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2018-01-14 BOS Packet - Released
Financial Summit 4 Board of Selectmen, School Committee,Appropriation Committee, Capital Expenditures Committee January 24, 2018 7:00 PM Cafeteria, Hadley Public Services Building, 201 Bedford Street AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. Discussion Regarding Proposed Center Track Replacement Project and Center 7:00 p.m. Field Lights Replacement(60 min.) 2. FY2019 Town Manager's Preliminary Budget and Financing Plan(45 min.) 8:00 P.M. 3. Capital Expenditures Committee-Preliminary Report: FY19 Proposed Capital 8:45 p.m. Projects (15 min.) 4. Discussion Regarding Special Education Reserve Fund (Ch. 40, s. 13E) (15 9:00 P.M. min.) 5. Review Preliminary List of 2018 Town Meeting Articles (10 min.) 9:15 p.m. 6. Confirm Date of Summit 5, if Necessary(5 min.) 9:25 p.m. ADJOURN 1. Anticipated Adjournment 9:30 p.m. The next regularly scheduled meeting of the Board of Selectmen is scheduled for Monday, January 29, 2018 at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625 Massachusetts Avenue. Hearing Assistance Devices Available on Request Lerff6dia All agenda time and the order of items arm approximate and subject to change. Recorded by LeWedla AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Discussion Regarding Proposed Center Track Replacement Project and Center Field Lights Replacement (60 min.) PRESENTER: ITEM Melissa Battite, NUMBER: Recreation/Community Programs; David Pinsonneault, DPW, Mike I.1 Cronin, DPF SUMMARY: Discussion regarding the proposed Center track and light replacement project and how this project may relate to a future high school renovation/alteration project. 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PRESENTER: ITEM NUMBER: Carl F. Valente, Town Manager 1.2 SUMMARY: Staff presentation on the FY2019 Town Manager's Preliminary Budget and Financing Plan. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/24/2018 8:00 P.M. ATTACHMENTS: Description Type D lkldg(A CXIOrrw rare Q'na.rs a RUr tion Rackup Matorrinl D F`g20119 Q'na:rEnfi nuy Budget(Whito R)A) Rackup Matorrinl 00 . i ' tj tj TO coo cc0 w ol Z� 0 ; . W Cf) 44 IL ca . 00 o (N C\[ r. Z 4(2) Uft uft fto Uft C*J") OT14 co N;i Cl) ft"" Lt: 44 Q. to a) a) co 0 0 wm% ,,4�10. ....... It (� O Cfl M 00 Cfl � 1` Cfl ....... . . . . . . . M M Cfl N O 0 CL 1 , T- LO O T- 00 M 00 M w O w qe O w • �- L M O N L 1` (6 C� 00 M 1` r N N w qe f` f` qe V 1�• 4e LO LO f` W N LO (6 N Ni C� 1` W CL 44 2% E 1` Cfl M N � Lu N NLL N N N N U. U. U. U. U. U. 0 CD L O N _ LL LL 0 o N ,. 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N c6 L 0 a) � W _ U � w N N 0 E cn 0 � � C V }, � L WAMM _ O c -0 — �, n cn44 O -0 (6 -0 N G) O u � 0 � � � z > a� Q • •— _ U > LL w N O X cu O CU . . O O O O r r N N o0 O O O N o N N N� N �� I N C ,. O O O O " O N N N N C4 N N cu N NLM N �— CL c -0L,L Q cn Q N +-1 0 0 N E o � � Q � _ C O4-1 ( U Ci �v N U :3 cu 0 � C: (CS U- CL O 4- L- O C N � .� O N = cn in -o QL O m 0 O 4-1 O _V N O t : n N i N E E p �> E O = 0 �_ H C/) E O 70 E 0 N o ._ > c6 u) E ❑ N k N L L.Ymsnw�w� M tw W 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 2019 TOWN MANAGER'S PRELIMINARY BUDGET & FINANCING PLAN JANUARY 22, 2018 Table of Contents 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, 2018 to June 30, 2019. =" 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 FY2019 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-19 Section IV: Program 2000: Shared Expenses 2000 Shared Expenses IV-1 2100 Employee Benefits IV-2 2200 Property & Liability Insurance IV-7 2300 Solar Producer Payments IV-9 2400 Debt Service IV-11 2500 Reserve Fund IV-14 2600 Public Facilities IV-16 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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: Land Use, Health and Development Department 7000 Land Use, Health and Development Department 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 Technology X-21 FY2019 Capital Improvement Budget & Financing Plan Section XI: Capital Investment FY2019 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 Administration 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 Director of Assessing Robert Lent, Management Fellow Rajon Hudson, Human Resources Director Anne Kostos, and Assistant Town Manager Kelly Axtell 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 Carolyn Kosnoff and Budget Officer Jennifer Hewitt. Carl F. Valente, Town Manager FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 3 us MOg p�'}O 1775 hr1`G x Town of Lexington 4N` 43y Town Manager's Office v an` APRIL 1 r FXlNU1 Carl F. Valente, Town Manager Tel: (781) 698-4545 Kelly Axtell, Assistant Town Manager Fax: (781) 861-2921 January 22, 2018 The Honorable Board of Selectmen,Appropriation Committee and Capital Expenditures Committee: I am hereby submitting the FY2019 Town Manager's Preliminary Budget and Financing Plan. A Sustainable Budget Reflecting Board of Selectmen Goals and Priorities Theodore Roosevelt said, "It is not the critic who counts; not the man who points out how the strong man stumbles, or where the doer of deeds could have done them better. The credit belongs to the man who is actually in the arena, whose face is marred by dust and sweat and blood; who strives valiantly; who errs, who comes up short again and again, because there is not effort without error and shortcomings; but who does actually strive to do the deeds; who knows great enthusiasms, the great devotions; who spends himself in a worthy cause; who at the best knows in the end the triumph of achievement, and who at the worst, if he fails, at least fails while daring greatly, so that his place shall never be with those cold and timid souls who neither know victory nor defeat. " (With apologies for Roosevelt's gender specific prose.) In presenting this FY2019 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 who have demonstrated `great enthusiasm and devotion'. A Sustainable Budget: 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. We must continue to be vigilant in our financial planning, however, as our school population continues to increase, placing increasing 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 1625 MASSACHUSETTS AVENUE•LEXINGTON,MASSACHUSETTS 02420 resources of our taxpayers to achieve the results our community desires. 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. A Transparent Budget: 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 to explain Town operations, in depth and for the critical eye, is for Town officials to be transparent in everything we do. This FY2019 Preliminary Budget proposes close to $220,000,000 in General Fund spending, $25,000,000 in Enterprise Fund spending, $4,000,000 in Revolving and Special Revenue Funds spending and $58,000,000 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. Roosevelt's View on Governance is Apparent in Lexington: As I submit my 131h preliminary 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 the 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 noted in Roosevelt's remarks, "... it is not the critic who counts..... the credit belongs to the man who is actually in the arena..." The Lexington Board of Selectmen has distinguished itself in the long-term sustainability of its policy decisions rather than what is politically expedient. 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 one community we are. Special Thanks to Selectman Peter Kelley: The Senior Management Team wants to recognize the extraordinary contributions of `retiring' Selectman Peter Kelley. Many know Selectman Kelley for his passion for Lexington's place in history and for his admiration for those that came before us; the residents that made Lexington the community it is today. He has so many other dimensions, however. Selectman Kelly has an uncanny knack for understanding all of the moving parts of the Town's operations. His questions and observations regarding the Town's finances were always insightful and constructive. Selectman Kelley helped us all to understand and see the forest and the trees' when it came to construction projects, recognizing those aspects of a project that brought long-term value to the community. He was a champion ofthe businesses in town, small and large, and to that end was an important voice in the Town's economic 2 development efforts. And, in a more behind the scenes manner, Selectman Kelley was also a champion and supporter ofLexington's seniors and our most vulnerable residents. As Lexington's longest continuously-serving Selectman in recent decades his viewpoint, judgment and recommendations stood the test of time, for which there is no more important measure when evaluating the impact of policy actions. Other than his wife Beverly, who is similarly passionate about Lexington,few residents will ever realize or appreciate the dedication Selectman Kelley has had for Lexington and his tireless efforts in this regard. He will be missed! Very truly yours, &Te 57. ON&W& Town Manager 3 Preliminary Budget - In Summary This budget, as submitted, is balanced given the revenue assumptions shown in Section II of this document and presented at Financial Summit II and subsequently updated. Town Manager's Overall 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 $449,000 less than the amounts allowable per the Revenue Allocation Formula presented at Financial Summit III and subsequently revised by the Board of Selectmen on December 18, 2017. • Municipal Program Improvement Requests (PIR's)—$622,174 ($563,319 general fund only) of a total of $947,508 in municipal PIR's requested are being recommended. • Capital Budget — This Preliminary Budget includes recommendations for $58,000,000 in funding for those capital projects identified as priorities by the Selectmen as well as the typical capital projects presented on a regular basis in the capital plan in order to maintain the Town's infrastructure. • Capital Stabilization Fund—Given the capital projects recently approved and those anticipated to be funded within and outside of the property tax levy limit over the next five years, every effort has been made to continue to appropriate funds to the Capital Stabilization Fund. $3,500,000 is recommended to be added to this fund. • Unallocated Revenues — 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, as well as potentially competing priorities of the Board of Selectmen, School Committee and the financial committees. This preliminary budget provides for $370,000 in unallocated funds that can be directed towards any of these purposes during the review and vetting process. 4 Board of Selectmen Priorities This preliminary FY2019 budget is responsive to many of the priorities identified by the Board of Selectmen during its annual goal-setting meetings, including: • Design Funds for the Police Station Facility (Goal 1): $1,862,622 is recommended for schematic and design development for the renovation/ expansion of the Police Station. • Pedestrian, Bicycle and Vehicle Safety on Town Roads (Goals 10 and 11): $6,350,000 is recommendation for the Center Streetscape Design; Sidewalk Improvements; Townwide Signalization Improvements; Pelham Road Sidewalk and Roadway Improvements-Design; and Street Improvements. • Implementation of the 20/20 Subcommittee Report(Goal 18): $15,000 is recommended for support of the Diversity Advisory Task Force. An additional $15,000 for this Task Force is included in the Superintendent of Schools' proposed budget. • Public Information/Citizen Outreach (Goal 9): $120,112 is recommended for the funding of a Public Information Officer and related expenses. • Community Mental Health Programs (Goal 13 and School Committee goal): $99,391 is recommended for funding for additional mental health staff or support related programs. 5 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 FY2O18 appropriated budget to the FY2O19 recommended General Fund budget is shown below: FY2019 FY2018 Recommended Appropriated Budget $Change %Change Lexington Public Schools $ 101,655,183 $ 108,614,663 $ 6,959,480 6.85% Minuteman High School $ 1,670,351 $ 2,149,281 $ 478,930 28.67% Shared Expenses $ 56,999,638 $ 58,922,490 $ 1,922,853 3.37% Municipal Departments $ 35,485,563 $ 37,437,719 $ 11952,156 5.50% Cash Capital-Tax Levy and Available Funds $ 6,421,619 $ 6,948,893 $ 527,274 8.21% Other $ 10,133,271 $ 6,200,306 $ (31932,965) -38.81% Total -General Fund Only $ 212,365,625 $ 220,273,352 $ 7,907,728 3.7% LPS Recommended Budget for FY2019 includes benefits for newproposed positions which,if approved,become a Shared Expense 6 Preliminary Budget and Financing Plan To facilitate review of this document, some of the salient aspects of this budget are highlighted below: 1. FY2019 Projected Revenues • Revenue Projections (Section II) — General Fund operating revenues are projected to increase by $7,715,137 or 3.6 percent over FY2018 projected revenues. Lexington's projected and actual revenue growth for prior years is shown below: Projected Actual FY2018 4.6% NA FY2017 2.8% 3.3% FY2016 4.2% 6.2% FY2015 3.6% 2.7% FY2014 6.9% 9.0% FY2013 4.7% 5.1% FY2012 4.0% 4.6% FY2011 3.9% 5.3% FY2010 3.4% 4.6% FY2009 5.8% 4.7% • Revenue Allocation Model — 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 model was developed in 2006 by the Town Manager, Assistant Town Manager for Finance and Superintendent of Schools and was reviewed by the Selectmen, financial committees and School Committee at Financial Summit III. Subsequent to that discussion,the Board of Selectmen made a modification to the model, moving the general fund support of the Community Center from a gross revenue offset to the Municipal Operating Budget. The amounts shown in this Preliminary Budget and Financing Plan represent the Town Manager's and Superintendent of School's recommended FY2019 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* FY2019 Revenue Allocation $ 108,644,540 $ 38,166,056 $ 146,810,596 FY2019 Recommended Budget $ 108,614,663 $ 37,746,832 $ 146,361,495 Difference $ 29,877 $ 419,224 $ 449,101 *Totals do not include Shared Costs. 7 • Potential New Revenue Sources for Future Consideration—The Town Manager is proposing the evaluation of two additional revenue sources targeted for specific capital projects or program enhancements: ➢ Visitor/Tourist-Based Fees and Fundraising Options to Support Visitors Center Proiect. Staff is recommending a variety of fee increases, fundraising,partner contributions and grant applications to raise funds that will be dedicated to offset the cost of the proposed Visitors Center construction project. If supported by the Board of Selectmen, it is recommended that these revenues be placed in a dedicated reserve/Stabilization account and used to offset the debt service for this project, should it be approved for funding by Town Meeting. ➢ Miscellaneous Plumbing and ZBA Application Fees. Staff is recommending modest increases in certain plumbing permits and ZBA application fees. These increases are estimated to generate $71,000 annually and will offset the $63,000 increase in the Land Use, Health and Development budget to add an Administrative Assistant to the Department to help with the increasing workload. • Future Revenue Considerations—While not included in this preliminary Budget, staff continues to examine options for creating a Stormwater Management Fee. The Town is now expending nearly $1,000,000 annually as part of the capital budget to comply with its National Pollution Discharge Elimination system (NPDES)permit and the Town's stormwater regulations, in addition to approximately 1.7 FTE of Engineering staff time. Stormwater management is an important community, State and national concern and while Lexington's NPDES permit was renewed in April 2016 with an effective date of July 1, 2017, it has since been placed on-hold pending further federal review. These capital and operating budget impacts will continue and increase once the NPDES permit is finalized. In anticipation of 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 year, staff will be presenting financing/fee options for consideration by the Board of Selectmen regarding this federal program. 8 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: FY2019 FY2018 Superintendent's $ % Lexington Public Schools Appropriation Recommended Budget Change Change Compensation/Expenses $101,655,182 $108,614,663 $6,959,481 6.8% 'Includes$443,025 in employee benefit costs for proposed newpositions which,if approved,will be transferred to the Employee Benefits budget. 2 The percent increase from FY2018,excluding the$443,025 in benefit costs,is 6.41 percent. The Superintendent's proposed budget,presented to the School Committee on January 2, 2018, can be found on the School Department Website at https://lf)s.lexin�ztonma.or�z/Pa�ze/10461 • Section IV of this document includes all Shared Expenses. Overall, Shared Expenses are increasing by $1,922,853 or 3.4 percent. A summary table of Shared Ex enses is shown below: FY2018 FY2019 Restated Recommended Shared Expenses Budget Budget $ Change %Change Contributory Retirement $ 5,755,537 $ 6,005,537 $ 250,000 4.3% Non-Contributory Retirement $ 14,620 $ 15,070 $ 450 3.1% Employee Benefits $ 27,773,351 $ 28,013,213 $ 239,862 0.9% Unemployment $ 200,000 $ 200,000 $ - 0.0% Workers Compensation $ 807,136 $ 867,059 $ 59,923 7.4% Property & Liability Insurance $ 738,893 $ 769,839 $ 30,946 4.2% Uninsured Losses $ 250,000 $ 250,000 $ - 0.0% Solar Producer Payments $ 410,000 $ 410,000 $ - 0.0% Debt Seance' $ 9,557,115 $ 10,775,744 $ 1,218,629 12.8% Reserve Fund $ 900,000 $ 900,000 $ - 0.0% Facilities Department $ 10,592,986 $ 10,716,027 $ 123,042 1 1.2% Total 1 $ 56,999,638 $ 58,922,490 1 $ 1,922,853 3.4% 'This is gross within-levy debt service,excluding any use of the Capital Projects Stabilization Fund and other reserve accounts. • 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. 9 Key PIR recommendations in the FY2019 municipal department budgets include: 1. Add$25,000 to the Department of Facilities budget for an owner's agent for solar design and contracting. These funds will help the Town evaluate the new Hastings School, new Lexington Children's Place, new Fire Station and areas at the Hartwell Compost Facility for additional solar arrays. 2. The addition of two firefighter/paramedics to the Fire Department. This will allow the Department to staff the second ambulance 24/7 and not cross-staff the second ambulance with the ladder truck personnel on weekends,which has effectively taken that vehicle out-of-service when the second ambulance is responding to a call. Given the amount of time necessary for filling positions in the Fire Department, the $91,371 added to the budget is assuming these positions will be filled no earlier than January 2019. 3. The addition of $99,391 for a social worker or other appropriate staff or services for the Human Services Department. The use of these funds are pending the review of mental health services and programs, currently underway by the Board of Selectmen, School Committee and Human Services Committee. 4. The addition of$35,000 to begin phase 1 of evaluating Town programs and services under the Age-Friendly program, a collaborative process that recognizes the value of planning for a community that is accessible and supportive to all residents, regardless of age. This first phase will be for the Town to retain the services of the UMass Boston Gerontology Institute to conduct a community needs assessment on the well-being of Lexington residents. 5. The addition of an Administrative Assistant in the Land Use, Health and Development Department. This $63,027 cost will be offset by$72,000 in proposed permit fee adjustments. 6. The addition of $10,000 in funding for the design of a `gateway' sign for the Hartwell Avenue commercial district. 7. The addition of $15,000 in funding to support the Diversity Advisory Task Force. An additional $15,000 is recommended by the Superintendent of Schools in the proposed FY2019 School Department budget. 8. The addition of$6,900 in funding for the Council on the Arts to support a wide variety of cultural programs in the community. 10 The following table provides a summary of the FY2018 to FY2019 municipal department budget requests, as recommended by the Town Manager: FY2018 FY2019 Restated Recommended Municipal Budgets Budget Budget $ Change %Change Public Works $ 9,402,640 $ 9,954,459 $ 551,819 5.9% Police $ 7,247,576 $ 7,246,566 $ (1,010) 0.0% Fire $ 6,577,294 $ 6,950,710 $ 373,415 5.7% Library $ 2,534,144 $ 2,581,502 $ 47,358 1.9% Human Services $ 1,302,971 $ 1,465,284 $ 162,313 12.5% Land Use Departments $ 2,370,369 $ 2,437,636 $ 67,267 2.8% Selectmen $ 648,580 $ 635,596 $ (12,984) -2.0% Town Manager $ 808,043 $ 901,243 $ 93,200 11.5% Salary Adjustment Account $ 171,759 $ 483,030 $ 311,271 181.2% Town Committees $ 57,880 $ 60,780 $ 2,900 5.0% Finance $ 1,902,941 $ 1,888,060 $ (14,882) -0.8% Town Clerk $ 494,665 $ 521,000 $ 26,336 5.3% Information Services $ 1,966,701 $ 2,311,853 $ 345,151 17.5% Total $ 35,485,563 1 $ 37,437,719 1 $ 1,952,1561 5.5% Proposed Appropriations Into Reserves/Trust Funds 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 $200 million. Recent Appropriations into the OPEB Trust Fund FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 FY2019 Trust Fund Appropriated Appropriated Appropriated Appropriated Appropriated Appropriated Recommended Other Post Employment Benefits Trust Fund $500,000 $775,000 $1,119,000 $1,200,000 $1,512,318 $1,842,895 $1,842,895 The current balance in the OPEB Trust Fund is$12,090,759 as of 1213112017 Capital Stabilization Fund (CSF) — 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 (LCP), a new main fire station, a renovated or new police station, Center Streetscape improvements, Hartwell Avenue infrastructure improvements, and a new Visitors Center. On December 4, 2017, Lexington voters approved a Proposed 21/2 debt exclusion, for approximately $85,000,000, for a new Hastings School, a new LCP and a new main fire station. The Board of Selectmen have supported a plan to use a portion of the 11 Capital Stabilization Fund to materially reduce the property tax impact of these projects on taxpayers. Below is the current plan for the use of the CSF to mitigate the property tax impact of these three projects and the two middle school additions/renovations and elementary school modular classrooms previously approved by the voters in May 2016. Capital Stabilization Fund Proposed Appropriation Into and Uses Of FY2019 FY2015 FY2016 FY2017 FY2018 Proposed Capital Stabilization Fund Appropriated Appropriated Appropriated Appropriated Allocation Appropriation Into Stabilization Fund $ 5,910,726 $ 9,447,832 $ 6,991,205 $ 7,690,398 $ 3,500,000 Prior Year Balance $ 3,990,704 $ 8,048,466 $ 16,725,947 $ 23,203,209 $ 28,282,416 Investment Income $ 16,036 $ 65,216 $ 196,057 $ 113,308 Subtotal-Available for Appropriation $ 9,917,466 $ 17,561,514 $ 23,913,209 $ 31,006,916 $ 31,782,416 Appropriation From Stabilization Fund Excluded Debt Service Tax Relief $ 950,000 $ 215,000 $ - $ 2,400,000 $ 3,600,000 Within Levy Debt Service $ 919,000 $ 620,567 $ 710,000 $ 324,500 $ 380,000 Subtotal 1 $ 1,869,0001 $ 835,5671 $ 710,000 1 $ 2,724,500 1 $ 3,980,000 Projected Balance of Fund $ 8,048,466 1 $ 16,725,947 1 $ 23,203,209 1 $ 28,282,416 1 $ 27,802,416 12 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. The capital budget recommendations include nearly $58 million for a variety of capital projects for FY2019. Capital Requests Summary Other Free Cash/ Funding Tax Levy Sources Debt Total Other General Fund $ 6,948,893 $ $ 10,130,545 $ 17,079,438 $ Proposed Excluded Debt Projects $ - $ $ 32,481,164 $ 32,481,164 $ Chapter 90/Other Funding $ $ 94,800 $ - $ 94,800 $ 969,936 Water Enterprise $ $ 105,000 $ 1,375,000 $ 1,480,000 $ - Sewer Enterprise $ $ - $ 2,175,000 $ 2,175,000 $ Recreation Enterprise $ $ 60,000 $ - $ 60,000 $ Compost Revolving Fund - $ Community Preservation Act 1 612 000 2 829 000 4 441 000 Total(all Funds) $6,948,893 :rr $48,990,709 $57,811,402 9 Other Funding includes$50,000 from the TMOD Stabilization Fund for the Hartwell Area TMOD Plan Update and$44,800 from the PEG Access Special Revenue Revenue Fund for the SMR High Definition Broadcasting Upgrade. 2 Includes both Town and non-Town CPA funded projects. 3 General Fund debt of$10,130,545(from Table I-FY2018 Recommended Projects-General Fund Debt)is net of$1,862,622 for the Police Station design which is a potential candidates for debt exclusion. This amount is included in the$32,481,164 of Proposed Excluded Debt Projects(Table V-FY2018 Recommended Projects-Funding Through Proposition 2 1/2 Debt Exclusion). 4 Other represents Chapter 90 Aid for street improvements. This item does not require a Town Meeting appropriation. 13 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 (CSF) — Whether to support the appropriation of $3,500,000 into the CSF. The Board of Selectmen has approved an overall plan to use this fund, in FY2019 and future years, to offset debt service for planned capital projects funded both within the tax levy and excluded from the limits of Proposition 21/2. • Appropriate from the Capital Stabilization Fund for Within-Levy Debt Service — Whether to continue to use funds from the CSF in order to limit the budgetary impact of within-levy debt service to 5 percent annually. For FY2019, $380,000 is recommended for this purpose; in FY2018, $324,500 was used. • Appropriate from the Capital Stabilization Fund for Excluded Debt Service Whether to appropriate $3,600,000 from the CSF to mitigate excluded debt service. This recommendation is consistent with previous discussions at Financial Summits. If this amount is appropriated by Town Meeting, the financial model developed by staff estimates that the total residential property tax increase in FY2019, for a home valued at$831,000,will increase by 3.2 percent(includes the 2.5% increase permitted under Proposition 21/2). This percentage may increase beyond this amount if residential property values increase faster than commercial property values. • Appropriate into the Other Post-Employment Benefits (OPEB) —Whether to support the appropriation of$1,829,721 into 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. • Unallocated Revenues for Contingencies —This recommended budget includes approximately $370,000 in unallocated revenues, primarily for three potential purposes: 1. Funding for programs, service, capital projects or reserves not currently proposed in this Preliminary Budget; 2. To balance the budget if State Aid is less than projected. The Governor's proposed FY2019 budget will be presented on January 24, 2018, providing a first indication of State Aid for FY2019. The Legislature will likely approve the FY2019 State budget, however, after the conclusion of Town Meeting; and/or 3. To balance the budget if the GIC health insurance premiums are greater than estimated. The Town's health insurance rates, as established by the Group Insurance Commission (GIC),will not be known until early March. 14 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 FY2019 budget dates are: • January 24, 2018 —Summit IV to review this Preliminary budget; • February 13, 2018 — Summit V, if needed, to discuss outstanding FY2019 operating and capital budget issues; • February 26, 2018 —Board of Selectmen to vote recommended FY2019 budget; • March 5, 2018 —The recommended budget will be forwarded, electronically, to the Appropriation Committee, Capital Expenditures Committee and Town Meeting Members. Printed copies to follow the week of March 12''. • April 2, 2018—Earliest date Town Meeting may consider financial articles. 15 \ ( _ b b / § § } } \ \ \ / / 3 f co * / k C,4D co '7 { 00 ) _ ] / C, { ILLg ) ) = oZ \ ± 3 \ ) f D Q2e = )/ 3 f ® f ) ! r r ! § ® Elf a / � 000 ( ) C) § ) $ » CO ; $ 8 CDcr L { , 2 0 � , o n o ; . . o o =�_ ± / 2 [ 7 \ ] � *m \ ' m !_ _ % \ \ , ; ± U) � § / /3Q / \ / � / t § ; I \ E \ } / \ \ / \ / 2 m f - _ :» \ 2 b { � �co E co Dco { / ƒ $ ( D / �_� E \ § m o \ )] -2 ƒ § ] � 3 2 D \ o \ § _ 06 e = 3 ) ƒ o - 7 § �_ £ o § } \ )\ & O f _) CL f ! ! ) �¥ 2 ] y : . / fR oo ! k k § ) §ƒ I $ O O ƒ / ^ § m k ( m k f {} } } ƒ _ k � 2D m m - 3 E2 c,, k 04 2 3 o - Im I ; § f § § f} § \ �k § / E \ k k E co , : .2 § / k G § k ; k { § ] § 2 & & 2 i « 5 0 \� e zfe o2m\ � as I . . . « ^ \d 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 FY2016- 2019. It reflects actual results of FY2016 and FY20171 FY2018 estimated revenues and budgeted expenditures submitted to the Department of Revenue for the certification of the FY2018 tax rate, and the budget recommendations of the Town Manager and School Superintendent for FY2019 budget and projected revenues to support those recommendations. Revenue Summary FY2016 Actual FY2017 Actual FY2018 Recap FY2019 Projected Tax Levy $ 154,750,150 $ 161,865,816 $ 169,332,125 $ 176,100,641 State Aid $ 11,573,854 $ 13,308,489 $ 15,712,062 $ 15,925,173 Local Receipts $ 15,319,541 $ 15,270,864 $ 12,561,852 $ 13,736,600 Local Receipts not shown on Recal $ - $ - $ 192,600 $ - Available Funds $ 15,654,839 $ 11,995,171 $ 14,842,963 $ 14,600,058 Other Available Fund: Use of $ 620,567 $ 710,000 $ 324,500 $ 380,000 Capital Stabilization Fund Revenue Offsets $ (2,938,339) $ (1,648,811) $ (2,081,997) $ (2,098,833) Enterprise Funds (Indirect) $ 1,623,908 $ 1,629,135 $ 1,674,111 $ 1,629,714 Total General Fund $196,604,519 $203,130,665 $212,558,216 $220,273,353 General Fund Expenditure Summary Education Lexington Public Schools $ 89,077,401 $ 97,293,299 $ 101,655,183 $ 108,614,663 Minuteman Regional School $ 1,172,736 $ 1,377,449 $ 1,670,351 $ 2,149,281 Subtotal Education $ 90,250,137 $ 98,670,748 $ 103,325,534 $ 110,763,944 Municipal Departments $ 32,998,094 $ 33,848,822 $ 35,485,563 $ 37,437,719 Shared Expenses Benefits & Insurance $ 28,531,425 $ 30,301,191 $ 34,550,644 $ 35,100,880 Property Insurance & Solar $ 759,885 $ 731,949 $ 1,398,893 $ 1,429,839 Debt (within-levy) $ 6,740,537 $ 7,037,701 $ 9,557,115 $ 10,775,744 Reserve Fund $ - $ - $ 900,000 $ 900,000 Facilities $ 9,820,000 $ 10,119,930 $ 10,592,986 $ 10,716,027 Subtotal Shared Expenses $ 45,851,847 $ 48,190,772 $ 56,999,638 $ 58,922,490 Capital Cash Capital (designated) $ 4,642,987 $ 5,619,429 $ 6,421,619 $ 6,948,893 Subtotal Capita/ $ 4,642,987 $ 5,619,429 $ 6,421,619 $ 6,948,893 Other Other (allocated) $ 10,904,668 $ 8,826,530 $ 10,133,271 $ 5,829,013 Other (unallocated) $ - $ - $ - $ 371,293 Subtotal Other $ 10,904,668 $ 8,826,530 $ 10,133,271 $ 6,200,306 Total General Fund $ 184,647,733 $ 195,156,301 $ 212,365,625 $220,273,352 Surplus/ Deficit $ 11,956,786 $ 7,974,364 $ 192,591 $ 0 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 I-1 o 0 0 0 0 0 0 ° o ° o 0 0 ° o 0 0 0 0 0 0 ° o o ° o e M \ \ \ -4 00 � O V 00 M N OA O) M N 00 (O - (. h M Cl) h O LO O) 00 T C) � 00 (O N M O 00 ' V (n � � N O) O 1� M M lf') 00 V 00 p lf') O (p (0 O V O (O 00 h V M O r- 1� V (y r (D nj M N 00 O O N p LO r- l(j N f V N _ �w O O O O O N M p O p N N - OW N M Cl)M (O - 00 00 O ID 00 - cofO � 00 M O U7 (O N M G rh O) 00 N V In M L � Cl) N M V O O � V O) � O V 00 ' O) N O) CA O V O p O 00 N lf') 00 N N O 00 lf') V 't � O (3) 00 00 O (3) (3) (' O (' (3) O O OD M N (O lf) (O LO Z M 0) M N � M r'1 ,n LO LO M lf p V) M M M N N N O N M h�') LO O (V M O) V N N LO N N T V In M M M 01 U 6-1 6r� v> 6r�60,60,60,60,bs 60,6p,bs 6p,6s 6p,6p,61) 6S 6�6S 6� I 6�6� v) 60,60,bs 60,60,bs v) M I- O M O O) O O) O OA O O O N N rh O p I- O M (O T LO p O) O In (O 00 Cl) r- � O LO OD Cl) O M O O V Cl) r- R O p N a) N Cl) O lf) p lf') LO I.- q (O N a L O N O O OO 00 O OO O p M O) V I: O p O O V ' 00 � p ' ' N 0) M (O 00 a) V V f0 f C O f) p M I.- 0 O (O (O LO O p N lf') O) O N (14 rh LO (3) p T (O h O O N 00 r- N p V R O (O O) M T � a M O) N M V) O) 00 N O (O 00 LO O O' O 00 V LO T (O ty (O (O �i LL N E o N M 3 LL O h V N a' va va v� va va IV) va bs `�`�F9 `�F9 e»e»e»F9 e»F9 e» vk va va vk va va Fa va va Fa v) uuOD M N O N O O O O O O O O O O) N N O N O O O O O O O O ' M ' V W O 00 ' O O ' 0 0 lf') O p r (O c0 W LO 00 00 LO LO V LO OA 1* N O r- r� 00 LLB N 0 LL Q 60,60, 1 V)V)fR fR fR E9 fR fR E9 fR E9 69 69 69 E9 69 E9 fR AFt V)V) AFt V)V)E9 fR 69 E9 0) M I- O L2 O CD00 O) O W O p O N N IT O O I- a) M (O a) LO p O) O In O M 00 4 M � O M p M O M O p V M r- R O O N (O N M O V) p lf') lf') I,. 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COL 06 m .Q - d N d C '..+ F ) w E 0 LL -2 aQLL WN a vwo a.� oO • o w NHO ■� L a) .d °a 0,COo a) a) J n mm C) E �Q Q mF CO U i OD i i U Q � ) (7 U O (7 LL z LL Section II: Revenues This section includes detailed information about FY2019 Projected Revenues. It includes: • General Fund Revenue Description II-2 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 FY2019 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 purposes. In FY2019, Total General Fund Revenues are projected to increase by approximately $7.7 million, or 3.6%. Net General Fund Revenues, those available to support school and municipal operating budgets, are projected to increase by $11.07 million, or 5.7%. FY2016 FY2017 FY2018 FY2019 FY2018-19 Change General Fund Revenue Surrniary Actual Actual Recap Projected $ Property Tax Lev Table 1 $ 154,750,150 $ 161,865,816 $ 169,332,125 $ 176,100,641 $ 6,768,516 4.0% State Aid Table 2 $ 11 573 854 $ 13 308 489 $ 15 712 062 $ 15 925 173 $ 213 111 1.4% Local Receipts (Table 3) $ 15,319,541 $ 15,270,864 $ 12,561,852 $ 13,736,600 $ 1,174,748 9.4% Local Receipts not shown on Recap $ - $ 192 600 $ (192,600) - Total Local Receipts $ 15,319,541 $ 15,270,864 $ 12,754,452 $ 13,736,600 $ 982,148 7.7% Available Funds Table 4 $ 15 654 839 $ 11 995 171 $ 14 842 963 $ 14 600 058 $ 242 905 -1.6% Other Available Funds -Use of $ 620,567 $ 710,000 $ 324,500 $ 380,000 $ 55,500 17.1% capital Stabitation Fund (Table 4a) Revenue Offsets Table 5 $ 2 938 339 $ 1 648 811 $ 2 081 997 $ 2 098 833 $ 16 836 0.8% Enterprise Receipts Table 6 $ 1,623,908 $ 1,629,135 $ 1,674,111 $ 1,629,714 $ (44,397) -2.7% Total General Fund Operating $ 196,604,519 $ 203,130,665 $ 212,558,216 $ 220,273,353 $ 7,715,137 3.6% Revenues Less- Revenues Set-Aside for $ 16,168,222 $ 15,155,959 $ 16,879,390 $ 13,529,199 $ (3,350,191) -19.8% Designated Purposes IVet General Fund Revenues $ 180,436,298 1 $ 187,974,706 $ 195,678,826 1 $ 206,744,153 1 $ 11,065,328 5.7% Detailed Description: Property Tax Levy: The FY2019 property tax levy is projected to increase approximately $6.77 million, or 4.0%. The projected levy is a function of the FY2018 levy limit increased by 2.5% per Proposition 21/2, plus an increment for new growth. FY2019 new growth will be a function of construction activity for the period July 1, 2017 to June 30, 2018. FY2019 new growth is estimated at $2,500,000 based on a review of historical data on new growth. State Aid: The main driver of state aid increases in recent years has been education aid (Chapter 70). In FY2018, Lexington finally received its full funding under the Chapter 70 formula; therefore, a much smaller increase of 1.3% is anticipated for FY2019. Unrestricted Government Aid is projected to grow 2.0%, for a combined increase of 1.4%. Final FY2019 State aid numbers are likely to be known in June 2018 when the Legislature adopts, and the Governor signs, the FY2019 State budget. Local Receipts: FY2019 projections for each category of receipt are based on the history of actual collections and projections of 3 and 5 year historical averages. FY2019 local receipts are estimated to increase by approximately $982,000 or 7.7% over FY2018 estimates. The three main contributors to this growth are increases in Motor Vehicle Excise taxes, Hotel/Motel and Meals Excises, and the renegotiation of cell tower leases on Town property. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 II-2 Section II Revenues Town of[exington, Massachusetts FY2019 FY2018-19 Change FY2016 Actual I FY2017 Actual I FY2018 Recap Projected $ % Table 1e Property Tax Levy Tax Levy $ 148,286,733 $ 154,781,455 $ 161,960,336 $ 169,366,479 $ 7,406,143 4.6% Prop.2.5% $ 3,709,681 $ 3,869,536 $ 4,049,008 $ 4,234,162 $ 185,154 4.6% New Growth $ 2,772,633 $ 3,309,344 $ 3,357,135 $ 2,500,000 $ (857,135) -25.5% Override/Excess Levy Capacity $ (18,897) $ (94,519) $ (34,354) NA $ 34,354 -100% Subtotal $ 154,750,150 $ 161,865,816 $ 169,332,125 $ 176,100,641 $ 6,768,516 4.0% Table 2a State Aid Chapter 70 $ 9,968,536 $ 11,631,074 $ 13,998,894 $ 14,179,719 $ 180,825 1.3% Charter School Reimbursement $ 4,141 $ 893 $ 8,767 $ 8,767 $ - 0.0% Unrestricted General Government Aid $ 1,412,809 $ 1,473,560 $ 1,531,029 $ 1,561,650 $ 30,621 2.0% Veterans'Benefits&Exemptions $ 141,471 $ 156,427 $ 125,781 $ 125,781 $ - 0.0% Offsets(School Lunch&Library) $ 46,897 $ 46,535 $ 47,591 $ 49,257 $ 1,666 3.5% Subtotal $ 11,573,854 $ 13,308,489 $ 15,712,062 $ 15,925,173 $ 213,111 1.4% Table 3; Local Receipts Motor Vehicle Excise Tax $ 4,953,052 $ 5,350,418 $ 4,815,240 $ 5,080,000 $ 264,760 5.5% Other Excise $ 1,727,554 $ 1,616,713 $ 1,352,189 $ 1,695,000 $ 342,811 25.4% Penalties&Interest $ 595,423 $ 738,750 $ 301,000 $ 341,500 $ 40,500 13.5% PILOT's $ 569,564 $ 589,351 $ 596,000 $ 614,000 $ 18,000 3.0% Rentals $ 255,391 $ 367,350 $ 328,635 $ 510,800 $ 182,165 55.4% Departmental-Schools $ 514,090 $ 576,216 $ 450,600 $ 443,500 $ (7,100) -1.6% Departmental-Municipal $ 1,939,957 $ 1,875,000 $ 2,352,188 $ 2,550,000 $ 197,812 8.4% Licenses&Permits $ 2,578,503 $ 2,827,036 $ 1,812,570 $ 1,893,550 $ 80,980 4.5% Special Assessments $ 27,645 $ 26,230 $ 17,830 $ 17,250 $ (580) -3.3% Fines&Forfeits $ 274,569 $ 214,000 $ 235,600 $ 246,000 $ 10,400 4.4% Investment Income $ 332,126 $ 573,023 $ 300,000 $ 345,000 $ 45,000 15.0% Miscellaneous Non-Recurring $ 1,551,666 $ 516,777 $ - $ - $ - - Local Receipts not shown on Recap $ - $ - $ 192,600 1 $ $ (192,600)1 - Subtotal $ 15,319,541 $ 15,270,864 $ 12,754,452 $ 13,736,600 $ 982,148 7.7% Table 4a Available Funds Parking $ 395,000 $ 625,265 $ 421,500 $ 413,000 $ (8,500) (0.02) Cemetery Perpetual Care Fund $ 105,000 $ 105,000 $ 48,500 $ 75,000 $ 26,500 54.6% Cemetery Sale of Lots Fund $ - $ - $ 42,200 $ 129,067 $ 86,867 205.8% Free Cash $ 13,087,810 $ 9,870,618 $ 13,269,721 $ 13,062,051 $ (207,670) -1.6% Health Claims Trust Fund $ 1,858,947 $ 1,200,000 $ 750,000 $ 750,000 $ Transp.Demand Mgmt.Stab.Fund $ 137,000 $ 137,000 $ 141,000 $ 141,000 $ Traffic Mitigation Stabilization Fund $ - $ 30,000 $ 25,000 $ - $ (25,000) -100.0% Center Improvement District Stabilization Fund $ $ - $ 27,000 $ 27,000 $ - Betterments Fund $ $ $ - $ 2,940 $ 2,940 School Bus Stabilization Fund $ $ $ 18 $ - $ (18) -100.0% Avalon Bay School Enrollment Mitigation Fund $ $ $ 45 $ $ (45) -100.0% Balances from Prior Yr.Capital Articles $ 71,082 $ 27,288 $ 117,979 1 $ I $ (117,979)1 -100.0% Subtotal $ 15,654,839 $ 11,995,171 $ 14,842,963 $ 14,600,058 1 $ 242,905 -1.6% Table 4aa Other Available Funds Capital Stabilization Fund $ 520,567 1 $ /,10,0001 $ 324,5001 $ 380,0001 $ 55,500 1 17.1% Subtotal $ 620,567 1 $ 710,000 $ 324,500 $ 380,000 $ 55,500 1 17.1% Table 5a Revenue Offsets Cherry Sheet Assessments $ (850,735) $ (850,915) $ (869,156) $ (899,576) $ (30,420) 3.5% Cherry Sheet Offset-Public Libraries $ (46,897) $ (46,535) $ (47,591) $ (49,257) $ (1,666) 3.5% Overlay(abatements) $ (750,000) $ (751,361) $ (900,000) $ (750,000) $ 150,000 -16.67% Health Withholding Account Deficit $ (647,057) $ $ - $ - $ - - Snow Deficit $ (643,650) $ $ (265,250) $ (400,000) $ (134,750) 50.8% Subtotal $ (2,938,339) $ (1,648,811) $ (2,081,997) $ (2,098,833) $ (16,836) 0.80/0 Table& Enterprise Receipts Water $ 898,614 $ 877,411 $ 872,458 $ 854,071 $ (18,387) -2.1% Wastewater(Sewer) $ 478,354 $ 503,898 $ 546,827 $ 513,817 $ (33,010) -6.0% Recreation $ 246,940 $ 247,826 $ 254,826 $ 261,826 $ 7,000 2.7% Subtotal $ 1,623,908 $ 1,629,135 $ 1,674,111 $ 1,629,714 1 $ 44,397 -2.7% Cross General Fund Revenues $ 196,604,519 $ 203,130,665 $ 212,558,216 $ 220,273,353 $ 7,715,137 3.6% Revenues Set Aside for Designated Expenses $ 16,168,222 $ 15,155,959 $ 16,879,390 $ 13,529,199 $ (3,350,191) 19.80/0 Net General Fund Revenues Available for Appropriation $ 180,436,298 $ 187,974,706 $ 195,678,826 $ 206,744,153 $ 11,065,328 5.7% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 II-3 Section II Revenues Town of[exington, Massachusetts Available Funds: Available Funds are projected to remain relatively stable, with a modest decrease of $242,905, or 1.6%. This is primarily due to a slightly less amount of certified free cash. 