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HomeMy WebLinkAbout2017-01-23 BOS Packet - Released SELECTMEN'S MEETING Monday, January 23, 2017 Selectmen's Meeting Room 6:00 PM AGENDA EXECUTIVE SESSION 1. Exemption 6 (Purchase of Real Estate):Pine Grove/Judges Way Affordable Housing 6:00 p.m. (60 min) 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 ITEMS FOR INDIVIDUAL CONSIDERATION 1. Accept Terms of the Dailey Farm Scholarship Fund (5 min.) 7:05 p.m. 2. Public Hearing-Notice of Intent to Layout Public Way- Harbell Street(5 min.) 7:10 p.m. 3. ATM 2017 Warrant Article Update- Campaign Finance Reform Resolution(Citizens 7:15 p.m. Article) (10 min.) 4. Liquor License- Change of Manager-Inn at Hastings Park(5 min.) 7:25 p.m. 5. Liquor License- Change of Manager and Officers/Directors -Tio Juan's Margaritas 7:30 p.m. (5 min.) 6. Receive Report of the Ad Hoc Center Streetscape Design Review Committee(60 7:35 p.m. min.) 7. Discuss Process for January 30, 2017 BOS Meeting to Deliberate on Ad Hoc Center 8:35 p.m. Streetscape Design Review Committee Report(15 min.) 8. Center Traffic Trials (20 min.) 8:5 0 p.m. 9. Update: Community Center Sidewalk Project(10 min.) 9:10 P.M. 10.Continue Review-FY18 Town Manager's Preliminary Recommended Budget and 9:20 p.m. Financing Plan(20 min.) 11.Approve Letter of Support for LexHAB Regarding Lowell Street Housing Project(5 9:40 p.m. min.) 12.Adjust Sidewalk Permit Fees (5 min.) 9:45 p.m. ADJOURN 1. Approximate Adjourn Time 9:55 p.m. The next meeting of the Board of Selectmen is scheduled for Monday, January 30, 2017 at 7:00 p.m. in Battin Hall of the Cary Memorial Building, 1605 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 LeWedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Exemption 6 (Purchase of Real Estate): Pine Grove/Judges Way Affordable Housing (60 min) PRESENTER: ITEM NUMBER: Liz Rust, Dan Gaulin, RHSO;Aaron Henry, Carol Kowalsik, Carl F. Valente ES.1 SUMMARY: Suggested motion for Executive Session: Move that the Board go into Executive Session to consider potential litigation and the purchase, exchange, lease or value of real property, Pine Grove/Judges Way complex, and to reconvene in Open Session. Further, that as Chairman, I declare that an open meeting may have a detrimental effect on the negotiating position of the Town. Update on a proposal to continue to retain this complex on the Subsidized Housing Inventory. SUGGESTED MOTION: None anticipated. FOLLOW-UP: RHSO,Assistant Town Manager for Development, Town Counsel and Planning Director will continue negotiations with property owners. DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 6:00 p.m. ATTACHMENTS: Description Type AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Accept Terms of the Dailey Farm Scholarship Fund (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair/David Williams, Trustee of Public Trust I.1 SUMMARY: You have been asked to accept the terms of the Dailey Farm Scholarship Fund that will be managed by the Trustees of Public Trusts. SUGGESTED MOTION: Motion to accept the terms of the Dailey Farm Scholarship Fund that will be managed by the Trustees of Public Trusts. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:05 p.m. ATTACHMENTS: Description Type d ]PZ011 23 ,lhdoy Sch.ok.vsh.ip Backup Matorinl 114 Marrett Road Lexington, MA 02421 December 26, 2016 Mr. Alan S. Fields Chairman, Trustees of Public Trusts Town Office Building 1625 Massachusetts Avenue Lexington, MA 02420 Dear Mr. Fields: This letter is to set fo•th the terms on which the Trustees of Public Trusts agree to hold the Dailey Farm Scholarship. 1. The Trustees will hold and invest the fund as part of the endowment administered by them for the benefit of the Town of Lexington. 2. Each year the Trustees will transfer to the Lexington Scholarship committee 1/4 of the annual net income. 3. One-quarter of the annual net income and all capital gains shall be transferred to the principle. 4. Contributions to the fund may be made at any time and if designated, may be directed to either principle or income. 5. Each year the Lexington Scholarship committee may award one or more Dailey Farm Scholarships. 6. To be eligible the recipient must meet the following criteria: a. Have demonstrated financial need; b. Be a resident of Lexington at the time of his or her graduation; c. Preference will be given to a.child of a Town of Lexington employee d. Preference will be given to a student who is planning to further his or her education in the trades or in agriculture; e. Preference will be given to students who are attending or will attend schools such as Wentworth, Institute, UMASS at Stockbridge, or the Peterson.School; f. Be a graduate �of either Lexington High School or Minuteman Regional High School; g. A member of the Dailey family will be asked to present the award as long as they are willing and able to do so; h. A member of the Dailey family will ask to receive the credentials of the recipient as long as they are willing and able to do so. Thank you in advance for your assistance. Very Truly Yours, William��T�'ai ey,fir. cc: D. Williams S. McClements L. Wilson AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Public Hearing -Notice of Intent to Layout Public Way - Harbell Street (5 min.) PRESENTER: ITEM NUMBER: John Livsey, Town Engineer; Michael Sprague, Engineering Assistant 1.2 SUMMARY: No vote is requested for this agenda item. The meeting is to discuss the intent to layout Harbell Street and to receive comments from interested parties. This road is proposed to be brought to street acceptance along with a betterment to fund the improvements to bring the road to town standards. Currently there are 8 out of 15 abutters that have signed the petition to move forward. SUGGESTED MOTION: No motion anticipated FOLLOW-UP: At a subsequent meeting the Board will vote to layout Harbell Street or vote in opposition to laying out Harbell Street. If this moves forward a vote of Town meeting on the acceptance and betterment will be a subsequent step in the process. DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:10 p.m. ATTACHMENTS: Description Type D Vhuld darly erred hifi)kAtorr Backup Matorrinl D Allbutters,imp highIghtings,igned pucoN, Backup Matorinl Cl Backup Matorinl D 16AL211 NoticotoL.tyOut 1 ckup Matorinl uS MOO? 1775 G x o Town of Lexington Department of Public Works 2 n z 3 APRIL t9T' Engineering 1 FX l N{`,YpS� John R. Livsey,P.E. Tel: (781) 274-8305 Town Engineer Fax: (781) 274-8392 Informational Notice January 17, 2017 Dear Harbell Street residents: The Board of Selectmen will hold a Public Hearing in the Selectmen's Meeting Room, Town Office Building, Lexington, Massachusetts on Monday, January 23, 2017 at 7:30 P.M. for the purpose of hearing all parties interested. Please check the Selectmen's webpage on the town website for an agenda for a better estimation of when the hearing will begin. This will be posted at the end of this week. If you have any questions or concerns please call Michael Sprague at(781) 274-8304 or send an email to msprague@lexingtonma.gov Thank You John R. Livsey, P.E. Town Engineer Cc: Lexington Board of Selectmen David Pinsonneault 201 BEDFORD STREET•LEXINGTON,MASSACHUSETTS 02420 cr V .�+ O O _ aY � n 3 n S N 1, ,d.► f0 �' '(O ? `_'- A N tD� � �"r c O (D 1 1 M 0 � OL Q a (OD- O ° * (D O d. _. D � ° � � a ° y �(0 DD v :3 as � r � v C * � � � a m m v, n � -mo 0 .T� co `pc Q N O /yy BCD (D a v, : O Da aa on � cr a Err (D - CD CD C m MIL O c -t Y ` � N N 'D 'O momoa� ° o 1 0 � 0M v o fib I o ° x < - -^ -4 CA a c � c iz iz = o m 3• a- m _ mm = CD o' :E o D 3 o C o m = o n CD Q - m nn=i P N 3 LT n m 5 S0 CD o m o o m 3 ' m � � - r� m3 (DCD O a F '► (D O O cn x n CD ? c O o n' m N O (p 0 J -r� n c`D 0- D N C% 00 X tD (D 00 91) ° = °� m C O N =r - m 07 CDN (DD Q N Cr y a' O) fl N CD Q ((DD ( CD 0 M (D (D ° ° 0 1 a S9 �e �1 ) i rviiiiii Cb 0 4fi O 81 M 1� cb01 1�5 \ o�°� a° ii , 5 114 � d Rio 9 0o qq , O o ,r 9 �O, �i/Ak o 10 v9�o y r, hj p �Y 0. Co 5 on 51 ti`O QpP tP f, • Q� o, m ' h Q �ti o �01 J� 37.1' �a s 1>0 tib Q' 4j /' 1 Z/ ri , O\ y iir• do 411 t2� l >�E 5 ' �� A O 16 14p - i sag 60 O • � 0 3a `,„ d 9a a l0� o 5 r„vi f///% 19 rp h�Q, N \\ vio N ice., ' 16a u� a cP ( gw A 500 S r85 101 ......,. �25 1 ~RER�A 3 PA 1 1 inch = 98 feet N I IC'iI LICiI HE 1) PA RCL,L S AR.1,, 1)L �TTIC-) ICiN1,,R STOWN OF LEXING TON w � USETTS January 9, 2017 Harbell Street To the Constable of Lexington: You are hereby directed on or before the 16"' day of January 2017,to leave a true copy of the written notice hereto annexed at the usual place of abode of each of the following named persons who are owners of the land which shall be taken for the purpose set forth in the annexed notice of intention or in cases of said written notice to such owner in person or to his tenant or authorized agenda viz: Joseph Winter and Amy Doud-Winter, Huaixiang Hao and Fang Xia, Gail Corson, Carmen Verrier, Claude Lavallee and Qiong Wang, John Taylor, Deepanker Kocheta and Jain Monica, Jinsheng and Wei Wu, Daniel Hess IV and Jessica Hess, Michael and Patrice Briskin, Helen Eshleman, David and Julie Winton, Elizabeth Bradshaw and Francis Heiligmann, Edward and Joseph Driscoll, Andrew Clarke and Jennifer Wilson. For further notice in conformity with the provisions of law, you are directed on or before the 16th day of January 2017, to post a true copy of said notice in a public place in said Lexington. Lexington Board of Selectmen Harbell Street Edward and Joseph Driscoll 1 Harbell St Deepanker Kocheta and Jain Monica 6 Harbell St Gail Corson 10 Harbell St Carmen Verrier and Robert Trustees 14 Harbell St Claude Lavallee and Qiong Wang 18 Harbell St John Taylor 21 Harbell St Huaixiang Hao and Fang Xia 22 Harbell St Jinsheng and Wei Wu 24 Harbell St Daniel Hess IV and Jessica Hess 25 Harbell St Michael and Patricia Briskin 28 Harbell St Helen Eshleman 30 Harbell St Joseph Winter and Amy Doud-Winter 6 Greenwood St David and Julie Winton 36 Paul Revere Rd Elizabeth Bradshaw and Francis Heiligmann 38 Paul Revere Rd Andrew Clarke and Jennifer Wilson 11 Constitution Rd Lexington, Massachusetts N 2016 � 0 v enber ..l,Notice of Intention to Lay Out Harbell Street i I men hereby gives written notice that it intends to layout as a town The Boa rd of Select way: Harbell S eet from Paul Revere Road a distance of 645 feet, more or less, to End of tr Harbell Road. ce The Board of Selectmen will meet in the Selectmen's Meber 21etingR, 2016 ato7T00 PfM for Building, Lexington,Massachusetts, on Monday,Noy the purpose of making and establishing said extension and layout. WI u a W� Selectmen 1�4of - Lexington A true copy, Attest: Lexington, Massachusetts November 21, 2016 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: ATM 2017 Warrant Article Update - Campaign Finance Reform Resolution(Citizens Article) (10 ruin.) PRESENTER: ITEM NUMBER: Dan Alden 1.3 SUMMARY: Hear a presentation of a Citizen's Article for ATM 2017 pertaining to a resolution regarding campaign finance reform. SUGGESTED MOTION: No motion necessary. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:15 p.m. ATTACHMENTS: Description Type D C itizonr Arrtick� Backup M<atorrinl TOWN OF LEXINGTON (Petition for Inserting An Article in the Town Meeting Warrant) We the undersigned registered voters of the Town Of Lexington do hereby petition the Board of Selectmen to insert the following article in the warrant for the 2017 Annual Town Meeting. ARTICLE To see if the Town will vote to pass a resolution declaring that: Whereas, the current and increasing role of money in politics threatens the democratic ideals upon which our republic was founded; and, whereas, the Town holds an important position in the historical development of this republic; and, whereas, it is incumbent upon the heirs of this history to speak out when the republic is threatened by the accelerated advance of oligarchy- in place of government of the people, by the people and for the people; now, therefore, be it resolved it is the position of the Town of Lexington, Massachusetts, that in order to ensure that our elected officials represent all citizens, tough new anti-corruption laws must be passed by Congress and the Massachusetts General Court, including legislation to prohibit politicians from taking campaign money from industries they regulate; put limits on unregulated SuperPACs and other groups; increase transparency for campaign funding; stop elected representatives and senior staff from negotiating jobs while in office and bar them from all lobbying activity for five years once they leave; empower all voters through a $100 or more tax rebate to contribute to the candidates they support; and strengthen agencies and ethics committees to enforce the rules against politicians and special interests that break campaign finance law Signature Name Print Street Address Precinct 1 Za" .Dar /� d 2h 38 C I ak r K c. S+ 4 3 q fKIM o r6 5 Ck a q6t. 14v"e s I s C z g��er L s <<f7�'A ss pald S— 10 o Lt.a GU h� 2Y 0 11 ALA M G(rlra �d wwIxelfiv ?N 1 12 is We certif that ten (10)abov s gnatures checked are names o ualified voters fr { Nn al L_ 6 1 S BOARD OF REGISTRARS: „r. TOWN OF LEXINGTON (Petition for Inserting An Article in the Town Meeting Warrant) We the undersigned registered voters of the Town Of Lexington do.hereby petition the Board of Selectmen to insert the following article in the warrant for the 2017 Annual Town Meeting. ARTICLE To see if the Town will vote to pass a resolution declaring that: Whereas,the current and increasing role of money in politics threatens the democratic ideals upon which our republic was founded; and, whereas,the Town holds an important position in the historical development of this republic; and, whereas, it is incumbent upon the heirs of this history to speak out when the republic is threatened by the accelerated advance of oligarchy- in place of government of the people, by the people and for the people; now, therefore, be it resolved it is the position of the Town of Lexington, Massachusetts, that in order to ensure that our elected officials represent all citizens, tough new anti-corruption laws must be passed by Congress and the Massachusetts General Court, including legislation to prohibit politicians from taking campaign money from industries they regulate; put limits on unregulated SuperPACs and other groups; increase transparency for campaign funding; stop elected representatives and senior staff from negotiating jobs while in office and bar them from all lobbying activity for five years once they leave; empower all voters through a $100 or more tax rebate to contribute to the candidates they support; and strengthen agencies and ethics committees to enforce the rules against politicians and special interests that break campaign finance law. ign re Name Print Street Address Precinct 4 Q,V I; 1 T er 2 KAI ` i S r�av�u 2b C(n Bldg ll 3 V�' esl/1 �r �tVg 4 � Clit Q,� 1 Q r�5�✓) O �J O SS rwicmf 73 Grq.rs/G st 3 7 , V�m6 1 SS B J �t.�Dti s �,Jls 8 h�,cv�� Co ba-�!& 9 yQ _.ea, , 4J,`!//ems 10 F fc.hv­ihU{ 11 12 We certify that ten(10)above signatures checked are names of qualified voters from the Town of Lexington. nn BOARD OF REGISTRARS: Q ll NOV 2 8 2016 SELECTMEN TOWN OF LEXINGTON (Petition for Inserting An Article in the Town Meeting Warrant) We the undersigned registered voters of the Town Of Lexington do.hereby petition the Board of Selectmen to insert the following article in the warrant for the 2017 Annual Town Meeting. ARTICLE To see if the Town will vote to pass a resolution declaring that: Whereas, the current and increasing role of money in politics threatens the democratic ideals upon which our republic was founded; and, whereas, the Town holds an important position in the historical development of this republic; and, whereas, it is incumbent upon the heirs of this history to speak out when the republic is threatened by the accelerated advance of oligarchy- in place of government of the people, by the people and for the people; now, therefore, be it resolved it is the position of the Town of Lexington, Massachusetts, that in order to ensure that our elected officials represent all citizens, tough new anti-corruption laws must be passed by Congress and the Massachusetts General Court, including legislation to prohibit politicians from taking campaign money from industries they regulate; put limits on unregulated SuperPACs and other groups; increase transparency for campaign funding; stop elected representatives and senior staff from negotiating jobs while in office and bar them from all lobbying activity for five years once they leave; empower all voters through a $100 or more tax rebate to contribute to the candidates they support; and strengthen agencies and ethics committees to enforce the rules against politicians,and special interests that break campaign finance law. Si nature - Name Print Street Address Precinct /7 SdMc CIkb U 3 `3 Lca,Y7 a nAa f J 015 L I 4 awe Gins i 9 FasJ, ,,+ -Axe-, 5 6 1 a rr 7 b lt,v tt �- 3 S 8 �� 4/ ( r1 c� 7 /< <—�S� Ar- 9 10 11 12 We certify that ten(10)above signatures checked are names of qualified voters from the Town of Lexingto_ BOARD OF REGISTRARS: U U pt� L b 2016 } AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Liquor License - Change of Manager - Inn at Hastings Park (5 min.) PRESENTER: ITEM NUMBER: Suzie Barry, Chairman 1.4 SUMMARY: The Inn at Hastings Park has submitted all the necessary paperwork needed to request approval for a change of manager on their All Alcohol Restaurant Liquor License. Attached is some of the information. SUGGESTED MOTION: Motion to approve the application for a change of manager and issue an All Alcohol Restaurant Liquor License to the Inn at Hastings Park, 2013-2027 Massachusetts Avenue. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:25 p.m. ATTACHMENTS: Description Type D ]PZ011 23 hin dot Hastings ParkMMI Backup Matorinl R The Corrianonwealth of Massachusetts Alcoholic Beverages Cormtrol Conarnissi.oFi ❑ For Reconsideration a�0I LOCAL LICENSING AUTHORITY REVIEW RECORD 0039-HT 0612 Lexington January 10, 2017 ABCC License Number City/Town Date Filed with LLA TRANSACTION TYPE(Please check all relevant transactions): ❑ New License ❑ Change Corporate Name ❑ Pledge of Collateral R.e.ucense/stoc l ❑ Change Corporate Structure(i.e.Corp/LLQ ❑ Transfer of License ❑ Change of DBA ❑Change of Class(i.e.Annual/seasonal) ❑ Change of Hours Change of Manager ❑ Alteration of Licensed Premises ❑ Change of License Type(Le.club/restaurant) ❑ Issuance/Transferof Stock/New Stockholder ❑ Change ofBenencialInterest ❑ Change of Location ❑ Change of Category(Le.All Alcohol/WineMak) 0 Management/Operating Agreement APPLICANT INFORMATION Name of Licensee AB Inns, LLC D/B/A The.]nn at Hastings Park ADDRESS: 2027 Massachusetts AVenu FY/TOWN: Lexington . STATE Mq ZIP CODE 02421 Granted urider ❑ Manager Trisha Perez Kennealy Special Legislation? Yes No' Restaurant Annual If Yes,Chapter Ali Alcohol � of the Acts of(year) Type � Class Cateaory (i.e.restaurant,package store) (Annualor5easonal) (i.e.wines and M,,alts/All Alcohol) LOCAL LICENSING AUTHORITY DECISION Sun-Thurs: 11 am-11:00pm Please indicate what days and hours , Please indicate the decision of the the licensee will sell alcohol: Fri&Sat:11:00am-11:30pm j Local Licensing Authority: ( Front Porch and Rear Patio l - i If ApproOn6 With Modifications please indicate below what changes the LLA is makin7: Please indicate if the LLA is Indoor Area PloorN=bQ Squ—.Footage NumbxrofRooms downe adinQ the e Changes to the Premises Description o License Total Square Foota e '<i€= ;r .:_=_ o Cate o --- a -Y(approving only Wines and bolts if applicant applied for All Patio/Deck/Outdoor Area Number of Entrances Alcohol) Total Square Footage � N/A Seating Capacity I ] Number of Exits LLL +++ . Abutters Notified: Yes ❑ No Date of Abutter Date of Notification Advertisement Please add any *Front Porch and Rear Patio: Patron carry out only from 11:00 a.m.—9:00 p.m. additional remarks or Subject to the requirements outlined in the attached "Conditions on Liquor License for conditions here: . Inn at Hastings Park" dated December 1, 2014. 0 Check here if you are attaching additional documentation Alcoholic Beverages Control Commission The Local Licensing Authorities By: Ralph Sacramone Executive Director Date APPROVED by LLA Conditions on Liquor License for Inn at Hastings Parr Definitions 1. Alcohol Service: The placing of an order for an alcoholic beverage. 2. Alcohol Consumption: The drinking of an alcoholic beverage. 3. Iml Guest: All individual registered to stay overnight at the 22 guest rooms/suites. 4. Patron: Any customer of the Inin at Hastings Park who is not all Inri Guest. Conditions Inn Guests 1. Alcohol service shall be limited to the restaurant/dining room, the 22 guest rooms/suites and the three sitting rooms in the Main Inn; all as shown on the plans for the Inch submitted with this license application. 2. Alcohol service shall not be allowed on the Main Inn covered porch or patio adjacent to the Main Ir1In. 3. Alcohol consumption is permissible in the 22 guest rooms/suites and on the Main Inn covered porch or patio adjacent to the Main Inn, but shall not be allowed on the Main Inn covered porch or patio adjacent to the Main Inn after 9 PM. 4. Alcohol consumption on the Main Inn covered porch and patio adjacent to the Main Inrl is allowed only 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 Mairl Inn covered porch and adjacent patio. Open alcoho lic beverages may be transported to or from 22 guest rooms/suites, the Mulliken House or the Barn only by Inrl staff 5. Alcohol service and consumption is allowed within the hours of this license, subject to Condition 3 above, provided that food service is provided with the alcoholic beverage in accordance with the Regulations. .6. Food service in the Main Illrl sitting rooms does not include ordering from the restaurant menu, Artistry on the Green. Food service ul the Main Inn sitting rooms is intended to be an offering to the Inn Guests in connection with operation of the Inn. Such items may include, but are not limited to, muffins, breads, finger sandwiches, cookies, fruits, hors d'oeuvres and the like. Patrons 7. Alcohol service to and consumption by patrons is allowed only in the restaurant/dining room and waiting area (which includes the service bar area), and only to patrons waiting to be.seated in the dining room. Appetizers and hors d'oeuvres shall be available to patrons in the waiting area in accordance with the Regulations. December 1, 2014 17te Commonwealth of Massachusetts - —_- Alcoholic Beverages Control Commission F 239 Causeway Street Boston,MA 02114 wrvw.mass.gov/abcc Y y PETITION FOR CHANGE OF LICENSE 0039-HT-0612 Lexington ABCC License Number City/Town The licensee AB INNS,LLC dba The Inn at Hastings Park respectfully petitions the Licensing Authorities to approve the following transactions: Change of Manager 0 Alteration of Premises Pledge of License/Stock FCordial&Liqueurs Change of Corporate Name/DBA 0 Change of Location Change of License Type(§12 ONLY,e.g."club"to"restaurant' Change of Manager Last-Approved Manager: Daniel Braun Requested New Manager: Trisha Perez Kennealy 0 Pledge of License/Stock Loan Principal Amount:$ Interest Rate: Payment Term: Lender: 0 Change of Corporate Name/DBA Last-Approved Corporate Name/DBA: Requested New Corporate Name/DBA: 0 Change of License Type Last-Approved License Type: Requested New License Type: Alteration of Premises:(must fill out attached financial information form) Description of Alteration: 0 Change of Location:(must fill out attached financial information form) Last-Approved Location: Requested New Location: Signature of Licensee (� L" Date Signed ) t u, i31 (Ifa CorpombontUr,by its authorized representative) The Commonwealth of Massachusetts -= Alcoholic Beverages Control Conznussion a 239 Cause►vay Street x Boston, MA 02114 r` wwiv.massgov/abcc AMENDEMENT APPLICATION FOR A CHANGE OF MANAGER Please complete this entire application, leaving no fields blank. if field does not apply to your situation, please write N/A. 1. NAME OF LICENSEE (Business Contact) 1AB INNS, LLC dba The Inn at Hastings Park ABCC License Number City/Town of Licensee 0039-HT-0612 Lexington 2. APPLICATION CONTACT The application contact is required and is the person who will be contacted with any questions regarding this application. First Name: Patty Middle: F Last Name: Frelick Title: Employee Primary Phone: 781-301-6658 Email: pfrelick@innathastingspark.com 3. BUSINESS CONTACT Please complete this section ONLY if there are changes to the Licensee phone number, business address(corporate headquarters),or mafffng address. Entity Name: Primary Phone: Fax Number: Alternative Phone: Email: Business Address(Corporate Headquarters) Street Number: Street Name: City/Town: State: Zip Code: Country: F77 Mailing Address F� Check here ifyour Mailing Address is the same as your Business Address Street Number: Street Name: City/Town: State: Zip Code: Country: 1 APPLICANT'S STATEMENT I, Trisha Perez Kennealy the: R sole proprietor; El partner; 0 corporate principal; El LLC/LLP member Authorized Signatory AB Inns LLC Liquor License/Change of Manager of � , hereby submit this application for Name of the Entity/Corporation Transaction(s)you are applying for (hereinafter the "Application"),to the local licensing authority(the"LLA")and the Alcoholic Beverages Control Commission (the "ABCC"and together with the LLA collectively the "Licensing Authorities")for approval. I do hereby declare under the pains and penalties of perjury that I have personal knowledge of the information submitted in the Application, and as such affirm that all statement and representations therein are true to the best of my knowledge and belief. I further submit the following to be true and accurate: (1) 1 understand that each representation in this Application is material to the Licensing Authorities'decision on the Application and that the Licensing Authorities will rely on each and every answer in the Application and accompanying documents in reaching its decision; (2) 1 state that the location and description of the proposed licensed premises does not violate any requirement of the ABCC or other state law or local ordinances; (3) 1 understand that while the Application is pending, I must notify the Licensing Authorities of any change in the information submitted therein. I understand that failure to give such notice to the Licensing Authorities may result in disapproval of the Application; (4) 1 understand that upon approval of the Application, I must notify the Licensing Authorities of any change in the Application information as approved by the Licensing Authorities. I understand that failure to give such notice to the Licensing Authorities may result in sanctions including revocation of any license for which this Application is submitted; (5) 1 understand that the licensee will be bound by the statements and representations made in the Application, including, but not limited to the identity of persons with an ownership or financial interest in the license; (6) 1 understand that all statements and representations made become conditions of the license; (7) 1 understand that any physical alterations to or changes to the size of,the area used for the sale,delivery,storage, or consumption of alcoholic beverages, must be reported to the Licensing Authorities and may require the prior approval of the Licensing Authorities; (8) 1 understand that the licensee's failure to operate the licensed premises in accordance with the statements and representations made in the Application may result in sanctions, including the revocation of any license for which the Application was submitted;and (9) 1 understand that any false statement or misrepresentation will constitute cause for disapproval of the Application or sanctions including revocation of any license for which this Application is submitted. Signature:' °� ��L� Date: I T l Title: Owner and CEO 771e Commonwealth of Massach usetts Alcoholic Beverages Control Commission -- --------- 239 Causeway Street FI Boston,MA 02114 a( inviv.mass.g ovlabcc PERSONAL INFORMATION FORM Each individual listed in Section 10 of this application must complete this form. 1. LICENSEE INFORMATION: -- -- ------ -- ---------- B. Business Name(dba) The Inn at Hastings Park A. Legal Name of Licensee AB INNS, LLC -_---- - - ..-. . - 2013-2027Mascachusetts Avenue D.ABCC License Number 0039-HT-0612 C.Address (If existing licensee) E. City/Town Lexington State MA Zip Code 02420 F. Phone Number of Premise 781 301-6660 G. EIN of License 454-49-1852 2. PERSONAL INFORMATION: A. Individual Name Trisha Perez Kennealy B. Home Phone Number 781-860-7771 C.Address 4 Brent Road D. City/Town Lexington State MA Zip Code 02420 E.Social Security Number F. Date of Birth i<k G. Place of Employment The Inn at Hastings Park 3. BACKGROUND INFORMATION: Have you ever been convicted of a state, federal or military crime? Ye"s No 0 O If yes,as part of the application process,the individual must attach an affidavit as to any and all convictions. The affidavit must include the city and state where the charges occurred as well as the disposition of the convictions. 4. FINANCIAL INTEREST: Provide a detailed description of your direct or indirect, beneficial or financial interest in this license. I am the-so I-e- proprietor of AB INNS, LLC with 100%ownership. IMPORTANT ATTACHMENTS(8): For all cash contributions,attach last(3) months of bank statements for the source(s)of this cash. *If additional space is needed, please use the last page l hereby swear under the pains and penalties of perjury that the information 1 have provided in this application is true and accurate: Signature -- -- --- Date Title Owner and CEO (If Corporation/LLC Representative) AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Liquor License - Change of Manager and Officers/Directors - Tio Juan's Margaritas (5 min.) PRESENTER: ITEM NUMBER: Suzie Barry, Chairman 1.5 SUMMARY: Tio Juan's Margaritas has submitted all the necessary paperwork needed to request reconsideration of their previous application to change manager which was approved by the Board on April 11, 2016, but returned by the ABCC to update their board of directors and officers. Attached is the updated information. SUGGESTED MOTION: Motion to approve the application reflecting the change of manager and change of beneficial interests, and issue an All Alcohol Restaurant Liquor License to the Lexington Mexican Restaurant Group, Inc. d/b/a Tio Juan's Margaritas Restaurant, 438 Bedford Street. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:30 p.m. ATTACHMENTS: Description Type D ]PZ011.23 M ata Arita"ss WM C"k'D Backup Matorinn1 The Cotiwimwealth of Massachusetts Alcoholic Beverages Control Contntissiott x� For Reconsideration r` LOCAL LICENSING AUTHORITY REVIEW RECORD 061200034 Lexington 12/8/2016 ABCC License Number City/Town Date Filed with LLA����IIII TRANSACTION TYPE(Please check all relevant transactions): New License Change Corporate Name ❑ Pledge of Collateral(i.e.License/stock) Change Corporate Structure(i.e.Corp/LLc) Transfer of License Change of DBA 0 Change of Class(i.e.Annual/Seasonal) Change of Hours Q Change of Manager Alteration of Licensed Premises 7 Change of License Type(i.e.club/restaurant) ❑ issuance/Transfer of Stock/New Stockholder ® Change of Beneficial Interest Change of Location 0 Change of Category(i.e.All Alcohol/Wine,Malt) 0 Management/Operating Agreement APPLICANT INFORMATION Name of Licensee Lexington Mexican Restaurant Group,Inc. D/B/A Margaritas Mexican Restaurant ADDRESS: 1438 Bedford Street CITY/TOWN: Lexington STATE MA ZIP CODE 02420 Manager Chrisanne Shirley Granted under Yes 7 No Special Legislation? §12 Restaurant Annual All Alcoholic Beverages If Yes,Chapter Type Class Category of the Acts of(year)�� (i.e.restaurant,package store) (Annual or Seasonal) (i.e.Wines and Malts/All Alcohol) LOCAL LICENSING AUTHORITY DECISION }, Please indicate what days and hours A W�cK Please indicate the decision of the the licensee will sell alcohol: . � •� /" Ta Local Licensing Authority: If Approving With Modifications,please indicate below what changes the LLA is making: Please indicate if the LLA is Indoor Area Floor Number Square Footage Number of Rooms downgrading the License Chances to the Premises Description Total Square Footage Category(approving only Wines and Malts if applicant applied for All Patio/Deck/Outdoor Area Alcohol): Total Square Footage Number of Entrances Seating Capacity Number of Exits Abutters Notified: Yes ❑ No 7 Date of Abutter Date of Notification Advertisement Please add any additional remarks or conditions here: Check here if you are attaching additional documentation Alcoholic Beverages Control Commission The Local Licensing Authorities By: Ralph Sacramone Executive Director Date APPROVED by LLA Tio Juan's Margaritas LEGAL NOTICE Town of Lexington BOARD OF SELECTMEN In accordance with the requirements of the General Laws, Chapter 138, as amended, pertaining to the issuance of licenses for the sale and service of alcoholic beverages, notice is hereby given that an application has been received from the Lexington Mexican Restaurant Group, Inc. d/b/a Tio Juan's Margarita Restaurant, 438 Bedford Street, Lexington, MA 02420, requesting approval for a change of officers/directors and a change of manager for their Connznon Victualler Liquor License to sell all alcohol beverages to be drunk on the premises. Public Hearing on the petition will be held on Monday, January 23, 2017, in the Selectmen Meeting Room, Town Office Building, 1625 Massachusetts Avenue, at 7:00 p.m. Suzanne E. Barry, Chairman Board of Selectmen Please insert u1 the Lexington Minute Man on January 19, 2017. Send tear sheet to the Selectmen's Office, Town of Lexington. APPLICATION FOR RETAIL ALCOHOLIC BEVERAGE LICENSE City/Town Lexington 1. LICENSEE INFORMATION: A. Legal Name/Entity of AppIicant:(corporation,LLC or Individual) Lexington Mexican Restaurant Group, Inc. B. Business Name(if different) : Tio Juans Margaritas Mexican Resta '"rC. Manager of Record: Gregory Yeager D.ABCC License Number(for existing licenses only) : F061200034 E.Address of Licensed Premises 438 Bedford St City/Town: Lexington State: MA Zip: 02420 F. Business Phone: 339 970-2250 G. Cell Phone: (617)513-4424 —� H. Email: mmancini@margs.com I.Website: margs.com J.Mailing address(If different from E.): 200 Griffin Rd Suite 1 City/Town: Portsmouth State: FE::] Zip: 03801 2.TRANSACTION: 7 New License ❑X New Officer/Director F-] Transfer of Stock © Issuance of Stock Q Pledge of Stock © Transfer of License 0 New Stockholder E] Management/Operating Agreement © Pledge of License The following transactions must be processed as new licenses: ❑ Seasonal to Annual F (6)Day to(7)-Day License 0 Wine&Malt to All Alcohol IMPORTANT ATTACHMENTS(1): The applicant must attach a vote of the entity authorizing all requested transactions,including the appointment of a Manager of Record or principal representative. 3. TYPE OF LICENSE: ❑X §12 Restaurant ❑ §12 Hotel 0 §12 Club 0 §12 Veterans Club © §12 Continuing Care Retirement Community 0 §12 General On-Premises © §12 Tavern (No Sundays) F� §15 Package Store 4. LICENSE CATEGORY: ©X All Alcoholic Beverages © Wines&Malt Beverages © Wines © Malt © Wine&Malt Beverages with Cordials/Liqueurs Permit 5. LICENSE CLASS: ©X Annual 7 Seasonal 9. LICENSE STRUCTURE: The Applicant is a(n): Corporation Other If the applicant is a Corporation or LLC, complete the following: Date of Incorporation/Organization: July 18, 2008 State of Incorporation/Organization: MA Is the Corporation publicly traded? Yes © No XX 10. INTERESTS IN THIS LICENSE: List all individuals involved in the entity(e.g.corporate stockholders,directors,officers and LLC members and managers)and any person or entity with a direct or indirect,beneficial or financial interest in this license. IMPORTANT ATTACHMENTS(4): A.All individuals or entities listed below are required to complete a Personal Information Form. B.All shareholders,LLC members or other individuals with any ownership in this license must complete a CORI Release Form(unless they are a landlord entity) -7 Name All Titles and Positions Specific%Owned Other Beneficial Interest John J. Pelletier Director 51.0% .David M. Pelletier Director 24.4% E. Stanton Bagley Treasurer 20.0% Larry A.Cates Director 4.6% Hugo E. Marin President Mario Mancini Chief Financial Officer Ayushi, LLC Landlord *If additional space is needed, please use last page. 11. EXISTING INTEREST IN OTHER LICENSES: Does any individual listed in §10 have any direct or indirect, beneficial or financial interest in any other license to sell alcoholic beverages? Yes ©X No © If yes, list said interest below: Name License Type F Licensee Name&Address Please Select 1 Please Select Please Select Please Select Please Select Please Select *If additional space is needed, please use last page. Margaritas Restaurant Group—Methuen Tio Juan's Margaritas Mexican 90 Pleasant Valley St Methuen MA Inc Restaurant Margaritas Restaurant Group— Tio Juan's Margaritas Mexican 10006 Shops Way Northborough MA Northborough, Inc Restaurant 16. COSTS ASSOCIATED WITH LICENSE TRANSACTION: A. Purchase Price for Real Property: B. Purchase Price for Business Assets: IMPORTANT ATTACHMENTS (5): Any individual, LLC, corporate entity, etc. providing funds of C. Costs of Renovations/Construction: $50,000 or greater towards this transaction, must provide proof of the source of said funds. D. Initial Start-Up Costs: Proof may consist of three consecutive months of bank statements with a minimum balance of the E. Purchase Price for Inventory: amount described, a letter from your financial institution stating there are sufficient funds to F. Other: (Specify) cover the amount described, loan documentation, or other documentation. G:TOTALCOST H. TOTAL CASH I.TOTAL AMOUNT FINANCED The amounts listed in subsections (H) and (1) must total the amount reflected in (G). 17. PROVIDE A DETAILED EXPLANATION OF THE FORM(S)AND SOURCE(S) OF FUNDING FOR THE COSTS IDENTIFIED ABOVE (INCLUDE LOANS, MORTGAGES, LINES OF CREDIT, NOTES, PERSONAL FUNDS, GIFTS): *If additional space is needed, please use last page. 18. LIST EACH LENDER AND LOAN AMOUNT(S)FROM WHICH "TOTAL AMOUNT FINANCED"NOTED IN SUB-SECTIONS 16(I) WILL DERIVE: A. Name Dollar Amount Type of Financing *It additional space is needed, please use last page. B. Does any individual or entity listed in §17 or§18 as a source of financing have a direct or indirect, beneficial or financial interest in this license or any other license(s)granted under Chapter 138? Yes 0 No If yes, please describe: APPLICANT'S STATEMENT 1, JohnJ.Pelletier the: sole proprietor; © partner; N corporate principal; © LLC/LLP member Authorized Signatory of I Margaritas Management Group,Inc. , hereby submit this application for IlLexington Mexican Restaurant Group,Inc. Name of the Entity/Corporation Transaction(s)you are applying for (hereinafter the "Application"), to the local licensing authority (the "LLA") and the Alcoholic Beverages Control Commission (the "ABCC" and together with the LLA collectively the "Licensing Authorities")for approval. I do hereby declare under the pains and penalties of perjury that I have personal knowledge of the information submitted in the Application, and as such affirm that all statement and representations therein are true to the best of my knowledge and belief. I further submit the following to be true and accurate: (1) 1 understand that each representation in this Application is material to the Licensing Authorities' decision on the Application and that the Licensing Authorities will rely on each and every answer in the Application and accompanying documents in reaching its decision; (2) 1 state that the location and description of the proposed licensed premises does not violate any requirement of the ABCC or other state law or local ordinances; (3) 1 understand that while the Application is pending, I must notify the Licensing Authorities of any change in the information submitted therein. I understand that failure to give such notice to the Licensing Authorities may result in disapproval of the Application; (4) 1 understand that upon approval of the Application, I must notify the Licensing Authorities of any change in the Application information as approved by the Licensing Authorities. I understand that failure to give such notice to the Licensing Authorities may result in sanctions including revocation of any license for which this Application is submitted; (5) 1 understand that the licensee will be bound by the statements and representations made in the Application, including, but not limited to the identity of persons with an ownership or financial interest in the license; (6) 1 understand that all statements and representations made become conditions of the license; (7) 1 understand that any physical alterations to or changes to the size of,the area used for the sale, delivery,storage, or consumption of alcoholic beverages, must be reported to the Licensing Authorities and may require the prior approval of the Licensing Authorities; (8) 1 understand that the licensee's failure to operate the licensed premises in accordance with the statements and representations made in the Application may result in sanctions, including the revocation of any license for which the Application was submitted; and (9) 1 understand that any false statement or misrepresentation will constitute cause for disapproval of the Application or sanctions including revocation of any license for which this Application is submitted. i Signature: 11 OIL Date: Title: Director AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Receive Report of the Ad Hoc Center Streetscape Design Review Committee (60 min.) PRESENTER: ITEM Howard Levin, Chairman Ad Hoc NUMBER: Center Streetscape Design Review Committee 1'6 SUMMARY: Receive the final report of the Ad Hoc Center Streetscape Committee Report. SUGGESTED MOTION: No motion required. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 7:35 p.m. ATTACHMENTS: Description Type D AdVh)cConrtarStira.ctra peDoscgn, ("'over Mom) Al11 REPORT OF THE CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE to the LEXINGTON BOARD OF SELECTMEN Members o Victoria C. Buckley, Commission on Disability o Nancy Corcoran-Ronchetti, Planning Board o Anne Laurin Eccles, Historic Districts Commission o Margaret S. Enders, Bicycle Advisory o John W. Frey, Tree Committee o Jonathan A. Himmel, Tourism Committee o Wendall C. Kalsow, Historical Commission o Timothy D. Lee, Design Advisory Committee o Pamela F. Shadley, Center Committee o Howard L. Levin, Chair Liaisons: o Elaine Doran, Garden Club o Wendy Manz, Capital Expenditures o Glenn Parker, Appropriations o Eric J. Michelson, Retailers Association o F. David Wells, Historical Society o Fred Johnson, Chamber of Commerce FOREWORD Following several years of discussion and meetings concerning the proposed renovation and revitalization of Lexington Center (the "Center Streetscape Project"), in April 2016 the Board of Selectmen adopted an Amended Charge (the "Charge") establishing a Center Streetscape Design Review Ad Hoc Committee. Over the following weeks, the Board finalized the appointment of members and liaisons to the Committee, and the Committee began work in June. This is the final Report to the Board, including a revised Tier 1 Report.' It is composed as a response to the portions of the 25% Design proposal previously prepared by the BETA Group, insofar as the BETA proposal relates to design elements included in the Charge. The Charge states as its central objective "To evaluate and make a recommendation on the various design elements (excluding engineering items related to traffic) for the Center Streetscape Project." The Charge divides the work into three separate tiers, with target delivery dates of September 15, November 1, and December 15, 2016. For completeness and efficiency, the Committee reorganized the elements of the Charge, and this Report generally follows this outline: Tier 1: • Sidewalk materials and installation • Lighting Tier 2: • Overall layout and site design: pedestrian, bicyclist, and driving experience • Landscaping (trees, shrubs, structural soil) • Irrigation and infrastructure • Street Furnishings o Benches, Tables and Chairs o Bicycle Parking o Trash Receptacles/Recycling • Roadway features: Crosswalk and median materials • Buffers and Edges (planters, stone walls, bollards, edging) • Stormwater including Infiltration basins 1 The original Tier 1 Report was presented to the Board of Selectmen dated September 26,2016. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page i Tier 3: • Interpretive and Educational Elements o Embedded in and along sidewalk o Interpretive signage and markers o Materials (posts,plaques and markers) o Interface with Grain Mill Alley (activity area) • Signage and Wayfinding • Disruption, budgeting and cost control strategies • Committee Follow-through • Oversight and Project Management The Ad Hoc Committee undertook a detailed examination of the history of the Center, the advantages and disadvantages of available sidewalk materials and designs, lighting and illumination styles and techniques, the layout and physical amenities as they affect pedestrians, bicyclists, and motorists, treescape and landscape, cultural, historical and educational elements, public safety, and construction management to ensure a successful project. A great deal of time and effort was devoted to accessibility concerns, to ensure those with various disabilities will find the Center as inviting and safe as possible. The Committee conducted research, and hosted expert presentations from consultants, authorities and community members. The Committee's report was prepared with input from all of the Committee Members and Liaisons, and members of the general public who attended and contributed to its many meetings. The revised Tier 1 component of this Report is responsive to comments received from Town Staff, the Board of Selectmen, and the public. We concur that"the Department of Public Works (DPW) should have flexibility in the design standards so that aesthetic recommendations in the Report do not outweigh safety considerations recommended or to be recommended by DPW and BETA Group." It is the Committee's understanding that future work by the DPW and BETA will use these recommendations, as authorized by the Board of Selectmen, as a guide for the development of the final construction documents and for actual construction. The Committee continues to believe that the Committee's recommendations on construction procedures are within our scope. The Committee's construction recommendations are intended to add clarity and transparency to the final construction process implemented by DPW. The Committee is pleased to present to the Board its Report on the following pages. The report, except for one element, was adopted by a vote of 9 to 0. The Committee's recommendation in favor of predominantly brick sidewalks was adopted by a vote of seven in favor, one opposed, and one abstention. A minority report on sidewalk materials, submitted by the Commission on Disability, is attached as an Appendix. spectfu ubmitted, oward L. Levin, Chair January 19, 2017 CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page ii EXECUTIVE SUMMARY The core of the Board of Selectmen's charge to the Committee is: "To evaluate and make a recommendation on the various design elements (excluding engineering items related to traff c)for the Center Streetscape Project. " "The Center Streetscape Project is envisioned as a capital improvement effort that, when completed, will enable Lexington Center to achieve its many objectives ofproviding an inclusive, vibrant, and welcoming environment...preserving the Center's historic resources, addressing much needed maintenance, and augmenting streetscape amenities to support and expand commerce, tourism and leisure activities. "Mission: To ensure that Lexington Center continues to be the hub of Lexington's commercial, social, and leisure activity. " The Committee recommends modifying the current 25% design to reflect a renewal of our existing Mid-Century Modern Streetscape which is unique to Lexington. To achieve this objective the site design should embrace and preserve the essence of the design objectives originally conceived in the 1966 "A Plan for Lexington Center," most especially the focus on creating a town center with its own distinctive character. The Center needs to continue to function as the social and economic center of Lexington. The key character-defining design element of this mid-century modern design is the pedestrian promenade along the north side of Massachusetts Avenue. The key components of this promenade include: a uniform "carpet" of brick pavers, a double row of trees with seating areas between them, and octagonal shaped pedestrian scale lights. It is these elements that help create a unique Lexington Center, and which has influenced urban design nationally. In the first Tier of our report, the Committee broadly recommends that the current sidewalk materials in the Center core be replaced in kind; that is, if the sidewalks are brick, they should be replaced with brick. We see the streetscape project as a thoughtful restoration of a mid-century commercial district conceptualized by world-renowned landscape architect, Hideo Sasaki, a Lexington resident. The detailed recommendations of the Committee include specifications that will assure state-of-the-art universal accessibility, design excellence, and durability. A clear distinction should be made between the existing molded or water-struck brick which is presently used in the Center and the proposed wire-cut brick. Both the existing and proposed brick will have a similar color range of red to brown and overall general appearance. The existing molded or water-struck brick has a quite irregular surface which is not considered acceptable for universal accessibility, as opposed to the uniform surface of wire-cut brick, which is acceptable under both the Massachusetts Architectural Access Board (MAAB) Rules and Regulations and the ADA. Another important distinction is that the existing brick is set on a sand or stone dust base which moves over time, while the proposed brick will be set on a CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 1 concrete or asphalt base. The proposed setting method is similar to the standard method used in both Cambridge and Boston. The Committee recommends, subject to cost considerations more fully detailed in this report, that the brick sidewalks continue to Woburn Street and Winthrop Road, anticipating expansion of public activities in front of the Town buildings and to the parkland extending to Fletcher Ave. Our report includes many recommendations for substantial cost savings relative to the current 25% design. If necessary to reduce the cost of construction so as to enable the restoration of brick sidewalks in the core of the Center, the Board may consider cement concrete sidewalks with a brick border, but only along the curb on the east end of the project area extending to Woburn Street. While not ideal, a brick border, combined with our recommended extension of the tree-lined promenade, may be sufficient to visually connect the east end of the Center with its core. We note that the use of placed cement concrete sidewalk panels installed with a brick border does introduce concerns with respect to changes in elevation, cracking and spalling not present in all brick construction. The Board should be mindful that while placed cement concrete is less expensive to install, it may be more expensive to maintain than brick, and in the Committee's view is less aesthetically appropriate for the Center. Also part of the first Tier report is lighting. High quality roadway lighting and pedestrian lighting, designed to appropriate illumination levels, is one of the most important safety improvements for dusk, dawn and nighttime hours. In order to illuminate six lanes of Massachusetts Ave. without adding to clutter and distraction, we have recommended replacing the current cobra-heads with tall slender roadway lights that should visually disappear. These will not detract from the character of the Center in the way that more elaborate,pseudo-historic light fixtures would. Detailed calculations for optimal brightness, hue (color temperature), and light distribution to be made by the consulting lighting designer should ensure that crosswalks, intersections and other vehicular areas receive adequate lighting while minimizing glare. After the deliberation, the Committee is recommending continuing to use the distinctive 1960s Sasaki, lantern style sidewalk lighting design, in the core of the Center. We believe this lighting style is commercially available, updated to current LED and night sky lighting design standards, and will not require expensive customization. The Committee believes that the distinctive lighting styles outside the core commercial area, such as Emery Park, Cary Hall, and the Post Office areas should remain, as they add character to the Center. The second Tier of our report makes detailed recommendations with respect to the overall design of the streetscape and the related site amenities including landscaping and site furnishings. The Committee makes recommendations to improve the overall vision and design approach of the project and identifies elements to add and subtract to improve the design and help control cost. The Committee recommends performance standards and makes recommendations for amenities, including benches, street trees and related planting systems, bicycle parking, drainage and trash. Specifically, the report recommends that the Town: CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 2 • Maintain the style of the existing benches and, over time, replace the teak with Ipe wood which is more durable. • Increase planting soil for the street trees, using a combination of suspended pavements and increased tree wells. Add irrigation. Select street trees for low maintenance and urban vitality. • Replace the bike racks and add more bicycle parking, individually, in clusters, and as seasonal "bike depots". • Replace the planters with wood planters to match the benches. The third Tier of our report makes specific recommendations as to Interpretive and Educational Elements, Signage and Wayfinding, Budgeting and Cost Control Strategies, and Project Oversight and Management. The Committee recommends that interpretive markers made of granite, bronze, or other durable material be embedded in the sidewalk, flush with the pavement. These markers should provide information on the history of Lexington, from the 1775 period through current times, and include information on the people and places that make our Town unique. These markers could be supplemented with online information via UPC codes, and possibly one or two traditional horizontal panels with images and information. The Committee recommends that wayfinding and signage in the Center be consolidated and updated, expanding the use of the "Lexington Oxblood Red" color scheme mounted on black poles to match the pedestrian lights, and have a uniform appearance. The Committee has addressed costs throughout its deliberative process. Within the third Tier section of our report, there is information on items that the Committee recommends be deleted from the current 25% design,plus items that the Committee recommends be added to the project. We recommend that the consultant team update the current 25%plan and construction cost estimate for consideration by the DPW and Board of Selectmen, before the plan proceeds into final design. There are improvements within this project that may be eligible for Community Preservation Act funding, and other improvements that may be appropriate for town fund-raising, or private donations. The nationally recognized standard for the treatment of historic properties, whether a colonial-period icon or midcentury modern streetscape, is the Secretary of the Interior's Standards for the Treatment ofHistoric Properties, which provides, in part, that"The historic character of a property will be retained and preserved. The removal of distinctive materials or alteration of features, spaces and special relationships that characterize a property will be avoided." If the Lexington Center project follows the Secretary of the Interior Standards, it can qualify for CPA funding under the preservation category. One of the goals of the Committee is to create a communicative, collaborative way forward for this project, so that the work of the Committee is implemented and our Center receives the improvements that have been so vigorously discussed and, hopefully, approved by the Board of Selectmen. To that end, the Committee recommends the creation of a Project Oversight Committee that would work with the DPW and consultants during final design to assist in interpreting the recommendations as detailed specifications are developed, and to be a CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 3 conduit with the public for ongoing questions and concerns. This Committee would also work with the DPW on the construction phasing, with the goal of mitigating impacts to our Center businesses, and to our community. Thank you for the opportunity to submit this report. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 4 NEED FOR THE PROJECT In 2011 the infrastructure of Mass Ave in the Center was failing, and the street pavement needed major reconstruction. In addition, serious traffic accidents in the Center revealed the need for major safety improvements in the Center. Rather than just repair the street without addressing all parts of the Center, the Town hired a consultant team to prepare a Master Plan to address: • SAFETY improvements • Inadequate street and sidewalk lighting • Non-conformance with ADA accessibility requirements • Pavements,planting and site furnishings that need repair or replacement • Improvements to our commercial center It became apparent that many of the infrastructure materials in the Center were in need of repair or replacement in order to satisfy safety and accessibility requirements. Some of the current sidewalk conditions are illustrated in the following photographs: ri r 1 �ii � VVV V IIIIIIIIII����� CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 5 C1 y r i r r / i m � � ���I� 1 wir !�i r 1� ��ti� ✓�; �t�l�,l��%U''�� ��j�i` � � P��y rir✓ �� nrai) r �,m. I 00 In December of 2011, Pressley Associates presented a Master Plan for the Center at a public meeting: l iti lei i, c I �1 / W it ��,� =Y✓��' r .����� ,� /fir , 1;;<� CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 6 The 2011 plan was met with general acceptance because it: • Improved SAFETY in the Center • Reorganized and clarified pedestrian street crossings • Added bumpouts to narrow the street crossings • Clarified traffic circulation/replaced deteriorated pavements • Improved lighting on crosswalks and overall • Improved bicycle access • Replaced non-conforming brick sidewalks with ADA-compliant brick sidewalks; • improved universal access throughout the Center • Maintained and increased seating areas • Improved planting, consolidated signage In 2013 the Town hired the BETA Group to continue the project through construction. BETA conducted traffic studies and developed a 25%Plan: ,w opl r ar ad ISw j -r%�/� / / /� �/ r v„irk ,ryJ ' 71 t� rr✓..J( "� W w" j 00 J r y)PJ 55 �rN° Cary NAemmrial alary ! ISBN The core requirements of the Center Plan have not changed: • SAFETY is the first priority • Improved accessibility, function and aesthetics are required. In 2016 the Selectmen created the Center Streetscape Design Review Ad Hoc Committee to work through all aspects of the Center Streetscape plan. Our goal is to present a vision of the Center for the next 50 years. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 7 REPORT OF THE COMMITTEE The Lexington Center Streetscape Project sidewalk `scope' runs along Massachusetts Avenue from the Cary Library to the intersection of Fletcher, Woburn, and Mass Ave2. 