HomeMy WebLinkAbout2018-01-24 BOS Packet - ReleasedFinancial 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.)
3. Capital Expenditures Committee - Preliminary Report: FY19 Proposed Capital
Projects (15 min.)
4. Discussion Regarding Special Education Reserve Fund (Ch. 40, s. 13E) (15
5. Review Preliminary List of 2018 Town Meeting Articles (10 min.)
6. Confirm Date of Summit 5, if Necessary (5 min.)
ADJOURN
1. Anticipated Adjournment
8:00 P.M.
8:45 p.m.
9:00 P.M.
9:15 p.m.
9:25 p.m.
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
All agenda time and the order of items arm approximate and subject to change.
Le edia
Recorded by LeWedia
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:
Melissa Battite,
Recreation/Community Programs;
David Pinsonneault, DPW, Mike
Cronin, DPF
SUMMARY:
ITEM
NUMBER:
1.1
Discussion regarding the proposed Center track and light replacement project and how this project may relate
to a future high school renovation/alteration project.
SUGGESTED MOTION:
NA
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
1/24/2018 7:00 p.m.
ATTACHMENTS:
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
FY2019 Town Manager's Preliminary Budget and Financing Plan (45 min.)
PRESENTER:
Carl F. Valente, Town Manager
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:
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TOWN OF LEXINGTON,
MASSACHUSETTS
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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
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
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
4100 Law Enforcement
4200 Fire & Rescue
VI -1
VI -2
VI -7
Section VII: Program 5000: Culture and Recreation
5000 Culture and Recreation
5100 Cary Memorial Library
5200 Recreation and Community Programs
Section VIII: Program 6000: Human Services
VII -1
VII -2
VII -6
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
7110 - 7300 Summary
7110 Building and Zoning
7120 Administration
7130 Conservation
7140 Health
7200 Planning
7300 Economic Development
FY2019 Town Manager's Preliminary Budget & Financing Plan
2
IX -1
IX -2
IX -7
IX -11
IX -15
IX -19
IX -23
IX -27
January 22, 2018
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
3
January 22, 2018
us MOg
p�'}O 1775 hr1 `G
x Town of Lexington
4N` 43y
Town Manager's Office
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APRIL 1r
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
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.
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.
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:
LPS Recommended Budget for FY2019 includes benefits for newproposed positions which, if approved, become a Shared Expense
FY2018
Appropriated
FY2019
Recommended
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
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:
• 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.
rA
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.
rA
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.
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
Restated
Budget
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:Hlps.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 Expenses is shown below:
Shared Expenses
FY2018
Restated
Budget
FY2019
Recommended
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 Service'
$
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
1.2%
Total
1 $
56,999,638
$
58,922,490 1
$
1,922,853
1 3.4%
' I his is gross within -levy debt service, excluding any use of the Capital Projects Stabilization 1-und 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.
D]
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:
Municipal Budgets
FY2013
FY2018
Restated
Budget
FY2019
Recommended
Budget
FY2016
$ 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%—
7.5%Total
Tota I
$
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
The current balance in the OPEB Trust Fund is $12,090,759 as of 12131/2017
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
FY2013
FY2014
FY2015
FY2016
FY2017
FY2018
FY2019
Trust Fund
Appropriated
Appropriated
Appropriated
Appropriated
Appropriated
Appropriated
Recommended
Other Post Employment
$500,000
$775,000
$1,119,000
$1,200,000
$1,512,318
$1,842,895
$1,842,895
Benefits Trust Fund
The current balance in the OPEB Trust Fund is $12,090,759 as of 12131/2017
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
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
Capital Stabilization Fund
FY2015
Appropriated
FY2016
Appropriated
FY2017
Appropriated
FY2018
Appropriated
FY2019
Proposed
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
1 $
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
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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
Capital
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
Other (allocated)
$
10,904,668
$
8,826,530
$
10,133,271
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
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Section II: Revenues
This section includes detailed information about FY2019 Projected Revenues. It includes:
• General Fund Revenue Description
FY2019 Town Manager's Preliminary Budget & Financing Plan
II -2
January 22, 2018
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%.
General Fund Revenue Surrniary
FY2016
Actual
FY2017
Actual
FY2018
Recap
FY2019
Projected
FY2018-19 Change
$
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
$
11,573f854_
$
13 308 489
$
15 712 062
$
15 925 173
$
213J11
1.4%
Local Receipts (Table 3)
Local Receipts not shown on Recap
$
$
15,319,541
-
$
15,270,864
$
$
12,561,852
192 600
$
13,736,600
$
$
1,174,748
(192,600)
9.4%
-
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
capital Stabitation Fund (Table 4a)
$
620,567
$
710,000
$
324,500
$
380,000
$
55,500
17.1%
Revenue Offsets Table 5
$
2 938 339
$
1 648 811
$
2 081 997
$
2 098 833
$
(16f836)
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
Revenues
Less - Revenues Set -Aside for
Designated Purposes
$
$
196,604,519
16,168,222
$
$
203,130,665
15,155,959
$
$
212,558,216
16,879,390
$
$
220,273,353
13,529,199
$
$
7,715,137
(3,350,191)
3.6%
-19.8%
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 Lexington, Massachusetts
FY2019 Town Manager's Preliminary Budget & Financing Plan
II -3
January 22, 2018
FY2019
Projected
FY2018-19 Change
FY2016 Actual I FY2017 Actual I FY2018 Recap
$
0/0
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
-
Suoal
$
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
II -3
January 22, 2018
Section II Revenues
Town of Lexington, 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 Lexington, 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.
FY2019 Town Manager's Preliminary Budget & Financing Plan
II -5
January 22, 2018
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 (OPER)
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
12
Program (Transfer to Article 5)
Subtotal
$ 6,837,148
$ 6,312,051
$ 380,000
$ 13,529,199
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.
15 Grand Total $ 6,837,148 $ 13,062f051 :i iii i ,279,199
FY2019 Town Manager's Preliminary Budget & Financing Plan
II -5
January 22, 2018
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
1200 Minuteman Regional High School
FY2019 Town Manager's Preliminary Budget & Financing Plan
III -2
III -19
January 22, 2018
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
111-2
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
Rosanna Jiang
Student Representative
Term Expires: 2018
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
111-3
Program: Education
1100 Lexington Public Schools Town of Lexington, Massachusetts
School District Organizational Chart
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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
111-4
January 22, 2018
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
111-6
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
111-7
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
111-8
January 22, 2018
Program: Education
1100 Lexington Public Schools Town of Lexington, Massachusetts
16
17 S
FY2019 Revenue Allocation
$ 221,900,289
Projected FY2019 Revenue
$ (101,655,182)
FY2018 School Budget
$ (35,710,743)
FY2018 Municipal Budget
$ (2,147,678)
FY2019 Minuteman Budget
$ (6,005,537)
FY2019 Contributory Retirement
$ (15,070)
FY2019 Non-contributory Retirement
$ (27,936,909)
FY2019 Benefits
$ (200,000)
FY2019 Unemployment
$ (831,350)
FY2019 Workers' Comp
$ (770,000)
FY2019 Property and Liability Insurance
$ (250,000)
FY2019 Uninsured Losses
$ (410,000)
FY2019 Solar Production Payment
$ (7,213,508)
FY2019 Debt Service
$ (900,000)
FY2019 Reserve Fund
$ (10,716,027)
FY2019 Facilities Department Budget
$ (17,693,614)
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;
Getti ng to Net Zero - $40,000
1f
1s
2C
2]
9.444.671 Incremental Revenue
FY2019 Town Manager's Preliminary Budget & Financing Plan
111-9
January 22, 2018
FY2018 School Spending as % of FY2018 General Fund budget
74.0%
exclusive of Shared Expenses and Minuteman
FY2018 Municipal Spending as % of FY2018General Fund budget
26.0%
exclusive of Shared Expenses and Minuteman
School Share of Incremental FY2019 revenue (6.9% increase over
$ 6,989,359
FY2018 School Budget)
Municipal Share of Incremental FY2019 revenue (6.9% increase
$ 2,455,312
over FY2018 Municipal Budget)
FY2019 Town Manager's Preliminary Budget & Financing Plan
111-9
January 22, 2018
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.
8
9
10
11
12 *Amounts sho— a re general fund only and does not reflect s pending s.ppo N,d by Labbb Gedlt,Oi it Breaker Funds, Revolving Funds, - Iota /state/federal g—tf-cl,
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
Program: Education
1100 Lexington Public Schools Town of Lexington, Massachusetts
Elementary School Enrollment: History and Forecast for FY2019 to FY2023 (HDM)
History Prrwrcecast —Lower 90th Upper 90th
Middle School Enrollment: History and Forecast for FY2019 to FY2023 (CSM)
History Lorcecast — Lower 9�Otha Upper 90thu
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
III - 12
Program: Education
1100 Lexington Public Schools Town of Lexington, Massachusetts
2700
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1900
law
1200
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High School Enrollment: History and Forecast for FY2019 to FY2023 (CSM)
History Forceeast tower 90th—Upper 90th
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
III - 13
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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
III - 13
1100 Lexington Public Schools
Grand Total
Special Education Costs:
Staffing Needs
Program: Education
Town of Lexington, Massachusetts
perintendent (1.50)
9-12 Special Education
1.00
Hastings
0.43
K-12 PE/Wellness
0.10
K-8Special Education
(1.44)
PreK-22 Special Education
5.85
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
LHS
2.50
Print Center
0.08
K-8Special Education 1.90
TechnoloRv -
26.35
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
III - 14
January 22, 2018
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 201h
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
This Page Left Blank Intentionally
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.
10/11/2012 10/11/2013 10/11/2014 10/11/2015 10/11/2016 10/11/2017
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 I FY2019 Dollar Percent
Actual Actual JAppropriation Request Add/Del Mgr's Rec. I Increase Increase
Tax Levy $ 1,172,736 $ 1,377,449 1 $ 1,670,351 1 $ 2,149,281 1 $ - $ 2,149,281 1 $ 478,930 1 28.67%
Appropriation Summary FY2016 I FY2017 I FY2018 I FY2019 I Manager's I FY2019 Dollar Percent
Actual Actual JAppropriationj Request I Add/Del I Mgr's Rec. Increase Increase
Compensation $ - Is - Is - Is - Is - Is - 1 $ - I -
Expenses $ 1,172,736 $ 1,377,449 1 $ 1,670,351 1 $ 2,149,281 $ - 1 $ 2,149,281 1 $ 478,930 1 28.67%
Level -Service Requests FY2016 I FY2017 FY2018 I FY2019 I Manager's I FY2019 I Dollar Percent
Actual Actual JA propriationj Request I Add/Del Mgr's Rec. Increase Increase
Total 1200 Minuteman 1 $ 1,172,736 $ 1,377,449 1 $ 1,670,351 1 $ 2,149,281 1 $ - $ 2,149,281 $ 478,930 1 28.67%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 2,149,2811"
$ -
$ 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
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 I FY2017 FY2018 I FY2019 Manager's FY2019 Dollar Percent
Funding Sources Actual Actual Appropriation Request I Add/Del I Mgr's Rec. Increase I Increase
Tax Levy $ 27,959,173 $ 29,691,982 $ 33,890,469 $ 34,342,679 $ 79,822 1 $ 34,422,501 $ 532,032 1.57%
Transfers from Enterprise Funds to General Fund $ 572,252 1 $ 609,209 $ 660,175 $ 678,379 1 $ 678,379 $ 18,204 2.99%
I FY2017 FY2018 I FY2019
I FY2019
A tuas
Actual App opriation Request Manager's
Mgr's Rec. I InDcriease Increase
Rn 975 I 7G 5dR I � G1 RGF I R5 IS7 I � - I R5 IS7 I rR 11ch -R G1 /
Level -Service Requests (General Fund)
FY2016
Actual
I FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
4.347
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
Total 00
$ 639,768
1 $ 696,204
$
1,007,136 1
$ 1,063,6361
$ 3,4231
$ 1,067,05ILL_59,923i
35,100,880
5.95%
Object Code Summary (General Fund)
FY2016 I
Actual
FY2017
Actual
FY2018 I
Appropriation
FY2016 FY2017 FY2018
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
80,275
$ 79,548
$
91,696
$
85,357 1
$
1 $ 85,357
$ (6,339)
-6.91%
Overtime
$
-
Total 2130 Health Insurance
$
-
$ 69,867 1
$ 109,737 1
$
$
$
-
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
Total rr Employee Benefits
$
$
28, 451,150
28,531,425
$ 30, 221, 643
$ 30,301,191r
$
34, 458, 948
$
34, 935, 701
r r
$ 79,822
$ 35, 015, 523
35,100 ,880
$ 556,575
r
1.62%
Budget Summary -Revolving Funds*
FY2016 I FY2017 FY2018 I FY2019 Manager's FY2019 I Dollar Percent
Funding Sources I Actual Actual I Appropriation I Request I Add/Del I Mgr's Rec. Increase Increase
Directed Funding (Revolving Funds) $ 66,072 1 $ 76,287 $ 73,436 $ 113,668 1 $ 15,328 1 $ 128,996 1 $ 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.
Budget Summary -All Funds
FY2016 FY2017 FY2018
FY2019
Manager's FY2019 DollarPercent
Approp. Summary
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
I
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
1 $ 124,513 1
$ 54,646
1 78.21%
Budget Summary -All Funds
FY2016 FY2017 FY2018
FY2019
Manager's FY2019 DollarPercent
Approp. Summary
Actual Actual Appropriation
I
Request
Add/Del Mgr's Rec. Increase Increase
C.-n--tinn
IP Rn 975 IP 7G 5dR I P G1 RGF IP
R5 IS7 IP
- IP R5 IS7 IP rR 11q-Fi G1 o/
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)
Actual Subscribers
FY2018
Budget
FY2019
Budget
Based on Actual
Subscribers, plus
Additional Projected Lives
shown below
Nov.2013 Nov.2014 Nov.2015
Subscribers (FY2014) (FY2015) (FY2016)
Nov.2016 Nov.2017
(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
Family
13 10
20 17
subtotal
33 27
Estimated Open Enrollment / Qualifying Events (Z)
Individual
10 10
Family
Retirees
30 30
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 (
1
Total 2,256 2,292 2,319 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 ofLexiogton, 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
IV -7
January 22, 2018
Level -Service Requests FY2016
Actual
I FY2017
I Actual
FY2018 I
Appropriation
FY2019
Request
Manager'sl
I Add/Del
Program: Shared Expenses
2200 Property & Liability Insurance
$ 715,828
Town of Lexington, Massachusetts
Budget Summary:
$
$ 769,839 1 $ 30,946 1 4.190/,
Total 2170 Uninsured Losses $ 113,484
$ 16,121
$ 250,000 1
$ 250,000
Funding Sources
FY2016
FY2017
FY2018
FY2019
Manager's FY2019
Dollar Percent
4.01%
Actual
Actual
Appropriation
Request
Add/Del Mgr's Re c.
Increase Increase
Tax Levy
$ 759,885
$ 731,949
$ 988,893
$ 1,019,839
$ $ 1,019,839
$ 30,946 3.13%
Total 00 Property
$
33,683
$
40,817
$
29,696
Appropriation Summary
FY2016
FY2017
FY2018
FY2019
Manager's FY2019
Dollar Percent
$
Actual
Actual
Appropriation
Request
Add/Del I Mgr's Rec.
