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HomeMy WebLinkAbout2018-11-28 BOS-min November 28, 2018 Page 1 of 14 SELECTMEN'S MEETING Wednesday, November 28, 2018 A meeting of the Lexington Board of Selectmen was called to order at 2:00 p.m. on Wednesday, November 28, 2018 in the Selectmen's Meeting Room of the Town Office Building. Present were Selectmen Ms. Barry, Chair; Mr. Pato; Mr. Lucente; and Ms. Hai; as well as Mr. Malloy, Town Manager; and Ms. Siebert, Recording Secretary. Ms. Ciccolo was absent. Approve One-Day Liquor License Upon motion duly made and seconded, the Board of Selectmen voted 4-0 to approve a One-Day Liquor license for Spectacle Management to serve beer and wine on Sunday, December 2, 2018 from 2:00 - 6:00 p.m. at Cary Memorial Hall, 1605 Massachusetts Avenue, for the Vienna Boys Choir event. Proposed FY20 Budget—Public Works Department Dave Pinsonnault, Director of Public Works, noted stormwater management, as well as related maintenance and training issues, is interwoven throughout the department's subdivision budgets. Mr. Pinsonnault said the DPW is proud to have been re-accredited in 2018. Mr. Pinsonnault reported that the FY20 All Funds budget requests $11,495,425, an overall increase of$287,518 or 2.57%. The All Funds budget is inclusive of the Compost, Minuteman Household Hazardous Product, Burial Containers, and Tree revolving funds. Less these revolving funds, the FY20 General Fund budget request is $10,373,101, a $253,642 (2.51%) increase over FYI 9. Personal Services are increasing $42,788 or 0.96% in the All Funds budget and $41,003 or 0.99% in the General Fund budget. The Personal Service budget of the General Fund includes contractually obligated step increases and COLAs; costs for unsettled contracts will be carried in the Salary Adjustment Account in the Town Manager's Budget. Actual and projected COLAs are reflected in the Non-General Fund (Compost Revolving Fund)portion of the budget. Departmental Expenses are increasing by $260,839 or 4.04% in the All Funds budget, and by $252,639 or 4.24% in the General Fund budget. The clothing and safety line items in all operations budgets have increased due to contractual obligations. FY20 Public Works department goals include: Continue the stormwater initiatives required for the new NPDES permit; continue the implementation of People GIS asset management and work order system; work with the Energy Committee and Sustainability Committee to improve energy efficiencies. Parks Division: Chris Filadoro, Public Grounds Superintendent and Tree Warden, reported that the total Parks Division FY20 budget reflects an increase of$33,901 or 2.85% more than FY19. Compensation is increased by $8,901 or 0.99%, driven by contractually obligated step increases, as well as the reclassification of some employees as they are set to acquire job-related licenses and endorsements in FY20. Compensation does not include any estimate of prospective cost of November 28, 2018 Page 2 of 14 living increases for contracts expiring on or before June 30, 2019. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $25,000 or 8.60% from FY19. This is due to the additional required maintenance per the MS4 Contract that mandates specific maintenance practices. There is an additional increase in Landscape Supplies and Materials for additional fertilizer, grass seed, and control products to enhance the program, which would allow additional applications to achieve better playing conditions. There is also an increase under Sand and Gravel for additional playground safety surfacing materials in order to maintain safe playgrounds. Parks Division Goals: Continue the implementation of a proactive park maintenance program to provide safe, well maintained, aesthetically pleasing parks, athletic fields, playgrounds, and public ground areas; develop a program to improve two turf areas per year. Forestry: Mr. Filadoro reported that the FY20 All Funds Forestry Division budget of$538,866 reflects an increase of$20,091 or 3.87% from FYI 9. Less the revolving fund, the General Fund FY20 Forestry budget request is $493,866, an increase of$20,091 or 4.24% from FY2019. Compensation reflects an increase of$6,091 or 2.17% due to contractually obligated step increases. Forestry expenses are increasing by $14,000 or 7.27%, due to a commitment to utilize operating budget funds first to plant new trees in town, as per the Tree Committee, and an increase in contractual tree work. Forestry division goals: Continue the implementation of planting at least 130 trees per year in Town Right-of-Ways, parks, public