3 The Center Streetscape Design Review Nq Ad Hoc Committee is specifically tasked with a vision that calls for providing an inclusive vibrant welcoming environment ... enhancing and preserving the Center's historic resources addressing much needed maintenance," and providing safe and comfortable access. As can be seen in the adjacent photograph, the "inclusive, vibrant welcoming environment" and the "Center's historic resources" predominantly consist of the brick sidewalk, brick "gathering areas" flanked by benches, a colonnade of trees and shrubs separating the pedestrian and vehicular areas, and concrete sidewalks on the east end of the project area. Our Center is unique. During its initial deliberations, following a detailed review of the history of the Center, the Committee decided to approach this project as a renovation and preservation of the "mid-century modern"village center masterpiece envisioned by the 1966 Plan for Lexington Center, generally known as the Sasaki Plan, as implemented by our Town leadership a half century ago. This distinctive and successful concept of the Center underlies the Committee's vision for the next chapter of Lexington Center. Temptation to adopt faux historical features or theme park elements commonly found in some other downtowns, from "Victorian" streetlights to "colonial"bollards, has been avoided in favor of authenticity and simplicity. Proiect Vision and Desizn Approach The Committee recommends that the overall design vision and approach for the project reflect a thoughtful rehabilitation of our existing Mid-Century Modern streetscape design unique z There are approximately 3900 linear feet and 61,300 square feet of sidewalk on both sides of Massachusetts Avenue within the project scope. Approximately two thirds of the existing sidewalk areas are brick and the remaining one third are concrete. 3 Although Massachusetts Avenue is a numbered route,the project does not fall within MassDOT jurisdiction and therefore the Town does not have to necessarily follow those standards. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 8 to Lexington. To achieve this objective the design should embrace and preserve the essence of the design objectives originally conceived in the 1966 document A Plan For Lexington Center. This document's main objective for the Center was distinctiveness. To "rescue the Center from easy mediocrity, and that mediocrity is inadequate functionally or symbolically for a community of Lexington's aspirations and heritage." In the original design for the Center, five specific visual objectives were being sought: 1. A distinctive character for Lexington Center, to distinguish it from the mass of similarly sized and located centers. 2. A symbolic congruence among the Center's appearance, its functions, and the community it serves. 3. Clear visual relation between the Green, the Center, and Civic Areas. 4. An easily understood pattern and contents. 5. A memorable Center. In addition to the above, the design for the Center should be: 1. Environmentally sustainable. 2. Universally accessible. 3. Visually appropriate. 4. Strengthen compatibility with Lexington's historic resources. 5. Safe and welcoming. 6. Sensitive to and serves as a catalyst for business activity. By following these objectives, the result will be a distinctive revival of our historic downtown: one that is universally accessible, in concert with the environment, enhances and preserves Lexington's historic resources, complements and stimulates business activity, strengthens our sense of community, and is a welcoming, safe environment for all visitors. We hope that this Report will achieve the goal of providing the Town with a road map for revitalizing the Center, in order to continue its central place in our 2 1" century community. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 9 Tier I—Sidewalks and LiZhtin SIDEWALKS After careful discussion and deliberation, the majority of the Committee recommends the sidewalk material to be square-edged wire-cut brick, with the stipulation that it needs to be precisely installed and properly maintained. The 25% design introduced a cement concrete pathway to the existing all-brick sidewalk sectors, and brick borders, a dramatic departure from the existing aesthetic of Lexington Center. The Committee concluded that the cement concrete pathway recommendation is aesthetically unacceptable, as such a pathway is incompatible with the historic nature of the Center and the distinctive character of our central business district. The Committee also found that the pathway recommendation was based on the assumption that only a cement concrete surface would comply with accessibility and vibration standards. In fact, the Committee concluded after extensive study that properly installed square edged wire cut brick complies with accessibility standards, and will equal or exceed the performance of concrete in this regard. Sidewalks must meet the ADA guidelines as adopted by the Massachusetts Architectural Access Board (MAAB) and Public Rights of Way Accessibility Guidelines (PROWAG). There are concerns about vibration with segmented pavers, yet this health hazard can be minimized with specific design considerations.4 It is the Committee's conclusion that brick is the appropriate aesthetic choice, functional choice, and is most responsive to the project vision. The phrase "precisely installed" is included here because the Committee recommends that very specific material selection and installation procedures be included in the construction specifications, and that construction oversight be equally exacting. Our expert presenters have reported multiple times that material failures are due primarily to poor quality material or installation. We concur with the DPW that a maintenance protocol be developed and funded. The majority of the Committee is mindful of the reservations expressed by the Commission on Disability, and its stated preference for a solution that includes cement concrete walkways. The replacement of the molded brick with square-edged, wire cut brick set on an improved base will allow the existing color, texture and experience of the material to remain, while becoming compliant with today's accessibility standards.6 4 Regarding sidewalk vibration aka"roughness:"The US Access Board retained the University of Pittsburgh Human Engineering Department to develop"a standard that will make sidewalks safer and more comfortable for wheelchair users." ASTM standard E3028 was approved in September 2016 and describes a method to collect and analyze data from a sidewalk to determine its roughness. It has been demonstrated that"Roughness can make sidewalks uncomfortable and risky for wheelchair users and others such as parents pushing strollers,postal carriers pushing three-wheeled carts,and people using wheeled walkers. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 10 The Committee strongly supports the continuation of brick as the sidewalk material in the core of the Center. We are also extremely sensitive to the comments made about project cost, and understand that installed costs of brick are higher than cement concrete.5 While cement concrete is generally considered a durable, cost effective sidewalk material, if it is appropriately detailed, specified and installed, it is not the appropriate aesthetic choice for Lexington Center. 6 Also, a mix of cement concrete with brick borders could be susceptible to differential settling which can cause tripping hazards, wheelchair discomfort, ongoing ADA compliance issues, and other shortcomings arising out of use of dissimilar materials in conjunction with each other.7 Differential settling can be minimized with careful construction detailing, and the continuation of the base and subbase between dissimilar materials. Since the initial Tier I Report was presented in September of 2016, the Committee has heard additional presentations by experts on both cement concrete and on vibration. The Committee shares the Commission on Disability's concern that vibration is an issue to many people, and shares their desire to create a comfortable environment for all. Based on data presented by Dr. Jonathan Perlman at two different meetings, it appears that measurements on exposure limits to vibration by both manual and electric wheelchair users result in very similar limits for both clay brick with no chamfer and poured-in-place concrete (12.82 hours and 11.62 hours respectively). We believe that the experience of users on both these materials can be improved from these time limits by careful design of joint size and non-chamfered edges. Dr. Perlman stated that these two factors are the greatest contributors to increased roughness on pavement surfaces. The graph below illustrates the conclusions reached by the University of Pittsburgh study of the effects of sidewalk vibration and the relative characteristics of clay brick (with no chamfer) and poured-in-place concrete: s While the installation cost of cement concrete pavement is less than that of properly installed brick pavement on a concrete or asphalt base,the Committee believes that the maintenance cost of cement concrete pavement is likely to be higher than brick pavement as the cement concrete may need to be replaced multiple times over the same period, and brick is more easily repaired. Further,repairs to concrete typically do not match the abutting cement panels due to the normal aging process of cement. 6 It was stated by the Town Engineer that cement concrete needs to be reinforced,air entrained and troweled appropriately to preserve its structural characteristics and resistance to spalling and cracking. This can be readily observed in Lexington,particularly on the south side of Mass Avenue,where the worst cases of changes in level seem to occur where different materials meet. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 11 Exposure Limits for Wheelchair Users, Brick vs. Concrete, (Source: University of Pittsburgh) Expostire 11 imits Expil°ess,ed lilt IHoilArs foii Man l,.,ia I (Series 0 a rid a ins(51'.,Iles 2) Traveling at '.1. rneter/seccincl or-i Var!OLAS slidevz0k,surfaces :12 serii 2 Bvick, 4 rinrin¢l of near,145 Rink 0 a rim chairi feii,14Y 11 m.,ed m r,:,t. This fnart is based or the University of Pittsbuirgh's Table 11 data. The c&urnns in the foreground are MarTual Wheelchair figures and the CUILinins in the background are the Electric Wheelichairfigures. The coluinnins are sorted bythe Electii Wheelchair figures in decending order In,other words the better Iperf=iingsurfaces start at the eft and are expressed in,the number of hours to eXIOCISLile to 1111i The above chart compares the performance of brick and cement concrete in terms of surface smoothness for electric and manual wheelchairs, expressed as hours of comfortable use. In essence, new, properly laid brick is smoother than, or as smooth as, a poured cement concrete surface. PROJECT COST In response to the concerns about project cost, the Committee believes it is possible that beyond the commercial core of the Center, the sidewalks could transition to cement concrete with a brick border(assuming it is carefully detailed to minimize differential settling). The brick border would need to continue the color and material from the center, extending the same color palate further towards Woburn Street, and it will need to collect the signage, parking meters, light and utility poles that typically are located along the back of the curb. On the east end of Mass Ave, this transition from all brick to concrete-with-brick-border could occur at the western driveway of the First Baptist Church on the south side, and at the exit drive between the Town Offices and the Post Office on the north side. Nevertheless, use of all brick remains the material of choice as far east as possible, especially on the north side. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 12 Further discussion of project cost can be found later in this report. PHOTOS OF SIDEWALK MATERIALS AND EXISTING CONDITIONS Photographs of examples of sidewalk materials discussed above are set forth below. Included are photos of existing conditions in Lexington Center that have been recently observed. Example ofw ire cut, square-edged brick laid in a herringbone pattern I �r � yim� V IIII IIII,IIIItl , IIIIIIIIIIIIIIIII i S r Example of cement concrete with sawn joints and medium broom finish y./ D 1 j�ieo r J r�� CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 13 Example ofcement concrete sidewalk with brick border r i Examples ofExisting Conditions Lexington Center, Concrete and Mixed Material Sidewalks, Older and Recently Installed Sidewalks: " rj//r I%/ / rr aiuorii%rrr f r a r a � � '", r�l� f r � rrr� ' � ✓r Jrr//r/jr;%i fl F' � wyaw�.a ✓,maw .� n �,+xrr'+�����r N'�r ;r Itl� r rJ r f/'%� / ✓r1 /rri �iD r/i r//1 r��/'/ip e yG r /i r%f Qi✓ i 1 ���r���r J//,r �/� l �/ ,/l J/rrr/'�id/J%/r f/ r//Je ✓////p rJ r. r r i CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 14 r P / ,,., � � yrnl °�rra✓ r„ y�✓�i✓J�� /r / it � �✓iy✓/�r��/�, 2 ,�`° �K�I'��l% e„,,, ,� ��ura^� a a > ✓� ,,,, /i /� / 1t✓✓ ���/✓i�l��Gi, t 4//ll/l/t/�! r,� r•Its o ��� �r 1 I CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 15 ACCESSIBILITY BY PERSONS WITH DISABILITIES With input from the Commission on Disability, the Ad Hoc Committee studied the impacts of different pavements on persons with disabilities. Vibration for Wheelchair Users • Whole-Body Vibration (WBV) exposure can be dangerous for wheelchair users. • Studies are underway to implement a new ADA standard for surface roughness. • As surface roughness increases, the magnitude of vibrations increases. An existing ASTM Standard controls the measurement of roughness. A new ASTM (American Society for Testing and Materials) standard was approved in June 2016 for paving slabs and sidewalk smoothness and will be incorporated into the ADA over the next several years. Dr. Jon Pearlman, University of Pittsburgh, in a study completed in conjunction with the Veteran's Administration, found roughness could be measured for various paving materials and connected to the vibration felt by wheelchair users. Surface smoothness for electric and manual wheelchairs, expressed as hours of comfortable use. New,properly laid brick is smoother than, or as smooth as,poured slab concrete. Vibration and Safety for People with Mobility Issues After meeting a second time with Dr. Pearlman and going over his findings, the Ad Hoc Committee concluded that new, tight-laid, square-edge brick pavement, set in a pattern that minimizes joints in the direction of travel, meets the roughness requirements in the new ASTM standards. In addition, the Committee met with Tom Hopkins, Director of the Massachusetts Architectural Access Board, on June 28, 2016. The Architectural Access Board is the arbiter of disputes concerning compliance with the Americans with Disabilities Act and state accessibility requirements. According to Mr. Hopkins, "Smooth, firm and level surface with no rise greater than 1/4" is the ideal; wire-cut [square-edge] pavers can and do meet that requirement." Visual Impairment The most important issues for the visually impaired are correct lighting, and a contrast in materials. Illumination levels need to be designed for specific materials and settings. New white concrete should have lower lighting, to reduce glare. Aged, "dirty"brown* concrete should have increased lighting. Brick has similar Reflectance Factor to aged brown concrete. *(JSAB Warning Materials Study Visual disturbance from pattern versus disorientation of a blank surface Individuals with brain injury, from cancer or accidents for example, can suffer visual and spatial disorientation and find pattern surfaces (such as brick) irritating and disturbing. Other vision impairments, such as those issues commonly associated with age (macular degeneration, CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 16 glaucoma, diabetic retinopathy, etc.), cause pedestrians to look down to read the pavement for safe walking and path negotiation. Blank surfaces, such as poured slab concrete, can cause such individuals to `drift' ("cumulative error in perceived changes in distance and direction"). Close, regular pattern (such as brick) can help with these problems. Source:Foundations of Orientation and Mobility Conclusion with respect to ensuring accessibility for users with disabilities On balance, the Ad Hoc Committee recommends correct lighting, strongly contrasting curb ramps, and the directional pattern of brick pavement to address the needs of mobility and visually impaired people. The Committee concluded that the recommended brick surface • Is universally accessible • Provides a low level of vibration if installed and maintained correctly • Is an easy material to repair over time • Is compatible with the historic mid-century modern streetscape NEW SIDEWALK SPECIFICATION SUMMARY 1) SIDEWALK PAVEMENT a) Wire cut, square edge clay brick paver with no spacers, full 4"x 8." No chamfer. b) Color shall have a range from red to dark brown, no orange.8 c) Setting bed shall be an aggregate base compacted to a minimum of 95% density, a bituminous concrete binder course base with a depth from 3"to 4" (thicker where vehicles might have access or as warranted by the snow removal equipment), a V' bituminous concrete leveling course, and modified asphalt adhesive beneath the pavers all of which retard movement and uplift. A cement concrete base be should be considered as an additive alternate given the number of interruptions and the width of the sidewalk particularly on the North side of Massachusetts Avenue, or within the base scope in certain locations that require extra base strength. d) The DPW recommends either a bituminous concrete base or a cement concrete base depending on specific locations, and we are in agreement. We understand the DPW's comment about subsurface utilities and obstructions, especially on the north sidewalk. s Visual disabilities,as well as complex neurological issues,can cause sensory noise and problems with both depth and spatial perception. While no sidewalk material can address all such disabilities,a limited palate of brick colors can provide important visual cues,while limiting sensory noise. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 17 The Committee recommends the bituminous concrete base because it will be suitably stable, and is less expensive than a cement concrete base. e) Pavers shall be set according to industry standards, including restraints (building, curb, metal edge, etc.) at all paver area edges. f) Joints shall be hand-tight, in the 1/16"but not more than 3/32"range, and be swept with a sand/concrete sand mixture such that the pavers avoid direct contact with one another to minimize breakage. g) Bricks will be laid in a pattern that minimizes joints crossed by travelers, thus minimizing vibration (examples are herringbone or running bond in the direction of travel). Herringbone pattern was determined by the University of Pittsburgh to be superior, from a vibration standpoint, to cement concrete sidewalks with their required panel joints. We agree with the DPW's recommendation that a"soldier course" of brick be provided at the edges of the clay brick pavement. Also, the herringbone or running bond recommendation is made as it is our understanding that it is the current recommended brick pattern for smooth walking surfaces, to minimize joints for disabled travelers. The Committee would like the final brick pattern to be discussed during the development of the construction documents relative to making the walking surface as smooth as possible. h) Pitch sidewalk adequately to provide necessary drainage, while maintaining compliance with accessibility requirements. i) Install drainage weep holes below the brick as necessary j) Minimize tree root disruption by appropriate selection of plants, root control and maintenance. The discussion of suspended sidewalk over uncompacted soils, and other methods of increasing available soil to the plants is part of the Tier 2 report. k) All transitions between other elements contained in the sidewalk zone shall have special attention in detailing, installation, and long-term maintenance to minimize differential settlement etc. —this includes but is not limited to medallions, utility access points, edge restraining strips, and the like. 1) The specifications shall include brick similar to the list of materials and installation method described on Exhibit A. The setting bed is comprised entirely of sand and bitumen. m) Consideration should be given to special borders, e.g. soldier course, where the sidewalk meets building facades, in order to ensure smooth transitions into store entrances and visible edges to the sidewalk. n) Final design and installation must conform to the most stringent, government approved accessibility standards, including AAB & ADA. Brick Institute Tech Notes should be used as a guide. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 18 o) It is the Committee's intent that Lexington's sidewalks be designed and installed to comply with the newly developed "Wheelchair Pathway Roughness Index"from University of Pittsburgh research, which enables objective evaluation of sidewalks and pedestrian pathways to quantify roughness. This measurement standard is currently awaiting adoption by the U.S. Access Board and/or other federal, state and private agencies/organizations to address the roughness of sidewalk surfaces as it relates to universal accessibility. Compliance with the Wheelchair Pathway Index can be measured by contracting with PathVu, a private business arising from the University of Pittsburgh research. Should the new standard be adopted before the bid documents are finalized, it is expected that the new standard will be included in the Center Streetscape's bid specifications. 2) HANDICAP CURB RAMPS a) Curb ramp configurations and slopes shall meet the requirements of ADA and AAB. b) The Handicap central ramp aka direct path of travel shall be a brick similar to that above, except that the color shall be lighter for contrast. The triangular wings formed between the main sidewalk sections and the central ramp shall be made of the same brick as in section 1. c) The outer joints of the ramp shall be a dark brick or other appropriate material to define the transition between the horizontal sidewalk and the sloped Handicap Curb Ramp. Use of a dark brick border is intended as a visual contrast signaling a change of grade. The warning panel and brick need to be of an appropriate contrast to meet the ADA standard. d) Installation method shall be as described above. e) The tactile warning strip shall be of a material recommended by the Commission on Disability. The Committee notes the DPW's comments on tactile warning strips. We recommend further consideration of this question during final design on the color and material of the tactile warning panel. f) All of the existing ramps need to be replaced with these materials and in the locations in the final plans. We agree with the DPW recommendation that the replacement of the existing ramps should occur when the adjacent sidewalk is replaced UNLESS the existing ramps are non-compliant and then should be replaced before the Streetscape project is constructed. 3) Notes: a) Curb replacement needs to be reconsidered. We understand that reusing existing curb is a cost savings, however the combination of new and existing curb may not work well, and since brick pavers are to extend to the street curb, the back of the curb will need to be sawn to receive the pavers. The Committee is aware of the cost of new curb, and believes that possible curb replacement should be discussed during final design, and related to specific site locations. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 19 b) An adequate budget line item specifically for Center sidewalk maintenance should be included in the town's future annual budget. The budgeted amount should be determined based on the requirements of the inspection and maintenance protocol referred to above. c) We believe that certain areas in the south side sidewalk may be repaired if they are non- compliant or are deteriorating. If this occurs, the south side sidewalk should be safe, compliant and usable until the phase of the Center Streetscape project occurs that rebuilds it. d) Life Cycle Costs (First Cost and Subsequent Costs)have been considered in these recommendations, although specific life cycle costs have not been developed. Our research made clear that proper installation will minimize maintenance costs,potentially reducing them below the cost of maintaining other materials. The Committee understands that Life Cycle Costs are very difficult to estimate, as many assumptions about time frame, wear, and replacement costs must be made. It also may be true that a number of deteriorated, failing locations of pavements in our Center are due to poor installation, and that proper installation would reduce the damage and deterioration. In a nutshell, the Committee has learned during many presentations and discussions that proper design and installation should reduce maintenance costs, as the final product would be more robust. We are no longer recommending that Life Cycle Costs be developed by BETA Group as the Committee is making its pavement recommendations based on the goal of restoring the vitality and appearance of our current Center and honoring its mid-century landscape, while bringing it into compliance with current codes, expectations and public use of open spaces. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 20 EXHIBIT A The following details are supported by the Ad Hoc Committee. The first detail is used by the City of Cambridge and shows clay brick on an asphalt setting bed and base. The second detail is by BETA and shows clay brick on a concrete base. STRINGER COURSE WIRE CUT BRICK PAVERS BITUMINOUS CONCRETE PAVERS (2 V/4") BINDER COURSE VERTICAL GRANITE CURB (SEE VERTICAL GRANITE 3/4"'HI"I"UMINOUS 115'" HIGH IRON EDGE CURB DETAIL) SETTING BED AND 10"SPIKES S= 1.,6% MAX .NEOPRENE MODIFIED PAVEMENT PER ASPHALT TACK COAT PAVING AND �' rnEr t6 rr„1 aA °A. SUR d4 ASPHALT TACK COAT VARIES COMPACTED 6" COMPACTED SUB—GRADE, GLASS A CONCRETE GRAVEL.SUBBASE PUTT JOINTS, SWEEP W/ (SEE VERTICAL DRY SAND / CEMENT MIX 'GRANITE CURB DETAIL) NOTES.: I. SIDEWALKS SHALL MATCH WIDTH AND SLOPE OF EXISTING SIDEWALKS UNLESSOTHERWISE NOTED. 2. BITUMINOUS CONCRETE BINDER COURSE SHALL BE 6' DEPTH (IN TWO 3" COURSES)AT DRIVEWAYS.. REFER TO PROJECT DRAWINGS OR ENGINEER'S INSTRUCTIONS FOR (LOCATIONS 3. FOR BRICK LAYOUT PATTERN. SEE PLAN VIEW DETAIL 2524.8 ........................................................................................................................................................................................................................................................................................................................................... .. ASPHALT BASE BRICK SIDEWALK DETAIL SECTIONSECTION_.. ... _ .. .__._._. OTr OF�C;IAMDPBDGF STANDARD?SPEDFICATIONr.ANT)DETAILS (SCALE: ears '0A11rox/1V.r PCc,SEatxrrrN raEF U25V 2624,9 Ism %"PRE-MOLDED EXPANSION Ys"JOINT JOINT FILLER, FILL w/FINE AGGREGATE BACKER.ROD&SEALANT @ 20' 4''x 8"x 2 j/4'BRICK PAVER I40 TO ALIGN WITH COURSING JOINT(+I-V") .NEOPRENE MODIFIED ASPHALT SAWCUT GRANITE CURB %"BIT.GONG.SETTING BED AS NECESSARY FOR. CONCRETE BASE w/?FIBER TIGHT FIT REINFORCING i %%f r':.T ;'44W//f. GRANITE CURB v II , II G COMPACTED GRAVEL r BORROW-TYPE 6 I r � 1 ��1f�1lII�[li' a�IIIILIII[ IifIll���=llll �'1'' COMPACTEDSUBGRADE' ]I[I_ illll�,, V DIA.DRILLED CORE HOLES ON DOWNWARD SLOPE TO ACCOMMODATE DRAINAGE-FILL WITH PEASTONE BRICK PAVING ON RIGID BASE NOTE: ',(`,FRB BRICK TO BE CUT TO MEET ABUTTING STRUCTURES SCALE'1-V2"=1'-D" Brick Paving an r i Brick Sidewalk Rigid Base @ Curb I LexrgYrn.,MA Figure No Scale=AS NOTED CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 21 LIGHTING High quality lighting, designed to appropriate illumination levels, is one of the most important safety improvements for dusk, dawn and nighttime hours. In addition, street and site lights play an important role during daylight hours, as they are often the tallest elements on the street, and contribute to the character of the environment. The Ad Hoc Committee understands that the BETA team includes a lighting designer: Ripman Lighting Consultants (www.ripmanlighting.com), We believe that the overall lighting plan and the more intimate pedestrian areas will improve with a specific focus on lighting design, which we assume will occur in future project work phases. The designer should not only look at illumination levels but also the placement of the different types of lighting, and the consideration of moonlighting, uplighting and holiday lighting to create a vibrant, attractive and interesting center. In addition, the designer should incorporate in the final design enhancements improve the safety of cyclists using the roads and crosswalks. The Committee expects that the lighting designer will develop alternatives based on these guidelines for further discussion and evaluation. The Committee has been asked to provide a recommendation on the style of the site lights. The designers are responsible for the final locations, layout, distribution type and electrical connections and controls. Below are the Committee's recommendations for the final lighting design including performance standards for and expectations of the site lighting design. LIGHTING DESIGN PERFORMANCE STANDARDS The final site lighting, electrical, and control plan should: a) Meet IESNA standards for the level of use of our Center. The standards include specific illumination requirements, including "average maintained footcandles" and "average to minimum uniformity ratio". The IES standards recommend"luminance for straight roadways and streets; horizontal and vertical illuminance is the selected method for pedestrian areas; and horizontal illuminance is used for intersections and interchanges" per IES RP-8-14. The lighting design should be evaluated and revised as often as necessary to meet the standards. The Committee and DPW are in concurrence with these standards. b) Evaluate specific illumination levels needed at crosswalks, and correctly illuminate pedestrians. Consider bicyclists relative to illumination levels. c) Use street lights to illuminate the vehicular areas, and use pedestrian scale lights to illuminate pedestrian areas, for safety and to contribute to ambiance and character. d) The Committee prefers to use LED bulbs for lower electricity and maintenance costs. Bulbs in street lights should be in the 3000- 3500 Kelvin range, and pedestrian lights should be in a warmer Kelvin range to mimic traditional incandescent sidewalk lighting, for the appropriate color (see appendix). We assume that the DPW and consultant team will make recommendations on the appropriate bulb type technology. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 22 e) Locate lights in coordination with the street trees, to avoid light/tree branch conflicts. f) Balance the height and visibility of the poles with the desire to minimize the number of poles which can be sidewalk obstructions. g) Design all site lighting with black poles and luminaires, as this may allow different lighting styles to be visually tied together, and will also allow the DPW to more easily repair damage. h) Adjust the final light selections to fit the needs of each specific area, for example the lengths of street with and without overhead wires. The aesthetic goals shall be maintained for all specific conditions. i) Use these recommendations for the entirety of Mass Ave from the Minuteman Statue to Woburn Street so that there is a consistent illumination level and a consistent aesthetic appearance for this entire stretch. A change of lighting style at the Woburn Street intersection will contribute to the announcement that westbound traffic is entering a new downtown zone. j) Minimize the number, and address the aesthetics of the electrical control panels. Locate them down side streets if possible. k) Consider including artwork on the panels. 1) Holiday lighting, used for several months of the year, should be examined and updated. This should include minimizing light scatter effects, and provision of safe and convenient electric supply. The Committee assumes that these general performance standards will be used during final design. LIGHTING RECOMMENDATIONS The Committee knows that there are many different types of existing lights between the Minuteman Statue and the Woburn Street intersection (the area of the Streetscape project). We know that there are several more types of lights around the Battle Green. We have kept this in mind as we make our recommendations for the Center Streetscape lighting. Our recommendations focus on STREET LIGHTS, PEDESTRIAN LIGHTS as well as existing pedestrian lights as follows. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 23 STREETLIGHTS I"CA- i) Tall roadway lights should visually disappear, as much as possible. The poles should be in the 20' —30' height range, as low as they can be while still illuminating 6 lanes of travel and parking. We understand that the taller the lights, the greater the area of illumination, and therefore the fewer number of poles; this should be balanced, however, with the aesthetics of the poles and the sidewalk obstructions. ii) The luminaires (the light heads) should be as small as possible while providing the correct amount of illumination. The luminaire and arm should be able to be mounted on existing utility poles (for the south side of the east end of Mass Ave). Poles should be round, and the arm should have some curve/elegance. 2O iii) The lighting design should assess whether there can continue to be street lighting only on the south sidewalk through the heart of the Center, or if staggering the street lights on both sides of the street is necessary for appropriate illumination levels. Currently there are NO streetlights on the north side of Mass Ave in the heart of the Center and the Committee would like the lighting design to consider maintaining this. iv) The poles should be able to accept banner arms, and also additional sidewalk lights on the sidewalk side of the pole where needed. v) The accompanying images are of the type of street light being recommended. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 24 t ly LE Cl H-d I„ihx tl (opto�nalj Ull I I W ll�NN II°� IVNI'u 1 r I FF,1,t�n�,dA—, U L-4—e.ULS I GU B.,,Pm U6SIOMA Foiw Ul"S.IUU u� CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 25 PEDESTRIAN LIGHTS IN THE HEART OF THE CENTER AND ALONG MASS AVE a) Pedestrian lights in the Town Center should resemble the 1965 Sasaki lights. If possible, these lights should be from a catalog and not be custom. They should be octagonal, painted black, with smooth round poles, and no ornamental top. The top panel should be a solid shield to eliminate light going straight to the sky. They should use LED bulbs or other type of efficient bulb to reduce electricity use. b) These lights should be used in the Center from the statue to the Woburn Street intersection, wherever pedestrian lights are needed for additional illumination. ed strIiai'i Ught s,s rn bly Proposed pedestrian Light in the v wwfrA vdRrR aVINOUAWFI �"MVv,C��0 V �M �a Center, consistent with existing I LF il�d:J:;31.Yfu"P:� 4�uf MCI Y I v„IQ�'R°Af J "P"' ``rR.wYMC I9 light, but painted black with LED 4Mw"r<.^FGOMM aNd"�1�tl�NAa w1.Y RACMB: �"V9,�r,Rd � I ,RIXTIM" 311AAfLV`V PhA.9 AaIAR MAN bulb AARu,IAdu"iM. AuR'MR N"AIV tl.4 T COM GA WC,,M NO, MVITA, 'N V)xx RAA rvw9sB AkR+:J�urc �fFdlw6 A&K 111YRIAAkR KQQ'W 7S INK;„ 4V,'�i� IHVS M�l�`a B'¢I%\G",,,'u91 AI,.U.d7wyi9Yd14d0W� SAiAFT �V,N,U^"P'7NhY+w�ikil,ll Mv.&Vavoup6q.mA xrr/:�ua MwA^�"aa.w,�o InuAl;,, F^�YIpIM',d4A14:11Jf� �-LV tl J Nk'FO'ANL KASS1 P, m¢Pat; 3 A 1010"d e dwu Lmurm nA ON,"1 A M4 MA, AWNIOR KPI,Il y,M p 1/4'I'S A.1'1 N 0+"X9x P"NIti9NV Tn,Ba.MA.m„�r J f L:�6 Y^uV4rJP£R JAT lWW4N dALOG V40' NiVd'p"WI G')NINS rq I xnu IS. A. I CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 26 PEDESTRIAN LIGHTS IN THE "MUNICIPAL"AREA,BEYOND THE BACK OF THE MASS AVE SIDEWALK The Center area includes lights that are not technically in the "streetscape". We have discussed these, and support their continued use in areas beyond the streetscape area. a) Lights at Cary Hall and Town Buildings, and on town-owned land outside the main commercial core, can continue to be those currently installed at the Town Offices. b) Pedestrian Lights at Depot Square Park: Depot Square Park should maintain its ornamental lights, as this is a park and not a streetscape. Along the sidewalk, add roadway lights as needed for illumination continuity in the street. ...................................................................................................................................................................................................................................................................................................................... ................. rl��. �,sweknvmnwx>ac r d w� r'aiimx� 'Y - _---------------------------- ,�Yw mew 'O"zrma« ue s,awmw� aa.a��n.ns. �r ammmcx+�` anw .�mr°wu":.wew..rw ro^xr. 1. m+re�n.J' �k�,Aa%x axx drr bvumee x-,+-mptimnymnw xarww.uaa' xmam �.�'�rF,pq��. wauv ei '', WiY40 roflo�rmMW1W/MYe�'N(1 p�LutRRx..^Amm uLoxo ..... ara o. .�svbe'm.evwcwav,m `C �aarrtw .a�xeHMtw' � Y'"' $pY1AtiVYYY v tMlaAYYNM.614M PY�I MANY Y�Y�pYq.m e»xx xwar, r ice— -En'emuxm I 19N 1. xey ;y u dWgS'9 b�!pkrar�n gM City R/lrp-8dMM#LN44 Y/rhx M3N0 efr aI I CJ#f9 MUxC['Pq� C. @C 'RG.(JIPRS RM'a(Ix'.bNip` A'^ �d 'w'�"`�am.�.9a E0e1 A"M"t�At..WNI'f4Ar•fll'(I.N�W5+Y&nIXrY'aWPWS(IlAW' .YmMw.� aY x dFYA'L9" iww. p 71Z V piRA.I"li!M1F.'Y IF' ----Existing Light at Cary Hall ----Existing Light at Depot Square Park CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 27 l gym. i Existing Lights in Lexington Center--Evening N 4a YV � s ui IIII IIII III,}f II Existing Lights in Lexington Center--Daytime CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 28 Tier 2—: Layout, Furnishinzs, Trees, Irrigation The following component of our Report and covers the following subjects: • Overall layout and site design: pedestrian, bicyclist, and driving experience • Landscaping (trees, shrubs, structural soil) • Irrigation • Street Furnishings: Benches, Tables and Chairs • Bicycle Parking • Trash Receptacles/Recycling • Roadway features: Crosswalk and median materials • Buffers and Edges (Thin planters, Stone walls, Bollards, Edging) • Stormwater infiltration To evaluate each Tier 2 component and its relationship and value to the Center Streetscape Design, the Ad Hoc Committee conducted its own research and hosted presentations from consultants, experts, and community members. This gathered information helped the Committee formulate their recommendations. Presentations related to Tier 2 components: • Kelly Carr from the BETA Group - Design process, street trees and plant beds • Jeff Bowman from Irrigation Consulting -Urban irrigation • Nadene Worth from Landscape Forms - Determining material selection for site furnishings in outdoor environments • Peggy Enders from the Town of Lexington Bicycle Committee - Bicycle use and parking • Andy Balon from Bartlett Tree Experts -Urban soils, trees and urban landscape maintenance To address cost control measures the Committee also evaluated and identified components or elements of a component that could be modified, reduced in scope, or eliminated to control or reduce the overall cost of the project. These items are generally identified here and discussed in greater detail within this Tier section. • Overall Design - Simplify the overall design of the streetscape • Landscaping—Installation methods and irrigation will reduce life cycle costs,plant maintenance, and plant replacement • Site Furnishings —No movable tables & chairs CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 29 • Buffers & Edges - Eliminate decorative embellishments such as bollards, walls,posts & rail fencing, less movable planters. • Roadway Features —No decorative roadway paving and markings • Stormwater Infiltration—Simplify methods of infiltration OVERALL LAYOUT& SITE DESIGN rN u r� n r �mr 1 T OVERALL LAYOUT & SITE DESIGN RECOMMENDATIONS The Committee recognizes and appreciates that there have been numerous meetings and many design iterations developed for this project. The Committee would like to thank all who have given their time to participate in the process thus far. Taking this into consideration, and after numerous meetings of its own to review, discuss and analyze the currently proposed streetscape design, the Committee has determined that the basic design philosophy and design approach should be adjusted to achieve a successful outcome. The Project Vision and Design Approach As stated above, the Committee recommends that the overall design vision and approach for the project reflect a thoughtful rehabilitation of our existing Mid-Century Modern streetscape design unique to Lexington. To achieve this objective the design should embrace and preserve the essence of the design objectives originally conceived in the 1966 document A Plan For Lexington Center. This document's main objective for the Center was distinctiveness. To "rescue the Center from easy mediocrity, and that mediocrity is inadequate functionally or symbolically for a community of Lexington's aspirations and heritage." In the original design for the Center, five specific visual objectives were being sought: 1. A distinctive character for Lexington Center, to distinguish it from the mass of similarly sized and located centers. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 30 2. A symbolic congruence among the Center's appearance, its functions, and the community it serves. 3. Clear visual relation between the Green, the Center, and Civic Areas. 4. An easily understood pattern and contents. 5. A memorable Center. In addition to the above, the design for the Center should be: 1. Environmentally sustainable. 2. Universally accessible. 3. Visually appropriate. 4. Compatible with Lexington's historic resources. 5. Safe and welcoming. 6. Sensitive to and serves as a catalyst for business activity. By following these objectives, the result will be a distinctive revival of our historic downtown that is universally accessible, in concert with the environment, will enhance and preserve Lexington's historic resources, complement and stimulate business activity, strengthen our sense of community, and is a welcoming, safe environment for all visitors. Overall Design Recommendations The revised design should respectfully and carefully preserve and restore the vision of the original design concept while meeting both the current and future needs of the Community. The design should incorporate technical advancements in materials, and methods that are proven, sustainable, cost effective, easily maintained, and will assure safety and universal accessibility. The Committee recommends that the current twenty-five percent streetscape design documents be revised to reflect the project vision and design approach and the following specific design recommendations. SPECIFIC LAYOUT & SITE DESIGN RECOMMENDATIONS Woburn Street to Edison Way It is important to note that at the writing of this report the roadway and signalization design for the Woburn Street intersection has not been finalized or approved. The Committee cannot comment on the streetscape design features related to the current intersection design. Instead the Committee is responding to the overall design concept for the balance of the streetscape design. The Committee recommends increasing the sidewalk width along the north side of Mass. Ave. from either Edison Way or Town Office Building depending on the final roadway and turn CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 31 lane alignment. This recommendation will allow more trees to be planted in tree wells and/or plant beds between the sidewalk and the roadway, and it will extend the concept of a'promenade' while strengthening the physical and visual connection between the central business district, Cary Hall civic area, Fletcher Park and the Woburn Street intersection. Edison Way to Meriam Street The central business district is the heart of the project and requires the greatest level of historic design sensitivity to accomplish the project's objectives. The current tree lined pedestrian promenade with'eddies out of the stream of movement for pleasurable pause' was designed to create a powerful element that would give a'distinctive character to Lexington Center, helping differentiate it from the multitude of commercial areas now similar in appearance but representing communities far different in character and heritage.' This design philosophy has held true for more than forty years and should hold true into the future. The design should be simplified by eliminating: 1. The granite bollards (unless needed for safety); 2. The stone walls (except in front of 1628-1634 Massachusetts Avenue. A retaining wall may be necessary "Visual objectives are to create the proposed seating area); rarely achieved by 3. The wood rail fence with pos ts ts at Car Half simple embellishment" g p y --A Plan for Lexington 4. Realignment of the existing roadway curb layout except to increase sidewalk width, for drainage improvements or parking and crosswalk bump out adjustments and additions; 5. Median strip and crosswalk decorative paving; 6. The seating area in front of Cary Hall. (The seating area proposed in front of Cary Hall should be reconsidered and coordinated with the design currently being developed for this area); 7. Some paving and enlarged planting areas in front of 1640-1656 Massachusetts Avenue; The design should be improved by adding: 1. Bicycle parking in designated nodes or clusters along both sides of Mass. Ave. and at Fletcher Park (See bicycle parking under site furnishings and amenities); 2. Adequate trash and recycling receptacles. Locate on or adjacent to paved surface away from intersections and crosswalks; 3. Seating that allows accessibility for all (room for wheelchairs, good maneuvering and leg room); 4. Additional tree wells/plant beds to those currently proposed on both sides of Mass. Ave.; CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 32 5. More trees and planting then currently proposed along the north side of Mass. Ave.; 6. Curbing to create plant beds and edges; 7. Only barrel planter replacements, no other movable planters to be used; 8. Both temporary and public art installations LANDSCAPING The Committee has been asked to provide recommendations related to the design and installation methods for the landscaping. The Landscaping includes the design layout, selection and installation methods for all trees, shrubs and herbaceous plantings within the scope of the project area. Nutritious soil, water, air, and drainage are important basic needs for all plants and should be considered essential components in the development of the landscape. The design consultant is responsible for final locations, layout and distribution of planting types that are in concert with the Committees recommendations. Existing Landscape The current landscape within the project area consists primarily of deciduous canopy street trees, evergreen shrub hedges, mixed shrub plantings, and decorative planters with seasonal planting. The strongest and most important landscape element is the street trees. The trees located in the core of the project are the most important vertical landscape element. They help create the 'Promenade' conceived for the north side of Mass. Ave. in the 'A Plan For Lexington Center' comprehensive report, soften the existing architecture, define space, and create shade. To strengthen the appearance and enhance the simplicity of the existing streetscape design, the primary canopy trees were originally all the same type and species of tree. This created a strong, uniform, visual element giving the Center its distinctive character. LANDSCAPING PERFORMANCE STANDARDS Planting Procedures and Installation Standards I. Have all existing plantings,particularly the street trees, assessed by an independent certified arbori st/horti cultural consultant 2. This evaluation report should provide recommendations for keeping, removing and caring for each plant especially the street trees. The landscape design should incorporate these recommendations accordingly 3. Comply with the Town of Lexington Tree Bylaw 4. Have all tree removals and tree selections coordinated and approved by the Tree Committee and other related Committees including but not limited to the Design Advisory Committee 5. Have the appropriate permits in hand prior to removing any trees approved for removal CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 33 6. Planting pits &tree wells should allow for a planting hole that is 2.5 times larger than the trees root ball diameter 7. Individual tree wells should have a minimum depth of 3'-0" or a depth that equals the height of the tree root ball,plus two-inch mulch cover,plus two inches of air space,plus tree grate installation requirements whichever is greater 8. Trees planted in a suspended pavement system should utilize a suspended tree grate system 9. Individual tree wells that are not part of a suspended paving system should be as large as possible with a minimum width of either 6-0"by 6-0" or a minimum width of 4'-0" and a minimum length of 8'-0"unless the site conditions, such as utilities, do not allow Plant Selection 1. Select plants that are hardy to our region, urban landscape conditions and the microclimate they will be planted in. 2. All plants shall meet the American Standard for Nursery Stock guidelines and requirements. 3. Select trees with generally an upright and open branching habit that will provide adequate shade and visibility for adjacent storefronts and signage. 4. Select trees and shrubs that have drought tolerant tendencies and generally minor pest and disease issues. 5. Select trees and shrubs that are generally considered low maintenance. 6. Specify trees with a minimum caliper size from 3"to 4". 4"caliper trees should be irrigated and used between Meriam Street and Edison Way on both sides of the Mass. Ave. 7. All trees should have a minimum branching height requirement of 6'-8" above finish grade. 8. Select trees that are not a host for the Asian Longhorn Beetle. 9. Select trees that have tolerance of varied soil conditions such as compaction,pH and salt 10. Select trees that will be sturdy enough to support holiday lights. 11. Locate street trees in coordination with the site lighting and utilities to avoid light/tree branch and tree root ball conflicts. LANDSCAPING RECOMMENDATIONS Landscape Design The overall design objective is to visually retain the existing landscapes layout, especially the street trees. To achieve this the Committee recommends utilize the existing planting and tree locations as much as is feasibly possible whether existing trees and shrubs remain or are replaced especially between Meriam Street and Edison Way. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 34 Meriam Street to Edison Way The Committee recommends reestablishing the tree-lined'Promenade'. The same tree type and species should be used for the primary deciduous canopy tree on both sides of Mass. Ave. A second tree type can be used in groups for added interest and species diversity along the north side of Mass. Avenue. The plant beds on the north side of Mass. Ave. should be combined wherever possible to create 'U' shaped seating areas. Plant beds should have raised curbs to help reduce soil compaction. The curbs can have openings or drains incorporated to optimize rainwater runoff collection into the planted areas. Shrubs should be used to create seating areas and separation from vehicular traffic. These shrubs should be tall enough to create a visual barrier from the street and parked cars when seated. Trees and shrubs selected for this area should have either insignificant flowering or fruiting interest or flower early and fruit late to limit bird and bee interaction. "This [beautification] involves far more then Installation Method(See Exhibit A) embellishment. It of n On both sides of the street a suspended paving system, roadways, and involves the design such as Silva Cell, and irrigation is being recommended to it involves the use of provide the maximum amount of soil, eliminate soil landscaping less as compaction, and create an optimum growing environment for embellishment than as the tree and shrub plantings. This system can be installed under a structural element s the entire paved pedestrian area, in blocks or in linear strips to achieving the above connect plant beds based on tree and plant bed arrangements. [design objectives. " --A Plan for LexingtonEdison Way to Woburn Street The Committee recommends continuing the tree-lined promenade by extending the primary street tree planting. This will strengthen the physical and visual connection to the core business district by creating a continuous tree canopy. The street trees can continue along the north side from Edison Way to Woburn Street and from Edison Way to the first utility pole along the south side. To create a double row or `Allee' additional trees can be planted on the north side behind the sidewalk from the exit drive between the Post Office and Town Offices to Woburn Street. This will further strengthen the promenade connection to Woburn Street. The existing and proposed tree wells along the north side of Mass Ave. should be increased in size to allow for more soil volume and planted with additional trees and shrubs or herbaceous plant material to add interest and reduce foot traffic in the plant beds. The balance of the trees used in this area can be a mix of deciduous trees of different types and sizes. Some flowering trees may be added for interest. Shorter trees are recommended for the south side of the street under powerlines. Installation Method Trees planted along the north side of Mass. Ave. should be planted in tree wells at least four feet wide, at least ten feet long and backfilled with loam. Adequate irrigation, aeration, and drainage should be added to create the best growing conditions possible. The street trees planted on the south side of Mass. Ave. should be planted in four feet by eight feet tree wells with tree CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 35 grates that are suspended above the planting soil to allow rain water collection and eliminate soil compaction. Waltham Street The Committee recommends adding at least two street trees to the west side of Waltham Street between Massachusetts Avenue and Vinebrook Road. These trees should be planted in four foot by eight-foot tree wells with tree grates suspended above the planting soil to eliminate soil compaction, and allow rain water collection. Recommended Tree Species (See Exhibit B) Trees recommended have been selected based on their history of success planted in similar landscape conditions. It is important to note that street trees are impacted by a variety of conditions that can cause stress to the tree. These impacts can limit the ideal growth habit of the tree including height. Medium to Large Street Trees —Typically greater than 35'-0" in height. These trees can be used in any planting condition proposed for the project except under power lines or wires but can be planted behind power line locations. Suitable for suspended pavement, tree wells, or open landscape planting areas. Columnar varieties can be considered for certain locations. • Ginkgo biloba 'Autumn Gold', Ginkgo 50'-0"plus in height by 30'-0"plus spread, variable and irregular in form. Limit use to male cultivars to avoid fruit. Unique leaf form, yellow fall color. • Gleditsia triacanthos 'inermis' 'Skycole', Thornless Honeylocust Typically grows 40'-0"plus height by 25'-0"plus spread,pyramidal growth with a central leader. It is a thornless and nearly seedless variety. Leaves turn an attractive yellow in fall. • Tilia tomentosa 'Sterling', Silver Linden 60' -0"plus height by 30'-0"plus spread, round pyramidal habit,pale green-yellow fall color, good winter form. • Zelkova serrata 'Green Vase', Japanese Zelkova 50'-0"plus height by 40'-0"plus spread, vase-shaped habit, Flaky bark with orange patches as it matures, excellent bronze-orange fall color. Small Trees - Less than 35'-0" in height. These trees can be planted under utility wires or in open landscape planting areas. Columnar varieties can be considered for certain locations. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 36 • Parrotia persica, Persian Ironwood 20'-35'-0"height by 20'-30' spread. A single trunk tree, with an upright to rounded shape. Leaves emerge reddish-purple in spring, mature to a dark green in summer and change to variable shades of yellow, orange and red in fall. Bark of mature trees exfoliates to show patches of color beneath and provides good winter interest. • Carpinus Betulus,European Hornbeam 25-30'-0"height by 15-20' spread. Slow growth habit, upright, uniform shape, yellow fall color, columnar variety available. • Liriodendron tulipifera 'Little Volunteer', Tuliptree 25'-35'-0" height by 20'-25'-0" spread. Compact, upright tree. Lime green tulip-shaped flowers that bloom in the summer. Foliage turns golden yellow in the fall. • Prunus x incam 'Okame', Okame Cherry 20-30'-0"height by 20-25'-0"wide. Vase shaped to round form at maturity. Excellent heat and cold tolerance. Pink flowers in early spring, excellent bronzer-red foliage in the fall. Should not be used as a primary street tree. Supplemental watering required during summer months. • Cornus kousa, Kousa Dogwood Grows to 30'-0" height and similar spread at maturity. Upright when young and grows to rounded form, white flowers in spring, red to purple fall foliage, exfoliating bark interest in the winter, no disease issues, shows good drought tolerance, not suitable as a street tree. Supplemental watering required during summer months. IRRIGATION The Committee recommends that the project include irrigation as part of the project scope and that the design team include an irrigation consultant to determine the most cost effective and efficient way to provide water to all planted areas. The Committee expects that the irrigation consultant will develop alternatives based on these basic guidelines for further discussion and evaluation. The Committee believes that the Town's investment in new planting and the plantings overall health, longevity and everyday appearance will be dramatically improved with a specific focus on irrigation. SITE FURNISHINGS AND AMENITIES • SEATING (benches) • BICYCLE PARKING AMENITIES (racks, loops) • BUFFERS & EDGES (stone walls, thin planters etc.) CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 37 • TRASH RECEPTACLES & RECYCLING • TREE GRATES SEATING(See Exhibit C) Existing Benches The existing teak wood benches located within the project area have been very successful and have held up very well over the years. The style is visually simple and relatively comfortable. Seating Performance Standards Seating should: 1. Be comfortable, sturdy, durable, easy to clean, repair, maintain and replace; 2. Can be secured to the ground; 3. Be universally accessible to all and meet ADA use standards —intermediate armrest; 4. Be constructed from an unfinished sustainably forested tropical hardwood such as Ipe; 5. Have a seat height of 16-20"from ground level; 6. Have flat armrests with a height of 24-30" from ground level; 7. Have a simple style compatible with the existing mid-century streetscape; 8. Be properly maintained and cleaned per the manufactures guidelines and requirements SEATING RECOMMENDATIONS Replacement Bench Options The Committee understands from testimony provided by a site furnishings expert that a more durable tropical hardwood material, such as Ipe, is the preferred material for long term use. However, we have not been able to identify style options that are like the existing benches and manufactured from Ipe. Therefore, the Committee recommends, over time, replacing the teak benches with Ipe wood benches once alternatives in the same style become available, which are more durable and will weather gray. Replacement benches should be a mix of lengths with some benches having middle armrests for users who need additional assistance. As an alternative to benches with middle armrest individual chairs in the same style can be used. The existing memorial plaques will be transferred to the new benches. Alternative Seating/Placement The Committee recommends adding another bench type that is backless and modular in nature to also allow flexibility for users. This seating alternative should also meet accessibility CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 38 use requirements. The Committee recommends placing these benches in larger open spaces such as in front of CVS and the Mass. Ave. end of Grain Mill Alley. Bench Placement Generally, the location of benches has also been successful. The Committee recommends creating a variety of seating area types and sizes. In some locations seating options for multiple users are limited and additional seating is needed to allow for easier conversation and interaction. Some seating areas should be enlarged and combined to create a'U' shaped area and plant bed. This will allow room to add benches of different sizes and to accommodate a wider variety of use and wheelchairs. Tables & Chairs Having tables and chairs for alternative seating and eating is a desirable addition to the Center. However, the Committee recommends that this type of seating should be provided and managed by the abutting businesses interested in having outdoor seating for their business. Seasonal Seating Because the parklet installed during the summer months has been successful the Committee recommends adding another parklet at the western end of the Center, for additional seating and bicycle parking. BICYCLE PARKING PERFORMANCE STANDARDS AND AMENITIES A growing number of residents and visitors traveling to the Center, both daily and seasonally, arrive by bicycle. Encouraging this trend by making bicyclists feel welcome in the Center is good for Lexington's economy and the vitality of the Center Business District. The Committee understands that it is hard to control where bicycles are parked in the Center especially during the busiest season, when bike parking convenient to shops and restaurants is limited. Understanding the current parking options and amenities alternatives, the Committee recommends the following for bicycle parking. PERFORMANCE STANDARDS Bicycle parking amenities should: 1. Be located based on current traffic patterns, flow and desired destinations. 