Increase Increase
Compensation
$ 33,683
$ 40,817
$ 29,696 1
$ 30,889
1 $ 1 $ 30,889 1
$ 1,192 1 4.01%
Expenses
$ 726,202
1 $ 691,132
$ 959,1971
$ 988,951
1 $ 1 $ 988,951 1
$ 29,754 1 3.10%
Level -Service Requests FY2016
Actual
I FY2017
I Actual
FY2018 I
Appropriation
FY2019
Request
Manager'sl
I Add/Del
FY2019 I Dollar Percent
I Mgr's Rec. I Increase Increase
Total 2160 Property & Liability Insurance $ 646,401
$ 715,828
$ 738,893 1
$ 769,839
$
$ 769,839 1 $ 30,946 1 4.190/,
Total 2170 Uninsured Losses $ 113,484
$ 16,121
$ 250,000 1
$ 250,000
$
$ 250,000 $ -
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
I Mgr's Rec.
Dollar
Increase
Percent
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
Tota 00 Property
$
726,202
$
691,132
$
959,197
$ 988,951
$
$
988,951
$ 29,754
3.10%
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:
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar Percent
Increase Increase
Salaries & Wages
$
$
Funding Sources
FY2016
$
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
$
$
Actual
$
Actual
Appropriation
Request
Add/Del
Mgr's Rec.
Increase
Increase
Tax Levy
$
Contractual SenAces
$
$
$ (190,000) $ (190,000) $
$ (190,000) $
$ 410,000
Net -Metering Credits
$
$
$
$
$ 600,000
$ 600,000
$
$ 600,000
$
$ -
$
Supplies
$
$
$
$
$
$
$
Small Capital
Appropriation Summary
$
FY2016
I
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
1 $
410,0001
Actual
$ 1
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
I
Actual
Appropriation
Request
Add/Del
Mgr's Rec.
Increase
ilncre"_se
Total 2300 Solar Producer Payments
$
$
$ 410,000 1
$ 410,000
$
$ 410,000
1 $ -
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar Percent
Increase Increase
Salaries & Wages
$
$
$
$
$
$
$
Overtime
$
$
$
$
$
$
$
$
Compensation
$
$
$
$
$
$
$
$
Contractual SenAces
$
$
$
410,000
$ 410,000
$
$ 410,000
$
Utilities
$
$
$
-
$ -
$
$ -
$
Supplies
$
$
$
$
$
$
$
Small Capital
$
$
$
245,4001
$
$
$
$
Expenses
$
1 $
1 $
410,0001
$ 410,000
$ 1
$ 410,000
$
Summary of Townwide Solar Credits and Expenses
*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
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
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
2400 Debt Service
Budget Summary:
Program: Shared Expenses
Town of Lexington, Massachusetts
Funding Sources (All Funds)
FY2016
FY2016
Actual
FY2017
Actual
FY2018
Estimated
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 5,904,330
$ 7,992,247
$ 9,131,340
$
$ 9,131,340
$ 1,139,092
$ -
$ -
$ 921,553
Capital Stabilization Fund - Within Levy Debt
$
620,567
$ 710,000
$ 324,500
$ 380,000
-11.98%
$ 380,000
$ 55,500
17.10%
Capital Stabilization Fund - Exempt Debt
$
215,000
$ -
$ 2,400,000
$ 3,600,000
Utilities
$ 3,600,000
$ 1,200,000
50.00%
Cemetery Sale of Lots Fund
$
-
$
$ 7,200
$ 129,067
$
$ 129,067
$ 121,867 11692.59%
(120,887)11087.11%1
Betterments Fund
$
$
$
$ 3,920
$ 2,940
$
$ 2,940
$ (980)
-25.00%
Tota 1 00 De bt Se rvi ce
$
15,280,234:0.
Expenses
$ 15,280,234
1 $ 15,412,9871
$ 20,249,804 1
$ 24,424,271
increases (netof projects funded with new revenue and
.
Appropriation Summary (All Funds)
FY2016 FY2017 FY2018 FY2019 Manager's FY2019 Dollar Percent
Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase
$ $ $ $ $
s 9Rn 9rza G 1 R 119 QR7 G 9n 9aQ Rna G 9d d9d 971 G G 9d d9d 971 G 1 171 aR7 9n Rio/,
Gross within Levy Debt Service
FY2016
FY2017FY2018
I
FY2019
I Manager's
FY2019
Dollar
Percent
Salaries & Wages
Actual
I 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%
Total 2420 Within Levy Interest
$ 921,553
$ 1,039,068
$ 1,172,415
$ 1,031,932
$
$ 1,031,932
$ (140,482)
-11.98%
Total 2430 Temporary Borrowinq
$ 649,142
$ 94,304
$ 392,453
$ 612,472
$
$ 612,472
$ 220,019
56.06%
Net Within Levy Debt Service
FY2016
FY2017
FY2018
Appropriation
FY2018
FY2019 Manager's
FY2019
Dollar
Percent
Salaries & Wages
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%
Total 2420 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
Utilities
$ -
$ (2,351,487) $ (3,050,000)
$ (3,050,000) $
(698,513)
29.71%
Funding from Cemetery Sale of Lots/Betterments
$ -
-
$
(11,120) $
(132,007) $
$ (132,007) $
(120,887)11087.11%1
Total 00
$
$
Small Capital
$
$
$
Use of Capital Stabilization Fund to hold debtservice
$
$
Expenses
$ 15,280,234
1 $ 15,412,9871
$ 20,249,804 1
$ 24,424,271
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
20.61%
Total 006,870,0085.00%
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 1 $ (215,000) $ $ (2,400,000) $ (3,600,000) $ $ (3,600,000) $(1,200,000) 50.00%
excluded debt service on property tax bills
Object Code Summary (All Funds)
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
I Increase
Percent
Increase
Salaries & Wages
$
$
I $ I
I $
Is
I $
Overtime
$
$
I $ I
I $
Is
I $
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%
Tota 1 rr De bt Se rvi ce
$ 15,280,23420,249,804
20.61%
1 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
2500 Reserve Fund
Program: Shared Expenses
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
IV -14
January 22, 2018
2500 Reserve Fund
Budget Summary:
Program: Shared Expenses
Town of Lexington, Massachusetts
Funding Sources
FY2016 FY2017
FY2018
FY2019
Manager's
I FY2019 Dollar Percent
$ - $ - $ -
Actual I
Actual
Appropriation
Request
Add/Del
I Mgr's Rec. Increase Increase
Tax Levy
$ -
$ -
$ 900,000
$ 900,000
$ -
$ 900,000 $ - -
Enterprise Funds (Indirects)
$ -
$ -
$ -
$ -
$ -
$ - $ - -
Directed Fundinq (Revolving Funds)
$ -
$ -
$ -
$ -
$ -
$ - $ - -
Appropriation Summary
FY20161FY20171 FY2018 IFY2019
Actual I Actual Appropriation
Request
Manager's
Add/Del
I FY2019 Dollar Percent
Mgr's Rec. Increase Increase
Compensation
$ - $ - $ -
$ -
$ -
$ - $ - -
Exr)enses
$ - $ - $ 900.000
$ 900.000
$ -
$ 900.000 1 $ - -
Level -Service Requests FY20161FY20171 FY2018 I FY2019 Manager's I FY2019 I Dollar IPercent
Actual I Actual lAppropriationl Request I Add/Del Mgr's Rec.1 Increase I Increase
Total 2500 Reserve Fund $ - $ - $ 900,000 1 $ 900,000 1 $ - $ 900,000 1 $ - -
Object Code Summary
FY2016 FY2017
Actual Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019 Dollar Percent
Mgr's Rec. Increase Increase
Salaries & Wages
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Overtime
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Compensation
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Contractual Services
$ -
$ -
$
900,000
$900,000
$ -
$ 900,000
$ - -
Utilities
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Su lies
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Small Capital
$ -
$ -
$
-
$ -
$ -
$ -
$ - -
Expenses
Total 2500 -
$ -
$ -
$
900,000
900 ,000
$ 900,000
$900,000
$ -
1 $ 900,000
$900 ,000
$ - -
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 ($171115),
• 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
2600 Public Facilities
Program: Shared Expenses
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
IV -16
January 22, 2018
2600 Public Facilities
Assiistant Director
Facidity 1Engiineeir
LIHIS Facility Maniage,ir
S u pe r i nte� in d e in t
Cuiistodia]I Servikes
Facilities
Superintendent
Program: Shared Expenses
T~7 of Lexington, Massachusetts
Appointing A!Llthority:
Town Manager &
SLIperintende,nt of
Schools
Dir ectu- of PLIbliC
Facilifies,
Project Manager
Assistaint to the
Piroject Manager
ILHS Custodians
Custodians
Maintenance
Custodians
A/V Tec hi n i c i ain
FY2019 Town Manager's Preliminary Budget & Financing Plan
IV -17
Office Manager
ReentalProjects
A d ir i n i st rato r
Facility Cooircliiinator
M u in, icii pa III A ss i sta n t
January 22, 2018
2600 Public Facilities
Authorized/Appropriated Staffing
Program: Shared Expenses
Town of Lexington, Massachusetts
School Facilities 2610
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
80.5
81.5
84.5
:-
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
IV -18
January 22, 2018
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 .lune 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 3.00/0, 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IV -19
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
$
$ 25,000
$ 25,000
$
$ 25,000
$
Contracting
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IV -19
2600 Public Facilities
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Summary:
FY2016 I FY2017 FY20111 FY2019 I Manager's I FY2019 Dollar I Percent
Funding Sources I Actual Actual Annronriation Reauest Add/Del Mar's Rec. Increase I Increase
Tax Le
$
9,820,000
$ 10,119,930
1 $ 10,592,986 1
$ 10,691,027
$ 25,000
$ 10,716,027 1
$ 123,042
1.16%
Request
I Add/Del
Mgr's Rec.
Increase Increase
Building Rental Revolving Fund $ 479,541
$ 550,334
$ 550,000
$ 550,000
$
$ 550,000
$ - 0.00%
PEG Special Revenue Fund' $ 20.502
$ 20.396
FY2016
FY2017
$
FY20111
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary
9,628
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%
$ 22,365
$
$ 22,365
$
157
0.71%
Personal Services
$ 15,594
$
16,146
$
16,347
$ 17,701
FY2016
FY2017
$
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Program Summary
5,861
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
$ 5,260,442
$ 19,551
0.37%
Budget Summary - Non -General Funds
FY2016
FY2017
I FY2018 I
FY2019
Manager's I
FY2019
Dollar Percent
Funding Sources Actual
I Actual
jAppropriationj
Request
I Add/Del
Mgr's Rec.
Increase Increase
Building Rental Revolving Fund $ 479,541
$ 550,334
$ 550,000
$ 550,000
$
$ 550,000
$ - 0.00%
PEG Special Revenue Fund' $ 20.502
$ 20.396
$ 22.208
$ 22.365
$
$ 22.365
$ 157 0.71%
revenues are tied to spending. For overall revenue, see
Appropriations Summary
FY2016
Actual
FY2017
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Percent
Dollar
Increase
Percent
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
Total 00
$ 4,908
$
4,250
$
5,861
$ 4,665
0-
$
$ 4,665
0-
$
(1,196) -20.41%
------------------------------
Budget Summary -All Funds
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IV -20
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary
Actual
Actual
Appropriation
Request
Add/Del
Mgr's Rec.
I 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
$ (3,062)
-12.66%
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
3000 — 3500 DPW Summa
Authorized/Appropriated Staffing
Program: Public Works
Town of Lexington, Massachusetts
Department
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
Request
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
Total FTE 63.3
0.7
62.8
0.7
63.8
0.7
64.3
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
V-3
January 22, 2018
3000 — 3500 DPW Summa
Budget Recommendations:
Program: Public Works
Town of Lexington, Massachusetts
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 .lune 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 Reauests:
Request Recommended
FY2019 Town Manager's Preliminary Recommended Budget & Financing Plan
V-4
January 22, 2018
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
V-4
January 22, 2018
3000 - 3500 DPW Summa
Budget Summarv:
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 5,080,379
$ 5,342,880
$ 5,790,436 $ 8,000
$ 5,798,436
$ 455,556
8.53%
$ 1,413,783
$ 1,428,233
$
$ 1,428,233
Parking Fund
$
76,046
$ 75,125
$ 72,900
$ 72,900
$
$
72,900
$ -
-
Cemete 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
Total ii ii
$
33,173
$ 39,564
9,102,056
$ 38,000
i i
$ 38,000
$ 9,946,459
$
$ 8,000
$
38,000
1 $
-
Program Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
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%
Program Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
Total 3320 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
Total 3100 -3500
Object Code Summary (General Fund)
$ 573,000
FY2016
Actual
$ 580,594
9,102,056
FY2017
Actual
$ 615,567
i i
FY2018
Restated
$ 630,912
$ 9,946,459
FY2019
Request
$
$ 8,000
Manager's
Add/Del
$ 630,912
FY2019
Mgr's Rec.
$ 15,345
Dollar
Increase
2.49%
Percent
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
Total 3100 -3500
$ 4,831,465
$ 5,080,379
9,102,056
$ 5,342,880
i i
$ 5,790,436
$ 9,946,459
$ 8,000
$ 8,000
$ 5,798,436
$ 455,556
8.53%
FY2019 Town Manager's Preliminary Recommended Budget & Financing Plan January 22, 2018
V-5
3000 - 3500 DPW Summary
Budget Summary (continued):
Budget Summary - Revolvina Funds*
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2016
Actual
I FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Regional Cache - Hartwell Ave.
$
4,246
$ 8,487
$ 10,000
$ 10,000
$
$
10,000
$
$ 1,358
Lexington Tree Fund
$
28,500
$ 36,350
$ 45,000
$ 45,000
$
$
45,000
$
$ 41,151
Burial Containers
$
48,760
$ 46,775
$ 40,000
$ 50,000
$
$
50,000
$ 10,000
25.00%
Compost Oerabons
I $
658,680
$ 448,402
1 $ 802,125
$ 769,000
1 $ 23,754$
$ 33,700
790,589
$ 11,536
.13
-413%,
Minuteman Household Hazardous Waste
Total 3100 -3500
$
151,234
i
$ 163,234
$ 703,248
$ 180,000
$ 1,077,1251,064,000
$ 190,000
$
$ 23,754
$
$
190,000
1,085,589i
$ 10,000
5.56%
Approp Summary (Non -General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
Total 3100 -3500
$ 147,804
i2,917
$ 170,164
$ 917,477
$ 180,000
$ 1,103,525
$ 190,000
$ 1,061,835is
$
$
190,000
$ 10,000
5.56%
Budget Summary - Al -1,F -u, -n,d-s'_._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._._-_._-_-_-_._._-_-_-_-_._._-_-
FY2019 Town Manager's Preliminary Recommended Budget & Financing Plan January 22, 2018
V-6
This Page Left Blank Intentionally
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:
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
V-7
January 22, 2018
3100 DPW Administration & Engineering
rd an agar of
Cepa r at ions
Lead C'Ierlk
Departmental C'larlka
P Lj N is 'W Or k5 ID i it echo r
Authorized/Appropriated Staffing
Program: Public Works
Town of Lexington, MA
NI an age rm ant,
Office I"+llana;gar
Analyst
Department
ArrcD untina Clark
Element 3120: Engineering
FY2016
FY2017
FY2018
FY2019
Town Engineer
Budget
Budget
Budget
Request
Element 3110: DPW Administration
1
1
1
1
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
*1 FT Assistant split between DPW, Water & Sewer
FY2019 Town Manager's Preliminary Budget & Financing Plan
W:?