grounds areas, and setback areas on private property; continue implementation of proactive tree maintenance to minimize hazard trees;perform timely tree pruning to promote good tree health, safety and aesthetics. Mr. Lucente asked if efforts to combat the Emerald Ash Borer have budget implications. Mr. Pinsonnault said removal of 30 ash trees that were deemed in poor health has no immediate funding requirements but he will know more in the spring when larval activity would be apparent. Mr. Filadoro anticipates an overall increase in tree removal and pruning. Mr. Pato asked if street tree replanting has caught up with removals. Mr. Filadoro said it has but added that there is generally a year's delay between removal and replanting. Ms. Barry asked what the plan is for replacing trees in the Center if the Center Streetscape project does not pass. Mr. Pinsonnault said the department is waiting to see if the project prevails; replanting requires more than simple removal/replacement. Ms. Barry asked if residents are contributing to the Memorial Tree program. Mr. Filadoro reported that few do. Ms. Barry hopes the new Public Information Officer will have success promoting the program. Ms. Hai asked how the goal of planting 130 trees a year is faring. Mr. Pinsonnault said the department is on track to plant 70 trees by the end of the fiscal year. The planting schedule was waylaid when the Emerald Ash Borer was discovered and staff had to spend time evaluating and inventorying public trees. The spring planting schedule is expected to happen without November 28, 2018 Page 3 of 14 impediment. Mr. Filadoro said the Tree Revolving Fund carries over year to year but Operating Funds are tapped first before the Fund is tapped. Gerry Paul, Tree Committee Chair, asked that the $45,000 Program Improvement Request from 2014 be reflected in the budget. He reported that the Tree Committee was disheartened by the discovery of the Emerald Ash and the delays this caused to the replanting program. He asked that funds be added to the FY20 budget to cover the replacement of the 30 ash trees. Mr. Pinsonnault reported that the department has requested enough funding for the work it can accomplish in FY20; staff are planting trees using methods to ensure survival. Cemetery: Mr. Filadoro reported that the FY20 All Funds Cemetery Division budget of $394,175 reflects a $(2,976) or(0.75)% decrease from FY19. This amount includes the Burial Containers Revolving Fund, which indicates a request for an authorization of$50,000. Less the revolving fund, the FY20 General Fund Cemetery budget is $344,175, a $(2,976) or a(0.86)% decrease. Compensation reflects a $(9,276) or a(3.58)% decrease, due to a recent retirement. The expense budget reflects $6,300 or a 7.15% increase from FY19, due to the increased costs of supplies, materials, landscaping and irrigation at Westview Cemetery. Cemetery Division Goals: continue the GPS location of graves at Westview Cemetery and begin plans for the other cemeteries; oversee construction of the new cemetery building. Ms. Barry asked if there is enough money in the budget to cover the adoption of the green burial program. Mr. Pinsonnault said funding is adequate. Ms. Hai asked what the status of the project is to replace the current operations building at Westview Cemetery, given the ongoing Ad Hoc Crematory Study Committee work. Mr. Pinsonnault said the goal is still to go forward to bring the new building request to Annual Town Meeting 2019. The design and funding model that were developed are appropriate for operations without the crematorium. Administration: The FY20 All Funds budget request is $658,197 which includes a $10,000 authorization for the Regional Cache revolving fund. This is an increase for All Funds of $24,383 or 3.85% more than FY2019, and reflects a 3.91% increase for the General Fund portion. For the General Fund, compensation is increasing $22,733, or 3.88%, due to contractually obligated step increases. Expenses are increasing $1,650 or 4.31%, due to increased staff training in customer service, computer programs and maintenance practices. Mr. Pinsonnault noted that Professional Development costs will increase slightly to train staff about administrative responsibilities associated with the MS4 Stormwater permitting process. Administration Division Goals: Continue to streamline Operations and Administration office assignments and functions for efficiency; continue to implement new work processes for tracking and assignments and continue to research options for the fuel system. Engineering: John Livsey, Town Engineer, reported that the FY20 Engineering budget request for Compensation, is $11,209 or 1.45% more than FY19. The request for expenses is increasing $5,350 or 3.95% more than FY19. The request includes additional hours for part time seasonal staff to comply with the EPA NPDES Phase II stormwater requirements. November 28, 2018 Page 4 of 14 Engineering Division Goals: Continue to proactively implement the NPDES program in a practical and cost-effective manner; continue improving the DPW asset management plan. Streetlights: Mr. Pinsonnault reported that Tanko Lighting has been hired to recommend a plan to swap out current lights for LED technology. Eversource now has a grant program to assist with funding but Equipment, Service, and Repair line items have increased somewhat to accommodate the replacement effort. Mr. Pinsonnault encouraged residents to report faulty streetlights to the Streetlight Hotline. Mr. Pinsonnault reported the total FY20 Street Lighting budget is increasing $7,636 or 2.97% from FY19. The Town continues to replace faulty induction light ballasts to make these lights fully operational, which requires additional contracted labor and parts. Kilowatt hours (kWh) in FY19 were 779,408, and are expected to be similar in FY20. Streetlight Goals: Continue to work with the Energy Committee and Lighting Options Committee to find energy savings for street lights; continue to proactively maintain a cost- effective lighting system which reduces outage frequency and down time and provides safety; research LED lights. Mr. Lucente asked for known streetlight outages to be listed on the department's website so residents know if outages have been reported. Mr. Pinsonnault said the department is looking at ways to do this but the new Public Information Officer may be able to recommend a reporting system. Ms. Barry suggested that an online form be created to facilitate streetlight reporting. Mr. Pinsonnault said DPW staff do an outage inventory twice a year and the Police department reports outages regularly as well. Ms. Hai said there should be a way for residents to report areas of town without adequate streetlighting. Mr. Pinsonnault said a process exists whereby residents can send him a letter about the location; the address is then added to a list for evaluation. Recommendations for additional streetlights come before the Board of Selectmen. Ms. Barry noted that some crosswalks are also poorly lit, such as one near the High School on Worthen Avenue. Mr. Pinsonnault took note of the location for evaluation. Highway: Erik Gitschier, Highway and Drains Division Superintendent, reported that the overall FY20 Highway budget represents a $19,501 or a 1.37% increase from FY19. Compensation is increasing $8,501 or 1.04% due to contractually obligated step increases. FY20 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2019. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing $11,000 or 1.79% less than FY2019. The Town has invested significant capital funds to improve stormwater capacity and quality by constructing biobasins, retention basins and vegetated swales that require routine maintenance to remain fully functional. The contractual services request will fund requirements of the new NPDES MS4 Permit. The bicycle pavement marking program initially funded in FYI will be continued. Highway staff work will with Transportation Safety Group,the Center November 28, 2018 Page 5 of 14 Committees, and the public. Highway Division Goals: continue with the repair and replacement of regulatory signs from 2013 Retro-reflectivity study; continue the drainage flushing program and meeting the MS4 permitting requirements; take proactive measures to repair catch basins town wide; meet the new state training requirements under a new State law to further define standards of employee safety. Mr. Pato asked how Governor Baker's recent increase of Chapter 90 funds affects the budget; Secretary Polito had recommended that communities use these funds for multimodal improvements/maintenance. Mr. Livsey said the Chapter 90 funds come into the Engineering division and are used for the street improvement program, including ramps, pavement markings, and pedestrian accommodations. The list of shovel-ready projects is lengthy. Equipment Maintenance: Erik Gitschier reported that the FY20 Equipment Maintenance budget is increasing overall $39,994, or 5.53% from the FY19 budget. Compensation is decreasing $(9,936) or(3.77)% less than FY19. This is due to multiple retirements in the division. Expenses are increasing $49,930 or 10.87%. Under the Professional Services account there is an increase of$1,500 due to the State increasing the cost of state required inspections of the heavy equipment from $99.95 to $135.00; Vehicle inspections are now done in-house by a third-party contractor. In the Tools/Lumber/Hardware account there is an increase of$5,000 due to upgrading software and scan tools for the newer vehicles. The Vehicle Parts & Supplies account has an increase of$10,000 due to cost increases in replacement parts and supplies for the fleet maintenance. The small equipment line item will continue to fund the replacement of equipment necessary to maintain the current fleet. Equipment division goals: refine the preventative maintenance program with new technologies; implement new web-based technologies; upgrade the old equipment to meet the needs of the department. Mr. Lucente asked for a status report on the pilot program to use quieter landscaping equipment. Mr. Pinsonnault said that, currently, the Department is testing backpack leaf blowers, string trimmers, and push mowers. National Grant funding has been used to purchase these machines. There have so far been no maintenance costs but some Grounds staff training will be necessary. The Department wants to expand the program and has partnered with the Quiet Communities organization which will release a study how an all-electric landscaping tool inventory would be feasible and improve emissions and health in Lexington. Snow Removal: Erik Gitschier, Highway Division Superintendent, reported that the overall snow removal budget is $1,393,430, which is an overall increase of$39,300 or 2.90% more than FY19. This increase is due to the rebidding of the outside plowing contractors and to the need for additional vehicle parts. Mr. Pinsonnault said the shift Lexington initiated a couple of years ago to hire and retain plow contractors has been successful, guaranteeing coverage and quality of service. Ms. Barry asked if the plow contractors also use the new plow blades the Town has transitioned to. Mr. Gitschier said that Town vehicles are assigned to the roads with the new surfaces but contracted plows that cover those routes have also been using the new plow blades. November 28, 2018 Page 6 of 14 Ms. Hai asked if sidewalks are also plowed by contractors. Mr. Pinsonnault said the sidewalks are handled by in-house entirely. The three outside contracts are: roads, school parking lots, and municipal lots. Snow Removal Goals: refine the use of enhanced liquids with salt in order to enhance the treatment processes and reduce salt consumption; continue researching new technologies that will improve the efficiency of snow removal operations; continue researching and utilizing composite plow edge technology. Refuse Collection: Robert Beaudoin, Superintendent of Environmental Services, reported that starting July 1, 2018, EL Harvey began collecting single-stream recyclables which combines paper/cardboard with plastic, glass and metal containers together in one recycle bin or barrel. EL Harvey provided 5-year pricing to manually collect refuse and recyclables in a status-quo manual/manual way and additional pricing to provide manual collection of refuse and automated collection of single-stream recyclables at the town's discretion. Refuse Division Goals: work with new vendor to implement a manual refuse and manual single stream collection service and oversee enforcement of mandatory recycling; develop a plan to implement a trial automated single-stream recycling program using wheeled carts; continue to support programs to divert organics residential trash. Recycling: The FY20 All Funds Recycling Division budget of$2,247,692 reflects a $44,385 or 2.01% increase from FY19. This amount includes budgets from the General Fund, the Compost Revolving Fund and the Minuteman Household Hazardous Products Revolving Fund. Less the revolving funds, the FY20 Recycling General Fund budget is $1,270,368 which is an increase of $50,510 or 4.14% more than FY19. The majority is driven by anticipated increases in the transportation of solid waste and recycling. This budget also includes Lexington's share of the Minuteman Household Hazardous Products collections at Hartwell Avenue and recycling costs of TVs, computers and other electronic wastes. The DPW Compost Revolving Fund request is $757,324 which reflects a decrease of$(36,125) or(4.55)% from FY19, due to increases in compensation, expenses and debt service. Compensation is increasing $1,784 or 0.56%which is attributed to contractual increases, and prospective