collections which will be rebid in 2017. The Refuse Disposal expense budget is recommended at $615,567, an increase of $14,973 or 2.49%, attributable to a 2.5% or $1.61 increase in the Town's tipping fee per ton. Total refuse disposal tonnage for FY2018 is projected to be 9,300 tons. The FY2018 revolving fund budgets are recommended at $883,719, a $77,364 or 10.82% increase. Minuteman Household Hazardous Waste Program Revolving Fund is level-funded at $180,000. The Compost Operations Revolving Fund is recommended at $703,719 a $91,432 or 14.93% increase which reflects an $11,468 increase in compensation (attributable to step and cost of living increases), and a $75,164 increase in debt service payments for a loader and windrow turner purchased to accommodate the smaller footprint from the solar panel installation. Proaram Improvement Reauests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Heavy Equip Operator @ $ 20,596 $ 15,972 $ 36,568 $ - $ - $ - $ 36,568 Compost Facility PT to FT*** —Compost Revolving Fund-Staffing w ill be revisited once solar project is complete and windrow utilization has been established. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-21 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $2,209,641 $2,239,297 $2,299,027 $ 2,471,623 $ $ 2,471,623 $172,596 7.51% Revolving Funds - - - $ - $ $ - $ - - Compost Operations $ 452,501 $ 607,842 $ 612,287 $ 703,719 $ $ 703,719 $ 91,432 14.93% MHHP O erations $ 147,420 $ 147,872 $ 180,000 $ 180,000 $ $ 180,000 $ - - Total 00 :i9,562 $2,995,011 $3,091,314i Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23% Expenses $2,508,256 $2,666,572 $2,660,877 $ 2,836,623 $ $ 2,836,623 $175,746 6.60% Benefits $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ $ 56,650 $ 1,650 3.00% Debt Service Revolvin Fund $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ $ 179,725 $ 75,164 71.89% Total 00 :i9,562 $2,995,011 $3,091,314i Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3410 Refuse Collection $ 779,561 $ 795,153 $ 811,056 $ 884,051 $ $ 884,051 $ 72,995 9.00% Total 3420 Recycling $ 1,416,101 $ 1,626,858 $ 1,679,664 $ 1,855,724 $ $ 1,855,724 $176,060 10.48% Total 3420 Refuse Disposal $ 613,900 $ 573,000 $ 600,594 $ 615,567 $ $ 615,567 $ 14,973 2.49% Total 00 :i9,562 $2,995,011 $3,091,314i Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 209,887 $ 233,671 $ 236,374 $ 247,325 $ $ 247,325 $ 10,951 4.63% Overtime $ 22,230 $ 17,952 $ 34,502 $ 35,020 $ $ 35,020 $ 518 1.50% Personal Services $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23% Contractual Services $2,475,492 $2,640,346 $2,624,727 $ 2,797,323 $ $ 2,797,323 $172,596 6.58% Utilities $ - $ - $ - $ - $ $ - $ - - Su lies $ 22,994 $ 26,226 $ 36,150 $ 39,300 $ $ 39,300 $ 3,150 8.71% Small Capital $ 9,770 $ - $ - $ - $ $ - $ - - Expenses $2,508,256 $2,666,572 $2,660,877 $ 2,836,623 $ $ 2,836,623 $175,746 6.60% Benefits $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ $ 56,650 $ 1,650 3.00% Debt 104,561 1 $ 179,725 75,164 71.89% Total 00 :i9,562 $2,995,011 $3,091,314i Appropriation Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ $ Is $ Is I $ - I $ - Ex enses $2,209,641 $2,239,297 $2,299,027 1 $ 2,471,623 $ $ 2,471,623 $172,596 7.51/ Total 00 Appropriation Summary(Non-General Fund FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23% Total 3420 Recycling $ 232,117 $ 251,623 $ 270,876 $ 282,344 $ $ 282,344 $ 11,468 4.23% Expenses $ 298,615 $ 427,275 $ 361,850 $ 365,000 $ $ 365,000 $ 3,150 0.87% Total 3420 Recycling:Compost O erations $ 151,195 $ 279,403 $ 181,850 $ 185,000 $ $ 185,000 $ 3,150 1.73% Total 3420 Recycling:MMHP $ 147,420 $ 147,872 $ 180,000 $ 180,000 $ $ 180,000 $ - - Benefits $ 29,526 $ 30,934 1 $ 55,000 1 $ 56,650 $ 1 $ 56,650 1 $ 1,650 1 3.00% Total 3420 Recycling $ 29,526 $ 30,934 $ 55,000 $ 56,650 $ 1 $ 56,650 1 $ 1,650 3.00% Debt $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ 1 $ 179,725 1 $ 75,164 1 71.89% Total 3420 Recycling $ 39,663 $ 45,883 $ 104,561 $ 179,725 $ $ 179,725 $ 75,164 71.89% Total ii FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-22 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Mission: The Water/Sewer Division provides safe drinking water by regular monitoring and testing of water and maintaining and improving the water system infrastructure. Budget Overview: The Water Division budget is comprised of Water Operations, Massachusetts Water Resources Authority (MWRA) purchases and indirect support from the General Fund. The Water Operations maintains and repairs the water system that delivers water to Lexington homes and businesses through 154 miles of water mains, 1,500 fire hydrants and two water towers that store 3.24 million gallons of water. The Town has a three-block inclining rate structure to encourage water conservation. As a customer uses more water, the water rate for the additional units increases. Customers are billed twice per year. The Town also sells water to the Town of Bedford at the MWRA wholesale rate plus an administrative fee. The MWRA provides water to Lexington and greater Boston. Indirect support from the General Fund reflects Water Enterprise Fund expenses (benefits, insurance and engineering support) that are appropriated in the General Fund. The Water Enterprise Fund, therefore, reimburses the General Fund for these expenses through an indirect cost transfer. In FY2018, the Water Enterprise Fund will begin contributing to the Other Post-Employment Benefits (OPEB) Trust Fund in a funding level that matches the contributions of the General Fund. Departmental Initiatives: 1. Continue with the Hydrant Maintenance Program. 2. Develop educational materials for water conservation. 3. Implement a backflow/cross connection program. 4. Reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated. 5. Continue upgrading the last 2 percent of meters that have not been replaced. 6. Continue to update all the water connection "paper tie cards" for GIS implementation. 7. Continue the reaccreditation process with the American Public Works Association. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-23 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Pau 61l is Wor ks D i rectoir a nage lr of Operations Water/Sewer Delpartirnent SUperiunte^ndeint Assistant Crew chii& Heavy Equipment dross coninec�tor Giro leer/SIh�vpll Operator Inslpectoir L I Qoirer/Trwr k I riuver Opeirator Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Supt of Water& Sewer 0.5 0.5 0.5 0.5 Crew Chief 2 2 2 2 Grader-Shovel Operator 1 1 1 1 Leadman/Cross Connector Inspector 2 2 2 2 Heavy Equipment Operator 4 4 4 4 Laborer-Truck Driver 1 1 1 1 Department Assistant 0.2 0.2 0.2 0.2 Meter Reader/Laborer 0 0 0 0 Total Full/Part Time 10 FT/2 PT 10 FT/2 PT 10 FT/2 PT 10 FT/2 PT FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-24 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Water operating budget is $11,618,055 inclusive of indirect costs. The recommended budget is a $879,165 or 8.19% increase over the FY2017 budget. The budget for Compensation is $701,128, and reflects a $1,910 or 0.27% increase, which is net increase attributable to increases for the cost of step increases and cost of living adjustments, offset by the replacement of staff at lower steps. The budget for Expenses is $427,025 which is an increase of $23,000, or 5.69% over FY2017 attributable to various adjustments to budget lines which reflect historical spending levels. Debt service is recommended to increase by $83,295 or 5.91%. The MWRA Preliminary Assessment is $8,116,484, which is a $766,823 or 10.43% increase from FY2017. The MWRA will issue its final assessment in .tune. In FY2018, it is recommended that the Water Enterprise Fund begin contributing to the Other Post-Employment Benefits Trust Fund, with an initial amount of $9,089. The relative amount of the contribution as a percentage of 2018 Water Normal Cost (20.43%) corresponds to the General Fund contribution. Indirect payments to the General Fund to cover costs incurred by the General Fund in support of water operations are projected at $872,458, a decrease of $4,953 or 0.56%. Program Improvement Requests: None requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-25 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ $ $ $ $ $ $ Enterprise Funds $ $ $ $ $ $ $ Retained Earnings $ 500,000 $ 275,000 $ 221,500 $ 221,500 $ $ 221,500 $ User Charges $ 9,440,624 $10,118,443 $10,208,618 $11,087,783 $ $11,087,783 $ 879,165 8.61% Meter Charges $ 60,076 $ 70,162 $ 60,000 $ 60,000 $ $ 60,000 $ - - Investment Income $ 6,133 $ 8,659 $ 7,500 $ 7,500 $ $ 7,500 $ Fees&Charges $ 271,552 $ 316,651 $ 241,273 $ 241,273 $ $ 241,273 $ Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 593,594 $ 627,911 $ 699,218 $ 701,128 $ $ 701,128 $ 1,910 0.27% Expenses $ 386,371 $ 373,934 $ 404,025 $ 427,025 $ $ 427,025 $ 23,000 5.69% Debt $ 11378,688 $ 1,307,938 $ 1,408,576 $ 1,491,871 $ $ 1,491,871 $ 83,295 5.91% MWRA $ 6,035,893 $ 6,695,144 $ 7,349,661 $ 8,116,484 $ $ 8,116,484 $ 766,823 10.43% OPEB $ - $ - $ - $ 9,089 $ $ 9,089 $ 9,089 Indirects $ 789,275 $ 898,614 $ 877,411 $ 872,458 $ $ 872,458 $ 4,953 0.56% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3610 Water Operations $ 2,358,653 $ 2,309,783 $ 2,511,819 $ 2,620,024 $ $ 2,620,024 $ 108,205 4.31% Total 3620 MWRA $ 6,035,893 $ 6,695,144 $ 7,349,661 $ 8,116,484 $ $ 8,116,484 $ 766,823 10.43% OPEB $ - $ - $ - $ 9,089 $ $ 9,089 $ 9,089 - Indirects $ 789, 775 $ 898,614 $ 877,411 $ 872,458 $ $ 872,458 $ 4, 553 -0.56% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 444,411 $ 499,951 $ 551,907 $ 551,607 $ $ 551,607 1 $ 300 -0.05% Overtime $ 149,183 $ 127,960 $ 147,311 $ 149,521 $ $ 149,521 $ 2,210 1.50% Personal Services $ 593,594 $ 627,911 $ 699,218 $ 701,128 $ $ 701,128 $ 1,910 0.27% Contractual Services $ 158,228 $ 137,301 $ 203,025 $ 215,525 $ $ 215,525 $ 12,500 6.16% Utilities $ 13,025 $ 16,215 $ 5,500 $ 10,500 $ $ 10,500 $ 5,000 90.91% Supplies $ 188,934 $ 204,777 $ 161,500 $ 167,000 $ $ 167,000 $ 5,500 3.41% Small Capital $ 26,184 $ 15,641 $ 34,000 $ 34,000 $ $ 34,000 $ - 0.00% Expenses $ 386,371 $ 373,934 $ 404,025 $ 427,025 $ $ 427,025 $ 23,000 5.69% Debt $ 1,378,688 $ 1,307,938 $ 1,408,576 $ 1,491,871 $ $ 1,491,871 $ 83,295 5.91% MWRA $ 6,035,893 $ 6,695,144 $ 7,349,661 $ 8,116,484 $ $ 8,116,484 $ 766,823 10.43% OPEB $ - $ - $ - $ 9,089 1 $ $ 9,089 1 $ 9,089 1 - Ind ire cts $ 789,275 $ 898,614 $ 877,411 $ 872,458 1 $ $ 872,458 1 $ (4,953) -0.56% Total 00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-26 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Mission: The Sewer Division ensures the proper and safe discharge of wastewater through the operation of pumping stations and by maintaining and improving the wastewater system infrastructure. Budget Overview: The Sewer Division budget is comprised of Wastewater Operations, Massachusetts Water Resources Authority (MWRA) purchases and indirect support from the General Fund. The Sewer Division maintains the wastewater system that serves 99 percent of Town residences and businesses through 34 miles of trunk lines, 119 miles of street lines and 9,524 service connections. There are also ten sewage-pumping stations operated by the Sewer Division. The Town has a three-block inclining rate structure to encourage conservation. Customer sewer usage is determined based on water usage over the same period, with the exception of meters dedicated to outdoor irrigation. The MWRA provides wastewater treatment to Lexington and greater Boston at the Deer Island treatment facility. Indirect support from the General Fund reflects Sewer Enterprise Fund expenses (benefits, insurance and engineering support) that are appropriated in the General Fund. The Sewer Enterprise Fund, therefore, reimburses the General Fund for these expenses through an indirect cost transfer. In FY2018, the Sewer Enterprise Fund will begin contributing to the Other Post-Employment Benefits (OPEB) Trust Fund in a funding level that matches the contributions of the General Fund. Departmental Initiatives: 1. Continue the Sewer Collection System flushing program and root removal in all problem areas. 2. Continue to educate the public as to the costs and problems created by Inflow & Infiltration. 3. Continue the reaccreditation process through the American Public Works Association. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-27 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Public Works,IDirecctor mannaig it Of Op,erations Water/S,ewerDelpar#irnent, Superintendent Assistant Crew ONO Assistant Heavy Equuii� iron# ESeasroiinal ��n =Laboreir/Truick Operator Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Supt of Water& Sewer 0.5 0.5 0.5 0.5 Crew Chief 1 1 1 1 Heavy Equipment Operator 2 2 2 2 De artment Assistant 0.2 0.2 0.2 0.2 Seasonal Assistant 0.4 0.4 0.4 0.4 Seasonal Laborer 0.3 0.3 0.3 0.3 Total Full/Part Time 3 FT/4 PT 3 FT/4 PT 3 FT/4 PT 3 FT/4 PT Explanatory Notes: Seasonal Assistant works out of the Engineering Office but is funded by Sewer Enterprise. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-28 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Sewer operating budget, inclusive of indirect costs, is $10,324,911, a $928,164 or 9.88% increase over the FY2017 budget. The budget for Compensation is $308,749 and reflects a $10,515 or 3.53% increase, which is attributable to increases for the cost of step increases and cost of living adjustments. The budget for Expenses is $356,525, an increase of $9,000 or 2.59%, which is a net increase. A decrease of $15,000 in electricity costs due to more efficient variable frequency drives installed in the main pump station, is offset by increased maintenance costs for pump stations and generators, as well as recognition in the budget of payments to Arlington for water and sewer usage by Lexington residents. Debt service is recommended to increase by $85,292 or 8.69%. The Preliminary MWRA Assessment is $8,042,213, which is a $776,343 or 10.68% increase from FY2017. The MWRA will issue its final assessment in .tune. In FY2018, it is recommended that the Sewer Enterprise Fund begin contributing to the Other Post-Employment Benefits Trust Fund, with an initial amount of $4,085. The relative amount of the contribution as a percentage of 2018 Sewer Normal Cost (20.43%) corresponds to the General Fund contribution. Indirect payments to the General Fund for those costs borne by the General Fund in support of sewer operations are projected at $546,827, an increase of $42,929 or 8.52%. Program Improvement Requests: None requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-29 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy Enterprise Funds - - - - - Retained Earnings $ 50,000 $ - $ - $ - $ $ - $ User Charges $ 9,313,395 $ 9,216,367 $ 9,033,747 $ 9,961,911 $ $ 9,961,911 $ 928,164 10.27% Connection Fees $ 1,802 $ 2,975 $ - $ - $ $ - $ - Investment Income $ 6,241 $ 11,070 $ 6,200 $ 6,200 $ $ 6,200 $ 0.00% Fees&Charges $ 554,828 $ 533,274 $ 356,800 $ 356,800 $ $ 356,800 $ 0.00% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 217,497 $ 209,514 $ 298,234 $ 308,749 $ $ 308,749 $ 10,515 3.53% Expenses $ 334,817 $ 296,176 $ 347,525 $ 356,525 $ $ 356,525 $ 9,000 2.59% Debt $ 11199,243 $ 1,021,867 $ 981,220 $ 1,066,512 $ $ 1,066,512 $ 85,292 8.69% MWRA $ 7,177,387 $ 6,970,176 $ 7,265,870 $ 8,042,213 $ $ 8,042,213 $ 776,343 10.68% OPEB $ - $ $ $ 4,085 1 $ $ 4,085 $ 4,085 - Indirects $ 465,030 $ 478,354 1 $ 503,898 $ 546,827 $ $ 546,827 $ 42,929 8.52% Total 00 0: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3710 Sewer Enterprise $ 1,751,557 $ 1,527,557 $ 1,626,979 $ 1,731,786 $ $ 1,731,786 $ 104,807 6.44% Total 3720 MWRA $ 7,177,387 $ 6,970,176 $ 7,265,870 $ 8,042,213 $ $ 8,042,213 $ 776,343 10.68% OPEB $ - $ - $ - $ 4,085 $ $ 4,085 $ 4,085 - Indirects $ 465,030 $ 478,354 $ 503,898 $ 546,827 $ $ 546,827 $ 42,929 8.52% Total 00 0: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 166,303 $ 169,508 $ 230,334 $ 239,831 $ $ 239,831 $ 9,497 4.12% Overtime $ 51,194 $ 40,006 $ 67,900 $ 68,919 $ $ 68,919 $ 1,019 1.50% Personal Services $ 217,497 $ 209,514 $ 298,234 $ 308,749 $ $ 308,749 $ 10,515 3.53% Contractual Services $ 146,556 $ 96,470 $ 146,775 $ 166,775 $ $ 166,775 $ 20,000 13.63% Utilities $ 137,161 $ 134,528 $ 119,500 $ 108,500 $ $ 108,500 $ 11,000 -9.21% Supplies $ 38,241 $ 64,805 $ 67,750 $ 67,750 $ $ 67,750 $ Small Capital $ 12,859 $ 373 $ 13,500 $ 13,500 $ $ 13,500 $ Expenses $ 334,817 $ 296,176 $ 347,525 $ 356,525 $ $ 356,525 $ 9,000 2.59% Debt $ 1,199,243 $ 1,021,867 $ 981,220 $ 1,066,512 $ $ 1,066,512 $ 85,292 1 8.69% MWRA $ 7,177,387 $ 6,970,176 $ 7,265,870 $ 8,042,213 $ $ 8,042,213 $ 776,343 1 10.68% OPEB $ - $ - $ - $ 4,085 $ $ 4,085 $ 4,085 1 - Ind irects $ 465,030 $ 478,354 $ 503,898 $ 546,827 $ $ 546,827 $ 42,929 1 8.52% Total 00 0: FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 V-30 Section VI: Program 4000: Public Safety This section includes detailed information about the FY2018 Operating Budget & Financing Plan for public safety. It includes: • 4100 Law Enforcement VI-2 • 4200 Fire & Rescue VI-7 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-1 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Mission: The Lexington Police Department provides public safety services to enhance the quality of life in Lexington. A team of dedicated police officers, detectives, dispatchers and support staff work in a coordinated manner to effectively intervene in emergencies, promote traffic safety, suppress crime, reduce fear and deliver services to the community through a variety of prevention, problem solving and law enforcement programs. Budget Overview: The Police Department is comprised of seven divisions: Administration, Patrol and Enforcement, Traffic Bureau, Investigations, Dispatch, Animal Control and Crossing Guards. In FY2016, the Police Department responded to 12,936 calls for service with 489 crimes investigated. The Administration division is comprised of 11 full-time and 4 part-time employees including: the Chief and two Captains who oversee administrative and operational functions including budget, planning, training, personnel administration, public affairs and policy development; four Lieutenants who each lead a workgroup consisting of patrol officers, dispatchers and a Sergeant providing 24/7 policing services; an administrative Sergeant who tends to the accreditation program as well as detail assignments and event planning; an office manager and clerk who handle records management, accounting and payroll; 4 cadets who provide administrative support; and a mechanic who purchases, equips and maintains the vehicle fleet and other specialized equipment. The Patrol and Enforcement division is comprised of 34 officers (29 patrol officers and five sergeants) responsible for responding to a variety of critical front-line services 24/7 including intervening in emergencies, promoting crime prevention and traffic safety as well as suppressing crime. The Traffic Bureau has one supervisor who oversees the Parking Enforcement Officer (PEO), one account clerk and eight parking lot attendants. Meter and parking enforcement in Lexington Center is done by the PEO while the parking lot attendants manage the public/permit parking lot on Meriam Street. The Traffic Bureau supervisor also manages the school crossing guard program. The Investigations division is supervised by a Detective Lieutenant who is assisted by the Sergeant Prosecutor and oversees six detectives responsible for investigation and prevention including: two major case detectives, a family services detective, a narcotics/vice investigator, a Community Resource Officer (CRO) and a School Resource Officer (SRO). The Dispatch division is comprised of nine civilian dispatchers responsible for directing the proper resources to over 15,000 service calls that require a police, fire or medical unit response. In FY2016 they answered 5,521 9-1-1 calls and almost 30,000 telephone calls. The Animal Control division entered into an agreement to share a full-time Animal Control Officer (ACO) with the Town of Bedford in October, 2015 with 70%, or 27 hours per week allocated to Lexington. The ACO is an employee of the Town of Bedford, but will continue to FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-2 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts work collaboratively with the Lexington Board of Health regarding animal related health issues. The School Crossing guard program has 16 part-time civilian members who cover 14 school crossings during the school year. Departmental Initiatives: 1. Implement the new ProPhoenix police/fire/emergency computer aided dispatching and record management system purchased in Fall 2016; and 2. Assist the Board of Selectmen with planning, budgeting and constructing a new police station and improvements to the Hartwell Avenue outdoor firing range. Chfiieff of Police Office IManiager Captain of Operations Captain of Adrmunaistratron Traffic Bureau Department Administrative Detective Super,,i or As•sistarrt Patrol Lieuteineintts Sercleanit Lieutenant Parkinicl Detective Sergeant Enforcement Patrol Sere leant Dispatchers Prosecutor Officer AcGruurut Cr Detective ay Patrol Officers Gorutrr 11 Assistant. Mlallcrt Cases Parking Lot Might Patrol DetectiveAttendants Officers Narcotics Narcotics Crossing Guards Cadets Detective Farnily Services Detective SchoolllRe's:ovurce Detective C ouni nnunityr Resaurce FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-3 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Authorized/Appropriated Staffing: FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Chief 1 1 1 1 Captain of Operations 1 1 1 1 Captain of Administration 1 1 1 1 Administrative Sergeant 1 1 1 1 Lieutenants Patrol 4 4 4 4 Sergeants Patrol 5 5 5 5 Police Officers 28 29 29 29 Lieutenant(Detective) 1 1 1 1 Sergeant Detective-Prosecutor 1 1 1 1 Detectives; Major Case 2 2 2 2 Family Services Detective 1 1 1 1 School Resource Officer 1 1 1 1 Community Resource Officer 1 1 1 1 Narcotics/Vice Detective 1 1 1 1 Cadets 1.03 2.06 2.04 2.04 Parking Enforcement Officer 1 1 1 1 -Dispatcher 9 9 9 9 Office Manager 1 1 1 1 Traffic Bureau Supervisor 1 1 1 1 Department Assistant 1 1 1 1 -Department Account Assistant 1 1 1 1 Mechanic 1 1 1 1 Animal Control - 1 part-time 0.54 0.54 0 0 Parking Lot Attendants -8 part-timel 3.1 1 3.1 1 2.81 1 2.81 Crossin Guards - 16 art-time 1 3.48 1 3.48 1 3.48 1 3.48 49 Officers 50 Officers 50 Officers 50 Officers FT -PT Total .- Overall staff changes from FY2015 to FY2018: FY2016 - Cadets increased from 2 to 4 in FY2016. Cadets work 18 hours per week. FY2016 -Additional funding for the 50th officer FY2017 -Animal Control changed to contracted service from the Town of Bedford at 27 hours/week FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-4 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Police Department budget is $6,810,891 which is an $18,695 or 0.28% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The budget for Compensation is $5,938,364, and reflects a decrease of $10,459 or 0.18%, which is a net change due to replacing recent retirees with staff at a lower step, and building in the cost of prospective step increases. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $872,527 and reflects a $29,154 or 3.46% increase, which is a net change primarily due to additional contractual costs for the new ProPhoenix software and new electronic parking meters. Program Improvement Requests: None Requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-5 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Budget Summary FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources(All Funds) Actual Estimated Estimated Request Add/Del Estimate Increase Increase Tax Le $5,584,556 $6,253,866 $5,991,509 $6,025,241 $6,025,241 $ 33,732 0.56% Fees&Charges Fees $ 114,067 $ 82,500 $ 108,545 $ 104,000 $ $ 104,000 $ 4,545 -4.19% Fines&Forfeitures $ 284,355 $ 274,569 $ 303,000 $ 302,300 $ $ 302,300 $ (700) -0.23% Licenses&Permits $ 2,350 $ 2,963 $ 2,350 $ 2,350 $ $ 2,350 $ 0.00% Parking Meter Fund* $ 328,039 $ 386,792 $ 386,792 $ 377,000 $ 377,000 $ 9,792 2.53% Total00 Law Enforcement $6,313,367 $7,000,691 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 I Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del I Mgr's Rec. I Increase Increase Compensation $5,580'H3j $6,224,424 $5,948,823 $5,938,364 1 $ 1 $5,938,364 1 $(10,459) -0.18% Expenses $ 733,024 1 $ 776,267 1 $ 843,373 1 $ 872,527 $ $ 872,527 $ 29,154 1 3.46% Total00 Law Enforcement $6,313,367 $7,000,691 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 4110 Police Administration $1,253,235 $1,316,231 $1,355,789 $1,369,632 $ $1,369,632 $ 13,843 1.02% Total 4120 Patrol&Enforcement $3,275,029 $3,736,202 $3,455,592 $3,419,993 $ $3,419,993 $(35,599) -1.03% Total 4130 Traffic Bureau $ 308,275 $ 341,995 $ 385,399 $ 411,354 $ $ 411,354 $ 25,955 6.73% Total 4140Investigations $ 714,475 $ 821,837 $ 756,458 $ 749,512 $ $ 749,512 $ 6,946 -0.92% Total 4150 Dispatch $ 594,708 $ 602,129 $ 631,030 $ 650,067 $ $ 650,067 $ 19,037 3.02% Total 4160 Animal Control $ 23,892 $ 36,688 $ 58,600 $ 61,004 $ $ 61,004 $ 2,405 4.10% Total 4170 Crossinq Guards $ 143,752 $ 145,608 $ 149,329 $ 149,329 $ $ 149,329 $ - 0.00% Total00 Law Enforcement $6,313,367 $7,000,691 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 I Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del I Mgr's Rec. I Increase Increase Salaries&Wages $4,697,976 $5,189,117 $5,196,170 $5,163,691 1 $ 1 $5,163,691 1 $ 32,479 -0.63% Overtime $ 882,367 $1,035,307 $ 752,653 $ 774,673 1 $ $ 774,673 1 $ 22,019 1 2.93% Personal Services $5,580,343 $6,224,424 $5,948,823 $5,938,364 $ $5,938,364 $(10,459) -0.18% Contractual Services $ 200,363 $ 245,763 $ 315,474 $ 352,930 $ $ 352,930 $ 37,456 11.87% Utilities $ 130,489 $ 97,207 $ 114,845 $ 108,543 $ $ 108,543 $ (6,302) -5.49% Supplies $ 201,715 $ 212,092 $ 186,660 $ 184,660 $ $ 184,660 $ (2,000) -1.07% Small Capital $ 200,456 $ 221,204 $ 226,394 $ 226,394 $ $ 226,394 $ - 0.00% Expenses $ 733,024 $ 776,267 $ 843,373 $ 872,527 $ $ 872,527 $ 29,154 3.46% Total00 Law Enforcement $6,313,367 $7,000,691 'The revenue from the Parking Meter Fund includes parking permits,fees from the Depot Square lot,and meter revenue. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-6 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Mission: The Lexington Fire & Rescue Department protects the people, homes and businesses in our community from fire, medical emergencies, hazardous material incidents and natural disasters. This is accomplished through public education, safety code management and emergency response. Budget Overview: The Fire & Rescue Department is comprised of five divisions: Administration, Fire Prevention, Fire Suppression, Emergency Medical Services and Emergency Management. The Administration division is responsible for developing policies and procedures, training, inventory control, financial and budgetary oversight, and managing the day-to-day operations of the Department. The Fire Prevention division is responsible for fire code enforcement activities, public education, plan review, permit application and approval, flammable/combustible liquid storage approval and regulatory enforcement of blasting applications and permits. The Fire Suppression division is staffed 24/7, operating out of two stations and responding to emergency calls including: fire suppression, motor vehicle accidents, medical emergencies, hazardous material responses, and other emergency incidents. The Emergency Medical Services division operates in conjunction with the Fire Suppression division, staffing one ambulance 24/7 at the Advanced Life Support (ALS) level, and a second ambulance operating at the ALS level from 8:00 AM Monday through 8:00 AM Saturday, and available over the weekend through cross-staffing when the ladder truck is available. These vehicles respond to over 2,500 calls for assistance annually. The Emergency Management division is responsible for communications with the Federal Emergency Management Agency (FEMA) and the Massachusetts Emergency Management Agency (MEMA) as well as reviewing and commenting on numerous Town-wide emergency operation plans. The Chief serves as the Emergency Management Director and the department's administrative staff serves as support to this division. Departmental Initiatives: 1. Continue to assist the Board of Selectmen to move the new fire station project forward. 2. Department wide training and implementation of new Public Safety Dispatch and Records Management Software. 3. Increase community education through collaboration with other programs. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-7 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Fire Chief . ................. F ..................................... Assistant Assistant Fire Chief Fire C h ief Office Manager Trainiing/EMS OIpeirat�ioriisilP'reveriit:ion ........................ Shift Cominiander Fire Prevention Captain Fire lnslpector Assistant (PT) (Peir shifl) Company Officer Liellitenianit (3 per shift) Fire IFighters EMT/Paramiedlilc 2 shins @ 1 01sh A 2 shilts @ 111shift Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Fire Chief 1 1 1 1 Assistant Fire Chief 2 2 2 2 -Office Manager 1 1 1 1 Fire Inspector 1 1 1 1 Fire Captains 4 4 4 4 Fire Lieutenants 12 12 12 12 Firefighters/Paramedics 38 42 42 42 Firefighters/Paramedics (Grant Fun 4 0 0 0 Fire Prevention Assistant !��0.86 0.86 0.86 0.86 FTE Total 63.86 63.86 63.86 63.86 Full-Time/Part-time Total 63FT/1PT 63FT/1PT 63FT/1PT 63FT/1PT Explanatory Notes: *4 full-time positions were funded through the SAFER grant award, but federal funding expired as of January 2015. At the expiration of the grant, the Town assumed funding for these positions, which accounts for the increase of Firefighters/Paramedics from 38 in FY2015 to 42 in FY2016. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-8 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended General Fund Fire Department budget is $6,421,971. The recommended budget is a $3,856 or 0.06% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The recommended budget for Compensation is $5,863,961, and reflects a decrease of $11,904 or 0.20%, which is a net change attributable to the cost of contractually obligated step increases, offset by the replacement of retiring staff at lower steps. FY2018 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $558,011 and reflects a net increase of $15,761 or 2.91%, which is the result of removing $8,000 for a piece of specialized equipment purchased in FY2017, increasing ambulance contract services by $10,000 to reflect higher utilization, and adjusting fuel costs to reflect projected results of a regional cooperative bid. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Ambulance Staffing,2 FTEs $ 140,600 $ 33,772 1 $ 174,372 $ - $ - $ - $ 174,372 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-9 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Projected Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 5,047,452 $4,843,760 $ 5,100,003 $5,071,121 $ $ 5,071,121 $ (28,882) -0.57% Enterprise Funds(Indirects) - - - Fees&Charges - - - - - - Ambulance Fees' $ 1,012,005 $ 1,395,031 $ 1,267,255 $ 1,300,000 $ $ 1,300,000 $ 32,745 2.58% Fire De artment Fees $ 50,170 $ 47,175 $ 48,507 $ 48,500 $ $ 48,500 1 $ 7 -0.0101 Licenses&Permits $ 2,350 $ 2,963 $ 2,350 $ 2,350 $ $ 2,350 1 $ 0.00% SAFER Grant $ $ - $ - $ - $ $ $ Total 00 Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,591,724 $5,793,416 $ 5,875,865 1 $5,863,961 $ $ 5,863,961 1 $ 11,904 -0.20% Expenses $ 520,253 $ 495,512 $ 542,250 1 $ 558,011 $ $ 558,011 $ 15,761 2.91% Total 00 Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 4210 Fire Administration $ 439,534 $ 418,466 $ 435,520 $ 450,775 $ $ 450,775 $ 15,255 3.500% Total4220 Fire Prevention $ 215,544 $ 241,451 $ 230,470 $ 223,777 $ $ 223,777 $ (6,693) -2.90% Total 4320 Fire Suppression $ 5,322,377 $5,460,271 $ 5,586,626 $5,576,920 $ $ 5,576,920 $ (9,706) -0.17% Total 4240 Emergency Medical Services $ 130,559 $ 164,721 $ 159,500 $ 164,500 $ $ 164,500 $ 5,000 3.13% Total 4250 EmeMency Management $ 3,964 $ 4,018 $ 6,000 $ 6,000 $ $ 6,000 $ - 0.000/0 Total 00 Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar I Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&wages $4,706,466 $4,802,997 $ 5,020,865 $4,988,961 $ 1 $4,988,961 1 $ (31,904) -0.64% Overtime $ 885,259 $ 990,419 $ 855,000 $ 875,000 $ $ 875,000 1 $ 20,000 1 2.34% Personal Services $5,591,724 $5,793,416 $5,875,865 $5,863,961 $ - $5,863,961 $ (11,904) -0.20% Contractual Services $ 242,364 $ 260,919 $ 297,200 $ 311,592 $ $ 311,592 $ 14,392 4.84% Utilities $ 56,849 $ 41,342 $ 41,400 $ 51,969 $ $ 51,969 $ 10,569 25.53% Supplies $ 135,038 $ 174,498 $ 162,550 $ 162,950 $ $ 162,950 $ 400 0.25% Small Capital $ 86,002 $ 18,752 $ 41,100 $ 31,500 $ $ 31,500 $ 9,600 -23.36% Expenses $ 520,253 $ 495,512 $ 542,250 $ 558,011 $ - $ 558,011 $ 15,761 2.91% Total 00 Appropriation Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,398,636 $5,793,416 $ 5,875,865 $5,863,961 1 $ $ 5,863,961 1 $ (11,904) -0.20% Expenses $ 520,253 $ 495,512 $ 542,250 1 $ 558,011 $ $ 558,011 $ 15,761 2.91% Total 00 0. Appropriation Summary(Non-Gen'l Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ $ $ - $ $ 4230 Fire Suppression $ 193,087 $ $ - $Total 00 0: FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VI-10 Section VII: Program 5000: Culture & Recreation This section includes detailed information about the FY2018 Operating Budget & Financing Plan for culture & recreation services. It includes: • 5100 Cary Memorial Library VII-2 • 5200 Recreation and Community Programs VII-6 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-1 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Mission: The Cary Memorial Library's mission is to ignite curiosity, engage minds, and connect our community. Budget Overview: Cary Memorial Library is comprised of three divisions: General and Technical Services, Adult Services, and Youth Services. • General and Technical Services includes the administrative staff as well as the supply, equipment, and Minuteman Library Network membership costs. • Adult Services includes all adult library, technology, and bibliographic services staff as well as adult, teen, and audiovisual materials. • Youth Services includes all children's library staff and also includes library materials for children. Departmental Initiatives: 1. Books and Information: To build and maintain a collection to reflect community needs and expectations, to include varying points of view and to respond to changing interests and demographics. To keep abreast of an ever-evolving variety of materials and to provide the content users want in the format they prefer. 2. People and Connections: To foster connections by helping users find exactly what they need and by putting them in touch with the intellectual and creative resources of the community. Library staff provides personal service both in the library and online. 3. Ideas and Inspiration: To be more than a place where books are stored. To be a place where ideas are created, discovered and shared. Recognize that users are inspired by more than words on a page - users find value in music, art, multimedia and all forms of expression. To provide a venue to find and explore content, and also to create and share it. 4. Technology and Innovation: The world is changing and the ways in which users experience books, gather information and create content will continue to evolve. The Library will help users navigate these changes, explore new formats and experiment with innovative devices in an environment where both experts and novices are welcome. 5. Generations and Cultures: The Library's collections, services and programs reflect the broad and deep interests of the community. The staff will strive to be responsive to users' needs across generations and cultures. 6. Individual and Community: To be a vibrant, bustling facility located in the heart of Lexington. To provide a quiet space to read, write and think as well as space to talk, laugh and learn together. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-2 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Library Trustees Library Director Assistant Director and Head of IT Office Manager Librarian II ;He7adf Youth Head of Adult Librarian I ices Services Library Associate Librarian II Librarian II Library Technicians Librarian I Librarian I Part-time Staff Library Associate Library Associate Library Technicians Library Technicians Part-time Staff Part-time Staff Authorized/Appropriated Staffing: FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Re uest* Library Director 1 1 1 1 Assistant Director Head of Technology 1 1 1 1 Office Manager 1 1 1 1 Head of Adult Services 1 1 1 1 Head of Technology 1 0 0 0 Head of Youth Services 1 1 1 1 Circulation Supervisor 1 1 0 0 Librarians 9 10 10 9.9 Library Associates 2 2 6 6 Library Technicians 14.6 14.6 11.3 11.1 Adult Pages 1.3 1.3 1.6 1.6 Student Pages 0.6 0.6 0.6 0.6 Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed *FY2018 reflects a correction in FTE value, and does not reflect a net decrease to staffing. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-3 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended General Fund Library budget is $2,534,144, which is a $65,545 or 2.66% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The General Fund operating budget for Compensation is $2,098,338, and reflects a $38,266, or 1.86% increase, which is attributable to a program improvement request to provide additional Sunday staffing in the Teen Space, as well as the cost of contractually obligated step increases not covered by current contracts. FY2018 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $435,806 and reflects a $27,279 or 6.68% increase, which is primarily driven by increases for supplies and materials. To retain certification by the Massachusetts Board of Library Commissioners, the Library must expend the equivalent of 13 percent of its annual municipal appropriation on materials. Prior to FY2016, the Town's appropriation had been less than one half of this required amount, with the balance coming from the Library Foundation and Friends of the Library. In FY2016, the Town approved a program improvement request which substantially closed this funding gap. The FY2018 materials budget maintains the Town's commitment to the FY2016 funding levels. Program Improvement Request: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Additional Sunday stafffing for Teen Space 5,739 $ $ 5,739 $ 5,739 $ $ 5,739 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-4 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Projected Request Add/Del Projected Increase Increase Tax LeDt $2,137,906 $2,394,198 $2,468,599 $2,528,405 $ 5,739 $2,534,144 $ 65,545 2.66% Total 00 Library $2,137,906 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $1,866,567 $2,008,885 $2,060,072 $2,092,599 $ 5,739 $2,098,338 $ 38,266 1.86% Ex enses $ 271,339 $ 385,313 $ 408,527 $ 435,806 $ - $ 435,806 $ 27,279 6.68% Total 00 Library $2,137,906 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 5110 General&Tech.Services $ 397,396 $ 442,698 $ 460,696 $ 469,188 $ $ 469,188 $ 8,492 1.84% Total 5120 Adult Library $1,326,903 $1,443,644 $1,443,969 $1,421,146 $ $1,421,146 $ 22,823 -1.58% Total 5130 Children's Libra $ 413,607 $ 507,856 $ 563,935 $ 638,071 $ 5,739 $ 643,810 $ 79,875 14.16% Total 00 Library $2,137,906 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,821,736 $1,961,214 $2,016,212 $2,042,486 $ - $2,042,486 $ 26,274 1.30% Overtime(Sunday Premium $ 44,831 $ 47,671 $ 43,860 $ 50,113 $ 5,739 $ 55,852 $ 11,992 27.34% Personal Services $1,866,567 $2,008,885 $2,060,072 $2,092,599 $ 5,739 $2,098,338 $ 38,266 1.86% Contractual Services $ 82,459 $ 91,044 $ 95,831 $ 101,800 $ - $ 101,800 $ 5,969 6.23% Utilities $ 10,502 $ 12,144 $ 12,200 $ 12,200 $ $ 12,200 $ - 0.00% Supplies $ 146,426 $ 246,137 $ 257,493 $ 281,806 $ $ 281,806 $ 24,313 9.44% Small Capital $ 31,952 $ 35,988 $ 43,003 $ 40,000 $ $ 40,000 $ 3,003 -6.98% Expenses $ 271,339 $ 385,313 $ 408,527 $ 435,806 $ $ 435,806 $ 27,279 1 6.68% Total 00 Library $2,137,906 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-5 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Mission: The Department of Recreation and Community Programs strives to provide affordable, quality programs meeting the needs of the community. The Department is committed to providing active and passive leisure opportunities that are educational, fun and life-enriching. The Department promotes participation by all Lexington residents in safe, accessible and well-maintained facilities. Budget Overview: In 1991, the Recreation Department began to operate as an Enterprise Fund whereby program and facility fees were anticipated to cover the cost of operations. As such, the operating budget may increase or decrease year to year to meet changes in enrollment and facility use demands. In 2015, the Recreation Department was reorganized and renamed the Department of Recreation and Community Programs. The Director of Recreation and Community Programs, through the Recreation Committee, sets program fees with the approval of the Board of Selectmen. The operating budget supports staff who manage and deliver programs along with the supplies needed to operate those programs. Program revenues (Recreation, Pine Meadows Golf Club and Lexington Community Center) also help fund Capital Improvement Projects and reimburse the General Fund for Recreation- related Town expenses. In FY2018, the Department is contributing $254,826 to the General Fund to cover the costs of employee benefits and indirect services funded in the General Fund that support the services provided by the Department's Recreation and Pine Meadows Golf Course Divisions. The Fund also contributes $100,000 towards the debt service payment for Lincoln Park, which is scheduled to be retired in February 2018. The Department offers a wide variety of leisure, socialization and recreational opportunities for individuals of all ages and abilities. Recreation and leisure programs that were formerly provided by the Human Services Department are now being offered by the Department of Recreation and Community Programs. General program areas include: summer youth clinics, camps and classes, tennis, aquatics, youth, adult &"'Forever Young" programs, leagues and special events. Departmental staff plan, schedule and coordinate programs, activities and special events using facilities that include the Lexington Community Center, schools, Cary Hall, neighborhood parks and playgrounds, tennis and basketball courts, playing fields, the Irving H. Mabee Pool Complex, the Old Reservoir, Pine Meadows Golf Club, the .lack Eddison Memorial Bikeway, Teresa & Roberta Lee Fitness-Nature Path and other hiking/nature trails. Departmental Initiatives: 1. Expand Community Center program opportunities. 2. Update the Departments Internal Controls and Create a Consistent Format for Implementation. 3. Continued implementation of the Recreation and Community Programs Department Strategic Plan. 4. Develop a plan for instituting an ID membership system for use by participants at all Recreation and Community Programs Department programs and facilities. 5. Research potential local, state and federal grants that could assist with program costs and capital improvement projects. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-6 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA ell LDirectorecreation and Recreation y Programs Committee Pine Meadows Golf Course Assistant Director Community Center of Recreation Director Administrative Assistant Office Manager Municipal Assistant Municipal (Clerk) Assistants (Clerks) Recreation Supervisor Program Coordinator Seasonal Program Staff and Volunteers Building Supervisors Seasonal Program Seasonal Program Staff Staff Volunteers Volunteers Note: Pine Meadows staffing is provided via a contractual service. Oversight is provided by the Director of Recreation and Community Programs. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-7 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Authorized/Appropriated Staffing Program: 5000 Culture & Recreation Subprogram: 5210 Recreation FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Director of Recreation and 0 1 1 1 Community Programs Director of Recreation 1 0 0 0 Assistant Director 1 1 1 1 Municipal Assistant(Clerk) 1.34 1.34 1.34 1.34 Administrative Assistant 1 1 1 1 Recreation Supervisor 1 1 1 1 1 Seasonal (Part Time) 175+/- 175+/- 175+/- 225+/- Seasonal Seasonal Seasonal Seasonal Seasonal Seasonal Seasonal Seasonal Program: 5000 Culture & Recreation Subprogram: 5230 Community Center FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Community Center Director 0 1 1 1 Office Manager 0 1 1 1 Municipal Assistant(Clerk)' 0 1.5 2 2 Program Coordinator 0 1 1 1 1 Evening/Weekend Bldg Supervisor 0 1 1 1 Seasonal (Part Time) 0 50+/- 50+/- 50+/- Seasonal Seasonal Seasonal Seasonal Seasonal Seasonal Municipal Assistant (Clerk) hours increased to full-time in FY2017. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-8 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Budget Recommendations: The FY2018 recommended budget for the Department of Recreation and Community Programs — comprised of the Pine Meadows Golf Course operation, and Recreation and Community Center programming — is $2,979,940. The recommended budget is a $105,827 or 3.68% increase over the FY2017 budget and is driven primarily by an increase in the hourly rate for Seasonal staff in line with State minimum wage increases. It should be noted that historically the Recreation and Community Programs Department operating budget has been supported solely from program fees. In FY2016, with the addition of the operation and programming of the Community Center, it was proposed that the tax levy contribute to funding for the Department budget. This tax levy support will continue in FY2017, with $220,152 being proposed in General Fund support of the Community Center operations. The Community Center budget supports staff that plans, schedules, coordinates, manages, supervises and delivers community programs along with the supplies needed to operate these programs. The Community Center provides drop-in program space and offers leisure opportunities to promote social, emotional, cognitive well-being and wellness for residents of all ages and abilities. It provides residents with a wide variety of programs that are fun, educational and life-enriching. The customer service counter at the Center provides support for the Community Center, the Human Services Department and the Recreation Division, allowing for one-stop shopping for services and programs. The recommended budget for Compensation is $1,308,669, and reflects a $117,926 or 9.9% increase which is driven by the cost of prospective step increases, prospective cost-of-living adjustments as well as an increase in hourly rates for Seasonal staff in line with state minimum wage increases. The shared customer service clerk at the Community Center was supported by the General Fund in FY2017 will now be supported by the Recreation Enterprise Fund beginning in FY2018. The recommended budget for Expenses is $1,316,445 and reflects a $19,100 or 1.43% decrease from FY2017, primarily due to a reduction in Contractual Services as more Community Center programs have been led by seasonal staff members rather than vendors. The recommended budget for Expenses for the operation of the Pine Meadows Golf Course of $545,520 reflects a net increase of $4,045 or 0.75% due to a $4,400 increase in the annual cost of the contract for the management of the golf course and credit card service fees. There is an increase of $7,000, or 2.82% in indirect payments to the General Fund to support those costs incurred in the General Fund that support the Recreation Enterprise Fund. Program Improvement Requests: None requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-9 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Budget Summary FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ $ 216,836 $ 253,007 $ 220,152 $ $ 220,152 $ (32,855) -12.99% Enterprise Funds $ $ - $ - $ - $ $ - $ - - Retained Earnings $ 375,000 $ 375,000 $ 375,000 $ 375,000 $ $ 375,000 $ - 0.00% Recreation User Charges $1,280,593 $1,284,068 $ 1,012,996 $1,073,235 $ $1,073,235 $ 60,239 5.95% Community Center User Charges $ - $ 278,506 $ 454,810 $ 533,253 $ 1 $ 533,253 1 $ 78,443 1 17.25% Golf User Charges $ 775,337 $ 852,038 $ 775,000 $ 775,000 1 $ $ 775,000 $ - Bond Premiums&Proceeds $ - $ - $ - $ $ $ - $ Investment Income $ 3,353 $ 3,218 $ 3,300 $ 3,300 1 $ $ 3,300 $ Total 00 Recreation $2,434,282 $3,009,665 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 657,739 $1,034,703 $ 1,190,742 $1,308,669 $ $1,308,669 $ 117,926 9.90% Expenses $ 981,628 $1,075,722 $ 1,335,545 $1,316,445 $ $1,316,445 $ (19,100) -1.43% Debt Service $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ $ 100,000 $ - 0.00% Indirect Costs Trans.to Gen.Fund $ 233,600 $ 240,608 $ 247,826 $ 254,826 $ $ 254,826 $ 7,000 2.82% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 5210 Recreation $1,254,496 $1,216,449 $ 1,357,054 $1,412,709 $ $1,412,709 $ 55,656 4.10% Total 5220 Pine Meadows $ 484,870 $ 485,378 $ 541,475 $ 545,520 $ $ 545,520 $ 4,045 0.75% Total 5230 Community Center $ - $ 508,598 $ 727,759 $ 766,884 $ $ 766,884 $ 39,126 5.38% Indirect Costs $ 233,600 $ 240,608 $ 247,826 $ 254,826 $ $ 254,826 $ 7,000 2.82% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 657,739 $1,034,703 $ 1,190,742 $1,308,669 $ $1,308,669 $ 117,926 9.90% Overtime $ - $ - $ - $ - $ $ - $ - Personal Services $ 657,739 $1,034,703 $ 1,190,742 $1,308,669 $ - $1,308,669 $ 117,926 9.90% Contractual Services $ 820,744 $ 910,080 $ 1,136,425 $1,124,070 $ $1,124,070 $ 12,355 -1.09% Utilities $ 51,320 $ 57,092 $ 61,575 $ 56,180 $ $ 56,180 $ 5,395 -8.76% Supplies $ 77,210 $ 82,427 $ 128,045 $ 127,195 $ $ 127,195 $ (850) -0.66% Small Capital $ 32,353 $ 26,123 $ 9,500 $ 9,000 $ $ 9,000 $ (500) -5.26% Expenses $ 981,628 $1,075,722 $ 1,335,545 $1,316,445 $ - $1,316,445 $ (19,100) -1.43% Debt I $ 100,0001 $ 100,0001 $ 100,0001 $ 100,000 $ - I $ 100,000 $ - 0.00% Indirect 1 $ 233,6001 $ 240,608 1 $ 247,826 1 $ 254,826 1 $ - 1 $ 254,8261 $ 7,000 2.82% Total 00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VII-10 Section VIII: Program 6000: Human Services This section includes detailed information about the FY2018 Operating Budget & Financing Plan for Human Services. It includes: • 6100-6200 Administration; Veterans' Services; Youth and Family Services; VIII - 2 Senior Services and Community Programs; and Transportation Services FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-1 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Mission: The Human Services Department connects Lexington residents of all ages to information, support and educational services; and is responsible for managing the Lexpress bus system and other transportation initiatives. The department seeks to identify the unmet needs of our community by providing outreach and prevention services that promote physical, mental health and wellbeing for families, seniors, veterans and youth. Budget Overview: The Human Services Department is organized to provide service delivery to residents of all ages. Assistant Directors, Managers and Coordinators oversee the following divisions: Administration and Community Programs, Senior Services, Youth and Family Services, Veterans' Services, and Transportation Services. In 2015, all Human Services divisions moved to the Lexington Community Center. Attendance, walk in visits, phone calls and requests for information have increased greatly since the move to the Community Center. Staff from Senior Services and Youth and Family Services provide senior, youth and intergenerational programming, assessments, information and referrals, counseling, financial assistance, consultation, support and coordination of services. Veterans' services staff work with colleagues to plan Town celebrations and special events, and provide veterans in Lexington and Bedford with information, benefits and support. The Transportation Services division will begin a new Lexpress bus service contract in July 2017. Departmental Initiatives: 1. Work towards implementing department-wide financial and electronic record keeping system. 2. Continue to collaborate with the Recreation and Community Programs Department to provide best practices in shared customer services, operations and safety at the Community Center. 3. Interdepartmental collaboration to assess unmet needs for youth and families, and provide relevant programming at the Community Center and in the community. 4. Continued expansion of recruitment and development of volunteer program to reach all ages of the Lexington Community. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-2 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Town Ma;nager mm�w. Veteraa'is Servi ces, tl; District Director ..LLB H urnan Services Director Part-Time °DSO (Bedford) o ff,ce Manager Administrative Muiniclpalll Cher s . .,......,,.�...,�,�...,�, .,.� 8eniibr Tax Program Volunteers . Youth acid Familys„c�istaait � liirect�ar Transportation/er ices 8ocialll of Seinior Se ices Lex ress Manager Worker p �� g y ...... Interns Senilar Services Coorduhaator .......... Nurse Interns FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-3 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Authorized/Appropriated Staffing: FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Director of Human Services 1 1 1 1 Assistant Director of Senior Services 0.8 1 1 1 Youth and Family Services Social Worker 1 1 1 1 Youth and Family Services Program Coordinator' 0.8 - - - Municipal Clerk(Part Time)' 0.5 - - - Senior Services Coordinator 1 1 1 1 Senior Services Nurse 0.42 0.42 0.42 0.42 Office Manager 1 1 1 1 Municipal Clerk(Part Time) 0.5 0.5 0.5 0.5 Veterans'Services District Director2 1 1 1 1 Veterans'Services Officer 0.4 0.51 0.51 0.51 Transportation Services Manager 1 0.69 0.69 0.69 Municipal Assistant 0.6 0.6 0.8 0.8 Registered Dietician - - PT PT Volunteer Coordinator4 - - PT PT Total FTE ii Explanatory Notes: (1) The Youth and Family Program Coordinator and Municipal Clerk positions were moved to the Department of Recreation and Community Programs in FY2016. (2) As part of Veterans' District agreement with the Town of Bedford, the Veterans' Services District Director supervises the part time Veterans' Services Officer (VSO). The VSO is 100% funded by the Town of Bedford. (3) Municipal Assistant hours were increased from 20 to 28 hours in FY2017. Funds were re-allocated from Supportive Living expenses to accommodate this increase. (4) Due to increased EOEA formula grant funding, the part-time temporary positions of Registered Dietician and Volunteer Coordinator were added in FY2017. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-4 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Budget Recommendations: The requested FY2018 All Funds Human Services budget is $1,518,165 which is a $57,853, or 3.96%, increase over the restated FY2017 budget. The budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The All Funds budget includes funding from a Massachusetts Executive Office of Elder Affairs (EOEA) grant, the Massachusetts Bay Transportation Authority (MBTA) Suburban Transportation grant, and the Senior Services Revolving Fund (formerly known as the Council on Aging Programs Revolving Fund). In addition, the Town of Bedford funds a portion of the Veterans' Services budget through a Veterans' District agreement. The Human Services FY2018 recommended General Fund operating budget request is $1,294,913 and reflects an $80,151 or 6.60% increase over the restated FY2017 budget. The General Fund operating budget for Compensation is $541,106, and reflects a $7,323 or 1.37% increase, which is attributable to the cost of contractually obligated step increases. FY2018 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $753,807 and reflects a $72,828 or 10.69% increase, which is a net change primarily driven by the rebidding of the Lexpress bus service contract, which expires on .tune 30, 2017. Program Improvement Requests: None Requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-5 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Lev $ 813,148 $ 881,196 $ 945,209 $1,056,413 $ $1,056,413 $111,203 11.76% Veteran Benefits Reimbursement $ 92,504 $ 72,437 $ 92,552 $ 70,500 $ $ 70,500 $ 22,052 -23.83% Community Program Revolving Fund $ 45,701 $ 28,414 $ 75,000 $ 50,000 $ $ 50,000 $(25,000) -33.33% Fees Lex ress Fares $ 80,215 $ 77,031 $ 86,000 $ 77,000 $ $ 77,000 $ 9,000 -10.47% Available Funds $ - $ - $ $ - $ - - Grants/Regional Funding Veterans $ 135,419 $ 156,904 $ 170,551 $ 173,252 $ $ 173,252 $ 2,701 1.58% TDM Allocation $ 88,000 $ 91,600 $ 91,000 $ 91,000 $ 91,000 $ - 0.00% Total 000 Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 542,101 $ 562,735 $ 628,033 $ 635,895 $ $ 635,895 $ 7,862 1.25% Ex enses $ 712,885 $ 744,848 $ 832,279 $ 882,270 $ $ 882,270 $ 49,991 6.01% Total 000 Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total6110 Administration $ 217,358 $ 200,927 $ 210,882 $ 219,139 $ $ 219,139 $ 8,257 3.92% Total 6130 Supportive Living $ 3,250 $ - $ - $ - $ $ - $ - 0.00% Total 6140 Veterans'Services $ 188,413 $ 209,581 $ 232,773 $ 224,263 $ $ 224,263 $ 8,510 -3.66% Total 6150 Youth&Family Services $ 54,470 $ 80,549 $ 87,010 $ 91,419 $ $ 91,419 $ 4,408 5.07% Total 6170 Senior Services and Community Program $ 220,507 $ 218,306 $ 320,218 $ 292,970 $ $ 292,970 $(27,248) -8.51% Total 6210 Transportation Services $ 570,989 $ 598,220 $ 609,429 $ 690,373 $ $ 690,373 $ 80,945 13.28% Total rrr r r Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 542,101 $ 562,735 $ 628,033 $ 635,895 $ $ 635,895 $ 7,862 1.25% Overtime $ - $ - $ - $ - $ $ - $ - - Personal Services $ 542,101 $ 562,735 $ 628,033 $ 635,895 $ $ 635,895 $ 7,862 1.25% Contractual Services $ 677,312 $ 711,788 $ 794,154 $ 843,995 $ $ 843,995 $ 49,841 6.28% Utilities $ 2,745 $ 3,030 $ 3,924 $ 3,924 $ $ 3,924 $ - 0.00% Supplies $ 30,828 $ 26,336 $ 31,201 $ 30,851 $ $ 30,851 $ 350 -1.12% Small Capital $ 2,000 $ 3,695 $ 3,000 $ 3,500 $ $ 3,500 $ 500 1 16.67% Expenses $ 712,885 $ 744,848 $ 832,279 $ 882,270 $ $ 882,270 1 $ 49,991 1 6.01% Total rrr r r Appropriations Summary(General Fund Only) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 463,004 $ 481,215 $ 533,782 $ 541,106 $ $ 541,106 $ 7,323 1.37% Ex enses $ 610,862 $ 641,049 $ 680,979 $ 753,807 $ $ 753,807 $ 72,828 10.69% Total rrr r 80,151 6.60% Appropriations Summary(Non-General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase EOEA Grant Personal Services $ 48,575 $ 48,575 $ 58,575 $ 58,575 $ $ 58,575 $ Expenses $ 14,609 $ 22,507 $ 20,405 $ 20,405 $ $ 20,405 $ $ 63,184 $ 71,082 $ 78,980 $ 78,980 $ $ 78,980 $ Veterans'Services Regional Funding Personal Services $ 30,522 $ 32,944 $ 35,676 $ 36,214 $ $ 36,214 $ 538 1.51% Expenses $ 1,713 $ 878 $ 1,815 $ 1,815 $ $ 1,815 $ - - $ 32,235 $ 33,823 $ 37,491 $ 38,029 $ $ 38,029 $ 538 1.44% Senior Services Revolving Fund Expenses $ 45,701 $ 28,414 $ 75,000 $ 50,000 $ $ 50,000 $(25,000) -33.33% MBTA Grant-Transportation Services Expenses $ 40,000 $ 52,000 $ 54,080 $ 56,243 $ $ 56,243 $ 2,163 4.00% Total rrr r r: FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 VIII-6 Section IX: Program 7000: Office of Land Use, Health and Development This section includes detailed information about the FY2018 Operating Budget & Financing Plan for the Office of Land Use, Health and Development. It includes: • 7110-7300 Summary IX-2 • 7110 Building and Zoning IX-7 • 7120 Administration IX-11 • 7130 Conservation IX-15 • 7140 Health IX-19 • 7200 Planning IX-23 • 7300 Economic Development IX-27 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-1 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Office of Land Use, Health and Development 7100 Program Summary Town of Lexington, Massachusetts Mission: The Office of Land Use, Health and Development includes those departments that manage and promote residential and commercial development in Lexington while protecting the health and safety of residents through local bylaws and regulations, as well as State statutes and regulations, in the areas of public health, building code, zoning, wetland protection and land-use. By consolidating these various operations under the management of an Assistant Town Manager, the Town is able to further streamline code enforcement, program and policy development, and outreach and educational activities related to commercial, residential and public development. Budget Overview: The Office of Land Use, Health and Development is comprised of: Building and Zoning, Conservation, Health, the Planning Department and the Economic Development Office. The Building and Zoning Department is responsible for enforcing the State building, electrical, gas, and plumbing codes, the local zoning bylaw, and Architectural Access Board Regulations. The Conservation Office is responsible for administering and enforcing the State and local wetland protection codes and the State Stormwater Management Regulations, managing over 1,400 acres of Town-owned conservation land, and providing outreach and education concerning natural and watershed resources. The Health Department is responsible for enforcing State and local health codes, administering health screening and vaccination programs, evaluating community health needs and developing intervention programs to prevent disease and disability. The Planning Department supports the Planning Board in the administration of the Subdivision Regulations, the determination of adequacy of unaccepted streets, the granting of special permits for residential development, site plan review and granting of special permits within the commercial manufacturing district, and the review of planned development district proposals that go to Town Meeting. In addition, the staff engages in short- and long-term planning in regard to growth and development issues in Lexington, being active participants in various committees dealing with issues of transportation, affordable housing and economic development, as well as participating in regional and statewide initiatives. The Economic Development Office works to encourage new investment and support our local businesses. It serves as a liaison for businesses and works to address business-related issues from Center parking to updating land use policy. The Office also works to retain and expand local businesses by providing information, conducting research, supporting a visitor-based economy, and leveraging State economic development tools and resources designed to improve the business environment. In September, 2014, the Economic Development Office took over responsibility for managing the Visitors Center after the Chamber of Commerce ended their long-time agreement with the Town to do so. In addition, at the request of the FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-2 Program: Office of Land Use, Health and Development 7100 Program Summary Town of Lexington, Massachusetts Board of Selectmen the Economic Development Office will provide additional staff support to the Tourism Committee regarding their operational activities and visitor programs. Office Initiatives: 1. Effect the transition to the newly created Office of Land Use, Health and Development. Assistant Town Manager for Development H EManager Department Assistants Public Health Conservation Building Economic Director Administrator Commissioner Planning Director Development Director Stewardship Assistant Planning Visitor Center Public Health Nurse Coordinator Electric Inspectors Director Manager Health Agent Ranger Building Inspectors Planner Visitor Center Staff Plumbing/Gas Planning Department Economic Inspectors Assistant Development/Visitor Services Coordinator Zoning Enforcement Administrator FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-3 Program: Office of Land Use, Health and Development 7100 Program Summary Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Assistant Town Manager 1 1 1 Administration Department Office Manager 1 1 1 1 Administration Department Assistants 4 4 4 4 Economic Development Director 1 1 1 1 Economic Development/Visitor Center Coordinator 1 1 1 Visitor Services Manager' 1 1 1 Visitor Center Staff 6PT l 4.75 4.75 4.75 Visitor Center PT Assistant Mana ere 0.56 0.56 Battle Green Guides 1 Seasonal Seasonal Seasonal Liberty Ride Coordinator 0 0.7 0.7 0.7 Liberty Ride Guides 0 Seasonal Seasonal Seasonal Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Planning Dept.Clerk/Admin.Assistant 1 1 1 1 Conservation Administrator 1 1 1 1 Stewardship Coordinator 1 1 1 1 Land Use Ranger 0.25 0.25 0.25 0.25 Land Management Interns Seasonal Seasonal Seasonal Seasonal Public Health Director 1 1 1 1 Health Agent 1 1 1 1 Health Nurse 0.6 0.6 0.6 0.6 Building Commissioner 1 1 1 1 Building Inspectors 2 2 2 2 Plumbing and Gas Inspector 1 1 1 1 Zo ni ng E nfo rce me nt Ad mi ni strato r 1 1 1 1 Electric Inspectors 1 1 1 1 Part-Time Electric Inspector 0.24 0.24 0.24 0.24 Part-time Plumbing Inspector 0.14 0.14 0.14 0.14 Part-time Building Inspector 0.21 0.21 0.38 Explanatory Notes: These Visitor Center positions were previously employees of the Chamber of Commerce via a contract with the Town. The Chamber funded the staff support of the Visitors Center through the gift shop revenues. In September 2014,the Town took over the Visitor Center Operations at the request of the Chamber. 2Position added in FY2017. 3The Full-Time Public Health Nurse is shared between Lexington(6)and Belmont(A)per Nursing Services Agreement executed in FY2009. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-4 Program: Office of Land Use, Health and Development 7100 Program Summary Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Office of Land Use, Health and Development budget inclusive of the General Fund operating budget, the Liberty Ride, Visitor Center and Health Program Revolving Funds, is $2,805,491. The recommended budget is a $50,933 or 1.85% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The FY2018 recommended Land Use, Health and Development General Fund operating budget is $2,305,699 which is a $39,546, or 1.75% increase from the restated FY2017 General Fund budget. The General Fund operating budget for Compensation is $1,862,462 and reflects a $32,922 or 1.80% increase, which is attributable to the cost of contractually obligated cost of living and step increases, and funding for additional part-time inspectors at Building and Zoning. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $443,238 and reflects a net increase of $6,625 or 1.520/o, which is primarily due to the funding of a drug take-back program and a bike share pilot program, offset by removing one-time FY2017 costs throughout the budget. The FY2018 recommended budget for the Health Program, Liberty Ride, and Visitor Center revolving funds is $499,792, an increase of $11,387 or 2.33%, driven primarily by increases for compensation and expenses for the Visitor Center. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended FY2018 Comprehensive Ran* $ 358,900 $ - $ 358,900 $ 302,000 $ 302,000 $ 56,900 Bike Share Program- $ 27,000 $ 27,000 $ 27,000 $ 27,000 $ - Market Study $ 25,000 $ 25,000 $ - $ - $ 25,000 Revolutionary Revelry Event $ 15,000 $ 15,000 $ $ $ 15,000 Manager Marketing Budget Increase $ 5,500 $ 5,500 $ $ $ 5,500 Public Health Contracted $ 16,342 $ 16,342 $ 16,342 $ 16,342 $ - Services and Supplies Regular Part-Time Wages $ 9,882 $ 143 $ 10,025 $ 9,882 $ 143 $ 10,025 $ - *Recommended for funding via a separate warrant article; not included within operating budget. **Recommendation based on funding from the Center Stabilization Fund. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-5 Program: Office of Land Use, Health and Development 7100 Program Summary Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 194,269 $ 501,252 $ 665,250 $ 541,178 $ 26,224 $ 567,402 $ 70,848 -10.65% TDM Stabilization Fund $ - $ 45,400 $ 46,000 $ 50,000 $ 50,000 $ 4,000 8.70% Center Impr.District Stabilization Fund $ - $ - $ - $ - $ 27,000 $ 27,000 $ 27,000 - Liberty Ride Revolving Fund $ 201,735 $ 200,317 $ 284,174 $ 284,174 $ - $ 284,174 $ - - Visitor Center Revolving Fund $ 82,595 $ 188,674 $ 190,231 $ 201,618 $ $ 201,618 $ 11,387 5.99% Health Department Revolving Fund $ 12,447 $ 13,810 $ 14,000 $ 14,000 $ $ 14,000 $ - Fees&Charges Departmental Fees $ 90,469 $ 72,243 $ 82,891 $ 79,210 $ 79,210 $ 3,681 -4.44% Licenses&Permits $ 1.597.712 $2,351,610 $ 1,472,013 $ 1,588,600 $ 1,588,600 $ 116.587 1 7.92% Total rr r :r :r $ 53,224 $2,812,004 $ 84,446 3.07% Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,600,798 $ 1,803,772 $2,003,821 $2,037,260 $ 9,882 $2,047,142 $ 43,321 2.16% Ex enses $ 578,430 $ 567,031 $ 750,737 $ 721,520 $ 43,342 $ 764,862 $ 14,125 1.88% Total rr r :r :r $ 53,224 $2,812,004 $ 57,446 2.09% Level-Service Requests(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 7110 Building&Zoning $ 533,694 $ 531,678 $ 587,304 $ 593,723 $ 9,882 $ 603,605 $ 16,301 2.78% Total 7120 Administration $ 249,321 $ 345,196 $ 466,277 $ 446,361 $ - $ 446,361 $ (19,915) -4.27% Total 7130 Conservation $ 235,258 $ 231,384 $ 235,803 $ 234,972 $ - $ 234,972 $ 831 -0.35% Total 7140 Health $ 282,438 $ 297,148 $ 306,515 $ 311,204 $ 16,342 $ 327,546 $ 21,032 6.86% Total 7200 Planning $ 331,118 $ 303,849 $ 359,021 $ 371,008 $ - $ 371,008 $ 11,988 3.340/( Total 7310 Economic Development $ 547,399 $ 661,547 $ 799,640 $ 801,511 $ 27,000 $ 828,511 $ 28,871 3.61% Total rr r :r :r rr- $ 57,446 2.09% Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's I FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,584,011 $ 1,772,038 $ 1,978,830 $2,001,794 $ 9,882 $2,011,676 $ 32,847 1.66% Overtime $ 16,787 $ 31,735 $ 24,991 $ 35,465 $ - $ 35,465 $ 10,474 41.91% Personal Services $ 1,600,798 $ 1,803,772 $2,003,821 $2,037,260 $ 9,882 $2,047,142 $ 43,321 2.16% Contractual Services $ 455,352 $ 396,576 $ 573,987 $ 541,658 $ 41,130 $ 582,788 $ 8,801 1.53% Utilities $ 10,155 $ 8,579 $ 13,752 $ 13,752 $ - $ 13,752 $ - Supplies $ 101,105 $ 160,876 $ 159,998 $ 162,110 $ 2,212 $ 164,322 $ 4,324 2.70% Small Capital $ 11,819 $ 1,000 $ 3,000 $ 4,000 $ - $ 4,000 $ 1,000 33.33% Expenses $ 578,430 $ 567,031 $ 750,737 $ 721,520 $ 43,342 $ 764,862 $ 14,125 1.88% Total rr r :r :r rr- $ 57,446 2.09% Appropriation Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,513,599 $ 1,654,817 $ 1,829,540 $ 1,859,092 $ 9,882 $ 1,868,974 $ 39,434 2.16% Expenses $ 368,852 $ 313,185 $ 436,613 $ 399,896 $ 43,342 $ 443,238 $ 6,625 1.52% Total rr rr2 $2,266,153 $2,258,988 $ 53,224 $2,312,212 $ 46,059 2.03% Appropriation Summary(Nor,-Gen i Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7140-Health Program Revolving Fund $ 12,447 $ 13,810 $ 14,000 $ 14,000 $ $ 14,000 $ Expenses $ 12,447 $ 13,810 $ 14,000 $ 14,000 $ $ 14,000 $ 7320-Liberty Ride $ 201,735 $ 200,317 $ 284,174 $ 284,174 $ $ 284,174 $ Compensation $ 56,515 $ 59,128 $ 78,800 $ 78,800 $ $ 78,800 $ Expenses $ 145,220 $ 141,189 $ 205,374 $ 205,374 $ $ 205,374 $ 7340-Visitor Center $ 82,595 $ 188,674 $ 190,231 $ 201,618 $ $ 201,618 $ 11,387 5.99% Compensation $ 30,684 $ 89,827 $ 95,481 $ 99,368 $ $ 99,368 $ 3,887 4.07% Expenses $ 51,911 $ 98,847 $ 94,750 $ 102,250 $ $ 102,250 $ 7,500 7.92% Total rr 402,801 r FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-6 Program: Office of Land Use, Health and Development 7110 Building and Zoning Town of Lexington, Massachusetts Mission: The Building and Zoning Department is a regulatory function with the goal of protecting the health and safety of residents. This role is fulfilled through the enforcement of building, zoning and land use regulations. Budget Overview: The Building and Zoning Department enforces state building, electrical, plumbing, gas and mechanical codes, Architectural Access Board Regulations and local zoning by-laws. Staff, comprised of the Building Commissioner, Building Inspectors, Electrical Inspector, Plumbing & Gas Inspector and Zoning Enforcement Administrator, review construction drawings and specifications, issue permits, inspect new construction, conduct periodic inspections of restaurants, day care centers, schools, religious instructions, museums, places of public assembly and multi-family housing, and levy fines or prosecute when necessary to maintain code compliance. Departmental Initiatives: 1. Continue transition from the Eight Edition of the Massachusetts State Building Code to the Ninth Edition, including training for local contractors to highlight changes in the new code. 2. Continue to streamline the on-line permitting process. By shortening the turnaround time for processing permits, customer satisfaction is increased. 3. Implement View Permit for zoning requests to aid in tracking zoning approvals. This will allow for better enforcement and historical record keeping of zoning decisions. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-7 Program: Office of Land Use, Health and Development 7110 Building and Zoning Town of Lexington, Massachusetts Assistant Town Manager for Development Office Manager- Office of Land Use Department Assistants Building Commissioner Electric Inspectors Building Inspectors L ning Enforcement Plumbing/Gas Administrator Inspectors Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Building Commissioner 1 1 1 1 Building Inspectors 2 2 2 2 Plumbing and Gas Inspector 1 1 1 1 Zoning Enforcement Administrator 1 1 1 1 Electric Inspectors 1 1 1 1 Part-Time Electric Inspector* 0.24 0.24 0.24 0.24 Part-Time Plumbing Inspector* 0.14 1 0.14 1 0.14 0.14 Part-Time Building Inspector* 1 0.21 1 0.21 0.21 *The hours budgeted for part-time inspectors are filled by multiple individuals, as available. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-8 Program: Office of Land Use, Health and Development 7110 Building and Zoning Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Building and Zoning budget is $603,605 a $16,301 or 2.78% increase over the restated FY2017 budget. The FY2016 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The recommended budget for Compensation is $535,465 and reflects a $16,701, or 3.22% increase, which is due to two factors — funding additional hours for part-time inspectors and the cost of contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $68,140 and reflects a net decrease of $400 or 0.58% from FY2017, due to removing the one-time cost for purchase of the Ninth Edition of the Massachusetts State Building Code books to the Ninth Edition, offset by an increase for additional staff development. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Regular Part-Time Wages $ 9,882 $ 143 $ 10,025 $ 9,882 $ 143 $ 10,025 $ - FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-9 Program: Office of Land Use, Health and Development 7110 Building and Zoning Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $(1,049,808) $(1,781,780) $ (869,059) $ (971,877) $ 9,882 $ (961,995) $ (92,936) 10.69% Directed Funding Departmental Fees $ 15,155 $ 8,660 $ 14,350 $ 12,000 $ 12,000 $ 2,350 -16.38% Licenses and Permits $ 1,568,347 $ 2,304,798 $ 1,442,013 $ 1,553,600 $ 1,553,600 $111,587 7.74% 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 474,736 $ 491,557 $ 518,764 $ 525,583 $ 9,882 $ 535,465 1 $ 16,701 1 3.22% Ex enses $ 58,959 1 $ 40,121 $ 68,540 $ 68,140 1 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 94 Total 7110 Building and Zoning $ 533,6 $ 531,678 $ 587,304 $ 593,723 $ 9,882 $ 603,605 $ 16,301 2.78% 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 471,059 $ 488,146 $ 513,203 $ 520,022 $ 9,882 $ 529,904 $ 16,701 3.25% Overtime $ 3,677 $ 3,411 $ 5,561 $ 5,561 $ - $ 5,561 $ 0 0.00% Personal Services $ 474,736 $ 491,557 $ 518,764 $ 525,583 $ 9,882 $ 535,465 $ 16,701 3.22% Contractual Services $ 49,962 $ 32,009 $ 54,060 $ 56,560 $ - $ 56,560 $ 2,500 4.62% Utilities $ 6,372 $ 4,929 $ 7,480 $ 7,480 $ $ 7,480 $ - 0.00% Supplies $ 2,624 $ 3,183 $ 7,000 $ 4,100 $ $ 4,100 $ (2,900) -41.43% Small Capital $ - $ - $ - $ - $ $ - $ - Expenses $ 58,959 $ 40,121 $ 68,540 $ 68,140 $ - $ 68,140 $ (400) -0.58% 0- FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-10 Program: Office of Land Use, Health and Development 7120 Administration Town of Lexington, Massachusetts Mission: To develop comprehensive regulatory and technical assistance services to town residents and commercial entities transacting development business with the Town. Budget Overview: Administration provides management oversight and administrative support to the Building and Zoning, Health, Conservation, Planning and Economic Development Departments and to the numerous boards and commissions, including the Zoning Board of Appeals and Historic Districts Commission, and coordinates their daily operations. The staff, comprised of an Assistant Town Manager, an Office Manager and four Department Clerks, schedules and coordinates hearings, prepares legal notices, sets agendas, processes applications and permits, inputs data into Access databases, maintains files, circulates petitions among Town boards and officials, prepares meeting notices, agendas and minutes, determines and notifies abutters, communicates with the public, attends meetings, performs payroll and accounts payable functions, makes daily deposits, and files all final documentation. The Assistant Town Manager position oversees all operations of the departments included in the Office of Land Use, Health and Development. Departmental Initiatives: 1. Transition/delegation of certain land and development-related tasks from the Town Manager to the Assistant Town Manager for Development. 2. Improve public information on permitting requirements and procedures for prospective business owners and commercial tenants. 3. Increase efficiency in providing administrative support to boards and committees. 4. Continue the transition of the departments into the new Office of Land Use, Health and Development. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-11 Program: Office of Land Use, Health and Development 7120 Administration Town of Lexington, Massachusetts Asssta nit Tow n IMana geir for Developrnieint Office i ainage r De 7�pairtrment Asrs��stants Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Assistant Town Manager 1 1 1 De artment Assistants 4 4 4 4 Office Manager 1 1 1 1 'Total Total FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-12 Program: Office of Land Use, Health and Development 7120 Administration Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2018 General Fund budget for the Office of Administration is $446,361, a decrease of $19,915 or 4.27% from the FY2017 budget. The General Fund operating budget for Compensation is $387,655 and reflects a net decrease of $6,015 or 1.53%, which is primarily attributable to staff turnover and hiring their replacements at a lower salary. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $58,706 and reflects a net decrease of $13,900 or 19.140/o, which is primarily due to removing one-time costs for completed land studies. Program Improvement Requests: None requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-13 Program: Office of Land Use, Health and Development 7120 Administration Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 232,883 $ 333,996 $ 449,137 $ 432,661 $ $ 432,661 $ 16,475 -3.67% Directed Funding Departmental Fees $ 16,438 $ 11,200 $ 17,140 $ 13,700 $ 13,700 $ 3,440 -20.07% FY2015 FY2016 FY2017 I FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 224,550 1 $ 329,869 1 $ 393,671 1 $ 387,655 1 $ 1 $ 387,655 1 $ 6,015 -1.53% Ex enses $ 24,770 1 $ 15,328 1 $ 72,606 1 $ 58,706 $ $ 58,706 $ 13,900 19.14% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 7120Administration $ 249,321 $ 345,196 1 $ 466,277 1 $ 446,361 $ 1 $ 446,361 $ 19,915 -4.27% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual �AP propriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 218,585 $ 321,163 $ 384,224 $ 376,404 $ $ 376,404 1 $ (7,819) -2.04% Overtime $ 5,966 $ 8,706 $ 9,447 $ 11,251 $ $ 11,251 1 $ 1,804 1 19.10% Personal Services $ 224,550 $ 329,869 $ 393,671 $ 387,655 $ $ 387,655 $ (6,015) -1.53% Contractual Services $ 7,708 $ 7,862 $ 60,506 $ 46,606 $ $ 46,606 $ 13,900 -22.97% Utilities $ - $ 495 $ 600 $ 600 $ $ 600 $ 0.00% Supplies $ 6,562 $ 6,970 $ 11,500 $ 11,500 $ $ 11,500 $ 0.00% Small Capital $ 10,500 $ - $ - $ - $ $ - $ - Expenses $ 24,770 $ 15,328 $ 72,606 $ 58,706 $ $ 58,706 $ (13,900) -19.140X FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-14 Program: Office of Land Use, Health and Development 7130 Conservation Town of Lexington, Massachusetts Mission: To protect the health and safety of Town residents through education about and regulation of natural areas and wetlands. Budget Overview: The Conservation Office responsibilities include administering, interpreting and enforcing all applicable State laws and Local codes; counseling, guiding and educating the public on environmental issues; researching and reporting on relevant issues for the Commission meetings to aid the Commission in key decision making; enforcing permit conditions through construction inspections; and managing conservation areas and the Land and Watershed Stewardship Program. The Conservation Administrator manages and supervises the Conservation staff and operations and, along with the Conservation Stewardship Coordinator, performs administrative, supervisory, professional and technical work in connection with managing and directing comprehensive environmental programs. The Conservation Division is responsible for administering and enforcing the State and local wetland protection codes and the State Stormwater Management Regulations, managing over 1,400 acres of Town-owned conservation land, and providing outreach and education concerning natural and watershed resources. Departmental Initiatives: 1. Continue to implement the Laserfiche Document Imaging Software for conservation records, including converting historical records to digital format and migrating into software. 2. Implement the conservation module of the ViewPermit Software to provide a comprehensive electronic permit management and tracking system. 3. Implement the numerous conservation land management projects, including meadows preservation, Cotton Farm Conservation Area Improvements, Community Gardens Expansion, Parker Meadow ADA Trail Design, Engineering and Construction, and Wright Farm Barn and Educational Programming Needs Assessment. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-15 Program: Office of Land Use, Health and Development 7130 Conservation Town of Lexington, Massachusetts Assistant Town Manage[- for E)Pvelctpment office Manager- office of VLand Use Department Assistanits Conservation Administrator Conservation Stewardship Town, Ranger Coordliiniato,r Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Conservation Administrator 1 1 1 1 Stewardship Coordinator 1 1 1 1 Land Use Ranger 0.25 0.25 0.25 0.25 Seasonal Land Management Interns Seasonal Seasonal Seasonal Seasonal Total FT/PT 2FT/I PT 2FT/I PT 2FT/I PT 2FT/I PT FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-16 Program: Office of Land Use, Health and Development 7130 Conservation Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2018 General Fund Conservation budget is $234,972, a net decrease of $831 or 0.35% from the FY2017 budget. The General Fund operating budget for Compensation is $202,715 and reflects an increase of $869 or 0.43% which is attributable to the cost of prospective step increases. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $32,257 and reflects a reduction of $1,700 or 5.01% due to the elimination of one-time expenses for the purchase of conservation tractor implements. Program Improvement Requests: None Requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-17 Program: Office of Land Use, Health and Development 7130 Conservation Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 198,931 $ 199,011 $ 207,103 $ 203,972 $ - $203,972 $ (3,131) -1.51% Directed Funding Fees $ 36,326 $ 32,373 $ 28,700 $ 31,000 $ 31,000 $ 2,300 8.01% Total i i i FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase I Increase Com ensation $ 186,253 $ 193,394 $ 201,846 $ 202,715 $ - $202,715 $ 869 0.43% Expenses $ 49,005 1 $ 37,990 1 $ 33,957 $ 32,257 $ - $ 32,257 $ (1,700) -5.01% Total i i i FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase I Increase Total7130 Conservation $ 235,258 $ 231,384 $ 235,803 $ 234,972 $ - 1 $234,972 1 $ (831) -0.35% Total i i i FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 183,937 $ 191,040 $ 199,739 1 $ 200,014 $ - $200,014 $ 275 0.14% Overtime $ 2,316 $ 2,354 $ 2,106 1 $ 2,701 $ - $ 2,701 $ 594 28.22% Personal Services $ 186,253 $ 193,394 $ 201,846 $ 202,715 $ - $202,715 $ 869 0.43% Contractual Services $ 41,456 $ 27,107 $ 24,286 $ 24,286 $ - $ 24,286 $ - 0.00% Utilities $ 2,143 $ 1,939 $ 2,371 $ 2,371 $ - $ 2,371 $ - 0.00% Supplies $ 5,406 $ 8,944 $ 7,300 $ 5,600 $ - $ 5,600 $ (1,700) -23.29% Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses 1 $ 49,0051 $ 37,990 1 $ 33,9571 $ 32,257 $ - 1 $ 32,257 $ (1,700) -5.01% Total i i i FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-18 Program: Office of Land Use, Health and Development 7140 Health Town of Lexington, Massachusetts Mission: Under the direction of the Lexington Board of Health, the mission of the Lexington Health Department is to prevent disease and promote wellness in order to protect and improve the health and quality of life of its residents, visitors and workforce. Budget Overview: The Health Department manages disease prevention and surveillance programs designed to protect the health of the community. Programs include but are not limited to public health education empowerment programs, environmental health code enforcement activities, mosquito control, vaccination clinics and public health emergency planning and recovery efforts in partnership with the Massachusetts Department of Public Health, (MDPH). The Health Department staff is comprised of the Health Director, Health Agent and a part-time Public Health Nurse. Departmental Initiatives: 1. Continue Public Health emergency planning and recovery efforts due to a communicable disease threat (Pandemic Influenza Response). 2. Continue Food Establishment Emergency Operations planning efforts to prevent disease transmission due to loss of utilities or water & sewer service infrastructure. 3. Continue partnering with Human Services, Police, Fire and Facilities to plan a unified response to occupied properties found to be in an unsanitary condition or unfit for human habitation. Abandoned properties may also be discussed as necessary. 4. Provide food safety and public health disease prevention educational outreach to targeted demographics based on needs identified in the Demographic Task Force's Report. 5. Implement View Permit software to improve the customer's experience in obtaining various Board of Health permits. Permits include but are not limited to retail food service, temporary food service events, swimming pool operation, retail tobacco sales, rDNA Biosafety, Animal Keeping and Summer Camps. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-19 Program: Office of Land Use, Health and Development 7140 Health Town of Lexington, Massachusetts As,slisttantt Town Malna,ger for Development Office Ma nager- Off artirtent Assistants 1 Ptdb,,lliic HealthCk Gu retwur Public =He,3JfthAgent Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Public Health Director 1 1 1 1 Health Agent 1 1 1 1 Health Nurse * 0.6 0.6 0.6 0.6 'Total Total * The full-time Public Health Nurse is shared between Lexington (6) and Belmont (4) per Nursing Services Agreement executed in FY2009. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-20 Program: Office of Land Use, Health and Development 7140 Health Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2018 All Funds Health budget inclusive of the General Fund operating budget and the Health Program Revolving Fund, which funds health clinics, is $327,546. The recommended budget is a $21,032 or 6.86% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The FY2017 recommended Health General Fund operating budget is $313,546, which is a $21,032 or 7.19% increase over the restated FY2017 General Fund budget. The General Fund operating budget for Compensation is $235,211 and reflects a $4,159 or 1.80% increase, which is attributable to the cost of contractually obligated step increases and salary increases. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $78,335 and reflects a $16,873 or 27.45% increase which is primarily driven by the funding of a program improvement request to enhance the drug take back program. The FY2018 recommended Health Programs Revolving Fund is recommended at $14,000 which is unchanged from the FY2017 authorization. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Public Health Contracted Services and Supplies 16,342 $ 16,342 1 $ 16,342 $ 16,342 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-21 Program: Office of Land Use, Health and Development 7140 Health Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 240,626 $ 236,526 $ 262,515 $ 262,204 $ 16,342 $278,546 $ 16,032 6.11% Permits $ 29,365 $ 46,812 $ 30,000 $ 35,000 $ 35,000 $ 5,000 16.67% Health Department Revolving Fund $ 12,447 $ 13,810 $ 14,000 $ 14,000 $ 14,000 $ - - 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 211,931 $ 222,239 $ 231,053 $ 235,211 $ - $235,211 $ 4,159 1.80% Expenses $ 70,507 $ 74,909 $ 75,462 $ 75,993 $ 16,342 $ 92,335 $ 16,873 22.36% 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total7140 Health $ 282,438 $ 297,148 $ 306,515 $ 311,204 $ 16,342 $327,546 $ 21,032 6.86% 0- FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 211,605 $ 222,239 $ 228,826 $ 233,659 $ $233,659 $ 4,833 2.11% Overtime $ 326 $ - $ 2,227 $ 1,552 $ $ 1,552 1 $ 675 -30.29% Personal Services $ 211,931 $ 222,239 $ 231,053 $ 235,211 $ - $235,211 $ 4,159 1.80% Contractual Services $ 56,004 $ 59,687 $ 61,401 $ 61,932 $ 14,130 $ 76,062 $ 14,661 23.88% Utilities $ 1,640 $ 1,217 $ 1,801 $ 1,801 $ - $ 1,801 $ - - Supplies $ 12,863 $ 14,005 $ 12,260 $ 12,260 $ 2,212 $ 14,472 $ 2,212 18.04% Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ 70,507 $ 74,909 $ 75,462 $ 75,993 $ 16,342 $ 92,335 $ 16,873 22.36% 0- Approprations Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 211,931 $ 222,239 $ 231,053 $ 235,211 $ - $235,211 $ 4,159 1.80% Expenses $ 58,060 $ 61,099 $ 61,462 $ 61,993 $ 16,342 $ 78,335 $ 16,873 27.45% 0- Approprations Summary(Non-General Funi FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7140-Health Programs Revolving Fund Ex enses $ 12,447 $ 13,810 $ 14,000 $ 14,000 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-22 Program: Office of Land Use, Health and Development 7200 Planning Town of Lexington, Massachusetts Mission: The Planning Office helps residents envision and work toward a community that serves the need of all its citizens and to manage growth and change. The Planning Office provides staff assistance to the Planning Board, helps to administer the Zoning Bylaw and reviews development permit applications for residential and commercial projects. Budget Overview: The Planning Office supports the Planning Board in the administration of the Subdivision Regulations, the adequacy determinations of unaccepted streets, the granting of special permits for residential development, site plan review and granting of special permits, as well as reviewing zoning amendments and planned development district proposals that go to Town Meeting. In addition, the staff engages in short- and long-term planning regarding growth and development issues in Lexington, actively participants in various committees dealing with transportation, affordable housing, economic development, as well as regional and statewide initiatives. The planning staff participates on the Development Review Team, the Economic Development Advisory Committee, the Housing Partnership Board, the Transportation Safety Group, Parking Management Group, Transportation Forum and the HOME Consortium. Departmental Initiatives: 1. Continue to develop and draft zoning bylaw changes identified as highly desirable. 2. Continue to develop and enhance the Town's various transportation initiatives. 3. Research demographic and socio-economic trends affecting land use and development in Lexington. 4. Update the Office's administrative and internal forms and checklists associated with development permitting (especially permit tracking and online access). FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-23 Program: Office of Land Use, Health and Development 7200 Planning Town of Lexington, Massachusetts Assilstaint Town Mauniager for Devellopirnent Office Ianageir- offi e of ILand Use Depa rtirleim:t Assistants Plairrirriong Director Assistant PIaumirring Planner PIairrirrin Director Department Amistant Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Planning Director 1 1 1 1 Assistant Planning Director 1 1 1 1 Planner 1 1 1 1 Adminstrative Assistant 1 1 1 1 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-24 Program: Office of Land Use, Health and Development 7200 Planning Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended General Fund Planning Department budget is $371,008, which is an $11,988 or 3.34% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The General Fund operating budget for Compensation is $323,308 and reflects a $10,988 or 3.52% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $47,700 and reflects a $1,000 or 1.0% increase, attributable to anticipated spending on advertising and printing associated with Town Meeting materials. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended FY2018 Comprehensive Rangy 1 $ 358,900 $ $ 358,900 $ 302,000 $ 302,000 $ 56,900 *Recommended for funding via a separate warrant article; not included within operating budget. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-25 Program: Office of Land Use, Health and Development 7200 Planning Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 308,568 $ 283,839 $ 336,320 $ 348,498 $ - $ 348,498 $ 12,178 3.62% Fees $ 22,550 $ 20,010 $ 22,701 $ 22,510 $ - $ 22,510 $ (191) -0.84% Total ii Planning $ 331,118 $ 303,849i ii ii FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 302,467 1 $ 267,317 1 $ 312,321 1 $ 323,308 $ - 1 $ 323,308 1 $ 10,988 1 3.52% Expenses $ 28,651 1 $ 36,533 1 $ 46,700 $ 47,700 $ - $ 47,700 1 $ 1,000 1 2.14% Total ii Planning $ 331,118 $ 303,849i ii ii FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total7200 Planning $ 331,118 $ 303,849 $ 359,021 $ 371,008 $ - $ 371,008 $ 11,988 3.34% Total ii Planning $ 331,118 $ 303,849i ii ii FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 300,042 $ 265,160 $ 308,071 $ 316,471 $ - $ 316,471 $ 8,400 2.73% Overtime $ 2,425 $ 2,157 $ 4,250 $ 6,837 $ - $ 6,837 $ 2,587 60.88% Personal Services $ 302,467 $ 267,317 $ 312,321 $ 323,308 $ - $ 323,308 $ 10,988 3.52% Contractual Services $ 26,605 $ 33,012 $ 42,400 $ 43,200 $ - $ 43,200 $ 800 1.89% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ 2,046 $ 3,521 $ 4,300 $ 4,500 $ - $ 4,500 $ 200 4.65% Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ 28,651 $ 36,533 $ 46,700 $ 47,700 $ - $ 47,700 $ 1,000 2.14% Total ii Planning $ 331,118 $ 303,849i ii ii FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-26 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Office of Land Use, Health and Development 7300 Economic Development Town of Lexington, Massachusetts Mission: The Economic Development Office works to encourage new investment and support our local businesses — big and small. A strong local business sector is a critical component of a healthy and sustainable community creating places to eat and shop, as well as opportunities for employment and added revenue to support local services. To that end, the Economic Development Office serves as a liaison for businesses and works to address business-related issues from parking to updating land use policy. The Office also works to retain and expand local businesses by providing information, conducting research, and leveraging State economic development tools and resources designed to improve the business environment. The Economic Development Office also cultivates and maintains relationships with State-level partners for business development and infrastructure investment opportunities. In addition, the Economic Development Office works to leverage economic opportunities from tourism. The three programs — the Liberty Ride, the Battle Green Guides and the regional marketing program — are aimed at enhancing Lexington's visitor-based economy. Budget Overview: the Economic Development budget is divided into three elements: the Economic Development Office, the Liberty Ride and the Visitor Center. The Economic Development Office is tasked with strengthening the commercial tax base, providing services to existing and prospective businesses, and overseeing tourism functions, including the Battle Green Guides. The Office is supported by the Economic Development Advisory Committee and the Economic Development Director serves as liaison to the Lexington Center Committee and the Tourism Committee. The Liberty Ride trolley tour of Lexington and Concord serves as the only public transportation link to the area's historic sites. Ridership continues to increase, and in 2017 the Liberty Ride will celebrate its 15t" season. As a revolving fund, the Liberty Ride is funded through ticket sales. The Visitors Center serves as gateway for over 115,000 people who come to visit Lexington every year. The Visitors Center operates with sales revenue generated from the gift shop. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-27 Program: Office of Land Use, Health and Development 7300 Economic Development Town of Lexington, Massachusetts Departmental Initiatives: Economic Development Office 1. Continue to implement parking rate recommendations from the Lexington Center Parking Management Plan 2. Secure funding for year five of the REV shuttle bus 3. Collaborate with the Planning Department on zoning updates that would enhance commercial growth opportunities 4. Engage stakeholders in Hartwell and East Lexington to develop a vision and identify long-term development opportunities 5. Secure twenty-five parking spaces that are not currently part of the public parking inventory Tourism/Visitor Activities 1. Develop standards to track and gauge the impact of tourism investments 2. Collaborate with Lexington Retailers Association in marketing events 3. Develop an online ticketing system for the Liberty Ride FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-28 Program: Office of Land Use, Health and Development 7300 Economic Development Town of Lexington, Massachusetts Assistant Town manageir for Development Office Manager- Office of Land Ilse Depa�rtrn�ent Assistants Econc,m c Devellojpnnent Mirectoir ............................................... Ecainomic Visrtor Center Development Mainagell Coordinator Vmtcr Center PT Liberty Rude Ass,ustant Mainager Coordinator El I t:.Ir C r,t I r Dsta staff — Battle Green Guide, — Ulbeirty Ride Guides Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 Visitor Center Manager 1 1 1 Visitor Center Staff(6PT) 4.75 4.75 4.75 Visitor Center Assistant Manager' 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Liberty Ride Coordinator 0 0.7 0.7 0.7 Liberty Ride Guides Seasonal Seasonal Seasonal I Seasonal 9.0 asonal 9.0: Total FTE 1.7 8.45 1 9.01 Total FT/IPT I FT/I IPT 3FT/7IPT 3FT/8IPT 3FT/8IPT +Seasonal +Seasonal +Seasonal +Seasonal Note: Visitor Center staffing is included above as this function was transferred from Chamber of Commerce in FY2015. There are 7 Visitor Center staff, 1 works full-time and 6 work part-time. New position began in FY2017. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-29 Program: Office of Land Use, Health and Development 7300 Economic Development Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Economic Development budget inclusive of the General Fund operating budget and the Liberty Ride and Visitor Center Revolving Funds is $828,511, which is a $28,871 or 3.61% increase from the restated FY2017 budget. The FY2017 budget is restated to reflect a supplemental appropriation approved at the 2016 Special Town Meeting, and cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The FY2018 recommended General Fund Economic Development operating budget is $342,719, which is a $17,484 or 5.38% increase from the restated FY2017 General Fund budget. The recommended General Fund operating budget for Compensation is $184,619, and reflects a $12,732 or 7.41% increase, which is attributable to overtime for staff to attend evening meetings, as well as the cost of contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended General Fund operating budget for Expenses is $158,100, a $4,752 or 3.10% increase which is the net increase from backing out the FY2017 supplemental funds, and funding a program improvement request for a bike share program. Contractual costs include expenses associated with the REV Bus, a business-serving shuttle that runs between the Hartwell Avenue corridor and the Alewife Red Line Station, to be funded with an appropriation from the Transportation Demand Management (TDM) Stabilization Fund. In addition, the Town provides a limited amount of General Fund support in the amount of $18,000 to the Visitor Center while they transition to a self-supporting operation. The recommended FY2018 Liberty Ride Revolving Fund request is $284,174 which is level- funded from FY2017. The recommended FY2018 Visitor Center Revolving Fund request is $201,618 which is an $11,387 or 5.99% increase over FY2017. This is attributed to a more accurate projection for overtime costs, as well as a projected increase in inventory purchases in FY2018. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Bike Share Program— $ 27,000 $ 27,000 $ 27,000 $ 27,000 $ - Market Study $ 25,000 $ 25,000 $ - $ - $ 25,000 Revolutionary Revelry Event $ 15,000 $ 15,000 $ $ $ 15,000 Manager Marketing Budget Increase I $ 5,500 $ 5,500 1 $ $ $ 5,500 **Recommendation based on funding from the Center Stabilization Fund. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-30 Program: Office of Land Use, Health and Development 7300 Economic Development Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 263,069 $ 227,156 $ 279,235 $ 265,719 $ $265,719 $(13,516) -4.84% TDM Stabilization Fund $ - $ 45,400 $ 46,000 $ 50,000 $ $ 50,000 $ 4,000 8.70% Center Im r.District Stabilization Fund $ - $ - $ - $ - $ 27,000 $ 27,000 $ 27,000 - Liberty Ride Revolving Fund $ 201,735 $ 200,317 $ 284,174 $ 284,174 $ - $284,174 $ - - Visitor Center Revolvin Fund $ 82,595 $ 188,674 $ 190,231 $ 201,618 $ $201,618 $ 11,387 5.990/0 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation SummaryAll Funds Actual Actual Restated Request Add/Del Mg is Rec. Increase Increase Compensation $ 200,861 $ 299,397 $ 346,168 $ 362,787 $ - $362,787 $ 16,619 4.80% Ex enses $ 346,538 $ 362,151 $ 453,472 $ 438,724 $ 27,000 $465,724 $ 12,252 2.70% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 7310 Economic Development Office $ 226,927 $ 232,663 $ 285,435 $ 315,719 $ 27,000 $342,719 $ 57,284 20.07% Total7320 Liberty Ride $ 201,735 $ 200,317 $ 284,174 $ 284,174 $ - $284,174 $ - Total 7330 Tourism $ 36,141 $ 39,893 $ 39,800 $ - $ $ - $ 39,800 -100.00% Total 7340 Visitor Center $ 82,595 $ 188,674 $ 190,231 $ 201,618 $ $201,618 $ 11,387 5.99% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 198,783 $ 284,289 $ 344,768 $ 355,224 $ $355,224 $ 10,457 3.03% Overtime $ 2,078 $ 15,107 $ 1,400 $ 7,563 $ $ 7,563 $ 6,163 440.21% Personal Services $ 200,861 $ 299,397 $ 346,168 $ 362,787 $ $362,787 $ 16,619 4.80% Contractual Services $ 273,616 $ 236,898 $ 331,334 $ 309,074 $ 27,000 $336,074 $ 4,740 1.43% Utilities $ - $ - $ 1,500 $ 1,500 $ - $ 1,500 $ - - Su Ties $ 71,603 $ 124,252 $ 117,638 $ 124,150 $ $ 124,150 $ 6,512 5.54% Small Capital $ 1,319 $ 1,000 $ 3,000 $ 4,000 $ $ 4,000 $ 1,000 33.33% Expenses $ 346,538 $ 362,151 $ 453,472 $ 438,724 $ 27,000 $465,724 $ 12,252 2.70% Approprations Summary(General Fund) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 113,662 $ 150,441 $ 171,887 $ 184,619 $ - $ 184,619 $ 12,732 7.41% Ex enses $ 149,407 $ 122,115 $ 153,348 $ 131,100 $ 27,000 $ 158,100 $ 4,752 3.10% Approprations Summary(Non-General Fund FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7320 Liberty Ride Compensation $ 56,515 $ 59,128 $ 78,800 $ 78,800 $ $ 78,800 $ Expenses $ 145,220 $ 141,189 $ 205,374 $ 205,374 $ $205,374 $ $ 201,735 $ 200,317 $ 284,174 $ 284,174 $ $284,174 $ 7340 Visitor Center Compensation $ 30,684 1 $ 89,827 1 $ 95,481 $ 99,368 $ $ 99,368 1 $ 3,887 1 4.07% Expenses $ 51,911 $ 98,847 $ 94,750 $ 102,250 $ $ 102,250 1 $ 7,500 1 7.92% $ 82,595 $ 188,674 $ 190,231 $ 201,618 $ $201,618 $ 11,387 1 5.99% Total00 Economic Development FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 IX-31 Section X: Program 8000: General Government This section includes detailed information about the FY2018 Operating Budget & Financing Plan for general government. It includes: • 8100 Board of Selectmen X-2 • 8200 Town Manager X-6 • 8300 Town Committees X-10 • 8400 Finance X-12 • 8500 Town Clerk X-17 • 8600 Information Services X-21 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-1 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Mission: The Board of Selectmen, together with the Town Manager, represents the executive branch of the Town government. The Board consists of five members, elected for three-year terms. Selectmen serve without compensation. The Board acts as the Town's primary policy making body for a wide variety of issues affecting service delivery, finance and Town infrastructure. They provide oversight in matters of litigation, act as the licensing authority, enact rules and regulations regarding traffic control and are responsible for calling Town Meetings and approving the Town Meeting Warrant. Budget Overview: This budget includes funding for the Selectmen's Office, Town Counsel and the Annual Town Report. Day-to-day operation of the Selectmen's Office is under the direction of the Office Manager and the Municipal Assistant who assist the Selectmen and coordinate activities with the Town Manager's Office. The staff prepare the Annual and Special Town Meeting Warrants and assist the Selectmen in responding to questions and inquiries from the public. They also receive all contributions to Selectmen gift accounts, the Fund for Lexington, PTA Council Scholarship, Lexington Education Fund and all other Trustees of Public Trusts funds. Staff manage the licensing and permitting process for the Board (the licensing authority). These licenses include alcoholic beverage, auctioneer, cable television, common victualler, entertainment, flammable 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 automatic amusement machines. Staff maintain over 300 Selectmen appointments to more than 40 committees. In addition, the Selectmen's Office notifies Lexington residents of all national, state and local elections. Town Counsel represents the Town, through the Board of Selectmen and Town Manager, on all legal matters including litigation, contracts, drafting of Town bylaws and enforcement of bylaws through the Court system. The Town Report is the official proceeding and activities of Town Government. It is required to be prepared annually under State law. Departmental Initiatives: 1. Continue advancing the Fire Station and Police Station projects 2. Continue to refine the Financing Plan/Property Tax Impact for School and Municipal Capital Projects 3. Continue to address Pedestrian! Bicycle and Vehicle Safety on Town Roads, Intersections and School Properties 4. Improve methods of Communication (inbound/outbound) of the Board and the Town given an increasing reliance on electronic mediums. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-2 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Board of Selectmen Office Manager Muinicip&l A.s5rs ain:t Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Office Manager 0.94 0.94 1 1 Municipal Assistant 1 1 1 1 Total00 2.00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-3 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended All Funds Board of Selectmen budget inclusive of the General Fund operating budget and the PEG Access Revolving Fund which funds the Town's annual contract with LexMedia, is $1,133,079. The recommended budget is a $15,170 or 1.32% decrease from the FY2017 budget. The Selectmen's FY2018 recommended General Fund operating budget is $648,579, which is a $24,670 or 3.66% decrease from the FY2017 General Fund budget. The General Fund operating budget for Compensation is $125,304, and reflects a $21,120 or 14.42% decrease, which is reflects a restructuring of the office. FY2018 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $523,276, which is a net decrease of $3,549 or 0.67%. Annual audit costs are being restated to reflect actual billing, resulting in a savings of $4,250, which is offset by inflationary increases for memberships and Town Report expenses. The recommended FY2018 budget for legal expenses is unchanged from FY2017 at $410,000. The recommended budget for the annual Town Report is $13,688 which reflects an increase of $188 or 1.39% over FY2017. The FY2018 recommended PEG Revolving Fund request is $484,500 which is a $9,500 or 2.00% increase from FY2017. Program Improvement Requests: None requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-4 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 570,380 $ 420,308 $ 592,963 $ 568,112 $ $ 568,112 $ 24,850 -4.19% Enterprise Funds(Indirects) $ 1,015 $ 1,103 $ 1,136 $ 1,067 $ $ 1,067 $ (69) -6.04% Revolving Funds PEG Access $ 416,061 $ 508,472 $ 475,000 $ 484,500 $ $ 484,500 $ 9,500 2.00% Fees Licenses&Permits $ 78,985 $ 80,675 $ 79,150 1 $ 79,400 1 $ $ 79,400 $ 250 0.32% Appropriation Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 119,765 $ 136,653 1 $ 146,424 $ 125,304 $ 125,304 1 $(21,120) -14.42% Expenses $ 946,675 $ 873,905 1 $ 1,001,825 $ 1,007,776 $ $1,007,776 $ 5,951 0.59% Program Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8110 Selectmen's Office $ 211,699 $ 216,377 $ 249,749 $ 224,892 $ $ 224,892 $(24,857) -9.95% Total 8120 Legal $ 434,000 $ 276,769 $ 410,000 $ 410,000 $ $ 410,000 $ - 0.00% Total 8130 Town Report $ 4,680 $ 8,940 $ 13,500 $ 13,688 $ $ 13,688 $ 188 1.39% Total 8140 PEG Revolving Fund $ 416,061 $ 508,472 $ 475,000 $ 484,500 $ $ 484,500 $ 9,500 2.00% Object Code Summary(All Funds) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 119,765 $ 136,653 $ 146,424 $ 125,304 $ $ 125,304 1 $(21,120) -14.42% Overtime $ - $ - $ - $ - $ $ - $ 0.00% Personal Services $ 119,765 $ 136,653 $ 146,424 $ 125,304 $ - $ 125,304 $(21,120) -14.42% Contractual Services $ 919,256 $ 855,109 $ 976,825 $ 982,263 $ $ 982,263 $ 5,438 0.56% Utilities $ - $ - $ - $ - $ $ - $ - - Supplies $ 19,469 $ 18,796 $ 24,000 $ 24,513 $ $ 24,513 $ 513 2.14% Small Capital $ 7,950 $ - $ 1,000 $ 1,000 $ $ 1,000 $ - - Expenses $ 946,675 $ 873,905 $ 1,001,825 $1,007,776 $ - $1,007,776 $ 5,951 0.59% Appropriation Summary FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent (General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 119,765 $ 136,653 $ 146,424 1 $ 125,304 $ 1 $ 125,304 1 $(21,120) -14.42% Expenses $ 530,614 $ 365,433 $ 526,825 $ 523,276 $ $ 523,276 $ (3,549) -0.67% Total 00 Board . Appropriation Summary FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent (Non-General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Expenses 416,061 508,472 475,000 484,500 $ 484,500 $ 9,500 2.00% PEG Revolving Fund $ 416,061 $ 508,472 $ 475,000 $ 484,500 $ $ 484,500 $ 9,500 2.00% FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-5 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Mission: The Board of Selectmen appoints the Town Manager who oversees the daily operations of all general government departments, implements the policies of the Board of Selectmen, 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 responsible for Human Resources and benefits administration, as well as risk management. Budget Overview: The Town Manager's Office budget is comprised of two elements; Organizational Direction and Administration and Human Resources. Organizational Direction and Administration includes day-to-day oversight for all Town departments, town-wide staff training and professional development, and special projects. This function also implements all decisions of the Board of Selectmen and provides staff support to various Town committees. The Town Manager's Office, through the Human Resource function, is responsible for personnel administration, benefits administration, collective bargaining agreements, workers compensation and unemployment benefits. Departmental Initiatives: 1. Continue to work on internal controls by revising existing policies and developing new policies that may be necessary to ensure the protection of assets that are vulnerable to abuse. 2. Continue the initiative to develop organizational sustainability by conveying institutional knowledge, engaging mid-level managers in decision making, and selecting and training qualified individuals. 3. Work to support the high performance culture in the organization by providing directed team building to the Senior Management Team. 4. Work to ensure that municipal services address the needs of Lexington's culturally diverse community. 5. Develop new revenue sources to support the budget, particularly the capital budget. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-6 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Town Manager Deputy Town Manager ® ® Hearings Officer Human Resources Director ® ® ® ® ® ® ® ® Office Manager Management Fellow) I Analyst I I Human Resources Benefits Coordinator I Assistant Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Town Manager 1 1 1 1 Deputy Town Manager 1 1 1 1 Office Manager/Special Events Coordinator 1 1 1 1 Benefits Coordinator 1 1 1 1 Assistant to the Town Manager' 1 0 0 0 Human Resources Director 1 1 1 1 Hearing O icers2 0.12 0.12 0.12 0.12 Management Fellow/Analyst 1 1 1 1 Human Resources Associate 1 1 1 1 Total Full/Part Time 8 FT/2 PT 7 FT/2 PT 7 FT/2 PT 7 FT/2 PT (1) Position reassigned to Information Technology in FY2015 (2)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) (3) In FY2017, the Human Resources Assistant was reclassified as a Human Resources Associate. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-7 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Town Manager's budget inclusive of the Town Manager's Office and Human Resources is $790,043. The recommended budget is a $32,799, or 3.99% decrease from the restated FY2017 budget. The budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget as adopted at the 2016 annual town meeting. The recommended FY2018 budget for Compensation is $583,458, and reflects a $10,701, or 1.87% increase, attributable to the cost of prospective step increases and the reclassification of the Human Resources Assistant position to a higher grade. FY2018 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended FY2018 budget for Expenses is $206,585 and reflects a $43,500, or 17.39% decrease which is a net change primarily due to a $45,000 decrease in professional services for the Human Resources department for non-recurring services in FY2017. The department's budget includes a Salary Adjustment Account, which reflects anticipated FY2018 collective bargaining settlements, other wage increases, and compensated leave payments due certain employees at retirement. Once contractual settlements are reached, funds are transferred from this account to the appropriate departmental budget upon a vote of the Board of Selectmen. Contracts that are currently being negotiated whose outcome will affect the Salary Adjustment Account include AFSCME Dispatch, Police Superiors, Patrol Officers, Crossing Guards and Fire Fighters. Contracts that expire at the end of FY2017 are also included in the Salary Adjustment account and are comprised of the Lexington Municipal Employee Association and the Library Staff Association. Program Improvement Requests: Request Recommended Benefits Benefits (budgeted (budgeted Salaries under Salaries under and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Human Resources- Administrative Assistant $52,616 $ 17,747 $ 70,363 $ $ 70,363 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-8 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 472,686 $ 479,330 $ 501,784 $ 421,774 $ $ 421,774 $ 80,010 -15.95% Enterprise Funds(Indirect) $ 42,421 $ 42,152 $ 45,825 $ 46,419 $ $ 46,419 $ 594 1.30% Available Funds - - - Rentals' $ 287,082 $ 255,391 $ 276,400 $ 321,850 $ $ 321,850 $ 45,450 16.44% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 636,241 $ 567,869 $ 573,924 1 $ 583,458 $ $ 583,458 1 $ 9,534 1 1.66% Ex enses $ 165,948 $ 209,004 $ 250,085 $ 206,585 Is $ 206,585 $ 43,500 17.39% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase I Increase Total 8210 Organizational Dir.&Admin. $ 569,583 $ 529,450 $ 538,081 1 $ 542,841 $ $ 542,841 1 $ 4,760 1 0.88% Total 8220 Human Resources $ 232,605 $ 247,423 $ 285,928 $ 247,202 $ $ 247,202 $ 38,726 13.54% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase I Increase Salaries&Wages $ 636,241 $ 567,869 $ 573,924 $ 583,458 $ $ 583,458 $ 9,534 1.66% Overtime $ - $ - $ - $ - $ $ - $ - Personal Services $ 636,241 $ 567,869 $ 573,924 $ 583,458 $ $ 583,458 $ 9,534 1.66% Contractual Services $ 132,707 $ 169,213 $ 215,850 $ 172,350 $ $ 172,350 $ 43,500 -20.15% Utilities $ - $ - $ - $ - $ $ - $ Supplies $ 15,176 $ 19,986 $ 14,735 $ 14,735 $ $ 14,735 $ Small Capital $ 18,066 $ 19,805 $ 19,500 $ 19,500 $ $ 19,500 $ Expenses $ 165,948 $ 209,004 $ 250,085 $ 206,585 $ $ 206,585 $ (43,500) -17.39% 'Rentals are comprised of rental receipts from the Waldorf School,Bertucci's Italian Restaurant,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) FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase I Increase Tax Le $ 587,310 $ 455,517 $ 576,388 1 $ 785,903 $ 785,903 $209,515 1 36.35% Total 00 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Balance Balance Restated Request Add/Del Mgr's Rec. Increase I Increase Total 8230 Sala Ad ustment $ 587,310 $ 455,517 $ 576,388 $ 785,903 $ 785,903 $209,515 1 36.35% Total 00 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-9 Program: General Government 8300 Town Committees Town of[exington, Massachusetts Mission: Town Committees includes the Appropriation Committee, Capital Expenditures Committee, Town Celebrations Committee and various boards and committees appointed by the Board of Selectmen, Moderator and the Town Manager. Budget Overview: The Town Committees budget provides funding for a variety of statutory and advisory committees that are an integral part of the operation of local government in Lexington. The financial committees — the Appropriation Committee and the Capital Expenditures Committee — provide detailed financial review and analysis to Town Meeting. The Town Celebrations Committee, appointed by the Board of selectmen, plans the Town's annual celebrations, including parades on Veterans', Memorial, Patriots' Day as well as the Martin Luther King Day celebration. Appropriation Capital Expenditures Town Celebrations Committee ® ® ®I ® ® ® Committee Committee I Assistant Town Manager for Finance Recording Secretary (PT) Authorized/Appropriated Staffing Limited staff support is provided through the Town Manager's Office and Finance Department, and a part-time Recording Secretary takes meeting minutes. Budget Recommendations: The FY2018 Town Manager's recommended Town Committees budget is $57,880. This is a $23,620 or a 28.98% decrease from the restated FY2017 budget. The budget is restated to reflect the $30,000 supplemental appropriation for the Vision 20/20 survey approved at Special Town Meeting. Compensation is increasing $130, or 2.0% with expenses decreasing by $23,750 or 31.67%. The expense decrease is due to removing a one-time FY2017 expenditure for the Vision 20/20 study ($30,000). The FY2017 budget includes $5,250 for the Dance Around the World event, which is held every two years and reflects a 5% increase from its FY2016 budget. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-10 Program: General Government 8300 Town Committees Town of[exington, Massachusetts Program Improvement Request: Request Recommended Benefits Benefits (budgeted (budgeted Salaries under Salaries under and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Council for the Arts $ 10,000 $ $ 10,000 $ $ $ $ 10,000 Grant Program Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del �Mgr's Rec.1 Increase I Increase Tax LeTj $ 49,270 1 $ 96,664 $ 81,500 1 $ 57,880 $ $ 57,880 1 $ 23,620 -28.98% Total 00 00 $ 57,880 $ $ 57,880 FY2015 I FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 6,143 $ 5,791 $ 6,500 $ 6,630 $ $ 6,630 1 $ 130 2.00% Expenses $ 43,126 1 $ 90,873 1 $ 75,000 1 $ 51,250 1 $ $ 51,250 $ 23,750 31.67% Total 00 00 $ 57,880 $ $ 57,880 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8310 Financial Committees $ 6,476 $ 6,652 $ 8,000 $ 8,130 $ $ 8,130 $ 130 1.63% Total 8320 Misc.Boards&Committees $ 1,813 $ 16,818 $ 34,500 $ 4,500 $ $ 4,500 $ 30,000 -86.96% Total 8330 Town Celebrations $ 40,980 $ 73,194 $ 39,000 $ 45,250 $ $ 45,250 $ 6,250 16.03% Total 00 00 $ 57,880 $ $ 57,880 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 6,143 $ 5,791 $ 6,500 $ 6,630 $ $ 6,630 $ 130 2.00% Overtime $ - $ - $ - $ - $ $ - $ - Compensation $ 6,143 $ 5,791 $ 6,500 $ 6,630 $ $ 6,630 $ 130 2.00% Contractual Services $ 1,107 $ 16,267 $ 34,000 $ 4,000 $ $ 4,000 $ 30,000 -88.24% Utilities $ - $ - $ - $ - $ $ - $ - - Su lies $ 42,020 $ 74,606 $ 41,000 $ 47,250 $ $ 47,250 $ 6,250 15.24% Small Capital $ - $ - $ - $ - $ $ - $ - - Expenses $ 43,126 $ 90,873 $ 75,000 $ 51,250 $ $ 51,250 $ (23,750) -31.67% Total 00 00 $ 57,880 $ $ 57,880 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-11 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: General Government 8400 Finance Town of Lexington, Massachusetts Mission: The Finance Department is responsible for: (1) maintaining timely and accurate records on all financial activities of the Town; (2) administering internal financial controls; 3) facilitating the evaluation of the Town's financial condition; (4) ensuring that the delivery of Town services is done in compliance with Massachusetts General Laws that govern municipal finance; (5) providing timely and accurate financial information to managers of Town services to facilitate the evaluation of the cost effectiveness and efficiency of Town programs; (6) providing timely and accurate financial information to Town boards and committees to facilitate policy deliberation and formulation; and (7) safeguarding the financial assets of the Town. Budget Overview: The Finance Department is comprised of the following divisions: the Comptroller's Office, the Treasurer/Collector's Office, the Assessing Office and the Utility Billing Office. The Comptroller's Office is responsible for maintaining the Town's general ledger (accounting), accounts payable, payroll, and centralized purchasing. The Comptroller's budget is also inclusive of funding for the Assistant Town Manager for Finance, who oversees all financial operations of the Town, and the Budget Officer who in concert with the Assistant Town Manager for Finance and the Town Manager, develops and monitors the annual capital and operating budgets. The Treasu rer/Col lector's Office has three primary responsibilities: the collection and deposit of all Town taxes, fees and charges including property taxes, motor vehicle excise, utility billing and other local receipts (permit and license fees, fines, etc.); the management and investment of all revenues collected; and the issuance and servicing of debt. The Assessing Office's primary function is the development of assessed values of real and personal property. The Utility Division's primary function is the operation of the Town's utility billing system and the issuance of monthly and semi-annual water and sewer bills. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-12 Program: General Government 8400 Finance Town of Lexington, Massachusetts Departmental Initiatives: Assessing: 1. Administer a 6-year, cyclical annual inspection program for interior and exterior inspection and comply with requirements of the Massachusetts Department of Revenue pertaining to the FY2018 recertification of values. 2. Develop a protocol for regular data entry of permits and deeds into Vision to mitigate backlogs. 3. Embark on cross-training program among Assessing Department employees to promote staff capacity at all times. 4. Activate GIS functionality in Vision software and train staff in its use. Comptroller: 1. Continue to implement general billing for miscellaneous receivables. Treasurer/Col lector: 1. Bid bill printing services. 2. Pursue tax foreclosures. 3. Explore online access to individual property tax accounts. Assistant Town Manager for Finance/ Comptroller UTlllty Enterprise Administrative Retirement [Ell TreasurerfCollector Town Accountant. Budget Officer Procurement Officer Business Manager Assistant Administrator Residential Field Assistant Tax Staff Accountant PT Municipal Clerk Manager Collector t ential Analyst{ Treasury Assistant Financial Clerk nspectors Administrative Departmental Assistant Accounting Clerk Municipal Clerk PT Municipal Clerk FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-13 Program: General Government 8400 Finance Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Element 8410: Comptroller Budget Budget Budget Request Asst. Town Manager for Finance/Comptroller 1 1 1 1 Town Accountant 1 1 1 1 Staff Accountant 1 1 1 1 Procurement Officer 1 1 1 1 Financial Clerk 1 1 1 1 Budget Officer 1 1 1 1 Administrative Assistant 0.4 0.4 0.4 0.4 Subtotal FTE 6.40 6.40 6.40 6.40 Subtotal FT/PT 6 FT/1 PT 6 FT/1 PT 6 FT/1 PT 6 FT/1 PT Element 8420: Treasurer/Collector Treasurer/Collector 1 1 1 1 Assistant Tax Collector 1 1 1 1 Treasury Assistant 1 1 1 1 Account Clerk 1 1 1 1 Municipal Clerk 0.46 0.46 0.46 0.46 Subtotal FTE 4.46 4.46 4.46 4.46 Subtotal FT/PT 4 FT/1 PT 4 FT/1 PT 4 FT/1 PT 4 FT/1 PT Element 8430: Assessor Director of Assessing 1 1 1 1 Residential Field Manager' 1 1 1 1 Residential Analyst/Inspector 2 2 2 2 Office Manager 2 1 1 1 1 Municipal Clerks 0.46 0.79 1.14 1.14 Subtotal FTE 5.46 5.79 6.14 6.14 Subtotal FT/PT j 5FT/2 PT 5FT/2PT 6FT/1 PT 6FT/1 PT Element 8440: Utility Billing Utility Enterprise Business Manager 1 1 1 1 Subtotal FTE 1.00 1.00 1.00 1.00 Subtotal FT/PT 1 FT/0 PT 1 FT/0 PT 1 FT/0 PT 1 FT/0 PT Total FT/PT 16 FT/4 PT 16 FT/4 PT 17 FT/3 PT 17 FT/3 PT 1 In FY2015 this position was classified as Commercial Appraiser. It was recast as Residential Field Manager as a result of a reorganization of the Assessing Office implemented in the Fall of 2015. 2 In FY2015 this position was classified as Administrative Assistant. It was recast as Office Manager as a result of a reorganization of the Assessing Office implemented in the Fall of 2015. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-14 Program: General Government 8400 Finance Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended General Fund Finance Department budget is 1,880,025, which represents a $28,312, or 1.48% decrease from the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The General Fund operating budget for Compensation is $1,394,395, and reflects a $15,947, or 1.13% decrease, which is a net decrease attributable to the retirement of the Town Comptroller and his replacement at a lower salary, as well as costs for contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any estimate of prospective cost of living increases for personnel whose contracts expire on .tune 30, 2017. Funds for such prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $485,630 and reflects a $12,365 or 2.48% decrease attributable to realigning costs in various budget lines across Finance department divisions. Program Improvement Requests: None Requested. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-15 Program: General Government 8400 Finance Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 1,396,035 $ 1,456,029 $ 1,627,178 $ 1,616,069 $ $ 1,616,069 $ 11,109 -0.68% Enterprise Funds Indirects $ 225,094 $ 223,666 $ 243,159 $ 230,955 $ $ 230,955 $ 12,204 -5.02% Fees&Charges Char es for Services $ 34,504 $ 32,658 $ 38,000 $ 33,000 $ $ 33,000 $ 5, 000 -13.16% Total 00 Finance $ 1,655,633 $ 1,712,353 $ 1,908,337 $ 1,880,025 :0 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,223,727 $ 1,307,608 $ 1,410,342 $ 1,394,395 $ $ 1,394,395 1 $ (15,947) -1.13% Ex enses $ 431,907 $ 404,745 $ 497,995 $ 485,630 $ $ 485,630 $ 12,365 2.48% Total 00 Finance $ 1,655,633 $ 1,712,353 $ 1,908,337 $ 1,880,025 :0 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8410 Comptroller $ 609,342 $ 665,588 $ 701,352 $ 669,532 $ $ 669,532 $ 31,820 -4.54% Total 8420 Treasurer/Collector $ 378,209 $ 369,326 $ 399,272 $ 399,894 $ $ 399,894 $ 622 0.16% Total 8430 Assessing $ 592,533 $ 601,168 $ 730,210 $ 733,096 $ $ 733,096 $ 2,885 0.40% Total 8440 Utility Billing $ 75,550 $ 76,271 $ 77,503 $ 77,503 $ $ 77,503 $ - 0.00% Total 00 Finance $ 1,655,633 $ 1,712,353 $ 1,908,337 $ 1,880,025 :0 FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 11223,727 $ 1,307,608 $ 1,410,342 $ 1,394,395 $ $ 1,394,395 1 $ (15,947) -1.13% Overtime $ - $ - $ - $ - $ $ - $ - Personal Services $ 1,223,727 $ 1,307,608 $ 1,410,342 $ 1,394,395 $ $ 1,394,395 $ (15,947) -1.13% Contractual Services $ 384,915 $ 343,905 $ 448,455 $ 435,715 $ $ 435,715 $ 12,740 -2.84% Utilities $ 345 $ 15,779 $ 1,350 $ 2,550 $ $ 2,550 $ 1,200 88.89% ,Supplies $ 45,937 $ 44,562 $ 48,190 $ 47,365 $ $ 47,365 $ 825 -1.71% Small Capital $ 710 $ 499 $ - $ - $ $ - $ - Expenses $ 431,907 $ 404,745 $ 497,995 $ 485,630 $ $ 485,630 $ (12,365) -2.48% Jotal 00 Finance $ 1,655,633 $ 1,712,353 $ 1,908,337 $ 1,880,025 :0 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-16 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Mission: The Office of the Town Clerk is the primary repository of official documents for the Town, and the custodian of and recording office for official Town and vital records. Responsibilities include issuing marriage licenses, recording vital statistics, issuing dog licenses, registering businesses, and conducting the annual Town Census. The Town Clerk's Office conducts elections in conformance with State and local laws and, with the Board of Registrars, processes voter registrations and certifications. The Town Clerk reports to the Chief Information Officer. Budget Overview: The four elements comprising the Office of the Town Clerk include Town Clerk Administration, Registration, Elections, and Archives & Records Management. Town Clerk Administration: The Town Clerk acts as the Town's recording officer, registrar of vital statistics, and chief election official. The Town Clerk is the official record-keeper of Town Meeting, certifies bylaws, Town Meeting appropriations and other official actions, signs notes for borrowing, and certifies official documents. The Town Clerk also registers all vital events within Lexington, recording births, marriages and deaths in accordance with State law. The Town Clerk is keeper of the seal, administers the oath of office to elected and appointed members of boards and committees, maintains records of adopted municipal codes, regulations, bylaws, oaths of office, resignations, appointments, and submits general bylaws and zoning bylaws to the Attorney General for approval. The Town Clerk's office issues licenses and permits and serves as a central information point for residents. Registration: Registrars, appointed by the Board of Selectmen, are responsible for promoting voter registration, overseeing voter records, and ruling on voter eligibilities. Stipends for the Board of Registrars remain level funded. Annual voter confirmations are conducted in accordance with State statute. The Annual Town Census and the publishing of the List of Residents is funded through this element. Elections: This element includes administration of local, state and national elections in accordance with current election laws, most recently including Early Voting and pre- registration of 16 and 17 year olds. Staff provide information on candidate certifications, referenda, initiative petitions, campaign finance laws, election procedures, ballot initiatives, and voter information. Election site preparations are coordinated with Public Works, Public Facilities, Police, and Lexington Public Schools. Archives & Records Management: This element addresses inventory and retention of records and documents, proper maintenance and storage of records, preservation of documents, and public access to public records and information. A part-time Archivist/Records Manager is responsible for overseeing the conservation, preservation, digitization and cataloging of Lexington's historic documents and records. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-17 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Departmental Initiatives: 1. Ongoing administration of town/state/federal elections in conformance with statutory requirements to provide legal and accessible elections to Lexington voters, including adhering to Election Reform laws of 2014. Continued emphasis on long term goal of utilizing municipal buildings for polling locations. 2. Continued development of coordinated Archives & Records Management Program; 3. Enhancement and further implementation of Laserfiche Document Imaging System for records retention, electronic access, and archives/records portal. 4. Continued use of Commonwealth of Massachusetts Electronic Vital Records Systems for births, deaths and burial permits. Chief lnfo n�iafil rn Off lcer T tant Train fifer IFT Archiwrn.std Adrr inist,rafive PT Murnic6lpall Records Mllanager Assistant Assistants Authorized/Appropriated Staffing FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Town Clerk 1 1 1 1 Assistant Town Clerk 1 1 1 1 Administrative Assistant 1 1 1 1 Municipal Assistant 1.03 1.03 1.03 1.03 Archivist/Records Manager 0.46 0.46 0.46 0.46 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-18 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Budget Recommendations: The FY2018 recommended Town Clerk budget is $478,086 which is a $17,603 or 3.55% decrease from the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The budget for Compensation is $357,836 and reflects a $12,286 or 3.32% decrease, which is a net change attributable to fewer elections in FY2018, as well as the recommended funding of a program improvement request for additional staff hours. The decrease in FY2018 compensation is inclusive of contractually obligated step increases and cost of living adjustments. FY2018 compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $120,250 and reflects a $5,317, or 4.23% decrease which is driven by fewer elections in FY2018. Program Improvement Request: Requested Recommended Benefits Benefits (budgeted (budgeted Salaries under Salaries under and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Municipal Assistant- Additional Hours 9,871 $ 15,554 $ 25,425 $ 9,871 $ 14,59E $ 24,467 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-19 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $339,669 $343,149 $411,768 $384,315 $ 9,871 $394,186 $ (17,581) -4.27% Enterprise Funds Indirects $ - $ - $ - $ - $ - $ - $ - - Directed Funding $ - $ - $ - $ - $ - - Fees:Town Clerk $ 37,041 $ 34,825 $ 35,800 $ 35,900 $ - $ 35,900 $ 100 0.280 Licenses&Permits:Town Clerk $ 49,120 $ 48,321 $ 48,122 $ 48,000 $ - $ 48,000 $ 122 -0.25% Total00 0: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $311,770 1 $329,359 1 $370,122 1 $347,965 $ 9,871 1 $357,836 1 $ 12,286 -3.32% Ex enses $114,059 $ 96,936 $125,567 $120,250 $ - $120,250 $ 5,317 4.23% Total00 0: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8510 Town Clerk Administration $254,618 $276,483 $290,668 $296,017 $ 9,871 $305,888 $ 15,220 5.24% Total 8520 Board of Registrars $ 14,763 $ 15,566 $ 17,325 $ 17,325 $ - $ 17,325 $ - 0.00% Total 8530 Elections $118,034 $ 97,533 $137,364 $105,250 $ - $105,250 $ 32,114 -23.38% Total 8540 Records Management $ 38,415 $ 36,713 $ 50,333 $ 49,623 $ - $ 49,623 $ 709 -1.41% Total00 0: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $304,575 $323,250 1 $361,174 $339,965 $ 9,871 1 $349,836 1 $ 11,338 -3.14% Overtime $ 7,194 $ 6,109 1 $ 8,948 $ 8,000 1 $ - $ 8,000 1 $ 948 -10.59% Personal Services $311,770 $329,359 $370,122 $347,965 $ 9,871 $357,836 $ (12,286) -3.32% Contractual Services $101,920 $ 86,432 $110,692 $106,600 $ - $106,600 $ 4,092 -3.70% Utilities $ 2,520 $ 1,500 $ 3,500 $ 3,500 $ - $ 3,500 $ - 0.00% Supplies $ 9,620 $ 8,804 $ 11,175 $ 10,050 $ - $ 10,050 $ 1,125 -10.07% Small Capital $ - $ 200 $ 200 $ 100 $ - $ 100 $ 100 -50.00% Expenses $114,059 $ 96,936 $125,567 $120,250 $ - $120,250 $ (5,317) -4.23% Total00 0: FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-20 Program: General Government 8600 Information Services Department Town of Lexington, MA Mission: The Information Services Department provides information technology services and resources to all Town staff, including accounting and payroll applications, along with other core technology-related services for municipal and school departments. Budget Overview: The Information Services Department (IS) supports, maintains and manages the Town's information technology systems (hardware, software and web sites) that are critical elements of service delivery and program management for all of the Town's departmental operations. Services provided include: hardware and software support for all information technology activities in all municipal operations; staff training; maintenance of financial management hardware and software (MUNIS) that serves town and school departments; electronic mail and internet access; support of the Town's website on the internet and intranet; voice over internet protocol (VoIP) phone infrastructure and applications; head end management and support; and co-management, with School Department Information Technology staff, of the Town's wide-area network that connects 30 town and school buildings. Departmental Initiatives: 1. Improve network and services resiliency through installation of redundant network pathways and failover hardware (switches and servers). 2. Expand wireless capability to additional municipal buildings. 3. Manage self service enhancements and improvements for Town employees and residents including on-line permitting and improved on-line document management and resources. 4. Continue implementation of VoIP phone systems to municipal and school buildings. 5. Develop GIS based improvements, including meeting new state GIS standards and delivering GIS on-line with improved function and information. 6. Update and support Town website capabilities for departments and users. 7. Provide IT project leadership for the selection and implementation of the new Town Public Safety system FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-21 Program: General Government 8600 Information Services Department Town of Lexington, MA Chief Information Officer Information Project Managers Webmasters GIS/Database Technology Director Administrator Network Administrator Support Technician Applications Administrator Authorized and Appropriated Staffing: FY2015 FY2016 FY2017 FY2018 Budget Budget Budget Request Chief Information Officer 1 1 1 1 Information Technology Director 1 1 1 1 Project Manager'°2 0 1 .8 1 .8 2 Network Administrator 1 1 1 1 GIS/Database Administrator 1 1 1 1 Support Technician 1 1 1 1 Applications Administrator 0 1 1 1 1 1 Webmaster 1 2 2 2 Total FT/PT 6 FT 9 FT/1 PT 9 FT/1 PT 10 FT 'The funding for the Project Manager was transferred from the Town Manager's Office to the Information Services (IS) budget in FY2015. In FY2016 and FY2017 the position was reduced to 0.8 FTE. With the retirement of the incumbent in December 2017, the position will be reposted for hiring and funded for FY2018 as 1.0 FTE 2The full-time Project Manager position was partially funded (80%)via Capital Article 2015/11 P for FY2016, with the remainder in IS. In FY2017, the IS budget funded 60% of the salary and the capital article funded the remaining 40%. For FY2018, the IS budget will fund 100% of the position. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-22 Program: General Government 8600 Information Services Department Town of Lexington, MA Budget Recommendations: The FY2018 recommended Information Services budget is $1,965,892, which is a $128,891 or 7.02% increase over the restated FY2017 budget. The FY2017 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2017 budget at the 2016 annual town meeting. The recommended budget for Compensation is $807,817, and reflects a $1,716 or 0.21% increase, which is a net increase that reflects replacing retired staff at lower steps, increasing the Project Manager from 0.8 to 1.0 FTE and shifting 0.4 FTE of funding for a second project manager from capital to the IS budget. It also includes contractually obligated step increases and cost of living adjustments. FY2018 Compensation does not include any prospective cost of living increases for contracts that expire on .tune 20, 2017. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $1,158,075 and reflects a $127,175 or 12.34% increase. Major factors driving the increase are the growing cost of software maintenance for both existing licenses as well as new application support contracts, the continuation of the transfer of responsibility for Town phone systems and the accompanying utility costs, an increase in mobile services costs due to mobile data needs, and additional costs for LAN hardware and software costs for IS support of the Library. The expense budget includes an increase of $15,000 for IT services through the MAGIC (Lexington sub-regional planning organization) consortium. The Town Manager and CIO have been evaluating whether certain technology services can be more effectively provided through a multi-town consortium that may have improved purchasing power. A State grant has assisted the MAGIC communities in evaluating this option. As a next step, the MAGIC communities will each contribute $15,000 that will be used to procure certain common network and security services. Program Improvement Requests: Request Recommended Benefits Benefits Salaries (reflected Salaries (reflected and in Shared Total and in Shared Total Not Description Expenses Expenses) Requested Expenses Expenses) Requested Recommended IT Services through MAGIC Regional Consortium 15,000 $ 15,000 $ 15,000 $ 15,000 $ FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-23 Program: General Government 8600 Information Services Department Town of Lexington, MA Budget Summary: FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Funding Sources Actual Actual I Estimated Request I Add/Del I Mgr's Rec. Increase Increase Tax Le $1,113,637 $1,597,685 $1,773,536 $1,835,675 $ 15,000 $1,850,675 $ 77,139 4.350 0 Enter rise Funds(Ind irects $ 56,680 $ 61,619 $ 63,468 $ 115,217 $ $ 115,217 $ 51,749 83.98% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 458,967 1 $ 684,694 1 $ 806,104 1 $ 807,817 1 $ $ 807,817 1 $ 1,713 1 0.21% E enses $ 711,350 1 $ 974,611 1 $1,030,900 1 $1,143,075 $ 15,000 $1,158,075 $127,175 12.34% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8610 IS Administration $1,170,317 $1,659,304 $1,837,004 $1,950,892 $ 15,000 $1,965,892 $128,888 7.02% FY2015 FY2016 FY2017 FY2018 Manager's FY2018 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 457,185 $ 683,772 $ 802,968 $ 804,017 $ $ 804,017 $ 1,049 0.13% Overtime $ 1,781 $ 922 $ 3,137 $ 3,800 $ $ 3,800 $ 664 21.15% Personal Services $ 458,967 $ 684,694 $ 806,104 $ 807,817 $ $ 807,817 $ 1,713 0.21% Contractual Services $ 449,092 $ 745,746 $ 757,000 $ 850,575 $ 15,000 $ 865,575 $108,575 14.34% Utilities $ 37,043 $ 69,141 $ 93,400 $ 112,000 $ - $ 112,000 $ 18,600 19.91% Supplies $ 3,432 $ 27,807 $ 26,500 $ 26,500 $ $ 26,500 $ - 0.00% Small Capital $ 221,783 $ 131,916 $ 154,000 $ 154,000 $ $ 154,000 $ - 0.00% Expenses $ 711,350 $ 974,611 $1,030,900 $1,143,075 $ 15,000 $1,158,075 $127,175 12.34% FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 X-24 Section XI: Capital Investment INTRODUCTION A crucial aspect of the Town's operations, from providing services to its residents and businesses to equipping employees to effectively perform their jobs, requires the existence of certain basic physical assets. These assets include streets, water mains, parks, buildings, large equipment and technology. They must be purchased, maintained and replaced on a timely basis or their usefulness in providing public services will diminish. The Town's five-year Capital Improvements Program and annual Capital Budget are developed to ensure adequate capital investment in the Town's assets. DEFINITION OF CAPITAL PROJECTS A capital project is defined as a major, non-recurring expenditure that generally meets all of the following criteria: • Massachusetts General Laws permit the Town to issue bonds to finance the expenditure; • The expenditure is $25,000 or more; • The expenditure will have a useful life of 10 years or more for buildings or building components and 5 years for vehicles and equipment; and • Planning, engineering, or design services may be considered capital when such services are integral to a construction, renewal, or replacement project that meets the criteria for a capital expenditure. CAPITAL POLICY FRAMEWORK The FY2018 Capital Budget was developed within the capital policy framework initially adopted by the Board of Selectmen in 1991, and subsequently amended in 2006 and 2009 to ensure adequate planning and funding for capital investment, particularly cash capital projects within the general fund. This capital investment strategy includes the following major elements: • Multi-year planning for capital investment; • Debt exclusions for major capital projects; and • Ensuring sufficient operating budget resources for maintaining capital assets. FIVE-YEAR CAPITAL PROGRAM Five-year capital improvement planning has been part of Lexington's budget development process for many years. Multi-year planning allows proper staging and sequencing of capital projects to smooth financing plans and to make funding needs more predictable. Capital investment requirements can vary, involving unique large projects such as a fire vehicle or a school building. Other capital investment needs are recurring such as the annual program to resurface roadways. The five-year Capital Improvement Program includes all anticipated capital projects identified by school and municipal departments over the next five years. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 1 The following are potential funding sources for financing the Town's capital investments: • Cash Financing — The Town regularly appropriates available funds (i.e., cash financing) from the general and enterprise funds to finance certain capital investment projects. Examples of available funds are unreserved fund balance (free cash), tax levy, enterprise fund retained earnings, specialized stabilization funds and, when available, unexpended balances of prior years'capital articles. • Debt—The Town has traditionally financed large dollar value capital projects with debt. Depending upon the project, the debt service resulting from debt-funded capital projects can be financed from a variety of sources including the General Fund (either within the Levy Limit or from a voter approved Proposition 2 1/2 debt exclusion), Enterprise and Revolving Funds or the Community Preservation Fund (see discussion of the CPA below). • Other Sources — The Town uses dedicated state aid and grant funding to finance capital investment when these funds are available. • Community Preservation Act (CPA) Funds — Beginning in FY07, following voter approval, the Town began to assess a Community Preservation Surcharge of 3% of the property tax levied against all taxable real property. For owners of residential property, the assessed value used to calculate the surcharge is net of a $100,000 residential exemption. Community Preservation funds can be used for those purposes defined by the Community Preservation Act, MGL Ch. 44B. Such purposes include the acquisition and preservation of open space, the creation and support of community (affordable) housing, the acquisition and preservation of historic resources, and the creation and support of recreational facilities. Beginning in FY08, the Town began to receive State matching funds to supplement the local surcharge. Receipts for FY2016 from the surcharge and state matching funds are preliminarily estimated at $5 million. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 2 FY2018 CAPITAL FINANCING STRATEGY The proposed financing plan for the recommended FY2018 capital budget is shown in the table below. Capital Requests Summary Free Cash/Tax Other Financing Levy Sources 1 Debts Total General Fund $ 6,152,640 $ - $ 13,518,647 $ 19,671,287 Proposed Excluded Debt Projects $ - $ - $ 79,050,000 $ 79,050,000 Chapter 90/Cither Funding $ - $ 1,140f475 $ - $ 1 140 475 Water Enterprise $ - $ 1 095 000 $ - $ 1 095 000 Sewer Enterprise $ 1,290,000 530,000 1,820,000 Recreation Enterprise $ 55,000 - 55,000 Compost Revolving Fund $ $ - $ 725 000 $ 725 000 Community Preservation Act 2 $ 3 166 142 It - 3,166142 0- 1 Chapter 90/Other Funding includes$971,016 in Chapter 90 Aid for street improvements,$35,000 from the Sale of Cemetery Lots Special Revenue Fund for the Westview Cemetery Building Assessment,$75.000 from the School's Food Service Revolving Fund for food service equipment,and$59,459 from unused bond proceeds from prior authorizations of capital projects to fund a portion of the Facilities Department townwide roofing program capital request. 2 Includes both Town and non-Town CPA funded projects. 3 General Fund debt of$13,468,647(from Table I-FY18 Recommended Projects-General Fund Debt)is net of$1,775,250 for those projects that are potential candidates for debt exclusions as this amount is also included in the$79,050,000 of Proposed Excluded Debt Projects which is taken from Table V-FY2018 Recommended Projects-Funding Through Proposition 2 1/2 Debt Exclusion. It is recommended by the Town Manager and School Superintendent that certain projects proposed for FY2018 included in the $13,518,647 General Fund Debt shown above - if recommended by the Board of Selectmen and approved by Town Meeting -be held in abeyance until the outcome of a prospective Fall 2017 debt exclusion vote (s) is known. The reason for this recommendation is that should any project anticipated for the debt exclusion vote not be approved, the property tax revenue within the Proposition 2 1/2 levy limit will have to absorb the debt service resulting from these projects. This additional within-levy debt service may impact the Town's ability to manage overall within-levy debt service,particularly if the projects still go forward because of their urgency. These projects include: PROJECTED DEBT SERVICE AMDUNT PROJECT FINANCED FY2018 FY2019 FY2020 FY2021 FY2022 Sidewalk Improvement $ 800,000 $ 16,000 $ 192,000 $ 185,600 $ 179,200 $ 172,800 Bikeway Bride Renovations $ 368,000 $ 7,360 $ 88,320 $ 85,376 $ 82,432 $ 79,488 LHS Air Conditioning-Teacher Planning $ 600,000 $ 12,000 $ 84,000 $ 81,600 $ 79,200 $ 76,800 Offices and Library LHS Security Evaluation and Upgrade $ 627,320 $ 12,546 $ 87,825 $ 85,316 $ 82,806 $ 80,297 LHS Guidance Space Mining $ 230,200 1 $ 4,604 $ 32,228 $ 31,307 $ 30,386 $ 29,466 Only that portion of the project related to the upgrade of existing and installation of new cameras would be deferred. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 3 The following table, FY2018 Recommended Capital Budget, lists all FY2018 projects recommended by the Town Manager for consideration and their estimated costs by program area and funding source. The Capital Expenditures Committee has also been evaluating these requests and will issue a report and recommendations to Town Meeting. FY 2018 Recommended Capital Budget Requested Funding Department Project Description Conservation Cotton Farm Conservation Area Improvements $ 301,300 CPA Conservation Willard's Woods and Wright Farm Meadow Preservation $ 40,480 CPA Land Use Wright Farm Supplemental Funds $ 37,900 CPA Land Use Stone Building Analysis $ 25,000 CPA Planning Bedford St.at Eldred St.Safety Improvements $ 175,000 Free Cash IPlanniitg Affordable Units Preservation-Pine Grove/Judge's Way TBD CPA TSG(Plannin /En ineerin Transportation Mitigation I $ 100,0001 Free Cash TSG(Plannin /En ineerin Hill Street New Sidewalk Project-Design I $ 150,0001 Free Cash Total Land Use,Health and Development $ 829,680 Fire& Rescue Ambulance Replacement I $ 280,000 GF Debt Total Public Safety $ 280,000 Rec.& Community Pro rams Park and Playground Improvements $ 60,000 CPA Rec.& Community Pro rams Town Pool Renovation $ 1,620,000 CPA Rec.& Community Pro rams Park Improvements-Athletic Fields $ 125,000 CPA Rec.& Community Programs Pine Meadows Equipment $ 55,000 Recreation RE Total Culture and Recreation $ 1,860,000 Public Facilities Townwide Roofing Program $ 1,784,160 Free Cash/Unused Bond Proceeds/GF Debt Public Facilities School Building Envelopes and Systems Program $ 222,200 Free Cash Public Facilities LHS Air Conditioning-Teacher Planning Offices and Library $ 600,000 GF Debt Public Facilities Municipal Building Envelopes and Systems $ 194,713 Tax Levy Public Facilities Building Flooring Program $ 150,000 Free Cash Public Facilities School Paving Program $ 172,226 Free Cash Public Facilities 45 Bedford Street Fire Station Replacement-Design $ 450,000 GF Debt(potentially exempt) Public Facilities 46 Bedford Street Fire Station Replacement-Construction $ 18,350,000 GF Debt(potentially exempt) Public Facilities Public Facilities Bid Documents $ 100,000 Free Cash Public Facilities Hastings School Renovation/Replacement-Design $ 504,000 GF Debt(potentially exempt) Public Facilities Hastings School Renovation/Replacement-Construction $ 40,446,000 GF Debt(potentially exempt) Public Facilities School Traffic Safety Improvements $ 45,000 Free Cash Public Facilities Public Facilities Mechanical/Electrical System Replacements $ 489,000 Free Cash Public Facilities LHS Security Evaluation and Upgrade $ 627,320 GF Debt Public Facilities LHS Guidance Space Mining $ 230,200 GF Debt Public Facilities LHS Nurse Office and Treatment Space $ 320,100 GF Debt Public Facilities Munroe School Window Study $ 620,000 CPA Public Facilities Fire Department Swing Space,173 Bedford Street-Design $ 50,000 GF Debt(potentially exempt) Public Facilities lFire Department Swing Space,173 Bedford Street-Construction $ 950,000 GF Debt(potentially exempt) Public Facilities Lexington Children's Place $ 771,250 GF Debt(potentially exempt) Public Facilities Lexington Children's Place-Construction $ 17,528,750 GF Debt(potentially exempt) Public Facilities JParking Lot for Community Center $ 425,000 GF Debt Total Public Facilities Department $ 85,029,919 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 4 FY 2018 Recommended Capital Budget continued Requested Funding Department Project Description Public Works Center Streetscape Improvements $ 2,870,000 GF Debt/CPA Public Works Automatic Meter Reading System $ 40,000 Water RE/Wastewater RE Public Works Equipment Replacement $ 1,083,000 GF Debt/Compost Revolving Fund Debt Public Works Street Improvements $ 3,513,943 Tax Levy/Chapter 90 Public[Yorks Storm Drainage Improvements and NPDES compliance $ 340,000 Free Cash Public[Yorks Sanitary Sewer System Investigation and Improvements $ 1,000,000 Wastewater RE Public Works Hydrant Replacement Program $ 150,000 Fee Cash/Water RE Public Works Pump Station Upgrades $ 800,000 Wastewater RE/Wastenvater Debt Public Works Street Acceptance $ 147,000 GF Debt Public[Yorks Comprehensive Watershed Stormwater Management Study and $ 390,000 GF Debt Implementation Public Works Water Distribution System Improvements $ 1,000,000 Water RE Public Works Sidewalk Improvement $ 800,000 GF Debt Public Works Dam Repair $ 760,000 GF Debt Public Works Townwide Culvert Replacement $ 390,000 GF Debt Public[Yorks Townwide Signalization Improvements $ 125,000 Free Cash Public[Yorks Hartwell Avenue Infrastructure Improvements-Supplemental $ 2,185,000 GF Debt Public Works Bikeway Bridge Renovations $ 368,000 GF Debt Public[Yorks Hartwell Avenue Compost Site Improvements $ 200,000 Compost Revolving Fund Debt Public Works Westwew Cemetery Building Assessment $ 270,000 GF Debt Public Works Community Center Sidewalk $ 200,000 CPA Public Works Westwew Cemetery Irrigation $ 35,000 Sale of Cemetery Lots SRF Public Works Highway Sign Machine $ 40,000 Free Cash Total Public Works Department $ 16,706,943 JLexini,,ton Public Schools Food Sermce Equipment $ 75,000 1 Food Sermce Revolving Fund Lexin ton Public Schools ISchool Furniture,Equipment&Systems Program I$ 123,0001 Free Cash Lexin ton Public Schools ILPS Technology Capital Request I$ 1,331,9001 GF Debt Total Lexington Public Schools $ 1,529,900 In ormation Services I Replace Townwide Phone Systems-Phase VI I $ 120,000 Free Cash In ormation Services Imunicipai Technology Improvement Program I $ 100,0001 Free Cash In ormation Services INetwork Redundancy&Improvement Plan I $ 130,0001 Free Cash Total General Government $ 350,000 Non-Governmental Projects Interpretive Signage Project $ 38,400 1 CPA Non-Governmental Protects Parkers Revenge Interpretive and Public Education Project I $ 41,3501 CPA Non-Governmental Projects JGreeley Village Rear Door and Porch Supplemental Request I $ 56,7121 CPA Total Non-Governmental Projects $ 136,462 106,722,904 CAPITAL PLAN BY FINANCING SOURCE The following pages include tables that show the recommended FY2018 capital projects by financing source; General fund debt; Water fund debt; Wastewater fund debt; Recreation and Community Programs fund debt; Proposition 2 1/2 excluded debt; Revolving fund debt; and Cash capital (i.e., current revenue). Each debt-related table includes the projected debt service impact of recommended projects, actual debt service on debt authorized and issued, and projected debt service on debt authorized and unissued. Finally, each table is accompanied by a written description of each recommended project. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 5 FY2018 RECOMMENDED PROJECTS - GENERAL FUND DEBT (Table I) 11-ff-roll-rY2018 Still FY Z"S Manager.Recarearnianded Bridget-replied Project. TABLE t Firathril RECOMMENDED PROJECTS-GENERAL FUND DEBT PROJECTED DERT SERVICE AMOUNT INTEREST FINANCED TERM RATE FY2017 FY2018 FY2019 FY2020 FY2021 FY2002 MUN*M'AL PROJECTS ............2 �Anib,,Wnce RV acement 5 280000]..........54............... $ 1 $ 254,4541 $ 248,714 3 gquipmentReplacment 568,000 5 4.0% $ 11,160 $ $ 129,456 S 124,952 $ 120,535 4 r IeronenLnceAcn 5 C�aVrehansr,o Walershed 5rarnimatier Management and S 390,000 10 4.0% $ "mo $ saaw $ 53,D40 $ 51,480 $ 49,920 "role krhrcn. ,shl S 800,000 4,0% $ 16.000 119ZOOD 185,500 $ 179.200 t72,800 S 760,000 4,0% , 1 90,480 $$ 10032139 $ 97JSO tmde CLOVe'q Re S, . % $ 7 S !K 7,��q $ 8 1,W &cevnenl .0..................... _,_600 $ $ $ 203,613 =Avenue=e lmpro�ents-SUPp4enerIal $ 2,185,000 20 4.0% S '468,000 9 8nd 5 4,0% $ 79.488 Subtated $ 8,601,000 $ 70,920 $ 845,5841 $lA2,2,988 1,234,874 $1,1917,063 FACMUFFIES PROJECTS Withl Propects 127 529 123,664 19.32314,16396"_,$........ "I ................T11........................................................ j LFTS Air Conddioning-Teacher Planning Off-ardUG.'r'y -S W0,000 10 i�i6isi]'i $ 81.860 $ -ww $ mom 3 LH5 Se or E,abetharid Upg,ade S 6,77,320 10 $ '2- 87,825 $ 85,311B $ 87_8M $ K2W 4 Lh$Qdancc Space Mini. 3 zX200 to 40% $ 4.:: 1 3ZM $ 31,307 $ 30,386 S 2D,406 6 L-H$Nurw Offme arid treatmen t Space $ '3-0,1001 110 4.0% ff S 44,814 $ 45,6�1,4 S 4Z2% It 40,973 1 A1 .......... .................. 6 $ -19 ZOOD $ 116.600 $ 95,M l$ 91.8W $ 3,168,747 $ 63,375 S 486,125 $ 471,750 S 457.375 $ 443,000 Theitare po ritiel carrifichdri debt excf-ir.n. 45 Redford Strftq Fire Steam Rep4wenneffl,Design $ 450,000" 6 4,0% $ 9,0130 S 108,00-D $ 104,400 $ 1100,8010 $ W,200 2 Hastings Schod Renovaww(Rep�acemeffl,Stippfemenlal Design S 504,000 5 4,0% $ 10.090�$ 120.9W $ 116.M�$ IlZM $ 110B.8i Funds' I 3 Fire Department Swung Space-173 Bedlord Svev.Design S 50,000 1 5 40% - - $ 1,0100 IS IZOIN) $ 11100 S 111,201) S 110�800 4 Leanglon Chi$dreh's Race-Dirsw 771,25( S 4,0% --------------1 $ 1 5,425 1$ 185,100 LIi 178 EN $ VM780 W$ IWO Subtrx.t S 1,775,250 $ 35506 $ 426,OW $ 411,M $ 3917,656 $ 383,454 T044 Fticifiti..Project. $ 4.943,997 $ 910,880 $ 912,186 $ 883,608 $ 85 SCHOOLPROJECTS ...... ............................................................. ­ _­_", I_i­'Ili i-ill,""[IlIIIIll ............ 38 BSB . ................................................. ..........................."'""'"'"' ............ .. ............ Subtotal $ 1,331,900 $ 2%WB $ 319,1615 S 309,01" $ 2911,340 S 2W.ON PROJECTS TO BE FUNDED WITH PROPOSED NEW REVENUE I ry Ruildiq Assessment IS 5400 S 641,WO $ 640 S 60,ik $ 53= 2 Streets leti C's -1'S 117�.111 1. z 412 I$ 20�580 $ I9.SQ2 $ 1%404 $ 18.8116 Suitits" S 44ZMO S 8,3411 $ 85,M S RZAM S 7IL1384 S 71.1315 TOTAL PROJECT COSTS $ 115,293X7 $ 2KT79 $ZISZMS $2,298.228 $7,469,134 $Z388.343 (1101AIA410A ill OMUSWA(A PORNIM GANI DAMS I ON MAP IMANYMOM Ilzr458,fflo AU THORIMU LEVY SUPPIPORTED DEBT SERVICE FY2017 FYMS FY2019 Pf2020 Fill FY2022 A Sbkdd-Approtied and foamed Lowy Smpporked DeW Serivice $ 5,606.200 S4,815,635 $3,740,048 $2,890,708 S 1 908,470 83 SubbDital-Estimated Debt Serme-Approwd and Unissued LeW $ 11.473.760 S2,863,072 $3,143,796 $3,158,040 $2,963,037 Stippoded Debt Serme(sharl and knII-berrin debQ C Summary.Deft SeriAce ant arithoriaild debt $ 7.0%9W $7A`18,7117 $6,883,843 $C8418,,748' $41,874,507 D Subloal Projected New LeWSuppoded Net DebtSmrwlce $ 204.778 S Z162,805 $2.298.228 $2468,134 $2,388•••6343 E Siiblatell-DOW D-Wellated!costs F TOTAL-PAC)i LEVY SUPPORTED DIESTSERVICE 1 7�'"025'A MM G, (PROPOSED USE OF STARNUIZATION FUNDS TO HOLD DEBT SERVICE INCREASES TO 9% $ 710,000) $ (595,000 $f2,785,M $2,784,0001 5J2,780,000 $Q,04k()001 R PROJECTED LEVY SUPPORTED DENTSERVICE, $9,409,11M $ GAZ41= $71111101)(12 $8AK629 $5,11071014. $5.289„839 I PROJECTED NET LEVY SUPPORTED DEBT SERVICE(aL ProjKft to be Funded ivith New Ristatinuff) $6,48111 $ 6.81%178'$7,0=622 $6.391,397 $5,727MO $5MZ802 RAWDOWN OF CAPMAL STABULIZATON FUND EXCLUDING SHORT AND LONG TERM DEBTSERVACP FOR PELHAWBEDFORD ACQUISITIONS,LEXINGTON CHILDREN'S PLACE AND HAS11lNG'S DESIGN J TOTAL-PROJECTED LEVY SUPPORTED DEBT SERVICE $7.4913,=J$ 7.419.902 $SAIMOW $%248t028 8,587.0%4 $7.338;= K PROPOSED USE OF STAINLIZATION FUNDS 70 HOLD DEBT SERVICE 94CREASES TO 5% $ (7100W) S (2%000) S(1,355,900) $(1,387,500) S(1,415,800j $ V17,500j� L PROJECTED LEVY SUPPORTED DEBT SERVICE. $GAN.= $ G.MIAM $7,122,580 $6,460,337 $$,811,723 $524,383 M MJEC TED NET LEVY SUPPORTED DEBT SERVICE fear.Projects to be Funded with New Rilismue) $6,48028 $ ",69 $7,037,2119 $ 105 $ 731,839 $6,21 I87 Project.--crided by the T­Mri-qer and the School Supertintendent to be hold in abeyance pending the outconst,of a proopectift debt exclusion w X.jsl in the Fall 21317. Thew projects are potential canddeves for a Proposifirin 2 V2 debt exclusion wte. ffemiuded from Ili&moils of Proposedon 2112, prindfutll and antermast an fang and sherd Iffin debt will be li innsrda the levy knit along With 011181'projects shown in TalAa V hereon. --------------------- a F"8 to FY22 includes projected financing casts fir short and long-terrin debt for the agrILlisfion of 173 Bedford Street and:Pelham Road and financing of$1.5 tri for Hastings DosWn.ff a plopsei debt excluston we hr held do the Fall 2017 to viclude dream projects and the projects are approved,debt wmise,will be financed rntWde the Pooposifion 2 V2 levy inlit and w91 reduce dre arnount of'a Caphal Stabihzafion Fund approrinallon needed to litifigale increases do within levy debt sormice. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 6 Municipal Proiects 1. Ambulance Replacement - $280,000 (General Fund Debt): The Fire Department's ambulance replacement program attempts to rotate ambulances every three years. The new vehicle runs as the primary ambulance, moves to the secondary position and finally to mechanical back-up status. At the end of the nine-year rotation, the mechanical back-up vehicle has roughly 150,000 miles on it and completes more than 9,000 medical transports. This FY2018 request will fund the purchase of a new ambulance with the mechanical back-up ambulance being traded in. 2. Center Streetscape Improvements - $2,870,000 ($TBD General Fund Debt and $TBD CPA): This request is a placeholder pending the Board of Selectmen's review of the report of the Ad Hoc Center Streetscape Advisory Committee. Generally, the Center Streetscape project is a multi-year proposal to restore and improve the center sidewalk, streetscape, and circulation in the Lexington central business district with a focus on pedestrian safety and accessibility. In FY13, a request was funded to conduct traffic counts and modeling of alternative traffic scenarios. FY2015 funding of $600,000 provided funding to complete the design and develop plans and specifications necessary for bidding the project. The Ad Hoc Committee report may result in significant changes as well as the need for additional design services funding. The construction phase is likely to include pedestrian, bicycle, and vehicular safety improvements, the restoration, removal and replacement of the sidewalk along the northerly side of Massachusetts Avenue from Woburn Street to Meriam Street (and possible the south side, streetscape improvement, improved lighting as well as other aspects developed in the Plan). In addition to the restoration of these areas, all of the existing pedestrian corridors and ramps will be brought into ADA compliance. 3. Equipment Replacement - $1,083,000 ($558,000 General Fund Debt & $525,000 Compost Revolving Fund): This is an annual request to replace equipment that is beyond its useful life and whose mechanical condition no longer meets the requirements of the Department of Public Works (DPW). The DPW has an inventory of 146 pieces of equipment including sedans, hybrid SUVs, construction vehicles and specialized equipment used to mow parks, plow snow, repair streets and complete a variety of other projects. Without regular equipment replacement, the efficiency and cost effectiveness of the DPW's operations would be handicapped due to equipment down time and excessive repair costs. The FY2018 request, by funding source, is shown in the table below. Each piece of equipment is inventoried with original and current replacement cost, state of condition and replacement time interval. Replacement intervals vary from five to 25 years and are based on manufacturer recommendations and use (type and duration). The selection of vehicles to be replaced begins with the proposed replacement date. Then each vehicle is assessed as to its mechanical condition and work requirements. The systematic replacement program defines what equipment is expected to need replacement during the next five years with the intent of preventing any unexpected emergency purchases. Annual updates are conducted by the Road Machinery Division, Division Superintendents and reviewed by the Manager of Operations and Director of Public Works. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 7 Compost Revolving Equipment GF Debt Fund Debt Total Material Screener $ - $ 525,000 $ 525,000 Loader Backhoe for Cemetery Operations $ 120,000 $ - $ 120,000 2- small deck mowers- Public Grounds Division $ 120,000 $ - $ 120,000 1- Holder Tractor with Snow Blower and Articulated Moving $ 165,000 $ 165,000 Arm- Public Grounds Division $ - 1-Snow Go Snow Blower- Snow Operations $ 153,000 $ - $ 153,000 Total $ 558,000 $ 525,000 $1,083,000 4. Comprehensive Watershed Storm Water Management Study and Implementation - $390,000 (General Fund Debt): DPW, Engineering and Conservation collaborate on this annual capital request which addresses drainage/brook management issues. The request funds the continuing design and implementation of watershed plans and the construction of priorities established in those plans. Staff has reviewed three watershed plans already completed (Charles River, Shawsheen River and Mystic River) and developed a prioritization schedule with built-in flexibility pending unforeseen changes. Requested funding will be used to move forward with those prioritized areas; in FY2018 it's likely funds will be used to further the Valleyfield area design (within the Clematis Brook area), Whipple Brook and Pleasant Street area construction. Long-term benefits of the program include prevention of property damage, reduction in liability and overall improvement to the health of Lexington's waterways. 5, Sidewalk Improvement - $800,000 (General Fund Debt): This request seeks funds to rebuild and/or repair existing sidewalks that are in poor condition. DPW (in conjunction with various committees and town departments) generates a list each year of sidewalks most in need of repair/replacement, based on four determining factors: 1) Is the sidewalk unsafe for travel due to trip hazards, defects, etc.? 2) Is the sidewalk within the Safe Routes to School Program? 3) Is the volume of pedestrian traffic heavy, light or average? 4) Is the general condition of the sidewalk poor, fair or good which dictates treatments such as full reconstruction, overlay or patching? DPW successfully completed a sidewalk condition survey in early 2015 with the help of an engineering firm, Fay, Spofford &Thorndike and is currently working from the priority list that was compiled by the report. Sidewalks considered for FY2018 funding include...Emerson Garden-North and South, Hathaway Road — north side, reconstruction of ramps town- wide, Waltham Street from Brookside to Blossomcrest, Massachusetts Ave. from Bow Street to Fottler Street — north and south, Charles Street, Daniels Street and Ariel Street. The history of prior Sidewalk appropriations is: FY08 FY09 FY10 FY11 FY12 FY13 FY14 � FY15 FY16 FY17 $100,000 $275,000 $- $200,000 $200,000 $300,000 $400,000 $400,000 $600,000 $600,000 Does not include $200,000 of a $600,000 appropriation that was designated for the construction of a Hartwell Avenue mixed use path. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 8 6. Dam Repair - $760,000 (General Fund Debt): FY2018 funds are requested for repairs and improvements to the Old Reservoir Dam based on inspection reports performed by the Office of Dam Safety. $150,000 was approved by the 2014 Annual Town Meeting for design and engineering services for the repairs; the design report has been completed. CPA funds were also appropriated in previous funding cycles for reconstruction of the gatehouse and dredging of the retention pond (FY2009) and storm water mitigation and retention pond improvements (FY2010). The total cost for design and construction services in FY2018 is noticeably higher than standard civil design and construction projects due to the complex design of earth dams. This project will also require a fair amount of environmental permitting through the Office of Dam safety. Full-time construction oversight by a geotechnical engineer is anticipated in addition to periodic monitoring for three years after the completion of the project. The goal of this project is to maintain the dam's structural integrity and ensure its long-term stability. 7. Town Wide Culvert Replacement - $390,000 (General Fund Debt): This request is part of an ongoing program to replace culverts that are at or near failure. Of the funding requested, $250,000 is estimated for construction costs necessary for culvert replacement, $65,000 is for design, permitting and bidding and the remainder is for contingency. On-going culvert inspections continue to reveal a need for the replacement program as many of the older culverts are failing. This program is a companion effort with the ongoing Watershed Management Plan. It's anticipated that this and future appropriations will fund further design and construction for Valleyfield and Waltham Streets at the Clematis Brook (where early design evaluation is already underway) and for the culvert at Curve Street. These locations have been identified in the Charles, Shawsheen and Mystic Rivers Watershed Management Plans. Culverts at Revere Street at North Lexington Brook, the Minuteman Bikeway near Camelia Place and Concord Ave at Hardy's Brook have all been constructed. Proactive replacement of town wide culverts prior to failure will allow for proper design considerations and funding while also minimizing the impact to residents through unexpected road closures and flooding. S. Town Wide Signalization Improvements - $125,000 (General Fund Debt): This is an annual request that seeks funds to update traffic and pedestrian signals in Lexington. A signal inventory and compliance study has been completed which includes ADA compliance, condition assessment, signal timing, delays and priority recommendations. FY2018 funds will implement signals identified in the plan and other issues identified by the Transportation Safety Group (TSG). Potential locations for FY2018 funding include ongoing design and possible construction at the intersection of Bedford Street and Worthen Road, pending reconstruction plans for the main Fire Station. Additional locations include Lowell Street at East Street, and Lowell Street at North Road and Bedford Street at Worthen Road. Data collection analysis and design is estimated to be approximately 20% of the total cost. Replacement of signals at the Concord Ave and Waltham Street intersection is complete with the exception of punch list items. The ongoing improvements will prevent equipment failure, improve traffic flow, decrease energy consumption and allow for proper accessibility. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 9 9. Hartwell Avenue Infrastructure Improvements - Supplemental - $2,185,000 (General Fund Debt): This FY2018 request represents an estimate of anticipated supplemental funds needed for improvements to Hartwell Avenue. Proposed funding will be used to replace or rehabilitate the Hartwell Ave Bridge crossing at Kiln Brook, upgrade the Maguire Road intersection and potentially provide a protected pedestrian crossing at the Bedford Street intersection. The proposed conceptual improvements were developed as part of the Transportation Management Plan for the Hartwell Ave area (developed by the Planning Board with assistance from TetraTech Rizzo Transportation Consultants) but does not include funding for improvements to Bedford Street. The FY2018 request will fund construction, construction oversight and potential land acquisitions (easements, land takings, etc.). The FY2018 estimate is highly variable due to anticipated difficulties with relocating the large amount of utilities attached to the existing bridge. The request of $2.185 million is seen as the upper limit of funding needed but will be refined as the design phase moves forward. For example, there are also wetlands impacting the design and discussions between the design team and the Conservation Commission are expected to help determine the feasibility of the proposed plan options. Estimates for these refinements will be better defined as the design phase moves forward. Due to these complications, a revised construction schedule is being prepared and more precise cost estimates are expected as alternatives are reviewed and the possibility of phasing is explored. 10.Bikeway Bridge Renovations - $368,000 (General Fund Debt): The Grant Street Bridge along the Minuteman Bikeway is showing signs of deterioration and the Engineering Division has received an evaluation from a structural engineer. Costs for rehabilitation and maintenance are high due to existing lead paint on the bridge. This adds substantial cost to the project since full containment and proper disposal of the lead paint is required as part of its removal. This work is essential to keeping a safe pathways for all users. Facilities Projects A. Within-Levy Projects 1. Town Wide Roofing Program - $1,784,160 ($758,574 Free Cash, $59,459 unused bond proceeds of prior years'capital projects and $966,127 General Fund Debt): Due to accelerated deterioration caused by weather related issues, the replacement of the roofing system at Bridge Elementary School was prioritized from FY2019 to FY2018. Roof drainage issues caused by expansion and contraction of ice from past snow seasons have created significant issues in an educational, office and program environment. In addition to preventing water leaks, ice dams and associated damage, the replacement of the roofing system may result in the reduction of funds budgeted for emergency roof repairs. 2. Lexington High School (LHS) Air Conditioning - Teacher Planning Offices and Library - $600,000 (General Fund Debt): 2016 Annual Town Meeting, Article 15C, funded $500,000 to produce design development and construction documents to replace HVAC equipment that has operated beyond its useful life and to improve the educational environment of Lexington High School's main building. After completing design development, the construction estimate increased from $12 million to over $18 million. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 10 With a major project at LHS likely in the next five years, to be initiated by the submittal of a Statement of Interest to the Massachusetts School Building Authority, the School Committee has voted to defer the major HVAC Upgrade. As an interim measure, the School Committee is requesting funding for teacher planning offices and the library. Adding air-conditioning to these spaces will provide areas for staff and students to work with temperature control. The last several years has seen an increase in temperatures during the spring and fall of the school year. The funds requested will cover the cost of installation. 3. Lexington High School (LHS) Security Evaluation & Upgrade - $627,320 (General Fund Debt): At the 2016 Annual Town Meeting $25,000 was appropriated for a security evaluation of the Lexington High School. The evaluation assessed the current security systems, including the closed circuit television system (CCTV) and the feasibility to upgrade/install electronic door access controls. Funding of this proposed project would enable the campus-wide locking of exterior doors automatically should that be necessary. Currently only eight of the forty-eight exterior doors on the Lexington High School campus are equipped with electronic door access controls and if a lock down is required, staff must manually lock exterior doors. The proposed project will add electronic door strikes to exterior doors, based on their utilization, so that they can be locked remotely by the automatic control system. In addition, the reliability and functionality of the security cameras system will be improved by upgrading from digital video recorders placed throughout the schools to a server based system in the server room and add 30 cameras for more complete coverage. 4. Lexington High School (LHS) Guidance Space Mining — $230,200 (General Fund Debt): The 2016 Annual Town Meeting appropriated funds for the design and engineering portion of the proposed project. The project seeks to make more efficient use of existing guidance space at the high school by mining the existing counselor suites in the Math Building and the World Language Building. The high school has an existing student support model that clusters each Dean/Counselor team in a specific location on campus. The cluster model provides a 'home base'for students and student teams, organized by homeroom location. Construction documents were developed with the FY2017 appropriation and this FY2018 request is for the construction phase of the project. The goal of the project is to create a calming, private space for counselors to meet with students and maintain the student support cluster model by keeping Deans and student counselors in proximity to one another. The construction phase of the project is expected to go out for bid in spring 2017 with construction completed during the summer of 2017. 5. Lexington High School (LHS) Nurse Office and Treatment Space — $320,100 (General Fund Debt): An appropriation made by the 2016 Annual Town Meeting funded construction documents for the expansion and reconfiguration of the existing high school Health Office space. If approved, the FY2018 appropriation would fund the construction phase of the project. Higher enrollment and special programming have caused student health care needs to increase and the current facility lacks the capability to meet such demand. The expanded space would be able to accommodate more treatment/rest beds and provide more confidential examination spaces. It's expected that the project would go out for bid in spring 2017 with construction completed by the start of the 2017-2018 school year. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 11 6. Parking Lot for Community Center - $425,000 (General Fund Debt): When the Town purchased the Community Center property in 2013, most of the parking lot area was retained by the Scottish Rite with the Town obtaining an easement to use those lots when not in use by patrons of Scottish Rite programs. Shortly after the Community Center purchase, the Scottish Rite expanded the parking lot area between the existing lot and the Town's lot adjacent to the front of the Community Center. The new lot is regularly used by Community Center patrons even though it is not owned by the Town. The Scottish Rite has indicated that they rarely have a need to use the new lot and have offered to sell it to the Town for $400,000, an amount that covers the construction cost. Additional funds of $25,000 are requested for legal costs, survey work and other administrative expenses that may be required. The purchase of the parking lot would expand parking for the Community Center to accommodate increasing demand as programs expand. Ownership would also permit the Town to identify the lot as part of the Community Center property, eliminating uncertainties about whether parking is allowed for Community Center patronage. B. Projects That Are Potential Candidates for Debt Exclusions The following projects are candidates for consideration for funding outside the limits of Proposition 2 1/2 subject to successful debt exclusion votes. Nonetheless, they are included in Table 1 in the event that such debt exclusion votes are not successful in which case the debt service for these projects will need to funded with the levy limit. 1. 45 Bedford Street Fire Station Replacement— $18,800,000 (General Fund Debt): The Town has acquired 173 Bedford Street, a commercial property previously owned by Liberty Mutual, to use as a Fire Department swing space while the existing facility at 45 Bedford Street is rebuilt and upgraded to meet modern standards. The proposed sequence will be to renovate the 173 Bedford Street facility for Fire Department staff use and add a temporary heated structure for apparatus during the approximate 18 month construction period. 2016 Special Town Meeting #5 appropriated $85,000 to evaluate requirements for facility renovation and identify traffic control requirements to operate from 173 Bedford Street. The evaluation is expected to be complete in advance of the 2017 Annual Town Meeting. The cost to implement the plan is anticipated to be approximately $1 million and is requested under a separate FY2018 capital request. Funds to progress the new 45 Bedford Street Fire Station Design through design development will be requested at 2017 Annual Town Meeting in the amount of $450,000. Subsequent funding of construction documents ($550,000) and remaining estimated project costs including construction ($17,800,000) will likely be requested at a special town meeting in the fall of 2017. 2. Hastings School Renovation/ Replacement— $58,500,000 (General Fund Debt): In January 2016, Lexington was informed that the Hastings Elementary School was selected by the Massachusetts School Building Authority (MSBA) program for renovation or replacement. At the 2016 Special Town Meeting #1, $1,500,000 was appropriated to fund a feasibility study, expected to be completed in September 2017, which will provide a Project Scope and Budget Agreement (PSBA). The PSBA will outline the scope of the building project in order to implement the most cost effective solution FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 12 for the Hastings educational program, the budget to implement the building project and the maximum MSBA reimbursement. The next step in the MSBA process is for Lexington to provide funding for the project as identified in the PSBA. This amount is anticipated to be $60 million (including the $1.5 million previously appropriated for the feasibility study). The Town has 120 days to secure funding after the MSBA approves the budget. To ensure that the project design can continue while the Town is securing funds, an appropriation of $720,000 for design development is being requested at 2017 Annual Town Meeting. It is anticipated that construction financing in the current estimated amount of $57,780,000 will be requested at a Fall 2017 special town meeting. (The amounts shown in Tables I and IV are net of estimated MSBA reimbursement of 30%.) 3. Fire Department Swing Space, 173 Bedford Street - $1,000,000 (General Fund Debt): 2016 Special Town Meeting #5 appropriated funds for the acquisition of 173 Bedford Street and the evaluation of both the facility and traffic control requirements to enable the Fire Department to operate from this location while the 45 Bedford Street station is rebuilt. Facility and traffic control requirements have yet to be determined but it's anticipated the costs will be approximately $1 million. $50,000 for design funds are being requested at 2017 Annual Town Meeting to progress the swing space design through design development. It is anticipated that an appropriation for construction documents and construction funds will be requested at a special town meeting in the fall of 2017 so that swing space can be available in the spring of 2018. 4. Lexington Children's Place - $771,250 (General Fund Debt): Lexington Children's Place (LCP), the pre-school program for Lexington Public Schools, has outgrown its original location in the Harrington School. A 2015 study determined that the program requires between 11,500 and 13,500 square feet of net program space; the current space provides only 5,446 square feet. LCP also utilizes 4,000 square feet of space in the Old Harrington School Building but results in the program operating in two separate buildings on one campus. The School Committee has identified the property at 20 Pelham Road, should the Town acquire it, as the preferred location for LCP. The goal for LCP is to provide adequate program space at one location in order for the program to be as efficient as possible while meeting the educational needs of students. The FY2018 request would fund design and construction documents to meet this goal. It is expected that construction funds will be requested at a subsequent Town Meeting. School Proiects 1. LPS Technology Capital Request - $1,331,900 (General Fund Debt): This request addresses the District's strategic goal for enhancing the capacity to utilize technology as an instructional and administrative tool. This capital improvement project would provide funding for the following: Tech Workstations(Desktops, Laptops, Mobile Devices) -$426,500 is requested for the replacement of aging computers with up-to-date devices which are more cost-effective and better able to meet the needs of learning and teaching. New devices will be FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 13 selected based on their ability to provide sufficient capacity for continued use over a five to six year life cycle. It's the intent to diversify the device inventory to leverage lower cost devices to fit instructional needs. Enrollment Increases- $23,500 will be used to fund the purchase of new Pads for the middle schools due to increased enrollment. Mobile Tech Initiative in Elementary Schools -$142,000 will be used to purchase technology in order to comply with mandated online testing and the recent adoption of new state learning standards which have accelerated the need for more students in the district to have access to a digital learning device while at school. These funds will be used to replace outmoded teacher devices and desktop computers with Chromebooks, fund the purchase of Pads for new 7t" and 81" grade students participating in an Pad program and provide Pads for a large 7t" grade class anticipated to enter in FY2018. Initiative to Increase Student Access to Digital Devices in Lexington High School- $165,400 is requested to increase high school students'daily access to digital devices in order to reduce classroom disruption and the loss of instruction time. The majority of the new devices will be Chromebooks which are ideal for most students. MacBooks and Pad Pros will be purchased for classes that require specialized software and Pad pros will be purchased for visual arts classes. MakerSpace/Digital Fabrication Initiative- $33,000 is requested for MakerSpace and Digital Fabrication equipment which will provide students with the opportunity for hands-on STEAM (Science, Technology, Engineering, Arts, Math) learning and encourage the design, engineering, fabrication and redesign of useful objects. School-based access to these 21s' century tools allow students in all grades to benefit from learning experiences aligned with newly adopted state learning standards. FY2018 funds will be utilized for the purchase of five 3-D printers and Arduino microcontrollers for three classrooms per school. Interactive Projector/Whiteboard Units- $120,000 is requested for the replacement of dated interactive projection systems and the installation of ceiling projection systems where units have come to the end of their life cycle. Many K-2 classrooms currently do not have interactive projection systems but many teachers have expressed interest in having them in their classrooms. Upgrade District and Building Network Infrastructure- $259,000 is requested for head end upgrades to the school network, AP upgrades, Switch/LAN upgrades to support new mobile initiatives and a wireless controller ICE for Lexington High School which will increase network resilience and Wi-Fi coverage. The upgrades are necessary to support state mandated online testing, rich media digital learning experiences in schools and the growth of digital devices used by students, teachers and administrators. Server/Storage Infrastructure -$30,000 is requested for the purchase of servers for each school to serve up cached software for next generation MCAS testing and to increase the server capacity to support a growing tech infrastructure. Power-$85,000 is requested to connect the existing data cabinets to the existing circuits currently located on the emergency generators in order to prevent the loss of phone access when power is out. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 14 Indenendent Digital Learning CenterEquinment-$47,500 is requested for equipment to support the learning needs of all Lexington High School students in the newly established Independent Digital Learning Center. Technology equipment includes the purchase of 15 MacBooks, 15 iPads, 60 Chromebooks and three carts. Proiects to be Funded with New Revenue 1. Westview Cemetery Building Assessment - $270,000 (General Fund Debt with debt service funded from Cemetery Special Revenue Account): FY2018 funds are requested to hire an architect to design and engineer the building on the Westview Cemetery grounds. The current building serves as the cemetery office, meeting area for grieving families and work space for maintenance staff. An FY2016 appropriation funded an assessment of the current building and operation to determine if the existing building could be renovated or if a new building was required. TBA Architects is preparing the assessment report which will be used to determine the project scope and cost. A burial services area will also be researched as part of this process. The only significant upgrade to the building in the last 15 years has been the installation of a new roof. The current facility has deteriorated and needs to be brought up to code. Limited space does not permit private space for grieving families and the maintenance area lacks adequate space for all equipment to be stored indoors. The renovation or expansion of the building will enhance the cemetery operation by providing a welcoming and private space for families and visitors and provide staff with more efficient and adequate office space, storage space and maintenance space. It is expected that construction funding will be requested in FY2019. 2. Street Acceptance - $147,000 (General Fund Debt/Street Betterment): The FY2018 request seeks to fund the acceptance of Harbell Avenue as a town roadway under the betterment process. This entails survey, road design and reconstruction in addition to the legal steps for acceptance (including Town Meeting approval), road lay- out by the Board of Selectmen and recording at the Registry of Deeds. The addition of this roadway to the Town's inventory will result in a small increase to yearly Chapter 90 funding received by the Town. The Town currently performs minor maintenance on the road to ensure that properties are accessible for emergency vehicles and plowing equipment. The accepted roadway would provide residents with improved emergency services and snow removal. The cost of this work will be recouped through betterment charges assessed to the abutting properties. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 15 FY2018 RECOMMENDED PROJECTS - WATER FUND DEBT (Table II) " Tawn a7Leei gin Fd 2®IS Btidget wow. FY 2013 INana9er's ftcommen&W Budplcd Ca4AAA Pr~ TABLE Ak FYa9AS RECCNINI ENDED PROJECTS-WATER DEBT ANR10NT DEBTSERV. ESTIW;TED PROJECT F54ANCE9 YEARS WT RATE F'Y21117 F'Y2019 FY2M F'Y20201 FYM21 FY2W2 1 INaae Proms $'` $ ; $ $ _. TRAL $ $ $ AWTBC85RE0 WATER MST SERME F'YZM7 FY20113 FY2919 FY;P= FYM21 F1Y2022 A Sdbluk&Ae9aa$ed and lkswd WaferlDeM Serece S 1,317,721 $1,210,SS7 $ 9BZ347 S' 941,,975 $653, 4 B ShctdWal,Estina'W lDed Sertke-ApJpMmd and 1Unis W Wabw Odd See(4w d and Nmg• debt) $ 174,150 $ 173,102 $ 966„915 $ 932„925 $057,540 C Summary,004 Service n AmTbodaed 0eN4 $ .1,491,879....$1,3M,=9 $T,150,3Y2 x...1,%4p95 $791,434. 0 Sultrfrotd Prq weed De 0.Se1Vdee en Pm~CBPNkd Pwocft S. _ $ $ _ ;S _ $ E S'ubbDW-CMher Delrt-rdated crib F 103AL.PROJECTED WATER 1DEB SERVICE $1 7N:... '� 1,A9p,E7U,,,,,,$T 353 989 '�11159 2 $1 1CW $794.,C44 No recommendations for debt financing, FY2018 RECOMMENDED PROJECTS - WASTEWATER FUND DEBT (Table III) e °w Trauma p'a:.as�N�r,aIY"2.4'TSB.�at l �TaW R FY 2M ftmWs RectniamIled B~cal TABLE B:FY121Ti15 RECOMMENDED PROJECTS-WASTEWATER DEBT AMOUNT OEBTSERW. ESIMFED PROJECT FINAACED HEARS ANT.RATE FY79T7 I'Ma. FY2519 IFY2aW FY2I2f1 FY2522 1 Pump St Am 0.4A0martm db9kES.Q O) $ 532,ppSF..... 10 4.0% $.. :0,600 $ 74.20w $ 7Z= $ E%M $ 67,�M TOTAL 539,f1C0 $� 0,600 $ 74,2W $ 72= $ 69.9W $ 67, At0 SEWER DEBT SEW, FY2D117 MMIS FY25fl9 FY2= FY2121 FY2M A Sld*bt AUM.Vxd Md Ism.4 5e!e+e10 Seraice $ 553,a% $ IIT%1, 4. $ MATS $ OWES $ SWAM B Subtatat-EP&ntd DeM Seecime And t1fimmd Sever'Debt Seauee(Ntat and Iong4nw deK It 1157„720 $ 3$0,309 $ 399296 $ 337,484 $ 375,671 C S:a my;..Debit Service tan AWrsr¢ed DeM $ IIAM,573 $ IJ26,442 $ 1^1115 $ 1=,1150 $ 97t755.. 0 SWAAA.Pr*cW Deft Serace.as Pmpowd CapM Ratects $ TGAW $ 74,20Y $ 7ZO80 $ „9W $ '67 ' E, Subi4W-Obff Debt4VUed wft 4 449D „4&V0 4979 F TOTAL PROJECTED SEWER DEBT SERVICE. 951229' 1. Pump Station Upgrades - $800,000 ($530,000 Wastewater Debt and $270,000 Wastewater Retained Earnings): This is an ongoing program to upgrade Lexington's ten sewer pumping stations. A 2013 evaluation and capital plan was developed for the Town with the assistance of Wright-Pierce, including a detailed engineering survey of the pump stations. The survey helped determine current and future needs, timetable and probable costs for the proposed work. FY2017 funding was expected to be used for a full replacement of the Marshall Road Pump Station but a subsequent determination instead noted an urgent need for funds to be applied towards the Worthen Road Pump Station. (Stations are constantly monitored and the schedule adjusted to meet urgent needs). FY2018 funds are now expected to be utilized for the Marshall Road Pump Station. The goal of this program is to upgrade all the pumps and support systems to enable better energy efficiency and avoid emergency expenditures. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 16 FY2018 RECOMMENDED PROJECTS— RECREATION FUND DEBT (Table IV) A�"".' rr� 'lirr�vt a�flsxirq♦;4!rar�-T"Y'20'22ffir L1vd�;w:N FY 201 U Manager's Recomnwndod Budow Calpitall Prriects MEd TABS IV:. FY2018 RECOMMENDED(PROJECT -RECREATION and COMlALMIiTY PROGRAMS DEBT At DUNT DEBT SERV, (ESTIMATED PROJECT IFIRAtt+CEO YEARS IIWT,RATE FY206 FY20117 FY2018 FY2019 IFY262D FY2021 tl ne PrgrmSW $ _ _ $ $ $ $ $ TOTAL $ - '$ - $ - pppp 'ffipp -pppp�� pppp$pp ALM-Cli9&D WVEWUE SiUPPPC712 D DEBT SERV, FY2016 FY2017 FY201U FY2018 FY2020 FY2O21 A Suhtubd Approved and$ssuued PjA enu a Sufppo*d Debi SeWoe' '$100„ODO $100,000 $ * ,^suhtubd Approved and'Umossued Reymue SupprurW T1ed SeNce `'$ $ '$ -. $ - '$ C Summary Approved Revenue Supported)DdA Service $100,000 $100,000 B Subbta1 Pn*cted Debt SeNce on Propowd Caipdal Prcy"eets $ $ _ $ $ E.. Odw Deht-rebted eOsb $ $ $ $ $ F TOTAL PROJECTED DEBT SERVICE $ 100 10 ...................... $10!0Mp $1ptl ,T"". . .,�" $ '$100 000 os an Offset to fie euempt de4k servic a fwr herds ussrred puasr@Uml W a 2002 auUwzR ow for Doe rec%uoswxtow Of Uue Uncoln Parfr alt"C rued arx.9 parking kA The sOuaewe Of II*offset m Me Recreaton crud COnnmurcw P I sins En Vse Fraa9 No recommendations for debt financing, FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 17 FY2018 RECOMMENDED PROJECTS— FUNDING THROUGH PROPOSITION 2 1/2 DEBT EXCLUSION (Table V) r, I'ir m of b"idgdael-FY 2@1F�'Budget qa FY 2D18 Manage'6 R,6iCommoAd'ed Budget:'CipNil Projects. TABLE Yh. FY2818 RECOMMENDED PROJECTS-F6INDWG THROUGH PROPOSITION 2112 DEBT EX'CUUSION AMOUNT DESTSERV.. ESTIMATED PROJECT FINANCIER] YEARS ANT.IRATE FY2017 FY20118 FY20+19 FY2k28 FY2MI FY2k22 t•�vJects Are CnX6sid�Yn.-2ti/7'Avetn�and Tewd UNea4npys dSpahN4id'J�¢ 1 45&edle.Ud'SY.eU iF..Std— .lobs .....5 450000 38.... 4..0% 1 000 33517 ZWTF—$ 3Z275 311 2 SeMd er.ent- 6 504,000 30 4R0% $ 13,4'40 $� 37;53% $ 3g.'Bd1 $� 36�149 $ 3 5 5,4t AgaR kk.en qd MWA _. . . 3 Saiag SP—la„1T3 iBedlfad Sk.eA• 5 50.000 30 4.0% 7„1 $ 3.585 1p 3.5Mfi 4 1 rn„c+d6leemre;,na , ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 71,�,,;, 3<r,,,,, rrx. s xr,';{;, ,,,,,,,,,,,,,,,,' � s „sgsxr.$ ,,,,,,,554s5k2. $ 53,473 21R17 SR-01 TW- 5 45 E3adOr#d$k,.t F-SIM-Re}:U'ace�w l- D.9, ....,5 18,350,000 30 p✓° ..... 4 ..'�� 5'.... .$ 512,6a7 $ 13$5,�517 $ 1,340 230 $ 1314,-1.. end %rr— 8 UbMfi nprha.d Fd--t-J1 4iw¢arrrecA.Cne'.P,aN 5 40,446,000 34D .CP"'.gym .5. ',5 37E,952 S t&t 71t 5 3,1135,W 5.....3,056,000 'Wbd M'U56e,cawrrv5uvss.�xxsnH F7137 Fie R oW S 5Pe 73 BWftdwtea $ 9S0 0 30 4-11% $ ,667 S 68,40D 3 S B067 C0—t 9 !,cane ^dam c .6 5 tit^ ,z5� am wnc Y asr uxs 3 ,,,,ka l ,,, ,,,,,,,,ra230, ;, PROD.NON EXCLUDED DESTSERVICE S. 7iI05p�,pL16' S. 47,W S. t,557AW $ 4AMP5 $ 5,'N}B64'9q' $ 56788,415 rnemn wrrw�r� re �P SMdm o q 6A N vm36 mim 3c . 4x ; 7:u 723C( Fq,�57 ,,,, ,...,., �W „�F9..... ...,4 ......,,, .,e . ...... .... ....... e, 2 l.W%knm s"MM1'Yk/I:M, ,,,,,,,. 1i8_,., 56 1,53d7 134u35 $ 1„4M O7 $ 1,3A1,657 APPIWOVED AND PROP61$EOVXCLUGEJ UEST SERVICE FY2817 FY284S FY2018 FY2= FY2k211 TY. Subwel Appm-W and 1-nd E.W W DeW Severe 7,68,1,541a 7,318155S 7AA732$ e„30,904. 6044,849 Swt*.W ApprVedenB Uni%awd E.AKked Veal;S.We1 $ 4,t2p,186 6 5,718$D0 $ 8,7593,573 5 Fi,34115 6118,975 ROTA6. APPra1'EMOAMM RDetA Senvke 11,8 z'M 13yWT,201 14tIW,.8W5 12aaZ11" IZ293iSzl SWbkal Fr wms�w fmvd—tan-'Y G17 Annual m,i Sp-W Toren M kn4E kSwwim,7 and F41 i$ 47., $ 1. `.090 $ 4.669.R $ 5„004!490 S 6.734„415 SWX.W PmpK*d D.M Ser*e-Pdrm641 Fuk.e PagK% .. $ 1 $ 1 S 73',= $ 1,405,667 S 1,381,W Seu ul 06am ope. $. 4S'.Y=. $. 573; $ 148„6'83 $ - $ . TOTAL APPROVED AND PROPOSED EXCLUDED DEBT SERVICE 'dh338"186 15,167.W Y$,$8W6 1%99KM to L. ofCap'WiRrtrgK19laNizai mFwmSbM66ppdrnCeWS.+ic.WI.M-RRxrttl7TanBft S',........., ...,5,,,0,19U,"),.;,,.,a50m,' ,.5,_,.,.,4' NN DNtt Se... ,..w4336185 9,2CG%,B&.a,.... SS873$8 1331f2 1 U3k4 78 1724'wWd S s I.c4n prgm't%d dMA—i--SAW end Nagim.dot swv eI.ihe.-quftfpr Pn 173 Redkd$we% W 20 Ph—R d4ed desen k.,6VI.Me H%%fiWEM—mary Sdd rn the m%eu0m#WinepgeMeQYee e lwdd kpmMtw 6.mt%d'Pnop .,2 W m a Fe128R7 dekl—kmim,ml endm 1. 45 Bedford Street Fire Station Replacement— $18,800,000 (Candidate for Debt Exclusion Vote): See detailed description under Table I — General Fund Debt. 2. Hastings School Renovation/ Replacement— $58,500,000 (Candidate for Debt Exclusion Vote): See detailed description under Table I — General Fund Debt. 3. Fire Department Swing Space, 173 Bedford Street— $1,000,000 (Candidate for Debt Exclusion Vote): See detailed description under Table I — General Fund Debt. 4. Lexington Children's Place — $771,250 (Candidate for Debt Exclusion Vote): See detailed description under Table I — General Fund Debt. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 18 FY2018 RECOMMENDED PROJECTS— Compost Revolving Fund (Table VI) ............................................ � 4 'FY 2 MS ft..ger's Remrenrerded�Rs.1got cAPM Projects TABLE..VL FV2018 RECONIENDED PROJECTS-d rmpeet RwWvmq Furl AMOUNT DEBT'SERY,. ES7WTED PROJECT RNANCED YEARS INT.RATE FY2t117 FY201 9 FY2MS FY2020 IF`d2W IF'Y2R22 1 Equipwnt Wened $ 5W.0DO 5 40% ...$ 10.500 $ 126.000 $ 121.800 $ 117.6W $ 113.4DO... 5crearer 2. HNMd Aue M Car Carpod Site $ 2DO.ODO 10 4 0% $ �4.000 $ 28.E $ 27.200 $ 26,400 $ 25,6DD ImprowrwaL^s .,,,.,m..,,.. .....e,,,,..r .e,,.,,,.�.. .,,...a", TOTAL $ 725,000 $ 14,500 $ 154.000 $ 14Fb,000 At.JTHORZED WWEMIE.SWPPDRTED OMT SERV.. FY2017 FY201.8 FYMS FY220 F'Y2MI FYI A. SubWW Appmed and Imied Wk wwue Supported DebtSerwtce -$ a725 $ 7%9 $ 72,1125 $ 64,525 $ 27,125 B Su tot Appoumd and Lkttssued t emme Suppiort'ed Deli[.Serme $ 1 333 $ 145.000 $ 140f 000 $ 1 L6 000 '$ 130 000 C 'SamonarV Approved Rewanuo Supported Deal Service $ 96,058 $ 27A.925.. $ 212,M $ 199,E $ 157.M D Sub PrqocWd Debt Sermceae Proposed Cap(W Projects $ 14.500 $ 154.000 $ M.000 $ 140D0, $ 139.000 E.. 00w DeWrdated cost5 $ - $ $ '$ - F TOTAL PROJECTED DEBT SER'W10E - 11 56B 1 378 925 3611 125 1 343 .....2t18 125� 1. Equipment Replacement— Material Screener ($525,000 Compost Revolving Fund Debt): This a component of the $1,083,000 DPW Equipment Replacement Request described in under Table I — General Fund Debt. The current composting operation at the landfill site on Hartwell operation involves the hiring of a contractor on an annual basis to screen compost and loam at cost of approximately $30,000 per year. Scheduling of this work is subject to the availability of the contractor which is often not at a time that is most efficient and effective for the operation of the compost site. In addition, in recent years, DPW has rented a screener for a month annually at a cost of $20,000 per month in order to insure that material on site is managed efficiently and effectively; but this has negative impacts on other DPW operations due to the need to re-allocate staff to move material to the rented screener and to run it. The purchase of a screener will allow DPW to screen compost, loam and other materials at optimal times resulting in efficiencies, and the shedding of annual operating costs (contract screening and screener rental). The screener requested will also do a better job of removing plastics, wood and other undesirable materials increasing the product quality. Timeliness of screening various materials will be critical as we move forward with a reduced site for storage. 2. Hartwell Ave Compost Site Improvements — $200,000 (Compost Revolving Fund): This request would fund the installation of a new prefab trailer with utilities to serve as administrative office space at the Hartwell Ave Compost Site. The trailer would provide adequate space for computers, meetings, filing and educational opportunities while ensuring a safer and more efficient administrative office. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 19 FY2018 RECOMMENDED PROJECTS- CASH CAPITAL (Table VII) I invii i'JI,I exingh off-Fy 2018 Vmrqf FY 2018M,anager's Recommended Budget: Capital Projects TABLE VII:FY2018 RECOMMENDED FUNDING FROM REVENUES(Cash by Source) Water Wastewater Recreation Retained Retained Retained Other TOTAL PROJECT Free Cash Tax Levy Earnings Earnings Earnings CPA' Funding COST SCHOOL PROJECTS ce lFq��!'merit $.......... S................ 21 F=niiure, auins-pmapram ............. $ 1210001 SUBTOTAL 123,000 75,000 $ 194,000 FACILITIES I Tp!n!ide Roofing Program($1,784,160) ";..........�PIA S............ 2 Schad&illdmg Envelopes and Systems Program _$ 222 200 $ 222,200 3 ...................................................... .. ......................................................................................................................................... 1$............WM, 4 Buillding Flooring ProDrarn, $ 150,000 $ 150,000 5 Sct7od Favin Proq,!arj .............................. .............................................. ............ 6 PuNrc Facdbties 86d Dasunients 111 100,000 111 100,000 7 1�clod Tr ific Safety Imp!9ye en�ts........................................... 'j- 5 8 Publ�:,:acuq:lviechanica]IElecrncai Sys%em Replacemems S 489,000 S 480,000 Mun , 9 St ,Wfldow Study $20,000 SUBTOTAL S 11,937�000 S 194j13 -S S S 620,00O S 5%459 S 2,811,172 MUNICIPAL PROJECTS I Replaoe Tcrwnwlde Phone Systems Phase VI.................................. ..........120 IOp.................. . ..............................................................$ 120,60 Q- 2 §........... ...........�............Vii,99q, 3 Network Redundancy&improvement Plan 1$ 130,000 $ 130,000 4 Cd n Famn Consprvaiion Area dr�p�q� --,$............3 91�qq� 5 Willard's Woods and Wright Farm Meadow Preservation 40,480 $ 40 480 ....................6 )"%Far pp!e"nta!,Fti!i#s.......................................................... .............................I 7 Stone ituildnig Analysis $ 25,000 $ 25,000 8 Beclfbird St at E fred,SI,Safetyjrnp"meq%s L$..........1T5,o ..................................................................................... 9 TBO 10 Transpo aton Mltll ii. 100,0001 $ 100,000 11i Hilt Streel New Sidewalk PrqjecI-Qesign 150,0661 $ 150,000 12 CenterSireetscape iTgrovemenis I TBID TBD Q Auton-Wm MeBer Readin2 System 1 $ 20,00 $ 20,000 $ 40,000 14 StreO Im rodements. $ 2542,927 $ 971,016 $ 3,513,943 V5 Storm OnaiflaRe traprovements and INPOES comphance $ 340,000 1 - $ 340,000 t6 Sani4ar 5ewea S stesrro laves%igaijon and Improvements I I 1 oti coo $ 1,00%0O0 .... �AK.....................................................S�..........7 ................................J11,11,11,17§,W7 ,� ...........................11§111111111111§90?w IsPump SWioq .................................................................................. .................................................................................. 79A 19 Wa%er Disirilbown SyMens Improvements $ 1,000,00o Townw4e Siqnal� iQqtrnp� erreqs�................................................. MA .............................. 411111111111114!toq� 20 Community Cemer SkdewaN $ 200,000 $ 200�000 ............ .................................................................. 21 Vyestvie,w,qe��eker yJrn9atiq 22 Highway Sign Machine $ 40,000 $ 40,000 23 Park and Play�g!pyR#,Imprpyn,, , ......................... .............................................................. $ 0p,pap A.............a0 pp0 24 fb "Pool Renovatiorri $1,620,00�O $ 1,620,000 $ 55000 $ K000 2-5 Park I 26 Pine Meadows Equipmern SUBTOTAL $ 11�355,000 S 2,542,977 S 1�095�000 S 1,290,00,0 S 55,000 S 2,4G9,680 S lto,06�016 $ 9J53,623 OTHER CPA FUNDED PROJECTS I 4�e§ijnij -,e& �­ �$,�...............313,400 2 QJe 1 1 41,350 1,350 ct 3 QreeNq WilaRe Rear boor and Porch Supplemental��,Ueii $ 56,712 4 6,712 SUBTOTAL S S S - S S 136j462 S $ 136�462 TOTAL S 3,415,000 S 2t731,W $ 1�onooii S 1,290�000 S 56,000 $3166,142 S 1,140�475 $ 12,89%257 'CPA tolds do noI include proposed FY2018adnunistraiive bu(hgelofS150,00G,and S2,391,648mlinon for debt service. The$162 million recommended for Me Town Pod Renovation is a candidate for debt financing 'Proposed funding for the annual street resurfacing program is camprised of$2,542,927 of tax levy dollars of which$655,654 derives frorn,a 2001 operaing budge overrile,and an armcipated dr$tributiori of$971,016 of Chapter 9G funds, Over and above the$655,654 in tax levy ddilars fmmffie 2�D0 I override,addilional amounts are recommended and are based on the following:the continued furidwq of S281,234 of Wx evy support ithat was in fated in FY 12 and maintained in FY 13;ihe coninnued fun,&ng of S164,850 oar tax levy support that was niianad in,FY 13,St 1 million derived from healIh insurance 5avnings,which renecN an nicrease from ihe$850 000 aflocaded in`Y14 for street improvenwnts,and$34 1,G89 Irani FY 17 estimated tax levy revenue to provide a leve➢of funding eM imaied to move the Town Ioward a targeted pavemem condition index(PCI)of 85. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 20 School Proiects 1. Food Service Equipment - $75,000 (Food Service Revolving Fund): This FY2018 request will fund the replacement or repair of existing kitchen equipment for the Lexington Food Service Program. Some school kitchens currently function with residential-grade equipment and commercial equipment operating at the end of its useful life. The Food Service program is currently able to support approximately $75,000 for such repairs and replacements. The program provides nutritionally balanced, low-cost or free lunches to students and employees on a daily basis. This funding request will ensure the successful operation of the school lunch program by preventing equipment failures and the utilization of temporary and expensive satellite operations. 2. School Furniture, Equipment & Systems Program - $123,000 (Free Cash): The School Department submits annual requests for replacement of classroom and office furniture that has reached the end of its useful life. Enrollment is also projected to increase over the next five years, triggering the need for additional furniture for staff and students. The FY2018 Furniture, Equipment and Systems Program includes requests for: Cafeteria Tables (18) — Clarke & Harrington Student Desks (50) & Chairs (134) — Clarke, Diamond, Harrington, LHS Standing Student Desks (60) — Clarke Classroom Tables (11) — Diamond & Harrington Teacher Desks (12) & Chairs (10) — Estabrook & LHS Specialty Desks (5) —ADA Compliant and Therapeutic Learning Desks Cabinets (4) — Estabrook & Diamond Whiteboards/Bulletin Boards (35) — Clarke, Estabrook, Diamond Teacher Refrigerator Replacement (1) Classroom FM Soundfield Systems Visual Art Lab Tables & Computer Tables Furniture Moving & Disposal Department of Public Facilities Proiects 1. Town Wide Roofing Program - $1,784,160 ($758,574 Free Cash, $59,459 unused bond proceeds of prior years'capital projects and $966,127 General Fund Debt): See detailed description under Table I — General Fund Debt. 2. School Building Envelopes and Systems Program - $222,200 (Free Cash): FY2018 funds will be used to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. Specifically, this request will be used to repair water infiltration issues on the main facade of the main entrance columns at Harrington Elementary School. This project seeks to prevent continued deterioration of the building's exterior and discomfort to the building's occupants due to air and water infiltration. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 21 3. Municipal Building Envelopes and Systems - $194,713 (Tax Levy): This ongoing capital request, originally approved for funding in the 2006 Proposition 2 1/2 Override, includes repair/replacement projects for the maintenance and upgrade of municipal buildings and systems. The FY2018 request seeks $194,713 of funding to implement extraordinary repairs to the foundation and original drainage system of the Town Office Building. A portion of the FY2017 appropriation will be utilized to supplement the project cost. The Town Office Building experiences ongoing water infiltration issues in the basement level due to holes, voids and failed seals through the existing foundation walls. Conditions are further exacerbated by oversaturated soil from storm water run- off due to roof and site grading conditions. This project would secure the health of occupants who utilize the basement area and repair ongoing foundation deterioration. 4. Building Flooring Program - $150,000 (Free Cash): Initiated in FY11, this is an annual request for funds to be used for the replacement of flooring systems in municipal and school buildings. The FY2018 request will be used for continuing replacements at the Cary Memorial Library and Lexington High School, including the floor of the dance classroom. The goal of this program is to ensure floor surfaces remain clean and safe for all users. 5. School Paving Program - $172,226 (Free Cash): This capital request would address pedestrian, bicycle and driver safety on school grounds by funding the replacement of deteriorated paving at the Bridge Elementary School. Pot holes have impacted driving and walking conditions, causing unsafe conditions for pedestrians, drivers and plowing equipment. The project is planned for implementation during the summer of 2018. Extraordinary repairs for school paving areas are necessary to maintain parking and pedestrian surfaces in a condition suitable for public safety and Safe Routes to School. 6. Public Facilities Bid Documents - $100,000 (Free Cash): This is an annual request for funding of professional services to produce design development, construction documents and/or bid administration services for smaller school projects in anticipation of requests for construction funding at town meeting that have a high probability of approval. This will ensure that the projects can be completed in the then- current construction season, which is particularly important for the timely completion of such projects given the short window between the end of school in June and the beginning of school the following August. 7. School Traffic Safety Improvements - $183,000 (Free Cash): This request is part of a multi-year program to improve traffic flows and traffic-related safety at Lexington's schools. The School Committee commissioned a Traffic Safety and Mitigation study of school sites on February 26, 2014 which identified site specific traffic improvements. Prior years'funding has been directed to improvements at the Clarke Middle School, the Bridge Elementary School and the Lexington High School. This FY2018 request is seeking funding for design of improvements for traffic and pedestrian flows at the Bowman Elementary and also for construction of site signage and lot marking to help with traffic calming at LHS. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 22 S. Public Facilities Mechanical/ Electrical System Replacements - $489,000 (Free Cash): This FY2018 request is part of an annual replacement of HVAC and electrical systems that have exceeded their useful life and require replacement before excessive failures occur. The bulk of the FY2018 appropriation would be used to replace the chiller at the Cary Memorial Library; funds would also be spent to develop a plan for the replacement of geothermal well pumps at both Fiske and Harrington Elementary Schools. The existing chiller at the Cary Memorial Library has a higher rate of component and structural failures that have been linked to manufacturing and installation issues. Replacement of the chiller will ensure uninterrupted library operations and prevent temporary cooling measures which come at a considerable cost. 9. Munroe School Window Restoration - $620,000 (CPA): The 2016 Annual Town Meeting appropriated funds to carry out a study for the purpose of producing recommendations and cost estimates for the replacement or functional restoration of all windows at the Munroe Center for the Arts (formerly the Munroe School). The FY2018 request will fund the restoration of all 117 windows in the building. Restoring the windows will improve the building's energy efficiency and the window's functionality. Municipal Proiects 1. Replace Town-Wide Phone Systems- Phase VI - $120,000 (Free Cash): The FY2018 request for this multi-phase project will fund Phase VI of the Town Wide Telephone Replacement Project. At the 2008 Annual Town Meeting, $30,000 was appropriated to fund a needs assessment for the replacement of phone systems in all town and school buildings. The recommendation of the consultant was for the Town to replace existing municipal and school phone systems with VoIP phone systems. Subsequent Town Meetings have appropriated additional funds for the various phases of the project. To-date, the new VoIP phone systems have been installed in the Town Offices Building, Lexington High School, the School Administration Building, Clarke School, Diamond School and the Cary Memorial Library. VoIP phones have also been installed at the Community Center but only the Human Services Department installation was funded by capital requests; installation in the rest of the Community Center was funded by construction capital. Phase VI requests $120,000 to supplement $373,000 of unspent funds from Phases I-V. It is expected that the total amount ($493,000) will be sufficient to complete the project, including phone installations at the public safety facilities, upgrades to the remaining telecommunications core equipment and completion of the remaining upgrade installations at both Harrington and Fiske Elementary Schools. 2. Municipal Technology Improvement Program - $100,000 (Free Cash): This FY2018 capital request is part of a multi-phase program to enhance the Town's network storage capabilities. Previous appropriations have funded the initial installation and subsequent expansion of server area network (SAN) equipment in the server rooms at both the Town Office Building and 201 Bedford Street. These appropriations also funded the purchase of necessary software to assist with file storage, archiving and discovery. The FY2018 request will fund additional storage space for the existing SANs and expand server capacity. The need for the equipment is driven by rapidly growing data sets and unstructured files due to email archiving. The project aims to reduce financial burdens, staff time and power consumption while increasing management FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 23 efficiencies. An FY2019 request is expected to include funding for the installation of servers and server infrastructure at the Community Center. 3. Network Redundancy &Improvement Plan - $130,000 (Free Cash): The functionality of the Town's computer network is critical for the efficient and effective delivery of all municipal services. In an effort to decrease network downtime (occurring beyond the Town's control), the FY2018 request seeks to fund the pilot installation of a single site wireless failover link as a redundant pathway for the fiber network, reducing the risk for outages within the Town's network. The project includes funding for equipment, cabling, installation and network programming which will set-up and test the network for future installations of the wireless redundant network. Pending successful implementation of the pilot program, it's anticipated that general Town-wide implementation would begin in FY2019 with completion in FY2020. 4. Cotton Farm Conservation Area Improvements - $301,300 (CPA): The 2010 Annual Town Meeting authorized the use of CPA funds for the purchase of the four-acre Cotton Farm Conservation area. A subsequent land management plan was also completed which identified both short and long-term goals aimed at enhancing the property's recreational, cultural and conservation values. A number of those goals have since been completed and this FY2018 request seeks to fund several long-term goals, including removal and naturalization of a major portion of the existing driveway and parking area, relocation and construction of a new expanded parking area and installation of an ADA accessible trail and pond viewing platform along the edge of the pond and wetlands located on the property. 5. Willard's Wood and Wright Farm Meadow Preservation - $40,480 (CPA): Many of Lexington's meadows have received minimal maintenance since their acquisition, resulting in the advancement of invasive plants, the loss of historic stone walls and vistas and the invasion of shrubs and trees within the meadow habitat. A multi-year Conservation Meadow Preservation Program was implemented to protect and preserve the nearly 65 acres of upland meadows owned and managed by the Conservation Commission. This FY2018 request is the second phase of the program. $26,400 in CPA funds was appropriated by 2015 Annual Town Meeting for restoration and preservation at Hennessey Field and Joyce Miller's Meadow. The FY2018 request consists of restoration, preservation and protection of approximately 20 acres of conservation meadow at Willard's Woods and Wright Farm. The project aims to provide scenic places for passive recreation, enhanced wildlife and plant habitat and the recovery of stone walls and scenic vistas. 6. Wright Farm Supplemental Funds - $37,900 (CPA): Article 9 of 2015 Annual Town Meeting authorized the purchase of a second parcel of the Wright Farm property, including the existing farmhouse and barn. Following the purchase, an environmental site assessment revealed high concentrations of lead in the soil near the barn, likely from agricultural pesticide preparation. This resulted in higher remediation costs than originally anticipated. FY2018 funds will supplement the legal work, site assessment work and land management originally associated with the 2015 purchase of the property under Article 9. An appropriation of $35,000 authorized by 2016 Annual Town Meeting for a needs assessment and feasibility study of the barn remains unspent, pending completion of the site assessment and remediation. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 24 7. Stone Building Feasibility Study - $25,000 (CPA): FY2018 funds are requested in order to ascertain market interest among local and regional groups for use of the first floor space. $25,000 is requested to contract with an exhibit curator to research arts and cultural groups and to gauge the feasibility of and interest in using the first floor as a rotating exhibition space in a manner consistent with a prior historic structures report and historic preservation recommendations. The report would also identify the arts and cultural groups'general security requirements, climate control needs and other physical conditions necessary to secure and protect the art and artifacts while on exhibition at the Stone Building. Previous Town Meetings have appropriated funds for exterior stabilization and preservation, including recommendations for reuse of the structure in order to make the building functional for its intended use. S. Bedford Street at Eldred Street Safety Improvements - $175,000 (Free Cash): The intersection of Eldred Street at Bedford Street (also the location of two MBTA bus stops) has been identified as a dangerous crossing for pedestrians trying to walk across four lanes of traffic. This FY2018 request would fund the creation of a safe and accessible pedestrian crossing and related infrastructure. More specifically, it would finalize design and build the proposed crossing and related improvements. This appropriation would ensure that the Town continues to advance and implement one of several transportation system improvements that were identified as part of the Town's 2010 Traffic Mitigation Plan for the Hartwell Avenue Transportation Management Overlay District. 9. Affordable Units Preservation - TBD (CPA): The Town is currently exploring its rights in an older affordable housing development that may soon be released from the terms of its affordability. To upgrade these units and keep them on the Subsidized Housing Inventory (SHI) the Town has requested a potential CPA appropriation in order to financially assist the development and, more importantly, to obtain a permanent, affordable deed restriction on the units. 10.Transportation Mitigation - $100,000 (Free Cash): This capital request is to support the ongoing work of the Transportation Safety Group (TSG). The TSG is staffed by the Planning, Engineering, School and Police Departments. These FY2018 funds are proposed for evaluation and development of construction cost estimates for future capital requests and to fund the design and construction of smaller scale safety-related projects. Between FY08 and FY11, Town Meeting appropriated funds to collect data, perform analyses, review citizen requests and recommendations for various town wide transportation improvements in support of the Traffic Mitigation Group (dissolved in 2012 and later reconstituted as the TSG). Due to an increase in the number of citizen requests received over the past few years, the TSG seeks to renew this funding for FY2018 and anticipates the need to be ongoing in order to ensure that transportation safety remains a critical part of Lexington's quality of life. 11.1-lill Street New Sidewalk Project - $150,000 (Free Cash): This request is for design funds for the installation of a new sidewalk along the .7 mile stretch of road from Bedford Street to Cedar Street which has poor sightlines due to the winding character of the road, and abuts approximately 45 residences as well as the Lexington Golf Club and Poor Farm Conservation Area. A survey of the roadway has been conducted which included a preliminary evaluation of sidewalk locations along both sides of the street. Funds will be used to finalize the design work (i.e., refine the placement of sidewalks as FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 25 well as retaining walls, drainage and other design elements)in order to provide a more detailed cost estimate for the project. 12.Center Streetscape Improvements - $2,870,000 ($TBD General Fund Debt and $TBD CPA): See detailed description under Table I — General Fund Debt 13.Automatic Meter Reading System - $40,000 ($20,000 Wastewater Retained Earnings and $20,000 Water Retained Earnings): This FY2018 request will provide funding to contract with a firm to evaluate the existing meter equipment for compatibility with an Automatic Meter Reading (AMR) technology. The goal is to research and install a town-wide radio read system that will provide the ability to read meters from a remote location and provide the Town with more frequent meter readings to improve the billing process. It is expected that the implementation of the automatic meter reading system will be accomplished in three phases over a three-year time period. The Water Division is currently working on prepping meters for acceptance of the AMR equipment which requires the replacement of the water meter and installation of a third radio read wire on existing meters. 14.Street Improvements - $3,513,843 ($2,542,827 Tax Levy, $971,016 Chapter 90 funding): This is an annual request for the street resurfacing and maintenance program. In addition to the $2,542,827 appropriated from the tax levy, $971,016 of Chapter 90 funds will be utilized. (Chapter 90 funding is based on Lexington's most recent allocation and on the current state allocation of $200 million statewide). Funds will be used for design, inspections, planning, repair, patching, crack sealing and construction of roadways and roadway related infrastructure including repair and installation of sidewalks. A preliminary list of the streets to be repaired under this article is currently being developed. A pavement management system is utilized to assist in analyzing the road network and selecting roadways for repairs. This funding will allow for the proper improvements and repair of Lexington's streets and sidewalks, increasing their quality and safety. Street Improvements - Financing Components FY18 Street Improvements 2001 Override Increased by 2.5% per year $ 655,654 Maintenance of unallocated revenue from FY12 Revenue Allocation Model $ 281,234 Maintenance of unallocated revenue from FY13 Revenue Allocation Model $ 164,850 FY14 Health Insurance Savings $ 1,100,000 Additional Tax Levy Funding- Shade Street Traffic Calming $ 50,000 Portion of the municipal share of incremental FY17 revenue from the FY17 $ 291,089 Revenue Allocation Model Estimated Chapter 90 Aid $ 971,016 Tota 1 $ 3,513,843 Without Chapter 90 $ 2,542,827 FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 26 15.Storm Drainage Improvements and NPDES Compliance - $340,000 (Free Cash): This is an annual request to replace and supplement existing drainage structures, issues typically uncovered during roadway related construction activity. Funds will also be used for continued compliance with the Environmental Protection Agency (EPA) Phase II regulations which help improve the water quality of Lexington's streams and ponds. $70,000 is estimated for compliance with the construction related portions of the National Pollutant Discharge and Elimination System (NPDES) minimum control measures as mandated by the EPA in the storm water general permit. An estimated $270,000 will be used to repair/ replace drainage structures encountered during road construction, repair other drainage areas of concern in the town and improve storm water issues discovered during NPDES investigation work. Engineering evaluations are underway in the Wheeler Road neighborhood and upcoming drainage installations may include Allen Street and other areas identified needing improvement. Illicit discharge detection has been ongoing in the Vine Brook and Mill Brook areas where contamination has been identified. The pre-emptive repair of existing drainage structures will reduce damage to structures themselves, existing pavement and private and public property. 16.Sanitary Sewer System Investigation and Improvements - $1,000,000 (Sewer Retained Earnings): This is an annual program that provides for rehabilitation of sanitary sewer infrastructure. Work will include replacement or repair of deteriorated sewers, force mains and manholes in order to improve flow and reduce inflow and infiltration into the system. Work was recently completed in sewer basin areas encompassing the northeasterly area of Lexington. Possible future areas of removal include the North Hancock Street area, Locust Street and Follen Road area, and the Peacock Farm, Pleasant Street and Worthen Road east area. It is also anticipated that the lining of the 24"sewer main leading from the Clarke Middle School area to the Bowman School area will be re-lined due to a collapse in the line earlier this year that resulted in an emergency repair. These capital investments improve the operation of the sewer system, reduce backups and potential overflows, prevent system malfunctions and reduce the measured flows through the MWRA meter. 17. Hydrant Replacement Program - $150,000 ($75,000 Free Cash &$75,000 Water Retained Earnings): This is an ongoing replacement program designed to maintain the integrity of the fire protection system throughout town. Faulty hydrants need to be replaced to meet safety requirements. A list of hydrants needing replacement is generated each year during the annual inspection and flushing of hydrants by the Water and Fire Departments. Based on discussions between the two departments, the target goal is to replace approximately 60 hydrants per year at a cost of $2,500 per hydrant. The Town of Lexington has 1,200 fire hydrants in its fire protection system; a total of 380 hydrants have been replaced. 18.Pump Station Upgrades - $800,000 ($530,000 Wastewater Debt and $270,000 Wastewater Retained Earnings): See detailed description under Table III — Wastewater Fund Debt 19.Water Distribution System Improvements - $1,000,000 (Water Retained Earnings): This is an annual program that replaces unlined, inadequate, aged and vulnerable water mains, deteriorated service connections and eliminates dead ends in the water mains. Currently, a model is being developed which will identify areas of vulnerability and those areas with low volumes and pressures. Upon completion this FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 27 winter, the plan is expected to guide in future water system capital improvement planning and may result in an adjustment of the annual requests. Water main replacement has been completed on Mass Ave (from Pleasant Street to Marrett Road) and in the Prospect Hill area. Work is nearing completion at the Woburn Street intersection. The model will also help evaluate the town's water break history and its relation to pipe type and age. Combined with the replacement of the remaining unlined water mains, the model will help create a long-term capital plan and ensure a proactive approach for keeping Lexington's water both safe and reliable. 20.Community Center Sidewalk— $200,000 (CPA): The 2014 March Special Town Meeting appropriated funds for renovations to the Community Center. At the time of the funding request, the design of the sidewalk from Marrett Road to the Community Center was not yet complete. $50,000 was appropriated by the 2015 Annual Town Meeting for additional design funds and this FY2018 request represents an estimate for construction costs since design has not been selected. The Town continues to work with the proprietors of the adjacent Scottish Rite property and a tentative agreement on the location of the sidewalk has been reached. Once the location and design are finalized, the estimate and scope of the project will be further developed. 21.Westview Cemetery Irrigation - $35,000 (Cemetery Special Revenue Account): There remains one section of Westview Cemetery that needs in-ground irrigation to help improve and maintain turf appearance, vigor and recovery. FY2018 funds will be used to complete the irrigation system. Water is essential for turf to grow, recover and thrive and is especially important for seed establishment and aesthetics. Westview Cemetery is frequently visited by family and friends who expect to see well- maintained turf. The completion of the in-ground irrigation system will allow for those expectations to be met. 22.Highway Sign Machine - $40,000 (Free Cash): This request would fund the upgrade of the Highway Division's Sign Shop digitizing machine. The current machine limits which signs can be manufactured by in-house personnel. The new digital printer would allow for the DPW to manufacture 95% of all signs with current DPW personnel. Currently, the department manufactures about 95% of street signs and about 70% of regulatory and custom signage. The remaining signs are fabricated through a vendor. Every year, custom sign requests have increased and the requested technology will provide the tools to make signs in the DPW sign shop with department personnel, helping to reduce costs and improve efficiency. 23.Park and Playground Improvements - $60,000 (CPA): This FY2018 request will fund the replacement of the swing sets and the installation of bike racks at Bow Street Park, Franklin Park and Munroe Park. These are heavily used park and playground areas and the equipment requires replacement. The existing swing structures are not in compliance with current standards- the swings at Bow Street Park were last replaced in 1986 and swings at Franklin and Munroe Parks were last replaced in 1989. The proposed playground improvements will renovate and rehabilitate existing safety surfacing and equipment so that all sites will be in compliance with the Consumer Product Safety Commission (CPSC), American Society for Testing and Materials (ASTM) and the Americans with Disabilities Act (ADA). Future appropriations are expected to be requested and used for updates to both Sutherland and Rindge Parks. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 28 24.Town Pool Renovation - $1,620,000 (CPA): FY2018 funds will be used for Phase III of the multi-phased program for renovations to the Irving H. Mabee Pool Complex. An FY2017 appropriation funded design and engineering costs, construction/ bid documents and a mini-audit resulting in updated recommendations for necessary improvements for the successful operation of the Town Pool Complex. In addition to replacement of the filtration systems, the pool facility audit recommended the following: • Reconfiguration of the wading pool and installation of new water spray features • Replacement of the existing roof • Re-plastering of the wading, main and dive pools • Replacement of the three diving boards • Reconfiguration of the three one-meter diving board rails • Installation of new lifeguard chairs • Replacement of the fencing with new black vinyl-coated chain link fencing and gates • Resetting of the copings for the wading pool • Installation of a new shade structure Pending approval of funds at the 2017 Annual Town Meeting, the contract for the project is expected to be awarded in May 2017 with construction beginning as soon as the facility closes in early September 2017. The project would continue through the fall and winter and is scheduled to be completed in May 2018, ensuring that summertime pool operations are not interrupted. 25.Park Improvements- Athletic Fields - $125,000 (CPA): This FY2018 request seeks to fund improvements to the Town's current irrigation systems. Proposed changes to the current systems will allow for improved water usage, efficiency and repairs. The updates will allow for the irrigation to be more targeted on the playing areas and will result in less water usage. Town athletic fields see excessive use and timely renovations and updates are critical for providing safe and playable fields for all user groups. This request is part on an ongoing, multi-year capital program aimed at addressing safety and playability concerns while providing adequate and safe field conditions for neighborhood families, recreation and school programs. 26.Pine Meadows Equipment - $55,000 (Recreation Retained Earnings): This request will fund the purchase of a new lawn mower intended to replace an existing mower acquired in 2002. The new Toro Triplex mower has improved technology and specifications that will improve the quality of cut compared to the existing mower which has exceeded its useful life of ten years. Greens are mowed on a daily basis throughout the golf season and sufficient equipment is needed to properly set up a golf course and provide superior playing conditions on a consistent basis throughout the year. Past and future success at Pine Meadows can be attributed to the ongoing investment in golf course infrastructure and equipment to maintain the eighty eight acres of property. The new mower will ensure proper maintenance of the turf, improved pace of play and superior playing conditions. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 29 Other CPA-Funded Proiects 1. Interpretive Signage Project - $38,400 (CPA): In 1975 the Lexington Historical Society, in cooperation with the Town's Bicentennial Committee, established three historic walking trails in the areas comprising Lexington's historic districts. A total of 32 interpretive signs are placed along those trails. While the project has largely stood the test of time, some markers are missing, some require replacement and all eventually need to be remounted. The proposal also includes a modest expansion of signage, particularly in Lexington Center. FY2018 funds would allow for the replacement of four missing signs, the expansion of the trail with up to eight signs, the replacement of eight existing signs that are damaged and the re-mount of three signs currently in storage. Funds will also be used to update signage content where necessary and to replace current wooden mounts with heavy metal mounts. 2. Parker's Revenge Interpretive and Public Education Signage and Displays - $41,350 (CPA): $36,790 in CPA funds was appropriated by the 2015 Annual Town Meeting for Phase I of the Parker's Revenge Site Restoration, a project to restore a heroic battlefield on which the second battle of Lexington was fought on April 19, 1775. The FY2016 funding supported field studies and three metallic surveys that successfully uncovered 29 fired and unfired musket balls from the Parker's Revenge Battle. The Friends of Minuteman National Park submitted this FY2018 request for funding to support Phase II of the project. CPA funds will support the design, fabrication and installation of a wall-mounted, museum quality exhibit case constructed to house the archaeological artifacts discovered during Phase I. It will also fund the design and installation of graphic wayside exhibit panels and the development of a solar powered audio component for external exhibit panels. This project aims to preserve, restore and maintain the historic Parker's Revenge battle site and to educate the public of the battle's significance as it relates to the Revolutionary War. 3. Greeley Village Rear Door and Porch Supplemental Request - $56,712 (CPA): FY2017 funds were approved to help finance a portion of the preservation of all rear doors and porches at Greeley Village. The failing doors and porches were identified by the Lexington Housing Authority (LHA) as priority needs due to their continued deterioration. $56,712 is requested in FY2018 to supplement the initial FY2017 request. A more in-depth analysis of the conditions was conducted and the porch decking was also determined to be in disrepair. The porch decking was not included in the original scope of work. LHA submitted this supplemental request for FY2018 in order to complete the project in its entirety. FY2018 Town Manager's Preliminary Budget& Financing Plan January 9, 2017 XI - 30 TABLE VIII:DEFERRED FY2018 AND PROPOSED FY2019 TO FY2022 CAPITAL REQUESTS Hartwell Area TMOD Plan Update Transportation Mitigation(TSG) $ $ 255,000 $ 1,600,000 $ 100,000 $ 100,000 $ 2,055,000 67,500 $ 280,000 $ - $ 347,50Head End Equipment Replacement Network Redundancy&Improvement Plan $ - $ 580,000 $ 470,000 $ 100,000 $ 180,000 $ 1,330,000 $ 370,000 $ - $ - $ 370,000 Municipal Envelopes Systems BuildingFlooring Program �®•' — • .. SchoolPublic Facilities Mechanical/Electrical System Replacements Lexington High School Upgrade $ 118,500 $ 6,603,692 $ 23,187,933 $ 3,492,948 $ 3,927,583 $ 37,330,656 EquipmentReplacement Stree - - nts Storm Drainage Improvements and NPOES compliance Sanitary Sewer -m Investigation and Improveme Hydrant Replacement Program Comprehen ve Watershed Sto-water Management Study and Implementation Water Distribution System ..- - Sidewalk Improvement ParkingBattle Green Master Plan-Phase 3 Municipal lot improvements Public Parking lot Improvement•... $ 60,000 $ 18,42006 $ 12,086,019 $ 10,000,240 $ 9,083,892 $ 49,655,057 Park Improvements-Hard Court Resurfacing Center Track and Field Reconstruction Recreation Site Assessment of Potential Land Acquisition —Outdoor Pickleball Court Construction $ - $ 3,910,000 $ 568,000 $ 398,000 $ 610,000 $ 5,486,000 ...SeNce Equipment School Furniture Equipment&Systems Program LP S Technology Capital Request $ $ 1,825,000 $ 1,825,000 $ 1,825,000 $ 1,825,000 $ 7,300,000 $ - $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000 GRAND TOTAL $ $ 31,618,598 $40,194,452 $16,216,188 $15,746,475 $103,954,213 Section X11 : Appendices A: Program Improvement Requests 5 rAOR B: Glossary o�`pv N�tiG A C: CPA Use Summary in Qd C1 APRIL IgtN LExrxcrfO� Appendix A: Program Improvement Request Summary v5 M�RN�ti O ,Q Q N � � , i Qd C1 w .'0 APRIL IgtN LExrxcOlt 0� 10 Appendix A: Program Improvement Requests -. � Shared & Municipal Programs 2000-8000 FY2018 Preliminary Budget&Financing Plan APIU 9", Departmental Request Recommendation GENERAL FUND Program Description Public Facilities Compensation Expenses Benefits Total Recommended Not Recommended 2420-Municipal Facilities In-House Cleaning of Library,PSB and TOB 1 $ 103,033 1 $ (91,335) $ 33,513 1 $ 45,211 1 $ I $ 45,211 Total Public Facilities $ 103,033 $ (91,335) $ 33,513 $ 45,211 $ $ 45,211 Public Works Compensation Expenses Benefits Total Recommended Not Recommended 3100-DPW Admin/Engineering Senior Civil Engineer $ 79,134 $ (60,000) $ 17,258 $ 36,392 $ 1,619 $ 34,773 3200-Highway Pavement Markings $ $ 120,000 $ $ 120,000 $ 75,000 $ 45,000 3300-Public Grounds Street Tree Health Assessments $ 50,000 $ 50,000 $ 50,000 $ - Total Public Works $ 79,134 $ 110,000 $ 17,258 $ 206,392 $ 126,619 $ 79,773 Fire Compensation Expenses Benefits Total Recommended Not Recommended 4230-Fire Suppression/EMS Ambulance Staffing,2 FTE's 1 $ 136,600 $ 4,000 $ 33,772 $ 174,372 $ $ 174,372 Total Fire $ 136,600 $ 4,000 $ 33,772 $ 174,372 $ $ 174,372 Library Compensation Expenses Benefits Total Recommended Not Recommended 5130-Children's Library I Sunday Staff Hours for Teen Space I $ 5,739 $ $ $ 5,739 $ 5,739 $ Total Library $ 5,739 $ $ $ 5,739 $ 5,739 $ Office of Land Use,Health and Development Compensation Expenses Benefits Total Recommended Not Recommended 7110-Building&Zoning Regular Part-Time Wages $ 9,882 $ 143 $ 10,025 $ 10,025 $ 7140-Board of Health Public Health Contracted Services and Supplies $ 16,342 $ 16,342 $ 16,342 $ - 7200-Planning FY2018 Comprehensive Plan $ 6,000 $ 352,900 $ - $ 358,900 $ 302,000 $ 56,900 7300-Economic Development Marketing Budget Increase $ 5,500 $ - $ 5,500 $ - $ 5,500 7300-Economic Development Market Study $ 25,000 $ 25,000 $ $ 25,000 7300-Economic Development Revolutionary Revelry Event Manager $ 15,000 $ - $ 15,000 $ - $ 15,000 Total Office of Land Use,Health and Development $ 15,882 $ 414,742 $ 143 $ 430,767 $ 328,367 $ 102,400 Town Manager's Office Compensation Expenses Benefits Total Recommended Not Recommended 8220-Human Resources lAdministrative Assistant $ 52,616 $ 17,747 $ 70,363 $ $ 70,363 Total Town Manager's Office $ 52,616 $ - $ 17,747 $ 70,363 $ $ 70,363 Miscellaneous Boards and Committees 8230-Misc.Boards and Committ Council for the Arts Grant Program $ 10,000 $ 10,000 $ $ 10,000 8320-Misc.Boards and Committ Getting to Net Zero-Phase 2 of 3 1 $ - $ 40,000 $ 40,000 $ 40,000 1 $ - Total Miscellaneous Boards and Committees $ - $ 50,000 $ $ 50,000 $ 40,000 $ 10,000 Town Clerk Compensation Expenses Benefits Total Recommended Not Recommended 8500-Town Clerk Municipal Assistant-Additional Hours I $ 9,871 $ 15,554 $ 25,425 $ 25,425 $ Total Town Clerk $ 9,871 $ $ 15,554 $ 25,425 $ 25,425 $ Information Services Compensation Expenses Benefits Total Recommended Not Recommended 8600-Information Services IT Services through MAGIC Regional Consortium 1 $ 15,000 $ 15,000 $ 15,000 $ Total Information Services $ - $ 15,000 $ - $ 15,000 $ 15,000 $ - TOTAL-GENERAL FUND $ 402,876 $ 502,407 $ 117,987 $ 1,023,269 $ 541,150 $ 482,119 NON-GENERAL FUND Public Works Compensation Expenses Benefits Total 3400-Environmental Services Compost Heavy Equip.Op.-PT to FT 1 $ 20,596 1 $ - $ 15,972 $ 36,568 $ - $ 36,568 3300-Public Grounds Landscape Maintenance at Munroe Cemetery 1 $ $ 5,000 $ - $ 5,000 $ 5,000 $ - Total Public Works $ 20,596 $ 5,000 $ 15,972 $ 41,568 $ 5,000 $ 36,568 Office of Land Use,Health and Development Compensation Expenses Benefits Total Recommended Not Recommended 7300-Economic Development jBike Share Program $ 27,000 $ 27,000 $ 27,000 $ FY2018 Town Manager's Preliminary Budget Financing Plan January 9,2017 Appendix B : Glossary v5 M�RN�ti O ,Q Q d 0 APRIL IgtN LExrxcto� Glossary ABATEMENT— an Abatement is a reduction of a tax liability. The Board of Assessors grants abatements for real estate and personal property taxes in cases where an individual's assessed valuation is determined to be in excess of fair market value. ACCRUAL BASIS FOR ACCOUNTING —A method of accounting that recognizes revenue when earned, rather than when collected, and recognizes expenses when incurred, rather than when paid. In Massachusetts, cities and towns must use this basis of accounting for the audited financial statements of Enterprise funds. (Also see Modified Accrual Basis of Accounting). APPROPRIATION — An authorization granted by the Town Meeting to make expenditures and to incur obligations for specific purposes. Appropriations for any expenditure specify dollar amounts, funding sources, and a period of time within which the funds must be spent. Any funds not expended within the specified time (usually one fiscal year) revert to the Unreserved Fund Balance. APPROPRIATED BUDGET—As used in fund summaries and department summaries within the budget document, represents the current year budget as originally adopted by Town Meeting. It does not include prior year encumbrances. ARTICLE — An article or item on the Town Warrant. There are four standard financial articles that appear in the Warrant every year: the Operating Budget Article; an Article for "Supplementary Appropriations for the Current Fiscal Year" (the current fiscal year is the one that was appropriated at the previous year's Town Meeting); an Article for Prior Years' Unpaid Bills; and an Article for supplementary appropriations for previously authorized capital improvement projects. "New" capital project requests and other special items generally appear as individual articles without a predetermined order. ARTICLE TRANSFERS — Projects from previous year Town Meeting article appropriations occasionally have unexpended balances not required once the project is complete. The unexpended balance becomes available for future Town Meeting appropriation. ASSESSED VALUATION —The valuation of real estate or other property determined by the Town Assessor for tax levying purposes. The Commonwealth certifies the values and methodology in determining values every three years. ASSETS — Property, plant and equipment owned by the Town. AUDIT— An examination of the town's financial systems, procedures, and data by a certified public accountant (independent auditor), and a report on the fairness of financial statements and on local compliance with statues and regulations. The audit serves as a valuable management tool for evaluation of the fiscal performance of a community. BUDGETARY FUND BALANCE (ALSO FREE CASH) — Remaining, unrestricted funds from operations of the previous fiscal year including unexpended free cash from the previous year, actual receipts in excess of revenue estimates shown on the tax recapitulation sheet, and unspent amounts in budget line-items. Unpaid property taxes and certain deficits reduce the amount that can be certified as free cash. The calculation of free cash is based on the balance sheet as of June 30, which is submitted by the Comptroller. Free cash is not available for appropriation until certified by the Director of Accounts. FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 1 BOND — A written promise to pay a specified sum of money — called the face value or principal amount — at a specified date in the future, called the maturity date(s), together with periodic interest at a specified rate. The difference between notes, usually one year or two years in length, and a bond is that the latter runs for a longer period of time. State statute and the Board of Selectmen establish the length of a bond repayment. BOND ANTICIPATION NOTE (BAN) —A temporary note issued for no more than one or two years. This is commonly used to defer the initial pay down of debt or to accommodate reimbursement for borrowed notes from a private source or other governmental entity. BUDGET—A plan of financial operation embodying an estimate of proposed expenditures for a given period with proposed means of financing. Lexington's budget is a financial plan that is established for a single fiscal year that begins on July 1 and ends on June 30. BUDGET MESSAGE (Town Manager's Transmittal Letter) —The opening section of the budget that provides the Board of Selectmen, Town Meeting Members, and the general public with a general summary of the most important aspects of the budget, changes from the current and previous fiscal years, and the recommendations of the Town Manager. CAPITAL EXPENDITURE — A major, non-recurring expenditure involving land acquisition, construction or major rehabilitation of a facility, or purchase of equipment costing $25,000 or more with a useful life of five years or more. CAPITAL IMPROVEMENT PROGRAM (CIP) —A financial planning and management tool that identifies public facility and equipment requirements, presents these requirements in order of priority, and schedules them for funding and implementation. CEMETERY FUND — See Special Revenue Fund. CHAPTER 90 — Massachusetts General Laws Chapter 90, Section 34 authorizes the Commonwealth to allocate funds to municipalities through the Transportation Bond Issue for highway construction, preservation and improvement projects that create or extend the life of capital facilities. Routine maintenance operations such as pothole filling and snow and ice removal are not covered. The formula for determining the Chapter 90 level of funding is based on a municipality's miles of public ways, population and level of employment. Municipalities receive Chapter 90 funds on pre-approved projects on a reimbursement basis. CHERRY SHEET— The State allocates a portion of generated revenue to municipalities each year for education and general governmental expenditures. The amount of state aid each community will receive is itemized in a financial statement printed on cherry colored paper (thus the name). The amount of reimbursement is a function of the State budget. Towns usually receive notification in late summer, subsequent to the beginning of the fiscal year. COMMUNITY PRESERVATION ACT (CPA) — is a local acceptance statute approved by Lexington voters in 2006. The purpose of the CPA is to fund open space, affordable housing, historic preservation and recreation projects that meet the eligibility criteria of the Act. Project funding comes from an annual property tax surcharge of up to three percent, which is the percentage adopted in Lexington. The local surcharge is matched by State funds from a portion of the deeds excise tax. The matching funds have ranged from 100% in FY2008 to 21.3% in FY2017. FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 2 COMMUNITY PRESERVATION COMMITTEE (CPC) — this nine-member appointed Committee reviews projects and determines their eligibility under the CPA. Projects that are approved by the Committee are then recommended to Town Meeting, which has the final vote on appropriating funds for each project. Members of the CPC are appointed by the Board of Selectmen (3), Planning Board, Conservation Commission, Recreation Committee, Housing Authority, Housing Partnership and Historical Commission. COMPETITIVE BIDDING PROCESS — the process following State law requiring that for purchases of $50,000 or more a Town must advertise, solicit and publicly open sealed bids from prospective vendors. After a review period, the Town Manager then awards a contract to the successful bidder. CONTINUING BALANCE ACCOUNTS — At the end of a fiscal year, any unexpended balance in a continuing balance account carries forward to the next year as a type of reserve against future liabilities related to the account. Massachusetts General Laws provides for a number of continuing balance accounts including those for: workers compensation claims, property and liability uninsured losses, and unemployment compensation claims. A continuing balance account is also typically used to fund compensated absence liabilities, facility repair accounts and equipment replacement accounts. DEBT EXCLUSION — The amount of taxes assessed in excess of the Proposition 2 1/2 levy limit for the payment of debt service costs, subject to a popular referendum. Two-thirds of the Selectmen and a majority of citizens voting must approve the exclusion. These funds are raised to retire the debt service for the project. They are not added to the tax levy limit for the following fiscal year. DEBT SERVICE — Payment of interest and principal on an obligation resulting from the issuance of bonds. DEPARTMENT— A division of the Town that has overall management responsibility for an operation or group of related operations within a functional area. DEPRECIATION — 1) Expiration in the service life of capital assets attributable to wear and tear, deterioration, and inadequacy of obsolescence. 2) That portion of the cost of a capital asset that is charged as an expense during a particular period. Depreciation is based on historic costs not replacement value. EFFICIENCY MEASURES — Indicate how well resources are being used. They include cost-per-unit and productivity indicators. ELEMENT— The smallest unit of budgetary accountability, which encompasses specific and distinguishable lines of work performed for the purpose of accomplishing a function for which the Town is responsible. ENCUMBRANCE — To encumber funds means to set aside or commit funds for a future expenditure. Encumbrances include obligations in the form of purchase orders, contracts or salary commitments, which are chargeable to an appropriation and for which a part of the appropriation is reserved. ENTERPRISE FUND — An account supported by user fees for a specific service that the Town operates as a separate "business" (e.g. Water, Sewer, Recreation). Enterprise funds do not depend on taxes for operating revenue as user fee revenue and expenses are FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 3 balanced over the long run. Budgeting for all Enterprise Funds is done on a Generally Accepted Accounting Practices (GAAP) basis. EXPENDITURE — Decrease in net financial resources for the purpose of acquiring and providing goods and services. EXPENSES — Outflows or other using up of assets or incurring of liabilities during a period from delivering or producing goods, rendering services or carrying out other activities that constitute the entity's ongoing major or central operations. Expenses consist of the following objects of expenditure: Utilities, Supplies and Materials, Contractual Services, and Equipment. FINES & FORFEITURES — Revenue collected from court fines, penalty charges for overdue taxes along with non-criminal fines are included in this category. FREE CASH — see Budgetary Fund Balance. FUND BALANCE — The excess of assets over liabilities. FUNDING SOURCE — The specifically identified funds allocated to meet budget requirements/expenses. GENERAL FUND — Revenues derived from the tax levy, state aid, local receipts and available funds are considered General Fund revenues. The General Fund is distinguished from Enterprise Funds and Special Revenue Funds. GFOA— Government Finance Officers Association of the United States and Canada. The G.F.O.A. is a professional organization of governmental finance officers. GRANT — A contribution by one government unit or outside agency to another governmental unit. The contribution is usually made for a specific purpose but is sometimes for general purposes. INVESTMENT INCOME — The Town earns interest on cash held in savings accounts and invested in short term securities. The investment goal is to ensure that all funds are invested in short-term, risk-averse investments. The Treasurer is very restricted as to the instruments in which investments can be made. The amount of investment income is a function of the amount of funds invested and the interest rate. LIABILITY — Debt or other legal obligation which must be paid, renewed or refunded at some future date, but does not include encumbrances. LOCAL RECEIPTS — A category of revenue sources including school department charges for services, investment income, fines and forfeitures, building permits and excise taxes. These revenues are not considered part of the Proposition 2 1/2 Tax Levy. MODIFIED ACCRUAL BASIS FOR ACCOUNTING — A method of accounting that recognizes revenue when it is actually received and recognizes expenditures when a commitment is made. In Massachusetts, cities and towns must use this basis for accounting for the general government. MOTOR VEHICLE EXCISE — All Massachusetts vehicle owners who have their vehicle(s) registered in the State of Massachusetts pay an annual motor vehicle excise tax to the city or town in which they reside. The Registry of Motor Vehicles creates a listing of all vehicles registered in Lexington and the book value assigned to each vehicle. The Town uses this FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 4 information to bill all owners an annual tax equal to 2 1/2 percent or $25 for each $1,000 of the vehicle's value. MWRA— Massachusetts Water Resources Authority, from which the Town purchases water at a wholesale rate in the form of annual assessments to the Water and Wastewater (Sewer) departments. OPERATING BUDGET — The portion of the budget that pertains to daily operations, which provide basic services for the fiscal year. The operating budget contains appropriations for such expenditures as personnel, supplies, utilities, materials, travel, and fuel and the proposed means of financing them. OPERATING EXPENDITURE — An ongoing or recurring cost of performing a function or providing a service. Operating expenditures include personal services, supplies and materials, utilities, contractual services, minor equipment, and debt service. OTHER EXCISE (Hotel/Motel and Jet Fuel) — Lexington hotels and motels charge an 11.7% room tax to guests in accordance with local option legislation. The Town of Lexington receives 6% of this tax in semi-annual installments (See page 12 of the Revenue Section). OTHER FEES AND CHARGES — Revenue is received from fees or charges by the Inspectional Services, Engineering and Planning Departments, and the Department of Public Works. Also included in this category are collections from ambulance fees, municipal liens, and building rentals. OVERLAY— The amount reserved for funding property tax abatements and exemptions granted by the Board of Assessors. OVERRIDE — An action taken by the voters of the town to exceed the limit placed on tax revenue growth by the State tax limitation law known as Proposition 2 1/2. The tax levy limit can be exceeded only if a majority of residents voting approve an override. This sum is then added to the base levy for the next fiscal year and becomes a permanent addition to the tax levy limit. PARKING METER FUNDS — Revenue from town parking meters and parking lot permits are deposited into the Parking Fund. This fund helps offset the costs of Police Department personal services, parking lot maintenance costs, and Department of Public Works expenses directly related to parking lot maintenance. PERFORMANCE MEASURES — Specific quantitative and qualitative measures of work performed as an objective of the department. Performance Measurement Systems are generally comprised of the following indicators: workload measures, efficiency measures and outcome measures. PERSONAL SERVICES — A line on the program, subprogram and element sheets which refers to the total of the following objects of expenditure: Wages, Overtime, and Other Compensation. PROGRAM — A group of related activities performed by one or more organizational units for the purpose of accomplishing a function for which the Town is responsible. PROPOSITION 2 1/2 — A tax limitation measure passed by Massachusetts voters in 1980 which limits the growth of the total property tax levy to 2.5% per year. In other words, the total revenue allowed to be raised through real estate and personal property taxes cannot FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 5 increase by more than 2.5% from one fiscal year to the next. New construction values are in addition to this limit. Two provisions within Proposition 2 1/2 allow the citizens of a community by popular vote to authorize the Town to raise taxes above the tax levy limit: an operating override or a debt exclusion. RECREATION FEES — Users of Town recreational facilities and teams participating in Town sponsored sports pay fees for these services. Revenue collected from these fees covers the costs of maintaining facilities, providing coaches and referees, and recreation program management, as well as some Recreation related capital improvements. These recreation programs are managed through a Recreation Enterprise Fund. RESERVE FUND — An amount set aside annually within the budget of a city or town to provide a funding source for "extraordinary and unforeseen" expenditures. In a town, the Finance (or Appropriation) Committee can authorize transfers from this fund. RETAINED EARNINGS — The equity account reflecting the accumulated earnings of the enterprise funds. REVENUE — Budgetary resources. The various revenues the Town receives are listed in the Revenue Summary in the Budget Overview section. MASSACHUSETTS SCHOOL BUILDING AUTHORITY (MSBA) — A program of the Commonwealth of Massachusetts for the purpose of assisting municipalities in the reconstruction and renewal of its public schools. SCHOOL REVENUE — Revenue received by Lexington Public Schools from athletic fees, as well as applicable bus transportation fees. SENIOR MANAGEMENT TEAM — A group of top managers including department heads from eleven departments and the Town Manager's Office. SEWER&WATER CHARGES — The Town operates Water and Sewer Enterprise Funds to manage these municipal operations. Users of sewer and water services provided by the Town pay charges depending upon metered usage. Revenue received from charges for sewer and water services is used to fully support the costs of utility operations, such as Massachusetts Water Resources Authority (MWRA) assessments, debt service obligations, personal service costs, and capital projects. Charges for services are based on a three-tier block rate structure corresponding to usage. Charges rise as usage increases. The Town pays the MWRA assessments to supply water and dispose of Town sewage. SPECIAL REVENUE FUND — A group of accounts that are funded by revenues from other sources such as the Parking and Cemetery Funds. STABILIZATION FUND — Massachusetts General Law Ch.40, Sec. 5B, allows a municipality to appropriate in any year an amount not exceeding ten percent of the amount raised in the preceding fiscal year; the aggregate amount in the fund shall not exceed ten percent of the equalized valuation of the municipality. The treasurer shall be custodian of the fund and may invest the proceeds legally; any interest earned shall remain with the fund. Money from the Stabilization Fund may be appropriated for any lawful purpose by two-thirds vote of Town Meeting. In addition to the General Stabilization Fund, the town has stabilization funds for specific purposes, including the Transportation Demand Management Fund, Traffic Mitigation Fund, Special Education Fund, Other Post Employment Benefits (OPEB) Fund, and the Capital Projects/Debt Service/Building Renewal Fund. FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 6 TAX LEVY— The total amount to be raised through real estate and personal property taxes. Lexington property owners pay taxes to the Town based on the assessed value of their real and/or personal property. Each year the Board of Selectmen conducts a tax classification hearing to determine a tax rate. The Town Assessor makes adjustments to real estate values in order to properly reflect fair market value. In addition to real estate, businesses may also pay a personal property tax (set at the commercial rate) based on the value of their professional equipment, furniture and fixtures. The amount of taxes a property owner pays is determined by multiplying the applicable tax rate by the valuation. For example, if the tax rate is $10 and a property's assessed value is $100,000, the property owner will pay $10 times $100,000/1,000, or $1,000. Tax levy revenues are the largest source of funding for the Town. TAX LEVY LIMIT— The maximum amount that can be raised by a municipality within Proposition 2 1/2. TAX RATE — The amount of tax levied for each $1,000 of assessed valuation. USER FEES — Fees paid for direct receipt of a public service by the user or beneficiary of the service. FY2018 Town Manager's Preliminary Budget& Financing Plan Appendix B: Glossary B - 7 Appendix C : CPA Use Summary v5 M�RN�ti in O ,Q Qd C1 APRIL IgtN LExrx 0� CPA SUMMARY TO BE PROVIDED UNDER SEPARATE COVER AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Authorize Term of Debt-Yard Waste Wind Row Turner (5 miri,) PRESENTER: ITEM Carl F. Valente, Town Manager; Rob NUMBER: Addelson,Assistant Town Manager for Finance 1'7 SUMMARY: A vote is requested for this agenda item. Town Meeting approved an appropriation of$500,000 for the purchase of a wind row turner for the Town's Compost facility on Hartwell Ave. This February, the Town will be selling bonds to finance this piece of equipment. Staff is requesting authorization from the Board to sellbonds in excess of five years, if necessary, to balance the debt service of the overallbond issue(this equipment has a useful life of 10+years). State law allows, with the approval of the Board of Selectmen, the issuance of debt in excess of five years for equipment purchases. SUGGESTED MOTION: Move to authorize the issuance of bonds for a maximum of 10 years for the purchase of the wind row turner for the Hartwell Avenue Compost facility. FOLLOW-UP: Finance. DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:00 P.M. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve and Sign-Employment Agreement for Assistant Town Manager for Finance (5 min) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.8 SUMMARY: A vote is requested for this agenda item. The Town Manager has prepared the employment agreement for the Assistant Town Manager for Finance/Comptroller. This agreement is consistent with the employment agreements for other senior staff. As the appointing authority for the Town Comptroller, the Board of Selectmen is a signatory to this agreement. SUGGESTED MOTION: Move to approve and authorize the Chairman to sign the employment agreement between the Town of Lexington and Carolyn Kosnoff. FOLLOW-UP: Town Manager's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:05 p.m. ATTACHMENTS: Description Type D htipbyianit AgTMrra,a iami:t Backup Matorrinl EMPLOYMENT AGREEMENT BETWEEN THE TOWN OF LEXINGTON, MASSACHUSETTS AND Carolyn J. Kosnoff This Agreement is made and entered into this day of , 2017 pursuant to the Selectmen-Town Manager Act(Chapter 120 of the Acts of 1985) and Chapter 777 of the Acts of 1965, An Act Establishing the Office of Comptroller in the Town of Lexington (the"Act")between the Town of Lexington (the "Town"), a municipal corporation within the Commonwealth of Massachusetts, acting by and through its Board of Selectmen (the "Board"), its Town Manager, and Carolyn J. Kosnoff In consideration of the mutual promises and agreements hereinafter set forth, and for other good and valuable considerations, the receipt and sufficiency of which are hereby acknowledged, the Town and Ms. Kosnoff agree as follows: 1. Employment: The Town hereby agrees to employ Ms. Kosnoff and Ms. Kosnoff agrees to accept employment, as Assistant Town Manager for Finance, commencing January 3, 2017 (the"Effective Date") and as Town Comptroller, commencing January 23, 2017. 2. Definitions: A day: For the purpose of calculating leave benefits in Sections 14, 15 or 16 (floating holiday), a day shall be defined as 7 hours. 3. Term: The term of this Agreement("Term") shall be for a period of three (3) years after the Effective Date. Subsequent agreements will also be for a three year period. If a subsequent Agreement is not agreed to by the end of the term of the Agreement, then the term shall automatically renew on the same terms and conditions herein provided for successive periods of one (1) year each, unless the Town Manager gives Ms. Kosnoff written notice of the election not to renew the Agreement, at least 90 days prior to the expiration of the Term or any one (1) year extension thereof. Notwithstanding the foregoing, this Agreement may be terminated at any time in accordance with the provisions of Paragraph 7. 4. Duties: Ms. Kosnoff shall faithfully perform all duties legally assigned to her by the Town Manager or Board of Selectmen in accordance with the Acts and any other local, state and federal laws, bylaws, rules, regulations and policies. 5. Compensation: Upon the commencement of employment by Ms. Kosnoff with the Town, the Town agrees to pay Ms. Kosnoff for services rendered under this Agreement an annual salary of$121,120, less applicable withholdings and deductions, payable in accordance with the Town's usual practice for payment to its employees. Ms. Kosnoff s salary shall not be decreased during the Term of this/her Agreement. In any fiscal year, Ms. Kosnoff shall be eligible for a cost-of- living adjustment to her salary by a percentage no less than that granted to other Town department managers. 6. Hours of Work: Ms. Kosnoff agrees to devote the amount of time and energy during the normal business hours that is reasonably necessary to faithfully perform the duties of this position. It is understood that Ms. Kosnoff shall attend meetings of the Appropriation Committee and Capital Expenditures Committee, as well as other evening and weekend events and meetings as required or necessitated for the proper performance of her duties and functions, subject to the other provisions of this Agreement. Notwithstanding the foregoing, it is agreed that Ms. Kosnoff shall devote substantial time outside of the Town's normal business hours to performing her duties, and to this end Ms. Kosnoff shall be permitted to adjust her work schedule as she shall deem appropriate during said normal business hours, provided that the business of the Town is not adversely affected by such adjustment in Ms. Kosnoff s work schedule as determined by the Town Manager. 7. Termination: The following terms and procedures are established for the termination of this Agreement prior to the expiration of its Term. A. Termination by the Town for Cause. The Town may, by vote of the Board and action by the Town Manager, terminate this Agreement at any time for Cause. For purposes of this Agreement, the Town shall have "Cause" to terminate this Agreement if any of the following have occurred: (1) gross misconduct by Ms. Kosnoff; (2)insubordination by Ms. Kosnoff, (3) any material breach of this Agreement by Ms. Kosnoff; (4) arrest or indictment of Ms. Kosnoff for a felony; arrest for a misdemeanor related to Kosnoff s duties and fiduciary responsibilities as Assistant Town Manager for Finance/Comptroller; or for a violation of G.L. c. 268A; (5) conviction of, plea of guilty by, or admission of sufficient facts to enter a finding of guilt by Ms. Kosnoff for any criminal offense. In the event that the Town terminates this Agreement for Cause, all compensation and benefits provided to Ms. Kosnoff by the Town pursuant to this Agreement or otherwise shall cease as of the date of termination, except that Ms. Kosnoff shall receive any salary earned but unpaid through the date of termination, including any accrued but unused vacation time, and she shall continue to receive her monthly salary for a period of one (1) month after the date of termination (the "Termination Benefit"). The payment of the Termination Benefit, less the usual deductions and withholdings, shall be made in accordance with the Town's usual payroll practices. B. Termination by the Town for Other than Cause. The Town may, by vote of the Board and action by the Town Manager, terminate this Agreement at any time for other than Cause. In the event that the Town Manager terminates this Agreement for other than Cause, all compensation and 2 benefits provided to Ms. Kosnoff by the Town pursuant to this Agreement or otherwise shall cease as of the date of termination, except that Ms. Kosnoff shall receive payment for any salary earned but unpaid through the date of termination, including any accrued but unused vacation time. Further, Ms. Kosnoff shall continue to receive her monthly salary and benefits, but expressly excluding the accrual of vacation time, for a period of: • three months after the date of termination (the "Severance Benefit") during her first 12 months of employment with the Town; and • six months after the date of termination (the "Severance Benefit", if Ms. Kosnoff has worked for 12 or more months for the Town and, in both cases, the Severance Benefit will be contingent on Ms. Kosnoff first executing a comprehensive release in the form, and of a scope, acceptable to the Town. C. Resignation or Retirement: Ms. Kosnoff may resign or retire from her employment under this Agreement at any time by submitting four weeks' written notice to the Town Manager, provided that the Town Manager in his sole discretion may allow a lesser amount of time of notice. During the four (4) week notice period, Ms. Kosnoff may not take any vacation leave unless expressly permitted by the Town Manager in writing. In the event if Ms. Kosnoff resigns, all compensation and benefits provided to Ms. Kosnoff by the Town pursuant to this Agreement or otherwise shall cease as of the effective date of resignation, except that Ms. Kosnoff shall receive payment for any salary earned but unpaid through the effective date of resignation, including any accrued but unused vacation time. 8. Performance Evaluation: The Town Manager, with the input of the Board of Selectmen, shall review and evaluate Ms. Kosnoff at least once annually during the Term of this Agreement. This evaluation shall be based on goals and objectives developed jointly by the Town Manager and Ms. Kosnoff. Based on this review, Ms. Kosnoff may be eligible for a merit pay increase, effective each July 1 (excluding COLAs). Ms. Kosnoff shall be eligible for her merit pay increase on July 1, 2017 and each July 1 thereafter. 9. Professional Development: Ms. Kosnoff will have access to professional development opportunities. Reasonable reimbursement will be made for expenses incurred at professional activities, consistent with any training and travel policies adopted by the Town. Said expenses will include travel, registration fees, meals and lodging for conferences, including national and state professional association conferences and memberships in professional associations. All out-of-state travel will require prior approval, in writing, by the Town Manager or designee. 3 Ms. Kosnoff is also eligible for tuition reimbursement of up to 75 percent for graduate level courses or degree program, as may be approved by the Town Manager, provided that Ms. Kosnoff earns a grade of B- or better. The Town Manager may elect to set a cap on the total dollar amount or a reimbursement for an individual course. The reimbursement percentage shall be based on the coursework being related to her role as the Assistant Town Manager for Finance (e.g., Masters of Public Administration, Masters of Business Administration). 10. Cell phone Use: During the Term of this Agreement, the Town shall provide Ms. Kosnoff with a cell phone for use in the performance of her official duties for the Town and for limited incidental personal use. Use of the Town cell phone is not allowed for regular personal use. Ms. Kosnoff may, at her option, elect to receive a cell phone stipend in lieu of a Town provided cell phone, as provide for in the Town's cell phone policy. Whether receiving a Town cell phone or cell phone stipend, Ms. Kosnoff agrees to comply with the Town's cell phone use policy that is not in conflict with this section. The Town will adhere to IRS regulations regarding this benefit and Ms. Kosnoff understands that per these regulations, a Town cell phone may be considered a taxable benefit. 11. Other Reimbursements: Ms. Kosnoff shall receive reimbursement for any expenses incurred, up to a $150 maximum per fiscal year, in the performance of her duties as a representative of the Town for her attendance at civic or related events. 12. Vehicle Use: Ms. Kosnoff shall be reimbursed, per the Town's policy, for the use of her personal vehicle for Town purposes. This excludes commuting to and from work. Alternately, the Town Manager agrees to negotiate with Ms. Kosnoff a flat annual vehicle allowance, paid bi-weekly, for the use of personal vehicle for work related purposes. This vehicle allowance shall be paid though the payroll system and subject to all applicable taxes and withholdings. It shall not be considered regular compensation for the purpose of retirement or other benefits. 13. Medical/Dental and Other Benefits: Ms. Kosnoff shall be eligible for the same medical/dental, life insurance and flexible-spending benefits as offered to other Town employees. The Town's contribution rate and the plan design for these benefits may change from time-to-time as negotiated by the Employee Health Coalition. 14. Vacation: As of the Effective Date of this Agreement, Ms. Kosnoff shall be credited with ten (10) days paid vacation time. In addition to these 10 vacation days, beginning in February 2017 (which is the first full calendar month after the Effective Date), the Town shall provide Ms. Kosnoff with paid vacation time at a rate of 1.25 days per month (15 additional days during the first year of her Agreement, for a total of 25 days in the first year). Said days shall accrue on the first payroll day of each month. Beginning in February 2017, the Town shall provide Ms. Kosnoff with paid vacation time, which shall accrue on the first day of each month at a rate of 2.08 days per month (25 days per year on an annualized basis). 4 Accrued vacation time shall not exceed twenty-five (25) days unless approved in writing by the Town Manager. Once Ms. Kosnoff accrues twenty-five (25) days of vacation she will stop accruing additional vacation time each month until said level of unused vacation falls below twenty-five (25) days. Ms. Kosnoff may, at her option, sell back in December of each year up to five (5) unused vacation days according to the Town's vacation buy-back procedure for non- represented employees. Upon termination of employment, Ms. Kosnoff shall receive payment equal to the amount of vacation pay she would have received had the termination not occurred. If termination is caused by death, such payment shall be made to the Ms. Kosnoff s estate. 15. Sick Leave: Ms. Kosnoff shall accrue sick leave of 1.25 days per each calendar month worked, up to a total of 15 working days each year, except that as of the Effective Date of this Agreement, Ms. Kosnoff shall be credited with 21 hours of sick leave. Unused sick leave will accumulate year to year to a maximum of 135 days. If Ms. Kosnoff, upon retirement from the Town of Lexington, has maintained during each of the last three years of employment 135 days of unused sick leave, and met or exceeded the sick leave performance standard for the Town Manager's Office, she shall receive a one-time Employee Attendance Incentive Payment of$3,000. 16. Holidays: The following days shall be recognized: New Years Day Memorial Day Veteran's Day Martin Luther King Day Independence Day Thanksgiving Day President's Day Labor Day Christmas Day Patriot's Day Columbus Day Ms. Kosnoff will receive regular compensation for the above legal holidays. Floating Holiday: Ms. Kosnoff shall have one (1) additional day per calendar year to be taken at any time, effective on January 3, 2017 and each January 1 thereafter. Any use of time off for religious holidays shall be charged to Ms. Kosnoff s vacation time, floating holiday, or taken as leave without pay. 17. Bereavement Leave: Ms. Kosnoff will be granted up to a maximum of five (5) days of paid leave in the event of the death of a member of the immediate family. "Immediate" includes life-partner, child, mother, father, sister, brother, grandparent, grandchild, mother-in-law, father-in- law, or any relative who resides as a member of his/her household. 