January 22, 2018
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 .lune 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
V-9
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
FY2017
Actual
FY2016
Actual
FY2019
Request
FY2017
Actual
FY2018
Estimate
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$
$ 256,988
$ (865)
-0.34%
$
$ 1,370,145
$ 73,826
5.70%
Contractual Services
$
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
Total 00
$
1,753
$
1,785
$ 1,700
$ 1,700
$
$ 1,700
$
$
FY2016
Appropriation Summary Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Com ensation $ 1,184,988
$ 1,182,134
$ 1,296,319
$ 1,370,145
$
$ 1,370,145
$ 73,826
5.70%
Expenses $ 430,027
$ 324,904
$ 388,590
$ 420,425
$
$ 420,425
$ 31,835
8.19%
Program Summary
FY2016
Actual
I FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Total 3110 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%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2016
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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 lies
$
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
Total 00
$
430,027
$ 324,904
$ 388,590
$
420,425
$
$ 420,425
$ 31,835
8.19%
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
P -i-1 (--h. _ I-larh-11 we 9: A 9Ar I 9: R AA7 I 9: 1 r Mrl I 9: 1 r Mn I 4t _ 9: 1 r (1(1(1 4t
*Revolving Funds are authorized by Tow n 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 I
Mgr's Rec. Increase Increase
Regional Cache - Hartwell Avenue $ 1,358
$ 2,134 $
10,000 1
$ 10,000
1 $ Is
10,000 1 $
Expenses $ 1,358
$ 2,134 $
10,000 1
$ 10,000
1 $ I
$ 10,000 1 $
Budget Summary --A,1-1,F-u, -n,d-s
FY2016 I FY2017 I FY2018 I FY2019 I Manager's I FY2019 Dollar Percent
Appropriation Summary Actual Actual Restated Request I Add/Del I Mgr's Rec. I Increase I Increase
Com ensation $ 1,184,988 $ 1,182,134 1 $ 1,296,319 $ 1,370,145 $ 1 $ 1,370,145 1 $ 73,826 1 5.70%
Expenses $ 431.385 $ 327.038 1 $ 398.590 1 $ 430.425 $ $ 430.425 1 $ 31.835 1 7.99%
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
3200 Highway
Program: Public Works
Town of Lexington, Massachusetts
Authorized/Annrooriated Staffing
Element 3220: Road Machinery
FY2016
FY2017
FY2018
FY2019
Equipment Foreman
Budget
Budget
Budget
Request
Element 3210: Highway Maintenance
4
4
4
4
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
1 13 FT/1 PT
13 FT/1 PT
1 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
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-12
January 22, 2018
3200 Highway
Budget Recommendations:
Program: Public Works
Town of Lexington, Massachusetts
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
.lune 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-13
January 22, 2018
Benefits
Benefits
Salaries
(reflected
Salaries
(reflected
and
in Shared
Total
and
in Shared
Not
Description
Expenses
Expenses)
Requested
Expenses
Expenses)
Total
Recommended
Vehicle Inspections
1 $ 8,000
$ -
$ 8,000
$ 8,000
1 $ -
1 $ 8,000
$ -
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-13
January 22, 2018
3200 Highway
Budget Summary:
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Compensation
$ 1,346,584
$ 1,505,361
$ 1,338,529
1 $ 1,348,687
1 $ - 1
$ 1,348,687 1
$ 10,158
1 0.76%
Expenses
$ 1.757.426
$ 1.980.487
1 $ 2.011.716
$ 2.148.398
1 $ 8.000 1
$ 2.156.398 1
$ 144.682
1 7.19%
Program Summary
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Percent
Increase
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
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
3300 Public Grounds
Program: Public Works
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
V-15
January 22, 2018
3300 Public Grounds
Program: Public Works
Town of Lexington, Massachusetts
Authorized /Appropriated Staffing
Element 3320: Forestry Division
FY2016
FY2017
FY2018
FY2019
Crew Chief
Budget
Budget
Budget
Request
Element 3310: Parks Division
2
2
2
2
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
1 0.6
1 0.6
1 0.6
1 0.6
Subtotal FTE
4.6
1 4.6
4.6
4.6
Subtotal FT/PT
4 FT/2 PT
1 4 FT/2 PT
4 FT/2 PT
4 FT/2 PT
Total FTE
Total Full/Part Time
25.2
24 FT/4 PT
25.2
24 FT/4 PT
25.2
24 FT/4 PT
25.2
24 FT/4 PT
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-16
January 22, 2018
3300 Public Grounds
Budget Recommendations:
Program: Public Works
Town of Lexington, Massachusetts
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
.lune 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
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-17
January 22, 2018
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
V-17
January 22, 2018
3300 Public Grounds
Budget Summary:
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 336.991
$ 347.151
$ -
$ 347.151
$ 10.160
3.01%
$ 1,274,238
$ 1,334,183
$ 1,424,913
Cemetery Prep Fees
$ 125,588
$ 123,190
$ 126,000
$ 126,000
$ -
$ 126,000
$
-
-
Directed Funding
$ 359,400
$
364,300
$ -
$ 364,300
$
4,900
1.36%
Utilities
Ce mete ry Trust
$ 105,000
$ 105,000
$ 48,500
1 $ 75,000
1 $ -
$ 75,000
1 $
26,500
54.64%
Appropriation Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Compensation
$ 1,274,238
1 $ 1,334,183
1 $ 1,424,913
1 $ 1,437,192
1 $ -
$ 1,437,192
$ 12,279
0.86%
Expenses
$ 404,714
1 $ 470,306
1 $ 545,475
1 $ 571,400
1 $ - 1
$ 571,400
1 $ 25,925
1 4.75%
Program Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Total 3310 Parks Division
$ 1,044,597
$ 1,144,059
$ 1,160,161
$ 1,187,666
$ -
$ 1,187,666
$ 27,505
2.37%
Total 3320 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%
Object Code Summary
FY2017
FY2016
Actual
FY2019
FY2017
Actual
FY2018
Restated
Funding Sources Actual
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
I Actual
I Restated
I Request
Add/Del I
Mgr's Rec. I Increase Increase
Lexington Tree Fund $ 28,500
$ 36,350
$ 45,000
$ 45,000
1 $ -1
$ 45,000 1 $ - -
Burial Containers $ 48.760
$ 46.775
$ 40.000
$ 50.000
1 $ -
$ 50.000 1 $ 10.000 25.00%
'Revolving Funds are authorized by Town Meeting via Article 8, and are not appropriated under Article 4.
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
FY2016
I Actual
FY2017
I Request
FY2018
Mgr's Rec.
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary
Actual
$ 1,437,192
Actual
0.86%
Restated
1 $ 548,737
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
$ 33,700
$
37,280
$
40,000
$
50,000
$ -
$ 50,000
$ 10,000
25.00%
Budget Summary -All Funds
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary Actual
I Actual
I Restated
I Request
Add/Del I
Mgr's Rec.
I Increase
Increase
Com enation $ 1,274,238
$ 1,334,183
1 $ 1,424,913
$ 1,437,192
1 $ - 1
$ 1,437,192
1 $ 12,279
0.86%
Expenses $ 478,835
1 $ 548,737
1 $ 630,475
1 $ 666,400
1 $ - 1
$ 666,400
1 $ 35,925
5.70%
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 .lune 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 .lune 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
3400 Environmental Services
Program: Public Works
Town of Lexington, Massachusetts
PrmuiblIc. Warks, Director
Mana erof
Operations
Superintendent of
Environmental Seirviices,
Compost Fa60lity
Foreman,
Heavy Equipment
Operators
Authorized/Appropriated Staffing
Seasoirralll Attendant
*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
V-20
January 22, 2018
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*
*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
V-20
January 22, 2018
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:
Reauest I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
V-21
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
3400 Environmental Services
Program: Public Works
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 Lew $ 2,239,297 $ 2,304,682 $ 2,397,099 $ 2,650,213 $ $ 2,650,213 $ 253,114 10.56%
Appropriation Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
I FY2019
Request
IManager'sl
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Compensation
$ -
$ -
$
$
$
$ -
$ -
$ 806,699
Expenses
$ 2,239,297
$ 2,304,682
$ 2,397,099
$ 2,650,213
$
$ 2,650,213
$ 253,114
10.56%
Total 00
Program Summary (General Fund)
FY2016
Actual
0-
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
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%
Object Code Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
$
$
$
$
$
$
$ 806,699
Overtime
$
$
$
$
$
$
$
$ 292,153
Personal Services
$
$
$
$
$
$
$
$ 279,403
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
$
67,428
Small Capital
$ -
$ -
$ -
$ -
$
$ -
$
$ 190,000
Expenses
$ 2,239,297
$ 2,304,682
$ 2,397,099
$ 2,650,213
$
$ 2,650,213
$ 253,114
10.56%
Total 00
$ 190,000
0 -
10,000
5.56%
Budget Summary - Revolving Funds*
FY2016 FY2017 I FY2018 I FY2019 IManager'sl FY2019 Dollar Percent
Funding Sources Actual Actual Restated Request Add/Del I Mr's Rec. Increase Increase
Compost OerationsRevolvin Fund $ 658,680 $ 448,402 $ 802,1251 $ 769,000 $ 39,863 1 $ 808,863 $ 6,738 0.84%
Mlnl It.-mnn Hn7nrrini m NnrACtP R. -x/ Fi ind R 1.r,1 914 R 1 F1 914 R 1 Rn nnn I R 1 Qn nnn R _ I R 1 Qn nnn I R in nnn .r, .rife 0/
are aumorizeo ov IoW n IVIeeing via HRICIe t5, ana are
Appropriation Summary
FY2016
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
5.56%
Expenses
Total 00
$
147,804
$ 170,164
$ 180,000
00:
$ 190,000
$
$ 190,000
$
10,000
5.56%
Budget Summary -AI-1,F-u, -n,d-s
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
V-22
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary
Actual
Actual
I Restated
Request
Add/Del
Mgr's Rec.
Increase
I 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%
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
V-22
3600 Water Enterprise
Program: Public Works
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
V-23
January 22, 2018
3600 Water Enterprise
Program: Public Works
Town of Lexington, Massachusetts
PU b]l lil c We it ks Di rectolr
Manager of
Operatibnsr
Water
Su e it Ing to n able Inst
utililllility IBilling
c,lrrew Chief
Malnager
�H
e:avy EquipmentILataoreIr,�"TTru:icI� IDrilir�eIr Leadrcmralm
pe rator
Gi adelrr/SIhove I
Lead�man Meter Readeur�
Ope�lr�atclr H H
Authorized/Aoorooriated Staffino
Departlrrnent
Assist°aunt
*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
V-24
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Assistant
0.2
0.2
0.2
0.2
-Department
Meter Reader/Laborer
Total
0
0
0
0
*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
V-24
January 22, 2018
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 .lune.
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
3600 Water Enterprise
Budget Summary:
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2016
Actual
FY2018
Appropriation
FY2017
Actual
Manager's
Add/Del
FY2018
Estimate
Dollar
Increase
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Tax Levy
$
-
$
-
$
-
$
-
$ -
$ -
$ -
$ 494,025
Enterprise Funds
67,000
15.69%
Debt
$ 1,307,938
$ 1,374,696
$ 1,466,428
$ 1,460,069
$ -
$ 1,460,069
$
6,359
-0.43%
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 & Chaes
r
$
316,651
$
435,295
$
247,175
$
247,175
$ -
$ 247,175
$ -
-
Appropriation Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
Ind irects
$ 898,614
$ 877,411
$ 872,458
$ 854,071
$ -
$ 854,071
$
18,387
-2.11%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
ppropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
OPEB
$
-
$
-
$
9,089
$ 9,089
$ -
$ 9,089
$
-
In directs
$
898,614
$
877,411
$
872,458
$ 854,071
$ -
$ 854,071 1
$
(18,387)
-2.11%
FY2019 Town Manager's Preliminary Budget & Financing Plan
V-26
January 22, 2018
3700 Sewer Enterprise
Program: Public Works
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
V-27
January 22, 2018
3700 Sewer Enterprise
Program: Public Works
Town of Lexington, Massachusetts
Public Works Director
Crew CINef
Heavy Equipment
Operator
Laborer/Tiruck Deriver
Seasonal Laborer
Authorized/Appropriated Staffing
manoaBeir Of
Operations
Sewelr
S u Ip eirliirr to inde nt
ut,iIllicitt' Billing
Manager
Dmepartinenit
Asrsiistant
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
V-28
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Assistant
0.2
0.2
0.2
0.2
-Department
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
V-28
January 22, 2018
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 .lune.
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
3700 Sewer Enterprise
Budget Summary:
Program: Public Works
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2018
Estimate
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar Percent
Increase Increase
Tax Levy
Compensation
-
-
261,525
-
-
-
-
- -
Enterprise Funds
50,563
-
-
$ 295,145
-
-
-
-
- -
Retained Earnings
$
-
51,625
$
-
$ -
$ -
$ -
$ - -
UserChar es
$ 9,216,503 1
$ 8,774,287
$
9,319,514
1 $10,254,900
$ - 1
$10,254,900
1 $ 935,386 1 10.04%
Connection Fees
$
2,975
$ 2,784
$
-
$ -
$ -
$ -
$ -
Investment Income
$
11,070
$ 13,531
$
8,000
$ 8,000
$ -
$ 8,000
$ - -
Fees & Charges
Total 00
$
533,274
$ 424,385
$
355,000
$ 355,000
•00
$ -
$ 355,000
•00
1 $ - -
Appropriation Summary
FY2016
Actual
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
Total 00
$ 478,354
$
503,898
$
546,827
$ 513,817
•00
$ -
$ 513,817
•00
$
(33,010)
-6.04%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
169,508
$
211,592
$
239,830
$ 288,102
$ -
$ 288,102 1
$
48,272
1 20.13%
Overtime
$
40,006
$
49,933
$
68,919
$ 71,211
$ -
$ 71,211 1
$
2,292
1 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
$
-
0.00%
In directs
$
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
V-30
January 22, 2018
Section VI: Program 4000: Public Safe
This section includes detailed information about the FY2019 Operating Budget & Financing
Plan for public safety. It includes:
• 4100 Law Enforcement
• 4200 Fire & Rescue
FY2019 Town Manager's Preliminary Budget & Financing Plan
VI -1
VI -2
VI -7
January 22, 2018
This Page Left Blank Intentionally
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
4100 Law Enforcement
Program: Public Safety
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.
Chliieff of Police
Office IManlager11 Captain) of Operations ] Captain of l Adrriln istratiorr
TrafficLlre:a Lf
�uu er"a'n's.'