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 FY2018, $324,500 was appropriated from the Capital Stabilization Fund to fund the ongoing mitigation of within-levy debt service. It is proposed that $380,000 be appropriated in FY2019 to continue mitigation of debt service to limit increases to a 5% guideline the Town has tried to follow for a number of years. Revenue Offsets: Revenue Offsets are projected to decrease by approximately $16,836 or 0.8%. Revenue Offsets represent the set-aside of a portion of projected revenues legally required 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 FY2019; (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 FY2019 increase in total Revenue Offsets is driven by the set-aside of $400,000 in estimated FY2019 revenue to cover a potential snow and ice deficit at the end of FY2018, an increase of $134,750 or 50.8%. For FY2017, a deficit of $265,250 was carried forward into FY2018. Enterprise Receipts: 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. Enterprise Receipts are decreasing by 2.7%, or $44,397 based on an updated indirect cost analysis, and reflect the shift of the Utility Billing Manager from Finance to the Water and Wastewater Enterprise budgets. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. Rnancing Sources Tax Levy Free Cash Other Total Notes 1 Set-Aside for Unanticipated $ 200,000 $ 200,000 Reserved for appropriation at the Current Rscal Year Needs 2018 annual town meeting to fund supplemental appropriations to the FY2018 budget. 2 Other Post-Employment $ 750,000 $ 1,079,721 $ 1,829,721 $750,000 from the tax levy made Benefits(OPEB) available from the proposed use of this amount from the Health Insurance Claims Trust Fund to fund FY2019 Health Insurance. 3 Unallocated $ 371,293 $ 371,293 Set-aside for as yet to be identified FY2019 purposes. 4 Cash Capital $ 4,150,000 $ 4,150,000 5 Appropriate into $ 2,988,963 $ 511,037 $ 3,500,000 To meet future capital/debt service Capital Stabilization Fund needs. 6 Appropriate from $ 380,000 $ 380,000 Proposed use of Capital Stabilization Capital Stabilization Fund Fund to hold debt service increases to 5%annually. 7 Street Improvement Program $ 2,600,000 $ 2,600,000 Consistent with long-term street maintenance plan. 8 Municipal Building Envelope and $ 198,893 $ 198,893 Initially funded in 2006 override; Systems increases by 2.5%per year. 9 Senior Service Program $ 30,000 $ 30,000 Tax work-off program. 10 Warrant Articles $ 55,000 $ 55,000 Getting to Net Zero+Diversity Advisory Task Force 11 Support of Community Center $ 214,292 $ 214,292 Program(Transfer to Article 5) 6,312,051 $ 380,000 13 Operating Budget $ - $ 3,700,000 $ 3,700,000 $3,700,000 of Free Cash to support the FY2019 operating budget. 14 Retire Note for Land Purchases $ - $ 3,050,000 $ 3,050,000 To pay down notes issued for Pelham -Debt Service and Bedford St.over 5 years. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 II-5 Section III: Program 1000: Education This section includes detailed information about the FY2019 Operating Budget & Financing Plan for education. It includes: • 1100 Lexington Public Schools III-2 • 1200 Minuteman Regional High School III-19 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III-1 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Superintendent's Budget Message: Dear Lexington Community, It is with great pride that I present the FY2019 Superintendent's Recommended Budget totaling $108,156,638, an increase of $6,501,456, or 6.4%. This budget represents the culmination of work that began in late August involving dozens of members of the Lexington leadership team. The budget process is a collaborative effort developed through a wide range of input including department heads, principals, and the central office leadership team. The guiding principles behind this budget were established when the School Committee approved its Budget Guidelines on September 5, 2017. Through the continual assessment of our student needs as well as the review of our programs, resources have been allocated and reallocated to provide students with an education that ensures academic excellence, as well as support for their social and emotional well-being, in a culture of caring and respectful relationships, as outlined in the District's mission/vision statement. This budget largely represents a level service budget, which includes staffing to address the enrollment growth, with limited and targeted program improvements. During the last 5 years, Lexington has experienced K-12 enrollment growth totaling 697 students, or a 10.7% increase in overall enrollment. This continued growth requires additional resources each year to ensure that class size guidelines are met, caseloads are managed, and excellent program quality is maintained. The following budget highlights support the continued growth and improvement of the school district: Highlights: Increased ELL supports to address increasing enrollment and DESE mandates Continued support around the LHS Visioning process Additional positions to address social/emotional needs of our students Continued professional learning opportunities with Project Based Learning Continued enhancements to Technology Department (capital and operating) Support to address a district-wide strategic planning, diversity collaboration with the Town, and mental health initiatives Continued support to fund targeted program improvements The FY2019 Superintendent's Recommended Budget document provides a broad view of how the Town's resources are budgeted to align with the School Committee's goals, District Improvement Plan, and Budget Guidelines. Sincerely, Dr. Mary A. Czajkowski Superintendent of Schools FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 2 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. Organizational Structure: The School Committee's charge is to select and terminate the Superintendent, review and approve the budget, and establish educational goals/policies for the schools in the district consistent with the requirements of law and statewide goals and standards established by the Department of Elementary and Secondary Education. School Committee Members Alessandro Alessandrini, Chair Term Expires: 2019 Eileen Jay, Vice Chair Term Expires: 2019 Kathryn Colburn Term Expires: 2020 Kathleen Lenihan Term Expires: 2018 Jessie Steigerwald Term Expires: 2018 Student Representative Rosanna Jiang Term Expires: 2018 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 3 Program: Education 1100 Lexington Public Schools T~7 of Lexington, Massachusetts School District Organizational Chart and ro Faaftm lducatvon Ant,Nwuv 0 W-120SU&O naow no Coordma fl 1142-. AIEE 4EEE EET EvahijklaflTeam numearw Budget Process: Annually, the School Department develops its capital and operating budgets, which begins July 1 and ends June 30. This process is a collaborative and public process that engages the Board of Selectmen, School Committee, the Appropriations Committee, Capital Expenditures Committee, Town and School staff, and citizens. The Finance Office is responsible for coordinating, developing, and monitoring the annual budget process. Each year, the School Committee develops its annual goals, budget guidelines, and budget calendar. These provide the administration with the roadmap to develop the recommended annual budget. The Superintendent is tasked with developing a budget that advances the District in concert with the outlined policy objectives. The School Committee is responsible for reviewing and approving the budget for incorporation with the full Town budget. Major Steps in Budget Development: Summer - School Committee establishes goals and priorities Early Fall - School Committee approves annual budget guidelines and calendar Fall - Staff develop budget recommendations Late Fall/Early Winter- All departments meet with the Assistant Superintendent for Finance and Administration to review existing staffing levels, review budget priorities, and discuss anticipated budget requests. During this time, a series of working summit meetings including the Board of Selectmen, School Committee, Appropriations Committee, and Capital Expenditures Committee are conducted to FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 4 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts discuss the current financial health of the Town, discuss budget issues, and provide policy guidance to the Town and School staff in finalizing budget recommendations. The Superintendent, in consultation with the Assistant Superintendent for Finance and Administration and the School Department's Administrative Council, reviews budget requests and makes recommendations for all School programs to the School Committee. Early Spring- A month before Town Meeting discusses financial articles, the School Committee's approved budget is distributed to Town Meeting members and the finance committees; it is also available to citizens at the Library and Town Manager's Office. In addition, the budget documents are publicly available on the Lexington Public Schools website: httDS://I S.lexinatonma.or /Page/10 61. Spring- The Annual Town Meeting begins in March with meetings held on weekday evenings. Town Meeting debates and adopts the School Department budget as part of the total Town budget. Budget Guidelines: On September 5, 2017, the School Committee voted the FY2019 budget guidelines and requested that the Superintendent present a level-service budget that addresses the sixteen highlighted areas. These guidelines serve as the basis for the Superintendent's Recommended Budget in FY2019. 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 FY2019 budget guidelines are as follows: In order to provide for the educational needs of Lexington students, the Superintendent will develop a fiscal year 2019 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; (d) implement a capital plan to expand school capacity to meet rising enrollment. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 5 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts 7. Identify funds and strategies necessary to implement diversity hiring initiatives and increase cultural competency as recommended in the 2020 Vision Committee's report. 8. Identify ways to address the social/emotional needs of our students, consistent with the School Committee and Board of Selectmen's goal of identifying a community response protocol for at- risk/crisis situations. 9. Continue to identify methods and approaches to leverage project-based learning implementations throughout the district. 10. Continue work to identify alternatives and improvements to school schedules at all levels, including alternative implementations of world language and health education at the elementary level. 11. Identify funds and strategies necessary to improve our new administrator induction program, a requirement of the Department of Elementary and Secondary Education. 12. Identify funds necessary to address hardware and network impacts for final year of phase-in plan for computer-based MCAS testing. 13. Identify costs, impacts, and develop an implementation plan associated with changes in school start times. 14. Conduct a comprehensive program review, develop a plan, identify funds, and strategies necessary to address the needs of Technology throughout the District. 15. Identify funds necessary to develop a multi-year comprehensive Strategic Plan for the district. 16. Identify funds to continue the research and implementation of graduation requirements. Budget Calendar: Each year, the School Department presents a budget calendar to the School Committee. This calendar outlines the timing of events and guides the budget development process. This timeline can be found below: 2017 August 22 School Committee reviews FY2019 budget calendar and the FY2019 budget guidelines September 5 School Committee approves FY2019 budget calendar and the FY2019 budget guidelines September 6 Capital budget request forms distributed by Assistant Superintendent for Finance and Administration to Program (Budget Managers) Leaders September 29 FY2019 capital budget submissions are due to the Assistant Superintendent for Finance and Administration October 2—October 12 Review capital proposals — Superintendent, Director of Public Facilities and Assistant Superintendent for Finance and Administration October 2—October 12 Superintendent, Director of Public Facilities and Assistant Superintendent for Finance and Administration discuss project requests with administrators FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 6 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts October 2 Google Form link distributed for FY2019 staffing and expense budget requests October 5 Summit I— Budget Collaboration/Summit Meeting October 12 Proposed FY2019 capital budget requests reviewed by the School Committee and transmittal to the Capital Expenditures Committee is approved (School Department and Public Facilities—Schools) October 16—October 20 SPED budget staffing meetings(with Assistant Superintendent for Finance and Administration, Assistant Director of Finance, ETS, Director of Special Education,and building principals) October 20 Submittal of Town (Municipal & School) FY2019-2023 Capital Requests to Capital Expenditure Committee(CEC)and Community Preservation Committee(CPC) November 1—November 17 Budget Review—Central Office and department staff meet at assigned times November 9 FY2019 Google Form requests for staffing and expenses due to the Assistant Superintendent for Finance and Administration November 14 Summit II—Revenue Projection and Allocation November 15 CEC Review Session with School Department on School Capital Requests December 7 Summit III— FY2019 Revenue Allocation Model December 8 Superintendent Finalize FY2019 budget recommendation December 11—December 22 Budget book printing (no changes or edits) December 22 Budget distributed to School Committee and posted to website December 25—January 1 School Vacation Week 2018 January 2 School Committee Meeting— • Superintendent's Budget Presentation January 16 School Committee Public Hearing and Discussion of the Superintendent's Recommended FY2019 Budget— Location: Selectmen's Meeting Room January 20(Saturday) School Committee Public Hearing and Discussion of the Superintendent's Recommended FY2019 Budget—Location: Battin Hall;Cary Hall January 22 Town Manager Submittal of FY2019 Recommended Operating Budget & FY2019-2023 Capital Improvement Plan (CIP)to Board of Selectmen (White Book) January 23 Snow Date: School Committee Public Hearing and Discussion of the Superintendent's Recommended FY2019 Budget—Location: Selectmen's Meeting Room January 24 Summit IV—FY2019 White Book Review January 27(Saturday) Snow Date: School Committee Public Hearing and Discussion of the Superintendent's Recommended FY2019 Budget—Location: Battin Hall;Cary Hall January 30 School Committee FY2019 budget discussions, possibly adopt FY2019 Operating Budget (including fees)and FY2019 Capital Budget(if not, February 6th) FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 7 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts February 6 School Committee adopts FY2019 Operating Budget (including fees) and FY2019 Capital Budget February 15 Summit V—FY2019 Gap Closing (if needed) February 16 2018 Annual Town Meeting School Committee Fiscal Year 2019 recommended budget document finalized (TMMA) February 19—23 TMMA Budget book printing (no changes or edits) February 26 Board of Selectmen vote to approve FY2019 Recommended Operating Budget and FY2019-2023 Capital Improvement Plan (CIP) February 28 Finance Office releases to Human Resources Employee Action Forms for all newly funded positions March 2 Distribution of FY2019 Recommended Operating and Capital Budget to TMMA, Town Manager, Senior Management Team, Appropriations, Capital Expenditures Committee, Selectmen, School Committee, Central Office, Principals March 26—April 25 Annual Town Meeting(Mondays and Wednesdays until completed—does not meet during April vacation week) April 2 Budget presentation to Town Meeting by the Town Manager and Superintendent May 15 Technology: New Employee, Final capital requests, quotations, and order requests are due and completed by the School IT Department June 1 School Operating Budget opens for entry of supply and services requisitions Revenue Allocation Process:The Town of Lexington has established a collaborative budget development process that is conducted through a series of budget summit meetings. These budget summit meetings begin in October and end in February. These meetings include the Board of Selectmen, School Committee, Appropriations Committee, and Capital Expenditures Committee. Topics covered at these meetings include: Summit I: Financial Indicators &Three-year budget projection Summit II: Revenue Projections Summit III: Revenue Allocation Model Summit IV: Preliminary Budget and Financing Plan Summit V: Gap Closing The Revenue Allocation Model, first presented at Summit III on December 7, 2017 and later updated by the Board of Selectmen, provides for a projected 6.9% increase over the School Department's FY2018 budget. The detail of which is broken out down below: FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 8 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts FY2019 Revenue Allocation 1 $ 221,900,289 Projected FY2019 Revenue 2 $ (101,655,182) FY2018 School Budget 3 $ (35,710,743) FY2018 Municipal Budget 4 $ (2,147,678) FY2019 Minuteman Budget 5 $ (6,005,537) FY2019 Contributory Retirement 6 $ (15,070) FY2019 Non-contributory Retirement 7 $ (27,936,909) FY2019 Benefits 8 $ (200,000) FY2019 Unemployment 9 $ (831,350) FY2019 Workers'Comp 10 $ (770,000) FY2019 Property and Liability Insurance 11 $ (250,000) FY2019 Uninsured Losses 12 $ (410,000) FY2019 Solar Production Payment 13 $ (7,213,508) FY2019 Debt Service 14 $ (900,000) FY2019 Reserve Fund 15 $ (10,716,027) FY2019 Facilities Department Budget Set-aside for as yet identified needs-$1,000,000; Unanticipated Current Fiscal Year Needs-$200,000; Debt Service Mitigation -$2,095,000; Capital Stabilization Fund -$2,500,000; Pay Down Land Purchases(principal &interest) -$2,600,000; Cash Capital -$4,150,000; OPEB-$1,829,721; Street Improvement Program-$2,600,000; Building Envelope Program-$198,893; Senior Work-off Program-$30,000; 16 $ (17,693,614) Getti ng to Net Zero-$40,000 17 $ 9,444,671 Incremental Revenue FY2018School Spending as%of FY2018General Fund budget 18 74.0% exclusive of Shared Expenses and Minuteman FY2018 Municipal Spending as %of FY2018General Fund budget 19 26.0% exclusive of Shared Expenses and Minuteman School Share of Incremental FY2019 revenue (6.9% increase over 20 $ 6,989,359 FY2018 School Budget) Municipal Share of Incremental FY2019 revenue (6.9% increase 21 $ 2,455,312 over FY2018 Municipal Budget) FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 9 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Revenue Allocation History & Trends: Below is the growth factor approved during the last five budget cycles: FY2019: 6.9% FY2018: 6.6% FY2017: 7.2% FY2016: 8.5% FY2015: 7.9% Recommended Budget and Summary of Significant Budget Changes: The recommended budget for FY2019 is $108,156,638, which requires an additional $6,501,456. The FY2019 request represents an increase of 6.4% over the FY2018 appropriation. 1 2 Tax Levy $ 84,622,156 $ 91,546,226 $ 96,708,616 $ 101,204,582 $ 101,204,582 $ 108,201,041 $ 6,996,459 6.91% 3 Avalon Bay Mitigation Fund $ 49,088 $ - $ - $ - $ - $ - $ - 4 Enterprise Funds(indirects) 5 Fees&Charges $ 601,557 $ 514,090 $ 584,683 $ 450,600 $ 450,600 $ 443,500 $ (7,100) -1.58% 6 Total 1100 Lexington Public Schools $ 85,272,801 $ 92,060,316 $ 97,293,299 1$ 101,655,182 1$ 101,655,182 $ 108,644,541 $ 6,989,359 1 6.88% 7 e e e e® 8 9 Salary and Wages $ 73,057,650 $ 76,222,211 $ 81,061,911 $ 85,948,669 $ 86,001,326 $ 90,727,977 $ 4,726,651 5.50% 10 Expenses $ 12,215,151 $ 13,059,903 $ 14,290,702 $ 15,706,513 $ 15,653,856 $ 17,428,661 $ 1:774,805 11.34% 11 Total 1100 Lexington Public Schools $ 85,272,801 $ 89,282,114 $ 95,352,613 1$ 101,655,182 $ 101,655,182 $ 108,156,638 $ 6,501,456 6.409/ 12-Am ,ts show a re general fund onl y and does not r01 e,tsp-ding s uppo N,d by La bbb Gedlt,O-it Brea ke,Funds,R-ol ving Funds,-Ioca/state/federal grant funds 13 14 Transfer to Shared Services(Health,Medicare,Workers Comp) $ 443,025 26.35 FTE 15 Transfer to Article 7(tent.)to jointly fund Diversity Task Force $ 15,000 16 17 Total Recommended $ 108,614,663 $ 6,959,481 6.85% 18 19 Unallocated from Revenue Allocation Model $ 29,878 In order to support the additional positions included in the FY2019 recommended budget and the joint Diversity Task Force effort between the Schools and Town, the total recommended budget increase is 6.85% over the FY2018 appropriation, inclusive of benefits, Medicare, and Worker's Comp costs associated with new positions. This also includes $15,000 as a joint effort between the Town and School to fund a Diversity Task Force that will be appropriated under a separate article (tentatively Article 7) at Annual Town Meeting. The FY2019 budget recommends that the salaries and wages line increase by $4,726,651 (or 5.50%) to support existing position increases and the addition of 26.35 FTE included in this budget, which cost $1,906,112 (exclusive of health, dental, Medicare, workers comp insurance costs). The expense line is recommended to increase by $1,774,805 (or 11.34%) over the FY2018 appropriation. The increase in the expense budget is largely driven by two main factors. This includes the increases in the Special Ed Transportation and Out-of-District Tuition budget lines. These two budget lines are recommended to increase by $1,553,462. This is approximately 88% of the recommended expense budget increase. The remaining 12% of the increase ($221,343) is a function of per-pupil adjustments, cost of living adjustments, and other minor expense requests. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 10 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Negotiated Salary Increases: The FY2019 budget includes funding for estimated wage increases for all collective bargaining units and non-union positions. This includes both step increases and cost of living adjustments (COLA). 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 07/01/17-06/30/18 Enrollment Increases and Corresponding New Positions: During the past five years, K-12 enrollment at Lexington Public Schools has increased by 697 students (+10.7%), or an average of 139 students per year (2.1% 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 utilizing the October 1, 2017 enrollment data. The updated projections are generally lower at the elementary school and higher at the secondary levels compared to last year's projections. While confidence intervals are slightly narrower at the high school level, we are seeing slightly wider confidence intervals at the middle school level and even wider intervals at the elementary school level. These projections show that next year, the K-12 enrollment is projected to increase by 152 students (7,175 to 7,327), which is an increase of 2.12%. Over the full five year period the projection shows a total increase of 738 students (for a total of 7,913 students; or 10.2% higher than current levels) from FY2018 levels (about 2.1% 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: FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 11 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Elementary School Enrollment: History and Forecast for FY2019 to FY2023 (HDM) History Prrwrcecast Lower 90tha Upper 90thu 3900 �. 3800 FOcW Year Pro).Enroll , 374ILh 70,1920, 3 4,11 t 2116 _c" 20,111 1261 ±266 u 36W 41 11.2 332^ 317000 2022,23 3403 423 2� u_ _ . 3400 1,0 3300, - Cw 3f7 1 ... =1 3100 3000 2900 2700 - 2600 0 '"4 "0 "0 'SLY e10 'ACT 1>0 1'0 RSC'AL YEAR Middle School Enrollment: History and Forecast for FY2019 to FY2023 (CSM) History Lorceecast Low,ver9lOtha U,Upper90thu 2150 - 2056 o'(.m 1950, i 1856 1750 . mn z 16511 1550 14'5g6 em 13541 .. hscW Year iNoj,Enroll 12541 201 19 1656±90 079.20 1896 1 40 1150 2020.21 1950 t SD 1D5d1 2021 1963 t 6D 02 - ,I 1949 t 70 " 950 850 "p % t?Cy " "0 PASCAL YEAR FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 12 Program: Education 1100 Lexington Public Schools T~7 of Lexington, Massachusetts High School Enrollment: History and Forecast for FY2019 to FY2023 (CSM) —History Forcecast Lower 90th —Upper 90th 2700 260D -------- nscal Y�%air Roj,EnroR ---------------------- ---------- ----------- ------------------------- ------------ 'I 0 2271 ±30 .0 00 20 P197;0 25M 2 3 55±50 19"?o 2'o 2371 7-1, gOOROO 240D "0 481, - - - -- - - - -- - - - "N 9 195 OAO "1-"' 2 OP ''0 561 ± 115 102' OP 2,21�2 3 2 2300 z 2200 2100 0 2000 law I 1700 1600 1500 ------------ ------------ ----------------------- ----------- ------------------------------------ --------------- ---------- ----------- ------------------------- ----------- ------------- 1400 0 0 0 0 0 aO "0 RSM WAR In order to address the increasing enrollment projected for FY2019 (152 students, or 2.12%), additional positions are included in the recommended budget. A total of 25.95 FTE are linked with the increasing enrollment (including mandates for special education) in Lexington, and the necessary staffing needed to maintain the quality and level of service. In total, the recommended increase in staffing for the 2019 budget year is 26.35 FTE. A summary table of position changes is included below: FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 111 - 13 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts pm mp S u pe ri n to Ind e nt (1.50) 1°iigIIIIUIIIJIIII��""y11111Wp�111�"' 1'�i�'jfff»»»N;'�"'J Vp ,)it„��,,,�,�,,,,,,IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII,,,,,,;�;,,; `9-12Special Education 1.00 Hastings 0.43 K-12 PE/Wellness 0.10 PreK 22Special cEduo (Education 5.85) iiiU)9iip111U1111)Jli'NN11��NJ1111�������Nl1111��1@ll,+ »>i,�lyluu»,� ,,,,,1;,,, ,1rrt„ii„1,,, 1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111„),,,,,,,,,,»,llll '??;+I+uI Vu1+111'�rrrE lrrrrrrE/I Health Services 0.50 K-12 Counseling 2.01 K-12 Curriculum 7.50 K-12 ELL 2.30 K-12 PE/Wellness 1.10 K-12 Performing Arts 0.50 K-12 Visual Arts 1.25 K-5 Literacy 1.00 K-5 Math 1.00 K-8Special Education 0.27 Print Center 0.08 l»»»71111J1»1lJl' J»>,1'flUip,l r����� ��������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������� 11111 TeaSpecial ch nn o I ogyEducation 1.90 �iU111�111�111111UIVU�IUl�1Jl""V7GIIIVJUlIJJUUylU1U111JNUl�UIJIUU>U1��1JA>yl�"""�UIJ��I�I�f iyf��+�y,l�Ul r Grand Total 26.35 Special Education Costs: Staffing Needs The FY2019 budget includes an increase of 7.58 FTE for the Special Education Department. These additional positions will address enrollment shifts, increases, mandates per IEP requirements, and address necessary targeted program improvements. Overall, the FY2019 budget includes a total of 2.0 FTE unallocated professional staff and 4.0 FTE unallocated paraprofessional staff to address anticipated arising needs over the coming year. Developmental Learning Program (DLP) Program Review The Developmental Learning Program (DLP) in Lexington underwent a program review and its findings were presented to the School Committee on November 7, 2017. Based on this program review, the FY2019 School Department budget plans to address a number of areas. This budget includes funding to address professional learning opportunities as well as staffing and transportation costs to extend the summer school day, number of days offered during the week, as well as the overall length of the program during the summer. The District will continue to evaluate the possible addition of a tiered program at each level. If a tiered model were to be implemented, initial estimates show it will require an additional 6.0 FTE at a minimum. Additionally,the District will continue evaluating a possible increase in the length of the day at the PreK level for the DLP program. This would require an additional 0.70 FTE. The tiered model and length of the PreK day will be evaluated and considered based on actual student needs. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 14 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Out of District Tuitions The FY2019 budget projects total out of district tuition expenses of $12,168,193, an increase of $1,772,423 over FY2018, before offsets. The District utilizes three offsets to reduce the general fund impact of out of district tuitions. This includes the use of pre-paid tuitions, IDEA grant, and Circuit Breaker. The gross tuition budget increase of $1,772,423 is partially reduced by projected increases in Circuit Breaker funding, IDEA grant, and use of pre-paid tuitions all totaling $555,290. This reduces the general fund out of district tuition increase to $1,217,133 to fund the cost of out of district tuitions next year. The FY2019 budget projects both an increase in the number of students funded through out of district placements, increasing from 138 to 149 students, or 7.9%. Further, the FY2019 budget projects an increase in the average cost per student funded through the out of district tuition budget, increasing from $75,332 to $81,666, an increase of 8.4%. The increase in the average cost per student is driven by the needs of the students and the cost of actual placements at these schools, rather than general inflationary drivers. Transportation Costs: Regular Education Transportation - Regular Education Transportation is recommended to increase $84,610 to address contractual rate increases. In FY2018, the School Department operated a total of 38 buses, including 7 buses to serve after-school programs at the elementary school level. The FY2019 budget continues to budget for 38 total buses however eliminates funding the elementary after school transportation program. Last spring, it was determined that this program would continue an additional year to allow parents the opportunity to find alternative options. Additionally, the FY2019 budget has been assembled to accommodate a waiver of the fee increase for Hastings Elementary School, since construction will begin on the property in FY2019. The goal is to promote ridership as much as possible at this site with the constraints placed on it from construction. This practice was utilized when Estabrook Elementary School was under construction. During the FY2018 budget process, increases to transportation fees were discussed as an option. The discounted fee has remained fixed since FY2012 at $300. The FY2019 budget does not recommend an increase at this time. However, since the School Department is evaluating changes to start times for Lexington schools in FY2020, this could have widely varied impacts to overall District transportation costs. As a result, it is recommended to contemplate a fee increase as part of evaluating school start time options when the full cost impact is known. FY2019 is the second year of a five-year agreement with C&W Transportation. Special Education Transportation -Special Education Transportation is recommended to increase $336,329. This increase is to address a projected deficit in current year special education transportation costs, additional service needs for in-district transportation for expanding in-district programs, additional out of district student transportation, and an anticipated increase in contract rates. FY2019 will be the 111 year of a three year agreement. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 15 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts School Start Times: Beginning in the spring of 2017, the School Department assembled a 12- person task force with the following goal: Research, identify priorities, and evaluate all considerations to determine If recommendation should be made to the Superintendent to consider changes to start/end times at the high school,middle school, and/or elementary school levels At this point, a total of 7 meetings have been held, with several updates provided to School Committee and the community at large. The task force has been diligent about collecting community feedback through surveys, Lexington Listens, and a community forum. The Task Force is currently in the process of evaluating the research and developing possible alternatives. Due to the complex nature of this topic, there are widely varying impacts both financial and programmatic. At the Task Force's November 201" meeting, it was determined that there was consensus to recommend at least a change to the high school start time consistent with the language included in the Middlesex League of Superintendent's joint letter. However, due to the varying impacts, it was determined that the work of this task force should continue in January and a change be contemplated for the FY2020 year. Digital Learning Vision: During FY2018, the School Department is undergoing a major initiative to continue moving our Technology Department forward. This past spring, a first phase reorganization was approved by the School Committee. The District hired a Director of Digital Learning who has been tasked with furthering the work underway addressing both the capital and operating needs of the Department. A five-year capital plan was prepared this fall aimed to address the infrastructure and device needs of the District over the coming 5 years. This capital request was followed up with a presentation at the School Committee's November 7, 2017 meeting to better articulate the entry findings and the rationale behind the 5-year plan. With this significant investment in capital assets, comes a need to evaluate the current staffing demands this will have on the District. The Technology Department's staffing levels since FY2017 have been reduced by about 14% (3.5 FTE). The FY2019 budget includes the elimination of a Technology Maintenance Associate position and replacement of it with a 12-month Field Tech position to better serve the District. Further, the FY2019 budget includes a re-title/classification of its Executive Assistant position to a Technology Coordinator position designed to help move day-to-day work forward with the Field Tech positions throughout the District. It is anticipated, that additional staffing requests will be made in the FY2020 budget to address the 60% expansion (4,500 additional devices) in devices between FY2018 and FY2020. As the work of the Director of Digital Learning continues, presentations will be made to the School Committee on future needs. Program Reviews & Enhancements: Currently, the School Department is undergoing program reviews in the area of Science and PE/Wellness. The Science Department is currently (FY2018) in their second year of curriculum review. The FY2019 budget includes $15,000 in program improvements to purchase curriculum requested through the curriculum review process. PE/Wellness is in its first year (FY2018) of its program review. The program review includes a review of its existing program as well as discussions around elementary health education. This is currently being evaluated during the first year of the program review. This implementation aligns with discussions around elementary world language and is being contemplated together. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 16 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Strategic Planning/Diversity Training/Mental Health: The FY2019 budget includes $60,000 ($45,000 directly in the School budget and $15,000 in a shared appropriation under a joint article with the Town at the Annual Town Meeting) to address the areas of strategic planning, diversity training, and mental health initiatives. During FY2019, the District will undergo a process to develop a multi-year strategic plan that will guide the work of upcoming fiscal years. School Administration will undergo professional learning (i.e. ADL) opportunities on the topic of diversity, a collaborative effort with the Town (Town is funding $15,000 and School is funding $15,000 under a joint article at Annual Town Meeting). Further, the school administration will utilize efforts in the Human Resources office to continue the work of hiring a more diverse work force, more representative of its student body. LHS Visioning: The FY2019 budget continues to support the LHS Visioning and capital development process. This year we are examining our current educational model and practices, through various visioning activities that are geared to articulate the LHS/LPS vision for education. A key piece of this process is the NEASC decennial accreditation process, which includes a self reflection of how our program is doing with regard to the Standards for Accreditation. One piece of this reflective process is a two-day visit to the school by NEASC representatives in October, 2018. The estimated cost of this site visit is $1,750. This process will allow us to identify program strengths and set goals in areas in need of improvement, which meshes very well with the Visioning process that will better inform the SOI to the MSBA. Project Based Learning: The FY2019 budget will continue to support the initiatives underway in the area of project-based learning. The District has hosted professional learning opportunities to grow interest organically throughout the District. This work will continue as concepts of project based learning are explored. These opportunities will continue to be funded through the office of Curriculum and Instruction. Administrator Induction Program: The FY2019 School Department budget continues funding for stipends to compensate mentors as part of the Administrator Induction Program implemented during the 2018 budget year. Additionally, the budget and administration will continue to support meeting structures to promote onboarding of new administrators with both formal and informal training opportunities utilizing internal school staff. Per Pupil Expenditure and Consumer Price Index (CPI) Adjustments: The FY2019 budget includes funds to adjust expense budgets utilizing the October 1, 2017 enrollment report. The FY2019 budget includes no adjustments to address CPI (inflation measure). The August 2017 annual increase published by the Bureau of Labor Statistics included an increase of 1.7%. As a result of adjusting expense budgets based on enrollment changes, where appropriate, this recommended increase totals $89,713. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 17 Program: Education 1100 Lexington Public Schools Town of Lexington, Massachusetts Capital Projects: School Department Capital The FY2019 budget includes a total of $1,715,300 in recommended Capital projects through the Town Capital Improvement Plan. The School Department is only submitting a Technology Capital request through the FY2019-23 Capital Improvement Plan this year. Beginning in FY2019, the School Department will begin carrying furniture replacement through its operating budget. In FY2019, $100,000 is being included in the School Department's operating budget to address these furniture replacement needs. The School Department has assembled a full five-year capital plan to address both infrastructure and device needs for the District as it looks to expand its one-to-one initiative. Public Facilities Capital In the spring of 2017, 2 modulars were added to the Bowman, Bridge, and Fiske elementary schools (a total of 6 modulars). The Clarke and Diamond Middle Schools underwent significant capital projects, re-opening in the fall of 2017 for the school year. This provided additional capacity and space to address overcrowding in these buildings. The Town, on December 5, 2017, was approved by the voters for a debt exclusion to continue work on the Hastings Elementary School project and the Lexington Children's Place project. The Town is expected to receive MSBA reimbursement for the Hastings Elementary School. The Lexington Children's Place project will provide this program with its own location, freeing up space at Central Office and in the Harrington Elementary School. Discussions continue to address the continued growth at the aging Lexington High School facility. During FY2018, the School Department is undergoing a visioning process as part of the first step in articulating what a new LHS may look like in the future. It is anticipated that the School Department seek MSBA support with an SOI submitted in 2019. FY2O2O Budget Considerations & Planning: The FY2019 budget includes funding to address a number of initiatives, however there are additional items that are either still under evaluation or expected to be discussed further in the FY2020 budget. Some of these items include: • Athletic fee structures • Yellow School bus transportation fee structures • School Start Times • Secondary level schedule changes • LHS graduation requirements • Tiered DLP Program — Harrington & Diamond • Expanded LCP DLP Program — LCP • Additional support for expanding transition program/services at LHS • Additional support for enhanced Counseling Department model at LHS • Technology Department staffing levels — expanded device counts • Elementary Health Education • Elementary World Language • Elementary Thursday afternoons • Expand funding for annual furniture replacement • Funding viability for the Essential School Health grant • Funding viability for the Special Education Program Improvement grant Budget Documents are available at htt ://IDS.lexinatonma.or /Page/10 61. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 III - 18 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Education 1200 Minuteman Regional High School Town of Lexington,MA Budget Overview: The Regional High School subprogram budget is for the assessment levied by the Minuteman Regional Vocational Technical School District to support the operations of the School. Minuteman is a regional high school, located in Lexington and Lincoln, which provides technical and academic education for students in grades 9-12 from the Minuteman district, which includes 10 towns as of July 1, 2017, as well as 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, post-graduate and adult students 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. 10/1/2012 10/1/2013 10/1/2014 10/1/2015 10/1/2016 10/1/2017 High School Students 53 47 41.5 49.5 54 53.5 Post Graduate Students 7 5 3 2 1 1 Total .0 Appropriated/Authorized Staffing: No Town staff are charged to this budget. Budget Recommendations The FY2019 recommended budget for the Minuteman Regional High School assessment is $2,149,281. This is a $478,930 or 28.67% increase over the FY2018 budget, and incorporates approximately $491,708 in debt service, of which $348,125 is for the new Minuteman school building, currently under construction. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 III-19 Program: Education 1200 Minuteman Regional High School Town of Lexington,MA Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual JAppropriation Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 1,172,736 $ 1,377,449 $ 1,670,351 $ 2,149,281 $ - $ 2,149,281 $ 478,930 28.67% Total ii i i 28.672. Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual JAppropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ - I $ - Is - I $ - Is - I $ - 1 $ - I - Expenses $ 1,172,736 1 $ 1,377,449 $ 1,670,351 1 $ 2,149,281 $ - $ 2,149,281 $ 478,930 1 28.67% Total ii i i 28.672. Level-Service Requests FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del I Mgr's Rec. I Increase Increase Total 1200 Minuteman $ 1,172,736 1 $ 1,377,449 1 $ 1,670,351 1 $ 2,149,281 $ - 1 $ 2,149,281 1 $ 478,930 1 28.67% Total ii i i Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries &Wages $ - $ - $ - $ - $ - $ - $ - - Overtime $ - $ - $ - $ - $ - $ - $ - - Compensation $ - $ - $ - $ - $ - $ - $ - - Contractual Services $ 1,172,736 $ 1,377,449 $ 1,670,351 $ 2,149,281 $ - $ 2,149,281 $ 478,930 28.67% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses I $ 1,172,7361 $ 1,377,4491 $ 1,670,3511 $ 2,149,281 $ - $ 2,149,281 $ 478,930 1 28.67% Total ii i i FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 III-20 Section IV: Program 2000: Shared Expenses This section includes detailed information about the FY2019 Operating Budget & Financing Plan for shared expenses. It includes: • 2100 Employee Benefits IV-2 • 2200 Property & Liability Insurance IV-7 • 2300 Solar Producer Payments IV-9 • 2400 Debt Service IV-11 • 2500 Reserve Fund IV-14 • 2600 Public Facilities IV-16 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-1 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 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, 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. Authorized/Appropriated Staffing: Staff support is provided through the Town Manager's Office, Human Resources and the Finance Department. Portions of the salaries of three employees are charged to the General Fund health insurance budget. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-2 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended All Funds Employee Benefits and Insurance budget is $35,229,876. This is a $605,796 or 1.75% increase from the FY2018 budget. The recommended budget includes the benefits costs (health, dental, life, Medicare and workers' compensation) for five proposed new benefits-eligible municipal positions, including two projected to start in January 2019, and the expansion of hours for a sixth to become benefits-eligible. Changes Include: 1. A $250,000, or 4.34% increase in Contributory Retirement based on a funding schedule included in the January 1, 2017 actuarial valuation of the Lexington Retirement System. This schedule would result in full funding of the system's unfunded liability by 2024, given the current actuarial assumptions. 2. A $450 or 3.08% increase in Non-Contributory Retirement costs for employees receiving pensions awarded prior to the creation of the Contributory Retirement system. 3. A $12,747 or 0.73% increase in the Town's contribution for the Medicare Tax based on FY2017 actual costs, projected FY2018 and FY2019 salaries and wages, and historical rates of increase in this item. 4. A $220,339 or 0.88% increase in health insurance costs (General Fund). The FY2019 budget is based on an increase of 5.5% 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 preliminary recommended budget includes benefits for new town positions — benefits for new school positions are reflects in the Superintendent's recommended budget. 5. A $6,777 or 0.64% increase in dental insurance costs (General Fund) based on an estimated increase in premium rates of 4.0% for FY2019. 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 FY2019. 8. A $59,923 or 7.42% increase in workers' compensation costs based on FY2017 actual experience, the continuation of $100,000 to finance the medical costs of former public safety employees who retired due to work-related injuries; and stop-loss insurance for all current and prospective municipal and school positions recommended in the FY2019 budget. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-3 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 27,959,173 $ 29,691,982 $ 33,890,469 $ 34,342,679 $ 79,822 $ 34,422,501 $ 532,032 1.57% Transfers from Enterprise Funds to General Fund $ 572,252 $ 609,209 $ 660,175 $ 678,379 $ 678,379 $ 18,204 2.99% (Indirects) Total 00 35,100,880 FY2016 FY2017 FY2018 FY2019 Manager's I FY2019 Dollar Percent Appropriation Summary(General Fund) Actual Actual Appropriation Request Add/Del Mgr'sRec. Increase Increase Compensation $ 80,275 1$ 79,548 1$ 91,696 1$ 85,357 1$ $ 85,357 $ (6,339) -6.91% Expenses $ 28,451,150 1$ 30,221,643 1$ 34,458,948 1$ 34,935,701 $ 79,822 $ 35,015,523 $ 556,575 1.847/. Total 00 35,100,880 FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Level-Service Requests(General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2110 Contributory Retirement $ 5,185,638 $ 5,442,774 $ 5,755,537 $ 6,005,537 $ $ 6,005,537 $ 250,000 4.34% Total 2120 Non-Contributory Retirement $ 13,837 $ 14,227 $ 14,620 $ 15,070 $ $ 15,070 $ 450 3.08% Subtotal-Retirement $ 5,199,475 $ 5,457,001 $ 5,770,157 $ 6,020,607 $ $ 6,020,607 $ 250,450 4.34% Total 2130 Medicare $ 1,496,653 $ 1,574,286 $ 1,749,069 $ 1,756,938 $ 4,878 $ 1,761,816 $ 12,747 0.73% Total 2130 Health Insurance $ 20,298,502 $ 21,602,034 $ 24,932,984 $ 25,084,379 $ 68,943 $ 25,153,323 $ 220,339 0.88% Total 2130 Dental Insurance $ 876,817 $ 952,287 $ 1,066,298 $ 1,070,497 $ 2,577 $ 1,073,075 $ 6,777 0.64% Total 2130 Life Insurance $ 20,210 $ 19,380 $ 25,000 $ 25,000 $ - $ 25,000 $ - - Subtotal-Health/Life Benefits $ 22,692,183 $ 24,147,987 $ 27,773,351 $ 27,936,815 $ 76,398 $ 28,013,213 $ 239,862 0.86% Total 2140 Unemployment $ 150,569 $ 70,551 $ 200,000 $ 200,000 $ - $ 200,000 $ - - Total 2150 Workers Compensation $ 489,199 $ 625,653 $ 807,136 $ 863,636 $ 3,423 $ 867,059 $ 59,923 7.42% Subtotal-Other Employee Benefits $ 639,768 $ 696,204 $ 1,007,136 $ 1,063,6361 $ 3,4231 $ 1,067,059 $ 59,923 5.95 Total 00 35,100,880 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 80,275 $ 79,548 $ 91,696 $ 85,357 1 $ 1 $ 85,357 $ (6,339) -6.91% Overtime $ - $ - $ $ $ - Compensation $ 80,275 $ 79,548 $ 91,696 $ 85,357 $ $ 85,357 $ (6,339) -6.91% Contractual Services $ 28,451,150 $ 30,221,643 $ 34,458,948 $ 34,935,701 $ 79,822 $ 35,015,523 $ 556,575 1.62% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ $ $ $ $ $ $ Small Capital $ $ $ $ $ $ $ Expenses $ 28,451,150 $ 30,221,643 $ 34,458,948 $ 34,935,701 $ 79,822 $ 35,015,523 $ 556,575 1.62% Total rr Employee Benefits $ 28,531,425 $ 30,301,191r r r rr ::r r Budget Summary-Revolving Funds* FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources I Actual Actual Appropriation I Request I Add/Del Mgr's Rec. Increase Increase Directed Funding(Revolving Funds) $ 66,072 $ 76,287 $ 73,436 $ 113,668 $ 15,328 $ 128,996 $ 55,560 1 72.83% Total rr r r `Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Level-Service Requests(Revolving Fund Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2130 Health Insurance $ 62,577 $ 72,219 $ 69,867 1$ 109,737 1$ 14,776 $ 124,513 1$ 54,646 78.21% Total 2130 Dental Insurance $ 3,495 $ 4,068 $ 3,569 1$ 3,931 $ 552 $ 4,483 1$ 914 25.62% Total rr r r Budget Summary-All Funds FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Approp.Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 80,275 $ 79,548 $ 91,696 1$ 85,357 1$ $ 85,357 $ (6,339) -6.91% Expenses $ 28,517,222 $ 30,297,930 1$ 34,532,384 1$ 35,049,369 $ 95,150 $ 35,144,519 $ 612,135 1.77% Total rr Employee Benefits $ 28,597,497 $ 30,377,478r:r r r FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-4 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. While the Town will continue to remain a member of the GIC for FY2019 and FY2020, the Town and the Public Employees Committee (PEC) are in the process of negotiating a successor agreement regarding contributions for health insurance. The table on the following page shows the number of employees and retirees enrolled in the Town's health insurance program. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-5 Program: Shared Expenses 2100 Employee Benefits & Insurance Town of Lexington, Massachusetts Table 1: Health Insurance Enrollments (1) FY2018 FY2019 Budget Budget Based on Actual Subscribers,plus Additional Projected Lives Actual Subscribers shown below Nov. 2013 Nov. 2014 Nov. 2015 Nov. 2016 Nov. 2017 Subscribers (FY2014) (FY2015) (FY2016) (FY2017) (FY2018) Town Individual 74 81 85 83 81 Family 191 187 176 178 176 subtotal 265 268 261 261 257 School Individual 333 337 358 333 336 Family 506 498 478 494 502 subtotal 839 835 836 827 838 Retirees 1,152 1,189 1,222 1,243 1,269 subtotalT 2,256 2,292 2,319 2,331 2,364 Additional projected lives for budges~purposes Position Vacancies Individual 13 10 Family 20 17 subtotal 33 27 Estimated Open Enrollment/ Qualifying Events(2) Individual 10 10 Family 30 30 Retirees 50 50 subtotal 90 90 Total 2,256 2,292 2,319 2,454 2,481 New Positions School(3) 12 Municipal(3) 2 Facilities Dept. 3 subtotal 17 0 Estimated Reduction in' ubscribers School Retirees (3 ( (3 ( Total 2,256 2,292 2,319 1 2,437 2,447 (1)The subscriber counts above do not include COBRA subscribers, but include employees whose salaries and benefits are funded either fully or partially from non-General Fund sources. (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)FY2019 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 FY2019 Recommended Budget and Financing Plan after review and approval of proposed school and municipal budgets by the School Committee and Selectmen, respectively. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-6 Program: Shared Expenses 2200 Property & Liability Insurance Town of Lexington, Massachusetts Mission: To provide and manage a comprehensive property and liability management program for all property and equipment in the Town. Budget Overview: Previously captured within the Employee Benefits budget, the property and liability management program consists of the following elements: • 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. Authorized/Appropriated Staffing: A portion of the Assistant Town Manager's salary is charged to this line-item in recognition of the ongoing support provided. Budget Recommendations: The FY2019 overall recommendation for Property and Liability Insurance is $1,019,839, which represents an increase of $30,946 or 3.13% over the FY2018 appropriation. 1. A $30,946 or 4.19% net increase in the costs of property and liability insurance based on an estimated increase in premiums of 5%. 2. No funding increase in the budget for uninsured losses. The balance in this continuing balance account as of January 3, 2018, is $1,032,225. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-7 Program: Shared Expenses 2200 Property & Liability Insurance Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 759,885 $ 731,949 $ 988,893 $ 1,019,839 $ $ 1,019,839 $ 30,946 3.13% Total 00 Property Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 33,683 1 $ 40,817 $ 29,696 1 $ 30,889 1 $ $ 30,889 $ 1,192 4.01% Expenses $ 726,202 1 $ 691,132 $ 959,197 $ 988,951 $ $ 988,951 1 $ 29,754 3.10% Tota 00 Property Level-Service Requests FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2160 Property & Liability Insurance $ 646,401 1 $ 715,828 $ 738,8931 $ 769,839 $ $ 769,839 $ 30,946 4.19% Total 2170 Uninsured Losses $ 113,484 1 $ 16,121 $ 250,000 $ 250,000 $ $ 250,000 $ - - Tota 00 Property Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 33,683 1 $ 40,8171 $ 29,696 1 $ 30,889 1 $ $ 30,8891 $ 1,192 1 4.01% Overtime $ $ $ $ $ $ - $ - Compensation $ 33,683 $ 40,817 $ 29,696 $ 30,889 $ $ 30,889 $ 1,192 4.01% Contractual Services $ 726,202 $ 691,132 $ 959,197 $ 988,951 $ $ 988,951 $ 29,754 3.10% Utilities $ - $ - $ - $ - $ $ - $ - - Supplies $ $ $ $ $ $ $ Small Capital $ $ $ $ $ $ $ Expenses $ 726,202 $ 691,132 $ 959,197 $ 988,951 $ $ 988,951 $ 29,754 3.10% Tota 00 Property FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-8 Program: Shared Expenses 2300 Solar Producer Payments Town of Lexington, Massachusetts Mission: To provide obligated payments for the installation and operating costs of the solar array at the Hartwell Avenue Compost Facility. Budget Overview: For the solar arrays installed at the Hartwell Avenue Compost Facility, Eversource elected to reimburse the Town for the electricity generated via monthly payments, rather than issue a credit to the Town's electric bills. For the rooftop solar panels on Town and School buildings, that energy is credited again the monthly bill, thereby reducing utility costs at the Public Facilities Department. As a means of separately tracking the new arrangement, this budget division has been created to reflect: • Net Metering Credits: The revenues received from Eversource in return for electricity generate at Hartwell Avenue. Any excess revenues are deposited into the General Fund. • Solar Producer Payments: The annual amount paid to Syncarpha, the current owner of the solar panels, for the cost of construction and operating costs. Authorized/Appropriated Staffing: No direct staff is charged to this line-item. Staff support is provided through the Public Facilities, Town Manager and Finance departments. Budget Recommendations: The FY2019 overall recommendation for Solar Producer Payments is $410,000, which represents no increase over the FY2018 appropriation, as approved by the Fall Special Town Meeting. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-9 Program: Shared Expenses 2300 Solar Producer Payments Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ $ $ (190,000) $ (190,000) $ $ (190,000) $ Net-Metering Credits $ $ $ 600,000 $ 600,000 $ $ 600,000 $ Appropriation Summary FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1 $ $ - $ - $ 1 $ $ Expenses $ I $ $ 410,000 $ 410,000 $ $ 410,000 $ Level-Service Requests FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2300 Solar Producer Payments $ $ $ 410,000 1 $ 410,000 $ $ 410,000 $ Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ $ $ $ $ $ $ Overtime $ $ $ $ $ $ $ Compensation $ $ $ $ $ $ $ Contractual SenAces $ $ $ 410,000 $ 410,000 $ $ 410,000 $ Utilities $ $ $ - $ - $ $ - $ Supplies $ $ $ $ $ $ $ Small Capital $ $ $ $ $ $ $ Expenses $ 1 $ 1 $ 410,0001 $ 410,000 $ 1 $ 410,000 $ Summary of Townwide Solar Credits and Expenses FY2017 FY2018 FY2019 Actual Estimate Projection Rooftop Solar Bill Credits $ 279,665 $ 291,500 $ 291,500 Rooftop PILOT* $ 30,000 $ 30,000 $ 30,000 Rooftop Solar Payments $ (162,343) $ (165,000) $ (165,000) Net Revenue subtotal $ 147,322 $ 156,500 $ 156,500 Hartwell Net Metering Credits $ 600,000 $ 600,000 Hartwell PILOT* $ 55,400 $ 55,400 Hartwell Solar payments $ (410,000) $ (410,000) Net Revenue subtotal $ - 1 $ 245,4001 $ 245,400 Overall Net Revenue $ 147,322 1 $ 401,900 1 $ 401,900 *Per MA DOR,solar PILOTS are deposited as Personal Property taxes rather than under a PILOT category of revenue. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-10 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Shared Expenses 2400 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, both authorized by Town Meeting as well as for capital projects being proposed to the 2018 Annual Town Meeting. Also included in these figures are debt issuance costs and interest on abatements. Debt service on projects funded from the Compost Revolving Fund is shown in element 3420; debt service for water and sewer enterprise projects is shown in elements 3610 and 3710. Debt Service voted to be exempt from Proposition 21/2, 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 FY2019 debt service — inclusive of Within-Levy and Exempt debt service — is increasing by $4,174,467, or 20.61%. Within-Levy debt service is increasing by $1,218,629, or 12.75%. The original FY2018 appropriation as adopted at the 2017 Annual Town Meeting was $7,205,628. A supplemental appropriation of $2,351,487 was approved at 2017 Special Town Meeting #3 to begin to pay off the $12.4 million in land purchases for 20 Pelham Rd. and 173 Bedford St., bringing the total appropriation to $9,557,115. The FY2019 within-levy debt service (before any use of the Capital Stabilization Fund) is recommended at $10,775,744, which is inclusive of: • $3,050,000 allocated to retire a portion of the bond anticipation notes issued for the land purchases of Pelham Rd. and Bedford St. • Debt service for the design and construction costs for the Westview Cemetery Building, which is intended to be funded by higher cemetery fees approved in 2017, which are deposited into the Cemetery Sale of Lots Fund, and from which an amount sufficient to fund the FY2019 debt service is displayed as a funding source; FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-11 Program: Shared Expenses 2400 Debt Service Town of Lexington, Massachusetts • Debt service to reconstruct Harbell St., which will be repaid by the abutters through a street acceptance betterment; and • Debt service (interest payment only) for the Police Station design, which is a potential candidate for a debt exclusion vote. The debt service for the Town's base capital program is $7,593,737, an increase of $399,229 or 5.55% from FY2018. The Town's target increase for within-levy debt service is 5% per year; therefore, $380,000 is recommended to be transferred from the Capital Stabilization fund to mitigate the FY2019 debt service. After mitigation, the budget increases by $343,729, or 5.0%. FY2018 gross exempt debt service is $10,692,689, which was mitigated via a $2,400,000 transfer from the Capital Stabilization Fund. FY2019 gross exempt debt service is $13,648,527. If no mitigation is applied, this yields an increase of $2,955,838, or 27.64% compared to FY2018. 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 excluded projects approved in December 2017 — the Fire Station Replacement, Hastings Elementary School Replacement and the new Lexington Children's Place (LCP) building. To mitigate the impact of this increase on Lexington taxpayers, it is proposed that $3.6 million of Capital Stabilization Funds be appropriated to offset exempt debt service. This is consistent with the plan updated and presented to the Selectmen in November 2017. The FY2019 proposed capital projects are described in greater detail in Section XI: Capital Investment in this book. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-12 Program: Shared Expenses 2400 Debt Service Town of Lexington, Massachusetts Budget Summary: Funding Sources(All Funds) FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimated Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 14,444,667 $ 14,702,987 $ 17,514,184 $ 20,312,264 $ $ 20,312,264 $ 2,798,080 15.98% Fund Transfers $ - $ - Capital Stabilization Fund-Within Levy Debt $ 620,567 $ 710,000 $ 324,500 $ 380,000 $ 380,000 $ 55,500 17.10% Capital Stabilization Fund-Exempt Debt $ 215,000 $ - $ 2,400,000 $ 3,600,000 $ 3,600,000 $ 1,200,000 50.00% Cemetery Sale of Lots Fund $ - $ $ 7,200 $ 129,067 $ $ 129,067 $ 121,867 11692.59% Betterments Fund $ - $ $ 3,920 $ 2,940 $ $ 2,940 $ (980) -25.00% 00 De bt Se rvi ce $ 15,280,234 :0. . Appropriation Summary(All Funds) FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ - $ $ $ $ - $ - - Expenses $ 15,280,234 1$ 15,412,987 $ 20,249,804 1$ 24,424,271 $ $ 24,424,271 1$ 4,174,467 20.61% 00 De bt Se rvi ce $ 15,280,234 :0. . Gross within Levy Debt Service FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2410 Within-Levy Principal' $ 5,169,842 $ 5,904,330 $ 7,992,247 $ 9,131,340 $ $ 9,131,340 $ 1,139,092 14.25% Total2420 Within Levy Interest $ 921,553 $ 1,039,068 $ 1,172,415 $ 1,031,932 $ $ 1,031,932 $ (140,482) -11.98% Total 2430 Temporary Borrowing $ 649,142 $ 94,304 $ 392,453 $ 612,472 $ $ 612,472 $ 220,019 56.06% Total 00 Net Within Levy Debt Service FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2410 Within-Levy Principal' $ 5,169,842 $ 5,904,330 $ 7,992,247 $ 9,131,340 $ $ 9,131,340 $ 1,139,092 14.25% Total2420 Within Levy Interest $ 921,553 $ 1,039,068 $ 1,172,415 $ 1,031,932 $ $ 1,031,932 $ (140,482) -11.98% Total 2430 Temporary Borrowing $ 649,142 $ 94,304 $ 392,453 $ 612,472 $ $ 612,472 $ 220,019 56.06% Funding Set-aside to Retire Note for Land Purchases $ (2,351,487) $ (3,050,000) $ (3,0 00,000) $ (698,513) 29.71% Funding from Cemetery Sale of Lots/Betterments $ (11,120) $ (132,007) $ $ (132,007) $ (120,887) 1087.11% Total 00 Use of Capital Stabilization Fund to hold debtservice increases(netof projects funded with new revenue and $ (620,567) $ (710,000) $ (324,500)F�F $ (380,000) $ (55,500) 17.10% the retirementof notes for land purchases)to 5%annually Total 00 00 00 , Exempt Debt Service FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 00 Use of Capital Stabilization Fund to mitigate impact of $ (215,000) $ - $ (2,400,000) $ (3,600,000) $ $ (3,600,000) $(1,200,000) 50.00% excluded debt service on property tax bills Net rr 10,048,527 r r.: Total rr :r 20,249,804 r . Total rr r r Object Code Summary(All Funds) FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ $ $ $ $ $ Overtime $ $ $ $ $ $ Compensation $ $ $ $ $ $ Contractual Services $ 15,280,234 $ 15,412,987 $20,249,804 $24,424,271 $ $ 24,424,271 $ 9,011,284 58.47% Utilities $ - $ - $ - $ $ $ - - Supplies $ $ $ $ $ $ Small Capital $ $ $ $ $ $ Expenses $ 15,280,234 1 $ 15,412,9871 $ 20,249,804 1 $ 24,424,271 $ $ 24,424,271 1$ 9,011,284 1 61.71% rr De bt Se rvi ce $15,280,23420,249,804 r . FY2018 and FY2019 include an additional$2,531,487 and$3,050,000,respectively,to retire notes for 173 Bedford St.and 20 Pelham Rd. land purchases. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-13 Program: Shared Expenses 2500 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 FY2019 recommendation for the Reserve Fund is $900,000, which represents no increase over the FY2018 appropriation. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-14 Program: Shared Expenses 2500 Reserve Fund Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation 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 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec.I Increase I Increase Compensation $ - $ - Is - I $ - Is - I $ - Is - I - Expenses $ - I $ - I $ 900,000 $900,000 $ - $900,000 $ - I - __[ Level-Service Requests FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 2500 Reserve Fund $ - 1 $ - $ 900,000 $900,000 $ - $900,000 $ - - Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ - $ - $ - $ - $ - $ - $ - - Overtime $ - $ - $ - $ - $ - $ - $ - - Compensation $ - $ - $ - $ - $ - $ - $ - - Contractual Services $ - $ - $ 900,000 $900,000 $ - $900,000 $ - - Utilities $ - $ - $ - $ - $ - $ - $ - - Su lies $ - $ - $ - $ - $ - $ - $ - - SmaII Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ - I $ - I $ 900,0001 $900,000 $ - 1 $900,000 $ - I - Notes: The FY2016 and FY2017 budgets for the Reserve Fund were $900,000 in each year. 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). In FY2017, a total of $198,115 was transferred for — • due diligence prior to the purchase of Pelham Road ($17,115), • removal of an oil tank and materials clean-up at Pelham Road ($75,000), • payments to the solar vendor for two months of operation at Hartwell Avenue, as the result of a change in the way solar credits were received ($50,000), and • payroll at the Department of Public Facilities due to a budget development formula error ($56,000). FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 IV-15 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Shared Expenses 2600 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 the 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, additions and new construction at schools in support of increasing enrollments. 2. Support implementation of Town Public Safety projects. 3. Implement other priority projects. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-16 Program: Shared Expenses 2600 Public Facilities Town of Lexington, Massachusetts Appointing A!Lfthority� Town Manager & SUperintendent of Schools =...................... Direcbi- of PUbliC Facilifies, EAssi�stant Director lPirojec�t 11.4 anage r] 0 ff i C e Elha,n a:ge]r — Facidity Engineeir Assistaint to the — ReentalProjects piroject marliagelf A d ir i n i st rato r — LIHIS Facility Manager LHS Custodians — Facility Cooirdiiinator Superintendent Custodians Municipa III As poi stant Cuiistodia] Servikes Facilities M a i ntein a n ce S u i r i nte in d e in t Custodians A/V Te c hi n i c ia,in FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-17 Program: Shared Expenses 2600 Public Facilities Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 School Facilities 2610 Budget Budget Budget Request Maintenance Staff 11 11 11 11 Custodian' 48 49 52 52 Subtotal FTE 59 60 63 63 Municipal Facilities 2620 Custodian 10 10 10 10 Subtotal FTE 10 10 10 10 Shared Facilities 2630 Administrative Asst- Facility Coordinator 1 1 1 1 Administrative Asst-Clerical/Rental Administratoi 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 Facilities 1 1 1 1 Assistant Director of Public Facilities 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 FTE2 11.5 11.5 11.5 11.5 Total FTE :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 FTE count does not include full-time Assistant Project Manager charged to construction projects. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-18 Program: Shared Expenses 2600 Public Facilities Town of Lexington, Massachusetts Budget Recommendations: The FY2019 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 $11,269,232. The recommended budget is a $130,961, or 1.18% increase from the FY2018 budget. The Department of Public Facilities FY2019 recommended General Fund operating budget — inclusive of the Education Facilities, Municipal Facilities and Shared Facilities divisions — is $10,716,027, which is a $123,042, or 1.16% increase from the FY2018 General Fund budget. The General Fund operating budget for Compensation is $5,455,585, and reflects a $103,491 or 1.93% increase, which provides sufficient funding for anticipated individual, SEIU and AFSCME contract increases that currently extend through .tune 30, 2018. The General Fund operating budget for Expenses is $5,260,442 and reflects a $19,551, or 0.37% increase, primarily as a result of funding a Program Improvement Request for $25,000 to contract with an Owner's Agent to identify opportunities to incorporate solar on additional buildings. Overall Utility costs are decreasing by $94,234 or 3.0%, which includes a reduction of $67,205 or 8.69% in natural gas, and a decrease of $38,729 or 1.76% in electricity. Both rates are based on assumptions of possible utility supply contracts. Electric costs reflect an offset of $126,550 from rooftop solar production. The FY2019 Facilities Department recommended PEG Revolving Fund request is $22,365, which reflects a $157 or 0.71% increase from the FY2018 budget. The Board of Selectmen's budget includes additional spending associated with the PEG Revolving Fund. The Building Rental Revolving Fund budget request is $530,839, an increase of $7,762 or 1.48%, which is primarily attributable to prospective increases in wages for staff overtime charged to this account. 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 Ow ner's Agent Solar Design and 25,000 $ is 25,000 $ 25,000 $ $ 25,000 $ Contracting FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-19 Program: Shared Expenses 2600 Public Facilities Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 9,820,000 $ 10,119,930 $ 10,592,986 $ 10,691,027 $ 25,000 $ 10,716,027 $ 123,042 1 1.16% FY2016 FY2017 FY20111 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 4,766,617 $ 5,165,574 $ 5,352,095 $ 5,455,585 $ - $ 5,455,585 $ 103,491 1 1.93% Ex enses $ 5,053,382 $ 4,954,356 $ 5,240,891 $ 5,235,442 $ 25,000 $ 5,260,442 $ 19,551 0.37% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 2610-Education Facilities $ 6,871,048 $ 7,124,734 $ 7,506,208 $ 7,554,081 $ $ 7,554,081 $ 47,874 0.64% 2620-Municipal Facilities $ 1,814,958 $ 1,910,702 $ 1,961,081 $ 2,018,415 $ $ 2,018,415 $ 57,334 2.92% 2630-Shared Facilities $ 1,133,993 $ 1,084,494 $ 1,125,697 $ 1,118,531 $ 25,000 $ 1,143,531 $ 17,834 1.58% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 4,438,409 $ 4,813,165 $ 5,077,866 $ 5,170,847 $ $ 5,170,847 $ 92,981 1.83% Overtime $ 328,208 $ 352,410 $ 274,229 $ 284,739 $ $ 284,739 $ 10,510 3.83% Personal Services $ 4,766,617 $ 5,165,574 $ 5,352,095 $ 5,455,585 $ $ 5,455,585 $ 103,491 1.93% Contractual Services $ 1,327,079 $ 1,256,280 $ 1,246,060 $ 1,311,500 $ 25,000 $ 1,336,500 $ 90,440 7.26% Utilities $ 2,781,094 $ 2,834,801 $ 3,137,176 $ 3,042,942 $ - $ 3,042,942 $ 94,234 -3.00% Supplies $ 734,639 $ 733,974 $ 721,155 $ 743,000 $ $ 743,000 $ 21,845 3.03% Small Capital $ 210,570 $ 129,301 $ 136,500 $ 138,000 $ $ 138,000 $ 1,500 1.10% Expenses $ 5,053,382 $ 4,954,356 $ 5,240,891 $ 5,235,442 $ 25,000 $ 5,26g442 $ 19,551 0.37% Budget Summary-Non-General Funds ------------------------------------------------------------------------------ FY2016 FY2017 FY20111 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase PP uildin Rental Revolvin Fund $ 479,541 $ 550,334 $ 550,000 $ 550,000 $ $ 550,000 $ - 0.00% EEGS ecial Revenue Fund' $ 20,502 $ 20,396 $ 22,208 $ 22,365 $ $ 22,365 $ 157 0.71% Total 00 00,043 0: *PEG revenues are tied to spending. For overall revenue,see Board of Selectmen budget presentation. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Building Rental Revolving Fund $ 472,443 $ 456,073 $ 523,077 $ 530,839 $ $ 530,839 $ 7,762 1.48% Personal Services $ 263,713 $ 250,844 $ 306,746 $ 316,374 $ $ 316,374 $ 9,628 3.14% Expenses $ 194,391 $ 191,439 $ 198,000 $ 198,000 $ $ 198,000 $ - - Benefits $ 14,339 $ 13,790 $ 18,331 $ 16,466 $ $ 16,466 $ 1,865 -10.18% PEG Special Revenue Fund $ 20,502 $ 20,396 $ 22,208 $ 22,365 $ $ 22,365 $ 157 0.71% Personal Services $ 15,594 $ 16,146 $ 16,347 $ 17,701 $ $ 17,701 $ 1,354 8.28% Benefits $ 4,908 $ 4,250 $ 5,861 $ 4,665 $ $ 4,665 $ (1,196) -20.41% Total 00 0- 0- ----------------------------------------------------------------------------------------- Budget Summary-All Funds FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 5,045,924 $ 5,432,564 $ 5,675,187 $ 5,789,659 $ - $ 5,789,659 $ 114,472 2.02% Ex enses $ 5,247,773 $ 5,145,795 $ 5,438,891 $ 5,433,442 $ 25,000 $ 5,458,442 $ 19,551 0.36% Benefits $ 19,248 $ 18,040 $ 24,192 $ 21,130 $ - $ 21,130 $ 3, 662 -12.66% Total 00 000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IV-20 Section V: Program 3000: Public Works This section includes detailed information about the FY2019 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. We make every effort to maximize the efficient, effective use of our resources in the support, maintenance and upkeep of the infrastructure, public lands and programs. We are committed to public safety and providing prompt, courteous, quality service to our customers and each other. Budget Overview: The Public Works program contains all DPW divisions. 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, and 160 pieces of equipment, 9 parks, 4 cemeteries, 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 of DPW staff, many 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. These, and other staff, also work collaboratively on internal committees and teams. Departmental Initiatives: 1. Finalize the reaccreditation process through the American Public Works Association. 2. Continue the stormwater initiatives in preparation for 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. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 V-2 Program: Public Works 3000 — 3500 DPW Summary Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Departmentof PublicWorks -General Fund 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 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 2 2 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 Highway Foreman 1 1 1 1 Crew Chief 6 6 6 6 Heavy Equipment Operators 12 12 12 12 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 2.2 1.7 1.7 1.7 Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Superintendent of Public Grounds 1 1 1 1 Laborer-Truck Driver 1 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 DepartmentCompost Superintendent of Environmental Services 1 1 1 1 Compost Facility Foreman 1 1 1 1 Heavy Equipment Operators2 1 1 1 2 Seasonal Heavy Equipment Operator 0.5 0.5 0.5 0 Seasonal Laborer 0.7 0.7 0.7 0.7 Total FT/PT 59 FT/10 PT 59 FT/9 PT .0 FT/9 PT 61 FT/8 PT Explanatory Notes 1 FT Dept. Acct. Clerk shown as 0.6 from General Fund; 0.4 is charged to Water and Sewer Enterprise. 2 In FY2019, the Seasonal Heavy Equipment Operator was converted to full-time. FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 V-3 Program: Public Works 3000 — 3500 DPW Summary Town of Lexington, Massachusetts Budget Recommendations: The FY2019 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 $11,040,049. The recommended budget is a $533,884, or 5.08% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting, as well as a supplemental appropriation at the 2017-3 Special Town Meeting for compost material bins. The FY2019 recommended Public Works General Fund operating budget is $9,954,459, which is a $551,819, or 5.87% increase from the restated FY2018 General Fund budget. The General Fund operating budget for Compensation is $4,156,023, and reflects a $96,263 or 2.37% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2018. Funds for prospective increases are included in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $5,798,436 and reflects a $455,556 or 8.53% increase. The combined FY2019 recommended Revolving Fund budgets (see page V-6) are $1,085,589 which is a $17,935 or 1.63% decrease from the restated FY2018 budget. Please see the division sections on the following pages for a detailed explanation of the FY2019 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 Heavy Equip Operator @ $ 23,754 $ 16,109 $ 39,863 $ 23,754 $ 16,109 $ 39,863 $ - Compost Facility PT to FT Landscape Improvements at $ 15,000 $ - $ 15,000 $ - $ 15,000 Town Buildings Sidewalk Data Collection $ 22,500 $ - $ 22,500 $ - $ 22,500 Using PathMeT Vehicle Inspections $ 8,000 1 $ - 1 $ 8,0001 $ 8,000 $ - $ 8,000 $ - FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 V-4 Program: Public Works 3000 - 3500 DPW Summary Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 7,734,403 $ 8,119,875 $ 8,538,980 $ 9,048,173 $ 8,000 $ 9,056,173 $ 517,193 5.96% Enterprise Funds(Indirects) $ 562,367 $ 638,811 $ 588,560 $ 585,761 $ - $ 585,761 $ (2,799) -0.48% Fees,Charges and Available Funds Parking Fund $ 76,046 $ 75,125 $ 72,900 $ 72,900 $ $ 72,900 $ - - Ce mete ryTrust $ 105,000 $ 105,000 $ 48,500 $ 75,000 $ $ 75,000 $ 26,500 54.64% Cemetery Prep Fees $ 125,588 $ 123,190 $ 115,000 $ 126,000 $ $ 126,000 1 $ 11,000 0.10 Misc.Charges for Service $ 698 $ 491 $ 700 $ 625 $ $ 625 $ (75) -10.71% Licenses&Permits $ 33,173 $ 39,564 $ 38,000 $ 38,000 $ $ 38,000 $ - FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 3,805,810 $ 4,021,677 $ 4,059,760 $ 4,156,023 $ - $ 4,156,023 $ 96,263 2.37% Expenses $ 4,831,465 $ 5,080,379 $ 5,342,880 $ 5,790,436 $ 8,000 $ 5,798,436 $ 455,556 8.53% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 3110 Administration $ 591,824 $ 588,826 $ 596,489 $ 623,814 $ $ 623,814 $ 27,326 4.58% Total 3120 Town Engineering $ 752,545 $ 736,801 $ 830,567 $ 909,768 $ $ 909,768 $ 79,201 9.54% Total 3130 Street Lighting $ 270,646 $ 181,412 $ 257,853 $ 256,988 $ $ 256,988 $ (865) -0.34% Total 3210 Highway $ 1,243,058 $ 1,127,535 $ 1,413,783 $ 1,428,233 $ $ 1,428,233 $ 14,450 1.02% Total 3220 Road Machinery $ 664,290 $ 672,846 $ 678,640 $ 714,722 $ 8,000 $ 722,722 $ 44,082 6.50% Total 3230 Snow Removal $ 1,196,662 $ 1,685,467 $ 1,257,822 $ 1,354,130 $ - $ 1,354,130 $ 96,308 7.66% Total 3310 Parks $ 1,044,597 $ 1,144,059 $ 1,160,161 $ 1,187,666 $ $ 1,187,666 $ 27,505 2.37% Total3320 Forestry $ 315,019 $ 334,410 $ 473,236 $ 473,775 $ $ 473,775 $ 539 0.11% Total 3330 Cemetery $ 319,336 $ 326,019 $ 336,991 $ 347,151 $ $ 347,151 $ 10,160 3.01% Total 3410 Refuse Collection $ 795,153 $ 811,056 $ 846,800 $ 964,443 $ $ 964,443 $ 117,643 13.89% Total 3420 Recycling $ 871,144 $ 913,032 $ 934,732 $ 1,054,858 $ $ 1,054,858 $ 120,126 12.85% Total 3430 Refuse Disposal $ 573,000 $ 580,594 $ 615,567 $ 630,912 $ $ 630,912 $ 15,345 2.49% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 3,407,654 $ 3,465,021 $ 3,677,414 $ 3,768,638 $ $ 3,768,638 $ 91,224 2.48% Overtime $ 398,156 $ 556,656 $ 382,347 $ 387,385 $ $ 387,385 $ 5,039 1.32% Personal Services $ 3,805,810 $ 4,021,677 $ 4,059,760 $ 4,156,023 $ - $ 4,156,023 $ 96,263 2.37% Contractual Services $ 3,420,317 $ 3,623,306 $ 3,843,139 $ 4,240,338 $ 8,000 $ 4,248,338 $ 405,199 10.54% Utilities $ 343,486 $ 392,677 $ 385,633 $ 394,498 $ - $ 394,498 $ 8,865 2.30% Supplies $ 1,007,676 $ 991,860 $ 1,043,608 $ 1,063,100 $ $ 1,063,100 $ 19,492 1.87% Small Capital $ 59,986 $ 72,535 $ 70,500 $ 92,500 $ $ 92,500 $ 22,000 31.21% Expenses $ 4,831,465 $ 5,080,379 $ 5,342,880 $ 5,790,436 $ 8,000 $ 5,798,436 $ 455,556 8.53% FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 V-5 Program: Public Works 3000 - 3500 DPW Summary Town of Lexington, Massachusetts Budget Summary (continued): Budget Summary-Revolving Funds* --------------------------------------------------------------------------------------- FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Regional Cache-Hartwell Ave. $ 4,246 $ 8,487 $ 10,000 $ 10,000 $ $ 10,000 $ Lexington Tree Fund $ 28,500 $ 36,350 $ 45,000 $ 45,000 $ $ 45,000 $ Burial Containers $ 48,760 $ 46,775 $ 40,000 $ 50,000 $ $ 50,000 $ 10,000 25.00% Compost O erabons I $ 658,680 $ 448,402 1 $ 802,125 $ 769,000 1 $ 23,754 $ 790,589 $ 11,536 -4.13% Minuteman Household Hazardous Waste 1 $ 151,234 $ 163,234 $ 180,000 $ 190,000 $ - $ 190,000 $ 10,000 1 5.56% Total ii ii i $ 703,248 $ 1,077,1251,064,000 $ 23,754 $ 1,085,589i 'Rewlving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4, FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Approp Summary(Non-General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Regional Cache-Hartwell Avenue(3110) $ 1,358 $ 2,134 $ 10,000 $ 10,000 $ $ 10,000 $ Expenses $ 1,358 $ 2,134 $ 10,000 $ 10,000 $ $ 10,000 $ Tree Revolving Fund(3320) $ 40,421 $ 41,151 $ 45,000 $ 45,000 $ $ 45,000 $ Expenses $ 40,421 $ 41,151 $ 45,000 $ 45,000 $ $ 45,000 $ Burial Containers Revolving Fund(3330) $ 33,700 $ 37,280 $ 40,000 $ 50,000 $ $ 50,000 $ 10,000 25.00% Expenses $ 33,700 $ 37,280 $ 40,000 $ 50,000 $ $ 50,000 $ 10,000 25.00% Compost Operations Rev.Fund(3420) $ 479,634 $ 666,748 $ 828,525 $ 766,835 $ 23,754 $ 790,589 $ (37,935) -4.58% Compensation $ 251,623 $ 264,606 $ 282,344 $ 292,153 $ 23,754 $ 315,907 $ 33,563 11.89% Expenses $ 151,195 $ 279,403 $ 326,850 $ 193,150 $ - $ 193,150 $ (133,700) -40.91% Benefits $ 30,934 $ 31,511 $ 56,650 $ 51,423 $ $ 51,423 $ (5,227) -9.23% Debt $ 45,883 $ 91,228 $ 162,681 $ 230,109 $ $ 230,109 $ 67,428 1 41.45% Minuteman Household Haz.Waste(3420) $ 147,804 $ 170,164 $ 180,000 $ 190,000 $ $ 190,000 $ 10,000 5.56% Expenses $ 147,804 $ 170,164 $ 180,000 $ 190,000 $ $ 190,000 $ 10,000 5.56% Total ii ii i2,917 $ 917,477 $ 1,103,525 $ 1,061,835is Budget Summary-All Funds '_._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._-_._-_-_-_._._-_-_-_-_._._-_- FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 4,057,433 $ 4,286,283 $ 4,342,104 $ 4,448,177 $ 23,754 $ 4,471,931 $ 129,826 2.99% Expenses $ 5,205,942 $ 5,610,511 $ 5,944,730 $ 6,278,586 $ 8,000 $ 6,286,586 $ 341,856 5.75% Benefits(Revolving Funds $ 30,934 $ 31,511 $ 56,650 $ 51,423 $ - $ 51,423 $ 5,227 -9.23% Debt Service Revolvin Fund $ 45,883 $ 91,228 $ 162,681 $ 230,109 $ - $ 230,109 $ 67,428 41.45% Total ii ii DPW $ 9,340,192i i i i. ii: 040 i4 is FY2019 Town Manager's Preliminary Recommended Budget& Financing Plan January 22, 2018 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. Finalize the reaccreditation process through the American Public Works Association. 