cost of living adjustments. Debt service reflects payments for the completion of the culvert replacement at the Compost Facility and the purchase of new equipment, including a Lieber loader, a Backhus A-60 windrow turner and Screener. Recycling Goals: review the impact of price increases for compost, loam, leaf and bark mulch and yard waste disposal permits; continue to support Zero Waste activities and programs; promote waste reduction programs at public events such as Discovery Day, community fairs and other events; complete implementation of DPW yard/compost facility operation's plan including the construction of new office building, gate installation, security and conservation. Mr. Beaudoin reported that the prefab office trailer for the Hartwell Avenue facility is expected to be in place by the end of the fiscal year. The trailer was ordered some time ago but fell off the transport truck en route. Mr. Pinsonnault said that the $10,000 increase in Contractual Services line item for this division November 28, 2018 Page 7 of 14 is due to the need for additional materials grinding per year. Ms. Barry asked if there are still loose ends to be tied up for the solar project. Mr. Pinsonnault said the wrap up may not be completed by the end of the fiscal year. Mr. Pinsonnault stated that the Hazardous Waste contract is elapsing and will need to be renegotiated. Mr. Beaudoin reported that the program has been tremendously successful. Refuse Disposal: Mr. Beaudoin reported that the FY20 tipping fee will be 69.54 per ton which is a $1.70 per ton increase over the FYI tip fee. There is also a likelihood of additional residential and other multi-unit developments may impact cost. FY20 is the last year of a 5-year contract with Wheelabrator for refuse disposal. Mr. Beaudoin stated that the Town has begun to look at its options for the next contract. Refuse Goal: explore contract extension options with WTI and meet with other regional disposal facilities. Mr. Lucente noted that the new vendor EL Harvey has so far done a good job. He asked which department oversees medical wastes. Mr. Beaudoin said that a program was established several years ago, in conjunction with the Health Department, specifically for sharps and pharmaceuticals which includes kiosks for medical waste located outside the backdoor of the Town Office Building. Mr. Pato asked if the curbside compost program might be expanded and noted that the Town benefits from a decrease in solid waste tonnage. He asked if more education can be done to help residents understand what materials be recycled. Mr. Beaudoin said he would do the recycling presentation again this year. He will forward solid waste and recycling tonnage data to the Board at Mr. Pato's request. Mr. Beaudoin reported that $7M in revenue has been generated from the Hartwell site in the last 17 years, not including solar revenues. He will present new revenue data this spring to the Board. Ms. Hai asked why the automated recycling collection pilot program is slated for this spring if the EL Harvey contract is secure through July 2023. Mr. Pinsonnault said the Town contractually must tell the contractor by November 1, 2019 which method it wants going forward. This is why the trial period has been scheduled to start July 1, 2019. Mr. Beaudoin stated the Town does not receive a financial incentive to make a switch earlier than FY23. Public Works Program Improvements (PIRs): Guardrail Improvements (Highway division) $20,000; Snow Operations Optimization Program (Highway) $39,200; Landscape Equipment (Public Grounds) $22,000; W4 Heavy Equipment Operator(Public Grounds) $61,450. Mr. Lucente said he is happy to see guardrail improvements as a request. Mr. Pinsonnault said the request amount will be repeated in subsequent years as it is adequate to address only 500 linear feet of replacement, depending on bids. Mr. Pinsonnault will forward information about the total number of linear feet in need of attention. Mr. Lucente said he would like the Town to November 28, 2018 Page 8 of 14 get feedback from abutters before deciding what materials to use for the replacements. Mr. Pinsonnault agreed but noted that the concrete/wire style must be replaced with another type. Mr. Pato supported the guardrail replacement program, adding that he agrees that steel replacement may not be appropriate for areas, such as historic roads. Safety is his utmost concern. Ms. Hai supports the guardrail replacement request. Proposed FY20 Budget—Water & Sewer Ralph Pecora, Water & Sewer Superintendent, reported that the FY20 budget request for