Department
,As•sistarrt
Faff'PC1 L.relLlffelnelnt5'
Administrative
Sercleasnit
Detective
Lieutenant
Rarklnlcl
Detective Sergeant
Enforcement
Patrol Sereleant's
Dispatchers
Prosecutor
Officer
AcCOUnit
Cray Patrol Officers
Animal Gorutr� 11
Detective
A'sslstanit.
Mlallcrt Cases
Parking Lot
Might Patrol
Detective
Attendants
Officers
MechanicNarcotics
Crossing Guards
Cadets
DPtectlive
Farrily Services '
Detective
Scj'o7'Il Resource
Detective
rl nnty.
C o nll mu
Re.Urce
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VI -3
4100 Law Enforcement
Authorized/Appropriated Staffing:
Program: Public Safety
Town of Lexington, Massachusetts
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
VI -4
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Services Detective
1
1
1
1
-Family
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
9
9
9
9
-Dispatcher
Office Manager
1
1
1
1
Traffic Bureau Supervisor
1
1
1
1
Department Assistant
1
1
1
1
Account Assistant
1
1
1
1
-Department
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
FTE Total
3.48
74.18
3.48
73.33
3.48
73.33
3.48
73.33
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
VI -4
January 22, 2018
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
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VI -5
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
1 $ 5,000
0
1 $ 5,000
1 $ 5,000
1 $
$ 5,000
1 $
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VI -5
4100 Law Enforcement
Budget Summary
Program: Public Safety
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2016
Actual
FY2019
Request
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 25,228
2.80%
Total ii
$7,000 ,690
$ -
$ 3,567,389
iii
-1.88%
(1,010)
ii
341,995
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)
Total ii
$7,000
,690
$ 149,329
$ -
$ 149,329 1
$
iii
0.00%
Total ii
(1,010)
ii
Appropriation Summary
FY2016
Actual
FY2017 FY2018
Actual Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
Total ii
$7,000 ,690
$ -
$ 3,567,389
iii
-1.88%
(1,010)
ii
Program Summary
FY2016
Actual
FY2016
Actual
FY2018
Restated
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
1 $
145,608
$
147,094
$ 149,329
$ 149,329
$ -
$ 149,329 1
$
(0)1
0.00%
Total ii
$7,000
,690
iii
(1,010)
ii
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
Total ii
$7,000 ,690
iii
(1,010)
ii
he 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
VI -6
January 22, 2018
4200 Fire & Rescue
Program: Public Safety
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
VI -7
January 22, 2018
4200 Fire & Rescue
Program: Public Safety
Town of Lexington, Massachusetts
Authorized/Appropriated Staffing
FY2019 Town Manager's Preliminary Budget & Financing Plan
VI -8
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Fire Prevention Assistant
TotalFTE
0.86
63.86
1 0.86
63.86
1 0.86
63.86
1 0.86
65.86
FY2019 Town Manager's Preliminary Budget & Financing Plan
VI -8
January 22, 2018
4200 Fire & Rescue
Budget Recommendations:
Program: Public Safety
Town of Lexington, Massachusetts
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 .lune 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan
VI -9
January 22, 2018
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
1 $ 154,000
$ 34,565
1 $ 188,565
1 $ 79,500
$ 11,871
$ 91,3711
$ 97,194
FY2019 Town Manager's Preliminary Budget & Financing Plan
VI -9
January 22, 2018
4200 Fire & Rescue
Budget Summary:
Program: Public Safety
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimated
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Tax Levy
$ 4,802,864
$ 4,972,644
$ 5,297,644
$ 5,439,535
$
$ 5,439,535
$ 141,890
2.68%
Fees & Charges
-
-
-
-
1 $ 5.000
-
-
-
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
3,700
0.79,500
Total 4250 Emergency Management
$
4,018
$
4,152
$ 6,000
Appropriation Summary
FY2016
Actual
FY2017
Actual
FY2018
I Restated
FY2019
Request
I Manager's
I Add/Del
I FY2019
I Mgr's Rec.
I Dollar
Increase
I Percent
Increase
Compensation
$ 5,793,416
$ 5,917,695
1 $ 6,019,283
$ 6,278,651
1 $ 74,500
1 $ 6,353,151
$ 333,867
1 5.557/o
Expenses
$ 495.512
1 $ 488.850
1 $ 558.011
1 $ 592.559
1 $ 5.000
1 $ 597.559
1 $ 39.548
1 7.09%
Program Summary
FY2016
Actual
FY2017
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Total 4210 Fire Administration
$
418,466
$
415,458
$ 454,220
$ 504,510
$
$ 504,510
$
50,289
11.07%
Total 4220 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
$
0.75%
-
Total 00
174,498
$ 173,896
0.79,500
$ 167,200
$
5,000
$ 172,200
$
9,250
5.68%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
0.79,500
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
• 5200 Recreation and Community Programs
FY2019 Town Manager's Preliminary Budget & Financing Plan
VII -1
VII -2
VII -6
January 22, 2018
5100 Cary Memorial Library
Program: Culture & Recreation
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
VII -2
January 22, 2018
5100 Cary Memorial Library
Program: Culture & Recreation
Town of Lexington, Massachusetts
Authorized/Appropriated Staffing:
*FY2018 reflects a correction in FTE value, and does not reflect a net decrease to staffing.
FY2019 Town Manager's Preliminary Budget & Financing Plan
VII -3
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget*
FY2019
Request
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
Total FrE
As Needed
34.5
As Needed
34.5
As Needed
34.2
As Needed
34.3
*FY2018 reflects a correction in FTE value, and does not reflect a net decrease to staffing.
FY2019 Town Manager's Preliminary Budget & Financing Plan
VII -3
January 22, 2018
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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VII -4
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
I3,000
1 $
$ 3,000
1 $ 3,000
$
$ 3,000
1 $
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VII -4
5100 Cary Memorial Library
Budget Summary:
Program: Culture & Recreation
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2011
Actual
FY2018
Appropriation
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Tax Levy
Total 00
Appropriation Summary
$ 2,394,198
FY2016
Actual
$ 2,485,004
00-3,000
FY2017
Actual
$ 2,534,144 1
FY2018
Appropriation
$ 2,578,502
FY2019
Request
$ 3,000
Manager's
Add/Del
1 $ 2,581,502
FY2019
Mgr's Rec.
1 $ 47,358
Dollar
Increase
1.87%
Percent
Increase
Com enation
$ 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
Total 00
Program Summary
$ 385,313 1
FY2016
Actual
$ 402,721
00-3,000
FY2017
Actual
$ 435,806
FY2018
Appropriation
$ 455,193
FY2019
Request
$ 3,000
Manager's
Add/Del
$ 458,193
FY2019
Mgr's Rec.
1 $ 22,387
Dollar
Increase
5.14%
Percent
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
Total 00
Object Code Summary
$ 507,856
FY2016
Actual
$ 518,838
00-3,000
FY2017
Actual
$ 643,810
FY2018
Appropriation
$ 712,027
FY2019
Request
$ -
Manager's
Add/Del
$ 712,027
FY2019
Mgr's Rec.
$ 68,217
Dollar
Increase
10.60%
Percent
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
Total 00
$ 385,313 1
$ 402,721
00-3,000
1 $
435,8061
$ 455,193
1 $ 3,000
$ 458,193
$ 22,387
5.14%
FY2019 Town Manager's Preliminary Budget & Financing Plan
VII -5
January 22, 2018
This Page Left Blank Intentionally
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
Director of Recreation and
Community Programs
Pine Meadows Golf
Course
Assistant Director
of Recreation
Administrative
Assistant
Municipal Assistant
(Clerk)
Recreation
Supervisor
Seasonal Program
Staff and
Volunteers
Seasonal Program
Staff
Volunteers
Municipal
Assistants
(Clerks)
Recreation
Committee
mmunity C
Director
Office Manager
Program
Coordinator
Seasonal Program
Staff
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
VII -7
January 22, 2018
Program: Culture & Recreation
5200 Recreation & Community Programs Town of Lexington, MA
Authorized/Appropriated Staffing
Subtotal FT/PT I 5FT/1 PT I 5FT/1 PT I 5FT/1 PT I 5FT/3PT
Program: 5000 Culture & Recreation Subprogram: 5230 Community Center
FY2016
FY2017
FY2018
FY2019
Community Center Director
Budget
Budget
Budget
Request
Director of Recreation and
1
1
1
1
Community Programs
1
1
1
1
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
Specialist
0
0
0
0.34
Seasonal (Part Time)
175+/-
175+/-
225+/-
225+/ -
Subtotal FTE
5.34
5.34
5.34
5.91
Subtotal FT/PT I 5FT/1 PT I 5FT/1 PT I 5FT/1 PT I 5FT/3PT
Program: 5000 Culture & Recreation Subprogram: 5230 Community Center
Subtotal FT/PT I 5FT/1PT 1 6 FT 1 6 FT 1 6 FT
1 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
VII -8
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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 I 5FT/1PT 1 6 FT 1 6 FT 1 6 FT
1 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
VII -8
January 22, 2018
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
Budget Summary
Funding Sources
FY2016
Actual
Benefits
FY2018
Appropriation
FY2017
Actual
Benefits
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Salaries
(reflected
Tax Levy
Salaries
(reflected
$
267,447
$
and
in Shared
Total
and
in Shared
-2.66%
Not
Description
Expenses
Expenses)
Requested
Expenses
Expenses)
Total
Recommended
Certified Therapeutic Recreation
$ 12,480
$ 181
$ 12,661
$ 12,480
$ 181
$ 12,661
$
Specialist
375,000
$ 375,000
$
$ 375,000
$
$ 261,826
Recreation User Charges
Municipal Assistant
1 $ 6,240
$ 90
$ 6,330
1 $ 6,240
1 $ 90
1 $ 6,330
1 $
Budget Summary
Funding Sources
FY2016
Actual
FY2016
Actual
FY2018
Appropriation
FY2017
Actual
FY2018
Appropriation
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$
$ 261,826
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
$
Small Capital
Investment Income
$
3,218
$
4,322
$
4,322
1 $ 4,322
$
$ 4,322 1
$
Expenses
Total00 -
$ 1,193,874
$
1,316,445
$ 1,434,325
$
$ 1,434,325
0•
117,880
Debt
$
Appropriation Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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 -
$ 1,227,980
$ -
$ 1,227,980
$
0•
9.24%
Utilities
$
56,982
Program Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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 -
$ 1,227,980
$ -
$ 1,227,980
$
0•
9.24%
Utilities
$
56,982
Object Code Summary
FY2016
Actual
FY2017FY2018
Actual
Appropriation
FY2019
Request
Manager's
Add/Del I
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$ 1,034,427
$ 1,189,073
$
1,308,669
$ 1,397,448
$ 18,720 1
$ 1,416,168 1
$
107,499
8.21%
Overtime
$
-
$
$
$
$ is
$
-
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)1-100.00%
Indirect
$
240,608
$ 247,826
1 $
254,8261
$ 261,826
1 $ 1
$ 261,826
$
7,0001
2.75%
Total00 -
0•
FY2019 Town Manager's Preliminary Budget & Financing Plan
VII -10
January 22, 2018
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
VIII -1
January 22, 2018
This Page Left Blank Intentionally
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
6100-6200 Human Services
Ass�istant: Director
of Youth and
Family Services
Youth and Fairniliy
Services, Social
Worker
linteinnis
Program: Human Services
Town of Lexington, Massachusetts
Town 1Mainager
Neterans Services
"'0, UMM. District Director
. . . . . . .. . .......... ....
Hunian Se,pjice
Director
Fart -Time V30
(Bedford)
Office Manager
Assistant IDilrector
of Senior Services
Sei,Iior Services
Coordiiiator
Nurse
Regiistered
Dietician
VdiUnteer
Coordiiiat-or
interns
AdiIII nistratwe
IC' Unicipal Clerks
Sendor Tax
Program
VC)kmteers
Transportation
Services Manager
MUIIiicipal
Transportation
Assistant
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VIII -3
6100-6200 Human Services
Authorized/Appropriated Staffing:
Program: Human Services
Town of Lexington, Massachusetts
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
VIII -4
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Total FTE
-
8.7
PT
8.92
PT
8.92
PT
9.18
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
VIII -4
January 22, 2018
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
(EDEA) 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 .lune 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
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
VIII -5
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
6100-6200 Human Services
Budget Summarv:
Program: Human Services
Town of Lexington, Massachusetts
Funding Sources (General Fund)
FY2017
FY2016
Actual
FY2019
FY2017
Actual
FY2018
Estimated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ -
-
TDM Allocafion
$
91,600
$
91,000
$ 91,000
$ 91,000
$
$ 91,000
$
Total 6170 Senior Services & Community Programs
Fees
$
118,143
$
166,056
$ 173,607
$ 44,620
$ 218,227
$ 52,171
31.42%
Total 6210 Transportation Services
Lexpress Fares
$
77,031
$
68,886
$ 68,000
$ 68,000
$
$ 68,0001$
-
0.00%
Total 000
-
0.
$ (353)
0.
Supplies
$
26,017
$
19,412
$ 30,200
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
I Dollar
I Percent
Appropriation Summary (General Fund) Actual
I Actual
I Restated
Request
Add/Del
Mgr's Rec.
I Increase
Increase
Compensation $ 481,215
$ 492,792
$ 549,164
$ 577,469
$ 91,620
$ 669,089
$ 119,925
21.84%
Expenses $ 643,449
$ 572,993
$ 753,807
$ 759,695
$ 36,500
$ 796,195
$ 42,388
5.62%
Program Summary (General Fund)
FY2016
Actual
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
1 $
530,279
1 $
634,479
1 $ 673,488
1 $ 1,500 1
$ 674,988
1 $ 40,509
1 6.38%
Total 000
$
-
0.
$ (353)
-10.70%
Supplies
$
26,017
$
19,412
Object Code Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's I
Add/Del
FY2019
Mgr's Rec.
Dollar
I Increase
Percent
Increase
Salaries & Wages
$
481,215
$
492,792
$ 549,164
$ 577,469
1 $
91,620
$ 669,089
1 $ 119,9251
21.84%
Overtime
$
71,082
$
78,650
$ -
$
$
$
$
$
-
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
are
P -1L=1
Appropriations Summary (Non -General Fund)
FY2016
FY2017
FY2018
Restated
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Funding Sources
112,021
Actual
89,030
Actual
Restated
Request
Add/Del
Mgr's Rec.
Increase
Increase
EDEA 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
$ -
-
are
P -1L=1
Appropriations Summary (Non -General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
EOEA Grant
$
112,021
$
89,030
$
78,980
$ 78,980'7j'
$ 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
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
Total 000
$
52,000
$
54,080
$
56,243 1
0 -
$ 56,243
$ 1
$ 56,243
$ -
-
Budget Summary -AI-1,F-u, -n,d-s
FY2016 I FY2017 I FY2018 FY2019 I Manager's I FY2019 I Dollar I Percent
Appropriation Summary (All Funds) Actual Actual Restated Request Add/Del I Mgr's Rec. I Increase I Increase
Compensation $ 576,456 1 $ 592,210 1 $ 645,976 1 $ 676,015 1 $ 91,620 1 $ 767,635 1 $ 121,658 1 18.83%
Expenses $ 775,478 1 $ 698,504 1 $ 882,299 1 $ 913,187 1 $ 36,500 1 $ 949,687 1 $ 67,388 1 7.64%
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
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 11400 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.