2. Be selected and installed to comply with APBP (Association of Pedestrian and Bicycle Professionals) standards for bicycle parking, including: • Support for an upright bicycle by its frame horizontally in two (2) or more places; CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 39 • Space to secure the frame and one or both wheels to the rack with a cable, chain, or u- lock; • Design that prevents the bicycle from tipping over; • Ability to support a variety of bicycle sizes and frame shapes; • Diameter of locking pole: no more than 1.5 inches. 3. Be coordinated with the Bicycle Advisory Committee as locations and rack types are selected. BICYCLE PARKING AMENITIES RECOMMENDATIONS Bicycle Parking Locations &Wayfinding • Bike racks should be strategically located in several parking 'hubs' or nodes to provide adequate parking throughout the project area and discourage bicycle parking in non- designated locations. • In addition to the current racks or parking hubs it is recommended that parking hubs be added at the following locations: Next to the Edison Building on Edison Way; in the municipal parking lot on the south side of Massachusetts Avenue; and in the Vinebrook Building Parking lot. • Seasonal parking should be introduced as well. Another pop-up bike parklet should be considered at the west end of Massachusetts Avenue for the months of May through October when the demand for bike parking and outdoor seating is high. • This would require losing two vehicular parking spaces on either the north or south side of the street or lawn space at the Visitors' Center, but would provide parking for eight to ten bicycles per parking space as well as room for visitors to enjoy their take-out food and drink at tables. • The Committee recommends that wayfinding signs be added at the Bikeway exits to direct users to bicycle hub parking locations. Parking control signs should be in bike parking areas or in the sidewalk paving. Bicycle Racks (See Exhibit D) There are three types of bike parking amenities available for visitors within the project area with most located between Meriam Street and Edison Way. Most of these racks were obtained through an MAPC grant and include: • 13 - 6' x 33" "coat hanger"racks; • 8 - 19"x 36" Inverted "U" racks; • 3 - 12"x 32" single-sided "Spartan"racks Only one of these rack types —the Inverted"U" -- meets APBP standards. The Committee recommends the following. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 40 1. Existing Inverted "U" (or similar single)racks can be used but should be wider than the existing 19"racks to promote bicycle stability and installed three feet from a roadway curb edge to encourage more than one cyclist to use the rack. 2. The existing coat-hanger racks do not conform to current APBP standards and are considered unsightly by some. Given their utility, these racks should be repurposed at other locations in Lexington that need bike parking—including along the Bikeway behind the town center. (To allow for use on both sides of the coat-hanger rack the racks should not abut any vertical element, building, light pole etc.) These racks should be replaced in the project area with one of the recommended racks and installed in clustered groups to accommodate the same number of bicycles. 3. The current 25% design proposal recommends the installation of 22 Inverted "U"racks on the south side of Mass Ave and 24 on the north side in groups of between 1 and 3 racks (there are currently 6 Inverted "U"racks on the south side). There is concern that an array of individual racks along the sidewalk may be not only unattractive but also pose trip hazards. The Committee recommends that the design team work with the Bicycle Advisory Committee to establish the optimal number and locations for these racks. 4. When new bike parking is added, the Committee recommends installing one or more of the following. • The standard "Hoop" or"Inverted U"rack, currently installed along the south side of Mass Ave. It is considered a functional rack and conforms to ABPB standards. However, the current version in the town center is only 19"wide, creating stability problems for some bicycles. There are many variations of the standard Inverted U rack. (See picture) • The Dero "Swerve"rack complies with APBP standards, is a variation of the standard Inverted U rack but is a popular choice with architects and universities because of its aesthetic design and efficient use of space. The "Swerve"rack in stainless steel was approved by the HDC for use in the Grain Mill Alley bike node; it will be installed in a cluster of 9 racks. (See picture) • The Committee recommends consideration be given to the Varsity Bike Dock rack, manufactured by Ground Control Systems, as a possible good choice for bike parking clusters or the seasonal bike parking at the existing south side Parklet and the proposed Parklet on the west end of the Center. This rack has some interesting features that warrant further investigation. (See picture) • Finally, Bike racks can be both functional and beautiful. In the spirit of introducing functional public art to the Center, one or two artfully designed bike racks should be considered to inject a bit of color and interest to the Center Streetscape. These more expensive bike parking racks might be part of a community fundraising effort. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 41 BUFFERS & EDGES RECOMMENDATIONS EXISTING PLANTERS Currently the center has decorative wood barrel planters for seasonal planting displays. This program has been appreciated and proven successful through the years. These planters are wood, heavy, and not in concert with the existing mid-century style. PLANTER PERFORMANCE STANDARDS The proposed planters should: 1. Be simple in design 2. Have a style that is aesthetically compatible with the Center's mid-century design 3. Be durable and movable 4. Be made from a material suitable for outdoor environments —Fiberglass, steel andwood, cast concrete or cast stone 5. All be the same basic, solid, color with a matte finish 6. Have relatively low maintenance requirements 7. Continue as part of the current program 8. Have electrical outlets for holiday lights PLANTER RECOMMENDATIONS (See Exhibit E) The Committee recommends replacing the barrels with another wood planter that is aesthetically compatible with the Center's mid-century design. These planters should be durable, similar in size to the existing planters and easy to maintain and replace in the future. These planters can be placed throughout the project area primarily along the roadway. No other freestanding publicly funded planters are recommended for the project area. WALL RECOMMENDATIONS The Committee does not recommend adding any landscape walls to the project. Currently there are no freestanding masonry landscape walls within the project area. The Committee finds this element a non-essential, decorative embellishment and generally out of context with the existing landscape, especially the mid-century design in the Center. Where vertical barriers are needed to define spaces the Committee recommends a landscape solution or hedge like those that currently exist. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 42 BOLLARDS/POSTS/POST AND RAIL FENCING RECOMMENDATIONS Currently there are no bollards or post and rail fencing within the project area. The Committee finds these elements create non-essential barriers, and are unnecessary decorative embellishment and visual clutter, and therefore do not recommend adding any to the project. CURBING AND EDGING RECOMMENDATIONS The existing granite curbing that surrounds trees and plant beds on the north side of Mass. Ave. between Meriam Street and Edison Way should remain in place or be salvaged and reused to surround newly configured plant beds if deemed compatible with new curbing material. Curbing should be modified or installed to allow storm water run-off to flow into the planting areas. TRASH RECEPTACLES AND RECYCLING RECOMMENDATIONS (See Exhibit F) The existing trash and recycling receptacles have proven successful and their design is simple and compatible with the existing streetscape. The Committee recommends keeping the existing trash and recycling receptacles located within the project area. They are generally in good condition and functioning well. An assessment should be completed for each receptacle to determine if it should remain, be cost effectively repaired or replaced. Additional receptacles should be added to the project area as required to meet the trash and recycling demands. The Committee recommends conveniently locating receptacles equally throughout the project area out of main user travel areas and away from crosswalks. TREE GRATES (See Exhibit G) There are a few locations, mostly along the south side of Massachusetts Avenue, where the sidewalk width and tree well width are limited. This limited walking surface encourages foot traffic on the root zone of the street trees causing soil compaction which limits uptake of air, water and nutrients to the tree. Tree grates have been discussed as a solution that would maximize the usable surface for circulation and protect the root zone of the tree from compaction. Although tree grates can reduce soil compaction, as the tree matures tree grates can have an impact on the health of the tree's trunk if the openings are not periodically widened. They also can serve as receptacles for litter and if raised by the tree's growth or lack of maintenance can cause a trip hazard. The American's with Disabilities Act does not specifically address tree grates. The relevant section 302.3 addresses gratings within the "accessible pathway". The U.S. Access Board has issued a new Accessible Rights-of-Way Design guide. The Design guide has this to say regarding tree grates: "Metal gratings are of particular concern to pedestrians who use walking aids. When wet, the grids can be extremely slippery, and the elongated openings can become a sliding track for the tip of a crutch or cane. Slip-resistant finishes or nonmetallic materials are available at additional cost for installations where the location or extent of exposed gratings may pose a problem for pedestrians. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 43 Where possible, gratings and similar sidewalk fittings should be located off the travel path. Note, however, that"tree gratings--unless part of the pedestrian circulation route— need not meet surfacing provisions." In this case the tree grate area will be within the pedestrian circulation route but not within the primary route of circulation. TREE GRATE PERFORMANCE STANDARDS Tree grate system should: I. Be a simple suspended grate system that will allow for a range of installation scenarios. 2. Be a suspended paver grate system that permits bridging tree plantings with a wide range of hard surfaces in a variety of situations. 3. Can be ordered in special sizes and shapes to accommodate many different below grade conditions. 4. Be purchased from a company with a history of success and experience in designing and producing suspended paver tree grate systems. 5. Use methods, castings and components that meet all industry standards. 6. Meet the coefficient of friction safety standards established by the Ceramic Tile Institute, and ADA. 7. Be complete and ready to install from the factory to reduce labor costs. 8. Be available in unfinished, galvanized or powder coated finishes. TREE GRATE RECOMMENDATIONS In locations where the suspended paving system is being installed a suspended tree grate system is recommended. This suspended grate system will allow for a smaller grate opening, paving to be installed closer to the tree trunk, and rainwater infiltration. This will dramatically increase the usable walking surface, reduce the slipping hazard and eliminate any root zone compaction. Maintenance to the tree grates will still be required as the tree matures to prevent tripping hazards and damage to the tree trunk. In locations where the suspended paving system is not being used a standard tree grate system can be installed. This standard tree grate can be installed to be suspended above the tree well soil level to eliminate soil compaction and allow for storm water infiltration. ROADWAY FEATURES RECOMMENDATIONS The Committee recommends against installing any decorative pavement treatments, such as brick, concrete pavers or cement concrete paving, in any area of the roadway including the median in front of the Post Office. Paving materials react differently to cold, heat and use causing them to move differently over time. This movement will make the paved surface a hazard, and non-compliant with ADA, and ultimately require more expensive maintenance and repair. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 44 The median treatment should be asphalt concrete and have minimal road markings, no diagonal striping, to visually discourage pedestrians from crossing the street or to use it for a waiting zone. This is the widest section of roadway and not a safe travel route for pedestrians. To optimize user safety, minimize project cost and reduce long term maintenance expenses the Committee recommends crosswalks be installed in accordance with the guidance provided in the Manual of Uniform Traffic Control devices latest edition (MUTCD) in concert with all other proposed roadway markings. Furthermore, the town standard `Continental style' shall be the specific marking used as detailed at the bottom of Figure 313-19 in the aforesaid manual. STORMWATER INFILTRATION Rain water surface runoff and roof drain runoff falling on pedestrian sidewalk areas should be directed and captured in planting beds and tree wells throughout the project area whenever possible making it available for plant growth. Plant bed areas that are curbed should have drains or breaks in the curb that allow water to be distributed into the planting area. Healthy, mature trees provide significant stormwater benefits, and suspended pavement systems provide opportunities for integrated stormwater/soil benefits. In suspended pavement system applications filled with a bio-retention soil mix, approximately twenty percent of the soil volume can be used for stormwater storage. A typical tree in this type of soil can hold a significant amount of rainwater,preventing overflow into surrounding impervious surface areas and roadways. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 45 EXHIBIT A —S USPENDED PA VING SYSTEM Sfl,va CeH overvlev�,r Silva Cells are a modular shoring system used to support pavements and create void spaces between the pavement and underlying soils t�hat can then be filled with planting soil or other media to facilitate tree growth as well as water infiltration ......................... deoproot Modular Suspended Paving System (Example) CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 46 EXHIBIT B - TREE SELECTIONS Medium to Large Street Trees M Ginkgo biloba 'Autumn Gold', Ginkgo 50'-0"plus in height by 30'-0"plus spread, variable and irregular in form. � Y Limit use to male cultivars to avoid fruit. Unique leaf form, yellow fall color. �xys tip, 41��C k Y �ilyp; I ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ��a Gleditsia triacanthos 'inermis' 'Skycole', Thornless Honeylocust ryp�s ti °GI iPr� b iflrp�` ;' Typically grows 40'-0"plus height by 25'-0"plus spread,pyramidal growth with a central leader. It is a thornless and nearly seedless variety. Leaves turn an attractive yellow in fall. Bry�n �( ua IIIIfj��// I III `------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------' CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 47 Tilia tomentosa 'Sterling', Silver Linden 60' -0"plus height by 30'-0"plus spread, pyramidal form,pale green-yellow fall color. ,r ------- -------- -------- -------- ;� a rr : r�Y Zelkova serrata 'Green Vase'. Y '� Japanese Zelkova ` y f, 50'-0"plus height by 40'-0"plus spread, i vase-shaped habit, Flaky bark with orange patches as it matures, excellent bronze-orange fall color. ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 48 Small Trees Parrotia persica, Persian Ironwood 2�0'-35'-0"height by 2�0'-30' spread. A single trunk tree, with an upright to rounded shape. Leaves emerge reddish-purple in spring, mature to a dark green in '�� summer and change to variable shades of yellow, orange and red in fall. Bark of mature trees exfoliates to show patches of color beneath and provides good winter interest. Carpinus Betulus,European T"ir, Hornbeam 25-30'-0"height by 15-20' spread. �� Slow growth habit, upright, uniform shape, yellow fall color, ' columnar variety available. r, `--------------------------------------------------------------------------------------------------------------------------`--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 49 --------------------------------------------------------------------------------------------------------------------------T------------------------------------------------------------------------------------------------------------------------------------ '11111-------------- ---------------------------------------------------------- Liriodendron tulipifera 'Little Volunteer', Tuliptree 25'-35'-0"height by 201-251-0" spread. Compact, upright tree. Lime green tulip-shaped flowers that bloom in the summer. Foliage turns golden yellow in the fall. ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------- Prunus x incam 'Okatne', Okame Cherry 20-30'-0"height by 20-251-0" wide. Vase shaped to round form at maturity. Excellent heat and I cold tolerance. Pink flowers in early spring, excellent bronzer-red foliage in the fall. Should not be used as are street tree. Supplemental watering required during summer months. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 50 ------------------- Corms kousa, Kousa Dogwood � N � Grows to 30'0"height and similar spread at maturity. Upright when a` a young grows to rounded form �, white flowers in spring, red to purple fall foliage, exfoliating bark interest in the winter, noAll � � disease issues shows good drought tolerance, not suitable asr.: -. a street tree. Supplemental j watering required during summer months. ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 51 EXHIBIT C—SEATING --------------------------------------------------------------------------------------- Backed Bench (example only) r= m Y9, fs F---------------------------------------------------------------------------------------F--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------� Backed Chair (example only) i rr g /O IR rw»�ww�rww�iw� Unv'o�m u��rntw�awaswa a u�W�i�(W4w'J ,w,wu'aw ^ /e ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 52 EXHIBIT D—BICYCLE PARKING �IIII IIIIII u f� rro u NOW NUMAXAM3, -------------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- Inverted "UBike Rack Decorative Inverted "UBike Rack y � I r e, p, v rwr,� ryw�t r i / -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------4 The Dero "Swerve Bike Rack The Varsity Bike Rack -------------------------------------------------------------------------------------------------------------------------------=---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 53 Alternative Rack tf 4P [ f pp 1 III I 1 i i '-------------------------------------------------------------------------------------------------------------------------------'----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------' Alternative Rack i i o J § wH -------------------------------------------------------------------------------------------------------------------------------=---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 54 ( IIVIV! j Alternative Rack ��r tr J ,r f li, r r�J r � 1 � I sir � r N„ ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------' I I Alternative Rack ���/���J11JJ)�J�illlllllllr���Jl�lro�;,/ fig i J i r iv i ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 55 Alternative Rack ���ooi oi01 ii i uuuuuuuuu�� �i' f -------------------------------------------------------------------------------------------------------------------------- Alternative Rack � J II�N�11I1lflllllt�t�tlll�llllfri;(���l�lllliillrlttllll111111111111111r11�111111;f� � F--------------------------------------------------------------------------------------------------------------------------------F----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------{ -------------------------------------------------------------------------------------------------------------------------------_---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 56 EXHIBIT E—PLANTERS Planter (New) Planter (Weathered) i i i ii��r�✓ rU;of 1� i ---------------------------------------------------------------------------------------------------=------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------7------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 57 EXHIBIT F—TRASH& RECYCLING RECEPTACLES Existing Trash Receptacle (Example) ' l 4 ,r j -------- --------- --------- --------- --------- ---------------------------------------------- Existing `BIG BELLY' Trash & Recycling Receptacles Al' r�t --------------------------------------------------------------------------------------------------------------=--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 58 EXHIBIT G— TREE WELL GRATES i i /' A/' l✓n� i d m�o� l////i" �/ Suspended Paving Tree ' ✓� "1 r; „�� %���l �;, ��� r,�✓', ', "� ,, %,��, � �//// �1��i4r�li/r�ii �jf/fit �i�✓l��//r�/%�/ol�����i d �' :a' ��i �iI// / /r�'i//ii'.i� �//i r/%/',. Well Grate �� t���hf/rw y/�%%/p�i m ✓rra �i/�//�i/ ✓/ %%�/✓/ i�i i/�i /�i %/j✓✓i ii I %/.. %f1 ��'f�,y!�/i a✓ �4Y %�/i%�/,w✓...'�1/�y�i�%i/, J lr✓u i /ii r�, /�i ��P�l/�./��l//� ���%i%//a��/ ����%%��l i 1/pia -------------------------------------------------------------------------------- i ' /,��1 p//��j� �y �- %//�„//1/�W�yl"i���%�����a, ij m iuu���, /%��%� /.,�l i%''�/'. //����% � ✓i ii�i.�m�yi.:... �fi�/'N �'� � ..%%/j/ir ��i�/i��jp�%//f%✓%�L�/�Ni��l��'�//r��/,r�. Jai'%i%/�/�""'1//I/✓y1✓���1 r�✓?/%//�/i Sri%✓�/✓i✓ �i ��,����., r�cyi rr����i'�wiaoiy�� alrtr✓J�/�� �r� � V C a� pw�, � �� 6�nPonnusoMr �� Suspended Tree Well Grate tl '-----------------------------------------------------------------------------------------------`------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------' ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 59 Tier 3—:Interpretive and Educational Elements, Way ndinz, Construction and Oversizht HISTORICAL AND INTERPRETIVE ELEMENTS The Ad Hoc Committee's recommendations address the goal of introducing educational and historic elements that would attract and inform both visitors and citizens while motivating them to explore the entire Center. Elements would be drawn from the entire history of the Town, from the 1775 period(well showcased in the Battle Green area)to the present. Sample granite inlay: Jnu(� lN ��� �YY11ailJ�i �i 8 /fi if�r,. ��/i i ' � /� %%I�i�� dll"W� u�f m Ali „✓/l!N/J� �, r6 y a., To this end, the Committee recommends the introduction of historic medallions (in bronze, granite, or other material to be determined)to be set flush in the brick pavement to the side of the pedestrian way and centered in the area of each cluster of benches on the north side of the street. The historic medallions would be placed (oriented)to be read from the sidewalk path of travel, not the benches. A few markers may also be placed on the south side, for example, by Cary Library. Please see following examples of treatments for such embedded historic markers or medallions: CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 60 JIM, �04 VMW ��II� f�; � ����//� / /iiiairi /iiiimrrrrr, v %„/✓r,,,,,,,,,,,,, ,,,/iii,,, //�� I�� � a��l Grain Mill Alley Our Farming Past rir / �j aalro S40 r� /���� /iiii�/, / ,,,-,: 'I ���� %�,�oil//��i//�✓�/////ii/' ,„�,.;,,„,,, f����% Bicycle Heyday Our Nobel Laureates CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 61 Many other options may be drawn from the rich history of our Town: The Conscience Land The Cary Library Mid Century Modern The Cary Memorial Hall Captain Parker's Men Merchant Commuters in the Victorian Age Railroad and Trolley The Bowling Pin Building Houses of Worship —from one to many Hotels and Taverns Lexington Town Halls Old Post Office The Hunt Block and Fire The Central Block and Fire The Committee recommends we adopt these embedded sidewalk medallions rather than building- or post-mounted markers, to maintain the relative absence of signage clutter in the Center, and to provide a unique series of"stopping places"whose focus would be provocative and informative. There may be opportunities for larger,pedestal mounted interpretive signs in the project area, but no more than one or two, and only in larger areas where pedestrians can pause, like in front of the Edison Building near Edison Way. In addition, UPC symbols could be added in the future when an on-line informational/ interpretive website is created. SIGNAGE AND WAYFINDING The Committee commends the recent efforts to de-clutter Center signage, and the introduction of the new blue (international standard) "P"parking signs on the Lexington brown and white shield. We recommend replacing the existing gray metal signposts, where used, with new black ones consistent with the black posts proposed for all the new lighting fixtures. We also recommend consolidating signs on a limited number of single posts (as shown in the example below) in the support of clarification and ease in wayfinding. Street name signs may also be changed to the brown color matching the extant shield signs. Signs and posts will meet MUTCD and AASHTO requirements. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 62 r rife!/ i pgg iN'I%liyll��wIP 'ro,!i rcr w r�iii!, I r i 6"tall street name signs with 4"cap height letters on brown backer,set into TSB20;3 sign frame(www.speciallite.com). 2"cap height white pedestrian directional fetters/symbols applied to black backer.Parking directionals to match existing, Palmer Square direc tionals, y._q ~.~,..~.................. q ammeter x 12 talc(bottorn 2'buried to create 10,visual a°^ height)O/D fluted post Finished with a black premium quality thermoset polyester powder coat for a durable finish. 16' WRBn decorative base and TSB60 post topper to match finish of post.(www,speciallite.com) The above is an example only. Actual posts and final dimensions to be determined. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 63 CONSTRUCTION COST ASSESSMENT The Committee has discussed costs at each and every meeting. We are fully aware of the funding challenges and the needs for many investments in our town. Yet, our downtown is critical to our merchants, residents, visitors, and to our very psyche and pride in being a Lexingtonian. With the discussion of each element and material the Committee members and public contributors have discussed and evaluated costs. This section of the report briefly evaluates the recommendations that the Committee is making with the most recent construction cost estimate that corresponds with the 25% design. Committee Recommendations That May Reduce Construction Cost 1. Site Lighting: the simple pedestrian lights, and especially the simple and straightforward roadway lights should be less expensive than the large historic-themed lights in the 25% design. 2. Elimination of certain Site Elements: a. Granite walls b. Granite bollards c. Movable seats and tables 3. Elimination of the seating area, including site walls and a historic element, at the intersection of Mass. Ave. and Woburn Street. Appropriate design features at that location should be developed as part of the reconstruction of that area. 4. Elimination of the seating area in front of Cary Hall. 5. Reduction of the curbing that would be relocated: on the east end the 25% design called for moving the curb 1'-2'. We recommend the street curb locations remain as is (except for bumpouts and other safety elements). 