the Water Enterprise Fund is $11,534,421, an increase of$743,323 or 6.89% more than FY19. Compensation is increasing $13,124 or 1.70% from FY19, due to contractually obligated step increases. The Expense request of$508,875 is $14,850 or 3.01% more than FY19. A preliminary FY20 MWRA assessment will be issued in February by the MWRA Board of Directors to be followed by the final assessment in June 2019. For now, an increase of 10% has been projected. Indirect payments to the General Fund are preliminarily shown with a slight increase, with final numbers pending the completion of an Indirect Cost Study by the Finance Department. Division Goals: continue with the Hydrant Maintenance Program; develop educational material for water conservation; implement a valve/hydrant maintenance and/or backflow/cross connection program; reduce the amount of Pit Meters in Town and change out the manual reads on the ones that cannot be eliminated; continue to update all the water connection "paper tie cards" for GIS implementation. Water division: Mr. Pecora reported that the Water Division is requesting Compensation in FY2020 of$785,010, an increase of$13,124 or 1.70% from FY2019, due to contractually obligated step increases. The Expense request of$508,875 reflects an increase of$14,850 or 3.01% from FY2019. Contractual Services is increasing due to rising costs for Cross Connection Testing and Survey, and Annual Leak Detection and to provide sufficient funds to restore roadways that are significantly damaged from the 3-4 major water breaks each year. Professional Development will increase due to the need to train and license existing and new personnel. Postage is increasing to cover the actual costs and cover any additional costs to inform residents of water conservation. The FY2020 debt service is subject to change as the impact of the proposed water capital budget is evaluated. Sewer division: Mr. Pecora reported that the Sewer division is requesting Compensation of $354,476, a net decrease of$(4,836) or(1.35)% from FY19. The Expense request of$432,950 is $24,800 or 6.08% more than FY19. The net increase in the Facility Service & Repair object code is for rebidding of wastewater emergency services. The increase in Contractual Services is due to rising costs for services to repair residential wastewater services, video inspection of wastewater services when needed, plus cost increases to resurface roadways over sewer repairs. Fees for postal services are increasing due to cost increases and to inform residents of water conservation. Debt service numbers are preliminary and subject to change as the impact of the proposed FY20 November 28, 2018 Page 9 of 14 sewer capital budget is evaluated. Mr. Pinsonnault noted that the increase in the Electricity line item reflects the anticipated costs if running the pumping stations. Ms. Barry asked if the division is fully staffed. Mr. Pecora reported there are still two Sewer vacancies. There are three new hires in the 13-person division. Ms. Hai asked if the aging equipment that has required increased maintenance is on the replacement schedule. Mr. Pecora noted it in the FY20 Capital Improvement Project requests. FY20 Public Works Capital Improvement Projects: 4321 Center Streetscape Improvements $9,273,880 4327 Automatic Meter Reading System $5,940,000 4520 Equipment Replacement $1,300,000 4522 Street Improvements $2,616,801 4523 Storm Drainage Improvements and NPDES compliance $385,000 4524 Sanitary Sewer System Investigation and Improve $1,000,000 4528 Hydrant Replacement Program $150,000 4529 Pump Station Upgrades $700,000 4554 Street Acceptance: Placeholder 4557 Comprehensive Watershed Stormwater Management $390,000 4560 Water Distribution System Improvements $2,200,000 4644 Sidewalk Improvement $800,000 4683 Town-wide Culvert Replacement $390,000 4688 Town-wide Signalization Improvements $125,000 4881 Municipal Parking Lot improvements $0 (Future year funding) 4915 Hartwell Avenue Compost Site Improvements $0 (Future year funding) 4922 Battle Green Streetscape Improvements $0 (Future year funding) 4940 Westview Cemetery Building $2,800,000 4941 Public Parking Lot Improvement Program $0 (Future Year Funding) 41039 Hill Street New Sidewalk Project $1,500,000 41056 Public Grounds Irrigation Improvements $0 (Future Year Funding) FY20 TOTAL CIP Request= $30,141,119 Mr. Pato and Mr. Lucente said that the Automated Meter System bears a steep price tag. Mr. Pato said he is in favor of the project because it will help detect costly leaks more quickly. He asked that a presentation about the request