Public Health
Director
Public Health Nurse
Health Agent
Assistant Town Manager for
Development
Office Manager
Department
Assistants
Conservation Building
Administratorjj
Commissioner Planning Director
Stewardship Assistant Planning
Coordinator Electric Inspectors Director
Ranger H I Building Inspectors H I Planner
Plumbing/Gas
Inspectors
Zoning Enforcement
Administrator
Planning Depar
Assistant
Economic
Development
Director
Visitor Center
Manager
Visitor Center Staff
Economic
Development/Visitor
Services Coordinator
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
Explanatory Notes:
'Position added in FY2017.
2The 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
IX -4
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Subtotal FTE
0.21
29.9
0.21
30.4
0.38
30.6
0.38
31.6
Explanatory Notes:
'Position added in FY2017.
2The 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
IX -4
January 22, 2018
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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IX -5
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
1
$
-
$
41,400
Marketing Budget Increase
$
12,000
$
12,000
1 $
$
-
$
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 I FY2017 I FY20111 I FY2019 I Manager's FY2019 I Dollar Percent
Funding Sources I Actual Actual Estimate Proiected Add/Del I Mar's Rec. Increase I 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
$
203,722 $
$
-
$ 27,000
$ 27,000
$ -
$ 27,000
$
$
Fees & Charges
$
0.00%
197,035
$
284,174
$ 284,361
$
$ 284,361
$ 187
0.07%
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
205,374
$ 1,671,000
$ 69,400
4.33%
Total 00
-0.97%
7340 - Visitor Center
$ 188,674
0:
209,372
$
201,618
$ 211,988
$
$ 211,988
Appropriation Summary (General Fund)
5.14%
FY20ff
ActuActual
$ 89,827
FY2017
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Com ensation
$ 1,654
1,771,927
$ 1,874,631
$ 1,939,883
$ 54,155
$ 1,994,038
$ 119407
6.37%$
$
$ 108,950
314
6.55%
315,026
$ 495,738
$ 433,598
$ 10,000
$ 443,598
$ 52,140
10.52%
Total 00
Level -Service Requests (General Fund)
FY2016
Actual
0:
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
Total 7130 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
404,508
$ 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
Code Summary (General Fund)Actual
;FY2016
0:
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
PercentObject
IncreaseSalaries
& Wa es
,637,989
$ 1,757,018
$ 1,843,552
$ 1,907,771
$ 54,155
$ 1,961,927
$ 118374
6.42%Overtime
16,828
$
14,908
$ 31,078
$ 32,111
$
$ 32,111
$ 1,033
3.32%
Personal Services
$ 1,654,817
$ 1,771,927
$ 1,874,631
$ 1,939,883
$ 54,155
$ 1,994,038
$ 119,407
6.37%
Contractual Services
$
254,251
$
260,345
$ 427,514
$ 372,126
$ 10,000
$ 382,126
$ 45,388
-10.62%
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
Appropriation Summary (Revolving Funds)
FY2016
Actual
FY2016
FY2017
Actual
FY2017
Funding Sources
FY2018
Actual
Manager's
Actual
Health Department Revolving Fund
$
25,197
$
45,780 $
Liberty Ride Revolving Fund
$
216,884
$
199,346 $
Visitor Center Revolving Fund
$
197,186
$
203,722 $
Total00
$
$ 200,000
$
0.00%
*Revolving Funds are authorized by Town Meeting via Article 8. and are not appropriated under Article 4.
Appropriation Summary (Revolving Funds)
FY2016
Actual
Appropriation Summary (All Funds) Actual
FY2017
Actual
Com ensation $ 1,802,227 1
FY2018
Restated
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Restated
Request
Add/Del
Mgr's Rec.
Increase
Increase
45,000 $
45,000
$
$ 45,000
$
0.00%
200,000 $
200,000
$
$ 200,000
$
0.00%
193,539 $
193,539
$
$ 193,539
$
0.00%
Appropriation Summary (Revolving Funds)
FY2016
Actual
Appropriation Summary (All Funds) Actual
FY2017
Actual
Com ensation $ 1,802,227 1
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
00
$ 98,847
$
106,829
$
102,250
$ 108,950
$
$ 108,950
$ 6,700
6.55%
Budget Summary -AI-1,F-u, -n,d-s
FY2016
FY2017
Appropriation Summary (All Funds) Actual
Actual
Com ensation $ 1,802,227 1
$ 1,938,019 $
Expenses $ 569.540 1
$ 569.288 $
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IX -6
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Restated
Request
Add/Del
Mgr's Rec.
Increase
Increase
2,052,799
$ 2,123,908
$ 54,155
$ 2,178,063
$ 125,264
6.10%
817.362
$ 790.922
$ 10.000
$ 800.922
$ (16.440)
-2.01%
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 I I Building Inspectors I I Zoning Enforcement I I Plumbing/Gas
Administrator Inspectors
Authorized/Appropriated Staffing
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -8
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
Request
Building Commissioner
1
1
1
1
Inspectors
2
2
2
2
-Building
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*
Total FTE
0.21 1
6.59
0.21
6.59
1 0.38
6.76
0.38
6.76
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -8
January 22, 2018
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 .lune 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
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -9
January 22, 2018
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
IX -9
January 22, 2018
Program: Land Use, Health and Development Department
7110 Building and Zoning Town of Lexington, Massachusetts
Budget Summary:
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Tax Levy
$(1,781,780)
$(2,007,214)
$ (961,995)
$(1,031,847)
$ -
$(1,031,847)
$ (69,852)
7.26%
Directed Funding
529,792
$
537,552
$ -
1 $
537,552
$
7,760 1
Departmental Fees
$ 8,660
$ 2,278
$ 12,000
$ 12,000
2,940
$ 12,000
$ -
-
Licenses and Permits
Total 7110 Building and Zoning
Appropriation Summary
$ 2,304,798
$ 531,678
FY2016
Actual
$ 2,551,872
$ 546,935
FY2017
Actual
$ 1,553,600
$ 603,605
FY2018
Restated
$ 1,626,000
$ 0.
FY2019
Request
Manager's
Add/Del
$ 1,626,000
FY2019
Mgr's Rec.
$ 72,400
Dollar
Increase
4.66%
Percent
Increase
Compensation
$ 491,557
$ 509,531
$ 535,465 1
$ 543,413
$ 1
$ 543,413 1
$ 7,948 1
1.48%
Expenses
$ 40.121
$ 37.405
$ 68.140 1
$ 62.740 1
$ 1
$ 62.740 1
$ (5.400)
-7.92%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
488,146
$
506,591
$
529,792
$
537,552
$ -
1 $
537,552
$
7,760 1
1.46%
Overtime
$
3,411
$
2,940
$
5,673
$
5,861
$ -
1 $
5,861
$
189 1
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
$
4,420
-7.81%
Utilities
$
4,929
$
3,871
$
7,480
$
6,200
$ -
$
6,200
$
(1,280)
-17.11%
Supplies
$
3,183
$
5,402
$
4,100
$
4,400
$ -
$
4,400
$
300
7.32%
Small Capital
$
-
$
-
$
-
$
-
$ -
$
-
$
-
-
Expenses
Total 7110 Building and Zoning
$
$
40,121
531,678
$
$
37,219
546,750
$
$
68,140
603,605
$
$
62,740
0.
$ -
$
62,740
$
(5,400)
-7.92%
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
Assistant Town IManaeir
for Develolprneint
Office i ainage r
Department
Asrs sty nts
Authorized/Appropriated Staffing
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -12
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
Request
Assistant Town Manager
1
1
1
1
Office Manager
1
1
1
1
Department Assistants
1 4
4
4
5
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -12
January 22, 2018
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 .lune 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
IX -13
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 1 $ 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
Funding Sources Actual
FY2017
Actual
FY2018
Estimate
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Tax Levy $ 333,996
$ 381,809
$
434,950
$ 453,155
$ 46,155
$ 499,310
$ 64,360
14.80%
Directed Funding
$
67,784
17.91%
Overtime
$ 8,706
$ 8,292
$
11,477
Departmental Fees $ 11,200
$ 8,100
$
13,700
$ 13,700
382
$ 13,700
$ -
-
FY2016
Appropriation Summary Actual
FY2017
Actual
389,944
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Compensation $ 329,869
$ 357,811
$
389,944
$ 411,955
$ 46,155
$ 458,110
$ 68,166
17.48%
Expenses $ 15,328
$ 32,099
$
58,706
$ 54,900
$ -
$ 54,900 1
$ (3,806)
-6.48%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
1 Total 7120 Administration
$ 345,196
$ 389,909
$
448,650
$
466,855
R$ 46,155
$ 513,010
$
64,360
14.35%
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:
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
IX -15
January 22, 2018
Program: Land Use, Health and Development Department
7130 Conservation Town of Lexington, Massachusetts
AssMain+t Town Manager
for Devellopment
Office Manager -
Office of Land Use
Departir eint
Assistants
L=Adirnin��stiralor
Conseinrati on
CoIrIII i55JOn
---------------------
i:on°servationu
Stewai ds�4 Elp, Town Ranger
Coo rdiinator
Authorized/Appropriated Staffing
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -16
January 22, 2018
FY2015
Budget
FY2016
Budget
FY2017
Budget
FY2018
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
Total FTE
Seasonal
2.25
Seasonal
2.25
Seasonal
2.25
Seasonal
2.25
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -16
January 22, 2018
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 .lune 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
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -17
January 22, 2018
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
$ $,000
$ 116
$ 8,116
$ 8,000
$ 116
$ 8,116
$
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -17
January 22, 2018
Program: Land Use, Health and Development Department
7130 Conservation Town of Lexington, Massachusetts
Budget Summary:
Object Code Summary
FY2016
FY2017
FY2018
FY2019
Manager's FY2019 Dollar Percent
Funding Sources
Actual
Actual
Estimate
Projected
Add/Del Mgr's Rec. I Increase Increase
Tax Levy
$ 199,011
$ 197,177
$ 204,849
$ 212,485
$ 3,000 $ 215,485 $ 10,636 5.19%
Directed Funding
$ 203,592
$ 210,738
$ 3,000 $ 213,738
$ 10,146
4.98%
Fees
$ 32,373
$ 26,780
$ 31,000
$ 31,000
$ 31,000 $ - -
Object Code Summary
FY2016
FY2017
FY2018
FY2019
Manager's FY2019 I
Dollar
Percent
Appropriation Summary
Actual
Actual
I Restated
Request
Add/Del Mgr's Rec. I
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%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ -$
32,747
$ 4901
1.5275/
Total i
iii
ll'$10,636
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
IX -19
January 22, 2018
7140 Health
Program: Land Use, Health and Development Department
Town of Lexington, Massachusetts
AssMaln+t Town Manager
for Devellloprnenl
Office Manager -
Office of Land Use
Delparti enot,
Assistants
P u.i Iblliit iHealth,
yard of Health
Director
---------------------
Pu lic Healllth Nurse iI Ii HealAh Agent
Authorized/Appropriated Staffing
FY2O16
Budget
FY2O17
Budget
FY2O18
Budget
FY2O19
Request
Public Health Director 1
1
1
1
Health Agent 1
1
1
1
Health Nurse * 0.6
0.6
0.6
0.6
* The full-time Public Health Nurse is shared between Lexington (6) and Belmont (4) per
Nursing Services Agreement executed in FY2OO9.
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -20
January 22, 2018
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
7140 Health
Program:
Land Use, Health and Development Department
Town of Lexington, Massachusetts
Budget Summary:
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019 Manager's FY2019 Dollar Percent
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 Funding
$ 5,844 1
2.47%
Expenses $ 61.099
1 $ 58.627
Permits
$ 51.664
$ 38.499
$ 48.000
$ 45.000 $ 45.000 $ (3.000) -6.25%
FY2016
Appropriation Summary (General Fund) Actual
I FY2017
Actual
I FY2018
Restated
I FY2019
I Request
I Manager's
I Add/Del
FY2019 I
Mgr's Rec.
Dollar I
Increase I
Percent
Increase
Compensation $ 222,239
1 $ 229,378
1 $ 236,931
1 $ 242,775
1 $
$ 242,775
$ 5,844 1
2.47%
Expenses $ 61.099
1 $ 58.627
1 $ 78.335
1 $ 76.311
1 $
I $ 76.311 1
$ (2.024)
-2.58%
Object Code Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
Total 7140 Health
$ 61,099
$ 283,338
$ 58,627
$ 288,005
$ 78,335
$ 76,311
$
$ 76,311
$ (2,024)
-2.58%
Budget Summary - Revolving Funds*
Budget Summary -Al-1,F-u, -n,d-s
FY2016
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Funding Sources I
Actual
Actual
I Restated
Request
Add/Del
Mgr's Rec.
Increase
Increase
Health Department Revolving Fund 1
$ 25,197
$ 45,780
$ 45,000
$ 45,000
1 2.47%
$ 45,000
$
0.00%
1 $ 121,311
1 $
1 $ 121,311 1
$ 28,976
1 31.38%
*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
Expenses
$ 13,810
1 $ 13,947
1 $ 14,000
$ 45,000
$
$ 45,000
$ 31,000
1 221.43%
Budget Summary -Al-1,F-u, -n,d-s
FY2016
FY2017
FY2018
I FY2019
I Manager's
FY2019 I
Dollar
Percent
Appropriation Summary (All Funds) Actual
I Actual
I Restated
I Request
I Add/Del
I Mgr's Rec. I
Increase
Increase
Com enation $ 222,239
1 $ 229,378
1 $ 236,931
1 $ 242,775
1 $
1 $ 242,775 1
$ 5,844
1 2.47%
Expenses $ 74,909
1 $ 72,574
1 $ 92,335
1 $ 121,311
1 $
1 $ 121,311 1
$ 28,976
1 31.38%
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
IX -23
January 22, 2018
7200 Planning
Assistant Plain nino
Director
Program: Land Use, Health and Development Department
Town of Lexington, Massachusetts
Assiistarmt Town Manager
for Devellopin'ment
Authorized/Appropriated Staffing
Office Manager -
Office of lLand Use
Dep -rtrneint
A.ssiistants
Plainnii ng DJrectoir Plannioimg Board
Nanne�r P1Iaiminiing
kepairtrTneint Assi
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -24
January 22, 2018
FY2015
Budget
FY2016
Budget
FY2017
Budget
FY2018
Request
Director
1
1
1
1
-Planning
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
IX -24
January 22, 2018
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
IX -25
January 22, 2018
Program: Land Use, Health and Development Department
7200 Planning Town of Lexington, Massachusetts
Budget Summary:
FY2016 FY2017 FY2018 I FY2019 Manager's I FY2019 Dollar Percent
Appropriation Summary Actual Actual Restated Request Add/Del Mgr's Rec. Increase Increase
Compensation $ 267,317 1 $ 298,320 1 $ 323,308 1 $ 339,463 $ - $ 339,463 $ 16,155 5.00%
Expenses $ 37,693 1 $ 36,308 1 $ 81,200 1 $ 47,700 1 $ - 1 $ 47,700 1 $ (33,500) -41.26%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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 16th 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
IX -27
January 22, 2018
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 Towyn I aina it
fair Development
office Manager -
Off ice of Land Use
Ecoinomiiic IBevellbjp meat
D irectoit
Viisitoir Centeir
Manager
Visitor Center PT
Assistant Mana�Beir
isiiloir Centeir Staff
Departireint
Assistants
Econonmic.