18. Jury Duty: 5 The Town has a policy of allowing employees to serve their communities by participating injury duty in accordance with Massachusetts State Law. To encourage this participation, the Town provides protection against loss of income during required jury duty service. Ms. Kosnoff will be granted the necessary time off to fulfill this duty. She will be paid her regular wage/salary during the period required for such service, less any stipend paid to her for serving on jury duty. 19. Family Medical Leave: The Family Medical Leave Act of 1993 (FMLA) requires employers to provide up to twelve (12) weeks of unpaid,job-protected leave to eligible employees for certain family and medical reasons. Unpaid leave must be granted for any of the following reasons: to care for spouse, son or daughter, or parent, who has a serious health condition; to care for a son or daughter within one year of birth, adoption or the initiation of foster care; or if Ms. Kosnoff has a serious health condition that makes her unable to perform her job. Any leave granted counts towards the twelve (12)weeks of FMLA leave. Ms. Kosnoff may be required to provide advance leave notice and medical certification. Taking of leave may be delayed if requirements are not met. Ms. Kosnoff must ordinarily provide thirty (30) days advance notice except when the leave is "unforeseeable". The Town may require medical certification to support a request for leave because of a serious health condition, and may require second or third opinions (at the Town's expense). In the event that it is the employee who is suffering from a serious health condition, a fitness for duty report may be required to return to work. During any FMLA leave, Ms. Kosnoff may maintain her health coverage under any "group health plan" by paying her portion of the full monthly premium, while the Town continues to pay its portion of the premium. Except in certain circumstances, the Town will seek recovery of the premium paid if Ms. Kosnoff does not return to work upon completion of the leave of absence. Upon return from FMLA leave, most employees must be restored to their original or equivalent position with equivalent pay, benefits and other employment terms. There are exceptions and Ms. Kosnoff should contact the Human Resources office to discuss this. The use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave. Requests for additional sick leave shall be referred to the Town Manager and may be granted in extreme necessity and emergency. 20. Indemnification: The Town shall indemnify and hold harmless Ms. Kosnoff against any claim, suit, or judgment by a reason of any act or omission, except an intentional violation of civil rights of any person, criminal conduct or intentional tort if, at the time of such act or omission, he/she was acting within the scope of his/her official duties. 21. Notices: Any and all notices required or permitted under this Agreement shall be sufficient if furnished in writing and given by delivery in hand or by registered mail, 6 return receipt requested, addressed, if to the Town, to the attention of the Town Manager's office or to such other address as the Town may designate from time to time, and, if to Ms. Kosnoff, to Ms. Kosnoff s last known residence. Notice shall be deemed given, if by personal delivery, on the date of such delivery or, if by registered mail, on the date shown on the applicable return receipt. 22. Conflict of Interest Statute: As a condition of employment, Ms. Kosnoff is required to: a. Acknowledge receipt of the Summary of the Conflict of Interest Statute and acknowledge annually receipt of the Summary of the Conflict of Interest Statute. Said summary will be provided by and acknowledged to the Town Clerk. b. Provide evidence to the Town Clerk that she has completed the on-line training requirement required by the Conflict of Interest statute. Further, Ms. Kosnoff must acknowledge every two years completion of the on-line training requirement. 23. Waiver: No waiver of any provision hereof shall be effective unless made in writing and signed by the waiving party. The failure of either party to require the performance of any term or obligation of this Agreement, or the waiver by either party of any breach of this Agreement, shall not prevent any subsequent enforcement of such term or obligation or be deemed a waiver of any subsequent breach. 24. Governing Law: This Agreement shall be construed under, and governed by, the laws of the Commonwealth of Massachusetts, without regard to any choice of law principal that would dictate the application of the laws of another jurisdiction. 25. General Provisions: A. This Agreement shall become effective as of the Effective Date. B. Except as expressly provided herein, this Agreement may not be amended, supplemented, revised or otherwise modified except by a writing signed by the parties hereto. C. For purposes of the Fair Labor Standards Act, Ms. Kosnoff shall be deemed an exempt employee. D. If any provision of this Agreement shall, for any reason, be held to be invalid or unenforceable in any respect, such invalidity or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid or unenforceable provision had not been included herein. E. Ms. Kosnoff s obligations and duties under this Agreement shall be personal and shall not be assignable or delegable by her in any manner whatsoever. This Agreement shall be binding upon and shall inure to the benefit of Ms. Kosnoff and her executors, administrators, heirs, successors and permitted assigns, and upon the Town and its successors and assigns. F. This Agreement constitutes the entire understanding and agreement between the parties hereto with regard to the subject matter hereof and 7 supersedes all prior understandings and agreements, whether written or oral. IN WITNESS WHISMEREOF, the parties hereto have duly executed this Agreement as a binding contract as of the date first written above. Town of Lexington Acting By And through its Town Manager Carl F. Valente Date Carolyn J. Kosnoff Date Chairman, Board of Selectmen Date of Board Vote 8 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve FYI 6-18 Collective Bargaining Agreement-Dispatchers (5 min.) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.9 SUMMARY: The Public Safety Dispatchers Union has approved the FY16-18 collective bargaining agreement negotiated with the Town. The Board of Selectmen previously approved the terms of this agreement in Executive Session on May 2, 2016. The agreement provides for: Salary Adjustment: FY16: 2.5 percent FY17: 2 percent FY18: 1 percent July 1,2017; 1 percent January 1, 2018. Language Items: a. Add a Reasonable Suspicion Drug and Alcohol Testing policy. This policy is similar to the policy for patrol officers. b. "Cooling Off'Period. Adding a ten (10) day period for discussion of a matter prior to commencing the formal grievance process. c. Create an Emergency Medical Dispatching(EMD) Compliance Scoring and Procedure policy. The Town is required by Mass General Law to evaluate EMD calls. This policy outlines the process by which the Town will evaluate and institute corrective action for dispatchers who are not meeting the compliance scoring grade. SUGGESTED MOTION: Move to approve and authorize the Town Manager to sign the Collective Bargaining Agreement with AFSCME Local 1703 -Public Safety Dispatchers, for the FY16-18 period. FOLLOW-UP: Town Manager's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:10 P.M. ATTACHMENTS: Description Type d Mel uu,n:m.dwuuM'Under",u ni'di;.g Backup Matori,n1 t&S MORni o� 1775 ti a - ao d W m Z t' 3 AGIIIL I9'" 1FX7 NO 0 Memorandum of Agreement Between the Town of Lexington And AFSCME Local 1703 Public Safety Dispatchers The Town of Lexington and the AFSCME Local 1703 Public Safety Dispatchers, hereby agree to the following amendments to the collective bargaining agreement dated July 1, 2012 to June 30, 2015. Article 2 Salary Change the language to read: 2.1:Base Wages Fiscal Year Fiscal Year 2016 Fiscal Year 2017 Fiscal Year 2018 Base Wage 2.5% 2.0% 2.0%, increase as follows: Increase 1.0% 07/01/2017 1.0% 01/01/2018 Increase to Increase $100 for a Increase $100 for a No change Emergency total annual stipend total annual stipend of Management of$400 $500 Dispatching EMD Stipend Communications Increase $10/shift for Increase $15/shift. for a No change Training Officer a total hourly stipend total hourly stipend of Stipend of$25/shift. $40/shift See Attached Wage Schedule Appendix A Article 2.3 Salary: Housekeeping—Remove Article 2.3 as it is in reference to David Spinosa, who is no longer and employee. Article 2.3: EMD Certification: Delete existing language and replace with the following: 2.3.1 In order to comply with Massachusetts regulations 560 CMR:State 911 Department and in particular 560 CMR 5.06"Quality Assurance of Emergency Medical Dispatch Services", the Town will train and employ only certified Dispatchers in Emergency Medical Dispatching(EMD). Newly hired Dispatchers, 1 as a condition of employment,must successfully complete EMD certification within twelve (12)months of hire. The Chief of the Police and Fire Departments will identify the EMD protocols to be used by Lexington. 2.3.2 EMD Stipend Effective July 1, 2015, an EMD stipend of$400 shall be added to the base pay for purposes of calculating overtime and holiday pay provided each dispatcher meets or exceeds the required compliance score as provided by the established EMD software vendor and the Police and Fire Chiefs which are incorporated into the Police Department's written directives. The EMD stipend shall increase to $500 effective July 1, 2016. Disputes regarding compliance scores are subject to the grievance and arbitration procedure as outlined in Article 7 of the collective bargaining agreement. NEW Article 2.4 EMT Stipend Create a new Article 2.4EMT Certification Section "Dispatchers attaining emergency medical technician(EMT) certification shall receive a stipend of $200.00. The EMT stipend shall be added to the base pay for purposes of calculating overtime and holiday pay". Article 7 Grievance and Arbitration Procedure Add the following paragraph as paragraph number 4 before Step 1. "Cooling-Off"Period "Whereas grievances are sometimes the result of miscommunication and/or misinformation, a period of ten(10)business days from the date of the grievance or the employee's knowledge of its occurrence may be used for conflict resolution. The Union must notify the Chief of Police and Fire Chief, within two (2) business days from the date of the grievance or the employee's knowledge of its occurrence that it wishes to take advantage of the ten (10) day "cooling-off'period, which shall then begin. If the Union chooses to file a grievance at the end of the"cooling-off'period, the Step 1 grievance must be filed within five(5) business days following the conclusion of the "cooling-off period. The potential grievant, the Chief of Police and Fire Chief or a designee, will meet as soon as possible to discuss the grievance. A cooperative effort will be made to identify the problem and find a suitable solution. At the conclusion of conflict resolution, the potential grievant may file a grievance without prejudice. The Union may forward the grievance to Step 1 prior to the expiration of the ten(10)business day conflict resolution period or, by mutual agreement, the parties may extend the conflict resolution period beyond ten (10)business days." Modify Step 1 as follows: Add the following to the end of the first sentence: 2 ", unless the aggrieved employee or employees have invoked the "cooling-off'period. If the "cooling off period"has been invoked, the aggrieved party will have five (5)business days following the conclusion of the"cooling-off'period to file the Step 1 grievance. NEW Article Small Necessities Act Add the following language: "In accordance with MGL C. 149 Section 52D, employees are entitled to twenty-four(24) hours of unpaid leave during any twelve(12) month period, in addition to any leave available under the federal act(FMLA) to: (1) participate in school activities directly related to the educational advancement of a son or daughter of an employee, such as parent-teacher conferences or interviewing for a new school; (2) accompany a son or daughter(qualified dependent) of the employee to routine medical or dental appointments, such as check-ups or vaccinations; and (3) accompany an elderly relative of the employee to routine medical or dental appointments or appointments for other professional services related to the elder's care, such as interviewing at nursing or group homes." Employees may use accrued vacation or for those eligible for personal leave,personal leave for items (1) and (3). Employees may use accrued sick, vacation or personal leave for item (2). Article 17 Personal Leave Add the following paragraph as 17.2: "New employees will have their Personal Leave pro-rated based on: Hire date January 1 to June 30 3 Personal Days Hire Date July 1 to September 30 2 Personal Days Hire Date October 1 to December 31 1 Personal Day" NEW Article Parental Leave "Per M.G.L. Chapter 149 Section 105D, an employee who has completed their probationary period shall be entitled to eight(8) weeks of parental leave for the purpose of birth of a child or for the placement of a child under the age of eighteen (18), or under the age of twenty-three (23) if the child is mentally or physically disabled, for adoption with the employee who is adopting or intending to adopt the child; provided, however, that any two (2) employees of the same employer shall only be entitled to eight(8) weeks of parental leave in aggregate for the birth or adoption of the same child. The employee shall give at least two (2) weeks' notice to her supervisor of her anticipated date of departure and intention to return, shall be restored to her previous, or a similar,position with the same status,pay, length of service credit and seniority, wherever applicable, as of the date of the leave. Parental leave may be with pay in accordance with the leave provisions of this collective bargaining agreement. While on unpaid parental leave, employees will not accrue other leave benefits and the amount of time spent on leave shall not be included in the computation of continuous service, but shall not be deemed to be a break in service. Use of unpaid parental leave shall change the employee's step date for the purpose of future salary step increases and longevity payments." 3 NEW Article Family and Medical Leave Act Insert language below: The Union and the Employer agree that certain eligible employees may have rights, benefits and responsibilities under the Family and Medical Leave Act of 1993 ("FMLA") as amended and the FMLA shall be implemented according to the law, regulations and the policy of the Town. Refer to Attachment—Family and Medical Leave Act Policy. Article 15 Holidays Add the following as Article 15.2 "Holiday pay will be compensated as follows: Five (5) holidays will be paid in a June payroll and the other six (6) holidays will be paid in a December payroll. These amounts will be pro-rated for employees not on the payroll during the work week of a holiday." NEW Article Drug and Alcohol Testing—Reasonable Suspicion A. PURPOSE The Town and the Union recognize that Dispatchers are safety sensitive positions and that the Lexington Public Safety Dispatchers must remain drug and alcohol free in order to accomplish its vital public safety mission. Police personnel impaired by drugs or alcohol create an unreasonable danger to their fellow Dispatchers, and to the public. In addition, drug and alcohol abuse impairs the health, well-being and productivity of Public Safety Dispatchers. B. PROHIBITED CONDUCT 1. The following conduct shall constitute an offense under this Article. a. The use, transfer, manufacture, sale or unauthorized possession of any illegal drug when not related to the lawful performance of Police duties. b. The use or unauthorized possession of alcohol during working hours, or while using Town vehicles or facilities, and when not related to the lawful performance of Police duties. c. Driving while on duty under the influence of alcohol or drugs. d. Employees who record a blood alcohol level of less than 0.02 will be sent home on sick leave. Reporting to or staying at work with the metabolite of an illegal drug in the blood, with a blood alcohol level 0.02 or above, or impaired by drugs or alcohol shall constitute a violation of this policy. 2. Any employee who is arrested for or convicted of a drug-related offense or driving while 4 intoxicated must notify the Chief within 24 hours or prior to reporting to duty whichever is shorter, irrespective of whether the conduct occurred during working time. C. REPORTING PROHIBITED CONDUCT Dispatchers who become aware of any conduct prohibited under this policy shall report violations immediately up the chain of command, and, when authorized, relieve the individual of his/her duties. D. PROHIBITED DRUGS For the purposes of this Article, prohibited drugs include all substances included in Schedules I through III of the Controlled Substances Act (21 U.S.C. §812). Included among those drugs by way of example are marijuana, cocaine, opiates, phencyclidine (PCP), amphetamines and methamphetamines. The list of prohibited drugs will be posted in the guard room. Possession of a controlled substance without a doctor's prescription or other legal authorization violates this Article and may be illegal. An employee who is taking a controlled substance under a valid prescription should check with his or her physician to ensure that the medication will not interfere with the employee's ability to perform job functions safely and efficiently.Any questions or doubts should be raised with the Chief.Abuse of validly obtained prescription drugs will be treated in the same manner as abuse of alcohol. Abuse of prescription drugs in all other cases will be treated as abuse of illegal drugs. E. DRUG AND ALCOHOL TESTING I. Employees are required to submit to drug and/or alcohol testing in the following situations: a. New Hires: Each new employee will submit to a drug test shortly after his or her date of hire. b. Reasonable Suspicion: When the Town has reasonable suspicion that an employee has reported to work or is working while impaired by drugs or alcohol, or has used illegal drugs, the Town will direct the employee to report for a drug and/or alcohol test. A determination of`reasonable suspicion' shall be made based on specific, contemporaneous, articulable observations such as the appearance, behavior, speech or body odors of an employee when two (2) or more trained supervisors or the Police Chief observes said behavior. In those instances, when the behavior is observed by a supervisor or the Police Chief, the supervisor or the Police Chief will complete and sign an Observed Behavior Reasonable Suspicion Record, which will be included in the employee's drug and alcohol testing record. See attached. The Town will provide reasonable suspicion training to the Police Chief, Captains, Lieutenants and Sergeants. Upon implementation of this agreement, reasonable suspicion training for all Dispatch personnel will consist of a two (2) hour training. The Town will provide periodic 5 refresher training for all Dispatch staff that will be conducted on duty. Training will be offered once a year for new hires. C. Post-Incident: Any employee involved in an accident or incident on the job or an incident on the job involving an unsafe practice or violation of a safety rule, standard or policy, either of which results in serious injury or serious property damage,may be directed by the Town to submit to a drug and/or alcohol test. d. Follow-up Testing: An employee who has violated the drug and alcohol policy, but has not been discharged, may be required to submit to follow-up testing as a condition of his or her continued employment. A program of follow-up testing will be set forth in writing and will generally continue for a period of no longer than 2 years. If the follow-up testing period continues for longer than 2 years, it must be a component of a rehabilitation program. During a follow-up testing period, an employee will be subject to a reasonable number of unannounced tests for drugs and/or alcohol. e. Failure to Submit to Testing: As part of the alcohol and drug rule, a supervisor must submit to alcohol and drug testing allowed under this Article. If he/she refuses to be tested, then that is considered a violation of the policy. Refusal to test is considered to be any time an employee either fails to provide enough breath for alcohol testing or enough urine for controlled substances testing without a valid medical reason after being notified of the testing requirements, or if an employee clearly obstructs or refuses to cooperate in the testing process. If an employee leaves work for illness or another reason after being notified that he/she is to be tested,but prior to being tested, this will be deemed to be a refusal to be tested, except for extraordinary reasons of personal or family emergency that can be documented. 2. Alcohol Testing Procedures: a. Collection: The Town may direct a Dispatcher to take a breathalyzer test at the Police Station or report to the test laboratory for a blood or breathalyzer test as allowed under this article. If the testing laboratory is used, the following procedures will be used. In the case of a blood test,blood will be drawn only by a qualified medical professional,in accordance with accepted medical standards. A breathalyzer test will be administered by a qualified operator. If administered by Lexington police personnel, it would be administered by a properly trained officer, and may be administered on the premises of the Town (e.g., by the Lexington Police Department, or other law enforcement agency). The employee's blood alcohol level shall be reported to the Town immediately. b. Processing: Urine samples will be screened initially by an Immunoassay or industry-standard screening test approved by the Department of Health & Human Services, with positive results confirmed by Gas Chromatography/Mass Spectrometry or an industry-standard confirmatory test approved 6 by the Department of Health&Human Services. Testing will be performed in accordance with federal government standards, under the supervision of qualified medical and laboratory personnel employed by the testing laboratory. The laboratory will test all samples only for the presence of substances included in Schedules I— 111, including but not limited to marijuana, cocaine, opiates,phencyclidine(PCP), amphetamines/methamphetamines. c. Reporting of Results: The results of an alcohol test will be reported verbally and in writing to the Chief or the person he designates to receive those results. The testing laboratory will reveal to the designated official only whether the employee has received a result of negative for alcohol or positive for alcohol. The results of the alcohol test will be maintained in a locked location separate from an employee's personnel or medical record. Testing results will be held in the strictest confidence by the Town and will not be disseminated except on a"need to know"basis, to the Town Manager, Police and Fire Chiefs, HR Director, or counsel to such officials, or as otherwise compelled by law. d. Specific to Positive Results: Before a positive test is reported to the Town by the testing laboratory, the doctor who interprets the results ("Medical Review Officer") will consider whether the positive test result was caused by legal drug use (pursuant to a validly obtained prescription). The Medical Review Officer shall require that the employee produce any necessary written proof, and the employee shall authorize the Medical Review Officer to obtain further information from his or her health care providers. If the Medical Review Officer determines that the employee's explanation is medically corroborated by the test results (e.g., the substance identified in the test is contained in the prescribed drug)then the test will be reported to the Town as"negative". The laboratory will not provide to the Town any information it learns concerning prescription drugs that the employee is taking pursuant to a validly obtained prescription. If the Medical Review Officer is unable to obtain the employee's cooperation in order to make this determination, the positive result will be reported to the employer. e. The Testing Laboratory: The testing laboratory shall be selected by the Town, and shall be certified by the U.S. Department of Health and Human Services. The Town will notify the Union of the laboratory selected. f. Chain of Custody: The parties understand that the testing laboratory will fully maintain the chain of custody of samples and thereby ensure the integrity of the samples. 3. Dru Tg; esting Procedures: a. Collection: An employee subject to drug testing will be directed in writing to report at a specified time to a testing laboratory certified by the U.S.Department of Health and Human Services. Collection of a urine sample will be supervised by qualified medical personnel, in accordance with the procedures established by the testing laboratory. The sample will be properly sealed and 7 labeled, in the employee's presence, to avoid contamination, tampering or confusion of samples. Employees reporting for a drug test should be prepared to produce picture identification. If an employee has taken any prescription drugs, or has any other reason to believe that the test will result in a false positive, the employee must inform the testing laboratory before taking the test. When a sample is taken it is split, in accordance with the testing laboratory's standard procedure. One sample is tested and the other is preserved. The employee has a right to have the second sample sent to a different lab for testing. b. Processing: Urine samples will be screened initially by an Immunoassay or industry-standard screening test approved by the Department of Health & Human Services, with positive results confirmed by Gas Chromatography/Mass Spectrometry or an industry-standard confirmatory test approved by the Department of Health&Human Services. Testing will be performed in accordance with federal government standards, under the supervision of qualified medical and laboratory personnel employed by the testing laboratory. The laboratory will test all samples only for the presence of substances included in Schedules I— III, including but not limited to marijuana, cocaine, opiates,phencyclidine(PCP), amphetamines/methamphetamines. c. Reporting of Results: The results of a drug test will be reported verbally and in writing to the Chief or the person he designates to receive those results. The testing laboratory will reveal to the designated official only whether the employee has received a result of negative for drugs or positive for drugs. The results of the drug test will be maintained in a locked location separate from an employee's personnel or medical record. Testing results will be held in the strictest confidence by the Town and will not be disseminated except on a "need to know" basis, to the Town Manager, Police and Fire Chiefs, HR Director, or counsel to such officials, or as otherwise compelled by law. d. Specific to Positive Results: Before a positive test is reported to the Town by the testing laboratory, the doctor who interprets the results ("Medical Review Officer") will consider whether the positive test result was caused by legal drug use (pursuant to a validly obtained prescription). The Medical Review Officer shall require that the employee produce any necessary written proof, and the employee shall authorize the Medical Review Officer to obtain further information from his or her health care providers. If the Medical Review Officer determines that the employee's explanation is medically corroborated by the test results (e.g., the substance identified in the test is contained in the prescribed drug)then the test will be reported to the Town as"negative". The laboratory will not provide to the Town any information it learns concerning prescription drugs that the employee is taking pursuant to a validly obtained prescription. If the Medical Review Officer is unable to obtain the employee's cooperation in order to make this determination, the positive result will be reported to the employer. e. The Testing Laboratory: The testing laboratory shall be selected by the Town, and shall be certified by the U.S. Department of Health and Human Services. The Town will notify the Union of the laboratory selected. £ Chain of Custody: 8 The parties understand that the testing laboratory will fully maintain the chain of custody of samples and thereby ensure the integrity of the samples. 4. Overtime: Off-duty employees directed to be tested by the Town under Sections E.l.b. and E.Lc above shall be paid overtime in accordance with the applicable provisions of this Agreement. F. SEARCHES The Town has the right to search for alcohol or drugs on Town owned or controlled property, including in desks, Town vehicles, and lockers, that may conceal substances prohibited by this policy. During any such search one or more union members may be present. G. ENFORCEMENT I. Any employee who violates this Article will ordinarily be subject to discipline up to and including discharge. In such a case, the employee's continued employment may be subject to certain conditions, which may include participation in a rehabilitation program and for follow-up drug and alcohol testing. 2. In the case of the first offense involving the abuse of alcohol or validly obtained prescription drugs, the Town may take disciplinary action exclusive of discharge. In order to qualify for this safe harbor for the first offense, the employee shall be required to meet the following conditions: a. The employee will be screened and evaluated for substance abuse by a substance abuse professional("SAP") designated by the Town. b. The SAP will provide the results of the above screening and evaluation to the employee and to the Town, along with the SAP's recommendations for treatment. The employee shall take any necessary steps to release the SAP to communicate and share information with the Town limited to the employee's compliance with attendance requirements and treatment plans. c. The recommended treatment plan will be set forth in writing, and shall include reasonable number of follow-up tests within a set period of time,based upon the recommendation of the SAP. The employee shall be required to abide by all aspects of the treatment plan, provided that any such requirements do not contradict any other aspect of this policy. d. The employee shall bear the responsibility for the cost of the evaluation and any treatment recommended, to the extent it is not covered by health insurance. Any leave required for the purpose of attending treatment, or due to the employee's incapacity to perform the essential functions of the job, shall be unpaid. However,unpaid leave may be covered by accrued paid leave to the extent permitted by the Town's Family and Medical Leave Policy, except where the leave runs concurrently with a disciplinary suspension. e. Failure to abide by the conditions herein, or the treatment plan, or any subsequent violation of this Article, shall subject the employee to discipline up to and including discharge, subject to rights of appeal under contract or law. 9 3. SELF-REPORTING,ABUSE OF Alcohol and Validly Obtained Prescription Drugs Employees, who voluntarily seek substance abuse treatment of alcohol, validly obtained prescription drugs and disclose this in writing to the Police or Fire Chief prior to being identified as being in violation of this policy through other means, will not be subject to discipline and shall be required to meet the conditions outlined in Sections G.2.a- G.2.e. 4. SELF-REPORTING,ABUSE OF Prohibited Drugs, as defined in Section D Employees, who voluntarily seek substance abuse treatment of prohibited drugs as defined under Section D Prohibited Drugs, and disclose this in writing to the Police or Fire Chief prior to being identified as being in violation of this policy through other means, shall be required to meet the conditions outlined in Sections G.2.a — G.2.e. The safe harbor clause in section 2 above, immunizing an employee from discharge for a first offense violation of alcohol or validly obtained prescription drugs, shall also be available for first offenses involving violations of this policy with respect to other controlled substances under the following conditions and limitations: a. The safe harbor will not apply in cases where an employee has previously committed a first offense violation of this policy with respect to the abuse of alcohol or of validly obtained prescription drugs. b. The safe harbor shall apply only one time with respect to prohibited drugs as defined in Section D. c. The safe harbor will only apply if the employee voluntarily seeks substance abuse treatment, and reports his/her abuse or addiction in writing to the Police or Fire Chief, prior to being identified as being in violation of this policy through other means. H. EMPLOYEE ASSISTANCE PROGRAM Any Town employee may receive assistance with treatment of a drug or alcohol dependency problem through the employee assistance program ("EAP"). Employees may voluntarily request such help or the Town may require participation in the EAP as a condition of continued employment. An employee's participation in the EAP is treated confidentially. Participation in any program or treatment through the EAP will not be disclosed to the Town without the participant's written permission. In cases where participation in the EAP is required as a condition of employment,the employee will be required to permit the Town to be informed only whether the employee is participating as required (i.e., keeping scheduled appointments). The foregoing confidentiality provision shall not prevent the Town from receiving the results of any testing specified under Section E above. 10 Town of Lexington OBSERVED BEHAVIOR REASONABLE SUSPICION RECORD Employee Name Date Observed Location Time Observed From To Record employee observed behavior for reasonable suspicion for the use of alcohol or controlled substances. ❑ Employee is reporting for duty ❑ Employee is already on duty BREATH: ❑ STRONG ❑ FAINT ❑MODERATE (Odor of Alcoholic Beverage) ❑ NONE ❑MARIJUANA ODOR ❑ BLOODSHOT ❑ GLASSY ❑ NORMAL EYES: ❑ CLEAR ❑ HEAVY EYELIDS ❑ FIXED PUPILS ❑ DILATED PUPILS ❑ CONFUSED ❑ STUTTERED ❑ SHOUTING SPEECH: ❑ACCENT ❑MUMBLED ❑ SLOW ❑ SLURRED ❑ GOOD ❑INCOHERENT ❑ WHISPERING ❑ EXCITED ❑ COMBATIVE ❑ HILARIOUS ATTITUDE: ❑ INDIFFERENT ❑ TALKATIVE ❑ INSULTING ❑ ERRATIC ❑ COCKY ❑ SLEEPY ❑ COOPERATIVE ❑ PROFANE ❑ POLITE ❑ HICCUPPING ❑ BELCHING ❑ VOMITING UNUSUAL ACTION ❑ FIGHTING ❑ CRYING ❑ LAUGHING ❑ OTHER ❑ FALLING ❑ NEEDS SUPPORT ❑ WOBBLING BALANCE ❑ SWAYING ❑ OTHER ❑ FALLING ❑ STAGGERING ❑ STUMBLING WALKING ❑ SWAYING ❑ UNABLE TO STAND ❑ RIGID ❑ DISHEVELED ❑MESSY ❑ DIRTY APPEARANCE/CLOTHING ❑ HAVING ODOR ❑ STAINS ON CLOTHING ❑ PARTIALLY DRESSED ❑ GUM ❑ CANDY ❑ TOBACCO EATING/CHEWING ❑ OTHER ❑ ANY OTHER UNUSUAL ACTIONS OR STATEMENTS: SIGNS OR COMPLAINTS OF ILLNESS OR INJURY: Did employee admit to using drugs or alcohol? ❑ Yes ❑ No What Substance When How Much Where Taken Reasonable Suspicion Test Performed ❑ Yes ❑ No Date / / Time Clinic Reasonable Suspicion Test Refused❑ Yes ❑ No Date / / Time Signature of Supervisor: Date / / Time 11 Article 14 Uniforms and Protective Clothing Add the following language to the end of Article 14: "Clothing provided by the Town of Lexington for employees covered under this CBA is a requirement of the employee's position. All clothing purchased is approved by the immediate supervisor and complies with IRC Reg, §1.62-2(d) as a working condition fringe benefit. Employees are required to produce substantiation of clothing expenses prior to reimbursement. Clothing purchased by the Town for employees is for work purposes only and employees are prohibited from wearing clothing, shoes, or other items issue by the Town or reimbursed by the Town outside of the workplace other than as part of their commute to and from their worksite." Article 21 Education and Training Add the following language to the end of Article 21: "For federal tax purposes, employees can exclude from gross income education benefits paid or incurred on their behalf by their employer under a qualified educational assistance program. Other employer reimbursements for work-related education may be excluded from income if they are provided under an accountable plan or qualify as working condition fringe benefits; otherwise, they are included in income and taxed as compensation. Reference IRC Reg. §1.117(d)." Article 20 Sick Leave and Injury Leave D4. Delete the words "per fiscal year" and replace with"rolling twelve(12) month period". Article 21 Education and Training Change the amount of CTO payment per shift in the third(3'd)sentence from$15.00 to $25.00 in fiscal year 2017 and from$25.00 to $40.00 in fiscal year 2018. Article 23 Duration "This Agreement shall continue and remain in full force and effect from July 1, 2015 through June 30, 2018....." For the Town: For the Union: Carl F. Valente Date Thomas Corazzini Date Town Manager President, AFSCME Local 1703 Witness Date 12 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve Response to Liquor License Complaint (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.10 SUMMARY: The Board received a written complaint regarding the Inn at Hastings Park as it relates to the liquor license held by the Inn. Attached is a draft response to this complaint. SUGGESTED MOTION: Move to approve and authorize the Chairman to sign the letter of response to Mr. Patrick and Ms. Woodard, (as amended). FOLLOW-UP: BOS Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:15 p.m. ATTACHMENTS: Description Type D Q7 afl Backup Matorrinl VS MOq 1775 c x p Town of Lexington K z y w = Office of Selectmen U APRIL19" l FXINC, Suzanne E. Barry, Chairman Tel: (781) 698-4580 Peter C. J. Kelley Fax: (781) 863-9468 Norman P. Cohen Joseph N. Pato Michelle L. Ciccolo January 9, 2017 John M. Patrick S. Kimberley Woodard 2030 Massachusetts Avenue Lexington, MA 02421 Re: Alleged Liquor License Violations—Inn at Hastings Park/Artistry on the Green Dear Mr. Patrick and Ms. Woodard: I am responding to your letter, hand-delivered and emailed to the Board of Selectmen on December 19, 2016. In your letter, you allege violations of ABCC Guidelines and the Town of Lexington bylaws as they relate to liquor licenses. Each major point that you have raised is addressed below: 1. Allegation: "The ABCC's Amended Guidelines for Extension of Premises to Patio and Outdoor Areas of July 28, 2015, in conjunction with Lexington's Bylaw section 187-16, would seem to preclude consumption as well as service on the porch..." Response: Section 187-16 referenced in your letter is not a Town bylaw, but a Board of Selectmen guideline, which are discretionary. Further, the Board has not adopted the ABCC Guidelines as they relate to outdoor service areas. In addition, in issuing a liquor license to the Inn, condition 4 provides, in part, "Alcohol consumption on the Main Inn covered porch and patio adjacent to the Main Inn is allowed if the alcohol service to the Inn guest took place in the Main Inn sitting rooms and the Inn guest transports such alcoholic beverages to the Main Inn covered porch and adjacent patio. Follow-Up Action: We have reconfirmed with Ms. Kennealy, Inn owner, that service to guest on the main porch or patio is not allowed under the current license conditions. 2. Allegation: "The condition of the Inn's liquor license is that only guests staying at the Inn are permitted to consume alcoholic beverages in outdoor areas, only until 9 pm and only to the extent that they happened to carry the beverages themselves from inside the establishment." 1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420 email selectmen@lexingtonma.gov Response: You are correct that guests staying at the Inn are permitted to consume alcoholic beverages in outdoor areas only until 9 p.m. Your photos appear to show alcoholic beverages on the porch tables, which is allowed. It is not clear from your photographic materials where the service took place, on the porch itself, which is not allowed, or in the Inn and then carried out to the porch by the guest, which is allowed. Follow-Up Action: We have confirmed with Ms. Kennealy the time limitation condition of the liquor license. There is no time limitation regarding food service on the porch or patio, other than the approve hours of food service operation for the restaurant. Further, the Health Department, through its inspection procedures, is responsible for reviewing outside food service. 3. Allegation: "... we want to bring to your attention the violation of Quiet Hours incorporated into the Memorandum of Understanding and Special Permit." Response: The Memorandum of Understanding between AB Holdings, LLC and the Town does require quiet hours after 10 p.m. Further, the Inn is required to have a written management plan explaining how they will make guests and staff aware of this provision. Follow-Up Action: We have confirmed with Ms. Kennealy the quiet hours requirement. Ms. Kennealy has provided the Selectmen's Office a copy of the management plan regarding quiet hours. 4. Allegation: "Having learned recently that Mr. Braun has no longer been the general manager at the Inn since July of this year and that there has been turnover of other senior staff, we would like to know who has replaced him as manager for alcohol licensing purposes." Response: Ms. Kennealy has confirmed that she will be listed as the manager on the liquor license. Follow-Up Action: The Selectmen's Office is working with Ms. Kennealy on filing the proper paperwork with the Town and ABCC reflecting the change of manager. Further Board of Selectmen Action: The Board of Selectmen does not find the magnitude of these violations or the frequency to be sufficient to begin proceedings to suspend or revoke the Inn's liquor license. Should you believe there are violations of the provisions of the liquor license or Memorandum of Understanding/Special Permit, you should contact the Lt. Detective James Barry of the Lexington Police Department. Lt. Barry oversees alcohol compliance and will determine whether further investigation is warranted and, if so, will document the matter for the Board of Selectmen. Alternatively, Ms. Kennealy is willing to hear from you directly should you have any questions or concerns regarding the Inn's operations. She can be reached at 617 733-9502 (cell). In addition, there is a Manager on duty at the Inn, 24/7. The Manager may be reached at 781 301-6660. Thank you for bringing your concerns and questions to the attention of the Selectmen. Very truly yours, Suzanne E. Barry Chairman Board of Selectmen cc: Board of Selectmen Police Chief Mark Corr David George, Zoning Enforcement Officer Gerard Cody, Health Director Tricia Kennealy AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review and Approve Response to Liquor License Compliance Check Violation(5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair I.11 SUMMARY: To approve letter to Bulpan Restaurant informing them of actions to be taken in regards to the liquor license violation found as a result of the 12/23/16 compliance check. SUGGESTED MOTION: Move to approve and authorize the Chair to sign the letter to Bulpan Restaurant informing them of actions to be taken in regards to the liquor license violation found as a result of the December 23, 2016 compliance check. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:20 p.m. ATTACHMENTS: Description Type D QCvrlp m, C"a>mtipH m.co C'n oc lk ("'over Mom) D 110 6 II5 BOS Ekla o h.o Q'avlr`a,y ("'over Mom)) r Eown of Lexington, �Ra55arlp5ett5 OFFICE OF SELECTMEN SUZANNE E.BARRY,CHAIRMAN PETER C.J.KELLEY NORMAN P.COHEN JOSEPH N.PATO TEL: (781)698-4580 MICHELLE L.CICCOLO January 9, 2017 FAX: (781)863-9468 Jae Park, Manager Bulpan Restaurant 27 Waltham Street Lexington, MA 02421 Dear Mr. Park: On Friday, December 23, 2016 Alcohol Compliance Checks were conducted on establishments in Lexington that serve alcoholic beverages. Officers advised you and of the incident and that there would be a follow up to the event. Sale or delivery of alcohol to under age persons is a violation of Massachusetts General Laws and the Lexington Alcohol Licensing Board. See enclosed copy of the Alcoholic Beverages Enforcement Regulation. The following course of action will be taken upon violations occurring within 3 years: 1" offense—written warning placed in the licensing file and required training for personnel; 2nd offense—hearing before the Board of Selectmen to determine action, including suspension and revocation of license. Extenuating circumstances may necessitate more serious consequences on any violations. For your 1"offense you must have all bartenders and managers trained on or off premises using a recognized alcohol awareness training organization such as TIPS or SafeServe (on-line training will not suffice) and provide the Selectmen's Office with a list of all the bartenders and managers trained along with a copy of the new certificate(s) for each bartender and manager. If there is a second violation of any kind, Bulpan Restaurant will be required to have a hearing before the Board of Selectmen to discuss the consequences. The Lexington Board of Selectmen and Police Department share with you, as business owners/manager and members of the Lexington community, the common goal of consistent responsible sales of alcohol. Lt. Detective James Barry would be glad to assist you in addressing this issue with your employees. Please feel free to contact him at 781-863-9304. Very truly yours, Suzanne Barry Chairman DGM cc: Lt. Detective Barry ABCC 1625 MASSACHUSETTS AVENUE• LEXINGTON,MASSACHUSETTS 02420 e-mail selectmen@lexingtonma.gov BOARD OF SELECTMEN REGULATION ALCOHOLIC BEVERAGES—ENFORCEMENT Date Approved by BOS: Signature of Chair: March 15, 2010 znm" P, ( I. PURPOSE AND SCOPE The Board of Selectmen is duly authorized by statute to issue and to regulate alcoholic beverage licenses. As a result, the Board of Selectmen is the primary enforcement agency for compliance with ABCC, and town regulations governing alcohol. The Police Department also conducts compliance checks on all establishments that hold alcohol beverage licenses. The purpose of enforcement is not punitive,but for education and to ensure these regulations are consistently followed and applied. It is in the community's best interest for all to understand the benefits of complying with the laws governing alcohol. II. APPLICATION 1. The licensee is responsible,whether present or not, for ensuring that no disorder, disturbance, or illegality takes place in or on a licensed premises. 2. Violations may include, but not be limited to, service to an underage person,_ sale or delivery to intoxicated persons, use of narcotics on the premises, gambling, failure to meet any of the terms of the regulations of the Board of Selectmen. 