6. Changing the flush concrete median pavement to striping 7. Simplifying the site design Committee Recommendations That May Increase Construction Cost 1. Pavement in the Core Center: We understand that the 25% estimate included a 6' concrete travelway along the buildings. The Ad Hoc Committee's recommendation that the entire sidewalk be comprised of brick would increase cost. 2. Pavement on the East End: the Plan calls for widening the sidewalk to I with 6' of that width being brick and 5' being concrete. The basic plan recommended by the Committee is to make the entire sidewalk brick (an increase in cost); an alternative would be to make the sidewalk concrete with a 2' brick band(a decrease in cost). 3. While the 25% design included structural soil for the trees, the Committee is recommending the use of suspended pavements to allow for greater soil volume for the planting. 4. The addition of an irrigation system for the plant material. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 64 The Town's consultants would need to perform a redesign of the project based upon the Committee's recommendations. An updated construction cost estimate would quantify the changes in construction cost that are outlined above, and recommended by the Committee. FUNDING The Committee has discussed funding within our public meetings, and also with other individuals and groups in the town. We know that Town Meeting must approve the design fees and construction funding, and we are trying to find ways for the project to be paid for that are beyond a bond. One funding source appears to be the Community Preservation Act as administered by the Community Preservation Committee. The following chart identifies project types that have been approved by other CPC's in communities across our state. 114 1,1 1.2 1(:1 9 r� e;. 4 3 b ,,7m w� eta . "?,.• �, ^ ri" Myi�'cg4" Based on this research and initial discussions, the Ad Hoc Committee believes that some components of the Streetscape project would be eligible for CPA funding, under the applicable regulations. The nationally recognized standard for the treatment of historic properties, whether a colonial-period icon or midcentury modern streetscape, is the Secretary of the Interior's Standards for the Treatment ofHistoric Properties. The most appropriate of the four standards for Lexington Center is the Standard for Rehabilitation. The most relevant individual standard is: "The historic character of a property will be retained and preserved. The removal of distinctive materials or alteration of features, spaces and special relationships that characterize a property will be avoided." If the Lexington Center project follows the Secretary of the Interior Standards, it can qualify for CPA funding under the preservation category. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 65 The Town can also consider community fundraising for certain specific elements (such as the new historic medallions or bike racks), or bench donations as a way to address costs and to involve the community. CONSTRUCTION PHASING AND STRA TEGIES This section of our report discusses construction phasing and strategies in a general way, with other specific recommendations being included in the section on Project Oversight and Management. During the course of the Committee's public meetings, there were many comments concerning the impact of the construction of this project on local businesses and traffic. The Committee shares these concerns. Construction planning should generally include and address the following: 1. Phase construction to anticipate costs and funding. While one construction phase may be preferable (in the get-it-over-with mentality), it is likely that the project will need to be divided into two or three phases. 2. Prioritize the construction phases into the project areas that 1)need addressing due to depleted lifespans or absolutely necessary reconstruction; 2)use logical ending points to facilitate vehicular and pedestrian traffic; 3) require the construction to have finite and consolidated construction zones and not be spread entirely throughout our downtown; 4) result in an entirely complete section of the project. During construction, there are specific requirements that should be included in the bid documents. These requirements would encourage the contractors to maintain safe and accessible project sites. 1. The bid documents should include a Traffic Management Plan that is prepared by the consultant team. The bid documents should also require that the contractor submit a construction schedule that fully delineates each phase of the construction (including submittals and mockup approvals), submit an Emergency Protocol plan, and that the contractor must follow all OSHA requirements. 2. The Engineering Division will work with abutters and the contractor to minimize disruptions and access issues during construction. 3. Specifications shall require the contractor to provide a safe Handicapped Accessible route of travel for pedestrians during construction. 4. The contractor must maintain traffic flow during construction, with adequate signage for vehicles and pedestrians. 5. The construction site must be left clean and tidy at the end of each work day. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 66 6. The bid documents shall require that the installing contractor build a mockup of greater than 8'x8'with full construction section for the sidewalk plus a handicap curb ramp. Approved mockup shall be matched in all subsequent work and can become a permanent portion of the installation. The mockup should be sized to be inclusive of a curb ramp plus enough sidewalk pavement so as to reflect the majority of the design conditions. 7. The Town should implement a web based, smart phone, community feedback system that"captures locations and pictures of sidewalks defects that you pass by every day" and transmits it to the DPW for evaluation and correction. The Town is implementing the PeopleGIS package which may serve this purpose and be operational by the time the Streetscape project is built. These systems could be used during construction to report issues, or after construction to report maintenance concerns. PROJECT OVERSIGHT AND MANAGEMENT The Committee devoted a great deal of time and effort to considering how to ensure that the Project will be carried out successfully. Lexington's Streetscape project has all the elements of projects Lexington's DPW manages well. The project includes roads, sidewalks,plantings, traffic signals, illumination, and site furnishings, many elements that the DPW has managed well in other projects. Like other road projects, this project is funded with Town Meeting Articles, engineers are solicited, selected, and hired based on specially tailored Scopes of Work, and the projects go through a series of design phases, bidding, additional Town Meeting funding Article(s), and construction. We recommend that the following management requirements be incorporated into the final design and construction process: Proiect Oversight: a. We recommend that the Town establish a Project Oversight Committee to work with the DPW and with the designer during final design, and with the DPW during construction. The Oversight Committee would contribute to providing leadership for the implementation of the project in a manner that is consistent with the recommendations and intents of this report. We believe the Oversight Committee is important in maintaining continuity and quality control on the ongoing project decisions. The Project Oversight Committee should include representatives with appropriate design and construction experience. The Committee would not have day-to-day oversight of the consultant team or the contractor, as that is the responsibility of the DPW. This citizen group would assist with continued project outreach and public relations. The Committee includes this recommendation in its report because greater communication with the DPW regarding decisions during the final design and CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 67 construction phases will be beneficial to the community. The Engineering Division is the leader of this project. We believe creating a public feedback loop will improve the final design,public awareness, and will encourage greater quality control and oversight of the contractor during construction. In general, the Oversight Committee would: • Review interim and final bid documents during the design phases • Review mockups by the contractor during construction • Work as requested by the DPW, including input to possible contractor-generated project substitutions, and public relations b. The Oversight Committee, or a subset of the Committee, would review the drawings and specifications before they go out to bid. The purpose of this effort is to confirm that the materials and installations methods that are in the final bid set are consistent with the agreements made with the community. Almost all of the surface treatment items will be Special Provisions rather than Standard Specifications if MassDOT forms are used. The Oversight Committee will work with the DPW to make sure that the Special Provision specifications are as strong as possible, and will meet the intent of the design. c. As discussed at several meetings and confirmed with the DPW, the Ad Hoc Committee recommends that a dedicated Project Manager be hired or assigned for the entire Streetscape Project. Not only is a project of this size worthy of a dedicated Project Manager, but the prioritization of this person on this project will protect their time and prevent them from being pulled away on too many other town projects. d. The DPW will bring in one or more independent inspectors, with oversight from the Engineering Division, during the construction phase to augment the Project Manager. The exact number will be determined by the Engineering Division in response to the complexity of the project. Proiect Management: This section relates to how the project would develop during the next phases of work. a. The Ad Hoc Committee recommends that additional expertise be added to the team if it is not already part of the consultant team. 1. A historian who would prepare a Historical Assessment of Lexington Center. As discussed at many meetings, the Ad Hoc Committee believes that the 1966 Plan and its resulting success over the ensuing decades is a critical component of why our Center has been successful. This historian would conduct research into our Center, assess what is current there, and prepare a report that discusses the components of our Center that are important historically, and those that may be less important. This report could become a guide to the revised design layout for our Center. CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 68 2. An independent cost estimator. As previously noted, the Ad Hoc Committee discussed construction costs at every meeting. We know that the consultant team is responsible for the project construction cost estimates. Should it be desirable during the course of the project, an independent construction cost estimator could be added to the team to evaluate and confirm estimated construction costs. 3. A lighting __ designer. The Committee has made recommendations on lighting types for the lighting designer to work with. We understand that Ripman Lighting Consultants is already on the consultant team, and we assume they would be engaged in the future work phases. 4. A graphic designer/ interpretive specialist for the historic artwork. The Committee believes that the medallions and other recommendations are important enough to have a specialist involved in their creation. b. The Ad Hoc Committee knows that the overall design plan for the Center Streetscape Project will need to be revised based on these recommendations. The Committee knows that this redesign will need to be based on the guidelines prepared by the historian and the Board of Selectmen's acceptance of the Ad Hoc Committee's recommendations. Generally, the Committee suggests the following: l. Augmentation of the consultant team with the requested expertise 2. Preparation of an updated concept plan for the entire project area 3. Review with the newly established Oversight Committee 4. Revisions to the plan and an updated construction cost estimate for the entire proj ect 5. Assessment, revisions, and meeting with local boards and committees for feedback 6. Preparation for a Public Meeting/Public Meeting 7. Revisions and conclusion after the Public Meeting that would establish the site improvements and the construction budget going forward 8. Reestablishment of the Phase I construction site area and budget 9. Continuation of Phase I into 75% design, final bid documents, bidding and construction. In essence, this process revises the current 25% design to respond to the Committee's recommendations, and to the need for an updated construction cost estimate. This process should result in a mutually shared understanding of the project's scope and budget. MAINTENANCE Maintenance has been discussed at each meeting of the Ad Hoc Committee. We know that only minimal maintenance has occurred during the last few years, as the DPW awaits the Streetscape project. It has been appropriate to do minimal maintenance on infrastructure that CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 69 will soon be reconstructed. The DPW has been doing a good job cleaning our Center and this section of our Report compliments them, and outlines the expectations going forward. This section of our report addresses maintenance of our future new Lexington Center Streetscape. This brand-new project will require care for it to remain a shining jewel in our town. We would like to propose that a Maintenance Protocol be established now, and that expectations be widely understood and shared. We are suggesting a draft protocol within this report. The maintenance protocol shall be further refined by the DPW. In general, the Lexington Center Maintenance Specification should: a. Be established specifically for our downtown business district, with readily identifiable boundaries. b. Be funded annually with a consistent budget. The work could be performed by the DPW or the maintenance of our Center could be publically bid with annual or biannual contracts. c. Be a readily available document so the standards are understood. d. Engage the electronic reporting system so that individuals can report issues. e. Require a minimum of monthly inspection for consistent maintenance. The specific tasks that the Lexington Center Maintenance Specification should include are: SIDEWALK PAVING AND CURBING • Keep sidewalks clear and clean • Remove snow • Repair pavements with consistent materials as soon as possible. Asphalt patches should be limited to temporary winter repairs. Tripping hazards and discontinuous surfaces should be repaired immediately. • Replace pavements immediately, as needed • Clean and repair curbs as needed LIGHTING • Replace bulbs, repair and adjust as needed to maintain appropriate illumination levels • Repair or paint posts when damaged • Test lighting levels annually to verify that the design-level illumination is being maintained SITE ELEMENTS • Clean benches. Teak benches shall be washed with soap and water; no pressure washing • Repair or replace benches as needed • Clean, repaint, repair bicycle parking as needed • Monitor post office boxes and encourage replacement or adjustment if needed CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 70 • Clean, repair and fill planters (if not done by a separate group) TRASH RECEPTACLES • Emptied twice a week in active months, weekly in other months • Wash trash receptacles SIGNAGE • Repair, replace, add and remove signage as necessary to provide information and contribute the overall impression of our Center • Maintain the interpretive plaques, medallions and signs PLANTING • Prune, mulch, straighten protect plants as necessary • Assess for pests and diseases • Maintain in-ground systems: evaluate, inspect and repair below-grade loam, drainage and aeration • Weed and mulch planted areas IRRIGATION SYSTEM • Inspect at spring start-up and winter shut down • Repair, replace heads, valves and infrastructure as required The conclusion of this section notes that the Committee heard consistently throughout its process that maintenance is absolutely critical to maintain universal accessibility and safety at all times. It is also critical for the economic vitality of our community, the impression of our town by our visitors and residents, and the pride we take in our community. The Ad Hoc Committee recommends that the maintenance budget and protocols be established BEFORE construction is complete, so that our community will be able to enjoy and safely use our newly re-invigorated Center well into the future. [END OF MAIN REPORT] CENTER STREETSCAPE DESIGN REVIEW AD HOC COMMITTEE Page 71 ADDENDUM -- MINORITY REPORT ON SIDEWALK MATERIALS OF THE COMMITTEE ON DISABILITY Revised Minority Report of the Center Streetscape Design Review Ad Hoc Committee — Tier One Sidewalk Materials Purpose of Minority Report This report is being submitted because the Commission on Disability's preferred choice of sidewalk materials is concrete with wire-cut brick on the sides which is less expensive at installation. The majority of the Ad Hoc Committee, however, voted for the entire surface area to be wire-cut square-edge brick. The revised report incorporates information gathered from additional expert presentations made to the Ad Hoc Committee since September 2016 as well as the deep concerns of the Commission on Disability. The disability community has strong reservations about the choice of brick directly related to its characteristics. The Commission urges that the decision about sidewalk materials be based on needs and functionality rather than only appearance and aesthetics. Commission on Disability and Related Sidewalk Standards The charge of the Commission on Disability is "to ensure that people with disabilities are fully integrated into all aspects of the Town and can participate seamlessly and without barriers. The Commission makes recommendations concerning the implementation of the Americans with Disabilities Act (ADA) within the Town. Members review and recommend policies as they affect those with disabilities, and provide information, guidance, and technical assistance." The pertinent regulations for ADA-compliant sidewalks are: Massachusetts Architectural Access Board Guidelines (2006); PROWAG (Public Rights-of-Way Accessibility Guidelines, 2010) from the US Access Board — best practice guidelines; ADA (Department of Justice) 2010 Guidelines. According to these regulations, sidewalks need to be continuous common surfaces, without level changes more than inch; sidewalks must be stable and firm; sidewalks need to have a cross slope less than 2%. Many forms of brick as well as other surfaces may be able to be installed to meet the technical requirements of the ADA. However, the ADA's spirit of universal design, civil rights, equality and accessibility is bigger than the regulations. There is also a new ASTM (American Standard Test Measures) which strives to measure surface roughness (discussed further below). Additionally, the 2015 Town Meeting voted 140 to 9 in favor of Article 42, which states: "To provide a welcoming and comfortable experience for individuals of all abilities, the Town will endeavor at all times to use smooth, safe and aesthetically MINORITY REPORT Page 1 appropriate materials when constructing sidewalks and other passageways on town- owned walkways. Bricks and other small discrete pavers may be used as decorative edge treatments, but shall always be installed to create the smoothest surface possible, ensuring safety for citizens who have trouble traversing uneven surfaces." How Sidewalk Material Choice Affects Disabilities While brick may meet the technical requirements (under very specific circumstances), the Commission on Disability believes it is a surface, except when installed as decorative trim, that is an unnecessary hazard for individuals with disabilities. There are several things to consider. The first is vibration. This has been studied by the University of Pittsburgh. Vibration disturbances are a real and dangerous health hazard. Walkers, wheelchairs, crutches, strollers, shoes and canes can get caught in the seams and then people trip, lose balance or fall. Vibration issues can cause spasticity, pain, loss of balance and disturbances of correct positional seating. However, there are some individuals with disabilities who gain a positive sensation from irregular surfaces. This is a unique and atypical physical reaction to vibration or roughness that is not shared by other disabilities, such as AILS and Parkinson's. It should also be noted that the Pittsburgh research was done on test sidewalks, not sidewalks used daily with regular wear and tear. University of Pittsburgh researchers have been working on a way to objectively measure roughness. Their method is based on the international roughness index approach which is used for vehicular pavements. This is known as the "Wheelchair Pathway Roughness Index". Jon Pearlman presented to the Committee that the roughness standard has been approved as ASTM E3028 and that it currently is awaiting approval from the US Architectural Access Board. The focus on the impact of surface continuity on mobility is one area of concern for individuals with disabilities, but there are others. • For individuals with neurological issues, brick causes a dramatic and disorienting experience of sensory overload due to ambiguity of signals related to depth perception. Concrete on the other hand is seen as causing less "neurological noise" and less confusing sensory input. • Individuals with low vision are unable to discern variation in the surface of bricks and there is no bright contrast on brick sidewalks like there is on concrete accented with brick. The high contrast of concrete pathways with brick accents supports all global issues related to wayfinding and spatial problem-solving. • Individuals with macular degeneration need color contrasts as their usable visual field is peripheral only. This is not there in brick. • There are a host of sensory processing issues beyond low vision issues, including syndromes occurring following TBI; both post-trauma vision syndrome and midline shift syndrome cause significant disequilibrium and balance issues that are further complicated when there is little contrast and the surface is MINORITY REPORT Page 2 variegated like brick. The brick is perceived as not being flat enough even when laid smoothly. Sidewalks that are firm, seamless and stable, such as concrete, resist indentation from the forces applied by a walking person's feet and reduce the rolling resistance experienced by a wheelchair. When a pedestrian or wheelchair user crosses a surface that is not firm or stable, energy that would otherwise cause forward motion is displaced which impedes travel unnecessarily. Recent research has looked at the internalized reactions of individuals to brick on pathways of travel. The authors examine the impact of urban sidewalks as being "physical locations of inequality for people with disabilities". Bricks are seen as unwelcoming and bricks emphasize the lack of equality for disabilities (Disability and Qualitative Inquiry. Methods for Rethinking an Ableist World by Ronald J. Berger and Laura S. Lorenz, 2015). At meetings of the Ad Hoc Committee and at the first Public Hearing, many senior citizens as well as Commission on Disability members voiced their concerns about wire-cut brick. Current statistics on adults in the US with disabilities from the CDC are staggering: hearing - 16.8%; vision - 9.1%; mobility - difficulty walking 1/4 mile - 7.1%; physical function difficulty - 15.1%. The percentage of adults over 18 years old and with at least one basic action difficulty or complex activity limitation is 32.4%. For adults aged 65+, this percentage is 60.5%, not a minority. The Commission on Disability urges the Committee to listen to its residents with disabilities. Characteristics of Concrete Since the first minority report in September, there have been several meetings with experts to discuss concrete. In November, the Commission on Disability invited Craig Dauphinais, from the Massachusetts Concrete & Aggregate Producers Association (MaCAPA) to share his expertise on concrete as a sidewalk material. MaCAPA represents concrete and aggregate producers and other ready mix suppliers, and their role is related to outreach and education. He summarized the advantages of concrete as being its versatility, durability, and competitive cost. He said proper installation is crucial — if installed correctly the life span can be 40-50 years with little to no maintenance. He noted that when installing concrete one should place the seams at the points where cracking is expected to happen to avoid maintenance. A second presentation made by Mehdi Zarghamee, Engineer from SGH, also emphasized the functionality and durability of concrete. He stated that design life depends on proper installation, how well compacted the subgrade is and the design of the concrete mix. ASTM standards for concrete also emphasize the crucial importance of careful installation. The key factor in sidewalk longevity is the quality of construction. Even a MINORITY REPORT Page 3 concrete sidewalk can fail after several years if poor materials are used and good design and construction practices are ignored. A common criticism of concrete is the misconception that it is not salt-resistant in colder climates. This is no longer the case as the technology has evolved sufficiently to improve concrete's reaction to salt. Traditional salts (not magnesium chloride) are less damaging to the surface than they used to be. There are salt-resistant concrete mixes as well as additives that enable concrete to be salted. Some of these additives are non- hazardous, environmentally safe penetrating chemical treatments that: increase durability; eliminate trip hazards (flaking, chipping, popping, pitting, dusting, or spalling); reduce maintenance and repair needs after being applied once. Another concern was raised that concrete sidewalks with brick trim could not be done due to the difficulty placing dissimilar materials side-by-side. The experts said that was unfounded, provided the base was designed properly to avoid differential settlement. Setting/Installation of Concrete The National Research Council of Canada's Institute for Research in Construction emphasizes that: "proper compaction and preparation of the subgrade beneath the concrete sidewalk is essential. The uniformity of the compaction is just as important as the degree of compaction. Uniform compaction diminishes differential settlement of the concrete sidewalk and reduces the chance of crack development." They say that there should be a granular subbase layer between the compacted subgrade and the concrete. They also advise: "To minimize cracking, control joints should be cut into the slab at spacings of about 4 feet transversely across the length of the sidewalk". This is recommended to be done with a saw blade at a depth of/4 inch. Other installation and setting have been researched, such as reinforcing concrete with bars when the sidewalk is placed over excavations such as tree roots or sewer laterals, to prevent settling or cracking of the sidewalk. Lexington DPW professionals agreed with the specifications described in the presentations made by the experts in concrete. Maintenance of Concrete In terms of maintenance people often think that concrete is more difficult to maintain than brick. Again, this seems to depend on proper installation, which can influence the longevity of the concrete, as well as how quickly repairs are made. There are several maintenance methods: saw cutting (advantage is precision and quality); grinding; patching and ramping; removing and replacing concrete slabs. A report entitled "How to Reduce Sidewalk Trip Hazards on Tight Budgets: Managing ADA Compliance, Risk, and Budget, by Gary Beneduci (2010) provides the following advice about maintenance: "When trip hazards range between a quarter inch MINORITY REPORT Page 4 and two and half inches, saw cutting is the most effective method to remove trip hazards...Complies with ADA standards for removal and slopes. Meets OSHA recommended standards for slip resistance. Appears clean and neat. Cuts precisely removing trip hazards in difficult-to-reach places. Removes hazards quickly. Stretches budgets...costs about 10 times less than removal and replacement...In summary, with trip hazards 2 '/2 inches or less, saw cutting stretches budgets, by lengthening the life of concrete sidewalks that might otherwise be replaced". Both concrete presentations agreed that maintenance is a non-issue if proper installation is done. This includes choosing the right cement mix, air entrainment, reinforcement and appropriate finishing. Concrete as a Material Choice Another important decision related to material choice is cost. Concrete is considerably more cost-effective than brick. The costs of installation appear to be roughly $250 per square yard for brick and $70 per square yard for concrete. Since the Streetscape project involves approximately 61,300 square feet (6,811 square yards) of sidewalks, this cost comparison is crucial. Lexington is facing difficult budgetary decisions currently and project decisions should reflect an understanding of the fiscal restraints. In January 2016, the DPW prepared a report for the Selectmen based on the Beta 25% design plans that stated that if cement was used without brick the cost savings would be $700,000. The report also stated that if the south side sidewalks were replaced with cement the cost would be $15,540 as compared with $55,500 for brick. The Commission on Disability has reviewed and researched sidewalk materials for over ten years due to its diligent concern about safe travel for all. The reasons that concrete is their material of choice include: • the fewer seams in the sidewalk the better— segmented pavers like bricks present too many edges or seams; • the contrast issues for people with visual issues are better with concrete than brick since concrete is brighter, and, if