Development
Coorfflnator
Liiibeirtgr Ride
Coo rd ii noato r
Liberty Rio de Guides, I I Battle Gireen, GUAes
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
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
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Total FTE
Seasonal
i
Seasonal
8.45
Seasonal
9.01i
Seasonal
Note: Visitor Center staffing is included above as this function was transferred from Chamber of
Commerce in FY2015. There are 7 Visitor Center staff, 1 works full-time and 6 work part-time.
'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 I Recommended
Description
Salaries
and
Expenses
Benefits
(reflected
in Shared
Expenses)
Total
Requested
Salaries
and
Expenses
Benefits
(reflected
in Shared
Expenses)
Total
Not
Recommended
Assistant Building Commissioner
$ 20,000
$ 290 1
$ 20,290
$ -
$ -
$
20,290
Hartwell Gateway Signage
$ 50,000
$ -
$ 50,000
$ 10,000
$ 10,000
$
40,000
General Fund Support of Visitors Cente
$ 41,400
$ -
$ 41,400
$ -
$
41,400
Marketing Budget Increase
$ 12,000
$ 12,000
$
$
$
12,000
FY2019 Town Manager's Preliminary Budget & Financing Plan
IX -30
January 22, 2018
Program: Land Use, Health and Development Department
7300 Economic Development Town of Lexington, Massachusetts
Budget Summary:
FY2016
Appropriation Summary (General Fund) Actual
FY2016 FY2017
FY2018
FY2019
Manager's
FY2019 Dollar Percent
Funding Sources
Actual Actual I
Estimate
Projected
Add/Del
Mgr's Rec. Increase I Increase
Tax Le
$ 272,556$ 258,118
$ 289,490
$ 277,738
$ 15,000
$ 292,738 $ 31248 1.12%
TDM Stabilization Fund
$ - $ 45,400
$ 46,000
$ 46,000
$ -
$ 46,000 $ - -
Center lmpr. District Stabilization Fund
$ - $ -
$ 27.000
$ 27.000
- 1
$ 27.000
FY2016
Appropriation Summary (General Fund) Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
IManager'sl
I Add/Del
FY2019 I
I Mgr's Rec. I
Dollar I
Increase I
Percent
Increase
Com enation $ 150,441
1 $ 181,518 1
$ 185,390
1 $ 191,538
1 $ 5,000
1 $ 196,538 1
$ 11,148 1
6.01%
Expenses $ 122.115
1 $ 122.000 1
$ 177.100
1 $ 159.200
1 $ 10.000
1 $ 169.200 1
$ (7.900)
-4.46%
FY2016 I FY2017 I FY2018 I FY2019 Manager's FY2019 I Dollar Percent
Program Summary (General Fund) Actual Actual Restated Request I Add/Del Mgr's Rec. Incre; I 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 $ - $ - $ - $ - $ - -
Object Code Summary (General Fund)
FY2016
Actual
FY2017
Actual
FY2019
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ -
$ -
$
-
$ -
$
-
$ -
$ -
102,250
Supplies
$ 26,366
$ 24,708
$
24,800
$ 24,800
$
-
$ 24,800
$ -
-
Small Capital
$ -
$ 384
$
-
$ -
$
-
$ -
$ -
-
Expenses
Total 00 Economic Development15,000
$ 122,115
$ 122,000
$
177,100
$ 159,200
$
10,000
$ 169,200
$ (7,900)
-4.46%
Budget Summary -Revolving Funds*
Approprations Summary (Revolving Funds)
FY2016
FY2017 FY2018
FY2019
Manager's FY2019 I Dollar
Percent
Funding Sources
Actual
Actual Restated
Request
I Add/Del Mgr'sRec.1 Increase
Increase
Liberty Ride Revolving Fund
$ 216,884
$ 199,346 $ 200,000
$ 200,000
$ 200,000 $ -
0.00%
Visitor CenterRevolvin Fund
$ 197,186
$ 203,722 $ 193,539
$ 193,539
$ 193,539 $ -
0.00%
Total 00 Economic Development0.
$ 80,987
$ -
$ 80,987
$ 2,187
00
*Revolving Funds are authorized b v Town Meetinq via Article 8, and are not appropriated under Article 4.
$ 142,539
$ 133,486
$
Approprations Summary (Revolving Funds)
FY2016
Actual
FY2017
Actual
FY2019Manager's
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
Total 00 Economic Development406,407
$ 98,847
$ 106,829
$
102,250
$ 108,950
$ -
$ 108,950
Budget Summary -AI-1,F-u, -n,d-s
FY2016
FY2017
FY2018
FY2019Manager's
FY2019
Dollar
Percent
Approprations Summary Actual
I Actual I
Restated
I Request
Add/Del
Mgr's Rec. I
Increase
Increase
Com ensation $ 297,851
1 $ 347,611 1
$ 363,558
1 $ 375,563
1 $ 5,000
1 $ 380,563 1
$ 17,005
4.68%
Expenses $ 363.500
1 $ 362.315 1
$ 484.724
1 $ 471.524
1 $ 10.000
1 $ 481.524 1
$ (3.200)
-0.66%
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
8100 Board of Selectmen
Board of Selectmen
Office Manager
rOunicilial
Assistant
Authorized/Appropriated Staffing
Program: General Government
Town of Lexington, Massachusetts
R,e•card i rlg
Se•rr et,ar'y
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
Request
Office Manager 0.94
1
1
1
Municipal Assistant 1
1
1
1
Recordina Secretary* 0
0
0.12
0.22
*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
►=
8100 Board of Selectmen
Program: General Government
Town of Lexington, Massachusetts
Budget Summary:
I FY2017FY2018
I
FY2019
I Manager's I FY2019
I Dollar I
Percent
Actual
Actual
Funding Sources
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
1 1 $ 111,820
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
$
111,820
$ (13,484)
-10.76%
Contractual Services
$
346,637
$
Licenses & Permits
$ 80,675
$ 81,225
$ 79,400
$ 80,000
$
$ 80,000
$ 600
0.76%
Appropriation Summary FY2016
I FY2017FY2018
I
FY2019
I Manager's I FY2019
I Dollar I
Percent
Actual
Actual
Appropriation
Request
I Add/Del I Mgr's Rec.
I Increase I
Increase
Compensation $ 136,653
1 $ 141,537
$ 125,304 1
$ 111,820
1 1 $ 111,820
1 $ (13,484)
-10.76%
Expenses $ 365,433
1 $ 427,584
1 $ 523,276 1
$ 523,776
1 $ $ 523,776
1 $ 500 1
0.10%
Program Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019 Dollar Percent
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
FY2016
Actual
I
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager,'sl
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
136,653
$
141,537
$
125,304 1
$ 111,820
$
$
111,820
1 $ (13,484)
-10.76%
Overtime
$
-
$
-
$
$ 53,024
$ -
$
$
-
$
-
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 lies
$
18,796
$
24,576
$
24,513
$ 24,513
$
$
24,513
$
Small Capital
$
-
$
-
$
1,000
$ 1,000
$
$
1,000
$
Expenses
$
365,433
1 $
427,584
1 $
523,2761
$ 523,776
1 $ 1
$
523,776
$ 500
Budget Summary - Special Revenue Funds
Funding Sources FY2016 I FY2017 FY2018 FY2019 Manager's FY2019 Dollar I Percent
Actual Actual Appropriation Request Add/Del Mgr's Rec. Increase Increase
PEG Access Special Revenue Fund $ 633,839 $ 642,168 $ 547,878 $ 600,902 $ $ 600,902 $ 53,024 9.68%
Appropriation Summary
FY2016
I FY2017FY2018
I
FY2019
I Manager's I FY2019
I Dollar
I Percent
Appropriation Summary Actual
Actual
Actual
Appropriation
Request
I Add/Del I Mgr's Rec.
I Increase
I Increase
8140 - PEG Special Revenue Fund
$ 471,985
1 $ 530,568
$ 547,878 1
$ 600,902
1 $ 1 $ 600,902
1 $ 53,024
1 9.68%
Expenses
$ 471,985
1 $ 530,568
$ 547,878 1
600,902
1 1 $ 600,902
$ 53,024
1 9.68%
Budget Summary -AI-1,F-u, -n,d-s
FY2016
FY2017
FY2018 I
FY2019
I Manager's
FY2019
Dollar
Percent
Appropriation Summary Actual
I Actual
Appropriation I
Request
I Add/Del I
Mgr's Rec.
Increase I
Increase
Compensation $ 136,653
1 $ 141,537
$ 125,304 1
$ 111,820
1 $ 1
$ 111,820
1 $ (13,484)
-10.76%
Expenses $ 837,418
1 $ 958,152
1 $ 1,071,154 1
$ 1,124,678
1 $ 1
$ 1,124,678
1 $ 53,524 1
5.00%
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
X-5
8200 Town Manager
Program: General Government
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
X-6
January 22, 2018
8200 Town Manager
Towel Mlanager
Program: General Government
Town of Lexington, Massachusetts
Human Reaouircesr
Asstatant Town Mlaima��e�r
Director
Human ResouircesMa�nuageum�ent
Associiate office Manager Fellow/Anualllyst
Oenefits Cooirdiiiinator
Authorized/Annrooriated Staffina
Hea61rigs Officer
Public Information
Officer
'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
X-7
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
Request
Town Manager
1
1
1
1
Assistant Town Manager'
1
1
1
1
Public Information Of icer2
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
Total FTE
1
7.12
1
7.12
1
7.12
1
8.12
'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
X-7
January 22, 2018
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:
`Recommended for funding via a separate warrant article; not included within operating budget
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
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
8200 Town Manager
Budget Summary:
Program: General Government
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ -
$ 263.436 1
$ (1.766)
-0.670/
-
-
-
-
Rentals*
$ 255,391
$ 367,350
$ 321,850
$ 510,800
$ -
$ 510,800
$ 188,950
58.71%
Total 0093,200
$
564,984
$ 102,424
$ 667,408
$
83,950
14.39%
Contractual Services
FY2016
Appropriation Summary Actual
I FY2017
Actual
FY2018 I
A propriationj
FY2019
Request
Manager'sl
I Add/Del
FY2019
JMgr'sRec.J
I Dollar
Incre I
Percent
Increase
Com enation $ 567,869
1 $ 593,841
1 $ 583,458 1
$ 564,984
1 $ 102,424
1 $ 667,408
1 $ 83,950 1
14.39%
Expenses $ 205.004
1 $ 142.260
1 $ 224.585 1
$ 233.835
1 $ -
1 $ 233.835
1 $ 9.250 1
4.12%
FY2016
FY2017
FY2018 I
FY2019
Manager'sl
FY2019 I
Dollar I
Percent
Program Summary Actual
I Actual
I Appropriation
Request
Add/Del
Mgr's Rec.
Increase I
Increase
Total 8210 Organizational Dir. & Admin. $ 525,450
$ 531,978
$ 542,841
$ 535,383
$ 102,424
$ 637,807
$ 94,966 1
17.49°
Total 8220 Human Resources $ 247.423
$ 204.124
$ 265.202
$ 263.436
$ -
$ 263.436 1
$ (1.766)
-0.670/
Object Code Summary
the sublease of Kline Hall to Lex Media.
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ - _LL
?L3,835
$
9,2501
4.12%
Total 0093,200
"Kentals are comprised of rental receipts trom the vvaldort Sc hoof, bertucc l's Italian Kestaurant, LexF arm and Fleet's Cottee & lea sldewalK rentals, cell tower lease revenue and
the sublease of Kline Hall to Lex Media.
Budget Summary -Salary Adjustment (8230)
FY2016
FY2017 FY2018 FY2019
Manager's FY2019 Dollar Percent
I
Funding Sources Actual
Actual Estimate Projected
Add/Del Mgr's Rec. Increase Increase
Tax Lew $ 455.517
$ 546.757 $ 171.759 1 $ 483.030
1 $ 483.030 1 $ 311.271 181.23%
FY2016 I FY2017 I FY2018 I FY2019 Manager's FY2019 I Dollar Percent
Program Summary I Actual Actual Restated Request I Add/Del I Mgr'sRec.1 Increase I Increase
Total 8230 SalarvAdlustment 1 $ 455,517 1 $ 546,757 1 $ 171,759 1 $ 483,030 1 1 $ 483,030 1 $ 311,271 1 181.23%
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
X-9
8300 Town Committees
Program: General Government
Town of Lexington, 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
Committee
I
Assistant Town
Manager for Finance -11
.[
Recording Secretary
(PT)
Authorized/Appropriated Staffing
Capital Expenditures
Committee
Town Celebrations
Committee
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
X-10
January 22, 2018
8300 Town Committees
Budget Recommendations:
Program: General Government
Town of Lexington, Massachusetts
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
Budget Summary:
FY2016
Benefits
FY2018
FY2019
Benefits
FY2019 IDollar
Increase
IPercent
Salaries
(reflected
Actual
Salaries
(reflected
Add/Del
Mgr's Rec.1
Increase
and
in Shared
Total
and
in Shared
$ 53,880
Not
Description
Expenses
Expenses)
Requested
Expenses
Expenses)
Total
Recommended
Community Cultural Programs
$ 6,900
$
$ 6,900
$ 6,900
$ -
$ 6,900
$
Budget Summary:
Program Summary
FY2016
FY2017
FY2018
FY2019
IManager'sl
FY2019 IDollar
Increase
IPercent
Funding Sources
Actual
Actual
Appropriation
Request
Add/Del
Mgr's Rec.1
Increase
I Increase
Tax Levy
$ 96,664
$ 79,743
$ 57,880
$ 53,880
$ 6,900
$ 60,780
$ 2,900
5.01%
Total 8330 Town Celebrations
$ 73.194
$ 38.883
% 45.250
$ 41.250
T. 6.900
$ 48.150#9.900
$ 5,791
6.41 %
5,739
FY2016
FY2017
FY2018
FY2019
Manager's
FY2019
Dollar
Percent
Appropriation Summary
Actual
Actual
Appropriation
Request
Add/Del
Mgr's Rec.
Increase
Increase
Compensation
$ 5,791
$ 5,739
$ 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%
Program Summary
Actual
Actual
I Appropriation
Request I
Add/Del
lMgr'sRec.1
Increase
I Increase
Total 8310 Financial Committees
$ 6,652
$ 7,134
$ 8,130
$ 8,130
$ -
$ 8,130-
6,630
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
T. 6.900
$ 48.150#9.900
$ 5,791
6.41 %
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
8400 Finance
Program: General Government
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 Treasurer/Collector'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
X-12
January 22, 2018
8400 Finance
Program: General Government
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
ilw!lialnatgt?r for Finance/
Comptroller
IIhr e or of TreaSUIrer( �awm �wdge2[fiser
Assesing C't�lllectoir wcCO ntant
..........