include information such as how often meters are generally replaced and at what cost; what is the incremental cost of this project over the normal replacement schedule; and how many residential abatements will be avoided per year due to earlier leak detection. Mr. Pato said he would like to understand how the recently-adopted resurfacing techniques have improved road condition ratings. Mr. Livsey said former and the current road rating systems (PCI and RSR) cannot be directly correlated but it is clear overall progress is being made. He will forward the graph to the Board that illustrates this progress. November 28, 2018 Page 10 of 14 Ms. Barry asked if all fire hydrants are on a GIS map that residents can access online. Mr. Livsey said they have been mapped and he will verify that it is available to the public. Ms. Barry asked when the signalization project at Massachusetts Avenue and Worthen Road is scheduled. Mr. Livsey stated that the plans are nearly complete and the Conservation Commission permitting process will commence soon. Construction could begin in the spring but timing will be coordinated with the new Fire Station project so as not to impede traffic through town. The construction itself would last 3 months. Ms. Barry asked that abutting businesses, the town pool facility, and the 4h of July Lions Club Carnival be kept in the loop on this project. Ms. Barry called a 5-minute recess from 3:43-3:48 p.m. Proposed FY20 Budget—Police Department Mark Corr, Chief of Police, was joined by Michael McLean, Captain of Operations, John Mazerall, Captain of Administration, and Marie Downie, Administrative Assistant, to report on FY20 Police Department level-service request of$7,349,225. This budget reflects a $102,659 or 1.42% increase (compensation increased $94,714 or 1.50% and expenses increased $7,945 or 0.86%) from the FY19 budget. Department staffing includes 65 full-time and 32 part-time employees with personnel representing 87.4% of the budget. The remaining 12.6% for expenses cover necessary Supplies, Contracts and Equipment. The Police Department regularly seeks grants and other methods of alternative funding. In FYI it received $99,040 in grant awards (including State 911 support and training funds [$90,040] and the Commonwealth's Traffic Safety Education grant [$9,000]). The Department is currently funded for 50 police officers. At the time this budget was submitted, collective bargaining agreements were not settled with the IBPO 501 (Sergeants, Lieutenants and Captains) for FY2017-2020, Lexington Police Association for FY2019-2020, and SEN 888 (crossing guards) for FY2017-2020. Any increases due to prospective settlement of these contracts will be captured in the Salary Adjustment Account in the Town Manager's budget. Chief Corr said that, even with candidates coming out of the Police Academy in the near future, the department will have four vacancies and anticipates being down 6-8 positions by this time next year if the department continues to draw only from the pool of Civil Service candidates. If the contract settlement includes agreement that the department will withdraw from Civil Service, some aspects of the department budget would change. Chief Corr emphasized that there are many duties and services the understaffed department cannot perform. The Cadet program has been restored to six participants that will train young adults in public service and para- enforcement practices. Police Department Goals: begin design phase and obtain funding to construct a new police station and improvements to Hartwell Avenue outdoor firing range; focus on training for patrol staff given that 50% of our patrol officers have 5-years' experience or less; continue to pursue full-staffing. Police Administration: Currently the Town is out of contract with IBPO 501 (Captains, Lieutenants & Sergeants) for FYI 8-20. Wages reflect pay increases for non-represented staff. In FYI 9, the Cadet program was restored to the 2003 staffing level with six (6)part-time positions. November 28, 2018 Page 11 of 14 A $300 Emergency Medical Dispatch(EMD) stipend was added to our Mechanic who serves as a back-up dispatcher. Verizon and National Telecom telephone increased $2,904 for current services; Gasoline increase of$1,189 anticipates higher fuel costs under a regional consortium. The Department has nine membership or subscription services that increased collectively $1,320. Patrol and Enforcement: The Lexington Police Association (Patrol Officers and Sergeants) is currently out of contract for FYI 9-20. The decrease in regular wages