3. Periodically, the police conduct stings and checks at licensed locations for compliance. When checks take place, the police shall use the guidelines from . the ABCC for compliance checks. 4. The following course of action will be taken upon violations occurring within 3 years: I" offense—written warning placed in the licensing file and required training for personnel involved; 2nd offense—hearing before the Board of Selectmen to determine action including suspension and revocation of license. Circumstances may necessitate more serious consequences on any violations. 5. Violations of other rules and regulations will be.brought to the attention of the Board of Selectmen who shall determine whether or not a hearing is necessary. In most cases, a hearing will be held to determine what, if any, action should be taken. 6. All violations and complaints received about licensed establishments shall be in writing and placed in the file of the licensee. ' 7. At the time of license renewal and/or changes to the license, the Board of Selectmen will be made aware of any violations or complaints in the last three years and may use that as a basis for action on the license renewal or change. 8. Upon notice of violations or complaints, the license holder shall provide to the Board of Selectmen evidence of steps taken to address the violation or of mitigating circumstances. Failure to respond could result in revocation or suspension of liquor license. Information provided to the Board shall be placed in the licensee's file and may be considered as a basis for action on the license renewal or change. 9. The license holder has the right to appeal any decision of the Board of Selectmen within five (5) days of the decision to ABCC. III. BACKGROUND When violations occur to the rules and regulations regarding alcohol license, it is the Board of Selectmen who is ultimately responsible for enforcing the regulations in conjunction with the Police Department. This enforcement policy is intended to provide guidance to all licensees of their obligations and the consequences for not following applicable laws and regulations. IV. REFERENCE Adopted by the Board of Selectmen October 4, 2004. This regulation was amended by the Board of Selectmen on March 15, 2010. MGL Chapter 138 ABCC Guide to Liquor Laws of the Commonwealth AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review List of Potential Articles for 2017 Annual and Special Town Meeting (20 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.12 SUMMARY: Review potential list of articles for 2017 Annual and Special Town Meeting SUGGESTED MOTION: No motion. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:25 p.m. ATTACHMENTS: Description Type D 20117ATM 16whrnr Meeting W<wm nit Q7nr<wgt ("'over Mom) SPECIAL TOWN MEETING 2016 PRELIMINARY DRAFT WARRANT SUMMARY(JANUARY 9, 2017) ARTICLE 1- Appropriate Design Funds: Fire Station and Fire Station Swing Space ARTICLE 2- Appropriate Design Funds: Lexington Children's Place/20 Pelham Road ANNUAL TOWN MEETING 2016 PRELIMINARY DRAFT WARRANT SUMMARY(JANUARY 9, 2017) ARTICLE 1 - Election ARTICLE 2 - Deputy Moderator and Reports ARTICLE 3 - Appointments to Cary Lecture Series ARTICLE 4 - FY18 Town Budget ARTICLE 5 - Enterprise Funds ARTICLE 6 - Senior Center Program ARTICLE 7 - Appropriate for Town Comprehensive Plan Update ARTICLE 8 - Revolving Accounts ARTICLE 9 - CPC Operating Budget and CPA Projects ARTICLE 10- Appropriate Recreation Capital Projects ARTICLE 11- Appropriate Municipal Capital Projects and Equipment ARTICLE 12 - Appropriate For Water System Improvements ARTICLE 13- Appropriate for Wastewater System Improvements ARTICLE 14- Appropriate for School Capital Projects and Equipment ARTICLE 15- Appropriate for Public Facilities Capital Projects ARTICLE 16- Appropriate for Visitors Center (Citizen Article) ARTICLE 17- Appropriate for Advice and Analysis-Getting to Net Zero ARTICLE 18 - Accept Harbell Street ARTICLE 19- Appropriate to Post Employment Insurance Liability Fund ARTICLE 20 - Appropriate Bonds and Notes Premiums ARTICLE 21- Supplement Prior Borrowing-Vote to Permit Use of Premiums to Pay Project Costs ARTICLE 22 - Rescind Prior Borrowing Authorizations ARTICLE 23- Establish and Appropriate to and From Specified Stabilization Funds ARTICLE 24- Appropriate to Stabilization Fund ARTICLE 25- Appropriate from Debt Service Stabilization Fund ARTICLE 26- Appropriate for Prior Years' Unpaid Bills ARTICLE 27 - Amend FY2017 Operating, Enterprise and CPA Budgets ARTICLE 28 - Appropriate for Authorized Capital Improvements ARTICLE 29 - Establish Qualifications for Tax Deferrals ARTICLE 30— Adjust Retirement COLA Base for Retirees ARTICLE 31 — Accept Peg Access and Cable Related Fund ARTICLE 32 - Campaign Finance Reform Resolution (Citizen Article) ARTICLE 33 — Establish Cannabis Committee ( Citizen Article) ARTICLE 34- Amend General Bylaws - Scenic Roads ARTICLE 35- Amend General Bylaws- Creation of Turning Mill NCD ARTICLE 36— Amend General Bylaws - Blasting Prohibition ARTICLE 37— Amend General Bylaws- NCD Technical Changes ARTICLE 38— Amend General Bylaws - Municipal Modernization Act ARTICLE 39— Amend General Bylaws-Trees ARTICLE 40— Amend General Bylaws - Withhold License and Permits for Unpaid Town Charges 1/6/2017 4:40 PM ARTICLE 41 — Amend General Bylaws- Revolving Funds ARTICLE 42— Amend General Bylaws - Right to Farm (Citizen Article) ARTICLE 43 — Amend Zoning Bylaw-Special Permit Residential Developments ARTICLE 44— Amend Zoning Bylaw -ZBL Definition Changes (GFA Follow Up) ARTICLE 45 — Amend Zoning Bylaw-Two Family Homes ARTICLE 46— Amend Zoning Bylaw - Economic Development Changes ARTICLE 47— Amend Zoning Bylaw - Brookhaven ARTICLE 48— Amend Zoning Bylaw - Balanced Housing Developments (Citizen Article) ARTICLE 49— Amend Zoning Bylaw-Chapter 135 Medical Marijuana (Citizen Article) 1/6/2017 4:40 PM AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Annual License Renewals (5 min) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.13 SUMMARY: The attached list of annual license renewals is ready for your approval and signatures. Please approve and sign all the licenses for the establishments and the Selectmen's office will mail out the remaining licenses. SUGGESTED MOTION: Motion to approve the license renewals for 2017 as presented. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:45 p.m. ATTACHMENTS: Description Type D 1jc nr oRavm.an; ds, ("'over Mom) License Renewals - 2017 Class 2 King's Auto Qingqun Wu 66 Emerson Gardens Road Common Victualler Alexander's Pizza Vasilios Bokas 180 Bedford Street Dunkin Donuts Andrea Durocher 10 Wobum Street Dunkin Donuts Grayland Cousins 373 Waltham Street Dunkin Donuts Andrea Durocher Carol Walters 1707 Mass.Avenue Lexington (louse of Pizza Muhammad Javed 399 Lowell Street Minuteman Regional Voc, Tech. School Dist. Martin McElhinney 758 Marrett Road Nick's Place Nicholas Houvardas 197 Mass.Avenue Panera Bread Ian Callahan 1684 Mass.Avenue Pine Meadows Golf Club John J.Allen 255 Cedar Street Quality Inn & Suites Kenneth Biagioni 440 Bedford Street Ride Studio Cafe Patria Lanfranchi 1720 Mass.Avenue Starbucks Coffee Mylka cardoza 1729 Mass.Avenue Starbucks Coffee Andreza Bernardi 60 Bedford Street The Upper Crust Nicole Vail 41 Waltham Street Tres Petite Creperie, Aristea Souliopoulos 1707 Mass.Avenue,Suite 2 ,a.:,;: t. - .,: ...a:a .am :;;r•.. r�.. .<az..:a.� :-;,?: �:..: _:. ....;;,ate .ate ..3...a�v,;src......�sr..:::. .s,,.,,aa,. ,a..,.., a...a. ._--.. .. ....... . .r,,::: Thursday,January 05,2017 Page I of 2 Licensees ALL LICENSES RENEWAL Entertainment Ride Studio Cafe Patria Lanfranchi 1720 Mass.Avenue Starbucks Coffee Kirstin Mdchionda 60 Bedford Street Lodging/Innkeeper Quality Inn & Suites Kenneth Biagioni 440 Bedford Street Thursday,January 05,20I7 Page 2 of 2 Licensees ALL LICENSES RENEWAL AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Board of Selectmen Appointments and Resignations (5 min) PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman 1.14 SUMMARY: Communication Advisory Committee . Accept the resignation of Tim Zack from the Communication Advisory Committee. Human Rights Committee . Accept the resignation of Mary Barry-Ng from the Human Rights Committee. Historic District Commission . Reappoint Anne Eccles to the Historic District Commission SUGGESTED MOTION: . Move to accept the resignation of Tim Zack as a member of the Communication Committee and Mary Barry-Ng from the Human Rights Committee. . Move to reappoint Anne Eccles to the Historic District Commission for a term ending December 31, 2021. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:50 p.m. ATTACHMENTS: Description Type D Ros ignation,Zack Bany Ng C"over Mom) D Roappoint Anne Eeck>,, C"over Mom) Donna McIntosh From: Linda Vine Sent: Monday, December 19, 2016 8:28 AM To: Donna McIntosh Subject: FW: Resignation from HRC Donna, Please note the resignation of Mary Parry-Ng from HRC. Linda Ef9 :�:61 � Linda Crew Vine _.1 Deputy Town Manager Town of Lexington 1625 Massachusetts Avenue Lexington, MA 02420 781 698-4541 `�\ lvine@lexingtonma.gov !�\ From: Sent: Monday, December 19, 2016 7:32 AM To:, Cc: Linda Vine<LVINE@lexingtonma.gov>; Subject: Resignation from HRC Good Morning Sean, As you know, I have a new, year-round position this year as an assistant principal at the Jonas Clarke Middle School. While my intent was to remain on the Human Rights Committee, I am unable to\,Make most of the committee meetings, as they fall within the hours of the school day and I am now a'building administrator: Please accept this email as an official resignation from my membership from the committee. Respectfully; Mary Mary B. Barry-Ng Assistant. Principal Jonas Clarke Middle School 17 Stedman Road Lexington, MA 02421 781-861-2450 x66217 i Donna McIntosh To: Nathalie Rice J2V Subject: RE: Resignation from the Communications Advisory Committee -------- Forwarded Message -------- Subject:Resignation from the Communications Advisory Committee Date:Wed, 16 Nov 2016 00:58:07 -0500 From:Tim Zack�� To:; �-�� CC:selectmen glexinatonina.gov, commuiiicationscmteglexin,�,,tonm.a.gov, Ken Pogran Suzie, I regret to inform you that I am tendering my resignation as a member of -the Communications Advisory Committee effective December 31st. The reason for this is that my wife Lauren and I are rather unexpectedly moving to California to pursue career opportunities. I've greatly enjoyed working on the CAC and am continually impressed by the people on the committee and in Lexington overall. When I applied to the CAC only one year ago I thought we were in Lexington to stay. However, recent events have put us on a different course. I have made Ken aware of my resignation and I know that the CAC is in good hands. Thank you for the opportunity to serve on the committee and I know there are many qualified and committed residents of Lexington that will be able to take my place on the CAC. Thank you, Tim Zack 1 ►. 9W A E 4 k NOV 14 2016 LAND DESIGN �I SELECT-IuAEEN 8 November 2016 Suzanne E. Barry, Chairman Board of Selectmen, Town Office Building 1625 Massachusetts Avenue Lexington, MA 02420 Dear Suzie, I am writing to request re-appointment as a full Commissioner to the Historic Districts Commission as the Selectmen's at-large appointee. My appointment was as replacement for Dan Griffin whose term concludes in December 2016. 1 have enjoyed my work on the Commission, including as chair of the HDC since June. believe that I can continue to add value and stability to the Commission as it begins a new chapter and I am committed to helping with that transition. In fact to that end, in addition to on- going responsibilities, I worked with Carol Kowalski to develop an orientation program for all commissioners, particularly given the number of new members recently. Held November 7th, we presented the Secretary of the Interior's guidelines, Lexington's guidelines, and how to facilitate ease and success for applicants. We went over concepts that might not be familiar to all, such as massing, and discussed a new approach to things that can be considered 'reversible', such as paint colours. We also talked about a project I began last spring, to clarify and illustrate (with photos) Lexington's guidelines. Obviously, this project has been on hold but we're hoping the newly reconstituted body can get to work on this. Starting in 2015 1 set out to write new guidelines for alternative energy in an historic setting, an issue that has been increasingly coming before the HDC. Using suggestions from the National Trust for Historic Preservation, as well as meeting with Wellesley and Nantucket's HDCs where alternative energy guidelines have been written, I wrote the two page addendum that the Lexington HDC voted in last April. Please find attached a copy of the final document. welcome the opportunity to continue to be of service. Sincerely, ft,�4_ ' Anne Laurin Eccles 49,Parker Street,Lexington,MA 02421.www.alelanddesign.com AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Use of Battle Green- Retirement of USAF Col. Anderson(5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.15 SUMMARY: Battle Green permit for the purpose of a retirement ceremony for Col. Michael Anderson, USAF on September 2, 2017. Logistics will be coordinated with the various departments involved. SUGGESTED MOTION: Move to approve a permit for Battle Green for the purpose of a retirement ceremony honoring Colonel Michael Anderson on September 2, 2017 from 9:00 a.m. to 12:30 p.m. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 9:55 p.m. ATTACHMENTS: Description Type D Battka 4dna.ron Q'armit Anderson ("'over Mom) TOWN OF LEXINGTON �r SELECTMEN'S OFFICE APPLICATION FOR ka [2t . BATTLE GREEN PERMIT The Board of Selectmen issues permits for the use of the Battle Green (see attached regulations). Please fill in this form completely and return to the Selectmen's Office no less than two weeks prior to the requested date. NAME, PHONE NUMBER, and EMAIL ADDRESS OF A RESPONSIBLE CONTACT: MICHAEL A.ANDERSON, Colonel, USAF maanderson1313(D-aol.com or michael.anderson.7(a)us.af.mil, cell: 609-560-0476, work: 334-953-6801 DATE AND TIME OF EVENT: 2 September 2017 9:00 AM - 12:30 PM NATURE OF EVENT: Ceremony of retirement from the US Air Force for Colonel Michael Anderson EXPECTED NUMBER OF PARTICIPANTS, SPECTATORS, AND VEHICLES: 30-50 people, 20-30 vehicles DURATION OF EVENT: 3.5 hrs (1 hr setup, 1.5 hr ceremony, max 1 hr cleanup) STATEMENT OF EQUIPMENT AND FACILITIES TO BE USED: Require podium, portable speaker system, 3 flag holders, chairs for up to 50 people, 2x tables (gifts& light refreshments), and perhaps a shade tent SECTION OF THE GREEN DESIRED: At the large flag pole ADDITIONAL INFORMATION: Official retirement ceremony including an honor guard entrance, flag folding ceremony, medal &other gift presentations, and possibly the presence of a General officer Digitally signed by ANDERSON.MICHA DN USO,o UISHGovernment,ou=0DoD, EL.A.1026273001 rn=ANDERSONMICHAEL.A.1026273001 Date:2016.08.16 12:23:S 1-05'00' DoD ID# 1026273001 Authorized Signature Federal Identification No. or Social Security Number BOARD OF SELECTMEN REGULATION USE OF THE BATTLE GREEN Date Approved by BOS: Signature of Chair: March 10, 2014 lV c4 a!72, n ugm The following rules and regulations have been adopted in accordance with the Code of the Town of Lexington, Chapter 100-10, as amended. Any otherwise legal activities not explicitly prohibited by these regulations, including the gathering of groups on the Battle Green for the sole purpose of exploring its history and which do not remain for more than four hours, are allowed. If these regulations, or portions thereof, conflict with the Code,the Code shall take precedence. 1. Definitions a. "Audio device" means any electronic or amplified radio, television set, computer, telephone, electronic music player, musical instrument, or other device that produces sound. b. `Battle Green Reenactment Organization" is a chartered group, dedicated to the reenactment of the events that occurred on the Battle Green on April 19, 1775, using historically accurate period appropriate weapons and costumes. c. "Compromised turf" shall mean any condition that would make the Battle Green vulnerable to excessive damage by heavy wear or use; for example, heavy rains, reseeding, and drought conditions. d. "Disorderly conduct" means any action intended to cause inconvenience, annoyance or alarm, or which recklessly creates a risk thereof, which includes, but is not necessarily limited to, fighting,threatening or violent behavior; unreasonable noise; abusive language directed toward any person present; wrestling in vicinity of others; throwing of breakable objects; malicious throwing of dangerous objects or stones; open fires, burning objects or spitting. e. "Powerless flight" means any device used to carry persons or objects through the air; for example; sailplanes, gliders, balloons, body kites, hang gliders. f. "Public use limit" means the maximum number of people or the amount, size, or type of equipment permitted on the Battle Green at one time, as established by the Board of Selectmen. g. "Responsible Party" is a person filing an application for a permit for an activity on the Battle Green, who shall be responsible for compliance with these rules and regulations. h. "Special event" means demonstrating, picketing, speechmaking, marching, holding of vigils, and all other similar forms of conduct which involve the active communication or expression of opinions or grievances, engaged in by one or more persons,the conduct of which has the effect, intent, or propensity to draw a crowd of onlookers. i. "Weapon" is an instrument or device that can inflict serious bodily injury and includes but is not limited to: firearms, rifles, shotguns and antiques as defined by MGL Chapter 140, §121; air rifles and BB-guns as regulated by MGL Chapter 269, §12B;paintball guns; edged weapons; explosive material or devices; muskets and weapons that discharge an arrow or bolt. 2. Permit Required Activities a. The purpose for requiring permits for certain activities is to promote the use of the Battle Green in a manner consistent with its nature and history; to protect the Battle Green from harm; to ensure adequate notice of the event so that arrangements can be made to protect the public health and safety and to minimize interference with the event by the public. b. Permits are required for any of the following activities, singly or in combination: i. Any group activity reasonably likely to exceed the public use limit established by the Board of Selectmen. ii. Special events, public meetings, assemblies, gatherings, demonstrations,parades and other similar activities, not to exceed four hours in duration. iii. Pageants, reenactments, entertainments or other public spectator attractions. iv. Structures and/or signs of a ceremonial nature in connection with special events and limited in duration to the period required for such events. v. Use of public address systems, electrical lighting, or other electrical or amplified devices. vi. Distribution of non-commercial printed matter. vii. Possession and/or use of unconcealed weapons, in compliance with all federal, state and local laws, at events conforming to the following: a) Events and ceremonies conducted by United States Armed Forces and/or law enforcement agencies; b) Reenactments of the events on the Battle Green on April 19, 1775, honor guard ceremonies or related activities conducted by a Battle Green Reenactment Organization; and c) The applicant shall provide evidence of training and competency in the display and use of such weapons to the satisfaction of the Board of Selectmen. viii. Use or possession of fireworks or firecrackers. ix. Planting of any trees/plants. X. Parked or moving vehicles on any grassy areas, except those necessary for Town maintenance activities. xi. Use of powered models. 3. Impermissible Activities The following activities are strictly prohibited: a. Destruction, injury, defacement, removal, or disturbance of any building, sign, equipment, monument, statue, marker, animal or plant. b. Distribution or display of commercial advertising; or soliciting of business; or any other commercial transactions. c. Remaining on the Battle Green for more than four hours. d. Abandonment of any vehicle or personal property. e. Unreasonably loud operation of audio devices. f. Delivery of any person or thing by parachute or helicopter. g. Powerless flight activities. h. Begging. i. Disorderly conduct. j. Use or display of unconcealed weapons, except as provided in 2b. k. Use of metal detecting devices. 1. Gambling of any form or operation of gambling devices. m. Picnicking in groups exceeding seven people. n. Consumption of alcoholic beverages or use of unlawful substances. o. Use of rollerblades, scooters and skateboards. p. Placement on the Battle Green of any unattended structure or commemorative planting of any trees/plants by a private party. q. Signs posted on poles such as telephone or light poles. r. Climbing on the Minuteman Statue, Hayes Fountain, its base, or any public monument or structure. s. Bicycle riding. 4. Permit Process a. Application for permit to conduct activities on the Battle Green, specified in 2, above, shall be filed no later than two weeks prior to the requested date. Late and/or incomplete applications will be considered at the discretion of the Board of Selectmen. b. Permit applications shall include the following information: i. Name and phone number of the Responsible Party to serve as contact ii. Date and time of event. iii. Nature of event. iv. Expected number of participants, spectators, and vehicles. V. Duration of event. vi. Statement of equipment and facilities to be used. vii. Section of the Battle Green desired. c. The Responsible Party is to keep the permit, a copy of which must be available for inspection upon request. The Responsible Party may be required by the Board of Selectmen, as a condition of issuing the permit;to pay for detail police officers if the Board determines that such officers are necessary for public safety. d. Permits are issued upon express condition that the Battle Green is to be left in a clean and orderly condition. e. The responsible party will be charged by the Board of Selectmen, as a condition of issuing the permit, for any damages directly resulting from the permitted activity. f. Permits are non-transferable; and are only valid for date and time specified. For cause, the Police Chief or the Chief s designee may extend a permit for up to 2 hours. g. The Board of Selectmen may set reasonable permit conditions and restrictions, including but not limited to duration and area occupied, as are necessary for protection of the Green and public use thereof. 5. Grounds for Revocation of Permit a. At the discretion of the Board of Selectmen, a permit may be revoked or further conditioned upon a finding of compromised turf of the Battle Green. b. The Selectmen may suspend or revoke a permit to use the Battle Green based on reasonable expectations that there may be an imminent threat to public safety because of a weather or man-made event. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Patriots'Day Events (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.16 SUMMARY: You are being asked to approve the following events for Patriots' Day: 1. Lexington Minute Men-Approve a request for Patriots' Day Weekend: a. Sunday, April 2, 2017— Battle Green—Reenactment rehearsal— 11:00 a.m. to 5:00 p.m. (rain date Sunday,April 8, 2017) b. Saturday, April 15, 2017— Battle Green—Parker's Revenge Reenactment—9:00 a.m. to 10:30 a.m. C. Sunday,April 16, 2017 -Battle Green- Reenactment of Hancock Clarke/Paul Revere Ride d. Monday, April 17, 2017— Battle Green— Reenactment— 1:00 a.m. to 1:00 p.m. Rain Date- April 22, 2017 2. Lions Club -Approve a request for the 103rd Annual Patriots' Day 5-mile Road Race on Monday, April 17, 2017 with an awards ceremony on the Battle Green at the end of the race from approximately 11:15 a.m. to 11:30 a.m. 3. Town Celebrations Committee-Approve the requests for the Patriots' Day morning parade, ceremonies on the Battle Green and afternoon parade on Monday,April 17, 2017. 4. Historical Society/Lexington Minute Men-Approve the request for the reenactment of the arrival of Paul Revere and William Dawes on April 16-18, 2017. See attached information. SUGGESTED MOTION: Motion to approve the Patriots' Day activities listed above, subject to working out the details with Town Departments. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 10:00 p.m ATTACHMENTS: Description Type D Bmis C"lulllr ilatrriots,Day C"overr Mom) D C"a.rla,ll'rrrsstionrs;C'a,utimaittee ilatrriots,Day C"overr Mom) D Minute M<s m ilatrrims;Day C"overr Mom) D Ns torrie pia ciety Ilatrrims Day 20117 C"overr Mom) D C 1a,lhrrrations C' uumind a,a; yet nm. nr lluado C"over Mom) THE LIONS CLUB OF LEXINGTON, INC. P.O. Box 71, Lexington, Massachusetts, 02420 NAB°� "Birthplace of American Liberty" 0 www.lexingtonlions.org December 28, 2016 Town of Lexington Board of Selectmen 1625 Massachusetts Ave. Lexington, MA 02420 Dear Board Members; The Lexington Lions Club will be sponsoring the 103,d Annual Patriots Day 5- Mile Road Race on Monday, April 17, 2017. We are requesting the use of the Battlegreen for the awards ceremony at the conclusion of the Road Race. The awards ceremony begins at approximately 11:15AM and will last approximately 15 minutes. Thanks for your consideration of this request. If you have any questions, please contact me at 17 Vine Brook Rd, Lexington, MA 02421; Cell Phone: (781) 424-4007. Very truly yours, fY Douglas M. Lucente Treasurer and Road Race Co-Chair See attached: Road Race Route& Details cc: Town Manager Lexington Lions Club— 103"Annual Patriots Day 5-Mile Road Race ' Baittlegreen , ............-START �N FIr ISH '' 4 � � i r? We 4 �fF � � � �,,, MNIe �y F, fE National r erita e( swloco t cseuiri ras . ,.XkI Res We 2 Mine 3 Road Race Details: Date, Time&Location: • Monday,April 17,2017 • Race Starts at 10:00am(By Lexington Minutemen firing muskets) • Adjacent to the Battlegreen,Lexington,MA • (1900 Mass Ave,Lexington,MA for mapping purposes) Registration: Please Visit the"HOW TO ENTER"Registration Page at www.lexinztonlions.org Race Packets: Runners who have pre-registered may pick-up their race packets on race day at registration beginning at 8:00am Team Registration: Teams must have a minimum of 4 Runners. Timing Chip: Your timing chip is included in your race packet and must be placed on the top of your shoe and securely weaved/tied through your shoelaces.In order to receive an official time for the race you must be wearing the chip as you cross both the Start and Finish lines. Age Group Awards & Other Trophies: • Currier Cup*- 1stPlace Overall Finisher • Team Competition- 1 st Place Team • Sgt Norman Carlson Award- 1 st Lexingtonian • Age 12&Under- 1 st&2nd Place Male,1 st&2nd Place Female • Age 13—19- 1 st&2nd Place Male,1 st&2nd Place Female • Age 20—29- 1 st&2nd Place Male,1 st&2nd Place Female • Age 30—39- 1 st&2nd Place Male,1 st&2nd Place Female • Age 40—49- 1 st&2nd Place Male,1 st&2nd Place Female • Age 50—59- 1 st&2nd Place Male,1 st&2nd Place Female • Age 60&Up-1 st&2nd Place Male,1 st&2nd Place Female *Currier Cup Trophy: The Currier Cup is a Special Silver Cup that is presented to the first place finisher of the race by the family of the first Place finisher of the First Patriots Day Road Race in 1914 Ralph"Curlie" Currier. Fees: Mail-in and On-Line Pre-registration is$25. Day of Race registration is$28. Water Stops: There are 4 water stops along the race route.Close to each mile marker. Refreshments: Refreshments and fruit are served at the end of the race. ® P Town of Lexington 71 Town Celebrations Committee rlpRPL19TM �jo January 6, 2017 Ms Suzie Board of Selectmen Town of Lexington 1625 Massachusetts Avenue Lexington, MA 02420 RE: Patriots' Day 2017 Morning Parade &Ceremonies Dear Ms. Barry, On behalf of the Town Celebrations Committee,we request the following for Patriots' Day, Monday April 17, 2017: For the Patriots' Day Morning Parade: • Use of the driveway to the Munroe Cemetery to line up the Morning Parade. • Use of Massachusetts Avenue from the driveway to the Munroe Cemetery west to Bedford Street; Bedford Street to Harrington Road and midway down Harrington Road to the Battle Green. Parade participants will arrive between 6:45 and 7:15 and the parade will step off promptly at 7:30. For the Patriots' Day Ceremonies on the Battle Green: • Use of the Battle Green for the annual Patriots' Day Morning Ceremonies. • Use of the small podium, reviewing stand, microphone and speaker system from the Department of Public Works. The ceremonies on the Battle Green are expected to begin once the Parade arrives at the Battle Green (approximately 8:15 a.m.) and last approximately 45 minutes to one hour. Should you have any questions, please do not hesitate to contact me. Very truly yours, TOWN CELEBRATIONS COMMITTEE Lorain Marquis Chairman 1625 MASSACHUSETTS AVENUE •LEXINGTON,MASSACHUSETTS 02420 Telephone: (781)698-4640—Fax: (781)-863-9468 Email: celebrationscmte@lexingtonma.gov ® P Town of Lexington 71 Town Celebrations Committee rlpRPL19TM �jo January 6, 2017 Ms Suzie Board of Selectmen Town of Lexington 1625 Massachusetts Avenue Lexington, MA 02420 RE: Patriots' Day 2017 Morning Parade &Ceremonies Dear Ms. Barry, On behalf of the Town Celebrations Committee,we request the following for Patriots' Day, Monday April 17, 2017: For the Patriots' Day Morning Parade: • Use of the driveway to the Munroe Cemetery to line up the Morning Parade. • Use of Massachusetts Avenue from the driveway to the Munroe Cemetery west to Bedford Street; Bedford Street to Harrington Road and midway down Harrington Road to the Battle Green. Parade participants will arrive between 6:45 and 7:15 and the parade will step off promptly at 7:30. For the Patriots' Day Ceremonies on the Battle Green: • Use of the Battle Green for the annual Patriots' Day Morning Ceremonies. • Use of the small podium, reviewing stand, microphone and speaker system from the Department of Public Works. The ceremonies on the Battle Green are expected to begin once the Parade arrives at the Battle Green (approximately 8:15 a.m.) and last approximately 45 minutes to one hour. Should you have any questions, please do not hesitate to contact me. Very truly yours, TOWN CELEBRATIONS COMMITTEE Lorain Marquis Chairman 1625 MASSACHUSETTS AVENUE •LEXINGTON,MASSACHUSETTS 02420 Telephone: (781)698-4640—Fax: (781)-863-9468 Email: celebrationscmte@lexingtonma.gov LEXINGTON Historical Society History •Education•Community January 3, 2017 Board of Selectmen Town of Lexington Town Hall Lexington, MA 02420 On behalf of the Lexington Historical Society and the Lexington Minute Men, request is respectfully made that appropriate steps be taken in order to close off portions of Bedford Street and Hancock Street for our special program on April 16-17, 2017. As we have done for many years,the Society and the Minute Men are preparing to produce a reenactment of the arrival of Paul Revere and William Dawes at the Hancock-Clarke House. The actual program is intended to begin at approximately 11:30 p.m. with interpreters and minutemen at the House awaiting news of the activity of the Regulars in Boston. Paul Revere and then William Dawes will ride down Hancock Street from the Buckman Tavern area and arrive at the Hancock-Clarke House where they will converse with the occupants and then return to their staging area near Buckman. In order to accomplish all of this and to ensure public safety, we request that Bedford Street from Massachusetts Avenue to Hancock Street and Hancock Street to Adams Street be closed to all but resident emergency traffic from 10:30 p.m. on Sunday, April 16th to no later than 12:30 a.m. on Monday,April 17th. We would like to thank the police and DPW personnel for adhering to the 10:30 closing time to accommodate our early arrival audience members and keep them safe. In the past couple of years,the DPW has not initially provided sufficient blockades for the event and has had to make two trips to the site; therefore we request that about double the number of blockades be provided in one delivery and setup. In previous years we have requested use of the Common for our final scene,but our new scripting makes that no longer necessary. For further information from either organization,you may contact Bill Poole 978-251-1003. P.O. Box 514 • Lexington, MA 02420 - 781.862.1703 office@lexingtonhistory.org • I exingtonh i story.org Board of Selectmen -2- January 3,2017 Our respective organizations continue to be very pleased by the overwhelmingly positive response to our annual production and are very excited about this year's event. We are delighted to provide this gift to the town and are very proud of the fact that it has become a welcome permanent addition to our Patriots' Day weekend in Lexington. We appreciate your cooperation in that endeavor. Very truly yours, LEXINGTON HISTORICAL SOCIETY By s,v� William Poole, President THE LEXINGTON MINUTE MEN By "� �S`�`" Barry Cunha,Captain Commanding MORry Y O4 1775 C p p Town of Lexington Q c q Town Celebrations Committee z A APRIL 19`" �Fk INC, January 9, 2017 Mr. Carl Valente Town Manager Town of Lexington 1625 Massachusetts Avenue Lexington, MA 02420 RE: Patriots' Day 2017 Morning Parade & Ceremonies Dear Mr.Valente, On behalf of the Town Celebrations Committee, we request the following for Patriots' Day, Monday April 17, 2017: For Patriots' Day Morning Parade: • Use of the driveway to the Munroe Cemetery to line up the Morning Parade. We will use Muzzey Field for overflow and will apply for a field permit from the Recreation department Parade participants will arrive between 6:45 and 7:15 and the parade will step off promptly at 7:30. For Patriots' Day Afternoon Parade: • Permission to block off the Town Pool parking lot on Worthen Road to provide parking and enable ease of loading for vehicles associated with the parade; in particular for trailers associated with the equine units. This is in keeping with past practice by the Department of Public Works. Should you have any questions, please do not hesitate to contact either of me. Very truly yours, Lorain Marquis, Co-Chair 781-862-9176 1625 MASSACHUSETTS AVENUE •LEXINGTON,MASSACHUSETTS 02420 Telephone: (781)-698-4640—Fax: (781)-863-9468 email:celebrationcmte@lexingtonma.gov AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Request for Discovery Day Street Fair (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.17 SUMMARY: Lexington Retailers Association has requested permission to have exclusive use of the Muzzey Street/Waltham Street parking lot on Saturday, May 27, 2017 (rain date June 3) from 5:00 a.m. to 5:00 p.m. for the 38th annual Discovery Day Street Fair. They also request the following permissions: erect seven temporary signs;park flat bed trailer in Lexington Center; and provide free parking. See attached letter from the Lexington Retailers Association dated January 5, 2017. A copy of the letter was given to the Town Managers Office for them to approve the request to use the Depot Square for a concert. SUGGESTED MOTION: Motion to approve the request of the Lexington Retailers Association detailed in a letter dated January 5, 2017to have exclusive use of the Muzzey Street/Waltham Street parking lot on Saturday, May 27, 2017 (rain date June 3) from 5:00 a.m. to 5:00 p.m. for the 38th annual Discovery Day Street Fair, to erect seven temporary signs, park a flat bed trailer in Lexington Center and provide free parking, as outlined in their letter dated January 5, 2017, subject to working out all the details with Public Works and Police staff. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 10:05 p.m ATTACHMENTS: Description Type Cl 117.05.27 Discovery Day Fair C"over Mom) LEXINGTONRETAILERs ASSOCIATION 1780 Massachusetts Avenue 781 862-1034 January 5, 2017 Board of Selectmen, Town of Lexington: Suzie Barry, Chair . Michelle Ciccolo Norman Cohen ~' Peter Kelley Joseph Pato �1 + Dear Board Members, a� The Lexington Retailers Association(LRA) requests permission to Have exclusive use of the Muzzey St./ Waltham St. parking lot on Saturday May 27, 2017(with a rain date of June 3) from 5 a.m. to 5 p.m., for the purpose of hosting the 38rd annual Discovery Day.Street Fair. In addition we request the use of Emery Park, from 3:00 p.m. to 6 p.m. for an Outdoor Concert by a local band playing family oriented music. During Discovery Day the LRA will be placing portable toilet facilities in the Waltham/Muzzey St. parking lot, and temporarily convert the parking spaces at either entrance to handicapped parking for the duration of the event. We also want to work with the DPW to provide temporary bike racks for the event. For the purpose of event publicity we request permission to: -erect seven temporary signs at the following locations: 1) on Emery Park, starting May 12 and ending at the conclusion of the event; 2) on Massachusetts Avenue sidewalk near the Police Booth, during the event; 3) on Massachusetts Avenue sidewalk at Waltham Street, during the event; 4) on Massachusetts Avenue sidewalk at Muzzey Street, during the event; 5) on Massachusetts Avenue sidewalk at the Alley between#'s 1776-1780, during the event, 6) on Waltham Street sidewalk at the Alley between#'s 11-25, during the event; 7) at the Bike-path, in the area by the crossover behind 1775 Mass Ave, during the event. -park a flat bed trailer in Lexington Center on Massachusetts Avenue in two metered parking spaces in front of Depot Square starting on Friday May 19 and ending on the morning of Discovery Day. A banner publicizing Discovery Day would be hung on the trailer. -provide Free parking at the Central Business District parking meters, and not charge for parking in the Depot Lot on Discovery Day. In the past the LRA covered the meters with a bag which publicized the free parking and the event. They would be attached late in the evening prior to Discovery Day and removed after the event. The bags work in conjunction with the above sidewalk signs. We understand using these old bags could harm the new meters, but would like to continue this publicity. We would work with the Parking Management Group to develop an appropriate method. Last year, over 80 of Lexington's businesses, civic organizations and municipal departments transformed the Waltham/Muzzey St. parking lot into a fun filled, family oriented street fair. We appreciate the cooperation the Town provided last year, and look forward to working with you again. The enclosed page is designed to address questions you may have about Discovery Day. Sincerely, Richard Michelson,President Lexington Retailers Association Q & A - Discovery Day 2017 - Saturday May 27 Q. What will occur during Discovery Day? A. Discovery Day consist of two events located in different venues. There is a street fair in the Waltham St/Muzzey St parking lot and an outdoor concert in Emery Park. Q. How will the Muzzey St./Waltham St. parking lot be used? A. The parking lot will be closed to all vehicular traffic at Muzzey Street and Waltham Street, parking will.be prohibited, and a pedestrian mall will be created. Participants will be assigned specific locations. The following is a tentative schedule: 5 a.m. Close the parking lot to public vehicular traffic Participants begin set-up 10 a.m. Participants open to public 3 p.m. Participants close to public Participants breakdown and cleanup 5 p.m. Parking lot reopened to public vehicular traffic Q. Who will be allowed to participate? A. Lexington retail and service businesses; Lexington community organizations; and Town of Lexington departments and committees Q. What will occur at the street fair? The Participants will be allowed to conduct the following activities: Businesses - promote their businesses and sell merchandise Community organizations - promote their organization (fundraise with LRA approval) Town Departments/Committees — promote their groups (fundraise with LRA approval) In addition, the LRA will provide family oriented entertainment in the parking lot. This may include, but may not be limited to live music performances and live dancing performances. Q. What is happening in Emery Park? A. A family oriented outdoor concert from 3:30 p.m to 6 p.m. In the past the Nowheremen, a Lexington based Beatles cover band performed. But at this time we have not yet hired a band. Q. What will the charges be to participate? A. Charges will be assessed to cover the expenses involved in promoting and implementing Discovery Day. Those expenses will include mailings, advertising, entertainment, rental costs, and town services, as examples. Businesses will be charged a set fee to participate. Lexington community organizations will be charged a highly discounted nominal fee, and Town of Lexington departments and committees will be allowed to participate for free. Q. What town services will be required? A. As in the past, we will work with the Police Department for detail officers required for closing the lot for the event. In addition, the DPW assists with site set-up, recycling and rubbish bins, trash disposal and site cleanup. We will again pay the costs for LEXPRESS to operate during the event allowing the public to ride for free. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Water & Sewer Commitments PRESENTER: ITEM NUMBER: David J P ins o nneault C.1 SUMMARY: Water& Sewer Commitments Section 3 $ 5,684,448.29 Water& Sewer Commitments Special Nov 2016 $ 19,928.00 SUGGESTED MOTION: Motion to approve the Water& Sewer Commitments as noted above. FOLLOW-UP: Treasurer/Collector DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 ATTACHMENTS: Description Type _.__... ..... _ Department of Public Works @14 SPECIAL BILLING BB1116 dr Water and Sewer Enterprise Funds FISCAL YEAR 2017 BB1116 SPECIAL GRAND TOTALS November 2016 WATER $7,068.80 $7,068.80 SEWER $12,859.20 $12,859.20 TOTAL: $19,928.00 $19,928.00 i To the Collector of Revenue for the Town of Lexington: You are hereby authorized and required to levy and collect of the persons named in the list of water/sewer charges herewith committed to you and each one of his/her respective portion herein set down of the sum total of such list. Said sum being: jArineteen thousan4 nine hundredtwenty-eight doCCars andoo/Yoo And pay the same into the treasury of the Town of Lexington and to exercise the powers conferred by law in regard thereto. i DIRECTOR OF PUBLIC WORKS BOARD OF SELECTMEN 1/9/2017 Treasurer/Collector, Director of Public Works,Water/Sewer Billing { Department of Public Works Ins Town of Lexington 1� 1g Water and Sewer Enterprise Funds FISCAL YEAR 2017 N COMMITMENT FA0317 SECTION 3 GRAND TOTALS WATER $2,724,883.24 $2,724,883.24 SEWER $2,959,565.05 $2,959,665.05 TOTAL: $5,684,448.29 $5,684,448.29 To the Collector of Revenue for the Town of Lexington: You are hereby authorized and required to levy and collect of the persons named in the list of water/sewer charges herewith committed to you and each one of his/her respective portion herein set down of the sum total of such list. Said sum being: Five mifon, six hundredeighty four thousan6 four hundredforty-eight dollars andzg/ioo And pay the same into the treasury of the Town of Lexington and to exercise the powers conferred by law in regard thereto. DIRECTOR OF PUBLIC WORKS BOARD OF SELECTMEN 1/9/2017 Treasurer Collector, Director of Public Works,Water/Sewer Billing AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve and Sign Proclamation- Superintendent Nancy Nelson PRESENTER: ITEM NUMBER: Suzanne Barry C.2 SUMMARY: You are being asked to approve the signing of the proclamation honoring Nancy Nelson in recognition of her 23 years as Superintendent of the Minute Man National Historical Park. SUGGESTED MOTION: Motion to approve the consent agenda. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 ATTACHMENTS: Description Type D Pira,a,l;rnntionr Nsw.ayNorse>nn. ("'over Mom) `p05 MORN o� 1775 �c ti a3 Eown of lexington, jAfflaggaCbUqettq APRILI9" �FXINCZON OFFICE OF SELECTMEN SUZANNE BARRY,CHAIRMAN MICHELLE CICCOLO,VICE CHAIR NORMAN P.COHEN PETER C.J.KELLEY JOSEPH PATO TEL:(781)862-0500 x208 FAX: (781)863-9468 PROCLAMATION Whereas: Nancy Nelson has held the position of Superintendent of the Minute Man National Historical Park since 1993 after serving in a number of different roles within the National Park Service; and Whereas: She worked to restore the historic landscape of the Park to recreate the ambience of the late 181h century; and Whereas: She supported the designation of the Battle Road as a Massachusetts Scenic Byway; and Whereas: She led the effort to explore the archeology of the Parker's Revenge Site leading to a new interpretation of the events of the battle, which will serve not only to educate future generations of park visitors but also encourage those visitors to linger in Lexington; and Whereas: She leveraged her diverse career experience, community partnerships and commitment to support the mission of the National Park Service to preserve the park's natural, historic and cultural resources and thereby enhance the park experience; and Whereas: Her dedication has left a lasting legacy where over 1,000,000 visitors from throughout the nation and around the world experience the Minute Man National Park every year. NOW THEREFORE, WE THE LEXINGTON BOARD OF SELECTMEN do hereby recognize: Superintendent Nancy Nelson on the occasion of her retirement after 39 years with the National Park Service and congratulate Nancy on an outstanding career and wish her many continued years of happiness and fulfillment. January 9, 2017 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Approve Property Tax Bill Insert PRESENTER: ITEM NUMBER: Suzanne Barry, Chairman C.3 SUMMARY: The Lexington Bicycle Advisory Committee has requested to include an updated insert similar to the attached in the tax bill. SUGGESTED MOTION: Move to approve the Property tax bill insert requested by the Lexington Bicycle Advisory Committee. FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 ATTACHMENTS: Description Type D CaM.cya,la.Advisory.C'a,utimaitta.e ("'over Mom) 0000000001,0 Z _ uuuuuuuuuuuu � r,"' (D I iy i 0 r LijIIIG T.61 i v.' 5 t� v a "li / �• �, Qj s., I��r J rC CC Ep ILI Qj cl cu as v n v zcj 7 �Iq1 r u r u u ,or a v Vi III u H 0 0 u 72 r woo p CL 4 ' 22 u tn �Id V) v to U bpi 174 c 6. I lio E 0 t 0 ca, lj.� u �ab —�4 5 u 0 0 .0- 7� 0 0 > 0 0 �4. yy 0 0 0 m to Cl.0 0 Z) u u i u 18 W-O -.,4 u u rd rt� ILI as 0 11.j Zo, X :I Vol u 0 Iloilo Cu 7� qd , t ca �.d _a .5 Lj N C. m 0 Z, AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Exemption 6: Update - 20 Pelham Road Purchase PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager ES.1 SUMMARY: Suggested motion for Executive Session: Move that the Board go into Executive Session to consider the purchase, exchange, lease or value of real property, 20 Pelham Road, and to reconvene in Open Session only to adjourn. Further, that as Chairman, I declare that an open meeting may have a detrimental effect on the negotiating position of the Town. Update on negotiations regarding this property. SUGGESTED MOTION: NA FOLLOW-UP: Town Manager and Town Counsel would like to schedule a follow-up executive session on January 12. DATE AND APPROXIMATE TIME ON AGENDA: 1/9/2017 10:15 p.m. ATTACHMENTS: Description Type