Residential Field Assixtant /fax Staff
rvtlmrne eirt collector
unaaint
w
R.estdeinkiaiAnalm^stt� PreasuweAss'iataawt FnaancmalICllerk
un�sjetnirz
Administratrve I Coe pairtnrentall
Assistant Accounting Clerk
tmfluinmcipall-Clleirk I L—{I pT municipal clledi:
IRPLtiiWlreme174 CtdmIlnWStraGfNe Retirement
4tFtceirt
Administrator
PT Irwuunicipal rllerik
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
X-13
8400 Finance
Authorized/Appropriated Staffing
Program: General Government
Town of Lexington, Massachusetts
* 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
X-14
January 22, 2018
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
10.46
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
11.14
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
Total00
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
X-14
January 22, 2018
8400 Finance
Budget Recommendations:
Program: General Government
Town of Lexington, Massachusetts
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 .lune 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 I Recommended
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-15
January 22, 2018
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
1 $
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-15
January 22, 2018
8400 Finance
Budget Summary:
Program: General Government
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimated
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
to General Fund Indirects
$ 223,666
$ 243,159
$ 230,955
$ 160,224
$ -
$ 160,224
$ (70,731)
-30.63%
Fees &Charges
Total 8420 Treasurer/Collector
$
369,326
$
388,176
$
406,777
$
Char es for Services
$ 32,658
$ 34,329
$ 33,000
$ 33,830
$ -
$ 33,830
$ 830
2.52%
600,499
$
712,848
$
740,345
$
775,555
$ -
$
Appropriation Summary
FY2016
Actual
FY2017 I
Actual I
FY2018 I
Restated I
FY2019
Request
I Manager's FY2019
Add/Del Mgr's Rec.
Dollar
Increase
Percent
Increase
Compensation
$ 1,307,793
$ 1,428,147
$ 1,417,311
$ 1,376,342
$ 7,488 $ 1,383,830
1 $ (33,482)
-2.36%
Expenses
$ 402.539
$ 436.717
$ 485.630
$ 504.230
$ - $ 504.230
1 $ 18.600 1
3.83%
Program Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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%
$
44,562
$
46,280
$
47,365
$
51,465
$ -
$ 51,465
$ 4,100
8.66%
Small Capital
$
499
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
8500 Town Clerk
Departmental Initiatives:
Program: General Government
Town of Lexington, Massachusetts
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.
IFT Arch im.std
Rec.rords Mllanager
Authorized/Appropriated Staffing
Chief lnforn�iatiilon
Offilicer
Torun Clerk
Assistant Town
Clerk
AdIn unistrcatu°ve PT Muaniculpall
I Assistants
Total FT/PT 3 FT/ 3 PT 3 FT/ 3 PT 3 FT/ 3 PT 3 FT/ 3 PT
pal Assistant hours increased in FY2018.
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-18
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Total FTE
0.46
4.49
0.46
4.49
0.46
4.69
0.46
4.69
Total FT/PT 3 FT/ 3 PT 3 FT/ 3 PT 3 FT/ 3 PT 3 FT/ 3 PT
pal Assistant hours increased in FY2018.
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-18
January 22, 2018
8500 Town Clerk
Budget Recommendations:
Program: General Government
Town of Lexington, Massachusetts
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
X-19
January 22, 2018
8500 Town Clerk
Budget Summary:
Program: General Government
Town of Lexington, Massachusetts
Funding Sources
FY2016
Actual
FY2017
Actual
FY2018
Estimate
FY2019
Projected
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar Percent
Increase Increase
Tax Le
$ 342,249
$ 365,784
$ 410,765
$ 437,100
$ -
$ 437,100
$ 26,336 6.41%
Enterprise Funds Indirects
$ -
$ -
$ -
$ -
$ -
$ -
$ - -
Directed Funding
$ -
$ -
$ -
$ -
Total 8530 Elections
$ 97,533
$ - -
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
1 $ - 1
$ 48,000 1
$ - -
Total 00
Total 00
$ 1,500
$ 1,500
000521,000
000521,000
$ -
$ 3,000
Appropriation Summary
FY2016
Actual
FY2017
Actual
FY2018 FY2019
Restated Request
Manager's FY2019
Add/Del Mgr's Rec.
Dollar Percent
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
Total 8520 Board of Registrars
$ 15,566
000521,000
$ 17,325
$ 17,325
Program Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
$ 1,500
$ 1,500
$ 3,500
000521,000
$ -
$ 3,000
$
500
-14.29%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Restated
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
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
000521,000
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-20
January 22, 2018
Program: General Government
8600 Information Technology Department Town ofLexington, 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 (MONIS), 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, MONIS, Vision,
Laserfiche)
c. Unified communication
d. Disaster Recovery (DR) planning and hosting
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-21
January 22, 2018
Program: General Government
8600 Information Technology Department Town ofLexington, MA
Chief Ilnf6rmafiictln
Information Business Analyst/,ODotmdh a�.se
Technology IDiirector Project Mmulo�geirs elln�mti��ster��s Admniiimistrator
Network
dimeiiuniistrator
System7.s
App'Ilii ations
dlmn iiiniistrator
U Port
Tec!hmiiciiani
Authorized/Appropriated Staffing
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-22
January 22, 2018
FY2016
Budget
FY2017
Budget
FY2018
Budget
FY2019
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
Total FTE
2
9.8
2
9.8
2
10
2
10
FY2019 Town Manager's Preliminary Budget & Financing Plan
X-22
January 22, 2018
Program: General Government
8600 Information Technology Department Town ofLexington, 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 .lune 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
*See PIR funded under Town Manager's Office.
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2018
X-23
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
1 $ 7,950
1 $
1 $ 7,950
1 $
$
1 $
$ 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 ofLexington, MA
Budget Summary:
Object Code Summary
FY2016
FY2017
FY2018
FY2019
I Manager's I
FY2019
Dollar
Percent
Funding Sources
Actual
I Actual
I
Estimate I
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
1 18.21%
Enterprise Funds (Indirects)
$ 61,619
1 $ 63,468
$
115,217 1
$ 123,236
$ -
$ 123,236
$ 8,019
1 12.63%
Total 00 Information Technology39,000
808,626
$ 847,153
$ -
$ 847,153
$ 38,526
4.76%
Contractual Services
$
707,271
$
FY2016
FY2017
865,575
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 Technology39,000
$ 163,000
$ -
$ 163,000
$ 9,000
5.84%
Expenses
Total 00 Information Technology39,000
$
935,616
$
984,433
FY2016
FY2017
$ 1,425,700
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
1 $ 39.000
$ 2.311.853
1 $ 345.151
17.55%
Object Code Summary
FY2016
Actual
FY2017
Actual
FY2018
Appropriation
FY2019
Request
Manager's
Add/Del
FY2019
Mgr's Rec.
Dollar
Increase
Percent
Increase
Salaries & Wages
$
683,772
$
725,307
$
804,750
$ 843,147
$ -
$ 843,147
$ 38,397
4.77%
Overtime
$
922
1 $
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
Total 00 Information Technology39,000
$
935,616
$
984,433
$
1,158,075
$ 1,425,700
$ 39,000
$ 1,464,700
$306,625
26.48%
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.
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
Capital Requests Summary
Free Cash/ Other Funding
Tax Levy Sourced Debt 3
Total
Other
General Fund 6,948,893 10130545
17,079,438
Proposed Excluded Debt Projects - 32,481,164
32,481,164
-
Cha ter 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 Acte $ 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
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
System
$
157,000
Free Cash
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
and Implementation
$
390,000
Free Cash
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 &
Preservation
$
20,000
CPA
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
XI -4
January 22, 2017
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)
FY2019 Recommended Budget Capital Projects
TABLE 1: FY2019 RECOMMENDED PROJECTS - GENERAL FUND DEBT
I
PROJECTED DEBT SERVICE
Amount Interest
Financed Term Rate
FY2018 FY2019
FY2020
FY2021
FY2022
FY2023
MUNICIPAL PROJECTS
....2+11,164..;..
I
rEquprient Replacement ($1,069,500)_ $ 1,039,500 5
4A%
$ 27„720
$ 249.480 $
232843
$ 224,532.
2
Swle walk improwenrent $ 800,000 5
4.0%
$ 21,333 $
192,000
$ 185,600
$ 179,200 $ 172,80,
3
Towmide Svgnalvzabon Improvements $ 1,100,000 5
4_0%
$ 29,333
$ 204.000 $ 255,200, $ M.400 $ 237A00
4
Center Tmck and Field Reconstructuon $ 511..1100' 5
4,0%
$ 13,627
$ 122,640
$ iialsu
$ 114,464
$ 110,37/6
1($3,340,000)
Road Sidewalk and Roadway $ 1,400,000 5 4.09%
$ -
$ 56,000 $ 336,000
$ 324, ODD
$ 313,600
5 JPelhan)
Improvements
. ...... ........... . .. .................................................................................................... .......................................... ......................... ..............................
. . . ..........................................
. ......................................
.........................................
....................................... .
Subtotal $ 4,860,500
$ 92,013
$ 884,120
$ 1,136,516
$ 1,097�712
$ 1,058,908
FACILITIES
PROJECTS
Within -Levy Projects
dies mecharicavele0incal System 524,745 10
pRe�p�a,.rwmts
4,0%
i 13,W3
j Y3,464
i 11,56
i 6§'=�
iS-1,
JFaci
($544,500)
�
projsect Drat isa P!ftntlall candidates for debt excludost tri
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 $ Z337,367
$ 63,663
S MOAN
$ 503,494
$ 498.494
$ 40,494
SCHOOL
PROJECTS
I JLPS
Technology Pmgann $ 1,715,300 5 4.0%
$ 45,741
S 411,672
$ 397,950
$ 3R4,227 $ 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 )67
i 273.666
J 257,520
i 201.440
1 M, 3w
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 NET CF 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,846,533
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
$ 2.336,618
$ 2,694,056
$ 2,608,309
$ 2,178,318
Supported Dern 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 - Pro)ected New Levy Supported Debt Service, Net
$ 282,484
$ 2,089,886
$ 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
$ 9,557,115 $ 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$ (394,962)
$ (384,524)
$ (374,096)
Proposed Use of Stabilization... Funds Hold Debt Service Increases to 5%,
Annually
$ 324,600) IS (380,000)
$ 1,838,000
$ (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 9,191,669
$ 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)
$ (11,391,000)
$ (1.,289,000)..$..
(680,000)
$ (257,
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 2112, Principes 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
XI -8
January 22, 2017
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 Proiects
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 at LHS- $412,500 - Funds will be used to begin implementation of a 1:1 device
program at LHS for two grade levels.
STEM/ComouterScience - $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 l y0, 1)l0e 9R.'geo
F� " y1y FY21q'7 9 Rk cmematt8rtded dlg@a: Capital P'.j.bb[&'
TABLE41: FY2019RECOMMENDEDPRDJECTS-WATER DEBT
Anm,ount Interest.
P'ro7act Financed 4e mi Rate
FY201a
FY2019
FY2020
FY2021
FY2022
FY2023
1.
Awt—ft McCer Readrng SYs.tlenv 4S75C.0900',) $ 375.,040 5 4.876
$
10.000 $
90,000 - $
87.000 $
84,000 $
BV,000
2'.
orate D st ed I cm $yske N npeaaeme is I $ t 400 00400 70 +t 0761316„000
.....,.,.,.,.. .... A,.� ....,,,,,,,,,,,,, ,, ..., e......
,,,,,., ,,,,,,.,,.. ,,,,,,,,,,,,,,,,,,,,,,,,,,,
>........
..,,,,,, ..,,,
$
,,,,..,.,,..,,,,, ,,,,,
732.OU0 $ .,,,,,,,,,,,,
129,000
TOTAL PROJECT COSTS
36.667 g.
230,000
223,800 $
216.880 $
81..080
AIJ THDRIZED WVA'TER. DEBTS ERVICE
FY2018
FY2019
FY2020
FY2'1)21.
FY2022
FY2023
A
SuMOal AuCleorized and Nssued Water Debt Sermca
$
1,303, M7'z $
1 130,,31z $
t„086,350 $
773.546 $
801,171
D'Sear
Wa and Umussaed W4DeN:d. See rte (sh-d a W Wng-t r)
S
00.211 S
'x$0;671 S
08.718 $
54,950 $
53.190
C
Summary; De1I Se Mee on AuMorized Debra
$
1,423,403 S
1, T88 M $
1,143,860 $
828.498' $
654,361
D
5ubkotal Preget Ced Debt Seruce am Proposed CapYtaN Prgeds
$
313,6137' $
230.404 $
223.044 $
218,000
51,084
E
5ubkoral t7CPoer DebCteNa ted ¢nos hs
$
$
$
$
$
F
'TOTAL P'ROJEC'TED WATER DEET SERVICE
S 1,470.783
1,460,069 S
1,418,783 $
1,368,060 $
1,044.496 $
735,351
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 Drocess. Future vear reauests will Drovide 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�fuPf exrrC won-ry a71t.4t ws 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 (S750,000) 375,000 5
4.0%
$ 10,600 $
90,000
S 87,000
$ 64.0170
S 81.000
2
Pump Station Upgrades $ 800,000
lit
4.0%
'$ 21,3331 $
112.,000
$ 1108,80011$
105,600
$ 102,400
Sanitary Sewer System Investigation and $ '1,000,000
lit
4.096
'$ 26,667 $
140,600
$ 138;000
$� 132,000
$ 1'28,000
3
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 785,228
'S' 743,%4
S 507„623
B
Subtolal. Approved and Umssued Sewer Liebl Service ('short and long-term)
$ 157,794 S
420„2977
S 408,128
S 395,959
S 3831,790
C
Summary! Debt,Servka on Authorized Debt
$..1,131,259 $1,245,216
$1,193,3.54
$1,139,923
$ 981,413
D
Subtotal Projected C7e Service on Proposed Capital Projects
$ 58,000 $
342,000
$ 331,800
S 321,000
$ 311,400
E
Subtotal - Other Deb -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„$13
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)
Lry +,ru Yon,to of re' rnrtyrdwo 4Y2019 Budge I
FY2019 Recommended Budget., Capital Projects
1 S100,000 is an offset to... the exempt debt service for Ikaa...nds issued p'ursuuant to a 2002 aluthonxatuon for the reconstruction of the Lincoln Parkathletic fdetd and
oar'kina lot, The source of the offset is the Recreation and Com,imunity Proorarns Enterprise Fund
No recommendations for debt financing,
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2017
XI -13
TABLE IV: FY2019 RECOMMENDED PROJECTS - RECREATION and COMMUNITY PROGRAM'S DEBT
Aimownt interest.
Project Financed Term State
FY2018
FY2019
FY2020
FY202.1
FY2022
FY2023
None Proposed $,
$
$
$
$
$
TOTAL PROJECT COSTS $,
$
$
$
$
$
AUTHORIZED RECREATION REVENUE DEBT SERV.