3. Expand the utilization of PeopleGIS in managing the Towns assets that are DPW managed. 4. Continue to proactively implement the NPDES program in a practical and cost effective manner. 5. Continue to work with the Energy Committee and Lighting Options Committee to find energy savings for street lights. 6. Continue to proactively maintain a cost effective lighting system which reduces outage frequency and down time and provides safety along Lexington's roadways. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-7 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA pLj Nic'Wark5 IDiirecltc,r --------------------------------------------- 11 rd an age r of roll an age m an t: T�---n -Engineer .... al++llara:aar Cape r at ion e An a lyet --- - „y Lead Clefk .......... Aeaiakant,TDvin Department Engineer AccD unting Clark r Departmental Clarks Senior C�ivil Engineers Engineering Assi st,ante Engineering Aide Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT 7 FT/1 PT Element 3120: Engineering Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer 1 1 2 2 Engineering Assistant 4 4 4 4 Engineering Aide 0.7 0.7 0.7 0.7 Subtotal FTE 7.7 7.7 8.7 8.7 Subtotal FT/PT 7 FT/1 PT 7 FT/1 PT 8 FT/1 PT 8 FT/1 PT Total Full/Part Time 14 FT/2 PT 14 FT/2 PT 14 FT/2 PT 14 FT/2 PT *1 FT Assistant split between DPW, Water& Sewer FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-8 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Budget Recommendations: The FY2019 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 $1,800,570. The recommended budget is a $105,661 or 6.23% increase from the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The recommended FY2019 Administration and Engineering General Fund operating budget is $1,790,570 which is a $105,661, or 6.27% increase from the restated FY2018 General Fund budget. Of this amount, $1,370,145 is for Compensation and reflects a $73,826 or 5.70% increase, which is attributable to the cost of contractually obligated step increases and cost of living adjustments, as well as incorporating a full year of salary for a second Senior Civil Engineer. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2018. Funds for prospective increases are provided for in the Salary Adjustment account within the Town Manager's budget. The recommended FY2018 Administration and Engineering General Fund operating budget for Expenses is $420,425 and reflects a $31,835, or 8.19% increase. The most notable changes in the Expense Budget are in DPW Administration, which is adding additional funds to administer mandatory drug and alcohol testing, and in the Engineering Division, which is increasing Professional Services by $26,500 to continue to proactively implement stormwater management best practices under the new permit. The FY2019 recommended Regional Cache Revolving Fund request is funded at $10,000, the same funding level as 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 Sidewalk Data Collection Using PathMeT $ 22,500 $ - $ 22,500 $ - $ 22,500 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-9 Program: Public Works 3100 DPW Administration & Engineering Town of Lexington,MA Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Lev $ 1,261,363 $ 1,130,019 $ 1,278,348 $ 1,356,546 $ $ 1,356,546 $ 78,197 6.12% Enterprise Funds Indirects $ 318,028 $ 335,179 $ 366,160 $ 393,699 $ $ 393,699 $ 27,539 7.52% Fees&Charges Charges for Service $ 698 $ 491 $ 700 $ 625 $ $ 625 $ (75), -10.71% Licenses&Permits $ 33,173 $ 39,564 $ 38,000 $ 38,000 $ $ 38,000 $ Parkin Fund $ 1,753 $ 1,785 $ 1,700 $ 1,700 $ $ 1,700 $ - Total 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 1,184,988 $ 1,182,134 $ 1,296,319 $ 1,370,145 $ $ 1,370,145 $ 73,826 5.70% Ex enses $ 430,027 $ 324,904 $ 388,590 $ 420,425 $ $ 420,425 $ 31,835 8.19% Total 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total3110 DPWAdministration $ 591,824 $ 588,826 $ 596,489 $ 623,814 $ $ 623,814 $ 27,326 4.58% Total 3120 Engineering $ 752,545 $ 736,801 $ 830,567 $ 909,768 $ $ 909,768 $ 79,201 9.54% Total 3130 Street Liqhtinq $ 270,646 $ 181,412 $ 257,853 $ 256,988 $ $ 256,988 $ 865 -0.34% Total 00 Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,180,111 $ 11175,675 $ 11282,579 $ 1,356,158 $ $ 1,356,158 $ 73,579 5.74% Overtime $ 4,876 $ 6,459 $ 13,740 $ 13,987 $ $ 13,987 $ 247 1.80% Personal Services $ 1,184,988 $ 1,182,134 $ 1,296,319 $ 1,370,145 $ $ 1,370,145 $ 73,826 5.70% Contractual Services $ 246,391 $ 182,892 $ 196,490 $ 229,625 $ $ 229,625 $ 33,135 16.86% Utilities $ 125,450 $ 107,831 $ 122,000 $ 122,000 $ $ 122,000 $ - - Su Ties $ 56,416 $ 33,467 $ 68,600 $ 67,300 $ $ 67,300 $ 1,300 -1.90% Small Capital $ 1,770 $ 715 $ 1,500 $ 1,500 $ $ 1,500 $ - - Expenses $ 430,027 $ 324,904 $ 388,590 $ 420,425 $ $ 420,425 $ 31,835 8.19% Total 00 Budget Summary -Revolving Funds* -------------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Re ional Cache-Hartwell Ave. $ 4,246 1 $ 8,487 $ 10,000 $ 10,01 $ $ 10,000 $ *Revolving Funds are authorized by Tow n Meeting via Article 8,and are not appropriated under Article 4. Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Regional Cache-Hartwell Avenue $ 1,358 $ 2,134 $ 10,000 1 $ 10,000 1 $ I $ 10,000 1 $ I - Ex enses $ 1,358 $ 2,134 1 $ 10,000 $ 10,000 $ $ 10,000 1 $ Budget Summary -,-A,I T Funds----------------------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 1,184,988 $ 1,182,134 $ 1,296,319 $ 1,370,145 $ $ 1,370,145 $ 73,826 5.70% Ex enses $ 431,385 $ 327,038 $ 398,590 $ 430,425 $ $ 430,425 $ 31,835 7.99% Total 00-All Funds $ 1,616,373 $ 1,509,172 $ 1,694,909 $ 1,800,570 $ $ 1,800,570 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 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 from 2013 Retro- reflectivity study. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 FY2016 FY2017 FY2018 FY2019 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 0 0 0 0 Heavy Equipment Operator 5 5 5 5 Leadman 2 2 2 2 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 1 0.5 0.5 0.5 Subtotal FTE 14 1 13.5 13.5 1 13.5 Subtotal FT/PT 13 FT/2 PT 13 FT/1 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 FTE 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/1 PT 18 FT/1 PT 18 FT/1 PT FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-12 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended Highway budget inclusive of the Highway Maintenance, Road Machinery and Snow Removal divisions is $3,505,085. The recommended budget is an $154,840, or 4.62%, increase over the FY2018 budget. The budget for Compensation is $1,348,687 and reflects a $10,158 or 0.76% increase, for 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, 2018. Funds for prospective increases are provided for in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $2,156,398 and reflects a $144,682 or 7.19% increase which includes an addition of $8,000 in Road Machinery expenses for a program improvement for on-site vehicle inspections, $18,000 for the replacement of two wheel balancing machines that have met their life expectancy, $8,700 in staff uniform expenses, and $100,000 for outside plowing contractors following a rebid of services. 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 Vehicle Inspections $ 8,000 $ - $ 8,0001 $ 8,000 $ - $ 8,000 $ - FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-13 Program: Public Works 3200 Highway Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 2,902,763 $ 3,222,636 $ 3,143,008 $ 3,322,558 $ 8,000 $ 3,330,558 $ 187,550 6.0% Enterprise Funds Indirects $ 126,955 $ 189,872 $ 136,037 $ 103,326 $ - $ 103,326 $ 32,711 -24.0% Fees&Charges - - - - - - - - Parkin Fund $ 74,293 $ 73,339 $ 71,200 $ 71,200 $ - $ 71,200 $ - 0.0% Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 11346,584 1 $ 1,505,361 1 $ 1,338,529 1 $ 1,348,687 1 $ - 1 $ 1,348,687 1 $ 10,158 1 0.76% Ex enses $ 1,757,426 $ 1,980,487 $ 2,011,716 $ 2,148,398 $ 8,000 $ 2,156,398 $ 144,682 7.19% Program Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 3210 Highway Maintenance $ 1,243,058 $ 1,127,535 $ 1,413,783 $ 1,428,233 $ - $ 1,428,233 $ 14,450 1.02% Total 3220 Road Machinery $ 664,290 $ 672,846 $ 678,640 $ 714,722 $ 8,000 $ 722,722 $ 44,082 6.50% Total 3230 Snow Removal $ 1,196,662 $ 1,685,467 $ 1,257,822 $ 1,354,130 $ - $ 1,354,130 $ 96,308 7.66% Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,079,061 $ 1,095,805 $ 1,076,738 $ 1,083,492 $ - $ 1,083,492 $ 6,754 0.63% Overtime $ 267,523 $ 409,555 $ 261,791 $ 265,194 $ - $ 265,194 $ 3,403 1.30% Personal Services $ 1,346,584 $ 1,505,361 $ 1,338,529 $ 1,348,687 $ - $ 1,348,687 $ 10,158 0.76% Contractual Services $ 769,995 $ 1,004,757 $ 920,650 $ 1,026,700 $ 8,000 $ 1,034,700 $ 114,050 12.39% Utilities $ 147,528 $ 142,321 $ 213,458 $ 214,798 $ - $ 214,798 $ 1,340 0.63% ,Supplies $ 787,079 $ 786,591 $ 816,608 $ 823,900 $ - $ 823,900 $ 7,292 0.89% Small Capital $ 52,825 $ 46,817 $ 61,000 $ 83,000 $ - $ 83,000 $ 22,000 36.07% Expenses $ 1,757,426 $ 1,980,487 $ 2,011,716 $ 2,148,398 $ 8,000 $ 2,156,398 $ 144,682 7.19% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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, 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 2017, the target areas were the fields at Clarke and Harrington 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 FY2019 plantings will come from 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. 5. Oversee the construction of the new cemetery building. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-15 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Public Works Director Manager of operatic ns 5 ulaenntendent.o�f' IPubliic G.uou.unds rew C'Ih iiefr T cew:Cl:i�eF Ceimetery ., i .. ForEcILIHpineint LeadIran Laborer Heavy Equipment Arborist Heavy operator operator LLab.irer/Driver Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 6 6 6 6 Laborer-Truck Driver 1 1 1 1 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 Senior Arborist 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 Department Assistant 1 1 1 1 Seasonal Laborer 0.6 0.6 0.6 0.6 Subtotal FTE 4.6 4.6 4.6 4.6 Subtotal FT/PT 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-16 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Budget Recommendations: The FY2019 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 $2,103,592, which is a $48,204 or 2.35% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The combined Parks, Forestry and Cemetery FY2019 recommended General Fund operating budget is $2,008,592 which is a $38,204 or 1.94% increase from the restated FY2018 General Fund budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Compensation is $1,437,192 and reflects a $12,279 or 0.86% increase, for contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before .tune 30, 2018. Funds for prospective increases are provided for in the Salary Adjustment account within the Town Manager's budget. The combined Parks, Forestry and Cemetery General Fund operating budget for Expenses is $571,400 and reflects a $25,925 or 4.75% increase, which reflects a $4,900 increase in landscaping and other contract services, a $7,525 increase in water, electricity and mobile phone utility costs, and a $14,500 increase in landscaping and parks supplies, tools, parts and staff uniforms. The combined FY2019 revolving fund budgets are funded at $95,000, which reflects a $10,000 increase in the Burial Container Revolving Fund in recognition of the July 1, 2017 fee increases. 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 Improvements at Town Buildings $ 15,000 $ - $ 15,000 $ - $ 15,000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-17 Program: Public Works 3300 Public Grounds Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 1,330,980 $ 1,462,538 $ 1,709,525 $ 1,718,856 $ - $1,718,856 $ 9,332 0.55% Enterprise Funds(Indirects) $ 117,384 $ 113,760 $ 86,363 $ 88,735 $ - $ 88,735 $ 2,372 2.75% Fees&Charges Cemetery Prep Fees $ 125,588 $ 123,190 $ 126,000 $ 126,000 $ - $ 126,000 $ - - Directed Funding Cemete ry Trust $ 105,000 $ 105,000 $ 48,500 $ 75,000 1 $ - $ 75,000 $ 26,500 54.64% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,274,238 1 $ 1,334,183 1 $ 1,424,913 1 $ 1,437,192 1 $ - 1 $1,437,192 1 $ 12,279 0.86% Ex enses $ 404,7141 $ 470,306 $ 545,475 $ 571,400 $ - 1 $ 571,400 1 $ 25,925 4.75% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total3310 Parks Division $ 1,044,597 $ 1,144,059 $ 1,160,161 $ 1,187,666 $ - $1,187,666 $ 27,505 2.37% Total3320 Forestry $ 315,019 $ 334,410 $ 473,236 $ 473,775 $ - $ 473,775 $ 539 0.11% Total3330 CerneteN $ 319,336 $ 326,019 $ 336,991 $ 347,151 $ - $ 347,151 $ 10,160 3.01% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,148,481 $ 1,193,541 $ 1,318,097 $ 1,328,988 $ - $1,328,988 $ 10,891 0.83% Overtime $ 125,757 $ 140,642 $ 106,816 $ 108,204 $ - $ 108,204 $ 1,388 1.30% Personal Services $ 1,274,238 $ 1,334,183 $ 1,424,913 $ 1,437,192 $ - $1,437,192 $ 12,279 0.86% Contractual Services $ 182,797 $ 152,668 $ 359,400 $ 364,300 $ - $ 364,300 $ 4,900 1.36% Utilities $ 70,508 $ 142,525 $ 50,175 $ 57,700 $ - $ 57,700 $ 7,525 15.00% Supplies $ 146,017 $ 150,110 $ 127,900 $ 141,400 $ - $ 141,400 $ 13,500 10.56% Small Capital $ 5,392 $ 25,003 $ 8,000 $ 8,000 $ - $ 8,000 $ - - Expenses $ 404,714 1 $ 470,306 1 $ 545,475 1 $ 571,400 1 $ - 1 $ 571,4001 $ 25,9251 4.75% Budget Summary -Revolving Funds* -------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Lexin ton Tree Fund $ 28,500 $ 36,350 $ 45,000 $ 45,000 $ - $ 45,000 $ - - Burial Containers $ 48,760 $ 46,775 $ 40,000 $ 50,000 $ - $ 50,000 $ 10,000 25.00% *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Lexington Tree Revolving Fund $ 40,421 $ 41,151 $ 45,000 $ 45,000 $ - $ 45,000 $ - - Expenses $ 40,421 $ 41,151 $ 45,000 $ 45,000 $ - $ 45,000 $ - - Burial Container Revolving Fund $ 33,700 $ 37,280 $ 40,000 $ 50,000 $ - $ 50,000 $ 10,000 25.00% Expenses I $ 33,700 $ 37,280 $ 40,000 $ 50,000 $ - I $ 50,000 $ 10,000 1 25.00% Budget Summary-All Funds - - - - - - - - - - - - - - - FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 1,274,238 1 $ 1,334,183 1 $ 1,424,913 1 $ 1,437,192 1 $ - $1,437,192 $ 12,279 0.86% Ex enses $ 478,835 1 $ 548,737 $ 630,475 $ 666,400 $ - $ 666,400 $ 35,925 1 5.70% Total 00 0- FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 and one-year extension with .IRM Hauling and Recycling, Inc. will end on .tune 30, 2018. The Town is currently reviewing bids for a new five-year contract beginning in FY2019. 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. Work with vendor to implement the new refuse collection contract. 3. Begin the implementation plan for Hartwell Ave due to solar construction project. 4. Examine recycling opportunities for the Lexington Business community. 5. Continue to look for revenue opportunities and enhancements for disposal permit program. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-19 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Puibllic Works, Director Majna er cif 0p ratiolis Superintendent f Envr��inertal Services, Compost Fa60ity Foreman, Heavy Equipment Seasoinalll Attendant Operators Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Element 3420: Recycling*(Compost Facility) Superintendent of Environmental Services 1 1 1 1 Compost Facility Foreman 1 1 1 1 Heavy Equipment Operator** 1 1 1 2 Seasonal Heavy Equipment Operator** 0.5 0.5 0.5 0.0 Seasonal Attendant 0.7 0.7 0.7 0.7 Subtotal FTE 4.2 4.2 4.2 4.7 Subtotal FT/PT 3 FT/2 PT* 3 FT/2 PT* 3 FT/2 PT* 4 FT/1 PT* Total Full/Part Time 3 FT/2 PT 3 FT/2 PT 3 FT/2 PT 4 FT/1 PT *The positions shown in Element 3420: Recycling are paid from the DPW Compost Revolving Fund. **In FY2019, the Seasonal Heavy Equipment Operator was converted to full-time. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-20 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2019 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 $3,646,912, which is a net $241,288 or 7.08% increase over the restated FY2018 budget. The FY2018 budget has been restated to reflect a $142,000 supplemental appropriation approved at 2017-3 Special Town Meeting to replace bins for materials at the Compost Facility, funded by the solar contractor. 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 $2,650,213 and reflects a $253,114 or 10.56% increase. The Refuse Collection expense budget is recommended at $964,443, an increase of $117,643 or 13.89%, and the Recycling expense budget is recommended at $1,054,858 an increase of $120,126 or 12.85%, both of which reflect increases in the Town's contracts for refuse and recycling collections which will begin a new 5-year contract on July 1, 2018. The Refuse Disposal expense budget is recommended at $630,912, an increase of $15,345 or 2.49%, attributable to a 2.5% or $1.65 increase in the Town's tipping fee per ton. Total refuse disposal tonnage for FY2019 is projected to be 9,300 tons. The FY2019 revolving fund budgets are recommended at $998,863, a $16,738 or 1.70% net increase. The Minuteman Household Hazardous Waste Program Revolving Fund is funded at $190,000, an increase of $10,000 or 5.56%, which reflects actual expenses. The Compost Operations Revolving Fund is recommended at $808,863 a $6,738 or 0.84% increase which reflects the removal of one-time costs for material bins, offset by an increase in debt service for equipment purchased in 2016 and 2017 to help staff manage on a smaller footprint due to the addition of solar panels, and the conversion of a part-time heavy equipment operator to full-time through a program improvement. 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 @ Compost Facility PT to FT $ 23,754 $ 16,109 $ 39,863 $ 23,754 $ 16,109 $ 39,863 $ - FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-21 Program: Public Works 3400 Environmental Services Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Levy $2,239,297 $ 2,304,682 $ 2,397,099 $ 2,650,213 1 $ $ 2,650,213 $ 253,114 10.56% Total 00 0- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar NIncrease Appropriation Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Com ensation $ $ $ $ $ $ $ -$ 2,239,297 $ 2,304,682 $ 2,397,099 $ 2650213 $ $ 2,650,213 $ 253,114 Total 00 0- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 3410 Refuse Collection $ 795,153 $ 811,056 $ 846,800 $ 964,443 $ $ 964,443 $ 117,643 13.89% Total 3420 Recvcling $ 871,144 $ 913,032 $ 934,732 $ 1,054,858 $ $ 1,054,858 $ 120,126 12.85% Total 3430 Refuse Disposal $ 573,000 $ 580,594 $ 615,567 $ 630,912 $ $ 630,912 $ 15,345 2.49% Total 00 0- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ $ $ $ $ $ $ Overtime $ $ $ $ $ $ $ Personal Services $ $ $ $ $ $ $ Contractual Services $ 2,221,134 $ 2,282,989 $ 2,366,599 $ 2,619,713 $ $ 2,619,713 $ 253,114 10.70% Utilities $ - $ - $ - $ - $ $ - $ - - Su lies $ 18,163 $ 21,692 $ 30,500 $ 30,500 $ $ 30,500 $ Small Capital $ - $ - $ - $ - $ $ - $ Expenses $ 2,239,297 $ 2,304,682 $2,397,099 $ 2,650,213 $ $ 2,650,213 $ 253,114 10.56% Total 00 0- Budget Summary -Revolving Funds* ---------------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compost O erationsRevolvin Fund $ 658,680 $ 448,402 $ 802,125 $ 769,000 $ 39,863 $ 808,863 $ 6,738 0.84% Minuteman Hazardous Waste Rev.Fund $ 151,234 $ 163,234 $ 180,000 $ 190,000 $ $ 190,000 $ 10,000 5.56% Total 00 :0 000 *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compost Operations Revolving Fund $ 479,634 $ 666,748 $ 828,525 $ 766,835 $ 39,863 $ 806,699 $ (21,826) -2.63% Compensation $ 251,623 $ 264,606 $ 282,344 $ 292,153 $ 23,754 $ 315,907 $ 33,563 11.89% Expenses $ 151,195 $ 279,403 $ 326,850 $ 193,150 $ - $ 193,150 $ 133,700 -40.91% Benefits $ 30,934 $ 31,511 $ 56,650 $ 51,423 $ 16,109 $ 67,532 $ 10,882 19.21% Debt $ 45,883 $ 91,228 $ 162,681 $ 230,109 $ - $ 230,109 $ 67,428 41.45% Minuteman Hazardous Waste Rev.Fund $ 147,804 $ 170,164 $ 180,000 $ 190,000 $ $ 190,000 $ 10,000 Expenses $ 147,804 $ 170,164 $ 180,000 $ 190,000 $ $ 190,000 $ 10,000 5.56% Total 00 00: Budget Summary -AII Funds-------------------------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 251,623 $ 264,606 $ 282,344 $ 292,153 $ 23,754 $ 315,907 $ 33,563 11.89% Expenses $ 2,538,296 $ 2,754,248 $ 2,903,949 $ 3,033,363 $ - $ 3,033,363 $ 129,414 4.46% Benefits(Revolving Fund $ 30,934 $ 31,511 $ 56,650 $ 51,423 $ 16,109 $ 67,532 $ 10,882 19.21% Debt Service(Revolving Fund $ 45,883 $ 91,228 $ 162,681 $ 230,109 $ - $ 230,109 $ 67,428 41.45% Total 00 0- 0: FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-22 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, and ensuring the proper and safe discharge of our wastewater and by maintaining our commitment to improving the 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 began 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 to update all the water connection "paper tie cards" for GIS implementation. 6. Continue the reaccreditation process with the American Public Works Association. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-23 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts PU b]llilc Works Directolir Manager of Operat ons 4later sju p erii ins to n able int Utiiillliiity IBilling De artment c,irrew�h��ief Mainager Assist°aunt N�We:avy(Equipment ILaka�areir,�"'TruacI�IDriii�reir Leadmain pe rat,cur Girradeirr/SIhove Leadrtnan Meter Readeur Operator ir Authorized/A ro riated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Superintendent of Water& Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* 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/3 PT *In FY2019, budget reflects shift of Utility Billing Manager from Finance to be split between Water and Sewer. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-24 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended Water operating budget is $11,560,324, inclusive of indirect costs. The recommended budget is a $837,665 or 7.81% increase over the FY2018 budget. The budget for Compensation is $771,886, and reflects a $70,758 or 10.09% increase, which is primarily due to the transfer of the Utility Billing Manager from Finance to Water/Sewer Operations, as well as increases for the cost of step increases and cost of living adjustments. The budget for Expenses is $494,025 which is an increase of $67,000, or 15.69% over FY2018, and is primarily due to an increase of $25,000 in contractual services to provide sufficient funds to restore roadways that are significantly damaged from major water breaks that require the damaged portion of the road to be removed and then resurfaced, as well as an increase of $25,000 for meter replacements in recognition of the growing demand. Other expense budget adjustments are in response to actual experience. Debt service is recommended to decrease by $6,359 or 0.43%. The anticipated MWRA Assessment is $7,971,184, which is a $724,653 or 10% increase from FY2018. The MWRA will issue a preliminary assessment in February, followed by a final assessment in .tune. In FY2019, it is recommended that the Water Enterprise Fund continue contributing to the Other Post-Employment Benefits Trust Fund, which was initiated in FY2018. Indirect payments to the General Fund for those costs borne by the General Fund in support of water operations are projected at $854,071, a decrease of $18,387 or 2.11%. The decrease is primarily due to the transfer of the Utility Billing Manager from Finance, where the salary was included in Indirect costs from that department. Program Improvement Requests: None requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-25 Program: Public Works 3600 Water Enterprise Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ - $ - $ - $ - $ - $ - $ -Enterprise Funds Retained Earnings $ 275,000 $ 131,000 $ 73,000 $ 61,000 $ - $ 61,000 $ (12,000) -16.44% User Charges $10,118,443 $11,556,498 $10,334,984 $11,184,649 $ - $11,184,649 $ 849,665 8.22% Meter Charges $ 70,162 $ 59,744 $ 60,000 $ 60,000 $ - $ 60,000 $ - - Investment Income $ 8,659 $ 10,079 $ 7,500 $ 7,500 $ - $ 7,500 $ - - Fees&Charges $ 316,651 $ 435,295 $ 247,175 $ 247,175 $ - $ 247,175 $ - - FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 627,911 $ 631,564 $ 701,128 $ 771,886 $ - $ 771,886 $ 70,758 10.09% Expenses $ 366,033 $ 402,571 $ 427,025 $ 494,025 $ - $ 494,025 $ 67,000 15.69% Debt $ 1,307,938 $ 1,374,696 $ 1,466,428 $ 1,460,069 $ - $ 1,460,069 $ 6,359 -0.43% MWRA $ 6,695,144 $ 7,376,976 $ 7,246,531 $ 7,971,184 $ - $ 7,971,184 $ 724,653 10.00% OPEB $ - $ - $ 9,089 $ 9,089 $ - $ 9,089 $ - 0.00% Indirects $ 898,614 $ 877,411 $ 872,458 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3610 Water Operations $ 2,301,882 $ 2,408,831 $ 2,594,581 $ 2,725,980 $ - $ 2,725,980 $ 131,399 5.06% Total3620 MWRA $ 6,695,144 $ 7,376,976 $ 7,246,531 $ 7,971,184 $ - $ 7,971,184 $ 724,653 10.00% OPEB $ - $ - $ 9,089 $ 9,089 $ - $ 9,089 $ - 0.00% Indirects $ 898,614 $ 877,411 $ 872,458 $ 854,071 $ - $ 854,071 $ 18,387 -2.11% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual ppropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 499,951 $ 518,985 $ 551,607 $ 617,392 $ - $ 617,392 $ 65,785 11.93% Overtime $ 127,960 $ 112,579 $ 149,521 $ 154,494 $ - $ 154,494 $ 4,973 3.33% Personal Services $ 627,911 $ 631,564 $ 701,128 $ 771,886 $ - $ 771,886 $ 70,758 10.09% Contractual Services $ 135,301 $ 174,211 $ 215,525 $ 243,625 $ - $ 243,625 $ 28,100 13.04% Utilities $ 16,885 $ 13,159 $ 10,500 $ 13,500 $ - $ 13,500 $ 3,000 28.57% Supplies $ 199,307 $ 179,027 $ 167,000 $ 200,900 $ - $ 200,900 $ 33,900 20.30% Small Capital $ 14,541 $ 36,174 $ 34,000 $ 36,000 $ - $ 36,000 $ 2,000 5.88% Expenses $ 366,033 $ 402,571 $ 427,025 $ 494,025 $ - $ 494,025 $ 67,000 15.69% Debt $ 1,307,938 $ 1,374,696 $ 1,466,428 $ 1,460,069 $ - $ 1,460,069 1 $ (6,359) -0.43% MWRA $ 6,695,144 $ 7,376,976 $ 7,246,531 $ 7,971,184 $ - $ 7,971,184 $ 724,653 10.00 o OPEB $ - $ - $ 9,089 $ 9,089 $ - $ 9,089 $ - - Indirects $ 898,614 $ 877,411 $ 872,458 $ 854,071 $ - $ 854,071 1 $ (18,387) -2.11% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-26 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, by ensuring the proper and safe discharge of wastewater and by maintaining our commitment to improving the 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 began 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 pipe flushing program and root removal in all 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-27 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Public Works Director :Op arualgeir Of atrationos Seweir 5 u Igpe iriiirr tein7,rye mt L:M llicitt'Billing Crew�';I�riue$ aimaBer Heavy Equipment Departirent Operator Asrsiustant Laborer/Tiruck Deriver Seasonal Laborer Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Supt of Water& Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* 0.5 Crew Chief 1 1 1 1 Heavy Equipment Operator 2 2 2 2 -Department 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/5 PT In FY2019, budget reflect shift of Utility Billing Manager from Finance to be split between Water and Sewer. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 $10,617,900, a $935,386 or 9.66% increase over the FY2018 budget. The budget for Compensation is $359,312 and reflects a $50,563 or 16.38% increase, which is primarily due to the transfer of the Utility Billing Manager from Finance to Water/Sewer Operations, as well as increases for the cost of step increases and cost of living adjustments. The budget for Expenses is $408,150, an increase of $51,625 or 14.48%, which is primarily due to an increase of $25,000 for meter replacements in recognition of the growing demand, an increase of $10,000 in electricity to reflect actual experience and a net increase of and a net increase of $16,625 in facility service and repair expenses. Debt service is recommended to increase by $125,910 or 11.84%. The anticipated MWRA Assessment is $8,143,277, which is a $740,298 or 10% increase from FY2018. The MWRA will issue a preliminary assessment in February, followed by a final assessment in .tune. In FY2019, it is recommended that the Sewer Enterprise Fund continue contributing to the Other Post-Employment Benefits Trust Fund, which was initiated in FY2018. Indirect payments to the General Fund for those costs borne by the General Fund in support of sewer operations are projected at $513,817, a decrease of $33,010 or 6.04%. The decrease is primarily due to the transfer of the Utility Billing Manager from Finance, where the salary was included in Indirect costs from that department. Program Improvement Requests: None requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-29 Program: Public Works 3700 Sewer Enterprise Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy - - - - - - - - Enterprise Funds - - - - - - - - Retained Earnings $ - $ - $ - $ - $ - $ - - User Charges $ 9,216,503 1 $ 8,774,287 $ 9,319,514 $10,254,900 $ - 1 $10,254,900 1 $ 935,386 1 10.04 o Connection Fees $ 2,975 $ 2,784 $ - $ - $ - $ - $ -Investment Income $ 11,070 $ 13,531 $ 8,000 $ 8,000 $ - $ 8,000 $ - - Fees&Charges $ 533,274 $ 424,385 $ 355,000 $ 355,000 $ - $ 355,000 $ - - Total 00 •00 •00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 209,514 $ 261,525 $ 308,749 $ 359,312 $ - $ 359,312 $ 50,563 16.38% Expenses $ 295,145 $ 349,034 $ 356,525 $ 408,150 $ - $ 408,150 $ 51,625 14.48% Debt $ 1,021,867 $ 937,922 $ 1,063,349 $ 1,189,259 $ - $ 1,189,259 $ 125,910 11.84% MWRA $ 6,970,176 $ 71265,870 $ 7,402,979 $ 8,143,277 $ - $ 8,143,277 $ 740,298 10.00% OPEB $ - $ - $ 4,085 $ 4,085 $ - $ 4,085 $ - 0.00% Indirects $ 478,354 $ 503,898 $ 546,827 $ 513,817 $ - $ 513,817 $ (33,010) -6.04% Total 00 •00 •00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 3710 Sewer Enterprise $ 1,526,526 $ 1,548,482 $ 1,728,623 $ 1,956,722 $ - $ 1,956,722 $ 228,099 13.20% Total 3720 MWRA $ 6,970,176 $ 7,265,870 $ 7,402,979 $ 8,143,277 $ - $ 8,143,277 $ 740,298 10.00% OPEB $ - $ - $ 4,085 $ 4,085 $ - $ 4,085 $ - 0.00% Indirects $ 478,354 $ 503,898 $ 546,827 $ 513,817 $ - $ 513,817 $ 33,010 -6.04% Total 00 •00 •00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr'sRec. Increase Increase Salaries&Wages $ 169,508 $ 211,592 $ 239,830 $ 288,102 $ - $ 288,102 1 $ 48,272 20.13% Overtime $ 40,006 $ 49,933 $ 68,919 $ 71,211 $ - $ 71,211 1 $ 2,292 3.33% Personal Services $ 209,514 $ 261,525 $ 308,749 $ 359,312 $ - $ 359,312 $ 50,563 16.38% Contractual Services $ 96,470 $ 124,820 $ 166,775 $ 180,900 $ - $ 180,900 $ 14,125 8.47% Utilities $ 134,600 $ 122,870 $ 108,500 $ 118,000 $ - $ 118,000 $ 9,500 8.76% Supplies $ 63,702 $ 93,690 $ 67,750 $ 95,250 $ - $ 95,250 $ 27,500 40.59% Small Capital $ 373 $ 7,655 $ 13,500 $ 14,000 $ - $ 14,000 $ 500 3.70% Expenses $ 295,145 $ 349,034 $ 356,525 1 $ 408,150 $ - 1 $ 408,1501 $ 51,6251 14.48% Debt $ 1,021,867 $ 937,922 $ 1,063,349 $ 1,189,259 $ - $ 1,189,259 1 $ 125,9101 11.84% MWRA $ 6,970,176 $ 7,265,870 $ 7,402,979 $ 8,143,277 $ - $ 8,143,277 1 $ 740,298 1 10.00% OPEB $ - $ - $ 4,085 $ 4,085 $ - $ 4,085 $ - I' 70 Indirects $ 478,354 $ 503,898 $ 546,827 1 $ 513,817 1 $ - 1 $ 513,817 $ (33,010) -6.04% Total 00 •00 •00 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 V-30 Section VI: Program 4000: Public Safety This section includes detailed information about the FY2019 Operating Budget & Financing Plan for public safety. It includes: • 4100 Law Enforcement VI-2 • 4200 Fire & Rescue VI-7 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 FY2017, the Police Department responded to 12,411 calls for service with 440 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. 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. Assist the Board of Selectmen with planning, budgeting and constructing a new police station and improvements to Hartwell Avenue outdoor firing range; 2. Begin the reassessment of Department police for reaccreditation in January 2019; and 3. Achieve full staffing with a Sergeant assessment center (3 supervisory vacancies) and hiring 6-10 new officers. Chfiieff of Police Office IManiager Captain of Operations Captain of Adrmunaistratran Traffic Bureau Department Administrative Detective Super,,ir+ar As,sistarnt Patrol Lieuteineintts Sercleanit Lieutenant Parkinicl Detective Sergeant Enforcement Patrol Sere leant Dispatchers Prosecutor Officer AcGcrurut Cr Detective ay Patrol Officers Gc,rutrr 11 Assistant. Mlallcrt Cases Parking Lot Might Patrol DetectiveAttendants Officers Narcotics Narcotics Crossing Guards Cadets Detedive Family Services Detective Sclac�aull Resource Detective Canmi Horn nity Resaurce FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-3 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Authorized/Appropriated Staffing: FY2016 FY2017 FY2018 FY2019 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 29 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 2.06 2.04 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 art-time 0.54 0 0 0 Parking Lot Attendants -8 part-time 3.1 2.81 2.81 2.81 Crossin Guards - 16 art-time 3.48 3.48 3.48 3.48 50 Officers 50 Officers 50 Officers 50 Officers Overall staff changes from FY2016 to FY2019: FY2016 - Cadets increased from 2 to 4 in FY2016. Cadets work up to 18 hours per week. FY2016 -Additional funding for the 50th officer FY2017 -Animal Control changed to contracted service (27 hours/week)from the Town of Bedford FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-4 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended Police Department budget is $7,246,566 which is a $1,010 or 0.01% decrease from the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting, as well as a supplemental budget approved at Special Town Meeting 2017-3 for $28,000 to partially pay for repaving the parking lot at Church of Our Redeemer. A second $28,000 payment for FY2019 is included in the budget. The budget for Compensation is $6,320,811 and reflects a decrease of $26,238 or 0.41%, which reflects staff turnover with replacements at a lower salary level. FY2019 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $925,755 and reflects an increase of $25,228 or 2.80%, which is a net change due to transferring software maintenance costs for the new dispatch system to Information Technology, and removing a one-time contribution for a NEMLEC vehicle, offset by funding a program improvement to further support training programs provided by the Domestic Violence Service Network, anticipated increases in gasoline costs, and additional costs for overseeing the parking program. 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 Domestic Violence Service Network $ 5,000 0 $ 5,000 1 $ 5,000 $ - $ 5,000 1 $ - FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-5 Program: Public Safety 4100 Law Enforcement Town of Lexington, Massachusetts Budget Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $6,245,658 $6,031,925 $6,484,126 $6,483,116 $ 5,000 $6,488,116 $ 3,990 0.06% Fees&Charges Fees $ 82,500 $ 100,103 $ 104,000 $ 96,650 $ - $ 96,650 $ (7,350) -7.07% Fines&Forfeitures $ 274,569 $ 214,000 $ 235,600 $ 246,000 $ - $ 246,000 $ 10,400 4.41% Licenses&Permits $ 2,963 $ 3,300 $ 2,350 $ 2,800 $ - $ 2,800 $ 450 19.15% Parking Meter Fund* $ 395,000 $ 395,000 $ 421,500 $ 413,000 $ - $ 413,000 $ (8,500) (0.02) FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $6,224,424 $5,932,656 $6,347,049 $6,320,811 $ - $6,320,811 $ (26,238) -0.41% Expenses $ 776,266 $ 811,671 $ 900,527 $ 920,755 $ 5,000 $ 925,755 $ 25,228 2.80% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 4110 Police Administration $1,316,231 $1,309,234 $1,466,607 $1,490,609 $ - $1,490,609 $ 24,002 1.64% Total 4120 Patrol&Enforcement $3,736,202 $3,337,005 $3,635,873 $3,567,389 $ - $3,567,389 $ (68,484) -1.88% Total 4130 Traffic Bureau $ 341,995 $ 387,139 $ 440,756 $ 474,761 $ - $ 474,761 $ 34,005 7.72% Total 4140 Investigations $ 821,837 $ 826,574 $ 807,796 $ 812,448 $ 5,000 $ 817,448 $ 9,652 1.19% Total 4150 Dispatch $ 602,129 $ 678,684 $ 686,211 $ 684,363 $ - $ 684,363 $ (1,848) -0.27% Total 4160 Animal Control $ 36,687 $ 58,598 $ 61,004 $ 62,666 $ - $ 62,666 $ 1,662 1 2.72% Total 4170 Crossing Guards $ 145,608 $ 147,094 $ 149,329 $ 149,329 $ - $ 149,329 1 $ (0)1 0.00% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $5,189,117 $4,855,739 $5,514,733 $5,495,755 $ - $5,495,755 $ (18,978) -0.34% Overtime $1,035,307 $1,076,918 $ 832,316 $ 825,056 $ - $ 825,056 $ 7,260 -0.87% Personal Services $6,224,424 $5,932,656 $6,347,049 $6,320,811 $ - $6,320,811 $ (26,238) -0.41% Contractual Services $ 245,763 $ 325,201 $ 380,930 $ 395,625 $ 5,000 $ 400,625 $ 19,695 5.17% Utilities $ 97,207 $ 85,397 $ 108,543 $ 118,160 $ - $ 118,160 1 $ 9,617 8.86% Supplies $ 212,092 $ 174,586 $ 184,660 $ 180,576 $ - $ 180,576 1 $ (4,084) -2.21% Small Capital $ 221,204 $ 226,488 $ 226,394 $ 226,394 $ - $ 226,394 1 $ - 1 0.00% Expenses $ 776,266 $ 811,671 1 $ 900,5271 $ 920,7551 $ 5,000 $ 925,7551 $ 25,2281 2.80% "The Parking Nkter Fund revenue reflects transfers from the Fund to the General Fund rather than actual revenue from parking perm its,Depot Square lot fees,and m eter revenue. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. Provide additional training and professional development for fire officers. 2. Continue to build our community outreach for opioid education and prevention. 3. Develop an improved employee recruitment process to address diversity and retention. 4. Complete new fire station design and plan for move to temporary facility. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-7 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Fire Chief . ................. ..................................... 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 IFigihters EVIT/Paramiedlilc 2 shins @ 1 01sh A 2 shilts @ 111shift Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 42 42 42 44 -F i re P reve nti o n Assistant 0.86 0.86 0.86 0.86 FTE Total 63.86 63.86 63.86 65.86 Full-Time/Part-time Total 63FT/1PT 63FT/1PT 63FT/1PT 65FT/1PT FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-8 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended General Fund Fire Department budget is $6,950,710. The recommended budget is a $373,415 or 5.68% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The recommended budget for Compensation is $6,353,151, and reflects an increase of $333,867 or 5.55% over the restated FY2018 budget, for contractually obligated step increases and cost of living adjustments, as well as a program improvement to hire two additional staff in January 2019 to allow both ambulances to be staffed 24 hours a day, 7 days a week. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $597,559 and reflects a net increase of $39,548 or 7.09%, which is due to the one-time cost of replacing a command vehicle for the assistant chief, as well as $5,000 for protective equipment for the new staff. 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 $ 154,000 $ 34,565 1 $ 188,565 $ 79,500 $ 11,871 $ 91,371 $ 97,194 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-9 Program: Public Safety 4200 Fire & Rescue Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimated Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 4,802,864 $ 4,972,644 $ 5,297,644 $ 5,439,535 $ $ 5,439,535 $ 141,890 2.68% Fees&Charges - - - - - - - Ambulance Fees $ 1,394,394 $ 1,339,930 $ 1,200,000 $ 1,340,000 $ 79,500 $ 1,419,500 $ 219,500 18.29% Fire Department Fees $ 47,175 $ 41,325 $ 46,650 $ 46,675 $ - $ 46,675 $ 25 0.05% Licenses&Permits $ 44,495 $ 52,645 1 $ 33,000 $ 45,000 $ $ 45,000 $ 12,000 36.36% Total 00 0. 00 Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 5,793,416 $ 5,917,695 $ 6,019,283 $6,278,651 $ 74,500 $ 6,353,151 $ 333,867 5.55% Expenses $ 495,512 $ 488,850 $ 558,011 $ 592,559 $ 5,000 $ 597,559 $ 39,548 7.09% Total 00 0. 00 Program Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 4210 Fire Administration $ 418,466 $ 415,458 $ 454,220 $ 504,510 $ $ 504,510 $ 50,289 11.07% Total4220 Fire Prevention $ 241,451 $ 238,594 $ 226,417 $ 231,269 $ $ 231,269 $ 4,852 2.14% Total 4320 Fire Suppression $ 5,460,271 $ 5,594,229 $ 5,726,157 $ 5,961,231 $ 79,500 $ 6,040,731 $ 314,574 5.49% Total 4240 Emergency Medical Services $ 164,721 $ 154,113 $ 164,500 $ 168,200 $ - $ 168,200 $ 3,700 2.25% Total 4250 Emergency Management $ 4,018 $ 4,152 $ 6,000 $ 6,000 $ - $ 6,000 $ - Total 00 0. 