placed with brick as decorative edges, this contrast attribute is further enhanced; • the flat surface of concrete is easier to manage than bricks for those with neurological, disequilibrium and balance issues; • if installed properly (reinforced, air entrained), concrete is stronger, more rigid, more versatile, more durable and more predictable; • concrete is rigid whereas bricks are not — bricks shift and push against each other, with more surface irregularities over time, and more vibration/roughness; • new technology in the concrete industry have made concrete more resistant to freeze/thaw cycles than bricks —when bricks heave, dozens of joints or seams become obstacles; • snow removal is easier and more effective on concrete since bricks have so many seams — easier snow removal reduces icing and trip hazards in winter; • concrete can be more salt-resistant than bricks; • installed correctly, concrete has very low maintenance; MINORITY REPORT Page 5 • concrete is lower in cost to install by about 72%. Aesthetics vs Function Due to the many and varied effects of multiple types of disabilities it can be very difficult to balance the desire for aesthetics with functionality. The Commission on Disability believes that concrete with brick edges is already a reasonable compromise position. Even if the unevenness of wire-cut brick sidewalks could be overcome (as promised), brick is still a problem for those with neurological, sensory or visual issues. Even if we are careful about vibration and smoothness brick still does not work. Looking only at smoothness ignores whole disability groups. The Commission on Disability stresses that the Committee and the Board of Selectmen be aware that safety and functionality are important, and should always come before aesthetics. Another issue to remember is that if there are problems with roughness, unevenness, or even cross slope on the newly recommended wire-cut brick sidewalks, the people most affected will be those with disabilities, not the ones who wanted that choice of material. It is puzzling why the expressed needs of individuals with disabilities are frequently dismissed as being anecdotal and not objective whereas the subjective desires and preferences of those preferring brick are accepted as being more important. The choice of sidewalk material should be based on real life concerns and health needs rather than personal preferences and likes. At the second Public Hearing, many of the statements made in the Minority Report were challenged since the ADA requirements can allegedly be at least nominally met with wire-cut brick. The Commission on Disability urges the Board of Selectmen to look beyond the limits of the ADA, to get ready ahead of time for new standards pending approval concerning roughness and to examine instead the spirit of the ADA which seeks to be inclusive for all. Brick cannot meet the needs of people with non-mobility based needs. References are appended to this report to demonstrate how difficult these issues are. People with disabilities are protected by the ADA and other regulations to have safe, smooth access to the Center. There appears to be consensus on this point, but the larger issue relates to the choice of materials. The Commission has tried to detail the many reasons why individuals with disabilities have problems with brick as the primary material, such as mobility issues, visual problems and neurological/sensory overload. Individuals with disabilities historically have not had a voice in the community decision-making process. It is the Commission's hope that the current decision-making process will reflect their input with the understanding that a decision to endorse an all brick solution is one that chooses an historical aesthetic that did not integrate the voices of all its constituents, as at the time in history, individuals with disabilities were largely unseen and never heard. Summary of Recommendations of the Revised Minority Report The recommendations from this revised minority report are as follows: MINORITY REPORT Page 6 • Lexington Center sidewalk materials should be concrete with brick edges in accordance with Article 42 and the needs of the disabled community. All taxpayers deserve to be able to traverse safely in their town. • Lexington should contract with PathVu (business based on the research of Jon Pearlman) to assess relative sidewalk surface roughness according to ASTM E3028. Study should include current conditions in Lexington as well as other sites where proposed materials have been installed. • The tactile warning pads for crosswalks being proposed are cast iron. A study by the Institute for Human Design in Cambridge identifies issues with cast iron as a material for those using vision mobility canes. The Commission on Disability urges the Selectmen to opt for high contrast plastic tactile warning pads instead of the cast iron type to ensure safety of citizens with low vision. • Since concrete is 72% cheaper at installation, more complete information and comparisons of full life cycle costs should be completed with full awareness of the budgetary issues of the Town. Since CPA funding might be considered, it is important that the historical elements of the Center Streetscape project be suggested for possible CPA funds, including the wire-cut brick decorative edges of the proposed sidewalks, thereby leaving adequate funding for promoting safety by using concrete for the pathways. Lexington Center must be safe and accessible for all--including elders and the thousands of people who live here and visit each year and have disabilities, however those disabilities were acquired (through birth, illness, injury, or aging). Brick alone, even if nominally ADA compliant, fails to achieve that. Lexington is a community that doesn't settle. It always strives for the best, which is why mere ADA compliance is not good enough for Lexington--it would leave too many people behind, and would deprive the community of the diversity and vitality that this population brings to the Center. Lexington is a can-do community of innovation and generosity of heart. It is possible to have attractive sidewalks worthy of the community's values that combine both brick and concrete. Respectfully submitted, Victoria Buckley January 12, 2017 Resources About Environment and Disability • https://www.fhwa.dot.gov/environment/bicycle pedestrian/publications/sidewalks/ chap4a.cfm • http://www.pedbikesafe.orq/P SA /resources guidelines sidwalkswalkwa�s. cfm • http://safety.fhwa.dot.gov/ped bike/tools solve/fhwasa13037/fhwasa13037.pdf. • Surfaces that are not visually consistent (all one color and texture) can make it difficult for pedestrians with vision disabilities to distinguish the difference MINORITY REPORT Page 7 between a change in color and pattern on the sidewalk and a drop off or change in level. _http://www.bikewalk.org/pdfs/sopada fhwa.pdf • While walking performance is similar between groups in normal light, poor ambient lighting results in decreased foot placement accuracy in older adults with AMD. Improper foot placement while walking can lead to a fall and possible injury. Thus, to improve the mobility of those with AMD, strategies to enhance the environment in reduced lighting situations are necessary. Optom Vis Sci. 2014 Aug;91(8):990-9. doi: 10.1097/OPX.0000000000000316. • Effect of ambient light and age-related macular degeneration on precision walking. Alexander MS', La oie K, Neima DR Strath RA Robinovitch SN Marigold DS. • Santa Rosa's Department of Public Works has found a solution that saves both time and money while making the sidewalk compliant with Americans with Disabilities Act (ADA) and trip hazard free. The City's Public Works officials recently learned of a company that uses a unique, diamond blade saw to "shave" down the raised portion of the sidewalk, avoiding the need for major repairs and saving the city a significant amount of money while increasing exponentially the number of trip hazards they are able to address throughout the city. The contractor, Precision Concrete Cutting, demonstrated the technique for city officials a few months ago. The results were impressive enough that the city hired the company for a pilot project. • https://www.fhwa.dot.gov/environment/bicycle pedestrian/publications/sidewalks/ chap4a.cfm in Section 4.4.2 \ "Because people with visual impairments obtain information about the environment in many ways, the most effective cues convey information in more than one format. For example, truncated domes can be detected not only by texture but by sound and color contrast as well. The greater number of sensory qualities (color, texture,resilience, and sound) the cue has, the more likely it will be detected and understood (Sanford and Steinfeld, 1985). The following are common types of accessible information added to sidewalk environments: Raised tactile surfaces used as detectable warnings; Raised tactile surfaces used for wayfinding; Materials with contrasting sound properties; Grooves; Contrasting colors for people with low vision (sec 4.4.2.5); Audible and vibrotactile pedestrian signals • hqE://www.afb.orci/info/low-vision/livinc • https://c.ymcdn.com/sites/www.nibs.orq/resource/resmgr/LV C/102411.lvdc.con ceptpaper.pdf • https://c.ymcdn.com/sites/www.nibs.gLg/resource/resmgr/LV C/2010wkshp.roger s.es.pdf?hhSearchTerms=%22sidewalks%22 MINORITY REPORT Page 8 * http://www. nteriorsandsources.com/interior-desiqn-news/interior-desLgn®news® detaii/articleid/6191/title/informedesign-releases-em-implic tions-ern-oEzdesign- for-r)eor)le-with-neuroloqical-disorder * https://books.google.com/books?id= 9Wr wAA AJpq®P 13Ipg=P 13dq =desicininci+environments+for+neurological+diso ders&source=bl&ots=SOlhiNPN 55&sig=HYfg JTNMvl- m5RYIKQKQOur4Uw&hl=en&sa=X&ved=OahUKEwiv3eqTOvbQAhWELcAKHStX CbEQ6AEISiAI v-onepage&g=designinc o I gai i%20environments%20for%20ng2L__ ca 1%2 Od iso rd e rs&f=fa Ise * h2p§-.//wo rkd esig n.com/2 01 5/03/th e-f utu re-of-n e u ro-a rch itectu re-h as-a rrived/ * http://www. nternationalbrain.orq/articies/residential-desiqn-im acts-cluality-of- life-for-neu rod isabled-ind ivid uals/ * Color and Contrast of Detectable Warnings h2p:.//s'ites.udel.edu/dct/files/2014/07/4F-Contrast-276a * Accessible sidewalks and street crossing fhwa.pdf * Chapter 4 - Sidewalk Design Guidelines and Existing Practices https-//www.fhwa.dot.gov/environment/bicycle_pedestrian/publications/sidewalks/ chap4a.cfm [END MINORITY REPORT] MINORITY REPORT Page 9 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Discuss Process for January 30, 2017 BOS Meeting to Deliberate on Ad Hoc Center Streetscape Design Review Committee Report (15 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.7 SUMMARY: Discuss process for January 30, 2017 BOS Meeting to Deliberate on Ad Hoc Center Streetscape Design Review Committee Report SUGGESTED MOTION: No motion necessary. FOLLOW-UP: Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 8:35 p.m. AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Center Traffic Trials (20 min) PRESENTER: ITEM NUMBER: John Livsey, Town Engineer; BETA Engineering Consultants 1.8 SUMMARY: Presentation of the results of the three traffic trials performed in the downtown area which include the removal of the right turn lane on Massachusetts Avenue at Edison Way, the removal of the right turn only lane on Massachusetts Avenue at Waltham Street and the Harrington Road one-way from Bedford Street toward Massachusetts Avenue trial. Data has been collected and analyzed and will be presented along with conclusions and recommendations. SUGGESTED MOTION: 1. Move to (approve) (not approve)the recommendations to implement the right turn lane removal at the Edison Way intersection on a permanent basis to be implemented as part of the Center Streetscape project. 2. Move to (approve) (not approve)the recommendations to implement the right turn lane removal at the Waltham Street intersection on a permanent basis to be implemented as part of the Center Streetscape project. 3. Move to (approve) (not approve)the recommendations to NOT implement the one-way configuration at Harrington Road. FOLLOW-UP: The recommendations will be included in the revisions to the 25% design plans. 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CL- M on � � uO >�N (A � • OV " � (A cm CU O ccm 4-' s w N3: -0 cn rl O 07 N O N O U o .�.,, s U v U z > v U O Cr o ._ O O J I I I I I I I M cu L � O N CO N H cu V � olc u "M *-,O� -4,---J s O H � � 0 '2 V (� cm 0 —p E m H s O " .� J O s s :E N V r. -0 s p s � ai N 0 0 '� 0 0 to m V) 4-J � s o0 � .i a � � � O ago E u o N I � � 0 s ca � � M O> 0 0 '� v ODC m N U fa O J I I I • C' N cu CU L � N � Cl) H cu C� n 4— R H R m V O C J M N cu CU L � Dull[] EIIvGIINELIRIlNG ru ::::.l: s.r.OGE'rIHER MEMORANDUM ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Date: January 20, 2017 Job No.: 4496 To: John Livsey. P.E.,Town Engineer Cc: From: Michael Wasielewski, P.E., PTOE Subject: Lexington Center/Battle Green Traffic Trial at Three Locations .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... I. Introduction This memorandum summarizes the methodology, data, findings, conclusions and recommendation for three traffic trial locations approved by the Lexington Board of Selectmen as a part of the on-going design efforts for the Lexington Center/Battle Green Project. The trial locations are identified in Figure 1 and include: 1. Elimination of the existing exclusive right-turn vehicle travel lane on the Massachusetts Avenue westbound approach to Edison Way 2. Elimination of the existing exclusive right-turn vehicle travel lane on the Massachusetts Avenue eastbound approach to Waltham Street 3. Change Harrington Road from two-way operation to one-way operation from Bedford Street toward Massachusetts Avenue The proposed changes at Trial Locations 1 and 2 are the current proposed design as shown in the Lexington Center preliminary design plans to achieve the following benefits: • Increase the sidewalk area available to pedestrians (Trial Locations 1 &2) • Reduce the distance pedestrian are required to traverse while crossing Massachusetts Avenue (Trial Location 2) • Improve the right-turn movement turning radius from Massachusetts Avenue to Waltham Street for heavy vehicles, as illustrated in Figure 2 (Trial Location 2) • Improve intersection safety for all modes of travel (Trial Locations 1 &2) The proposed changes at Trial Location 3 are included in the preliminary design work for the Battle Green area as one improvement option. The changes are intended to improve safety for all modes of travel at the intersection of Bedford Street, Harrington Road and Hancock Street; the intersection with the highest number of crashes in the Town Center area. It was concluded that during the preliminary design process it would be important to evaluate the effects of the proposed changes through a trial implementation before a final decision on permanent implementation was made. The Trial began on Tuesday, August 16, 2016 and concluded on Thursday, November 10, 2016. The trial involved deploying signs, pavement markings and traffic control devices at the three trial locations to create the proposed condition in a temporary fashion. To evaluate the effectiveness of each trial, traffic volumes, field observations and crash data were collected along key roadways and at key intersections before and during the trial. BETA GROUP,INC. www.BETA-11 roc.ao r'n John Livsey. P.E.,Town Engineer January 20, 2017 Page 2 of 14 II. Trial Descriptions Location 1 -Massachusetts Avenue at Edison Way This trial involved eliminating the existing exclusive l� right-turn travel lane on the Massachusetts Avenue westbound approach to Edison Way. This was achieved by moving the existing on-street parking lane from the curb line into the right-turn lane. Reboundable plastic delineators were installed to close the existing parking lane and roadway tape was applied to delineate the trail parking lane. Parking meters remained in effect during the trial. 1 1 Location 2-Massachusetts Avenue at Waltham Street This trial involved eliminating the existing exclusive right-turn travel lane on theNii�9 Massachusetts Avenue eastbound approach to Waltham Street. The turn lane was eliminated temporarily using reboundable plastic delineators. Two 30-minute parkingd spaces were added (without parking meters) on the western end of the turn-lane for the duration of the trial. The two additional spaces are proposed as metered spaces in the Lexington Center preliminary design. The g existing right-turn arrow signal heads were also covered for the duration of the trial. Location 3-Harrington Road This trial involved changing Harrington Road from o two-way operation to one-way operation from p , Bedford Street toward Massachusetts Avenue. The intersection of Bedford Street with Harrington Road and Hancock Street has historically had the highest number of crashes in the Center area. The change to one-way operation was implemented as a measure to reduce the number of conflicting movements within the intersection and to reduce the number of crashes occurring at the intersection. Signs, barricades and reflectorized drums were placed along Harrington Road to close the eastbound travel direction. Detour signing was also installedOHIO I � John Livsey. P.E.,Town Engineer January 20, 2017 Page 3 of 14 along the Massachusetts Avenue eastbound and Worthen Road northbound approaches to the intersection of these two roadways to direct Harrington Road northbound traffic along Worthen Road and Bedford Street to Hancock Street. Signing was also installed at the intersection of Harrington Road and Massachusetts Avenue to detour vehicles to the Massachusetts Avenue/Worthen Road intersection and then along the previously mentioned detour route. III. Time Line of Significant Trial Activities The following section provides a time line of significant trial activities. A. Pre-Trial Data Collection 1. Thursday, June 9, 2016 through Saturday,June 11, 2016- Pre-trial traffic counts were conducted to supplement data collected for the Lexington Center Project in 2013. These data serve as the baseline condition. These dates were chosen to capture traffic conditions when school was in session. See Section IV of this memo for traffic count locations. 2. Thursday, June 16, 2016 through Saturday, June 18, 2016 - Recount traffic on Meriam Street, Clarke Street and Harrington Road due to failure of count equipment during the June 9-11 count. B. Pre-Trial Public Notification 1. Monday, August 1, 2016 -Three Variable Message Sign (VMS) boards were deployed to provide two weeks advance notice to the public that the traffic trials would be starting. The three VMS boards were located on: a. Massachusetts Avenue westbound east of the driveway to the Police Station b. Massachusetts Avenue eastbound on the median island in front of the Minuteman statue c. The median island at the intersection of Harrington Road and Massachusetts Avenue C. Trial Implementation 1. Friday, August 12, 2016- Detour signage was erected as shown on the project plans (included in Appendix A of this memo). These signs were covered until the start of the trial period. 2. Tuesday, August 16, 2016 - Reboundable plastic delineators were installed at the Edison Way and Waltham Street locations starting at 6:00 AM. Additional lane-use signage was installed at the Waltham Street location. Existing pavement markings which conflicted with the trial setup where masked using black roadway tape and additional lane-use arrows and parking lines were installed using reflective white roadway tape. Barricades and reflective drums were placed on Harrington Road at approximately 10 AM. Additional VMS boards were also deployed and all signage was uncovered. 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 4 of 14 3. Wednesday, August 24, 2016 - Additional reflectorized drums and additional `Road Closed - Local Traffic Only' signs were deployed on Harrington Road to deter motorists from using Harrington Road in the wrong (eastbound) direction. 4. Tuesday, August 16, 2016 through Thursday, November 10, 2016 - Police enforcement of one- way traffic operation on Harrington Road was in effect throughout the duration of the trial. The Police Department has reported that a total of 60 citations were issued, consisting of 30 warnings and 30 civil infractions. D. Trial Period Observation and Data Collection 1. Tuesday,August 16, 2016-Traffic operations were observed at the three trial locations between 10 AM and 6 PM. 2. Thursday, August 25, 2016 through Saturday, August 27, 2016 - First round of trial period traffic data collection with summer activities and school vacation. See Section IV of this memo for traffic count locations. 3. Wednesday and Thursday, August 24 and 25, 2016 - Observations of traffic operations were conducted at all three trial locations between 7:30 and 9:30 AM, 11:15 AM and 1:15 PM, and 3:45 and 6:00 PM. 4. Saturday, August 27, 2016 - Traffic operations were observed at the three trial locations between 11 AM and 1 PM. 5. Thursday, September 29, 2016 through Saturday, October 1, 2016-Second round of trial period traffic data collection with fall activities and school in session. See Section IV of this memo for traffic count locations. 6. Thursday, September 29, 2016 - Observations of traffic operations were conducted at all three trial locations between 7:30 and 9:30 AM, 11:00 AM and 1:00 PM, and 3:30 and 6:00 PM. 7. Saturday, October 1, 2016 - Observations of traffic operations were conducted at all three trial locations between 11:00 AM and 1:15 PM. 8. Thursday, October 20, 2016 through Saturday, October 22, 2016 - Recount on Harrington Road required due to equipment vandalism which occurred during the second round of trial period data collection. The recount was delayed to avoid the effects of the Columbus Day Holiday. E. Trial Period Concluded 1. Thursday, November 10, 2016 - The trial was concluded. All trial equipment was removed and pre-trial operations were restored by 11:30 AM at all three trial locations. 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 5 of 14 IV. Traffic Counts The following section will summarize the three rounds of data collection that were conducted before and during the trial period. Dates, Times, Weather Conditions and Locations 1. Thursday, June 9, 2016 through Saturday,June 11, 2016- Pre-trial baseline counts were collected to supplement data collected in April-2013. Weather conditions: Mostly sunny skies with a brief shower on Saturday afternoon. High temperatures ranged between 66' F and 72' F, and low temperatures ranged between 480 F and 520 F. Daily traffic data (volume, classification and speed) were collected (24-hours per day) using Automatic Traffic Recorders (ATR) at the following locations: 1. Hancock Street between Brigham Road and Hancock Avenue 2. Edgewood Road east of Patriots Drive 3. Patriots Drive south of Edgewood Road 4. Meriam Street south of Patriots Drive 5. Worthen Road east of Stratham Road 6. Revere Street west of Larchmont Lane 7. Muzzey Street south of Massachusetts Avenue 8. Forest Street east of Muzzey Street 9. Forest Street west of Clarke Street 10. Massachusetts Avenue between Forest Street and Parker Streets 11. Meriam Street between Glen Road and Abbott Road 12. Clarke Street north of Raymond Street 13. Harrington Road east of Massachusetts Avenue Intersection Turning Movement Count data were not collected in June. The April-2013 data collected for the Project will be used as a baseline. 2. Thursday,August 25, 2016 through Saturday, August 27, 2016- First round of trial-period traffic data collection with summer activities and school vacation. Weather conditions: Sunny and mostly sunny skies. High temperatures ranged between 860 F and 900 F, and low temperatures ranged between 610 F and 700 F. Daily traffic data (volume, classification and speed) were collected (24-hours per day) using Automatic Traffic Recorders (ATR) at the same 13 locations listed above for the pre-trial collection effort. Intersection Turning Movement Count (TMC) data were collected on Thursday, August 25, 2016 from 7 to 9 AM and 4 to 6 PM at the following intersections: 111111E] John Livsey. P.E.,Town Engineer January 20, 2017 Page 6 of 14 A. Bedford Street at Worthen Road/Camellia Place B. Massachusetts Avenue at Worthen Road C. Massachusetts Avenue at Meriam Street D. Massachusetts Avenue at Waltham Street E. Massachusetts Avenue at Edison Way F. Bedford Street at Harrington Road and Hancock Street These data will be compared to data collected in April-2013 at the same intersections. 3. Thursday, September 29, 2016 through Saturday, October 1, 2016 - Second round of trial-period traffic data collection with fall activities and school in session. Weather conditions: Cloudy to mostly cloudy skies with scattered showers on Saturday morning. High temperatures ranged between 55' F and 610 F, and low temperatures ranged between 460 F and 520 F. Daily traffic data were collected (24-hours per day) at the same 13 locations listed above for the pre-trial data collection effort, plus the following five additional locations were added at the request of the Lexington Traffic Safety Group: 14. Hayes Avenue between Meriam Street and Castle Road 15. York Street east of Woodland Road 16. Adams Street between Woodland Road and Coolidge Avenue 17. Meriam Street between Juniper Place and Berwick Road 18. Coolidge Avenue north of Adams Street Intersection TMC data were collected on Thursday, September 29, 2016 from 7 to 9 AM and 4 to 6 PM at the same six intersections listed above for the first round of trial-period data collection. These data will be compared to data collected in April-2013 at the same intersections. Analysis of Daily Automatic Traffic Recorder Data Automatic Traffic Recorder data is summarized for June-2016 (pre-trial period) in Table 1, August- 2016 (first trial-period collection effort) in Table 2, and September-2016 (second trial-period collection effort) in Table 3. The data in Tables 1-3 indicate that: • The higher volume roads in the study area (roads with a daily volume greater than 10,000 vehicles per day) are Hancock Street, Worthen Road and Massachusetts Avenue. Bedford Street can also be included as a higher volume roadway, but daily traffic volumes on Bedford Street were not collected by this study because intersection TMCs were collected at selected intersections along the street. 111111E] John Livsey. P.E.,Town Engineer January 20, 2017 Page 7 of 14 • Moderate volume roads within the study area (roads with a daily volume between 2,500 and 5,000 vehicles per day) include:the southern segments of Meriam Street, Revere Street, Muzzey Street, and Forest Street east of Muzzy Street and Harrington Road. • The lower volume roads within the study area (roads with a daily volume less than 2,500 vehicles per day) include: Edgewood Road, Patriots Drive, Forest Street west of Muzzey Street,the northern segments of Meriam Street, and Clarke Street. • Additional data collection locations were added to the September count period at the request of the Traffic Safety Group. These data are included in Table 3A. The data indicate that Adams Street is a higher volume roadway; Coolidge Avenue is a moderate volume roadway; and Hayes Avenue, York Street and Mariam Street (between Juniper Place and Berwick Road) are lower volume roadways. Data were not collected at these locations during the June and August count periods, therefore, volume changes cannot be evaluated for these roadways. Comparisons of the data collected during the three collection periods (June, August and September) are included in: • Table 4-Total daily weekday volume • Table 5-Weekday morning peak hour volume • Table 6-Weekday afternoon peak hour volume • Table 7 -Total daily Saturday volume • Table 8-Saturday mid-day peak hour volume The data in Tables 4-8 indicate the following: • The total daily weekday volumes (Table 4) collected in August (trial period) were significantly lower than the June (pre-trial) and September (trial period) volumes at all locations except the following: o Location 2, Edgewood Road (+39 vehicles or 11%) o Location 4, Meriam Street(-50 vehicles or-2% [similar to June]) The lower volumes in August can be attributed to schools not being in session and more workers than normal being on vacation from their jobs. The volume increase on Edgewood Road and the similar volume on Meriam Street could be attributed to the Harrington Road one-way trial. • Significant total daily weekday (Table 4) volume increases occurred between June (pre-trial) and September(trial-period) at the following locations: o Location 1, Hancock Street (+4,346 vehicles or+38%) o Location 4, Meriam Street(+623 vehicles or+22%) o Location 6, Revere Street(+338 vehicles or+8%) 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 8 of 14 o Location 11, Meriam Street(+193 vehicles or+11%) o Location 2, Edgewood Road (+137 vehicles or+39%) o Location 3, Patriots Drive (+51 vehicles or+14%) The September volume on Hancock Street appears to be a typical daily volume for this roadway. The April-2013 and September-2016 Turning Movement Counts (Table 9) at the intersection of Bedford Street/Harrington Road/Hancock Street are similar to each other. No crashes were reported on Route 128 on Thursday, September 29, 2016 that could have influenced the traffic volumes in the study area. The increased volume on Meriam Street, Revere Street, Edgewood Road and Patriots Drive could be attributed to the Harrington Road one-way trial. • The only significant weekday morning peak hour (Table 5) volume increase between June (pre-trial) and September (trial-period) occurred at Location 1, Hancock Street (+701 vehicles, +67%). As stated earlier, the September data likely represents a typical morning peak hour volume for this roadway. • During the weekday afternoon peak hour (Table 6), significant volume increases occurred between June (pre-trial) and September(trial-period) at the following locations: o Location 1, Hancock Street (+409 vehicles or+42%) o Location 5,Worthen Road (+212 vehicles or+21%) o Location 6, Revere Street(+115 vehicles or+28%) o Location 4, Meriam Street(+52 vehicles or+21%) o Location 11, Meriam Street(+27 vehicles or+18%) o Location 2, Edgewood Road (+22 vehicles or+56%) o Location 3, Patriot Drive (+16 vehicles or+55%) The volume increases along the listed roadways could be attributed to the Harrington Road one-way trial configuration. • The total daily data (Table 7) collected on Saturday, October 1, 2016(trial period)was higher than the June (pre-trial) data at most locations. Total daily volume at the following locations was inconsistent with the other locations because it was either similar to or lower than the June data: o Location 10, Massachusetts Avenue (-1,536 vehicles or-18%) o Location 11, Harrington Road (-1,171 vehicles or-37%) (one-way operation) o Location 1, Hancock Street (-197 vehicles or-2% [similar to June]) o Location 6, Revere Street(-24 vehicles or-1% [similar to June]) o Location 9, Forest Street west of Clarke Street(+38 vehicles or+2% [similar to June]) The reduced volume on Massachusetts Avenue is attributed to the one-way traffic pattern on Harrington Road. 