FY2018 VrN
FY2019
FY2020
FY2021
FY2022
FY2023
A
Smubtotal Approved and Issued Revenue Supported Debt Serutce
S
$
$
$
$
B
Subtotal Apprmed and Unissued Re*nue Supported Debt Service
S
$
$
$
S
C
Surmmary Approved Revenue Supported Debt Service
$
$
$
$
$
D
Subtotal Projected Debt Seroce an Proposed Cap pal Projects
$
$
$
$
$
E
Other Debt -related costs
S
$
S
$
S
F
TOTAL PROJECTED DEBT SERVICE
$ 100,000
1 $ -
$ -
S -
$
$
1 S100,000 is an offset to... the exempt debt service for Ikaa...nds issued p'ursuuant to a 2002 aluthonxatuon for the reconstruction of the Lincoln Parkathletic fdetd and
oar'kina lot, The source of the offset is the Recreation and Com,imunity Proorarns 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)
r,%Town of Lexington - I Yz079 Audget
w 'l FY2019 Recommended Budget CapHaM Projects
TABLE V: IFY2019 RECOMMENDED PROJECTS _ FUNDING THROUGH PROPOSITION Z W DEBT EXCLUSION
Amount. Interest
Project Foun aand Term (Rate
IF1120118 F112019 IFY202D IFY2021 FY2922 IFY2OZ3
Projects for C' on - 2818Annual and Special Town Meefings
2018 Annual Tiam ra Mmd ng
9
-05 ford Stred Fire StationReptaccernent
1$18,820,70011
30 11
40
$ 501.966
$ 1x402,641
1.,a'TIu,07
$ t.35p.114
$ 024,150
2 Lexington Childress Place Construction $11,797,842 30 4.6
$ 314,602 $ 865,157 $ 849.4271$ 833,697 $ 817„966
3 Lemngton (Police Stataarr Rebuild- I3esogn e $ 1.862.622 5 4 0%
'$ 49,879 $ 447,0291$ 432,128 1 $ 417,227 $ 4OZ,325
PR7.A. NEW E i.CLIZIEd DEBT SF V4C'.E, $3Z481,164
$ 882318 $ Z714,227 $ 2;667;632 $ZW1,037 $ ZSAd,443
Prafacted Debt Seo - Potential Future Prrrje ...
1 Pake-Statnon-Constmctaarr WI ATM) $25,040„000 30 1 4%
$ $ It 1,744,537 1 $ 1,7 --- $ 1,641,099
- $ $ 1,744,5317 $ 1,712,818 $ 1881,988
APPROVED AND PROPOSED01CLIJOW DEBT SERVKE
FW20118 FY2M9 Ff2920 FY2624 FY2022 tYM23
Subtotal Approved and Issued FxdudeA ASR Service
$10,159,721 $ 9.836.856 $ 9,099,795 $ 8.753.856 $ 8,258,154
Subtotal Approved and Un ssued Excluded Debt Senate
$2.622,568 $ 4,926.135 $ 6„257.775 $ 6,134,048 $ 5;997„889
TOTALApproved Excluded Debt Service
$12,782289 $14,182,1 $iS,357,5110 $14,867„993 $14,256,035
Subtotal Prgects for Cowderatrun - 2018 Annna'd and SpeciW Towyn Meetnrgl's
$ 866„238 $ '2714„227 $ 2,667„632 $ 2,601,037 $ 2„544.443
Subtotal l Projected DebtSmAce- PotentialFutulrePrIects.
$ _. $ _. $ 1,744,537 $ 1,712,818 $ 1,661,099
Suibletall Other llaetnt Related QWs
$ u '$$ - '$- $ -
'4riTALAPPF8IV'Ef)A4:f} P6�IP'CNSF¢Ni4.C�L4L[M6[4�6N�TiSERYl4i�E.
'F
......... 4 $4 S,,, 7”
$LA0„Z„889,.,,$'U3,848.527 $Ai,7'A„2'#7 $'A9.F'Si9r�9 '9, 2 @4 , 7 9 9 $'U8;,+48A.
Less use of CapdalStatWizabon Funds to Mitigate IQ7e1 Service Impacts on Property Tax 1919s
$ (2400,000) $ 3,600,089 $ 5,400,000) $ x,109,900 $ 4.240.000) $ 409,005
Net 4le4a1. Service
$'4,292,889 $49,048„527 $12077,217 $A3,r ,679 $15,001,759 $A6,C�1,5T7
r P¢lice Bladon 41�tnu�ktl- l3esiign us a caodioot.e for 1etulne dadst excAuslon w7xe
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)
1"" A;raofgj'ie-1ing'ton-tY2o]913fr,tieI
t„ FY2019 Recommended Budget:' Capital Projec'ts..
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 rllr - t -Y2 3141 htiu gef
FY2019 Recommended Budget. Capital Projects
TABLE VI: FY2019 RECOMMENDED PROJECT'S . COMMUNITY PRESER'VA'TION ACT DEBT
FY2019
FY2020
FY2021
FY2022
FY2023
Amount Interest
None Proposed $ � �
Is T
$
$
Project Financed. Term Rate FY2018
FY2019
FY2020
FY2021
FY2022
FY2023
$ -
AUTHORIZED RE'VE'NUE SUPPPOR'TE'D DEBT SERV. FY201-8
FY2019
FY2020
FY2021
FY2022
FY2023
1
Center Track and Field Reconstruuc?mon
$ 2,829,004
5
4.0"&
$120„469
$ 75;440
$ 47'8,960
$ 678,9611
$ 431311694
$ 411,484
$ 85,900
$ 84,400
(53, 340, 000)
C
Summary Approved Revenue Supported Debt Service
$ 212„109
$ 218„889
$ 207,3691
$204,,869
$102,313
D
Subtotal Projected Debt Service on Proposed Capital Projects
$ -
TOTAL PROJECT COSTS $ 2,829,044 $ 75,440 $ 478,984 $ 898,944 $ 4313,896 $ 411,064
iasm�wmwmmwmmwmmwmmwmlllwmuwuammwawmmmummwmmasummuuswiwmmauwaumamwmmwmmwmmwmmwmammumrumauwrusmmwmwmwmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmwmmuuamwmm�mmmmm�masuwmaomsmm�mw��mmmuwwmuammwmwmmmwum�mommu�mua�mmw�rm�mmmwuru�mminwmmw�muwmmurumwmmmu�mwwmusuw
$ -
AU'THOMZED CPA REVENUE DEBT SERV'. FY2018
FY2019
FY2020
FY2021
FY2022
FY2023
A
Subtotal Approved and issued Revenue Supported Debt. Service
$ 2,173,050
$ 2,096,100
$ 2,417,150
$ 1,949,550
$ 1,866,600
B
Subtotal Approved and Unissued Revenue Supported G:ietrt. SerAce
$.
$'..
'$
$.
$.
C
Summ..ary.Approved Revenue Supported) Glut Service
$2,173,050
$ Z0954100�..
$ 2,017,150
$ 1,949„550
$ 1,866„600
B
Subtotal Flooded DeN Service on Proposed Capital Projects
$ 75,440
$ 678,960
$ 678,960
$ 633,6g6
$ 611,464
E
Other Debt -related costs
$
$
$
F
TOTAL PROJECTED DEBT SERVICE $ 2,256,795
$ 2,246„440 $2,774„060 $ 2„646,11110 $ 2,583,246 $ 2,477,664
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 rllr - t -Y2 3141 htiu gef
FY2019 Recommended Budget. Capital Projects
No recommendations for debt financing,
FY2019 Town Manager's Preliminary Budget & Financing Plan January 22, 2017
XI -15
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 RE'VE'NUE SUPPPOR'TE'D DEBT SERV. FY201-8
FY2019
FY2020
FY2021
FY2022
FY2023
A
Subtotal Approved and Issued Revenue Supported Debt Service
$138,66
$129,489
$120,4619
$120„469
$ 80,413
B
Subtotal Approved and Unissued Pb- r ue .Supported Debt Service.
$ 73,500
$ 89,400
$ 85,900
$ 84,400
$ 81,900
C
Summary Approved Revenue Supported Debt Service
$ 212„109
$ 218„889
$ 207,3691
$204,,869
$102,313
D
Subtotal Projected Debt Service on Proposed Capital Projects
$ -
$ -
$ -
$ -
$
E
Other Debt -related costs
$ _
$ -
$ -
$ -
$
F
TOTAL PROJECTED DEBT SERVICE
$ 212,109
$ 218,889
$ 207,369
$ 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)
r 'a 10 FY2019 Recornmended Budget: Capital Projects
'TABLE VIII. FY2010 RECOMMENDED FUNDING FROM REVENUES (Cash by Source)
Water Recreatlon
R.etaYned'. RetaYned'. Other TOTAL
PROJECT Free Cash Tax Levy Earn Yngs Earn Yngs CPA' Funding COSTOther'
Facildies IBid (Documents
Service Building VeNcle Storage Ar ea -Floor Drainage
$ 157
$ 157
CPA idals do nd8 mullude proposed FY" 019 adrmin stratNe budget of $150OD D, and $2,383,288 mWH on for debt se-ce
CYbrer procludes ',936 iin Chapter 90 Ad for streetn prowoments.
Proposed Poardling for the annual street resurfacing program Ys composed of $2,600,0D0 of tmp' levy dolor of which $669,ffA denves front a2001 operating budget merride,and an anticipated
astribubon of $9f,936 of Chapter 90 funds. Over orad abrame Pipe 2009 awffidie, addibori ll arnourHts are recommended bastaft an the following: the codnnued funding of ,$281„234 of tax ” support
antwas ind0 ed In F12012 and rnaaufraned In Fw2013; Gine continued tAidliing of $164ft of tax. " support that was unhAW In FY2013. $1.0 milion derived iron (health insurance smoings, which
.4ects an urpccrease from the $M,OW aiiocaW in FY2011' for stred im.prowernents„ and $339.871 from FY2019 esttmnated tail levy revenue to prrvn9e a level of funding estimated to mom the Town
rrvard a'taigeled pevenrerd condition index (PCQ of 65,.
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.
FY2019 Town Manager's Preliminary Budget & Financing Plan
XI -16
January 22, 2017
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
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
APR11.19-
, NO -1
Departmental Request I Recommendation
GENERAL FUND
Total Public Works $ -
Compensation
$ 45,500
Expenses
$ -
Benefits
$ 45,500
Total
$ 8,000
Recommended
Program
Description
Domestic Violence Service Network $ -
$ 5,000
$ -
$ 5,000
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 $
$ 34,565
Total Public Facilities
$
$ 25,000 $
$ 25,000
$ 25,000 $
Public Works
$ 34,565
Benefits
Compensation
Expenses Benefits
Total
Recommended Not Recommended
;100 -DPW Admin/Engineering Sidewalk Data Collection Using PathMeT 1 $ $ 22,500 $ $ 22,500 $ - $ 22,500
5200 - Highway Vehicle Inspections I $ $ 8,000 $ $ 8,000 $ 8,000 $ -
5300 - Public Grounds ILandscape Improvements at Town Buildings 1 $ $ 15,000 $ $ 15,000 $ - $ 15,000
Police
Total Public Works $ -
Compensation
$ 45,500
Expenses
$ -
Benefits
$ 45,500
Total
$ 8,000
Recommended
$ 37,500
Not Recommended
4140 - Investigations
Domestic Violence Service Network $ -
$ 5,000
$ -
$ 5,000
$ 5,000
$ -
Fire
Total Police $
Compensation
$ 5,000
Expenses
$
Benefits
$ 5,000
Total
$ 5,000
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
Library
Total Fire $ 149,000
Compensation
$ 5,000
Expenses
$ 34,565
Benefits
$ 188,565
Total
$ 91,371
Recommended
$ 97,194
Not Recommended
5110 - General & Tech. Services
Additional Travel Funds for Conference Attendance
$ 3,000
$ -
$ 3,000
$ 3,000
$ -
Human Services
Total Library $
Comnensation
$ 3,000
Exnenses
$
Benefits
$ 3,000
Total
$ 3,000
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
46,155
$ $
16,871 $
63,027
$ 63,027 $
-
7130/7300 - Cons. & ED
Conservation and Economic Development Interns $
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
41,400
$ - $
41,400
7300 - Economic Development
Marketing Budget Increase
8410 - Comptroller
$ 12,000 $
- $
Community Programs
Senior Services Nurse
$
9,620 $
- $
15,686 $
25,306
$ 25,306
$ -
6210 - Transportation Services
ICredit Card Processing Fees
I $
$
1,500 1 $
$
1,500
1 $ 1,500 1
$
'Iota[ 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
8410 - Comptroller
$ 12,000 $
- $
12,000
$ - $
12,000
Total Office of Land Use, Health and Development $ 115,555
Town Manager's Office Compensation
$ 62,000
Expenses
$ 17,277
Benefits
$ 194,833
Total
$ 81,143
Recommended
$ 113,690
Not Recommended
8210 - Org. Direction & Admin. IDiversity Advisory Task Force $ -
$ 15,000 1
$
$ 15,000
1 $ 15,000 1
$
8210 - Org. Direction & Admin. jPublic Information Officer $ 102,424
$
$ 17,687
1 $ 120,112
1 $ 120,112 1
$
Total Town Manager's Office $ 102,424
$ 15,000
$ 17,687
$ 135,112
$ 135,112
$
Miscellaneous Boards and Committees
8230 - Misc. Boards and
Compensation
Expenses
Benefits
Total
3400 -Environmental Services
I Heavy Equip Operator aCompost Facility PTtoFT $ 23,754
$ -
Committees
$ 39,863
Community Cultural Programs
$ -
$ -
$ 6,900
$ -
$ 6,900
$ 6,900
$ -
$
Total Miscellaneous Boards and Committees $ -
$ 6,900
$ -
$ 6,900
$ 6,900
$ -
Finance
5210 - Recreation
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
$ 16,381
Compensation
Expenses
Benefits
Total
Recommended
Not Recommended
3600 - Information Technology Gartner Professional Services $ 39,000 $ 39,000 $ 39,000 $ -
3600 - Information Technology I Strategic Communications Training* $ 44,000 $ 44,000 $ - $ 44,000
3600 - Information Technology jUnmanned Aerial System $ 7,950 $ 7,950 $ $ 7,950
See ne Oer z ,,, Manoger', Off- Total Informatiion 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 aCompost 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
B-1
January 22, 2018
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
AW
January 22, 2018
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
B-3
January 22, 2018
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/z 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
an
January 22, 2018
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
B-5
January 22, 2018
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
A.
January 22, 2018
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
B-7
January 22, 2018
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:
Charles Lamb, Chairman, Capital
Expenditures Committee
SUMMARY:
ITEM
NUMBER:
1.3
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 W 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:
Alessandro Alessandrini, Chairman,
School Committee
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 MICL C,.40,soctionr.113F Bylrw/Rog..TMwwk.aion,
ITEM
NUMBER:
1.4
Section 13E
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
Page l of 2
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/LawsIGeneralLaws/PartIlTitleVIIIChapter40/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:
Suzanne Barry, Chair
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 1'1rarlyni11.,Uy. ➢jst M'Warra wt Arrtia,k>,, Rackrrk, Matorrinl
ITEM
NUMBER:
1.5
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 Fuad 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 nate 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
29
Appropriate for Prior Years' Unpaid Bills
1/22/2018 12:30 PM
Article
30
Amend FY2018 Operating, Enter rise, 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 Bas 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 1/2
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 Dela
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
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Confirm Date of Summit 5, if Necessary (5 min.)
PRESENTER:
Suzanne Barry, Chair
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.
ITEM
NUMBER:
1.6