00 Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 4,807,464 $ 4,867,346 $ 5,144,283 $ 5,368,651 $ 74,500 $ 5,443,151 $ 298,867 5.81% Overtime $ 985,952 $ 1,050,349 $ 875,000 $ 910,000 $ - $ 910,000 $ 35,000 4.00% Personal Services $ 5,793,416 $ 5,917,695 $ 6,019,283 $ 6,278,651 $ 74,500 $ 6,353,151 $ 333,867 5.55% Contractual Services $ 260,919 $ 255,440 $ 311,592 $ 307,000 $ - $ 307,000 $ 4,592 -1.47% Utilities $ 41,342 $ 31,624 $ 51,969 $ 52,359 $ - $ 52,359 $ 390 0.75% ,Supplies $ 174,498 $ 173,896 $ 162,950 $ 167,200 $ 5,000 $ 172,200 $ 9,250 5.68% Small Capital $ 18,752 $ 27,891 $ 31,500 $ 66,000 $ - $ 66,000 $ 34,500 109.52% Expenses $ 495,512 $ 488,850 $ 558,011 $ 592,559 $ 5,000 $ 597,559 $ 39,548 7.09% Total 00 0. 00 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VI-10 Section VII: Program 5000: Culture & Recreation This section includes detailed information about the FY2019 Operating Budget & Financing Plan for culture & recreation services. It includes: • 5100 Cary Memorial Library VII-2 • 5200 Recreation and Community Programs VII-6 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 Head of Youth Head of Adult Librarian I Services Services Library Associate Librarian II Librarian II Library Technicians Librarian I Librarian I Part-time Staff Library Associate Library Associate Library Technicians J Library Technicians Part-time Staff Part-time Staff Authorized/Appropriated Staffing: FY2016 FY2017 FY2018 FY2019 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 0 0 0 0 Head of Youth Services 1 1 1 1 Circulation Supervisor 1 0 0 0 Librarians 10 10 9.9 10 Library Associates 2 6 6 7 Library Technicians 14.6 11.3 11.1 10.1 Adult Pages 1.3 1.6 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-3 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended General Fund Library budget is $2,581,502, which is a $47,358 or 1.87% increase over the FY2018 budget. The General Fund operating budget for Compensation is $2,123,309, and reflects a $24,971, or 1.19% increase, which is attributable the cost of contractually obligated step increases. FY2019 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 $458,193 and reflects a $22,387 or 5.14% increase, which is primarily driven by increases for supplies and materials, but also reflects an investment of $3,000 to support additional employee travel to professional development conferences. 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 that substantially closed this funding gap. The FY2019 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 Travel Funds for Conference Attendance 3,000 $ $ 3,000 $ 3,000 $ - $ 3,000 $ FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-4 Program: Culture & Recreation 5100 Cary Memorial Library Town of Lexington, Massachusetts Budget Summary: FY2016 FY2011 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $2,394,198 $2,485,004 $ 2,534,144 1 $2,578,502 $ 3,000 1 $2,581,502 1 $ 47,358 1.87% Total 00 00- 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $2,008,885 1 $2,082,283 1 $ 2,098,338 1 $2,123,309 $ - 1 $2,123,309 1 $ 24,971 1.19% Ex enses $ 385,313 1 $ 402,721 $ 435,806 $ 455,193 $ 3,000 $ 458,193 1 $ 22,387 5.14% Total 00 00- 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 5110 General&Tech.Services $ 442,698 $ 458,913 $ 469,188 $ 483,429 $ 3,000 $ 486,429 $ 17,241 3.67% Total 5120 Adult Library $1,443,644 $1,507,252 $ 1,421,146 $1,383,045 $ - $ 1,383,045 $(38,101) -2.68% Total 5130 Children's Library $ 507,856 $ 518,838 $ 643,810 $ 712,027 $ - $ 712,027 $ 68,217 10.60% Total 00 00- 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,961,214 $2,032,823 $ 2,042,485 $2,066,730 $ - $2,066,730 $ 24,245 1.19% Overtime(Sunday Premium $ 47,671 $ 49,460 $ 55,853 $ 56,578 $ - $ 56,578 $ 725 1.30% Personal Services $2,008,885 $2,082,283 $ 2,098,338 $2,123,309 $ - $2,123,309 $ 24,971 1.19% Contractual Services $ 91,044 $ 93,538 $ 101,800 $ 109,600 $ 3,000 $ 112,600 $ 10,800 10.61% Utilities $ 12,144 $ 8,438 $ 12,200 $ 9,200 $ - $ 9,200 $ 3,000 -24.59% Su lies $ 246,137 $ 257,481 $ 281,806 $ 295,393 $ - $ 295,393 $ 13,587 4.82% Small Capital $ 35,988 $ 43,264 $ 40,000 $ 41,000 $ - $ 41,000 $ 1,000 2.50% Expenses $ 385,313 1 $ 402,721 1 $ 435,8061 $ 455,193 1 $ 3,000 $ 458,193 $ 22,387 5.14% Total 00 00- 000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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: The Department operates as an Enterprise Fund whereby program and facility fees are anticipated to cover the direct 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 FY2019, the Department is contributing $261,826 to the General Fund to cover the costs of employee benefits and indirect services funded in the General Fund that support the Department's Recreation and Pine Meadows Golf Course Divisions. The Department offers a wide variety of leisure, socialization and recreational opportunities for individuals of all ages and abilities. Departmental staff plan, schedule and coordinate programs, activities and special events and trips using facilities that include the Lexington Community Center, the Public 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. Pursue and Obtain Parks & Open Space opportunities to increase the community resource inventory of playing fields and pocket parks. 2. Expand Community Center program opportunities. 3. Hold quarterly stakeholders meetings with town and community-wide service organizations that offer educational, social, cultural, and active and passive opportunities to the citizens of Lexington. 4. Master Plan of the Community Center Property and plan for Phase II of the Community Center Annex. 5. Continue implementation of the Recreation and Community Programs Department Strategic Plan. 6. Develop a plan for instituting an ID membership system for use by participants at all Recreation and Community Programs Department programs and facilities. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-6 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA 7. Research potential local, state and federal grants that could assist with program costs and capital improvement projects. 8. Evaluate current available community resources and programs that are inclusive and adaptive with a Certified Therapeutic Recreation Specialist who will work to develop new programs and opportunities for community members of all ages E tor of Recreation and Recreation mmunity Programs Committee Pine Meadows Golf Course Assistant director Community Center of Recreation Director Administrative Office Manager Assistant 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-7 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Director of Recreation and 1 1 1 1 Community Programs Assistant Director 1 1 1 1 Municipal Assistant(Clerk)' 1.34 1.34 1.34 1.57 Administrative Assistant 1 1 1 1 Recreation Supervisor 1 1 1 1 Certified Therapeutic Recreation 0 0 0 0.34 Specialist Seasonal (Part Time) 175+/- 175+/- 225+/- 225+/- Subtotal FTE 5.34 5.34 5.34 5.91 Subtotal FT/PT 5FT/1 PT 5FT/1 PT 5FT/1 PT 5FT/3PT Program: 5000 Culture & Recreation Subprogram: 5230 Community Center FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Community Center Director 1 1 1 1 Office Manager 1 1 1 1 Municipal Assistant(Clerk)3 1.5 2 2 2 Program Coordinator 1 1 1 1 EveningM ekend Bld Supervisor 1 1 1 1 Seasonal (Part Time) 50+/- 50+/- 50+/- 50+/- Subtotal FTE 5.5 6 6 6 Subtotal FT/PT 5FT/1PT 6 FT 6 FT 6 FT Total FTE : . Total FT/PT I OFT/2PT+ I I FT/1 PT+ I I FT/1 PT+ I I FT/3PT+ Seasonal Seasonal Seasonal Seasonal In FY2019, a seasonal Municipal Assistant (Clerk)will be extended as a part-time employee for the entire year, not only in the Summer. 2 In FY2019, a part-time Certified Therapeutic Recreation Specialist will be added to staff for the full year. 3 Municipal Assistant (Clerk) hours increased to full-time in FY2017. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-8 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA Budget Recommendations: The FY2019 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 $3,112,319. The recommended budget is a $132,379 or 4.44% increase over the FY2018 budget, and reflects increases to Personal Services and Expenses, offset by a reduction in Debt Service with the final debt payment for Lincoln Field planned for February 2018. 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 FY2019, with $214,292 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 supports 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 $1,416,168, and reflects a $107,499 or 8.21% increase which reflects prospective step increases, prospective cost-of-living adjustments, and an increase in hourly rates for Seasonal staff. In addition, a seasonal part- time summer clerk will be converted to an annual part-time position to provide support throughout the year, and a part-time Certified Therapeutic Recreation Specialist will be hired to evaluate current offerings and create additional opportunities for the special needs population. The recommended budget for Expenses is $1,434,325 and reflects a $117,880 or 8.95% increase from FY2018, primarily due to expanded Recreation program offerings taught by contract staff, the transition to a full-color seasonal brochure, and increased electric costs due to the new lights at Lincoln Field. The recommended budget for Expenses for the operation of the Pine Meadows Golf Course of $561,470 reflects a net increase of $15,950 or 2.92%. The current course management contract will expire at the end of calendar year 2018, and will be rebid in the Fall. There is an increase of $7,000, or 2.75% in indirect payments to the General Fund to support those costs incurred in the General Fund that support the Recreation Enterprise Fund. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-9 Program: Culture & Recreation 5200 Recreation & Community Programs Town of Lexington,MA 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 Certified Therapeutic Recreation $ 12,480 IF$ 181 $ 12,661 $ 12,480 $ 181 $ 12,661 $ Specialist Municipal Assistant 1 $ 6,240 $ 90 $ 6,330 $ 6,240 1 $ 90 $ 6,330 $ Budget Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 216,836 $ 267,447 $ 220,152 $ 214,292 $ $ 214,292 $ (5,860) -2.66% Enterprise Funds $ - $ - $ - $ - $ $ - $ Retained Earnings $ - $ 43,028 $ 375,000 $ 375,000 $ $ 375,000 $ Recreation User Charges $1,284,068 $1,307,341 $ 1,072,213 $ 1,291,732 $ 18,720 $ 1,310,452 $ 238,239 22.22% Community Center User Charges $ 278,506 $ 336,919 $ 533,2531 $ 433,253 $ - $ 433,253 1 $ 100,000 18.75010 Golf User Char es $ 852,038 $ 771,716 $ 775,000 1 $ 775,000 $ $ 775,000 1 $ Investment Income $ 3,218 $ 4,322 $ 4,322 1 $ 4,322 $ $ 4,322 1 $ Total00 - 0• FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $1,034,427 $1,189,073 $ 1,308,669 $ 1,397,448 $ 18,720 $ 1,416,168 $ 107,499 8.21% Expenses $1,075,562 $1,193,874 $ 1,316,445 $ 1,434,325 $ - $ 1,434,325 $ 117,880 8.95% Debt Service $ 100,000 $ 100,000 $ 100,000 $ - $ $ - $ (100,000) -100.00% Indirect Costs Trans.to Gen.Fund $ 240,608 $ 247,826 $ 254,826 $ 261,826 $ $ 261,826 $ 7,000 2.75% Total00 - 0• FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 5210 Recreation $1,216,239 $1,349,550 $ 1,412,709 $ 1,477,772 $ 18,720 $ 1,496,492 $ 83,783 5.93% Total 5220 Pine Meadows $ 485,328 $ 491,162 $ 545,520 $ 561,470 $ - $ 561,470 $ 15,950 2.92% Total 5230 Community Center $ 508,422 $ 642,236 $ 766,885 $ 792,531 $ - $ 792,531 $ 25,646 3.34% Indirect Costs $ 240,608 $ 247,826 $ 254,826 $ 261,826 $ 261,826 $ 7,000 2.75% Total00 - 0• FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $1,034,427 $1,189,073 $ 1,308,669 $ 1,397,448 $ 18,720 $ 1,416,168 $ 107,499 8.21% Overtime $ $ $ - $ $ - $ - $ - Personal Services $1,034,427 $1,189,073 $ 1,308,669 $ 1,397,448 $ 18,720 $ 1,416,168 $ 107,499 8.21% Contractual Services $ 910,080 $1,064,582 $ 1,124,070 $ 1,227,980 $ - $ 1,227,980 $ 103,910 9.24% Utilities $ 56,982 $ 47,800 $ 56,180 $ 63,750 $ $ 63,750 $ 7,570 13.47% Supplies $ 82,377 $ 80,995 $ 127,195 $ 133,095 $ $ 133,095 $ 5,900 4.64% Small Capital $ 26,123 $ 497 $ 9,000 $ 9,500 $ $ 9,500 $ 500 5.56% Expenses $1,075,562 $1,193,874 $ 1,316,445 $ 1,434,325 $ $ 1,434,325 $ 117,880 Debt $ 100,000 $ 100,000 1 $ 100,000 $ $ I $ $ (100,000) -100.00% Indirect $ 240,608 $ 247,82E 1 $ 254,8261 $ 261,82E 1 $ 1 $ 261,82E $ 7,0001 2.75% Total00 - 0• FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VII-10 Section VIII: Program 6000: Human Services This section includes detailed information about the FY2019 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 started a new Lexpress bus service contract in July 2017. Departmental Initiatives: 1. Participate in mental health review in collaboration with Town and School staff and the Human Services Committee. 2. Improve overall department functioning and communication through the implementation of laser fiche, standardization of forms and updates to the Human Services database. 3. Form a crisis intervention and prevention team with Police, Fire, Health, Schools, Library, Recreation and community stakeholders to align response and communication protocols and develop education and support for Lexington residents of all ages around risk and mental health. 4. Collaborate with UMass/Boston on the Age Friendly Community process. 5. Collaborate with Recreation and Community Programs staff to continue best practices in programming and shared customer services and develop a robust volunteer program at the Community Center. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VIII-2 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Town 1Mainager m, W,,,....,., wm, Weterans per ic.e Cf s riot Di re do IH a rmia n S e nj ice � �. Direvor Part-Tine' 30 ";edtord, ------ Office Manager Adl lllllrist'rat vm - luniciipal Cder1N� elnor Tax �mmm Program oldu'nteer5 ul Bl ulna I ilre tar AssIttaIn l:IDrector ; Transportation q of Youth and of Senior Services ' Services Manager,' Family Servic:emn NSF Iarnilll S._. oi; enllormimoordinatla�rer E llintelms Nurse R eglllstered i D'ietician tp oordll'lat^oir I In rfelr II.S FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VIII-3 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Authorized/Appropriated Staffing: FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Director of Human Services 1 1 1 1 Assistant Director of Senior Services 1 1 1 1 Youth and Family Services Social Worker 1 1 1 1 Senior Services Coordinator 1 1 1 1 Senior Services Nurse' 0.42 0.42 0.42 0.57 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 0.51 0.51 0.51 0.51 Transportation Services Manager 3 0.69 0.69 0.69 0.8 Municipal Transportation Assistane 0.6 0.8 0.8 0.8 Registered Dieticians - PT PT PT Volunteer Coordinators - PT PT PT Explanatory Notes: (1) The weekly hours for the Senior Services Nurse were increased from 15 to 20 in FY2019. (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) The new Transportation Services Manager will be hired at 28 hours per week rather than the 24 that had been filled previously. (4) Municipal Transportation Assistant hours were increased from 20 to 28 hours in FY2017. Funds were re- allocated from Supportive Living expenses to accommodate this increase. (5) The part-time, hourly, temporary positions of Registered Dietician and Volunteer Coordinator were added in FY2017 and are 100% funded by grants from the Executive Office of Elder Affairs and the Dana Home Foundation. Available hours vary due to amount of funding. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VIII-4 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Budget Recommendations: The requested FY2019 All Funds Human Services budget is $1,717,322 which is a $189,046, or 12.37%, increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 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. Beginning in FY2019, the Town of Bedford will be reimbursing Lexington for additional VSO services as a result of the additional staff time the District Director is devoting to Veterans services at the new Bedford Green housing complex on the grounds of the VA Hospital in Bedford. The Human Services FY2019 recommended General Fund operating budget request is $1,465,284 and reflects a $162,313 or 12.46% increase over the restated FY2018 budget. The General Fund operating budget for Compensation is $669,089, and reflects a $119,925 or 21.84% increase, which is due to program improvements to add a staff person to provide additional community support at Youth and Family Services, and to increase the hours of the Senior Services Nurse to allow her to do more outreach. Compensation also reflects the cost of contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $796,195 and reflects a $42,388 or 5.62% increase, which incorporates program improvements to engage with UMass Boston to conduct an Age Friendly Lexington assessment and expand use of credit cards for Lexpress bus passes, as well as contractual increases for the Lexpress bus service contract. 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 Youth and Family Services Additional $ 82,000 $ 17,391 $ 99,391 $ 82,000 $ 17,391 $ 99,391 $ Supports Age Friendly Lexington-UIVASS Boston $ 35,000 $ - $ 35,000 $ 35,000 $ 35,000 $ - Transportation Strategic Plan $ 25,000 $ - $ 25,000 $ - $ - $ 25,000 Senior Services Nurse $ 9,620 $ 15,686 $ 25,306 $ 9,620 $ 15,686 $ 25,306 $ - Credit Card Processing Fees $ 1,500 $ - $ 1,500 $ 1,500 $ 1,500 $ - FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VIII-5 Program: Human Services 6100-6200 Human Services Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources(General Fund) Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Levy $ 880,231 $ 820,340 $1,089,059 $1,123,252 $ 128,120 $1,251,372 $ 162,313 14.90% Veteran Benefits Reimbursement $ 75,802 $ 85,558 $ 54,912 $ 54,912 $ - $ 54,912 $ - - TDMAllocafion $ 91,600 $ 91,000 $ 91,000 $ 91,000 $ $ 91,000 $ Fees Lexpress Fares $ 77,031 $ 68,886 $ 68,000 $ 68,000 $ $ 68,000 $ - 0.00% Total 000 0. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 481,215 1 $ 492,792 1 $ 549,164 1 $ 577,469 1 $ 91,620 1 $ 669,089 1 $ 119,925 21.84% Ex enses $ 643,449 1 $ 572,993 1 $ 753,807 1 $ 759,695 $ 36,500 $ 796,195 $ 42,388 5.62/ Total 000 0. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 6110 Administration $ 200,927 $ 205,426 $ 224,113 $ 227,846 $ $ 227,846 $ 3,733 1.67% Total 6140 Veterans'Services $ 175,758 $ 133,730 $ 186,904 $ 167,258 $ $ 167,258 $ 19,646 -10.51% Total 6150 Youth&Family Services $ 80,549 $ 78,206 $ 91,419 $ 94,965 $ 82,000 $ 176,965 $ 85,546 93.58% Total 6170 Senior Services&Community Programs $ 121,210 $ 118,143 $ 166,056 $ 173,607 $ 44,620 $ 218,227 $ 52,171 31.42% Total 6210 Transportation Services $ 546,220 $ 530,279 $ 634,479 $ 673,488 $ 1,500 $ 674,988 $ 40,509 6.38% Total 000 0. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 481,215 $ 492,792 $ 549,164 $ 577,469 $ 91,620 $ 669,089 $ 119,925 21.84% Overtime $ $ $ - $ $ $ - $ - Personal Services $ 481,215 $ 492,792 $ 549,164 $ 577,469 $ 91,620 $ 669,089 $ 119,925 21.84% Contractual Services $ 610,707 $ 548,188 $ 716,807 $ 723,548 $ 36,500 $ 760,048 $ 43,241 6.03% Utilities $ 3,030 $ 2,012 $ 3,300 $ 2,947 $ - $ 2,947 $ (353) -10.70% Supplies $ 26,017 $ 19,412 $ 30,200 $ 29,700 $ $ 29,700 $ 500 -1.66% Small Capital $ 3,695 $ 3,380 $ 3,500 $ 3,500 $ $ 3,500 $ - - Expenses $ 643,449 $ 572,993 $ 753,807 $ 759,695 $ 36,500 $ 796,195 $ 42,388 5,62% Total 000 0. Budget Summary-Revolving Funds*and Grants -•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•-•- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase EOEA Grant $ 71,082 $ 78,650 $ 78,980 $ 78,980 $ $ 78,980 $ - - Veterans Services Regional Funding from Bedford $ 35,876 $ 37,227 $ 40,081 $ 41,815 $ $ 41,815 $ 1,734 4.33% Senior Services Revolving Fund $ 27,184 $ 53,433 $ 50,000 $ 75,000 $ $ 75,000 $ 25,000 50.00% MBTA Grant $ 52,000 $ 54,080 $ 56,243 $ 56,243 $ $ 56,243 $ - - Total.000 0- *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriations Summary(Non-General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase EOEA Grant $ 112,021 $ 89,030 $ 78,980 $ 78,980 $ $ 78,980 $ Personal Services $ 61,225 $ 63,365 $ 58,575 $ 58,575 $ $ 58,575 $ Expenses $ 50,796 $ 25,666 $ 20,405 $ 20,405 $ $ 20,405 $ Veterans'Services Regional Funding $ 34,834 $ 36,856 $ 40,081 $ 41,815 $ $ 41,815 $ 1,734 4.33% Personal Services $ 34,016 $ 36,053 $ 38,237 $ 39,971 $ $ 39,971 $ 1,734 1 4.53% Expenses $ 818 $ 802 $ 1,844 $ 1,844 $ $ 1,844 $ - - Senior Services Revolving Fund Expenses $ 28,414 $ 44,963 $ 50,000 $ 75,000 $ $ 75,000 $ 25,000 50.00% MBTAGrant-Transportation Services Expenses $ 52,000 $ 54,080 $ 56,243 1 $ 56,243 $ 1 $ 56,243 $ - - Total 000 0- Budget Summary-All Funds FY2016 I FY2017 I FY2018 FY2019 Manager's I FY2019 Dollar Percent Appropriation Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. I Increase Increase Compensation $ 576,456 1 $ 592,210 1 $ 645,976 1 $ 676,015 1 $ 91,620 1 $ 767,635 1 $ 121,658 18.83% Ex enses $ 775,478 1 $ 698,504 1 $ 882,299 1 $ 913,187 $ 36,500 $ 949,687 $ 67,388 7.64/ Total.000 0- FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 VIII-6 Section IX: Program 7000: Land Use, Health and Development Department This section includes detailed information about the FY2019 Operating Budget & Financing Plan for the Land Use, Health and Development Department. 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-1 This Page Left Blank Intentionally MORNiN APRIL IQTH 4t ING10 Program: Land Use, Health and Development Department 7100 Program Summary Town of Lexington, Massachusetts Mission: The Land Use, Health and Development Department 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, land conservation 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 Land Use, Health and Development Department is comprised of: Building and Zoning, Conservation, Health, Planning, Economic Development. The Building and Zoning Office 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 Public Health Division 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 Office 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. The Economic Development Office manages the Visitors Center and Tourism operations. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-2 Program: Land Use, Health and Development Department 7100 Program Summary Town of Lexington, Massachusetts Departmental Initiatives: 1. Support the community-wide process to update the Lexington Comprehensive Plan. 2. Advance the transition from ViewPermit to ViewPoint Cloud. 3. Conclude the implementation of Laserfiche for document scanning and retrieval. Assistant Town Manager for Development Office Manager Department Assistants Public Health P Building Economic Director Commissioner [=Pla;nningctor 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-3 Program: Land Use, Health and Development Department 7100 Program Summary Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Administration Department Office Manager 1 1 1 1 Administration Department Assistants 4 4 4 5 Economic Development Director 1 1 1 1 Economic Development/Visitor Center Coordinator 1 1 1 1 Visitor Services Manager 1 1 1 1 Visitor Center Staff(6PT) 4.75 4.75 4.75 4.75 Visitor Center PT Assistant Manager' 0.56 0.56 0.56 Battle Green Guides Seasonal Seasonal Seasonal Seasonal Liberty Ride Coordinator 0.7 0.7 0.7 0.7 Liberty Ride Guides Seasonal 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 Zoning 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 Buildinq Inspector 0.21 0.21 0.38 0.38 Explanatory Notes: 'Position added in FY2017. ZThe full-time Public Health Nurse is shared between Lexington(6)and Belmont(4)per Nursing services Agreement executed in FY2009. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-4 Program: Land Use, Health and Development Department 7100 Program Summary Town of Lexington, Massachusetts Budget Recommendations: The FY2019 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 $2,978,985. The recommended budget is a $108,824 or 2.18% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect a supplemental appropriation approved at the 2017-3 Special Town Meeting, and to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The FY2019 recommended Land Use, Health and Development General Fund operating budget is $2,391,481 which is a $21,112, or 0.89% increase from the restated FY2018 General Fund budget. The General Fund operating budget for Compensation is $1,994,038 and reflects a $119,407 or 6.37% increase, which is attributable to the cost of contractually obligated cost of living and step increases, a program improvement for additional administrative support, and funding for additional summer interns for the Conservation and Economic Development Offices. FY2019 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $443,598 and reflects a net decrease of $52,140 or 10.52%, which reflects funding to design a gateway sign at Hartwell Avenue, and is offset by removing one-time FY2018 costs throughout the budget. The FY2019 recommended budget for the Health Program, Liberty Ride, and Visitor Center revolving funds is $541,349, an increase of $41,457 or 8.31%, driven primarily by increased costs for vaccination clinics funded from the Health Program Revolving Fund. 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 Administrative Assistant $ 46,155 $ 16,871 $ 63,027 $ 46,155 $ 16,871 $ 63,027 $ Department Interns-Conservation and $ 8,000 $ 116 $ 8,116 $ 8,000 $ 116 $ 8,116 $ - Economic Development Assistant Building Commissioner $ 20,000 $ 290 $ 20,290 $ - $ - $ 20,290 Hartwell Gateway Signage $ 50,000 $ - $ 50,000 $ 10,000 $ 10,000 $ 40,000 General Fund Support of Visitors Center $ 41,400 $ - $ 41,400 $ - $ 41,400 Marketing Budget Increase $ 12,000 $ 12,000 $ $ - $ 12,000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-5 Program: Land Use, Health and Development Department 7100 Program Summary Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Le $ 459,544 $ 636,275 $ 616,559 $ 495,361 $ 64,155 $ 559,516 $ 57,043 -9.25% TDM Stabilization Fund $ $ 45,400 $ 46,000 $ 46,000 $ 46,000 $ Center Impr.District Stabilization Fund $ $ - $ 27,000 $ 27,000 $ - $ 27,000 $ Fees&Charges Departmental Fees $ 72,243 $ 87,457 $ 79,210 $ 134,120 $ 134,120 $ 54,910 69.32% Licenses&Permits $ 2,356,462 $ 2,590,371 $ 1,601,600 $ 1,671,000 $ 1,671,000 $ 69,400 4.33% Total 00 0: FY20ff FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(General Fund) ActuActual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 1,654 1,771,927 $ 1,874,631 $ 1,939,883 $ 54,155 $ 1,994,038 $ 119407 6.37%$ 314 315,026 $ 495,738 $ 433,598 $ 10,000 $ 443,598 $ 52,140 10.52% Total 00 0: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Level-Service Requests(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 7110 Building&Zonin $ 531,678 $ 546,935 $ 603,605 $ 606,153 $ - $ 606,153 $ 2,548 0.42% Total 7120 Administration $ 345,196 $ 389,909 $ 448,650 $ 466,855 $ 46,155 $ 513,010 $ 64,360 14.35% Total7130 Conservation $ 231,384 $ 223,957 $ 235,849 $ 243,485 $ 3,000 $ 246,485 $ 10,636 4.51% Total 7140 Health $ 283,338 $ 288,005 $ 315,266 $ 319,086 $ - $ 319,086 $ 3,820 1.21% Total 7200 Planning $ 305,009 1 $ 334,628 IT 4 44,508 $ 387,163 1 $ - $ 387,163 1 $ 17,345 -4.29% Total 7310 Economic Development $ 272,556 $ 303,518 $ 362,490 1 $ 350,738 00$ 15,0 $ 365,738 $ 3,248 0.90% Total 00 0: ;FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar PerqObject Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase IncrSalaries&Wa es ,637,989 $ 1,757,018 $ 1,843,552 $ 1,907,771 $ 54,155 $ 1,961,927 $ 118374 Overtime 16,828 $ 14,908 $ 31,078 $ 32,111 $ $ 32,111 $ 1,033 Personal Services $ 1,654,817 $ 1,771,927 $ 1,874,631 $ 1,939,883 $ 54,155 $ 1,994,038 $ 119,407 6Contractual Services $ 254,251 $ 260,345 $ 427,514 $ 372,126 $ 10,000 $ 382,126 $ 45,388 -1 . Utilities $ 8,579 $ 7,571 $ 12,252 $ 12,062 $ - $ 12,062 $ 190 -1.55% Supplies $ 51,515 $ 46,540 $ 55,972 $ 49,410 $ $ 49,410 $ 6,562 -11.72% Small Capital $ - $ 384 $ - $ - $ $ - $ - Expenses $ 314,345 $ 314,840 $ 495,738 $ 433,598 $ 10,000 $ 443,598 $ (52,140) -10.52% Total 00 0: Budget Summary -Revolving Funds '_._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._.. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Health Department Revolving Fund $ 25,197 $ 45,780 $ 45,000 $ 45,000 $ $ 45,000 $ 0.00% Liberty Ride Revolving Fund $ 216,884 $ 199,346 $ 200,000 $ 200,000 $ $ 200,000 $ 0.00% Visitor Center Revolving Fund $ 197,186 $ 203,722 $ 193,539 $ 193,539 $ $ 193,539 $ 0.00% Total 00 00 *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(Revolving Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7140-Health Program Revolving Fund $ 13,810 $ 13,947 $ 14,000 $ 45,000 $ $ 45,000 $ 31,000 221.43% Expenses $ 13,810 $ 13,947 $ 14,000 $ 45,000 $ $ 45,000 $ 31,000 221.43% 7320-Liberty Ride $ 200,122 $ 197,035 $ 284,174 $ 284,361 $ $ 284,361 $ 187 0.07% Compensation $ 57,583 $ 63,549 $ 78,800 $ 80,987 $ $ 80,987 $ 2,187 2.78% Expenses $ 142,539 $ 133,486 $ 205,374 $ 203,374 $ $ 203,374 $ 2,000 -0.97% 7340-Visitor Center $ 188,674 $ 209,372 $ 201,618 $ 211,988 $ $ 211,988 $ 10,370 5.14% Compensation $ 89,827 $ 102,543 $ 99,368 $ 103,038 $ $ 103,038 $ 3,670 3.69% Expenses $ 98,847 $ 106,829 $ 102,250 $ 108,950 $ $ 108,950 $ 6,700 6.55% 00 Budget Summary -,-A,I T Funds---------'_._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._.. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 1,802,227 $ 1,938,019 $ 2,052,799 $ 2,123,908 $ 54,155 $ 2,178,063 $ 125,264 6.10% Ex enses $ 569,540 $ 569,288 $ 817,362 $ 790,922 $ 10,000 $ 800,922 $ 16,440 2.01% Total 00 0: FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-6 Program: Land Use, Health and Development Department 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-7 Program: Land Use, Health and Development Department 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 FY2016 FY2017 FY2018 FY2019 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* 0.21 1 0.21 1 0.38 0.38 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-8 Program: Land Use, Health and Development Department 7110 Building and Zoning Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended Building and Zoning budget is $606,153 a $2,548 or 0.42% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The recommended budget for Compensation is $543,413 and reflects a $7,948, or 1.48% increase, which is net increase due to staff turnover and the cost of contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $62,740 and reflects a net decrease of $5,400 or 7.92% from FY2018, due to adjusting budget levels to reflect actual experience in several items. 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 Assistant Building Commissioner 20,000 $ 290 $ 20,290 $ $ $ 20,290 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-9 Program: Land Use, Health and Development Department 7110 Building and Zoning Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $(1,781,780) $(2,007,214) $ (961,995) $(1,031,847) $ - $(1,031,847) $ (69,852) 7.26% Directed Funding Departmental Fees $ 8,660 $ 2,278 $ 12,000 $ 12,000 $ 12,000 $ - - Licenses and Permits $ 2,304,798 $ 2,551,872 $ 1,553,600 $ 1,626,000 $ 1,626,000 $ 72,400 1 4.66% 0. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 491,557 1 $ 509,531 1 $ 535,465 1 $ 543,413 $ - 1 $ 543,413 1 $ 7,948 1 1.48% Expenses $ 40,121 1 $ 37,405 $ 68,140 $ 62,740 $ - 1 $ 62,740 1 $ (5,400) -7.92% 0. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 488,146 $ 506,591 $ 529,792 $ 537,552 $ - $ 537,552 $ 7,760 1.46% Overtime $ 3,411 $ 2,940 $ 5,673 $ 5,861 $ - $ 5,861 $ 189 3.33% Personal Services $ 491,557 $ 509,531 $ 535,465 $ 543,413 $ - $ 543,413 $ 7,948 1.48% Contractual Services $ 32,009 $ 27,946 $ 56,560 $ 52,140 $ - $ 52,140 14,4210 -7.81% Utilities $ 4,929 $ 3,871 $ 7,480 $ 6,200 $ - $ 6,200 (1,28 -17.11% Supplies $ 3,183 $ 5,402 $ 4,100 $ 4,400 $ - $ 4,400 30 7.32% Small Capital $ - $ - $ - $ - $ - $ - - - Expenses $ 40,121 $ 37,219 $ 68,140 $ 62,740 $ - $ 62,740 $ (5,400) -7.92% 0. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-10 Program: Land Use, Health and Development Department 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 Land Use, Health and Development Department. Departmental Initiatives: 1. Improve workflow between Managers and Administrative staff. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-11 Program: Land Use, Health and Development Department 7120 Administration Town of Lexington, Massachusetts Asssta nit Tow n IMana geir for Develolprnieint Office i ainage r De 7�pairtrment Asrs��stants Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Assistant Town Manager 1 1 1 1 Office Manager 1 1 1 1 Department Assistants 1 4 4 4 5 'Total Total FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-12 Program: Land Use, Health and Development Department 7120 Administration Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2019 General Fund budget for the Office of Administration is $513,010, an increase of $64,360 or 14.35% more than the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The General Fund operating budget for Compensation is $458,110 and reflects an increase of $68,166 or 17.48% for a program improvement for additional administrative support, and contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $54,900 and reflects a net decrease of $3,806 or 6.48%, which is primarily due to adjusting expense budgets to reflect actual need. 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 Administrative Assistant $ 46,155 $ 16,871 $ 63,027 $ 46,155 $ 16,871 $ 63,027 $ - FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-13 Program: Land Use, Health and Development Department 7120 Administration Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 333,996 $ 381,809 $ 434,950 $ 453,155 $ 46,155 $ 499,310 $ 64,360 14.80% Directed Funding Departmental Fees $ 11,200 $ 8,100 $ 13,700 $ 13,700 $ 13,700 $ - - FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 329,869 1 $ 357,811 1 $ 389,944 1 $ 411,955 1 $ 46,155 1 $ 458,110 1 $ 68,166 17.48% Expenses $ 15,328 1 $ 32,099 1 $ 58,706 1 $ 54,900 1 $ - 1 $ 54,900 1 $ (3,806) -6.48% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 321,163 $ 349,518 $ 378,467 $ 400,096 $ 46,155 $ 446,251 $ 67,784 17.91% Overtime $ 8,706 $ 8,292 $ 11,477 $ 11,859 $ - $ 11,859 $ 382 3.33% Personal Services $ 329,869 $ 357,811 $ 389,944 $ 411,955 $ 46,155 $ 458,110 $ 68,166 17.48% Contractual Services $ 7,862 $ 25,428 $ 46,606 $ 47,300 $ - $ 47,300 $ 694 1.49% Utilities $ 495 $ 555 $ 600 $ 600 $ - $ 600 $ - I - Supplies $ 6,970 $ 6,115 $ 11,500 $ 7,000 $ - $ 7,000 $ (4,500) -39.13% Small Capital $ - $ - $ - $ - $ - $ - $ - I - Expenses 1 $ 15,3281 $ 32,099 1 $ 58,7061 $ 54,900 $ - 1 $ 54,900 $ (3,806) -6.48% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-14 Program: Land Use, Health and Development Department 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 provides administration, interpretation and enforcement of all applicable State laws and Local codes; counsel, guidance and education to the public on environmental issues; research and reports on relevant issues for the Commission meetings to aid the Commission in key decision making; enforcement of permit conditions through construction inspections; management of 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. Departmental Initiatives: 1. Continue to implement available technology to improve workflows and increase efficiencies, including the Laserfiche Document Imaging Software for conservation records, including converting historical records to digital format and migrating into software, the conservation module of the ViewPermit Software to provide a comprehensive electronic permit management and tracking system, and Novus Agenda for planning and tracking Conservation Commission meetings. 2. Plan for and acquire open space parcels as prioritized by the Conservation Commission. 3. Implement the numerous conservation land management projects, including meadows preservation, Cotton Farm Conservation Area Improvements, Hayden Woods new trail construction, community garden expansion, Parker Meadow ADA Trail Design, Engineering and Construction, and Wright Farm Land Planning and Barn and Educational Programming Needs Assessment. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-15 Program: Land Use, Health and Development Department 7130 Conservation Town of Lexington, Massachusetts AssMain+t Town Manager fir Devellopment Office Manager- Office of Land Use Departir eint Assistants ---------------------- c)nn�ervatianu Con eiratiiiin im��i r)iut iraor. J01'r in issinu --------------------- Con°servationu StewardshElp, Town fan,ger. Coordinator 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 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-16 Program: Land Use, Health and Development Department 7130 Conservation Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2019 General Fund Conservation budget is $246,485, an increase of $10,636 or 4.51% over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The General Fund operating budget for Compensation is $213,738 and reflects an increase of $10,146 or 4.98% for contractually obligated step increases and cost of living adjustments, and the expansion of the summer intern program to support additional work of the Division. FY2019 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $32,747 and reflects an increase of $490 or 1.52% due to the expanded use of mobile phones. 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 Department Interns-Conservation and Economic Development $ 8,000 $ 116 $ 8,11E $ 8,000 $ 116 $ 8,11E $ FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-17 Program: Land Use, Health and Development Department 7130 Conservation Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 199,011 $ 197,177 $ 204,849 $ 212,485 $ 3,000 $ 215,485 $ 10,636 5.19% Directed Funding Fees $ 32,373 $ 26,780 $ 31,000 $ 31,000 $ 31,000 $ - - Total i iii $ 246,485 $ 10,636 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 193,394 $ 195,369 $ 203,592 $ 210,738 $ 3,000 $ 213,738 $ 10,146 4.98% Expenses $ 37,990 $ 28,587 $ 32,257 $ 32,747 $ - $ 32,747 $ 490 1.52% Total i iii $ 246,485 $ 10,636 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 191,040 $ 193,557 $ 200,837 $ 207,892 $ 3,000 $ 210,892 $ 10,055 5.01% Overtime $ 2,354 $ 1,812 $ 2,755 $ 2,847 $ - $ 2,847 $ 91 3.31% Personal Services $ 193,394 $ 195,369 $ 203,592 $ 210,738 $ 3,000 $ 213,738 $ 10,146 4.98% Contractual Services $ 27,107 $ 20,701 $ 24,286 $ 24,286 $ - $ 24,286 $ - - Utilities $ 1,939 $ 1,888 $ 2,371 $ 2,861 $ - $ 2,861 $ 490 20.67% Supplies $ 8,944 $ 5,998 $ 5,600 $ 5,600 $ - $ 5,600 $ - - Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses 1 $ 37,9901 $ 28,5871 $ 32,2571 $ 32,747 $ - 1 $ 32,747 $ 4901 1.52% Total i iii ll' i . FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-18 Program: Land Use, Health and Development Department 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-19 Program: Land Use, Health and Development Department 7140 Health Town of Lexington, Massachusetts AssMaint Town, Manager for Dev6loprnent ............... ........................ Office Manager- Office of Land Use Delpartirent Assistants ---------------------- ..................... Pdbht IHealth, Soard of Health Director Pu lic Healllth Nurse HeadAh Agent Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 FTE 2.6 2.6 2.6 2.6 Total FT/PT 2FT/1PT 2FT/1 PT 2FT/1 PT 2FT/1 PT * The full-time Public Health Nurse is shared between Lexington (6) and Belmont (4) per Nursing Services Agreement executed in FY2009. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-20 Program: Land Use, Health and Development Department 7140 Health Town of Lexington, Massachusetts Budget Recommendations: The recommended FY2019 All Funds Health budget inclusive of the General Fund operating budget and the Health Program Revolving Fund, which funds health clinics, is $364,086. The recommended budget is a $34,820 or 10.58% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The FY2019 recommended Health General Fund operating budget is $319,086, which is a $3,820 or 1.21% increase over the restated FY2018 General Fund budget. The General Fund operating budget for Compensation is $242,775 and reflects a $5,844 or 2.47% increase, for the cost of contractually obligated step increases and salary increases. The General Fund operating budget for Expenses is $76,311 and reflects a $2,024 or 2.58% decrease, which is a net change due to the removal of one-time implementation costs to enhance the drug take back program. The FY2019 recommended Health Programs Revolving Fund is recommended at $45,000 which is an increase of $34,820 or 221% from the FY2018 authorization, and is in response to an increase in insurance reimbursement revenues for vaccination clinics. Program Improvement Requests: None requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-21 Program: Land Use, Health and Development Department 7140 Health Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Le $ 231,674 $ 249,506 $ 267,266 $ 274,086 $ $274,086 $ 6,820 2.55% Directed Fundin Permits $ 51,664 $ 38,499 $ 48,000 $ 45,000 $ 45,000 $ 3,000 -6.25% 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 222,239 1 $ 229,378 1 $ 236,931 1 $ 242,775 1 $ 1 $242,775 1 $ 5,844 1 2.47% Ex enses $ 61,099 $ 58,627 $ 78,335 $ 76,311 $ $ 76,311 $ 2,024 2.58% 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 222,239 $ 229,378 $ 235,347 $ 241,139 $ $241,139 $ 5,792 2.46% Overtime $ - $ - $ 1,584 $ 1,636 $ $ 1,636 $ 52 3.29% Personal Services $ 222,239 $ 229,378 $ 236,931 $ 242,775 $ $242,775 $ 5,844 2.47% Contractual Services $ 57,351 $ 54,949 $ 71,062 $ 70,550 $ $ 70,550 $ 512 -0.72% Utilities $ 1,217 $ 1,257 $ 1,801 $ 2,401 $ $ 2,401 $ 600 33.31% Supplies $ 2,531 $ 2,421 $ 5,472 $ 3,360 $ $ 3,360 $ 2,112 -38.60% Small Capital $ - $ - $ - $ - $ $ - $ - - Expenses $ 61,099 $ 58,627 $ 78,335 $ 76,311 $ $ 76,311 $ (2,024) -2.58% 00 Budget Summary-Revolving Funds* ----------------------------------------------------------------------------- FY2016 FY2017 I FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Health Department Revolving Fund $ 25,197 1 $ 45,780 $ 45,000 1 $ 45,000 $ 45,000 $ 0.00% *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Approprations Summary(Revolving Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7140-Health Programs Revolving Fund Ex enses $ 13,810 $ 13,947 $ 14,000 $ 45,01 $ $ 45,000 $ 31,000 1 221.43% Budget Summary-All Funds-------------------------------------------------------------------------------------- FY2016 FY2017 I FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(All Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 222,239 $ 229,378 $ 236,931 1 $ 242,775 1 $ $242,775 $ 5,844 2.47% Ex enses $ 74,909 $ 72,574 $ 92,335 $ 121,311 $ $ 121,311 $ 28,976 31.38% 364,086 $ $364,086 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-22 Program: Land Use, Health and Development Department 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 public process of updating the Comprehensive Plan. 2. Continue to develop and draft zoning bylaw changes identified as highly desirable. 3. Continue to develop and enhance the Town's various transportation initiatives. 4. Research demographic and socio-economic trends affecting land use and development in Lexington. 5. Update the Office's administrative and internal forms and checklists associated with development permitting (especially permit tracking and online access). FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-23 Program: Land Use, Health and Development Department 7200 Planning Town of Lexington, Massachusetts ----------------------------------------- Assiistaillnt Town Maria er for Devellopin'ment Office Manager- Office e of ILand Use Dapartretieint Assistants Plainnii rig DJrectoir Plannioimg Board Assistant Plain in i ing P1Iaiminiinog I�Illarior�er Director Department Assiistanti 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 Administrative Assistant 1 1 1 1 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-24 Program: Land Use, Health and Development Department 7200 Planning Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended General Fund Planning Department budget is $387,163, which is a decrease of $17,345 or 4.29% from the restated FY2018 budget. The FY2018 budget is restated to reflect a supplemental appropriation approved at the 2017-3 Special Town Meeting, and to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The General Fund operating budget for Compensation is $339,463 and reflects a $16,155 or 5.00% increase over the restated FY2018 budget, for contractually obligated step increases and cost of living adjustments. The recommended budget for Expenses is $47,700 and reflects a $33,500 or 41.26% decrease, attributable to removing the cost of one-time traffic and parking studies added at the 2017-3 Special Town Meeting. Program Improvement Requests: None Requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-25 Program: Land Use, Health and Development Department 7200 Planning Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 284,999 $ 284,328 $ 381,998 $ 309,743 $ - $ 309,743 $(72,255) -18.92% Directed Funding Fees $ 20,010 $ 50,300 $ 22,510 $ 77,420 $ - $ 77,420 $ 54,910 243.94% Total ii 305,009 $ 334,628 $ 404,508 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 267,317 $ 298,320 $ 323,308 $ 339,463 $ - $ 339,463 $ 16,155 5.00% Expenses $ 37,693 $ 36,308 $ 81,200 $ 47,700 $ - $ 47,700 $(33,500) -41.26% Total ii 305,009 $ 334,628 $ 404,508 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 265,160 $ 296,463 $ 316,334 $ 332,256 $ - $ 332,256 $ 15,923 5.03% Overtime $ 2,157 $ 1,857 $ 6,974 $ 7,207 $ - $ 7,207 $ 232 3.33% Personal Services $ 267,317 $ 298,320 $ 323,308 $ 339,463 $ - $ 339,463 $ 16,155 5.00% Contractual Services $ 34,172 $ 34,412 $ 76,700 $ 43,450 $ - $ 43,450 $ 33,250 -43.35% Utilities $ - $ - $ - $ - $ - $ - $ - - Supplies $ 3,521 $ 1,896 $ 4,500 $ 4,250 $ - $ 4,250 $ (250) -5.56% Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ 37,693 1 $ 36,3081 $ 81,2001 $ 47,700 $ - 1 $ 47,700 $(33,500) -41.26% Total ii 305,009 $ 334,628 $ 404,508 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-26 Program: Land Use, Health and Development Department 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 Visitors 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 2018 the Liberty Ride will celebrate its 16t" 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. Departmental Initiatives: Economic Development Office 1. Propose zoning recommendations focused on the Hartwell corridor for consideration by elected officials 2. Secure funding for year six of the REV shuttle bus 3. Advance recommendations for 25 parking spaces that are currently not part of the public parking inventory FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-27 Program: Land Use, Health and Development Department 7300 Economic Development Town of Lexington, Massachusetts Tourism/Visitor Activities 1. Develop an online presence for the Visitors Center 2. Improve the efficiency of sale transactions for merchandise and Liberty Ride tickets through coordination of staff resources 3. Augment gift shop merchandise with new Lexington-specific products 4. Review route and content of Liberty Ride 5. Create a corporate package 6. Develop standards to track and gauge impact of tourism investments Assistant Towns I aina it fair Development Office Mannageir- Office of Land Use Ck artill"mt ssstar�ts Ecoinomiiic IDevellbjp ment DJ ir ec to it EconomicVisitoir Centaur Development anuageir Coorciiurioator Liiibeur y Ride V isitorCenter Coo,rcliunuator Visiiloir Centeir Staff Lily,erty IRiAe Guides, Cattle Gireen,GOAes FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-28 Program: Land Use, Health and Development Department 7300 Economic Development Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Economic Development Director 1 1 1 1 Economic Development Coordinator 1 1 1 Economic Development Intern Seasonal 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 0.7 0.7 0.7 0.7 Liberty Ride Guides Seasonal Seasonal Seasonal Seasonal Total FTE i 8.45 9.01i 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. 'Position began in FY2017. Budget Recommendations: The FY2019 recommended All Funds Economic Development budget inclusive of the General Fund operating budget and the Liberty Ride and Visitor Center Revolving Funds is $862,087, which is a $13,805 or 1.63% increase from the restated FY2018 budget. The FY2018 budget is restated to reflect a supplemental appropriation approved at the 2017-3 Special Town Meeting, and cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The FY2019 recommended General Fund Economic Development operating budget is $365,738, which is a $3,248 or 0.90% increase from the restated FY2018 General Fund budget. The recommended General Fund operating budget for Compensation is $196,538, and reflects an $11,148 or 6.01% increase, for contractually obligated step increases and cost of living adjustments, and summer interns to support the work of the Division. FY2018 Compensation does not include any estimate of prospective cost of living increases not covered by current contracts. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The recommended General Fund operating budget for Expenses is $169,200, a $7,900 or 4.46% decrease which is the net change from removing one-time costs, and funding a program improvement request for the design of a sign to demarcate the Hartwell Avenue commercial district. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-29 Program: Land Use, Health and Development Department 7300 Economic Development Town of Lexington, Massachusetts The recommended FY2019 Liberty Ride Revolving Fund request is $284,361 which is a $187 or 0.07% increase from FY2018. The recommended FY2019 Visitor Center Revolving Fund request is $211,988 which is an increase of $10,370 or 5.14% over FY2018. This is attributed to a more accurate projection of staffing needs during operation, as well as an increase in inventory costs. 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 Assistant Building Commissioner $ 20,000 $ 290 $ 20,290 $ - $ - $ 20,290 Hartwell Gateway Signage $ 50,000 $ - $ 50,000 $ 10,000 $ 10,000 $ 40,000 General Fund Support of Visitors Center $ 41,400 $ $ 41,400 $ - $ 41,400 Marketing Budget Increase $ 12,000 $ 12,000 $ $ - $ 12,000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-30 Program: Land Use, Health and Development Department 7300 Economic Development Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Le $ 272,556 $ 258,118 $ 289,490 $ 277,738 $ 15,000 $292,738 $ 3,248 1.12% TDM Stabilization Fund $ - $ 45,400 $ 46,000 $ 46,000 $ - $ 46,000 $ - - Center Im r.District Stabilization Fund $ - $ - $ 27,000 $ 27,000 $ 27,000 $ - - Total 00 Economic Development000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 150,441 $ 181,518 $ 185,390 $ 191,538 $ 5,000 $ 196,538 $ 11,148 6.01% Ex enses $ 122,115 $ 122,000 $ 177,100 $ 159,200 $ 10,000 $ 169,200 $ 7,900 4.46% Total 00 Economic Development000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 7310 Economic Development Office $ 232,663 $ 264,448 $ 362,490 $ 350,738 $ 15,000 $ 365,738 $ 3,248 0.90% Total 7330 Tourism $ 39,893 $ 39,070 $ - $ - $ - $ - $ - - Total 00 Economic Development000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary(General Fund) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 150,241 $ 181,510 $ 182,775 1 $ 188,837 $ 5,000 1 $ 193,837 1 $ 11,061 1 6.05% Overtime $ 200 $ 8 $ 2,615 1 $ 2,701 $ - 1 $ 2,701 1 $ 87 1 3.32% Personal Services $ 150,441 $ 181,518 $ 185,390 $ 191,538 $ 5,000 $ 196,538 $ 11,148 6.01% Contractual Services $ 95,749 $ 96,908 $ 152,300 $ 134,400 $ 10,000 $ 144,400 $ 7,900 -5.19% Utilities $ - $ - $ - $ - $ - $ - $ -Supplies $ 26,366 $ 24,708 $ 24,800 $ 24,800 $ - $ 24,800 $ - - ,Small Capital $ - $ 384 $ - $ - $ - $ - $ - - Expenses $ 122,115 $ 122,000 $ 177,100 $ 159,200 $ 10,000 $ 169,200 $ (7,900) -4.46% Total 00 Economic Development000 Budget Summary-Revolving Funds* --------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Liberty Ride Revolving Fund $ 216,884 $ 199,346 $ 200,000 $ 200,000 1 $200,000 $ - 0.00% Visitor CenterRevolvin Fund $ 197,186 $ 203,722 1 $ 193,539 $ 193,539 $ 193,539 $ - 0.00% Total 00 Economic Development0. 00 *Revolving Funds are authorized by Town Meeting via Article 8,and are not appropriated under Article 4. FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Approprations Summary(Revolving Funds) Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase 7320 Liberty Ride Revolving Fund $ 200,122 $ 197,035 $ 284,174 $ 284,361 $ - $284,361 $ 187 0.07% Compensation $ 57,583 $ 63,549 $ 78,800 $ 80,987 $ - $ 80,987 $ 2,187 2.78% Expenses $ 142,539 $ 133,486 $ 205,374 $ 203,374 $ - $203,374 $ (2,000) -0.97% 7340 Visitor Center Revolving Fund $ 188,674 $ 209,372 $ 201,618 $ 211,988 $ - 'f 211,988 $ 10,370 5.14% Compensation $ 89,827 $ 102,543 $ 99,368 $ 103,038 $ - $ 103,038 $ 3,670 3.69% Expenses $ 98,847 $ 106,829 $ 102,250 $ 108,950 $ - $ 108,950 Total 00 Economic Development406,407 Budget Summary-All Funds - - - - - - - - - - - - - - - FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Approprations Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 297,851 $ 347,611 1 $ 363,558 $ 375,563 $ 5,000 $ 380,563 $ 17,005 4.68% Expenses $ 363,500 $ 362,315 1 $ 484,724 $ 471,524 $ 10,000 $481,524 $ (3,200) -0.66% Total 00 Economic Development000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 IX-31 Section X: Program 8000: General Government This section includes detailed information about the FY2019 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 Technology X-21 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 Police Station project 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-2 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Board of Selectmen ----------------------- __ --------- Of fil:E M2na.�er Recarding SECT Etar 1,11 u n i'iRil As rnn t, Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Office Manager 0.94 1 1 1 Municipal Assistant 1 1 1 1 Recording Secretary* 0 0 0.12 0.22 00 *FTE change in FY2019 reflects a more realistic depiction of hours needed to support the Board of Selectmen. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-3 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended All Funds Board of Selectmen budget inclusive of the General Fund operating budget and the PEG Access Special Revenue Fund which funds the Town's annual contract with LexMedia, is $1,236,498. The recommended budget is a $40,040 or 3.35% increase from the FY2018 budget. The Selectmen's FY2019 recommended General Fund operating budget is $635,596, which is a $3,876 or 0.60% decrease from the FY2018 General Fund budget. The General Fund operating budget for Compensation is $111,820, which is a $13,484 or 10.76% decrease, which reflects staff turnover. FY2019 Compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The General Fund operating budget for Expenses is $523,776, which is an increase of $500 or 0.10% due to contractual increases for the annual audit. The recommended FY2019 budget for legal expenses is unchanged from FY2018 at $410,000. The recommended FY2019 budget for the annual Town Report is unchanged from FY2018 at $13,688. The FY2019 recommended PEG Access Special Revenue Fund request is $600,902 which is a $53,024 or 9.68% increase from FY2018, and reflects a renegotiated contract with LexMedia. Program Improvement Requests: None requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-4 Program: General Government 8100 Board of Selectmen Town of Lexington, Massachusetts Budget Summary: Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Estimated Request Add/Del Mgr's Rec. Increase Increase Tax Le $ 420,308 $ 486,759 $ 568,113 $ 554,534 $ $ 554,534 $ 13,578 -2.39% Enter rise Funds Indirects $ 1,103 $ 1,136 $ 1,067 $ 1,062 $ $ 1,062 $ 5 -0.51% Fees Licenses&Permits $ 80,675 $ 81,225 $ 79,400 $ 80,000 $ $ 80,000 $ 600 0.76% Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 136,653 $ 141,537 $ 125,304 $ 111,820 $ 111,820 $ (13,484) -10.76% Ex enses $ 365,433 $ 427,584 $ 523,276 $ 523,776 $ $ 523,776 $ 500 0.10% Program Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8110 Selectmen's Office $ 216,377 $ 229,168 $ 224,892 $ 211,908 $ $ 211,908 $ 12,984 -5.77% Total 8120 Legal $ 276,769 $ 329,983 $ 410,000 $ 410,000 $ $ 410,000 $ Total 8130 Town Report $ 8,940 $ 9,970 $ 13,688 $ 13,688 $ $ 13,688 $ Object Code Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 136,653 $ 141,537 $ 125,304 $ 111,820 $ $ 111,820 1 $ (13,484) -10.76% Overtime $ - $ - $ - $ - $ $ - $ - Personal Services $ 136,653 $ 141,537 $ 125,304 $ 111,820 $ $ 111,820 $ (13,484) -10.76% Contractual Services $ 346,637 $ 403,007 $ 497,763 $ 498,263 $ $ 498,263 $ 500 0.10% Utilities $ - $ - $ - $ - $ $ - $ - - Su Ties $ 18,796 $ 24,576 $ 24,513 $ 24,513 $ $ 24,513 $ Small Capital $ - $ - $ 1,000 $ 1,000 $ $ 1,000 $ Expenses 1 $ 365,433 1 $ 427,584 1 $ 523,2761 $ 523,776 1 $ 1 $ 523,776 1 $ 500 1 0.10% Budget Summary -Special Revenue Funds Funding Sources FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase PEG Access Special Revenue Fund $ 633,839 1 $ 642,168 $ 547,878 1 $ 600,902 1 $ 1 $ 600,902 1 $ 53,024 9.68% Appropriation Summary FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase 8140-PEG Special Revenue Fund $ 471,985 $ 530,568 $ 547,878 $ 600,902 $ $ 600,902 $ 53,024 9.68% Expenses $ 471,985 $ 530,568 $ 547,878 600,902 $ 600,902 $ 53,024 9.68% Budget Summary -AII Funds--------------------------------------------------------------------------------------- FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 136,653 1 $ 141,537 1 $ 125,304 1 $ 111,820 $ 1 $ 111,820 1 $ (13,484) -10.76% Ex enses $ 837,418 $ 958,152 $ 1,071,1541 $ 1,124,678 $ 1 $ 1,124,678 1 $ 53,524 Total00 0• -0 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 also responsible for Human Resources and benefit 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 negotiations, workers compensation and unemployment benefits. The FY2019 budget reflects a decrease of $9,224 or 1.14% from FY2018. This is a net change reflecting a decrease of $18,474 or 3.17% in Compensation due to retirements, and an increase of $9,250 or 4.12% in Expenses due to funding a firefighter assessment center. Departmental Initiatives: 1. Begin implementing recommendations of 20/20 Task Force on Asian Communities with the creation of the Diversity Advisory Task Force (see PIR). 2. Develop implementation protocol for hate crime activities with the Superintendent of Schools. 3. Consistent with the organization goal established by the Board of Selectmen, establish the position of Public Information Officer to improve the Town's ability to communicate with residents on a timely basis (see PIR). 4. Work to support the high performance culture in the organization by providing directed team building to the newly constituted Senior Management Team. 5. Develop new revenue sources to support the budget, particularly the capital budget, by looking at stormwater management revenues and sidewalk betterments. 6. Continue the initiative to develop organizational sustainability by sharing institutional knowledge across the organization, engaging mid-level managers in organizational decision-making and selecting and training qualified staff. 7. Continue the 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-6 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Town Mlanage r Huuman Rerouirce Asstatar�t T�wwr� IiMlaimag�e�r� Heariiings c�ff�ilirer 0iirectcr Huimnain Resources Management Public Information eOffice ManagerFellow/Anualllyst Officer 0enefits Cooirdiiiinator Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Town Manager 1 1 1 1 Assistant Town Manager' 1 1 1 1 Public Information Of lcer 1 Office Manager/Special Events Coordinator 1 1 1 1 Management Fellow/Analyst 1 1 1 1 Hearing Officers3 0.12 0.12 0.12 0.12 Human Resources Director 1 1 1 1 Human Resources Associate 1 1 1 1 Benefits Coordinator 1 1 1 1 Total Full/Part Time 7 FT/2 PT 7 FT/2 PT 7 FT/2 PT 8 FT/2 PT 'The title of Deputy Town Manager was changed to Assistant Town Manager in February 2017 2The recommendation for the Public Information Officer is in response to a goal established by the Board of Selectmen to improve communications and information-sharing with residents. 3Two 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) FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-7 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended budget inclusive of the Town Manager's Office and Human Resources is $901,243, which is a $93,200 or 11.53% increase from the FY2018 budget. The recommended FY2019 budget for Compensation is $667,408, and reflects an $83,950 or 14.39% increase, which is a net increase reflecting reductions due to retirements and the addition of a Public Information Officer. FY2019 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 FY2019 budget for Expenses is $233,835 and reflects a $9,250 or 4.12% increase which is a net change primarily due to a $12,000 increase in professional services for the Human Resources department for a Fire Department assessment center for anticipated staff promotions in FY2019. The department's budget includes a Salary Adjustment Account, which reflects anticipated FY2019 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 Crossing Guards and Librarians. Contracts that expire at the end of FY2018 are also included in the Salary Adjustment account and are comprised of the AFSCME Local 1703 units representing both Public Works and Dispatch staff, and the Lexington Police Association. 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 Information Officer $ 102,424 $ 17,687 $ 120,112 $ 102,424 $ 17,687 $ 120,112 $ Shared funding w ith Lexington School System to support the $ 15,000 $ - $ 15,000 $ 15,000 $ 15,000 $ Diversity Advisory Task force *Recommended for funding via a separate warrant article;not included within operating budget FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-8 Program: General Government 8200 Town Manager Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 475,330 $ 322,927 $ 439,774 $ 238,295 $102,424 $ 340,719 $ (99,055) -22.52% Enterprise Funds Indirect $ 42,152 $ 45,825 $ 46,419 $ 49,724 $ - $ 49,724 $ 3,305 7.12% Available Funds - - - - Rentals* $ 255,391 $ 367,350 $ 321,850 $ 510,800 $ - $ 510,800 $ 188,950 58.71% Total 00 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 567,869 $ 593,841 $ 583,458 $ 564,984 $102,424 $ 667,408 $ 83,950 14.39% Ex enses $ 205,004 $ 142,260 $ 224,585 $ 233,835 $ - $ 233,835 $ 9,250 4.12% Total 00 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8210 Organizational Dir.&Admin. $ 525,450 $ 531,978 $ 542,841 $ 535,383 $102,424 $ 637,807 $ 94,966 17.49% Total 8220 Human Resources $ 247,423 $ 204,124 $ 265,202 $ 263,436 $ - $ 263,436 $ 1,766 -0.67% Total 00 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 567,869 $ 593,841 $ 583,458 $ 564,984 $102,424 $ 667,408 $ 83,950 14.39% Ove rti me $ - $ - $ - $ - $ - $ - $ - - Personal Services $ 567,869 $ 593,841 $ 583,458 $ 564,984 $102,424 $ 667,408 $ 83,950 14.39% Contractual Services $ 165,213 $ 122,939 $ 190,350 $ 199,600 $ - $ 199,600 $ 9,250 4.86% Utilities $ - $ - $ - $ - $ - $ - $ - - Su lies $ 19,986 $ 16,495 $ 14,735 $ 14,735 $ - $ 14,735 $ - - Small Capital $ 19,805 $ 2,826 $ 19,500 $ 19,500 $ - $ 19,500 $ - - Expenses $ 205,004 1 $ 142,2601 $ 224,5851 $ 233,835 $ - $ 233,835 $ 9,2501 4.12% Total 00 00 *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) FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Le $ 455,517 $ 546,757 $ 171,759 $ 483,030 $ 483,030 $ 311,271 181.23% Total 00 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8230 Sala Adiustment $ 455,517 $ 546,757 $ 171,759 $ 483,030 $ 483,030 $ 311,271 181.23% Total 00 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-9 Program: General Government 8300 Town Committees Town of[exington, Massachusetts Mission: Town Committees includes the Appropriation Committee, Capital Expenditures Committee, Public 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-10 Program: General Government 8300 Town Committees Town of[exington, Massachusetts Budget Recommendations: The FY2019 Town Manager's recommended Town Committees budget is $60,780, which is an increase of $2,900 or 5.01% from FY2018. Compensation is level-funded at $6,630. Expenses are funded at $54,150, which is an increase of $2,900 or 5.66%. This reflects a net change, with $5,250 for the biennial Dance Around the World program being removed since the program will not be held in FY2019, and $1,250 added for Patriots' Day supplies and the addition of $6,900 for a program improvement to support a wide variety of cultural programs in the community. 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) TotalIRecommended Community Cultural Programs $ 6,900 $ - $ 6,900 $ 6,900 $ - $ 6,9 Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Fax Levy $ 96,664 $ 79,743 $ 57,880 $ 53,880 $ 6,900 $ 60,780 $ 2,900 5.01% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Com ensation $ 5,791 $ 51739 $ 6,630 $ 6,630 $ - $ 6,630 $ - 0.00% Expenses $ 90,873 $ 74,004 $ 51,250 $ 47,250 $ 6,900 $ 54,150 $ 2,900 5.66% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. In Increase Total 8310 Financial Committees $ 6,652 $ 7,134 $ 8,130 $ 8,130 $ - $ 8,130 $ - 0.00% Total 8320 Misc.Boards&Committee $ 16,818 $ 33,727 $ 4,500 $ 4,500 $ - $ 4,500 $ - 0.00% Total 8330 Town Celebrations $ 73,194 $ 38,883 $ 45,250 $ 41,250 $ 6,900 $ 48,150 $ 2,900 6.41% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 5,791 $ 5,739 $ 6,630 $ 6,630 $ - $ 6,630 $ - 0.00% Overtime $ - $ - $ - $ - $ - $ - $ -Compensation $ 5,791 $ 5,739 $ 6,630 $ 6,630 $ - $ 6,630 $ - 0.00% Contractual Services $ 16,267 $ 34,763 $ 4,000 $ 4,000 $ - $ 4,000 $ - 0.00% Utilities $ - $ - $ - $ - $ - $ - $ - - Su lies $ 74,606 $ 39,241 $ 47,250 $ 43,250 $ 6,900 $ 50,150 $ 2,900 6.14% Small Capital $ - $ - $ - $ - $ - $ - $ - - Expenses $ 90,873 $ 74,004 $ 51,250 $ 47,250 $ 6,900 $ 54,150 $ 2,900 5.66% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 and the Assessing Office. The FY2019 budget reflects the shift of the Utility Division to the Water and Wastewater Enterprise budgets, so that role is more closely aligned with daily operations. 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. Departmental Initiatives: Comptroller: 1. Evaluate current technology; initiate and begin implementation of technology upgrades and improvements to various finance functions, including the general ledger, budgeting process, accounts payable and archive management. 2. Offer training opportunities and reference guides to town departments regarding finance related procedures and policies. 3. Implement a college internship program in the Town's Finance department and participate in the industry-wide initiative to develop awareness and interest in careers in Municipal Finance. 4. Continue to implement general billing for miscellaneous receivables. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-12 Program: General Government 8400 Finance Town of Lexington, Massachusetts Treasurer/Col lector: 1. Bid bill printing services. 2. Continue tax foreclosures and evaluate new accounts to add to process. 3. Explore online access to individual property tax accounts. Assessing: 1. Administer a 6-year, cyclical annual inspection program for interior and exterior inspection to comply with requirements of the Massachusetts Department of Revenue. 2. Embark on cross-training program among Assessing Department employees to promote staff capacity at all times, possibly including re-organizing staff functions. 3. Activate GIS functionality in Vision software and train staff in its use. 4. Enhance productivity through adoption of new technology to support data collection and input activity. 5. Reduce annual paper mailings to taxpayers where possible, as permitted by MGL. Assistant Town Malnargpr for Finance/ Comptroller Cu�erarofTreasurer/ rsure ... a r❑ iremeirte Ad inn t Re wesxen el r tant r 4rfftc Aiinu ent l Rexidiarertlal Flell Ass ixtant Ta to AClem Untairt PTx kAarwa eirt t,olll>aetor cleiHk ....... ........... , .. Rest tins air iai rzlrtsk�� Trea5Lmrrt Azsa15tarwt� Fnrancmali Cllenk "I'l"'I G.dmnnlatratr'we..... Imetaairtinrentall "I'l""I"""",'lssistant A,countlnRClerk, 4, IMwNuinmciRrallC'Ieirk RTIMwNwnu¢pal�lerrod. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-13 Program: General Government 8400 Finance Town of Lexington, Massachusetts Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 6FT/1 PT 6FT/1 PT 6FT/1 PT 6FT/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 1 0.46 1 0.46 0.46 1 0.46 Subtotal FTE 4.46 4.46 4.46 4.46 Subtotal FT/PT 4FT/1 PT 4FT/1 PT 4FT/1 PT 4FT/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 1 1 1 1 Municipal Clerks 1 0.79 1 1.14 1.14 1 1.14 Subtotal FTE 5.79 6.14 6.14 6.14 Subtotal FT/PT 5FT/2PT 6FT/1 PT 6FT/1 PT 6FT/1 PT Element 8440: Utility Billing Utility Enterprise Business Manager* 1 1 1 0 Subtotal FTE 1.00 1.00 1.00 0.00 Subtotal FT/PT 1 FT/OPT 1 FT/OPT I 1 FT/OPT OFT Total FTE 17.65 00 18.00 17.00 Total FT/PT 16FT/4 PT 17FT/3 PT 17FT/3 PT 16FT/3 PT * For FY2019, the Utility Enterprise Business Manager will be funded directly from the Water and Sewer budgets. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-14 Program: General Government 8400 Finance Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended General Fund Finance Department budget is 1,888,060, which represents a $14,882, or 0.78% decrease from the restated FY2018 budget. The FY2018 budget is restated to reflect step increases that were not captured in the approved budget, and cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The General Fund operating budget for Compensation is $1,383,830, and reflects a decrease of $33,482 or 2.36%, which is a net decrease attributable to the transfer of the Utility Billing Manager to the Water and Wastewater Enterprise budgets, as well as costs for contractually obligated step increases and cost of living adjustments, and the funding of a Program Improvement Request to identify and support college students who might be interested in a future career in municipal finance. FY2019 Compensation does not include any estimate of prospective cost of living increases for personnel whose contracts expire on .tune 30, 2018. Funds for such prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $504,230 and reflects an $18,600 or 3.83% increase which reflects higher postage costs ($2,000), additional support for the Treasurer Collector's Tax Title program ($5,000), and enhanced Professional Services in the Assessor's Office ($11,500). Program Improvement Requests: Request Recommended Benefits Benefits (reflected (reflected Salaries under Salaries under and Shared Total and Shared Not Description Expenses Expenses) Requested Expenses Expenses) Total Recommended Finance College Intern I $ 7,488 1 $ 109 1 $ 7,597 1 $ 7,488 1 $ 109 1 $ 7,597 $ FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-15 Program: General Government 8400 Finance Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimated Projected Add/Del Mgr's Rec. Increase Increase Tax Levy $ 1,454,008 $ 1,587,377 $ 1,638,986 $ 1,686,518 $ 7,488 $ 1,694,006 $ 47,531 2.90% Transfers from Enterprise Funds $ 223,666 $ 243,159 $ 230,955 $ 160,224 $ - $ 160,224 $ (70,731) -30.63% to General Fund Indirects Fees&Charges Char es for Services $ 32,658 $ 34,329 $ 33,000 $ 33,830 $ - $ 33,830 $ 830 2.52% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $ 1,307,793 1 $ 1,428,147 1 $ 1,417,311 1 $ 1,376,342 1 $ 7,488 1 $ 1,383,830 1 $ (33,482) -2.36% Ex enses $ 402,539 $ 436,717 $ 485,630 $ 504,230 $ - $ 504,230 $ 18,600 3.83% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8410 Comptroller $ 664,237 $ 684,853 $ 675,492 $ 677,098 $ 7,488 $ 684,586 $ 9,094 1.35% Total 8420 Treasurer/Collector $ 369,326 $ 388,176 $ 406,777 $ 427,919 $ - $ 427,919 $ 21,142 5.20% Total 8430 Assessing $ 600,499 $ 712,848 $ 740,345 $ 775,555 $ - $ 775,555 $ 35,210 4.76% Total 8440 Utility Billing $ 76,271 $ 78,988 $ 80,328 $ - $ - $ - $ 80,328 -100.00% FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 1,307,793 $ 1,428,147 $ 1,417,311 $ 1,376,342 $ 7,488 $ 1,383,830 1 $ (33,482) -2.36% Ove rti me $ - $ - $ - $ - $ - $ - $ - I - Personal Services $ 1,307,793 $ 1,428,147 $ 1,417,311 $ 1,376,342 $ 7,488 $ 1,383,830 $ (33,482) -2.36% Contractual Services $ 343,905 $ 391,260 $ 435,715 $ 449,615 $ - $ 449,615 $ 13,900 3.19% Utilities $ 13,573 $ 822 $ 2,550 $ 3,150 $ - $ 3,150 $ 600 23.53% Sup lies $ 44,562 $ 46,280 $ 47,365 $ 51,465 $ - $ 51,465 $ 4,100 8.66% Small Capital $ 499 $ - $ - $ - $ - $ - $ - - Expenses $ 402,539 $ 436,717 $ 485,630 $ 504,230 $ - $ 504,230 $ 18,600 3.83% FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. Board of Registrars: 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 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. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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�iafilon Off licer T tant TrainClerk IFT Archim.stl Adrr inist,rafive PT Murnic6lpall Records Mllanager Assistaint. Assistants Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 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 .23 1 .23 Archivist/Records Manager 0.46 0.46 0.46 0.46 Total Total Municipal Assistant hours increased in FY2018. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-18 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Budget Recommendations: The FY2019 recommended Town Clerk budget is $521,000 which is a $26,336 or 5.32% increase from the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2016 annual town meeting, as well as a supplemental appropriation approved at Special Town Meeting 2017-3 for expenses from the July 2017 state senate election. The budget for Compensation is $398,200 and reflects a $27,386 or 7.39% increase, which is primarily driven by a larger number of state elections in FY2019. The increase in FY2019 compensation is inclusive of contractually obligated step increases and cost of living adjustments. FY2019 compensation does not include any estimate of prospective cost of living increases. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The budget for Expenses is $122,800, which is a decrease of $1,050 or 0.85%, and reflects anticipated expenses in FY2019. Program Improvement Request: None requested. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-19 Program: General Government 8500 Town Clerk Town of Lexington, Massachusetts Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Projected Add/Del Mgr's Rec. Increase Increase Tax Le $342,249 $365,784 $410,765 $437,100 $ - $ 437,100 $ 26,336 6.41% Enterprise Funds Indirects $ - $ - $ - $ - $ - $ - $ - - Directed Funding $ - $ - $ - $ - $ - - Fees:Town Clerk $ 34,825 $ 36,478 $ 35,900 $ 35,900 $ - $ 35,900 $ - - Licenses&Permits:Town Clerk $ 48,321 $ 47,320 $ 48,000 $ 48,000 $ - $ 48,000 $ - - Total 00 000 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Compensation $328,459 $354,475 $370,815 $398,200 $ - $ 398,200 $ 27,386 7.39% Ex enses $ 96,936 $ 95,107 $123,850 $122,800 $ - $ 122,800 $ 1,050 -0.85% Total 00 000 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Total 8510 Town Clerk Administration $276,483 $282,112 $310,467 $322,547 $ - $ 322,547 $ 12,080 3.89% Total 8520 Board of Registrars $ 15,566 $ 14,393 $ 17,325 $ 17,325 $ - $ 17,325 $ - - Total 8530 Elections $ 97,533 $133,077 $117,250 $132,800 $ - $ 132,800 $ 15,550 13.26% Total 8540 Records Mana ement $ 35,813 $ 20,000 $ 49,623 $ 48,328 $ - $ 48,328 $ 1,295 -2.61% Total 00 000 000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $322,350 $343,620 $362,215 $384,200 $ - $ 384,200 $ 21,986 6.07% Overtime $ 6,109 $ 10,856 $ 8,600 $ 14,000 $ - $ 14,000 $ 5,400 62.79% Personal Services $328,459 $354,475 $370,815 $398,200 $ - $ 398,200 $ 27,386 7.39% Contractual Services $ 86,432 $ 85,835 $110,200 $109,300 $ - $ 109,300 1 $ 900 -0.82% Utilities $ 1,500 $ 1,500 $ 3,500 $ 3,000 $ - $ 3,000 $ 500 -14.29% Supplies $ 8,804 $ 7,772 $ 10,050 $ 10,400 $ - $ 10,400 $ 350 3.48% Small Capital $ 200 $ - $ 100 $ 100 $ - $ 100 $ - - Expenses $ 96,936 $ 95,107 $123,850 $122,800 $ - 1 $ 122,800 $ (1,050) -0.85% Total 00 000 000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-20 Program: General Government 8600 Information Technology Department Town of Lexington, MA Mission: The Information Technology (IT) Department's mission is to provide high-quality, cost-effective technology and services to Town administration and staff so that they can best serve the citizens of the Town of Lexington; and, to provide effective web services to employees and residents to facilitate both the dissemination and collection of information by town government. Budget Overview: The Information Technology department supports, maintains and manages Townwide business-related technology. IT maintains the technology serving all municipal departments. The department supports town wide core services including the financial system (MUNIS), time keeping (NovaTime), document management (Laserfiche), facilities maintenance and management technology, emergency management web sites and services, and VoIP telephone systems. IT maintains the infrastructure and security of the network core and co-manages the town wide area network for municipal and school departments. The department manages municipal technology purchases and performs the installations and maintenance of Town IT equipment and services. Information Technology staff also provide support and training for end-users. Departmental Initiatives: 1. Maximize the value of current systems a. Laserfiche b. ViewPermit c. MUNIS 2. Continue to invest in the Town's IT infrastructure a. Implement recommendations from the network assessment b. Implement recommendations from the cybersecurity assessment 3. Focus on future visioning for IT a. Embrace "cloud first" b. Hosting and replatforming of core systems (VoIP, ViewPermit, MUNIS, Vision, Laserfiche) c. Unified communication d. Disaster Recovery (DR) planning and hosting FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-21 Program: General Government 8600 Information Technology Department Town of Lexington, MA Chief Inf6i'mation ....................................... .......... ------------ I n f o r=niaifion Businiess Anal'Yst/ G,O[Database 1() Technology 10 Webmasters Technology Ditedor Project Managers Ad mikii istrator Y ............... -------------Network FAdmiJin istrator Systems & Appikatijons Adrn,Jniistfator -------------- SUPport Techniiciani Authorized/Appropriated Staffing FY2016 FY2017 FY2018 FY2019 Budget Budget Budget Request Chief Information Officer 1 1 1 1 Information Technology Director 1 1 1 1 Business Analyst/Project Manager 1.8 1.8 2 2 Network Administrator 1 1 1 1 GIS/Database Administrator 1 1 1 1 Support Technician 1 1 1 1 Systems & Applications Admin 1 1 1 1 Webmaster 2 2 2 2 Total FTE 9.8 9.8 10 10 Total FT/PT 9 FT/1 PT 9 FT/1 PT 10 FT 1OFT FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-22 Program: General Government 8600 Information Technology Department Town of Lexington, MA Budget Recommendations: The FY2019 recommended Information Technology budget is $2,311,853, which is a $345,151 or 17.55% increase over the restated FY2018 budget. The FY2018 budget is restated to reflect cost of living increases that were negotiated subsequent to the adoption of the FY2018 budget at the 2017 annual town meeting. The recommended budget for Compensation is $847,153, and reflects a $38,526 or 4.76% increase, which includes contractually obligated step increases and cost of living adjustments. FY2019 Compensation does not include any prospective cost of living increases for contracts that expire on or before .tune 30, 2018. Funds for prospective increases are provided in the Salary Adjustment account within the Town Manager's budget. The recommended budget for Expenses is $1,464,700 and reflects a $306,625 or 26.48% increase. Major factors driving the increase are the growing cost of software maintenance for both existing licenses as well as new application support contracts, 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 $39,000 for Gartner Research's "Gartner for IT Leaders" program. Gartner is widely recognized as an industry leader in IT industry intelligence and research. This subscription will provide the IT department with unmetered access to Gartner's core and role-specific IT research, unlimited access to Gartner's topical analysts and experts, topical webinars, Gartner Summit events (1 per year), as well as their libraries of methodologies, toolkits, templates and benchmarks (for instance, policy models, IT Standard Operating Procedures, best practices). Also included is access to Gartner reviews of current and upcoming IT contracts to optimize terms and pricing. 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 Gartner Professional Services $ 39,000 $ $ 39,000 $ 39,000 $ $ 39,000 $ - Strategic Communications $ 44,000 $ $ 44,000 $ - $ $ - $ 44,000 Training Unmanned Aerial System $ 7,950 $ $ 7,950 $ - $ $ - $ 7,950 *See PIR funded under Town Manager's Office. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 X-23 Program: General Government 8600 Information Technology Department Town of Lexington, MA Budget Summary: FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Funding Sources Actual Actual Estimate Request Add/Del Mgr's Rec. Increase Increase Tax Levy $1,558,691 1 $ 1,648,516 $ 1,851,485 1 $2,149,617 1 $ 39,000 1 $ 2,188,617 1 $337,132 18.21% Enterprise Funds(Indirects) $ 61,619 1 $ 63,468 $ 115,217 $ 123,236 $ - $ 123,236 1 $ 8,019 12.63% Total 00 Information Technology000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Compensation $ 684,694 $ 727,551 $ 808,626 1 $ 847,153 1 $ - 1 $ 847,153 1 $ 38,526 4.76% Expenses $ 935,616 1 $ 984,433 1 $ 1,158,075 $1,425,700 $ 39,000 $ 1,464,700 1 $306,625 26.48% Total 00 Information Technology000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Program Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Total 8610 IT Administration $1,620,310 $ 1,711,984 1 $ 1,966,701 1 $2,272,853 $ 39,000 $ 2,311,853 $345,151 17.55% Total 00 Information Technology000 FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent Object Code Summary Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase Salaries&Wages $ 683,772 $ 725,307 $ 804,750 $ 843,147 $ - $ 843,147 $ 38,397 4.77% Overtime $ 922 $ 2,244 1 $ 3,876 $ 4,005 $ - $ 4,005 $ 129 0.03 Personal Services $ 684,694 $ 727,551 $ 808,626 $ 847,153 $ - $ 847,153 $ 38,526 4.76% Contractual Services $ 707,271 $ 718,914 $ 865,575 $1,122,000 $ 39,000 $ 1,161,000 $295,425 34.13% Utilities $ 69,141 $ 85,663 $ 112,000 $ 115,000 $ - $ 115,000 $ 3,000 2.68% Supplies $ 27,288 $ 15,545 $ 26,500 $ 25,700 $ - $ 25,700 $ (800) -3.02% Small Capital $ 131,916 $ 164,311 $ 154,000 $ 163,000 $ - $ 163,000 $ 9,000 5.84% Expenses $ 935,616 $ 984,433 $ 1,158,075 $1,425,700 $ 39,000 $ 1,464,700 $306,625 26.48% Total 00 Information Technology000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 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 FY2019 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 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 21/2 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 FY2007, 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 FY2008, the Town began to receive State matching funds to supplement the local surcharge. Receipts for FY2019 from the surcharge and state matching funds are preliminarily estimated at $5.4 million. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 2 FY2019 CAPITAL FINANCING STRATEGY The proposed financing plan for the recommended FY2019 capital budget is shown in the table below. Capital Requests Summary Free Cash/ Other Funding Tax Levy Sourced Debt 3 Total Other General Fund 6,948,893 10,130,545 17,079,438 Proposed Excluded Debt Projects - 32,481,164 32,481,164 - Chapter 90/Other Funding 94,800 $ 94,800 969,936 Water Enterprise $ 105,000 1,375,000 1,480,000 - Sewer Enterprise $ 2,175,000 2 175 000 Recreation Enterprise 1 $ 60,000 60,000 Compost Revolving Fund $ - Community Preservation Act2 $ 1 612 000 2 829 000 4 441 000 :00 $ 48,990,709 9 Other Funding includes$50,000 from the TMOD Stabilization Fund for the Hartwell Area TMOD Plan Update and$44,800 from the PEG Access Special Revenue Fund for the SMR High Definition Broadcasting Upgrade. 2 Includes both Town and non-Town CPA funded projects. 3 General Fund debt of$10,130,545(from Table I-FY2018 Recommended Projects-General Fund Debt)is net of$1,862,622 for the Police Station design which is a potential candidates for debt exclusion. This amount is included in the$32,481,164 of Proposed Excluded Debt Projects(Table V-FY2018 Recommended Projects-Funding Through Proposition 2 1/2 Debt Exclusion). 4 Other represents Chapter 90 Aid for street improvements. This item does not require a Town Meeting appropriation. The following table, FY2019 Recommended Capital Budget, lists all FY2019 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 3 FY2019 Recommended Capital Budget DescriptionRecommendation Requested Funding Department Project Planning lHartwell Area TMOD Plan Update $ 50,000 1 TM OD Stabilization Fund Land Use I Lowell Street Affordable Housing Supplemental Funds $ CPA/TBD TSG(Planning/Engineering) ITransportation Mitigation I $ 100,000 1 Free Cash Total Land Use,Health and Development $ 150,000 Recreation&Comm.Pgms. Pine Meadows Equipment $ 60,000 Recreation RE Recreation&Comm.Pgms. Old Reservoir Bathhouse Design $ 75,000 CPA Recreation&Comm.Pgms. Athletic Facility Lighting $ 975,000 CPA Recreation&Comm.Pgms. Center Track and Field Reconstruction $ 3,340,000 CPA/GF Debt Total Culture and Recreation $ 4,450,000 Public Facilities SMR High Definition Broadcasting Upgrade $ 44,800 PEG Spec.Revenue Fund Public Facilities Public Facilities Bid Documents $ 100,000 Free Cash Public Facilities Building Flooring Program $ 125,000 Free Cash Public Facilities Public Service Building Vehicle Storage Area-Floor Drainage $ 157,000 Free Cash System Public Facilities Municipal Building Envelope and Systems $ 198,893 Tax Levy Public Facilities Visitors Center Construction Documents $ 200,000 Free Cash Public Facilities School Building Envelopes and Systems Program $ 227,755 Free Cash Public Facilities School Paving Program $ 236,890 Free Cash Public Facilities Playground Replacement Program Bowman $ 302,000 CPA Public Facilities LHS Security Upgrade $ 338,600 Free Cash Public Facilities Public Facilities Mechanical/Electrical System Replacements $ 544,500 Free Cash/GF Debt Public Facilities I Lexington Police Station Rebuild-Design $ 1,862,622 GF Debt(potentially exempt) Public Facilities Lexington Children's Place Construction $ 11,797,842 GF Debt(exempt) Public Facilities 145 Bedford Street Fire Station Replacement $ 18,820,700 GF Debt(exempt) Total Public Facilities Department $ 34,956,602 Public Works Public Grounds Irrigation Improvements $ 100,000 CPA/Free Cash Public Works Community Center Sidewalk $ - CPA/TBD Public Works Hydrant Replacement Program $ 150,000 Free Cash/Water RE Public Works Storm Drainage Improvements and NPDES compliance $ 340,000 Free Cash Public Works Comprehensive Watershed Stormwater Management Study $ 390,000 Free Cash and Implementation Public Works Townwide Culvert Replacement $ 390,000 Free Cash Public Works Center Streetscape Improvements Design $ 450,000 Free Cash Public Works Automatic Meter Reading System $ 750,000 Water Debt/Wastewater Debt Public Works Pump Station Upgrades $ 800,000 Wastewater Debt Public Works Sidewalk Improvement $ 800,000 GF Debt Public Works Sanitary Sewer System Investigation and Improvements $ 1,000,000 Wastewater Debt Public Works Water Distribution System Improvements $ 1,000,000 Water Debt Public Works Equipment Replacement $ 1,069,500 GF Debt/Water RE Public Works Townwide Signalization Improvements $ 1,100,000 GF Debt Public Works Pelham Road Sidewalk and Roadway Improvements $ 1,400,000 GF Debt Public Works Street Improvements $ 2,600,000 Tax Levy Public Works Westview Cemetery Building Construction $ 3,040,000 Sale of Cemetery Lots SRF Total Public Works Department $ 15,379,500 Lexington Public Schools ILPS Technology Progam I$ 1,715,300 GF Debt Total Lexington Public Schools $ 1,715,300 Information Services Municipal Technology Improvement Program $ 200,000 Free Cash Information Services Application Implementation $ 390,000 Free Cash Information Services Network Core Equipment Replacement $ 350,000 Free Cash Town Clerk Archives&Records Management/Records Conservation& $ 20,000 CPA Preservation Total General Government $ 960,000 Non-Govemmental Projects 19 Oakland Street Renovation and Adaptive Re-Use $ 200,000 1 CPA Total Non-Governmental Projects $ 200,000 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 4 CAPITAL PLAN BY FINANCING SOURCE The following pages include tables that show the recommended FY2019 capital projects by financing source: General fund debt; Water fund debt; Wastewater fund debt; Recreation and Community Programs fund debt; Proposition 21/2 excluded debt; Community Preservation fund debt; Compost 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 5 FY2019 RECOMMENDED PROJECTS-GENERAL FUND DEBT(Table I) goy'vft% 1;19,�'i",I,): I -1 �11 1: FY2019 Recommended Budget Capital Projects TABLE 1: FY2019 RECOMMENDED PROJECTS-GENERAL FUND DEBT PROJECTED DEBT SERVICE Amount Interest Financed Term Rate FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 MUNICIPAL PROJECTS I rEquprient Replacement($1,069,500)_ $ 1,039,500 5 4.0% $ 27720 $ 249.480 $ 241,164 $ 232,M $ 224,532. 2 Swle walk improwenrent $ 800,000 5 4.0% $ 21,333 $ 192,000 $ 185,600 $ 179,200 $ 172,8D0 3 Towmide Svgnalvzabon Improvements $ 1,100,000 5 4_0% $ 29,333 $ 204.000 $ 255,200, $ M.400 $ 237A00 Center Tmck and Field Reconstructuon $ 511 11DOO 5 4,0% $ ti 3,627 $ i22,64o $ iialsu $ i14,464 $ 110,37/6 4 1($3,340,000) 5 JPelhan)Road Sidewalk and Roadway $ 1,400,000 5 4.0% $ - $ 56,000 $ 336,000 $ 324,ODD $ 313,600 Improvements ............................................................................................................................................................................................................................ .,,,,$,.......................................................................................................................................................... Subtotal $ 4,860,500 92,013 $ 884,120 $ 1,136,516 $ 1,097�712 $ 1,058,908 FACILITIES PROJECTS Within-Levy Projects JFaci dies mecharicavele0incal System 524,745 10 � 4.0% i 13,W3 j Y3,464 i 11,56 i 6§'=�ir'-1,pRe�p�a,.rwmts($544,500) Project Drat isa p!ftntlall candidates for debt excludost 2 JLex inglon Police Station Rebuild-Design ]$ 1,862,,622 5 1 4,0% 1 1$ 49,6701$ 447,029 $ 432,1281$ 417,227 $ 402,326 Total Facitiffes 11projects $ Z387,367 $ 63,663 S MOAN $ 503,494 $ 488.494 $ 40,494 SCHOOL PROJECTS I ILPS Technology Pmgann $ 1,715,3D0 5 4.0% $ 45,741 I S 411,672 $ 397,950 $ 384,227 $ 370,505 Subtotal S 11,716,300 $ 45,741 $ 411,672 $ 307,950 $ 384,227 $ 370,505 PROJECTS EC TS TO BE FUNDED WITH F EE REVENUE. I lVirestweve Cemetery 5ullding GonstFuction 11 3,040,000 1 20 4,0% i 81 p67 j 273.t66 J 257,520 i 201.440 1 M,3150 Subtotal $ 3,040,000 $ 81,067 $ 273,600 $ 267,520 $ 261,440 $ 255,360 TOTAL PROJECT COSTS $ 11,993,167 $ 282,484 $ 2,089,886 $ 2,305,479 $ 2,229,873 $ 2,154,267 ITOTAL PROJECT COSTS NIETCF PCTIS471141_CANDIDATES FOR DEBT EXM,UsIONS-$W 130 M� AUTHORIZED LEVY SUPPPORTFO DEBTSERVICE FY2018 FY20119 FY2020 FY2021 FY2022 FY2023 A Subtotal-Approved and Issued Levy Supported Debt Service $ 5,806,134 $ 4,691,508 $ 3,804,452 $ 2,651,454 $ I,846,53a B Paydown of Land Purchases-173 Bedford St &20 Pelham Rd, $ 3,050,000 $ 2,472,167 $ 2,425,523 $ 2,378,878 $ C Subtotal-Projected Approved and Unmsued Levy $ 1,637,125 $ 2.836„618 $ 2,694,056 $ 2,608,309 $ 2,178,318 Supported DeVA Seroce D Summary- Debt Service on authorized debt 10,493,259 $ 10,000,293 $ 8,924,030 $ 7,638,641 $ 4,024,856 E Subtotal-Protected New Levy Supported Debt Service,Net $ 282,484 $ 2,089,S86 $ 2,305,479 $ 2,229,873 $ 2,154,267 F Subtotal-Other DeIA,relared costs 5 1 S 71,877 $ 78,112 S 84.888 $' '9.2.2',52 G TOTAL-PROJECTED LEVY SUPPORTED DEBT SERVICE $ 9X7,115 $ 10,775,744 $ 12,162,055 $ 11,307,621 $ 91953403 $ 0,271,375 H Debt Service Funded:from Special Revenue Accounts $ (11,120) $ (132,00:7) $ (408,380) 1$ 1394,962) $ (384,524) $ (374,096) Proposed Use of Stabilization...Funds Hold Debt Service Increases to 5%, Annually $ 324,600) IS (380,000) $ Q,838,000 $ (1,721,000) S 0,107,0001 $ 16110,000 J PROJECTED LEVY SUPPORTED DEBT SERVICE(G+I) $ 9,232,615 $ 10,395,744 S 10,324,055 $ 9,606,621 $ 8,846,03 11 5,611,375 K PROJECTED NET LEVY SUPPORTED DEBT SERVICE(excl Projects to be Funded $ 9,221,495 :$ 10,263,737 $ 9,918,675 S 9,191,1669 $ 8,461,879 $ 5,237,279 wklh Fee ReMlUe)(J+H) DRAWDOWN OF CAPITAL STABIL17ATION FUND EXCLUDING SHORT AND LONG TERM DEBT SERVICE FOR POLICE STATION L TOTAL-PROJECTED LEVY SUPPORTED DEBT SERVICE 1'$ 9,557,115]" REVISED USE OF STABILIZATION FUNDS TO HOLD IN LEVY DEBT SERVICE M INCREASES TO 5%ANNUALLY $ (324,500) $ (331,000) $ (11,391,00q) $ (1,209,0010) $ (680,000) $ (2S7, N PROJECTED LEVY SUPPORTED DEBT SERVICE(L+M) $ 9,232,615 $ 10.395,074 $ 10,324,026 $ 9,586,493 $ 8,847,176 $ 5,612,048 PROJECTED NET LEVY SUPPORTED DEBT SERVICE(excl Projects to be,Funded 0 wFlIh Fee RevanueI(N.H)i $ 9,221,495 $ 10,263,06:7 $ 9,918,646 $ 9,191,541 $ 8,462,651 $ 5,237,962 This project Is a potential candidates for a Proposition 2 112 debt exclusion vote. If excluded from the limits of Proposition 2 V2, Principe i and Interest on long and short term Idebt will be funded outside the levy limit along with other projects shown In Table V herein. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 6 Municipal Proiects 1. Equipment Replacement—($1,069,500) ($1,039,500 General Fund Debt & $30,000 Water Retained Earnings): 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 FY2019 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. Water Retained Equipment GF Debt Earnings Total F450 Utility Truck-Public Grounds $ 107,000 $ 107,000 Medium Duty Hook Loader-Public Grounds $ 165,000 $ 165,000 F450 Dump Trucks(2)-Public grounds $ 214,000 $ 214,000 Utility Trailers-Public Grounds $ 40,000 $ 40,000 Water Valve Turner-Water Division $ 30,000 $ 30,000 6 Wheel Hook Loader with Wing Plow and Spreader-Snow Ops. $ 275,000 $ 275,000 Salt Spreader-Snow Ops. $ 73,500 $ 73,500 Bonbardier Sidewalk Tractor with Snow Blower-Highway $ 165,000 $ 165,000 Total $1,039,500 $ 30,000 $1,069,500 2. 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 FY2019 funding include: Winchester Drive from Lowell Street to the Town Line, FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 7 • Massachusetts Ave. from Fottler Ave. to Ellen Dana-North Side, • Oak Street from Massachusetts Ave. to Baker Ave., • reconstruction of ramps town-wide, • Hibbert Street from Massachusetts Ave. to end, • Carriage Drive from Grove Street to John Benson Road, • John Benson Road from Skyview Road to Carriage Drive, • Coach Road from Carriage Drive to Volunteer Way, • Grove Street from Carriage Drive to Volunteer Way, • Grove Street from Carriage Drive to McKeever Drive, • Birch Hill Lane from Lincoln to end, and • Gould Road from Grove Street to Turning Mill Road. The following table present the resent history of Sidewalk appropriations: FY12 FY13 FY141 FY15 FY16 FY17 FY18 $ 200,000 $ 300,000 $ 400,000 $ 400,000 $ 600,000 $ 600,000 $ 800,000 ' Does not include$200,000 of a$600,000 appropriation that was designated for the construction of a Hartwell Avenue mixed use path. 3. Townwide Signalization Improvements— $1,100,000 (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 were used to implement issues identified by the Transportation Safety Group (TSG). The design at the intersection of Massachusetts Ave. at Worthen Road has progressed to 25% design and is currently moving toward 100% design. This FY2019 appropriation is anticipated to be used for the construction of those intersection improvements, including geometric improvements, full replacement of the traffic control equipment, signals, mast arms and opticom. The ongoing improvements will improve vehicle safety, prevent equipment failure, improve traffic flow, decrease energy consumption and allow for proper accessibility. 4. Center Track and Field Reconstruction — $3,340,000 ($2,829,000 CPA Debt & $511,000 General Fund Debt): The Center Track area is one of the most heavily used facilities in Town. The existing track base is over 30 years old and the track surface was last re-surfaced in 2012, adding an additional 5-6 years to the life of the track. The track currently presents tripping hazards and is unsafe to host organized programming. This FY2019 request will completely reconstruct the track and provide for a complete renovation to the athletic field. Funding will also provide for the installation of a new lighting system and the replacement of existing bleachers and fencing. A natural grass/synthetic turf hybrid field is proposed for the new athletic field and will provide more stability while looking, feeling and playing like a natural grass field. The reconstruction will allow for allow for continued use for a wide range of users and provide a safer and more comfortable track surface. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 8 5. Pelham Road Sidewalk and Roadway Improvements— $1,400,000 (General Fund Debt): This project proposes to install a new sidewalk and replace the existing short section of sidewalk on Pelham Road from Massachusetts Ave. to the Town-owned facility at 20 Pelham Road. FY2019 funding will also be used to improve the sight distance at the intersection of Pelham Road and Massachusetts Ave. The proposed work includes ancillary improvements at these locations that include drainage installation and upgrades, road reconstruction curbing, pavement markings, etc. The design funding is in place from a previous Town Meeting appropriation to design the project and prepare bid documents. The sidewalk portion of the project is estimated to cost $1,000,000 and the intersection improvements are estimated to cost approximately $400,000. Funding will provide for improved access and walkability along Pelham Road, specifically to the Town-owned facility. Facilities Projects A. Within Levy Projects 1. Public Facilities Mechanical/ Electrical System Replacements— $544,500 ($19,755 Free Cash & $524,745 General Fund Debt): This request is part of an annual replacement of HVAC and electrical systems that have exceeded their useful lives and require replacement before excessive failures occur. The FY2019 appropriation will be used to replace the HVAC systems that provide cooling and heating to the Selectmen's Meeting Room and the Main Server Room in the Town Office Building. The mechanical systems have exceeded their life cycles and require replacement in order to prevent unplanned interruptions. If failures occur, it would severely impact the Town Office Building's ability to conduct public meetings during the height of cooling season. B. Projects That Are Potential Candidates for Debt Exclusions The following projects are candidates for consideration for funding outside the limits of Proposition 21/2 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. 2. Lexington Police Station Rebuild- Design — $1,862,622 (General Fund Debt): FY2019 funds will provide design and engineering costs for the Police Station rebuild at its current location. The existing police station opened in 1956 and lacks many basic amenities of a modern police facility. The building does not have an elevator or a sally port for prisoner access to the cell block. It also lacks a fire sprinkler system. The indoor firing range, locker rooms, garage and office spaces are inadequate. Bathrooms on the basement and second floor levels are not ADA compliant. The heating and cooling systems are inefficient and the building is served by two separate electrical systems which cause problems during outages. A subsequent request for construction funds is anticipated in FY2020. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 9 School Proiects 1. LPS Technology Capital Request— $1,715,300 (General Fund Debt): This request addresses the District's strategic goal for enhancing the capacity to utilize technology as an instructional and administrative tool. The request will increase student access to devices to allow for innovative learning methods that integrate supportive technologies, problem-based approaches and higher order thinking skills. This capital improvement project for FY2019 would provide funding for the following: Tech Workstations -$252,000 is requested for the replacement of mobile devices (iPads and Chromebooks) for teachers, students and staff. Laptops for existing teachers will be replaced and laptops for new staff will be purchased. 1:1 Middle School Program- $204,600 will be used to fund the replacement of Pads with Chromebooks for one grade level. Elementary Mobile Devices -$177,600 will be used to purchase additional carts of Chromebooks for Bowman, Bridge, Estabrook, Hastings and Harrington Elementary Schools. It will also fund the purchase of a Chromebook cart for the media center at the Fiske Elementary School and additional district computer carts. 1:1 atLHS- $412,500 - Funds will be used to begin implementation of a 1:1 device program at LHS for two grade levels. STEM/Comouter Science- $27,600 — Kibo robotic kits will be purchased for all elementary schools and Sphero robot kits will be purchased for middle schools. Upgrade District and Building Network Infrastructure— Infrastructure will be upgraded to support 1:1 program and handle increase in devices at K-8 level. Replace Switches and Wireless Access Points— Switches and wireless access points that have reached the end of their useful lives will be replaced at Harrington, Clarke and Diamond. Add Additional Switches at Clarke and Diamond-$350,000 —Additional switches will be replaced to handle an increased wireless load. Funds will also be used to implement a wireless project at the Central Office to bring enterprise level wireless access. Equipment will also be purchased to prepare for bandwidth increase from 1GB to a minimum of 5GB for increased device counts. Interactive Projector/Whiteboard Units-$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. Server/Storage Infrastructure -$75,000 —Upgrade current virtual environment to keep up with the needs of the district and online testing. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 10 Proiects to be Funded with Fee-Based Revenue 1. Westview Cemetery Building- Construction— $3,040,000 (General Fund Debt with debt service funded from Sale of Cemetery Lots Special Revenue Fund): FY2019 funds are requested to construct a new building on the Westview Cemetery grounds. The current building serves as the cemetery office, meeting area for grieving families and work space for maintenance staff. An FY2016 appropriation funded an assessment of the current building and operations and an FY2018 appropriation was used to hire an architect to design and engineer the building on the Westview Cemetery grounds The Department of Public Works and the Architect have been working closely with the Department of Public Facilities to determine the best long-term solution for the building. This funding request has been based on the FY2018 design and engineering funds. The only significant upgrade to the building in the last 15 years has been the installation of a new roof. The current facility has deteriorated and needs to be brought up to code. Limited space does not permit private space for grieving families and the maintenance area lacks adequate space for all equipment to be stored indoors. The renovation or expansion of the building will enhance the cemetery operation by providing a welcoming and private space for families and visitors and provide staff with more efficient and adequate office space, storage space and maintenance space. It is expected that a full set of design specifications and documents will be completed in the near future at which time the construction phase of the project can go out to bid. FY2019 RECOMMENDED PROJECTS— WATER FUND DEBT (Table II) rc w Ixrramrxlf1 1 ,0, 1 l 0l 9R.'geo F�" y�y FY21q'7 9 Rk cmematt8rtded dlg@a:Capital P'.j.bb[&' TABLEH: FY2019RECOMMENDEDPRDJECTS-WATER DEBT Anm,ount Interest. P'ro7act Financed Tern1 Rate FY201a FY2019 FY2020 FY2021 FY2022 FY2023 1. Awtanft Meler R'eadrng Syslenl kMO 000',I 1$ 375.,000 5 4.47d $ U0.000 $ 90,000-$ 87,000 $ 9u,000 2. wale Dst dr lam$yske Nnpeaaemets $ ac�3�ocD 10 �x a� $ 2a asa $ u49 pnv7 $ 13t�,000 $ �32A�3 $ 129,000 >.,w ,,.,,....... .... �,,... ,,,,,., ,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,, >........ TOTAL PROJECT COSTS 36.667 $ 230.000 $ 223,000 $ 216.000 $ 81..0�00 AIJ THDRIZED WVA'TER.DEBTS ERVICE FY2018 FY2019 FY2020 FY2'1)21. FY2022 FY2023 A SuMOal Aulleorized and Nssued Water Debt Sertica $ 1,3Ca3,M7'2 $ 1 130,.312 S t„086,350 $ 773,546 $ 001,171 D Searlata6.Appomd and Umuse-d'W4a DeN:d.See rae(sNuad a W Wng-t r) S 60.241 S 'a$0;471 S W710 $ 54,950 $ 53,190 C Summary;De1I Senhee on AulM prized Debra $ 1,423,403 S 1,T88 M $ 1A43,060 $ 828,496 $ 654,361 D 5ubkotal Pregecled Debt Seruce w Proposed CaprW Prgeds $ 3G',567' $ 230,000 $ 223.000 $ 2M'000 81,000 E 5ubkoral t7lPoer DeblteV'a ted posts $ S $ $ $ F 'TOTAL PROJECTED WATER DEBT SERVICE $ 1,470.783 1,460,069 S 1,418,883 $ 1,366,060 $ 1,044,496 $ 735,361 1. Automatic Meter Reading System — $750,000 ($375,000 Water Debt and $375,000 Wastewater Debt): An FY2018 appropriation provided funding to contract with a firm to evaluate the existing meter equipment for compatibility with an Automatic Meter Reading (AMR) system. The goal of the program is to install a Town-wide radio read system that will provide the ability to read meters remotely. The AMR system is comprised of an endpoint of meter transmitters, optional repeaters and the base station receiver. The implementation of the program is proposed in three phases. The FY2019 appropriation will fund transmitters in water section one and the installation of base stations. This will provide the Town with more frequent meter readings to improve the billing process. Future year requests will provide the same in sections two and three. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 11 2. Water Distribution System Improvements— $1,000,000 (Water Debt): 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. Water main replacement has been completed on Massachusetts Ave. (from Pleasant Street to Marrett Road) and at the Woburn Street intersection. The installation of a pressure sustaining valve in the Grove Street area is also complete, allowing for proper pressures in the area. To-date, both a hydraulic model for the entire distribution network and an asset management plan are near completion. The model will 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 FY2019 RECOMMENDED PROJECTS— WASTEWATER FUND DEBT (Table III) 7f � f uPf exrrC won-r'V?d7lt.4r tlwa vet FY2019 Recommended Budget: Capital Projects ,tSY[YYp%f& TABLE III: FY2019 RECOMMENDED PROJECTS-WASTEWATER DEBT Amount Interest Project Financed Term. Rate FY2018 FY20,19 PY2020 FY2021 FY2022 FY2023 1 Automahr,(Meter Readmg System($750 000) 375,000 5 4.0% $ 10,000 $ 90,000 S 87,000 S 64.01)0 S 81,000 2 Pump Station Upgrades $ 800,000 10 4,0% '$ 21,3331$ 112.,000 $ 1108,80011$ 105,600 $ 102,400 3 Sanitary Sewer System Investigation and $ '1,000,000 10 4,096� '$ 26,667 $ 140,000 $ 138;OD0 $� 132,000 $ 128,000 Improvements TOTAL PROJECT COSTS 2„175,000 $ 56,,000 $ 342,000 $ 331„800 $ 321„600 $ 311„400 AUTHORIZED SEWER DEBT SERV. FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 A SubtoteM:Authomzed and Issued Sewer Debt Service $ 973,465 $ 824,919 S 785,220 5 743,%4 S 597„623 B Subtolal.Approved and Umssued Sewer Lteb@ Service('short and long-term) $ 157,794 S 420„297 S 408,128 S 395,959 S 3831,790 C Summary!Debt$ervka on Authorized Debt $..1,131,259 $1,245,216 $1,193„354 $1,139,923 $ 981,413 D Subtotal Projected Debt Service on Proposed Capital Projects $ 58,000 $ 342,000 $ 331„800 S 321,000 $ 311,400 E Subtatal-Other Debt-related costs $ - $ $ - S $ F TOTAL PROJECTED SEWER DEBT SERVICE $1,034,904 $1,189,259 $1,587,216 $1,525,154 $1,461,523 $1,292„913 1. Automatic Meter Reading System — $750,000 ($375,000 Water Debt and $375,000 Wastewater Debt): See detailed description under Table II — Water Fund Debt 2. Pump Station Upgrades— $800,000 (Wastewater Debt): 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. The Worthen Road pump station has been bid and is currently under construction. Both the Marshall Road and Constitution Road pump stations are in the design phases and construction is expected to commence in 2018. FY2019 funds are expected to be utilized for the Marshall Road Pump Station. It is anticipated that the Hayden Ave. pump station will be the next to go to design. (Stations are constantly monitored and schedules adjusted to meet more urgent needs). The goal of this program is to upgrade all the pumps and support systems to enable better energy efficiency and avoid emergency expenditures. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 12 3. Sanitary Sewer System Investigation and Improvements— $1,000,000 (Wastewater Debt): 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. Engineering investigation and evaluation will continue on sewers throughout town, including those in remote, hard to access areas. A significant lining project is under construction in the Dunback Meadow area and the Bow Street area, expected to be completed this winter. Future rehabilitation is anticipated in sewer basins 2, 11 and 12 and investigations in basins 6, 7 and 10 will be performed next. 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. FY2019 RECOMMENDED PROJECTS— RECREATION FUND DEBT (Table IV) Lrr +,ru 'Ion,to of f e rnrtyrdwo_p"Y2019 Budge I ,,u, ,�gg FY2019 Recommended Budget., Capital Projects e..,r�w TABLE IV: FY2019 RECOMMENDED PROJECTS-RECREATION and COMMUNITY PROGRAMS DEBT Aimownt interest. Project Financed Term State FY2018 FY2019 FY2020 FY202.1 FY2022 FY2023 None Proposed $ $ $ $ $ $ TOTAL PROJECT COSTS $, $ $ $ $ $ AUTHORIZED RECREATION REVENUE DEBT SE RV. FY2018 VrN FY2019 FY2020 FY2021 FY2022 FY2023 A Suubtotal Approved and Issued Revenue Supported Debt Servdce S $ $ $ $ B Subtotal Approved and Unissued Re*nue Supported Debt Service S $ $ $ S C Summary Approved Revenue Supported Debt Service $ $ $ $ $ D Subtotal Projected Debt Service an Proposed Cap pal Projects $ $ $ $ $ E Other Debt-related costs S $ S $ S F TOTAL PROJECTED DEBT SERVICE $ 100,000 $ - $ - S $ $ S100,000 is an offset to the exempt debt service for t<inds issued p'u'rsurant to a 2002 authonxatuon for the reconstruction of the Lincoln Park athletic fdetd and parking lot The source of the offset is the Recreation and Community Programs Enterprise Fund No recommendations for debt financing, FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 13 FY2019 RECOMMENDED PROJECTS— FUNDING THROUGH PROPOSITION 21/2 DEBT EXCLUSION (Table V) 4 rrl;% Town of exington-IY2019 Audget T: FY2Oi9 Recommended Budget Capital Projects TABLE V IFY20119 RECOMMENDED PROJECTS-FUNDING THROUGH PROPOSITION 2 W DEBT EXCLUSION Amount lidorest Project Roamed Term Rate IFY29U8 FY7019 IFY202D IFY2021 FY2922 FY20Z3 Projects for Conskleraflon-2018 Annual and Special Town Maefings 2018 Annual Tiawa Meedng I -05lp ford Stred Fire Station Reptacement 1$18,820,70011 30 11 40 �$ 501.966 1r402,641 1,m,0714 O5p.1141$ 024,150, 2 Lexington Childreft Place Construction $11.797.842 30 40% $ 314AW 865,157 $ 849.4271$ =697�$ 817,966 3 Lemngton police Staficn Rebuild-Desgn' 1 5 4 $ 49,678 $ 447,0291$ 432_126 1$ 417 $ 4OZ325 PRCU NEW EXCLUDED DEBT SER%nCE $3Z481,164 $ 8K23S $ Z714,227 $ 2,657,02 $ ZW1,037 $ ZS",443 Prafacted Debt Seivice-Potential Future Pro af I Pake-§W ron-Construction WI 9 ATM) I 05,OW,000 30 1 4% $ i It 1,744,97 1 T——---T-1,051,099 $ $ 1,T44,5N $ 1,71Z818 $ IMM APPROVED AND PROPOSED 01CLIJ101W DEBT SERVKE FY2048 FY2M9 FY2D20 FY2021 FY2022 FYM23 Subtotal Approved and Issued Fxduded OW Service $10,159,721 $ 9,836,855 $9,099,795 $ 8j58.856 $ 8.2%,154 Subtotal Approved and Unssued Excluded Debt Serece $ Z622 568 $ 4,9AJ35 $6,257j15 $ 6,134.048 $ 5,997,880 70TAL Approved Excluded Debt Service $iZ78Z289 $14,762,"G $iS,357,510 $114,8117„9113 $14,256,035 Subtottil Prqects for Cowderatoon-2018 Annad and SpeciW Town Meetnigs $ 866„238 $Z714,227 $ 2,667,632 $2.601.037 $ 2„544,443 Subtotals Projected Debt SmAce-Potential Future PrIects $ $ $ 1,744,537 $ 1.712,818 $ 1,651,099 Sublotal Other 100t Related QWs $ u $ $ - $ - $ - TOTAL APPROVED AND PROPOSED EXCLUDED DEBT SERWICE fni, 4-1-3.648.57t _$10,4 7 7 2 1 1 _$_",7-AW9-$,,1 9 2 M 7 5 9 S IS 4 8 1 5 7 7" Less use of CapdalStatWizabon Funds to Mitigate IDeM Service Impacts on Property Tax IF $(2,400,000) S 3,600,009)$(5,400,000) $�,10DWO)$(1,200.000) (21400,000) Net OW Service $ 8,29Z609 $IR046,527 $12,077,217 $A3,r ,675 $15.00tM $16,081,5" 1. 45 Bedford Street Fire Station Replacement Construction — $18,820,700: FY 2017 Annual Town Meeting appropriated $450,000 for design of a new Fire Headquarters at 45 Bedford Street. An additional $676,300 was appropriated at 2017 Special Town Meeting #2 in October 2017 to progress the project through construction documents. The FY2019 request will fund the remaining project costs including demolition of the existing building at 45 Bedford Street, construction of the new Fire Headquarters and related site work and signalization improvements. 2. Lexington Children's Place Construction — $11,797,842: Lexington Children's Place (LCP), the pre-kindergarten program for Lexington Public Schools, has outgrown its current location in the Harrington school. The School Committee has identified the property at 20 Pelham Road as the preferred location for a new LCP facility. An appropriation at the 2017 Annual Town Meeting provided funds for design and construction documents for a new pre-school at 20 Pelham Road. An additional appropriation of $2,500,000 at Special Town Meeting #2 in October of 2017 provided funding to complete the design and begin site work including demolition of an existing structure. The FY2019 request will fund the remaining site work and construction of the new facility. 3. Lexington Police Station Rebuild- Design — $1,862,622 (General Fund Debt): See detailed description under Table I — General Fund Debt. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 14 FY2019 RECOMMENDED PROJECTS— Community Preservation Act Debt (Table VI) �"Itr, A;raofqj'$e-1ing'ton-tY2Jl7913fr,�geI t„ FY2019 Recommended Budget:' Capital Projec'ts.. TABLE VI: FY2019 RECOMMENDED PROJECTS.COMMUNITY PRESERVATION ACT DEBT Amount Interest Project Financed. Term Rate FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 1 Cenler Track and Field Reconstruuchon $2,829,000 5 4.0"6 $ 75 440 $ 678,960 $ 878,960 $ 633,696 $ 611,064 (53„340,000) TOTAL PROJECT COSTS $2,829,000 $ 75,440 $ 678,960 $ 678,960 $ 6313,%6 $ 611,064 im�wmwmmwmmwmmwmmwumwmuwuammwawmmmummwmmummuumwiwmmauwaumamwmmwmmwmmwmmwmammumrumauwrusmmwmwmwmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmuuamwmm�mmmmm�masuwmaomamm�mw��mmmuwwmuammwmwmmmwum�momasmu�mua�mmw�rm�mmmwuru�mminwmmw�muwmmurumwmmmu�mwwmusuw AU'TI^OM ZED CPA REVENUE DEBT SERV'. FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 A Subtotal Approved and Issued Revenue Supported De'b1.Service $2,173,050 $2,096,100 $2,017,150 $1,949,5W $1,866,500 B Subtotal Approved and Unissued Revenue Supported tit.SerAce $. $'.. '$ $. $. C Summ..ary.Approved Revenue Supported)Debt Service $2,1173„050...$Z094100 $2,017,150 $1,945,550 $1,866„600 D Subtotal Flooded DeN Service on Proposed Capital Projects $ 75,440 $ 678,960 $ 678,960 $ 633,6g6 $ 611,064 E Other Debt-related costs $ $ $ F TOTAL PROJECTED DEBT SERVICE $2,256„795 $2,243,,e90 $2,T74„060 $2„6%,11110 $2,583,246 $Z477,664 Center Track and Field Reconstruction — $3,340,000 ($2,829,000 CPA Debt & $511,000 General Fund Debt): The Center Track area is one of the most heavily used facilities in Town. The existing track base is over 30 years old and the track surface was last re-coated in 2012, adding an additional 5-6 years to the life of the track. The track currently presents tripping hazards and is unsafe to host organized programming. This FY2019 request will completely reconstruct the track and provide for a complete renovation to the athletic field. Funding will also provide for the installation of a new lighting system and the replacement of existing bleachers and fencing. A natural grass/synthetic turf hybrid field is proposed for the new athletic field and will provide more stability while looking, feeling and playing like a natural grass field. The reconstruction will allow for allow for continued high use for a wide range of users and provide a safer and more comfortable track surface, FY2019 RECOMMENDED PROJECTS— Compost Revolving Fund (Table VII) hb; a town v"(.e hi g rtrr-FY20111 htiu gef FY2019 Recommended Budget. Capital Projects TABLE VII: FY2019 RECOMMENDED PROJECTS-Compost Revolving Fund Amount Interest Project Financed Term Rate FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 None Proposed $ � � Is T $ $ TOTAL PROJECT COSTS $ $ $ $ - $ $ AUTHORIZED REVENUE SUPPPOR'TE'D DEBT SERV. FY201-8 FY2019 FY2020 FY2021 FY2022 FY2023 A Subtotal Approved and Issued Revenue Supported Debt Service $138,6M $129,489 $120,469 $120„469 $ 80,413 B Subtotal Approved and Unissued Pb ue.Supported Debt Service. $ 73.500 $ 89,400 $ 88,900 $ 84,400 $ 81,900 C Summary Approved Revenue Supported Debt Service $212„109 $218„889 $207„3691 $204,869 $162,313 D Subtotal Projected Debt Service on Proposed Capital Projects $ - $ $ - $ - $ E Other Debt-related costs $ _ $ $ - $ - $ F TOTAL PROJECTED DEBT SERVICE $212,109 $218,889 $207,3691 $204,'869 $1162,313 No recommendations for debt financing, FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 15 FY2019 RECOMMENDED PROJECTS — CASH CAPITAL (Table VIII) ,PM" d o wn of I exrngfon•f'Y01 A f9Nsrgef. r't10 FY2019 Recornmlended Budget: Capital Projects 'TABLE Vllk FY2010 RECOMMENDED FUNDING FROM REVENUES(Cash by Source) Water Recreatlon R.etained'. Retained'. Other TOTAL PROJECT Free Cash Tax Levy Earnings Earnings CPA' Funding COST Other' FACILITIES '1 Public Facilities 15Bid Documents $ 100,000 $ 100,000 2 aupidirig Floonn Program $ 125 000 $ 12S 000 Publec Service Building VeNcle Slorage Area-Floor Drainage... 3 'System $ 157„0W $ 157,000 4 MynicoeMIFAuildm Envel.......eanrlSsterns $ 19gB993 $ 199983 5 VGKors Center ConstnrchonDocurn�enls ......... ......... $ k61000 $ �2pD000 .. a 6' Schccd l3urlldimg Env r ,s amd Systems N,9g 4rn,,,,. $ 227 T59 $ 227755 7 Scnool'5avl'n'g Pr earn $ 236990 $ 236890 5 Playground Replacement Pr ram 5owman IS 302,000 $ 302,000 9 t Security itlpgrade,..... $ 3398(M0 $ 33980q .,,.,.7. , ,,.,19 00 Punlpc Facllddes MwleclroanlcatlrE'lectrlcal Sstem Re documents $ 19,7SS $ t9,T55 MUNICIPAL PROJECTS' ,,,,.n„ „ , .,,,,,,....,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.....................................,.....................................,,,,,,............................. .............................. 11 Oianewe48,A,reoTNit:?DRlon date $ 50�000 $ 500g0.. on ftiA9 able plemeniat Funds $ - 13 7ran12 �l onalmt Affordable dtausutg�wula ry $ 100,000 $ 100,000 'ti4 Peme Mrleadow's Fqur meat $ 80 q0q $ 60 000 P , 1�5 Old Reservoir Ballzhouese Design $ 75000 $ 75000 ,,., j 975,000 S 9rN 6 0qq t6 4pnleuc IFacWi0yl�ht¢n,,,... e 17 SNGR Ft I'r De§fton Broadcastipq Upgrade $ 44 800 $ 44,800. 18 Punk Grounds irrigation Impnovernen.M $ 60,000 S 40,000 $ 10181 0,0 tg Commu 0XCenier Srdewra1k S 20 ndranl Re Macement Pr harm $ 75,000 $ 75,000 1$ 150,000 21 S1oma Drarnaga Irnpnrwerm errs nm1 NPLPES connp6rance $ 3+t0 g130 $ 3400gq „ ,. ,,,.. .,.p.;.. ,...., ,,.,.,,A,,, 22 Comprehensive Watershed Slorrnwater Nlanagernenl Study and Impdemenhtrgron $ q00 $ 390(q6'0 ,....., .,,,,a. •a,,,, .......,,..� .,.e,... ........m. 23 Townwide Culvert Replacement $ 390�000 $ 390000 24 Center S"reetlscape Bn rovements Des n S 450000 $ ISO q00 ........................................................ ...,._.,,,..,..,......................................, ...............................e.......... ............................., 25 IE¢uipm1erriReplacement $ 30�000 $ 30000 25 Street Ornprovements 1 S 2,600,000 $ 2,600,00m1 $ 96%936 27 PA—Ipati Technal2gy Ipm.e,ovemant Pr ,arm $ 200,000 .T-� $ 200000 2'8.. Ircallon Im erneniaIXion $ 390,000 $ 390,'000 29 tNle0wo*Core E ui rnent Re acernent $ 3W 000 $ 350000 30 Archives&Records MNtanagernenURecords Conservotron& (preservation 20„000 SUBTOTAL S Z7451000 S Z600,000 S 106,000 60,000 S 1,110j000_. .rr $ 6,714,800 OTHER.CPA FUNDED PROJECTS 31 190aldand Slreal Rermation and Adaplrwe Re use $ 200 000 $ 200 000 SUBTOTAL Nr NNN 200,000 TOTX S 4,150,OW 06,000 60,000 S It,612,000... K800 :.N. '.CPA Molals do not mcl4ude proposed FY2:019 adnmhistrative budget of$150 000,and$2,383,288 mn Wpion for debt serge C30far includes$989,936 in Chapter 90 Aiia for'stre+et.irnprouernents. 'Proposed Punting for the annual street resurfacing program,is comprised of$2,600,00q of levy dobis of which$666,664 derives from a 2001 operating merriae,and an anticipated distribution of$9f,936 of Chapter 90 funds.Over mW above Pipe 2001 traewrddle.addr9urid arnoants are recommended Ihosed an the kllowdngi the continued funding of SM1„234 of tax. suppod 1f0 was pmrlwated tlm FY2012and'imairdained Orr FY2013:the continued finndling of'$164,656of tax."support that was unhAW pm FY2013.$1.1 rntion derived from IMeelth insuirame smAngs,which nefVects an rnccrease from the$850„0g0 allocated in FY2014 for stred im,proverrients,and W1.871 from FY2019 estimrnaded tax.Barry revenue to pmY16e a level of funding estimated to mow the Town toward a targeted paveeneal condition index(PCQ of 85,. 11 Department of Public Facilities Proiects 1. 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. 2. Building Flooring Program — $125,000 (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 FY2019 request will be used for continuing replacements in the Cary Memorial Library's reading rooms. The goal of this program is to ensure floor surfaces remain clean and safe for all users. FY2O19 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 16 3. Public Service Building Vehicle Storage Area — Floor Drainage System — $157,000 (Free Cash): Exposure to salt, grime and residual from petroleum products has caused deterioration of concrete around the floor drain system in the vehicle staging prep area in the Public Services Building. This FY2019 request includes the analysis, design and repair of the floor drain system. Once design is complete, the work will include the removal of the drain grates, selective demolition of the adjacent concrete, installation of new frames and gate, new concrete and sealing of the floor. The failed drainage grate system has become a hazard and could cause harm to employees walking and driving in and around the drain system. These repairs will help isolate the damage and preserve the remainder of the floor. 