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 9 of 14 • The peak hour data (Table 8) collected on Saturday, October 1, 2016 (trial period) was higher than the June (pre-trial) data at most locations. Saturday peak hour volume was reduced at the following locations: o Location 10, Massachusetts Avenue (-117 vehicles or-14%) o Location 1, Harrington Road (-112 vehicles or-36%) (one-way operation) These observations are attributed to the one-way traffic pattern on Harrington Road. • The peak hour data (Table 8) collected on Saturday, October 1, 2016 (trial period) was significantly higher than the June (pre-trial) data at the following locations: o Location 7, Muzzey Street(+134 vehicles or+47%) o Location 4, Meriam Street(+94 vehicles or+48%) o Location 8, Forest Street (+81 vehicles or+38%) o Location 2, Edgewood Road (+25 vehicles or+86%) The increased traffic volumes on Muzzey Street and Forest Street could be attributed to an active Saturday in Lexington Center. It was the first Saturday of October, the weather was good, and the foliage season was getting underway. Off-street public parking is accessible from Muzzey Street for people looking to shop, bank and eat in Lexington Center. The volume increase is not considered to be associated with the trial removal of the exclusive right-turn travel lane on the Massachusetts Avenue eastbound approach to Waltham Street because no increases occurred during the weekdays, when traffic volumes in the Center are higher. The listed volume increases on Meriam Street and Edgewood Road could be attributed to the one-way traffic pattern on Harrington Road. Analysis of Intersection Turning Movement Count Data Comparisons of the morning and afternoon intersection turning movement data collected during the three collection periods (April-2013 (in place of June-2016), August-2016 and September-2016) are included in Table 9. • In general, the April-2013 volumes are greater than the August-2016 and September-2016 data. The difference in total intersection volume between April-2013 and Septermber-2016 ranges between 7%and 23%. • Location A, Bedford Street at Worthen Road/Camellia Place - Peak hour volumes increased between April-2013 and September-2016 on the Worthen Road eastbound right-turn movement onto Bedford Street (AM: +24 vehicle or 63%, PM: +45 vehicles or +50%). This increase can be attributed to the Harrington Road one-way trial, although the increased volume was not observed to adversely affect intersection operations. 111111E] John Livsey. P.E.,Town Engineer January 20, 2017 Page 10 of 14 • Location B, Massachusetts Avenue at Worthen Road - Peak hour volumes increased between April-2013 and September-2016 on the following two Massachusetts Avenue movements: o Eastbound left-turn (AM: +15 vehicles or+25%, PM: +20 vehicles or+18%) o Westbound right-turn (AM: +15 vehicles or+21%, PM: +40 vehicles or+73%) Peak hour volumes decreased between April-2013 and September-2016 on the Worthen Road northbound right-turn movement to Massachusetts Avenue (AM: -30 vehicles or-24%, PM: -30 vehicles or-15%). The peak hour volume changes at this intersection can be attributed to the Harrington Road one-way trial, but they were not observed to adversely affect intersection operations. • Location C, Massachusetts Avenue at Mariam Street - Peak hour volumes increased between April-2013 and September-2016 on the Massachusetts Avenue eastbound left-turn movement to Meriam Street (AM: +35 vehicles or +70%, PM: +70 vehicles or +93%). These volume changes can be attributed to the Harrington Road one-way trial. The volume changes were observed to increase congestion in the intersection and degrade intersection operations. • Location D, Massachusetts Avenue at Waltham Street - Peak hour volumes increased on the Waltham Street northbound left-turn movement to Massachusetts Avenue during the morning peak hour (+40 vehicles or +24%). This volume change can be attributed to the Harrington Road one-way trial, although it was not observed to adversely affect intersection operations. Peak hour volumes did not decrease on the Massachusetts Avenue right-turn movement to Waltham Street (Trial location 2). In fact, the September-2016 volumes were either similar to or slightly higher than the April-2013 volumes (AM: +5 vehicles or +3% [similar], PM: +20 vehicles or +19%). This indicates that eliminating the exclusive right-turn lane on Massachusetts Avenue did not have an adverse effect on traffic volume. Observations indicated that the eastbound vehicle queue on Massachusetts Avenue did increase by two or three vehicles occasionally, particularly during the peak hours, but there were no observed adverse effects to intersection operations. • Location E, Massachusetts Avenue at Edison Way - Peak hour volumes decreased on the Massachusetts Avenue westbound right-turn movement to Edison Way (AM: -10 vehicles or -11%, PM: -18 vehicles or -30%). These volume reductions are not considered to be associated with the trial implementation. • Location F, Bedford Street at Harrington Road/Hancock Street - Peak hour volumes increased on the Bedford Street southbound left-turn to Hancock Street (AM: +19 vehicles or +76%, PM: +45 vehicles or +53%) and right-turn to Harrington Road (AM: +8 vehicles or +32%, PM: +30 vehicles or +150%). These volume changes can be attributed to the 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 11 of 14 Harrington Road one-way trial, but were not observed to adversely affect intersection operations. V. Crash Data Crash data were requested from and provided by the Lexington Police Department for the months of August, September and October, to coincide with the months of the trial, and from the years 2013 through 2016, to coincide with the three-year period prior to the trial and the three month period during the trial. These data were requested at the following locations: 1. Massachusetts Avenue at Meriam Street(Table 10) 2. Massachusetts Avenue at Waltham Street(Table 11) 3. Massachusetts Avenue at Edison Way(Table 12) 4. Bedford Street at Harrington Road and Hancock Street (Table 13) 5. Massachusetts Avenue at Bedford Street(Table 14) The data received has been summarized in Tables 10 - 14 as indicated above and indicate the following: • Massachusetts Avenue at Meriam Street (Table 10) - An average of 2.33 crashes occurred during the three-month analysis window in the three years prior to the trial. These crashes occurred with dry road conditions, were primarily limited to property damage only, occurred during the mid-day and afternoon periods, and were evenly distributed across all days of the week. During the trial period, two crashes occurred. These crashes also occurred with dry road conditions, were limited to property damage only, and occurred during the morning and mid-day periods of a weekday. While the data indicate a slight reduction in the number of crashes at this intersection, the duration of the trial period was limited. The level of congestion observed at this intersection suggests that the number of crashes occurring at this intersection could increase over a longer period of time. • Massachusetts Avenue at Waltham Street (Table 11) - No crashes were reported at this intersection during the three-month analysis window in the three years prior to the trial. During the trial period, two crashes occurred. These crashes occurred with dry road conditions, were limited to property damage only, occurred during the mid-day and afternoon periods, and occurred on weekdays at the end of the work week. The crash narratives for the two crashes were requested from the Lexington Police Department. The Police Department was notified by mail of one of the crashes, therefore a narrative is not available and could not be provided. The narrative was provided for the second crash, which was a rear-end type crash that involved a vehicle turning left from Massachusetts Avenue westbound to Waltham Street. 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 12 of 14 The trial configuration has not negatively affected the number of crashes occurring at this location. • Massachusetts Avenue at Edison Way (Table 12) - An average of 0.67 crashes occurred during the three-month analysis window in the three years prior to the trial. These crashes occurred with dry road conditions, were limited to property damage only, and occurred during the afternoon and evening periods of a weekday. No crashes were reported at this intersection during the trial period. The trial configuration has not negatively affected the number of crashes occurring at this location. • Bedford Street at Harrington Road and Hancock Street (Table 13) - An average of 3.33 crashes occurred during the three-month analysis window in the three years prior to the trial. These crashes occurred primarily with dry road conditions, were primarily limited to property damage only, and occurred primarily during the mid-day and afternoon periods of a weekday. During the trial period, three crashes were reported. These crashes occurred with wet road conditions, included one crash with injuries and two crashes with property damage only, occurred primarily in the afternoon period, and occurred between the middle and end of the work week. Further analysis of the crashes occurring at this intersection will be provided in the next section. • Massachusetts Avenue at Bedford Street (Table 14) - An average of 0.67 crashes occurred during the three-month analysis window in the three years prior to the trial. These crashes occurred with dry road conditions, included a crash with injuries and a crash with property damage only, and occurred during the afternoon and evening periods of a weekday. No crashes were reported at this intersection during the trial period. The trial configuration has not negatively affected the number of crashes occurring at this location. After reviewing the crash data provided, a second request was made of the Lexington Police Department to acquire the crash narratives, written by the officer responding to the incident, for the crashes occurring at the intersection of Bedford Street at Harrington Road and Hancock Street. Because these reports require more time to produce, only a limited number of reports were requested (13 total). With the crash narratives, reliable insight into the sequence of events for each crash was provided and collision diagrams, presented in Figure 4 and 5, were generated for the pre- trial and trial periods, respectively. • The pre-trial crashes, included in Figure 4, indicate that eight out of 10 crashes (average of 2.67 crashes per three-month period) involved vehicles traveling eastbound from Harrington 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 13 of 14 Road to Hancock Street. Seven of the eight crashes involved vehicles traveling northbound on Bedford Street and the eighth crash involved a vehicle traveling southbound on Bedford Street. The remaining two crashes (of the 10 total crashes) involved vehicles traveling westbound on Hancock Street and southbound on Bedford Street. • The trial period crashes, included in Figure 5, indicate that two crashes involved vehicles traveling westbound on Hancock Street and southbound on Bedford Street. These two crashes are consistent with the trends of the pre-trial condition. The third crash is considered an anomaly as it involves a bicyclist traveling southbound on Bedford Street and a vehicle traveling westbound from Hancock Street. This is the only bicycle crash reported at this intersection during the period reviewed. The crash is not considered to be related to the traffic trials. • Excluding the bicycle crash (as an anomaly), the average number of crashes per three-month period before the trial of 3.33 (10 crashes per 3 periods) was reduced to 2.00 (2 crashes per 1 period) during the trial,which represents a 40% reduction in the number of crashes. VI. Conclusions Location 1 -Massachusetts Avenue at Edison Way The September-2016 traffic volumes at this location, while lower than the April-2013 data, do not indicate that the trial implementation negatively affected intersection operations. The crash data for this location show that no crashes occurred during the trial period. Field observations also indicate that parking was not negatively affected by the trial. Therefore, it can be concluded that the trial implementation did not adversely affect operations or safety at this location. Location 2-Massachusetts Avenue at Waltham Street The trial period traffic counts indicate that right-turning volume from Massachusetts Avenue eastbound to Waltham Street was not reduced during the trial period and the crash data do not indicate an increase in the number of crashes occurring at this location,therefore, it can be concluded that the trial implementation did not adversely affect operations or safety at this location. Location 3-Harrington Road one-way conversion The crash data at this intersection indicate that the number of crashes was reduced by approximately 40% during the trial period. Traffic volume data, however, indicate that a significant portion of the traffic diverted from Harrington Road eastbound used Meriam Street and Edgewood Road or Patriots Drive to reach their destination. Operations at the intersection of Massachusetts Avenue and Meriam Street were observed to be more congested during the trial period, though the crash data do not indicate an increase in crashes. For these reasons, it is concluded that the Harrington Road one-way trial had a positive impact on the safety at the Bedford Street/Harrington Road/Hancock Street intersection during the short trial period, but adversely affected operations and increased traffic along Meriam Street, Edgewood Road and Patriots Drive. 11111113 John Livsey. P.E.,Town Engineer January 20, 2017 Page 14 of 14 VII. Recommendations Based on collected traffic volumes and crash data and field observations of operations, this report recommends the following: • The elimination of the exclusive right-turn travel lane on the Massachusetts Avenue westbound approach to Edison way should be included in the final design of the Lexington Center Project. • The elimination of the exclusive right-turn travel lane on the Massachusetts Avenue eastbound approach to Waltham Street should be included in the final design of the Lexington Center Project. • Other measures should be investigated to improve safety for all modes of travel at the intersection of Bedford Street/Harrington Road/Hancock Street in place of the one-way conversion of Harrington Road. ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. 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Lexington Center / Battle Green Traffic Trial Table 10 - Massachusetts Avenue / Meriam Street Crash Summary Pre-Trial, Trial 8/1/201 8/1/2014 8/1/201S 8/1/2016 t4 to to Total Average t4 14/31/2013 10/31/2014 10/31/2015 14/ 1/2016 Dry 3 2 1 2 7 2.33 2 c Wet - - - - - - m o 3 Snow - - - - - v 0 o Ice - - - - - °C Other - - - - - Total 1 3 1 2 1 2 1 7 2.33 2 :1 Non-fatal Injury - - 1 1 0.33 - Fatallnjury Property Damage Only 3 2 1 6 2.00 2 Total 1 3 1 2 1 2 1 7 1 2.33 2 12:00 AM-6:00 AM - - - - - - 6:00 AM- 10:00 AM - - - - - 1 10:00 AM-3:00 PM 2 1 - 3 1.00 1 0 E 3:00 PM-7:00 PM 1 1 2 4 1.33 - 7:00 PM-12:00 AM _ _ _ _ _ Total 3 1 2 1 2 1 7 1 2.33 2 Sunday 1 - - 1 0.33 - Monday 1 - 1 0.33 Tuesday - - 1 1 0.33 - 3: Wednesday - - 1 1 0.33 1 0 Thursday 1 - - 1 0.33 - c Friday 1 - - 1 0.33 1 Saturday - 1 - 1 0.33 Total 3 1 2 1 2 1 7 1 2.33 2 Lexington Center / Battle Green Traffic Trial Table 11 - Massachusetts Avenue / Waltham Street Crash Summary Pre Trial Trial 8/1/2013 8/1/2014 8/1/201S 8/1/2016 t4 to to Total Average to 10/31/2013-- 10/31/2014 10/ 1/201 10/31/2016 Dry - - - - - 2 c Wet - - - - - - m o 3 Snow - - - - - v 0 o Ice - - - - - °C Other - - - - - - Total - - - - - 2 Non-fatal Injury - - - - - Fatallnjury U 0)> Property Damage Only - - - - - 2 Total - - - - 2 12:00 AM-6:00 AM - - - - - m 6:00 AM-10:00 AM - - - - - - 0 10:00 AM-3:00 PM - - - - - 1 0 E 3:00 PM-7:00 PM - - - - - 1 7:00 PM-12:00 AM - - - - - Total - - - - - 2 Sunday - - - - - Monday - - - - - Tuesday - - - - - Wednesday - - - - - - 0 Thursday - - - - - 1 c Friday Saturday - - - - - Total - - - - - 2 Lexington Center / Battle Green Traffic Trial Table 12 - Massachusetts Avenue / Edison Way Crash Summary Pre-Trial Trial 8/1/201 8/1/2014 8/1/201S 8/1/2016 t4 to to Total Average t4 14/31/2013 10/31/2014 10/31/2015 14/ 1/2016 Dry - 1 1 2 0.67 c Wet - - - - - m o 3 Snow - - - - - v 0 o Ice - - - - - °C Other - - - - - Total - 1 1 1 2 0.67 :1 Non-fatal Injury - - - - - Fatallnjury Property Damage Only - 1 1 2 0.67 Total - 1 1 1 2 0.67 12:00AM-6:00AM - - - - - 6:00AM- 10:00AM - - - - - 0 10:00AM-3:00PM - - - - - 0 E 3:00 PM-7:00 PM - 1 - 1 0.33 7:00 PM-12:00 AM - - 1 1 1 1 0.33 Total - 1 1 1 1 2 1 0.67 Sunday - - - - - Monday - - 1 1 0.33 Tuesday - - - - - 3: Wednesday - - - - - 0 Thursday - 1 1 1 - 1 1 1 0.33 c Friday - - - - - Saturday _ Total - 1 1 1 1 2 0.67 Lexington Center / Battle Green Traffic Trial Table 13 - Harrington Road / Hancock Street Crash Summary Pre-Trial Trial 8/1/201 8/1/2014 8/1/201S 8/1/2016 t4 to to Total Average t4 14/31/2013 10/31/2014 10/31/2015 14/ 1/2016 Dry 3 4 2 9 3.00 - c Wet 1 - - 1 0.33 3 m o 3 Snow - - - - - - v 0 o Ice - - - - - °C Other - - - - - Total 1 4 1 4 1 2 10 3.33 3 :1 Non-fatal Injury 1 - - 1 0.33 1 Fatallnjury Property Damage Only 3 4 2 9 3.00 2 Total 1 4 1 4 1 2 10 3.33 3 12:00 AM-6:00 AM - - - - - - 6:00 AM- 10:00 AM 1 1 0.33 1 10:00 AM-3:00 PM 1 1 2 0.67 0 E 3:00 PM-7:00 PM 2 4 1 7 2.33 2 7:00 PM-12:00 AM Total 4 1 4 1 2 1 10 1 3.33 3 Sunday - 1 - 1 0.33 - Monday - - 1 1 0.33 Tuesday - - - - - 3: Wednesday 2 1 - 3 1.00 1 0 Thursday 2 1 1 1 4 1 1.33 1 c Friday - 1 - 1 0.33 1 Saturday _ _ _ _ _ Total 4 4 2 1 10 3.33 j 1 3 Lexington Center / Battle Green Traffic Trial Table 14 - Massachusetts Avenue / Bedford Street Crash Summary Pre-Trial, Trial 8/1/201 8/1/2014 8/1/201S 8/1/2016 t4 to to Total Average t4 14/31/2013 10/31/2014 10/31/2015 14/ 1/2016 Dry 1 - 1 1 2 0.67 c Wet - - - - - m o 3 Snow - - - - - v 0 o Ice - - - - - °C Other - - - - - Total 1 - 1 1 2 0.67 :1 Non-fatal Injury 1 - - 1 0.33 Fatallnjury Property Damage Only - - 1 1 0.33 Total 1 - 1 2 0.67 12:00 AM-6:00 AM - - - - - 6:00AM- 10:00AM - - - - - 0 10:00 AM-3:00 PM - - - - - 0 E 3:00 PM-7:00 PM 1 - - 1 0.33 7:00 PM-12:00 AM - - 1 1 1 1 0.33 Total 1 - 1 1 2 1 0.67 Sunday - - - - - Monday - - - - - Tuesday - - - - - 3: Wednesday - - - - - 0 Thursday - - 1 1 0.33 c Friday 1 - - 1 0.33 Saturday _ _ Total 1 - 1 1 2 0.67 U) o w � .fl0 E m > �- u U) ¢ o' O r Y O o = cn0 EYl m �N o U L ON N>.fp N J ) r J L ' N V -E0 L " > > Q dm ¢4 O D U z CO Y >z« "ra ii LL o•- g�oFo l�lll 0 N L N N 0 o C: N (U 1 E = co cu 0 O cB CN cu s= 0 'cu � O 0 cr O — c, O o p 0 1 O C) 0' ; cL O cu �O U = Q �tJ cn C2 a N •0 u C /N� I ) CU W LL Ell o z z ^' O W n C Q O (M M U) > > M O O > C C O N a) > > f�A > > > > f�A O t O D O O O O Q .� 7 N N N N N N 0 0 N U) > U) > w w w w > N N U > U L U U U U L > L > > > > > > > LO a) N w w w w w w w w w o 0 0 0 0 0 0 0 0 0 M t t t t t o t t t t rn rn rn rn a) rn rn rn rn o 0 0 0 0 0 o 0 0 0 p O GcL .� N N �, o 0 0 0 0 o 0 0 0 U U U U U U U U U U a) � N p .° > > > > > > > > Ew w w w w w w w U) � � V 0 0 0 0 O O O O i Y M Q* ° rn rn rn rn rn rn rn rn '^ Uw VJ O 0 0 0 0 0 0 0 o a) U 0 '> '> '> c: '> '> '> '> 2 0 O O O 23: o 0 0 0 0 N ? Y COO - 0 co CO O N O C' 6 (a � o 0,(,n E L}-��1 0 N 00 0 0 0 0 0 0 0 0 V 0) C iZ .— '� �,o 0 0 0 0 0 0 0 0 0 CO O— A,c: c: c: c: c: c: c: c: c: c F'w le le Y Y Y Y Y Y Y Y U C C C C C C C C C C 0 CO O "-' N 4 p •— N � t "' o 0 0 0 0 0 0 0 0 0 CD L L O 2"0, c c c c c c c c c c C: O U J "2 ' v w U -ao arc C: a� =' 0 o m m m m m m m m m m <K l<l< <ID < < <1< a o o d ai E a a a a a a a a N a 0 O a) U) > N N 7 7 '06 '06 7 C 7 N t � U CJ co M M V V In In C O 00 N N N O O '6 \O \O W D D N N � 0') W o) � W W N To cu ttS is SSx N N M U7 CO h ao T E E U) Crash Data Summary Tables and Charts Bedford Street at Harrington Road and Hancock Street, Lexington, MA CRASH MONTH 50% 40/0 40% 30% 30% 30% 20% 10% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% J F M A M J J A S O N D CRASH DAY OF WEEK 50% 40% ...... 40% 30% 20%" 20% 20% 10% 10% 10% 0% 0% 0% _8 n - I", Monday Tuesday Wednesday Thursday Friday Saturday Sunday CRASH TIME OF DAY 80% 60% 60% 40% 20% 10% 0% 0% 0% 00/0 0% 0% 0% 0% 0% 0% 6AM- 8AM- 10AM- 12PM- 2PM- 4PM- 6PM- 8PM- 10PM- 12AM- 2AM- 4AM- 8AM 10AM 12PM 2PM 4PM 6PM 8PM 10PM 12AM 2AM 4AM 6AM CRASH MANNER OF COLLISION 100% 0% 80% 60% 40% 0 0 20/0 0% 0% 0"% 0% 0% ©% 1 /o" 0% Single Rear-end Angle Sideswipe, Sideswipe, Head on Rear to Unknown Vehicle same opposite Rear Crash direction direction 4496 Crash Reports.xlsx 2 of 3 1/10/2017 Crash Data Summary Tables and Charts Bedford Street at Harrington Road and Hancock Street, Lexington, MA CRASH LIGHT CONDITION 150% 1©0% 100% 50% 0% 0% 0%" 0°l0 0% 0%" 0% 0%" Daylight Dawn Dusk Dark- Dark- Dark- Other Unknown Lighted Roadway unknown Roadway not lighted roadway lighting CRASH WEATHER CONDITION 120% 100% 100% 80% 60% 40% 20% o 0 0 0% o 0 0 % ° 0% 5 3 a s m 3 c U cn = NC cn p �.N 3 f p c � �� E aD � o-0 c LL ai cn cn o o'p C U U of CRASH ROAD SURFACE 150% 100% 100% 50% 0% 0% 0% 0% 0% 0% 0% 0% 0% Dry Wet Snow Ice Sand,mud, Water Slush Other Unknown dirt,oil, (standing, gravel moving) CRASH DRIVER AGES 100% 50% 0% 0% 0% 0% 0% 0% 0% 0% 0% 15-20 21-29 30-39 40-49 50-59 60-69 70-79 80+ 4496 Crash Reports.xlsx 3 of 3 1/10/2017 U) o w � .fl0 E m > �- u U) ¢ o' O r Y O o = cn0 EYl m �N o U L ON N>.fp N J r J Z L ' N V -E0 L " > > Q dm ¢4 O D U z CO Y >z« "ra ii LL o•- g�oFo l�lll Cl) � N N N o E�FO�O cu cU cucu co 0 c o ° cr ° (D O UC)) " O� ° cu O U) cu a 2 N QC2 (� ° ll° ) W z //�� 0 CA z L / W N ° n W o 0 N � � O L O D N � � w N N p O L Ul N N 01 > U C _ _ N !EN A A L 01 O O p L L O 01 01 C C yi O Q N co co N yco E O O E >U_, U U CO >1>1 J N co co 4 0 :o yL' C C U � '� O c0 V C N w a w J R coN U 0 00 (v = a--i > co coO Q 0 O LL O CO � (Q CD a L 0cu C3) cam) L CL o o N COco d N L CL o o O � cn Ja � � � X 0 p 4" c o U 1 G c w' a) c _n o m r a a a a v t m E a o o E, Q a a n 0 N � m o m m t m O O N N SIF cu Cy y N M E E U) Crash Data Summary Tables and Charts Bedford Street at Harrington Road and Hancock Street, Lexington. MA Crash Data Summary Tables and Charts Bedford Street at Harrington Road and Hancock Street, Lexington, MA CRASH LIGHT CONDITION 150% 1©0% 100% 50% 0% 0% 0%" 0°l0 0% 0%" 0% 0%" Daylight Dawn Dusk Dark- Dark- Dark- Other Unknown Lighted Roadway unknown Roadway not lighted roadway lighting CRASH WEATHER CONDITION 80% 67%... 60% 40% 33% 20% p% 0% 0% 0% 00/0 Q% 0% 0% 0% > 5 3 = m 3 c U cn = � � �p �.N 3of p c E aD � o-0 c LL ai cn cn o o'p C U U of CRASH ROAD SURFACE 150% 100% 100% 50% 0% 0% 0% 0% 0% 0% 0% 0% 0% Dry Wet Snow Ice Sand,mud, Water Slush Other Unknown dirt,oil, (standing, gravel moving) CRASH DRIVER AGES 100% 50% 0% 0% 0% 0% 0% 0% 0% 0% 0% 15-20 21-29 30-39 40-49 50-59 60-69 70-79 80+ 4496 Crash Reports—Trial Period.xlsx 3 of 3 1/10/2017 APPENDIX A Traffic Trial Contract Plans �a g Q o 3 a F F F g Q a a z z H Z a z z A A w H Z Z ww F x Z P4 00 O z6 z o= i o � w � V y O J 1 PM6RICq f;:.,\ z w V� LEXINCTON CxJ O w w O F O z �D �D z w w zz d a ",.dps 914dVA aN IHOK v Ca d rx w rx w z �D w L z Q d a L1 Q _ _ Z 3 Z i - w 3 _ o z _ f - - O i " Z u O rc - 133a16 AV—VM Qozw a zo 3 7 )� w� � F K w f Ow Q x U w � LV r �° o o w oz < w ¢U) U) a � � �o z r � f a� i N w N z rc z J a � � ozz z3 2 a w 7 F z o w w � z 0 < > ao z m > m � ' o D. i i = o 5 0. `x o s a w w z z m z x < o 0 o 0 rc F rc a o rc o o z = z w � � J rc o= F z o 8 0 w < < < i pp o < 'o i $ Z. w w a� rc 0 0 > x o wx a W = � o � ° D - = = � a � _ _ ow < w o Z. ®> z o Z o m o c o ; s 3avnos 1od3a W w a s W o 0 _ o Z �`o.. waaa�mrwmwwwo�wraw� o' LV w 3 J oxo$ U,^) OO ! 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C C C 2C C C I C: r m o o M M M M m O a LL -) M M r'1 N M V > 1 > T� d mF 22 ny a 5 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Update: Community Center SidewaH,� Project (10 min.) PRESENTER: ITEM NUMBER: John Livsey, Town Engineer 1.9 SUMMARY: No vote is requested for this agenda item. Staff will present the latest conceptual plan for a sidewalk to connect the Community Center to the existing sidewalk on Marrett Road. Previous concepts were presented, some of which were on land not owned by the Town. Recent discussions with the land owner, the Scottish Rite, confirmed that these new concepts would generally be acceptable to them. The concepts provided show numerous material options, pedestrian level lighting, and cost estimates for those options. SUGGESTED MOTION: Not at this time. FOLLOW-UP: Plans will be revised based on feedback from the Board and then reviewed with representatives from the Scottish Rite. DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 9:10 P.M. 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PRESENTER: ITEM Carl F. Valente, Tn. M Rob NUMBER: Addelson,Ass't Tn. Mgr. for Finance; Jennifer Hewitt, Budget Officer I.10 SUMMARY: No vote is requested for this agenda item. Continue discussion regarding the FYI Proposed Budget; focusing in particular on: • Program Improvement Requests (PIR's to add or delete), and • Capital Budget(holding some projects in abeyance) SUGGESTED MOTION: None. FOLLOW-UP: TMO and F inanc e DATE AND APPROXINIATE TIME ON AGENDA: 1/23/2017 9:20 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: Approve Letter of Support for LexHAB Regarding Lowell Street Housing Project (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair I.11 SUMMARY: LexHAB has requested a letter of support from the Board of Selectmen for their Local Initiative Program(LIP) application for a comprehensive permit for an affordable housing development at Busa Farm on Lowell Street. SUGGESTED MOTION: Motion to provide a letter of support addressed endorsing LexHAB's application to the Department of Housing and Community Development's Local Initiative Program for a comprehensive permit for the affordable housing project at the Busa Farm Property on Lowell Street. FOLLOW-UP: Board of Selectmen's Office DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 9:40 p.m. ATTACHMENTS: Description Type D gaW Lib Lowha H Street V h)us hig..TM Project t C"over Mom) Town of lexiUgtDU, J41A_5_5ar1JU_qetta5 ARIL 9 tnc ? OFFICE OF SELECTMEN SUZANNE E.BARRY,CHAIRMAN PETER C.J.KELLEY NORMANP.COHEN JOSEPH N.PATO TEL: (781)698-4580 MICHELLE L.CICCOLO FAX: (781)863-9468 January 23, 2017 Attn: Toni Coyne Hall, Director of Local Initiative Program Department of Housing and Community Development 100 Cambridge Street, Suite 300 Boston, MA 02114 Dear Ms. Hall, This letter serves to express our support for the Lexington Housing Assistance Board's (LexHab) Local Initiative Program (LIP) application for a comprehensive permit for their Busa Farm Project. The Busa Farm project consists of creating six new rental units within two buildings. One unit.will be handicap accessible while two others will be affordable to renters at or below 80% of the Area Median Income (AMI). The Town is providing support for this project in several ways. First, the town used Community Preservation Act (CPA) funds to acquire the property for the purposes of Open Space Preservation and Community Housing, and is now supporting this housing proposal with an additional commitment of $1,284,653 in CPA funds. The Town is also waving all real estate taxes on the property, not only for the development period but also for the duration of LexHAB's operation of the property for affordable housing purposes. This development proposal follows a lengthy community process that determined the area that was set aside for housing and the amount of housing to be created. LexHAB did a wonderful job designing the two buildings to appear from the street to contain fewer than six units. LexHAB has a long history of providing much-needed, high quality affordable housing for low and moderate-income Lexington residents. As a town we continue to support their important work and enthusiastically support their proposal to create six new residences at Busa Farm. Sincerely, Suzanne E. Barry Chairman Board of Selectman 1625 MASSACHUSETTS AVENUE LEXINGTON,MASSACHUSETTS 02420 e-mail selectmen@lexingtonma.gov AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Adjust SidewaH,� Permit Fees (5 min.) PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.12 SUMMARY: It has been the Town's practice to allow food establishments in the Center to lic ens e the use of the adjacent public sidewalks for food service. For many years, Bertucci's and Peets Coffee have licensed the use of the sidewalks in front of their establishments for customer tables. The Town Manager is recommending an increase of approximately 3 percent for 2017, consistent with the increase in the tax levy. If the Board approves this change, Bertucci's monthly fee will be $460 from the current$445 and Peets Coffee will be $72 from the current$70. SUGGESTED MOTION: Move to establish the monthly sidewalk permit fees for Bertucci's at$460 and for Peets Coffee at$72. FOLLOW-UP: Town Manager's Office will process sidewalk permit requests. DATE AND APPROXIMATE TIME ON AGENDA: 1/23/2017 9:45 p.m.