4. Municipal Building Envelope and Systems— $198,893 (Tax Levy): This ongoing capital request, originally approved for funding in the 2006 Proposition 21/2 Override, includes repair/replacement projects for the maintenance and upgrade of municipal buildings and systems. The FY2019 request seeks $198,893 of funding for continued implementation of extraordinary repairs to the foundation and original drainage system of the Town Office Building. 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. 5. Visitors Center— Construction/Bid Documents— $200,000 (Free Cash): $21,000 was appropriated by the 2017 Annual Town Meeting to enable the Visitors Center replacement project to proceed through development of a schematic design estimate. The schematic design estimate provided an estimated project cost of $4,549,000. An additional appropriation of $150,000 was appropriated by the 2017-3 Special Town Meeting to continue the design through design development. During design development, a value engineering process will explore opportunities to reduce the project cost and find alternate funding sources. $200,000 requested for FY2019 to prepare construction/bid documents. On an annual basis, the Visitors Center sees more foot traffic than any other Town-owned building. The existing facility opened in 1970 and the last upgrade was performed ten years ago when the restrooms were made handicap accessible. A new Visitors Center aims to improve the experience of visitors and maximize economic development opportunities. 6. School Building Envelope and Systems Program — $227,755 (Free Cash): FY2019 funds will be used to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. Specifically, this request will be used to address water infiltration issues, caulking, window lintels and translucent skylights that are delaminating over the front facade of the main entrance of the Harrington Elementary School. 7. School Paving Program — $236,890 (Free Cash): This capital request provides'as needed' replacement of sidewalks, bus loops and parking areas on school grounds. The FY2019 request will specifically fund spot replacement at the Harrington Elementary School where walking conditions have caused safety issues for pedestrians walking to the school. Extraordinary repairs for school paving areas are necessary to maintain FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 17 parking and pedestrian surfaces in a condition suitable for public safety and Safe Routes to School. S. Playground Replacement Program- Bowman — $302,000 (CPA): This FY2019 request will fund the update and replacement of playground equipment and surfacing behind the Bowman Elementary School and playfields. Proposed improvements will renovate and rehabilitate existing safety surfacing and equipment so that the site will be in compliance with Consumer Product Safety Commission (CPSC), American Society for Testing and Materials (ASTM) and the American with Disabilities Act (ADA). A subsequent FY2020 request is anticipated for updates and replacement of the play structure at the Bridge Elementary School. 9. Lexington High School (LHS) Security Upgrade — $338,600 (Free Cash): In the spring of 2017, the School Department contracted with TBA Architects and Jensen- Hughes to complete a holistic Security Assessment of Lexington High School (LHS). The assessment was based on developing concentric layers of security for deterrence and prevention. Previous Town Meetings have appropriated funds for a security study and upgrades. An expansion of the closed circuit television was recently completed but LHS still does not meet the district standard for security. The 2017-3 Special Town Meeting appropriated $31,000 for the design and engineering for security enhancements, specifically building perimeter security, based on recommendations of the security assessment. The designers are tasked with enhancing school security while maintaining the existing open-campus culture. This FY2019 request will fund the implementation and construction of those recommendations. The primary focus will be bringing the building perimeter and exterior doors up to the district standard. At present, the vast majority of the exterior doors at LHS are unequipped with electronic door access controls. This means that staff must manually lock exterior doors in the event of a building lock-down. The addition of electronic door access will enable exterior doors to lock instantaneously, if needed. The added infrastructure would allow for procedures to be put in place to set schedules for locking and unlocking doors, providing a more secure campus and eliminating the need to manually lock doors. The proposed project would also incorporate the addition of signage and wayfinding around campus and consider changes to parking lot access during school hours. 10.Public Facilities Mechanical/Electrical System Replacements— $544,500 ($19,755 Free Cash & $524,745 General Fund Debt): See detailed description under Table I — General Fund Debt. Municipal Proiects 11.Hartwell Area TMOD Plan Update— $50,000 (TMOD Stabilization Fund) This is a request to update the Planning Board's Traffic Mitigation Plan for the Hartwell Avenue Transportation Management Overlay District (TMOD). The Traffic Mitigation Plan is a critical part of justifying mitigation payments from private development in the area. The creation of the Overlay District and its associated traffic fund was approved by Town Meeting in 2009 and the TMOD was approved in 2010. $50,000 is requested in FY2019 in order to update the current plan which will more accurately reflect improvements that the Town has implemented and zoning changes that are currently being pursued in the area. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 18 12.1-owell Street Affordable Housing Supplemental Funds — $TBD (CPA): 2014 Annual Town Meeting approved a total of $1,284,653 to be used by LexHAB for the development of affordable housing at the former Busa Farm site off Lowell Street, a Town property acquired with CPA funds in 2009. LexHAB intends to create six units of affordable housing, two of which will be fully handicapped accessible. While the supplemental request for FY2019 is unknown at present, LexHAB anticipates a final project cost will be received prior to Annual Town Meeting. Several factors necessitated the supplemental request. LexHAB is now required to comply with the public bidding process, it plans to purchase solar panels instead of leasing them and the units will be made fully accessible instead of just partially accessible. Construction costs have also increased since the initial estimate. 13.Transportation Mitigation — $100,000 (Free Cash): This annual 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 FY2019 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 FYii, Town Meeting appropriated funds to collect data, perform analyses, review citizen requests and recommendations for various townwide 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 continue this funding for FY2019 and anticipates the need to be ongoing in order to ensure that transportation safety remains a critical part of Lexington's quality of life. 14.Pine Meadows Equipment— $60,000 (Recreation Retained Earnings): This request will fund the purchase of a new lawn mower, bunker rake and spreader. The new equipment will replace existing equipment which have all exceeded their useful lives. 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 equipment will ensure proper maintenance of the turf and bunkers, improved pace of play and superior playing conditions. 15.0Id Reservoir Bathhouse Design — $75,000 (CPA): FY2019 funds will be used to complete a feasibility study for renovations to the Old Reservoir bathhouse. The facility requires a complete renovation and the project entails repairing the plumbing system and installing all new fixtures including showers, toilets, sinks and drinking fountains. The recently completed Recreation and FaciiitiesADA Compliance Studyidentified areas of deficiencies within the facility. The accessible walkway, built in 2000, has settled and buckled in places and requires replacement. A rodent problem was also observed by staff and the renovation will ensure the safety and well-being of those who utilize the facility. Based on the results of the feasibility study, the construction phase of the project is scheduled for FY2020. 16.Athletic Facility Lighting — $975,000 (CPA): The FY2019 request is for $975,000 to replace the existing lighting systems and structures with more cost efficient fixtures and FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 19 illuminants at the Center #1 Baseball Field, Center #2 Softball Field, Center Basketball Courts and the Gallagher Tennis Courts. Funds will also be used to upgrade the lighting system at the Irving H. Mabee Town Pool Complex. The current lighting system is outdated, requires constant repair and does not operate efficiently. The installation of newer energy and cost efficient systems will provide financial savings to the Town and allow for a safer environment in which to participate in night activities. 17.Selectmen's Meeting Room High Definition Broadcasting Upgrade — $44,800 (PEG Special Revenue Fund) FY2019 funds will be used to upgrade the broadcast equipment in the Selectmen's Meeting Room in the Town Office Building. The new equipment will allow for high definition (HD) broadcasts of meetings, a technology which outperforms the current, standard broadcast signal. The HD technology will improve the broadcast for viewers and prevent irregularities and subpar performance. 18.Public Grounds Irrigation Improvements— $100,000 ($60,000 Free Cash ($40,000 CPA): FY2019 funds will be used for updates to the irrigation systems on public grounds. The proposed updates will allow the irrigation to be more targeted on the turf areas while conserving water. The 2017 Annual Town Meeting approved an appropriation for similar upgrades to the Town's athletic fields. The areas targeted in this FY2019 request include the Battle Green, Hastings Park, Emery Park, the Cary Memorial Building grounds and the Town Office Building complex. 19.Community Center Sidewalk— $TBD (CPA): An FY2019 appropriation will provide construction funds for a sidewalk from Marrett Road to the Community Center. The exact amount is currently unknown but it's anticipated that the funding request will be ready in advance of Annual Town Meeting. The Town plans to meet with the proprietors of the adjacent Scottish Rite to discuss the project in early 2018. 20.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 441 hydrants have been replaced. 21.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. Areas of drainage concern that are under investigation and analysis include the Oxbow/Constitution Road area, Wildwood Road/ Wood Street area, Augustus Road area FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 20 and Webster Road area. 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. 22.Comprehensive Watershed Storm Water Management Study and Implementation — $390,000 (Free Cash): 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. Pleasant Street drainage has been completed and the Whipple Brook area design is ready for permitting and expected to go to construction in calendar year 2018. Significant progress has also been made in the evaluation of the Valleyfield area. Long- term benefits of the program include prevention of property damage, reduction in liability and overall improvement to the health of Lexington's waterways. 23.Townwide Culvert Replacement— $390,000 (Free Cash): 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 older culverts are failing. This program is a companion effort with the ongoing Watershed Management Plan. The Oxbow/Constitution Road area is undergoing preliminary evaluations. Detailed design evaluation is complete for Valleyfield and Waltham Street at Clematis Brook; planning, final design, permitting and construction will follow. Proactive replacement of townwide 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. 24.Center Streetscape Improvements Design — $450,000 (Free Cash): This project aims to improve the center sidewalk, streetscape and circulation with a focus on pedestrian safety and accessibility. Past funding has allowed the design to progress to 25%. An FY2015 request of $600,000 provided funding to complete the design and develop plans and specifications necessary for bidding the project. The plans are being revised based on recommendations from the Center Streetscape Ad-Hoc Committee and Board of Selectmen. This will result in redevelopment of the 25% plans and will include the assistance of additional professionals including historians, irrigation consultants, lighting consultants and tree consultants. The project will then be furthered to 100% plans and specifications ready for bidding. This FY2019 request encompasses the additional design funding necessary to meet these goals. Construction funding is expected to be phased and will be adjusted as plans are finalized and phases are clarified. 25.Equipment Replacement— ($1,069,500) ($1,039,500 General Fund Debt & $30,000 Water Retained Earnings): See detailed description under Table I — General Fund Debt. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 21 26.Street Improvements— $3,569,016 ($2,600,000 Tax Levy, $969,936 Chapter 90 funding): This is an annual request for the street resurfacing and maintenance program. In addition to the $2,600,000 appropriated from the tax levy, $969,936 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 FY2019 2001 Override Increased by 2.5%per year $ 672,045 Maintenance of unallocated revenue from FY2012 Revenue Allocation Model $ 281,234 Maintenance of unallocated revenue from FY2013 Revenue Allocation Model $ 164,850 FY2014 Health Insurance Savings $1,100,000 Additional Tax Levy Funding $ 50,000 Portion of the municipal share of incremental FY2017 revenue from the $ 331,871 Estimated Chapter 90 Aid $ 969,936 Total $3,569,936 Without Chapter 90 $2,600,000 27.Municipal Technology Improvement Program — $200,000 (Free Cash): This FY2019 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 FY2019 request will fund the replacement of an end-of-life (EOL) blade chassis and servers, additional disk based storage and backup storage. The need for the equipment is driven by rapidly growing data sets and unstructured files due to email archiving requirements under State Public Records Laws. This capital will provide the ability to continue to support the Town's application and storage needs. 28.Application Implementation — $390,000 (Free Cash): This capital project is for large application migrations and implementations. The initial focus of the project will be to maximize the value of existing applications through the addition and adoption of features and modules. FY2019 funding will be used to invest in additional modules and services for the MUNIS financial software and for the acquisition and installation of vehicle sensors and trackers for DPW vehicles. The MUNIS financial system's chart of accounts was developed over 10 years ago and currently creates accounting issues and inefficiencies. Funds will be used to correct the issues and optimize the system. FY2019 funds will also be used to purchase and install automatic vehicle locations systems for DPW vehicles. This technology will track a vehicle's movement and activity to allow for DPW operations to better manage plowing, treatments and road maintenance. It will also provide real-time uploads of critical diagnostic data to better manage vehicle repairs and service. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 22 29.Network Core Equipment Replacement— $350,000 (Free Cash): The purpose of this multi-year capital funded project is to replace aging equipment or add new equipment to the Town's core voice and data network. During FY2017 and FY2018, the Town completed network and cybersecurity assessments. Those assessments provided targeted recommendations for changes in the network. This FY2019 capital request is for replacement of the EOL existing equipment and the addition of the equipment recommended in the recent assessments. In addition to the replacement hardware and the new hardware, this request covers the services for the network reprogramming, installation of the equipment and the addition of software to address network and security monitoring and management needs. 30.Archive and Records Management/ Records Conservation & Preservation — $20,000 (CPA): This FY2019 request will fund the conservation and preservation of historic municipal documents and records, specifically the remaining old Town papers from 1722-1923. Significant progress has been made in preserving Lexington's historic documents but there remains a continuing need to preserve records from the early 1900s and make them accessible. It is projected that this will be a yearly request for treatment/digitization/microfilming of records. The preservation and conservation of permanent records for archiving creates the basis for documenting Lexington's history for the future. Other CPA-Funded Proiects 31. 9 Oakland Street Renovation and Adaptive Re-Use— $200,000 (CPA): Supportive Living, Inc. (SLI), a non-profit organization, provides appropriate, affordable and supportive housing for survivors of brain injury. In 2007, Town Meeting approved $300,000 to help fund the renovation of 7 Oakland Street into 15 units of affordable housing for survivors of brain injury. In 2009, the Town was awarded the Robert Kuehn Community Preservation Award for the adaptive re-use of 7 Oakland Street, now referred to as the 'Douglas House'. SLI also owns the small building located at 9 Oakland Street and this FY2019 request seeks funds for the renovation and adaptive re- use of the structure. The entire property, 7-9 Oakland Street, is located within the Battle Green Historic District and is listed on the National Register of Historic Places. It was previously home to the Lexington Pressand originally housed M.H. Merriam & Company. Renovations will include an additional common area for residents, additional meeting and office space for Douglas House staff and an expansion of the Wellness Center. The total project cost is $425,000; SLI plans to use $200,000 from the CPA in conjunction with foundation grants, private donations and contributions from SLI's Board of Directors. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 23 ProposedTable Vill: Deferred FY2019 and Deferred Dept. Project Name FY2019 FY2020 FY2021 FY2022 FY2023 Total Information Technology ... ... ... ... ... ... ... ... ... ... Phone Systems&Unified Communication $ $ $ 150,000 $ 120,000 $ 120,000 $ 390,000 Network Core Equipment Replacement $ $ 250,000 $ $ 180,000 $ $ 430,000 Municipal Technology Improvement Program $ $ 150,000 $ 85,000 $ 85,000 $ 100,000 $ 420,000 Network Redundancy&Improvement Plan $ $ 330,000 $ 220,000 $ $ 100,000 $ 650,000 Application Implementation $ $ 75,000 $ 75,000 $ 75,000 $ 150,000 $ 375,000 Torn Clerk Archives&Records Management/Records Conservation&Prese $ $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000 111 1 111:.. 1 111 1 111 :1 111_. Land Use,Health and Development Transportation Mitigation $ $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 400,000 Parking Lot Consolidation and Repaving $ $ $ 105,000 $ 1,500,000 $ $ 1,605,000 Stone Building Analysis $ $ 25,000 $ $ $ $ 25,000 Fire Ambulance Replacement $ $ $ 280,000 $ $ $ 280,000 Protective Clothing $ $ 67,500 $ $ $ $. 67,500 Replace 2004 Pumper $ $ $ $ - $ 625,000 $ 625,000 Police Police Outdoor/Indoor Firing Range-Hartwell Ave. $ TBD TBD $ $ TBD Public Safety Radio Console Replacement $ $ 370,000 $ $ $ $ 370,000 Library Cary Library Children's Room Renovation $ TBD $ $ $ TBD Public Facilities Lexington Police Station Rebuild $ $24,450,000 $ $ $ $ 24,450,000 Townwide Roofing Program $ $ $ 2,010,152 $ 200,934 $ 5,626,693 $ 7,837,779 School Building Envelopes and Systems Program $ $ 233,448 $ 239,285 $ 245,199 $ 251,400 $ 969,332 Municipal Building Envelopes and Systems $ $ 203,205 $ 208,285 $ 213,492 $ 218,829 $ 843,811 Building Flooring Program $ $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 500,000 School Paving Program $ $ 261,740 $ $ $ $. 261,740 Public Facilities Bid Documents $ $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ 400,000 Visitors Center $ $ 4,049,000 $ $ $ $. 4,049,000 Public Facilities Mechanical/Electrical System Replacements $ $ 605,000 $ 672,000 $ 728,000 $ 788,500 $ 2,793,500 Lexington High School Design $ $ $ $ 1,825,000 TBD $ 1,825,000 Playground Replacement Program Bridge $ $ 302,000 $ $ $ $ 302,000 LHS Short Term Capacity $ TBD $ $ $ TBD Public Works Center Streetscape Improvements $ $ 2,500,000 $ 2,500,000 $ 2,500,000 $ $ 7,500,000 Automatic Meter Reading System $ $ 650,000 $ 650,000 $ $ $ 1,300,000 DPW Equipment Replacement $ $ 1,312,000 $ 1,022,500 $ 1,020,000 $ 1,252,000 $ 4,606,500 Street Improvements $ $ 2,616,801 $ 2,634,022 $ 2,651,674 $ 2,669,767 $ 10,572,265 Storm Drainage Improvements and NPDES compliance $ $ 370,000 $ 370,000 $ 370,000 $ 370,000 $ 1,480,000 Sanitary Sewer System Investigation and Improvements $ $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 4,000,000 Hydrant Replacement Program $ $ 150,000 $ 150,000 $ 150,000 $ 150,000 $ 600,000 Pump Station Upgrades $ $ 800,000 $ 800,000 $ 800,000 $ 800,000 $ 3,200,000 Street Acceptance $ $ $ . $ Comprehensive Watershed Stormwater Management $ $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 1,560,000 Study and Implementation Water Distribution System Improvements $ $ 2,200,000 $ 2,200,000 $ 2,200,000 $ 2,200,000 $ 8,800,000 Sidewalk Improvement $ $ 800,000 $ 800,000 $ 800,000 $ 800,000 $ 3,200,000 Battle Green Master Plan-Phase 3 $ $ 570,438 $ $ $ $ 570,438 Townwide Culvert Replacement $ $ 390,000 $ 390,000 $ 390,000 $ 390,000 $ 1,560,000 Townwide Signalization Improvements $ $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 500,000 Municipal Parking Lot Improvements $ $ $ 40,000 $ 480,000 $ $ 520,000 Hartwell Avenue Compost Site Improvements $ $ $ $ $ 200,000 $ 200,000 Battle Green Streetscape Improvements $ $ $ $ 3,000,000 $ $ 3,000,000 Public Parking Lot Improvement Program $ $ $ 100,000 $ 500,000 $ 500,000 $ 1,100,000 Hill Street Sidewalk Project $ $ 1,500,000 $ $ $ $ 1,500,000 Recreation Pine Meadows Improvements $ $ 60,000 $ $ $ 50,000 $ 110,000 Park and Playground Improvements $ $ $ 85,000 $ 96,000 $ 70,000 $ 251,000 Park Improvements-Athletic Fields $ $ 400,000 $ 275,000 $ 125,000 $ 150,000 $ 950,000 Pine Meadows Equipment $ $ $ 60,000 $ 60,000 $ 70,000 $ 190,000 Park Improvements-Hard Court Resurfacing $ $ 58,000 $ 71,000 $ 65,000 $ 1,590,000 $ 1,784,000 Outdoor Pickleball Court Construction $ $ $ 100,000 $ $ $ 100,000 Cricket Field Construction $ $ $ $ 200,000 $ $ 200,000 Old Reservoir Bathhouse Renovation $ $ 500,000 $ $ $ $ 500,000 Community Center Campus Expansion $250,000 $ 210,000 $21,000,000 $ $ $ 21,460,000 Pine Meadows Clubhouse Renovation $ $ $ 100,000 $ 750,000 $ $ 850,000 Schools LPS Technology Capital Request $ $ 1,750,700 $ 1,249,600 $ 1,712,100 $ 1,793,220 $ 8,220,920 FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2017 XI - 24 `pU5 MORN' O� 1775 tiQ FY2019 White Book a n k Program Improvement Requests Summary Shared &Municipal Programs 2000-8000 APRIL I9- EX7 N O-1 Departmental Request Recommendation GENERAL FUND Program Description Public Facilities Compensation Expenses Benefits Total Recommended Not Recommended 2430-Shared Facilities Owner's Agent Solar Design and Contracting 1 $ $ 25,000 1$ $ 25,000 1 $ 25,000 1$ Total Public Facilities $ $ 25,000 $ $ 25,000 $ 25,000 $ Public Works Compensation Expenses Benefits Total Recommended Not Recommended 3100-DPW Admin/Engineering Sidewalk Data Collection Using PathMeT $ $ 22,500 1$ $ 22,500 $ - $ 22,500 3200-Highway IVehicle Inspections $ $ 8,000 $ $ 8,000 1 $ 8,000 1$ - 3300-Public Grounds ILandscape Improvements at Town Buildings $ $ 15,000 $ $ 15,000 $ - $ 15,000 Total Public Works $ $ 45,500 $ $ 45,500 $ 8,000 $ 37,500 Police Compensation Expenses Benefits Total Recommended Not Recommended 4140-Investigations Domestic Violence Service Network $ $ 5,000 $ $ 5,000 $ 5,000 $ Total Police $ $ 5,000 $ $ 5,000 $ 5,000 $ Fire Compensation Expenses Benefits Total Recommended Not Recommended 4230-Fire Suppression/EMS Ambulance Staffing,2 FTE's 1 $ 149,000 $ 5,000 $ 34,565 $ 188,565 $ 91,371 $ 97,194 Total Fire $ 149,000 $ 5,000 $ 34,565 $ 188,565 $ 91,371 $ 97,194 Library Compensation Expenses Benefits Total Recommended Not Recommended 5110-General&Tech.Services Additional Travel Funds for Conference Attendance $ 3,000 $ $ 3,000 $ 3,000 $ Total Library $ $ 3,000 $ $ 3,000 $ 3,000 $ Human Services Compensation Expenses Benefits Total Recommended Not Recommended 6150-Youth&Family Services Youth and Family Services Additional Supports $ 82,000 $ - $ 17,391 $ 99,391 $ 99,391 $ 6170-Senior Services and Community Programs Age Friendly Lexington-UMASS Boston $ - $ 35,000 $ - $ 35,000 $ 35,000 $ 6210-Transportation Services Transportation Strategic Plan $ - $ 25,000 $ - $ 25,000 $ - $ 25,000 6170-Senior Services and Community Programs Senior Services Nurse $ 9,620 $ - $ 15,686 $ 25,306 $ 25,306 $ - 6210-Transportation Services ICredit Card Processing Fees I $ - $ 1,500 $ - $ 1,500 $ 1,500 $ - Total Human Services $ 91,620 $ 61,500 $ 33,077 $ 186,197 $ 161,197 $ 25,000 Office of Land Use,Health and Development Compensation Expenses Benefits Total Recommended Not Recommended 7110-Building&Zoning Assistant Building Commissioner $ 20,000 $ $ 290 $ 20,290 $ - $ 20,290 7120-Administration Administrative Assistant $ 46,155 $ $ 16,871 $ 63,027 $ 63,027 $ 7130/7300-Cons.&ED Conservation and Economic Development Interns $ 8,000 $ $ 116 $ 8,116 $ 8,116 $ - 7300-Economic Development Hartwell Gateway Signage $ 50,000 $ 50,000 $ 10,000 $ 40,000 7300-Economic Development General Fund Support of Visitors Center $ 41,400 $ - $ - $ 41,400 $ - $ 41,400 7300-Economic Development Marketing Budget Increase $ 12,000 $ - $ 12,000 $ - $ 12,000 Total Office of Land Use,Health and Development $ 115,555 $ 62,000 $ 17,277 $ 194,833 $ 81,143 $ 113,690 Town Manager's Office Compensation Expenses Benefits Total Recommended Not Recommended 8210-Org.Direction&Admin. Diversity Advisory Task Force $ - $ 15,000 $ - $ 15,000 $ 15,000 $ 8210-Org.Direction&Admin. jPublic Information Officer $ 102,424 $ - $ 17,687 $ 120,112 $ 120,112 $ Total Town Manager's Office $ 102,424 $ 15,000 $ 17,687 $ 135,112 $ 135,112 $ Miscellaneous Boards and Committees 8230-Misc.Boards and Committees Community Cultural Programs $ - $ 6,900 $ - $ 6,900 $ 6,900 $ - Total Miscellaneous Boards and Committees $ - $ 6,900 $ - $ 6,900 $ 6,900 $ - Finance Compensation Expenses Benefits Total Recommended Not Recommended 8410-Comptroller Finance College Intem $ 7,488 $ $ 109 $ 7,597 $ 7,597 $ Total Finance $ 7,488 $ $ 109 $ 7,597 $ 7,597 $ Information Technology Compensation Expenses Benefits Total Recommended Not Recommended 8600-Information Technology lGartner Professional Services $ 39,000 $ 39,000 $ 39,000 $ - 8600-Information Technology I Strategic Communications Training* $ 44,000 1 $ 44,000 $ - $ 44,000 8600-Information Technology jUnmanned Aerial System $ 7,950 1 $ 7,950 $ - $ 7,950 Seene Oerz,,,ManogersOff- Total Information Services $ - $ 90,950 $ - $ 90,950 $ 39,000 $ 51,950 TOTAL-GENERAL FUND $ 466,088 $ 319,850 $ 102,715 $ 888,653 $ 563,319 $ 325,334 NON-GENERAL FUND Public Works Compensation Expenses Benefits Total 3400-Environmental Services I Heavy Equip Operator a Compost Facility PTtoFT $ 23,754 $ $ 16,109 $ 39,863 $ 39,863 $ Total Public Works $ 23,754 $ $ 16,109 $ 39,863 $ 39,863 $ Recreation Compensation Expenses Benefits Total 5210-Recreation Certified Therapeutic Recreation Specialist $ 12,480 $ $ 181 $ 12,661 $ 12,661 $ 5210-Recreation IMunicipal Assistant I $ 6,240 1 $ I$ 90 1$ 6,330 1 $ 6,330 1$ Total Recreation $ 18,720 $ $ 271 $ 18,991 $ 18,991 $ TOTAL-NON-GENERAL FUND $ 42,474 $ $ 16,381 $ 58,855 $ 58,855 $ COMBINED TOTAL-ALL FUNDS $ 508,562 $ 319,850 $ 119,096 $ 947,508 $ 622,174 $ 325,334 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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 or Note) —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. Funding for projects 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 collected as part of the deeds excise tax. The matching funds have ranged from 100% in 2006 to 17.8% in 2017. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 B - 3 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 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 B - 4 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 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. OPEB — Other Post-Employment Benefits refer to the Town's requirement to provide health, dental and life insurance benefits to qualified retirees. Over the next 30 years, the Town's OPEB liability is approximately $200 million. In recent years, the Town has begun to fund an OPEB Trust Fund for the purpose of reducing the liability. 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 II-3 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 B - 5 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 21/2 —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 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 21/2 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 B - 6 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, and the Capital Projects Fund. 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. FY2019 Town Manager's Preliminary Budget& Financing Plan January 22, 2018 B - 7 CPA SUMMARY TO BE PROVIDED UNDER SEPARATE COVER AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Capital Expenditures Committee - Preliminary Report: FY19 Proposed Capital Projects (15 min.) PRESENTER: ITEM NUMBER: Charles Lamb, Chairman, Capital Expenditures Committee 1.3 SUMMARY: Charles Lamb, Chairman of the CEC, will review the Capital Expenditures Committee's initial comments regarding the FY19 capital budget. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/24/2018 8:45 p.m. ATTACHMENTS: Description Type D C1,<'C'a,utinnu mits Sunnn it➢1i Rackup Matorrinl Capital Expenditures Committee's (CEC's) Report to Budget Summit IV Highlighting Its Concerns Regarding the FY2019-FY2023 Capital Improvement Projects (CIPs) with Emphasis on FY2019 Funding (24 January 2018) This document summarizes the CEC's concerns with some of the Capital Improvement Projects (CIPs) that have been presented to us in this budget cycle. We have already discussed these issues with the Town Manager and Assistant Town Manager for Finance as well as the individual department staff. Note that when compared to the aggregate CIPs that we reviewed and the still-large number in the White Book, please appreciate that we endorse the vast majority of the proposed capital program. First there are two projects with which we have specific, funding-timing concerns: #1048 Community Center Campus Expansion: This project initially appeared in this cycle as an FY2018 project with no consideration to the Town's 5-year capital plan, and so we welcome its complete removal from the white book. Leading up to last November's debt exclusion, the Town wrestled with a workable debt service model. Hence, until the other projects in the current model which are already funded or in the pipeline to be funded -- the new Fire & Rescue Headquarters and its swing space, the Lexington Children's Place and its ancillary projects, the Police Headquarters and its swing space, not to mention the needs of the Lexington High School which is not in the model but certainly looms large -- the CEC position is that this project is premature. The Committee understands that increased capacity at LexCC could be put to excellent use, but when the LexCC opened it provided an order of magnitude enhancement above what already existed. In these tight fiscal times with Public Safety and Schools having far higher priority than any further enhancement of capacity at LexCC, our position is that we cannot justify the expansion until it is included in the out-year modeling. #1020 Public Safety Radio Console Replacement: The CEC believes it is essential to advance this$370,000 funding from FY2020 to FY2019. No matter how reliable Motorola has been in the past with regard to maintenance of the current equipment under contract and the expectation they could and will be able to provide maintenance without a contract, we believe this element of public-safety should not be left "at risk"; it should be replaced in FY2019—and the two upcoming relocations of the Police Headquarters are not a factor as the console is, and would continue to be, readily movable. The following issues have already been taken up with the Town Manager and/or staff: • We had serious concerns about a small number of out-year projects. • These are multiple projects where we need additional info before we can evaluate them properly. • We have general concerns about the general CIP format, and out-year funding numbers (how the estimates were made, inflation factors or not vs instructions to departments). • Several projects are listed as the responsibility of the client for the project as opposed to DPF which has the expertise and responsibility for executing the project. Finally, regarding CIP #835, the Visitors Center, CEC generally agrees that this project is necessary but is looking to see progress made on using the STM appropriation prior to ATM. We support the proposed $200,000 appropriation at this ATM. Page 1 of 1 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Discussion Regarding Special Education Reserve Fund (Ch. 40, s. 13E) (15 min.) PRESENTER: ITEM NUMBER: Alessandro Ales s andrini, Chairman, School Committee 1.4 SUMMARY: Discuss a new State statute allowing special education reserve accounts. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/24/2018 9:00 P.M. ATTACHMENTS: Description Type D MI LC,.40,soctionr.113F Bylrw/Rog..TMwwk.aion, Section 13E Page 1 of 2 Part I ADMINISTRATION OF THE GOVERNMENT Title V11 CITIES, TOWNS AND DISTRICTS Chapter 40 POWERS AND DUTIES OF CITIES AND TOWNS Section 13E SCHOOL DISTRICT RESERVE FUNDS TO PAY FOR UNANTICIPATED OR UNBUDGETED COSTS FOR SPECIAL EDUCATION, OUT-OF-DISTRICT TUITION OR TRANSPORTATION [ Text of section added by 2016, 218, Sec. 24 effective November 7, 2016] Section 13E. Any school district which accepts this section, by a majority vote of the school committee and a majority vote of the legislative body or, in the case of a regional school district by a majority vote of the legislative bodies in a majority of the member communities of the district, may establish and appropriate or transfer money to a reserve fund to be utilized in the upcoming fiscal years, to pay, without further appropriation, for unanticipated or unbudgeted costs of special education, out-of- district tuition or transportation. The balance in such reserve fund shall not exceed 2 per cent of the annual net school spending of the school district. https.Ilmalegislature.gov/Laws/GeneralLaws/Partl/Title MIChapter40/Se... 112212018 Section 13E Page 2 of 2 Funds shall only be distributed from the reserve funds after a majority vote of the school committee and a majority vote of the board of selectman or city council, or, in the case of a regional school district by a majority vote of the board of selectmen or city council in a majority of the member communities of the district. The district treasurer may invest the monies in the manner authorized in section 54 of chapter 44 and any interest earned thereon shall be credited to and become part of the fund. https.Ilmalegislature.gov/LawsIGeneralLaws/PartIlTitleVIIIChapter40/Se... 112212018 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Review Preliminary List of 2018 Town Meeting Articles (10 min) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.5 SUMMARY: Review potential list of articles for 2018 Annual and Special Town Meeting. SUGGESTED MOTION: N/A FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/24/2018 9:15 p.m. ATTACHMENTS: Description Type D Q'irarlyati&My. ➢jst M'Warra wt Arrtia,k>,, Rackrrk,Matorrinl PRELIMINARY WARRANT FOR ANNUAL TOWN MEETING 2018 Article 2 Election of Deputy Moderator and Reports of Town Boards, Officers, and Committees Article 3 Appointments to Cary Lecture Series FINANCIAL ARTICLES Article 4 Appropriate FY2019 Operating Budget Article 5 Appropriate FY2019 Enterprise Funds Budgets Article 6 Appropriate for Senior Service Program Article 7 Appropriate for Advice and Analysis-Getting to Net Zero Article 8 Appropriate for Diversity Task Force Article 9 Authorize Departmental Revolving Fund Budgets Article 10 Appropriate for Community Preservation Committee Operating Budget and CPA Projects a. Conservation Land Acquisition- TBD b. Community Center Sidewalk- TBD c. Archives & Records Management/Records Conservation & Preservation - $20,000 d. 9 Oakland Street-Renovation and Adaptive Re-Use -;$200,000 e. Public Grounds Irrigation improvements - $40,000 f. Playground Replacement Program-Bowman School - $302,000 g. Athletic Facility Lighting - $975,000 h. Center Track and Field Reconstruction - $2,829,000 i. Old Reservoir Bathhouse Renovation - $75,000 j Lowell Street/Farmview Affordable Housing Supplemental Funds - TBD k CPA Debt Service - TBD 1. Administrative Budget- $150,000 Article 11 A ro riate for Westview Cemetery Building Construction Article 12 Appropriate for Lexington Children's Place Construction Article 13 Appropriate for 45 Bedford Street, Fire Station Replacement Article 14 Appropriate for Lexington Police Station Design Article 15 Appropriate for Recreational Capital Projects and Equipment Article 1 16 Appropriate for Municipal Capital Projects and Equipment Article 17 Appropriate for Water System Improvements Article 18 Appropriate for Wastewater System Improvements Article 19 Appropriate for School Capital and Equipment Article 20 Appropriate for Public Facilities Capital Projects and Equipment Article 21 Appropriate to Reimburse Resident for Sewer Backup Citizen Article Article 22 Appropriate for Visitors Center Citizen Article Article 23 Appropriate to Post Employment Insurance Liability Fund Article 24 Appropriate Bonds and Notes Premiums Article 25 Rescind Prior Borrowing Authorizations Article 26 Establish and Appropriate to and From Specialized Stabilization Funds Article 27 Appropriate to Stabilization Fund Article 28 Appropriate from Debt Service Stabilization Fund Article 1 29 1 Appropriate for Prior Years' Unpaid Bills 1/22/2018 12:30 PM I Article 30 Amend FY2018 Operating, Enterprise, and CPA Budgets Article 31 Appropriate for Authorized Capital Improvements GENERAL ARTICLES Article 32 Amend General Bylaw Regarding Financial Committees Citizen Article Article 33 Amend Town Bylaw Ban Plastic Bags Citizen Article Article 34 Amend General Bylaw Make Lexington a"Welcoming, Inclusive, Safe Community" Citizen Article Article 35 Resolution to Request Warrant Articles to be Accompanied by Financial Projections Citizen Article Article 36 Amend General Bylaw: Medical and Recreational Marijuana Establishments Citizen Article Article 1 37 Accept MGL Chapter 59, clause 5c '/2 ZONING/LAND USE ARTICLES Article 38 Re-Zoning Bylaw-331 Concord Ave for AL/,Senior Res Facility (Property Owner Article 39 Amend Zoning Bylaw-Marrett/Spring CN and CS District Citizen Article Article 40 Amend Chapter 78 of General Bylaws: Create Neighborhood Conservation District: Pierce-Lockwood Article 41 Amend Chapter 78 of General Bylaws: Create Neighborhood Conservation District: Turning,Mill Article 42 Amend Wright Farm Parcel Split Article 43 Amend Zoning Bylaw/Special Permit Residential Developments (Citizen Article Article 44 Amend Zoning Bylaw, Chapter-135 Medical Marijuana Cultivation Centers, Medical Marijuana Processing Centers, Medical Marijuana Distribution Centers, and/or Recreational Marijuana Establishments Citizen Article) Article 45 Amend General Bylaw-Demolition Delay Article 46 Accept MGL Chapter 40C Article 47 Amend Chapter 447 of the Acts of 1957 Establish a Historic District Commission WARRANT FOR SPRING SPECIAL TOWN MEETING 2018-1 Article 1 Reports of Town Boards, Officers, and Committees Article 2 PD Re-zoning 186 Bedford St/Eliot building (Property Owner 1/22/2018 12:30 PM 2 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: Confirm Date of Summit 5, if Necessary (5 min.) PRESENTER: ITEM NUMBER: Suzanne Barry, Chair 1.6 SUMMARY: Summit 5, if necessary, is scheduled for Tuesday, February 13. SUGGESTED MOTION: FOLLOW-UP: DATE AND APPROXIMATE TIME ON AGENDA: 1/24/2018 9:25 p.m.