reflects the retirement of senior officers but several newer officers receive higher Quinn benefits. Training and Professional development expenses increased $10,000 due to many newer officers attending certification courses. Software maintenance increased $3,000. Communication and network costs decreased $5,887 due to a shift in the service agreement from Motorola to Cybercom. Gasoline increase of$8,726 anticipates higher fuel costs under a regional consortium. Small equipment increase of$5,000 reflects a program to replace two cruiser light bars per year for the next 5 years. Traffic Bureau: Wages increased with contractual step increases and cost of livingadjustments for non-represented employees. Contract services decreased $28,000 due to the removal of a one-time payment made to the Church of Our Redeemer to support the cost of repaving their parking lot. Lease agreements increased $1,065 for the Eversource and Church of Our Redeemer parking lots. Investigations/Prevention: Currently IBPO 501 (Detective Lieutenant and Sergeant Prosecutor) and the Lexington Police Association (Detectives) are out of contract. Wage increases reflect the assignment of a senior officer to the Bureau with higher wage and Quinn benefits. Software expense increased $375 for the ID machine service contract. Gasoline increase of$2,776 anticipates higher fuel costs under a regional consortium. Membership payments increased $1,425 due primarily to membership in the Northeast Municipal Law Enforcement Council (NEMLEC). Dispatch: Wage increases reflect a 3-year contract settlement. The Regular Wages budget is $37,000 lower due to offsetting funding provided by a State 911 grant. Mileage increase of$200 reflects a continuing effort to send dispatchers to training programs. A software increase of$700 reflects our new emergency medical dispatching (EMD) software (PROQA) and our new EMD inspection program (Aqua). Animal Control: Contractual Services reflects a $3,152 contractual increase with the Town of Bedford due to wage and benefit increases of$2,152 and budgeting $1,000 for overtime. Crossing Guards: A contractual settlement has not been reached with the SEN 888 Crossing Guard Association. Mr. Lucente asked if there are early estimates on parking revenue for the current fiscal year. Also, given that the Center Streetscape project is anticipated, how will it affect parking revenues for the duration of the project? Chief Corr said he will forward a five-month accounting of revenue for the current fiscal year. Parking meter revenue does not include fines and parking permit revenue, which go into the November 28, 2018 Page 12 of 14 Town's parking meter account;the Police department receives a portion of those funds for its budget at the discretion of the Town Manager's Office. Other funds are used by the DPW department for maintenance of the Center. Mr. Lucente asked if there are plans to expand the School Resource Officer program as the school age population continues to grow. Chief Corr reported that the department has discussed how to deploy its available staff. He noted also that call volumes and times have changed in recent years so that daytime calls are more numerous and nighttime calls less so. When staffing levels improve, more options will be possible. Mr. Pato asked if traffic issues can be reported periodically to the Selectmen via the Town Manager. Chief Corr said the new incident tracking system may be useful in generating this level of information. Ms. Barry asked where grants are reflected in the department's budget. Chief Corr said most department grants are recurring. Additional 911 grant money is anticipated due to Lexington switching to 911 Direct, which will increase the number of calls coming into the department. Chief Corr believes the added revenue might cover the cost of a 10h Dispatch employee which will provide more coverage options and scheduling flexibility. Ms. Barry asked Ms. Kosnoff, Assistant Town Manager for Finance, to explicitly express grant revenue in upcoming budget details. Ms. Barry asked if the Town's contribution toward Police Academy tuition is reimbursable. Chief Corr said the Town pays the expense upfront and, once the candidate starts working for the Town, the $3,000-$5,000 cost is deducted incrementally for approximately 30 payroll payments. Ms. Barry asked where in the budget the Explorer program cost is found. Chief Corr said the program is privately funded through contributions. Capital Improvement Projects: Firing Range $125,000. Chief Corr said that the firing range was originally intended to run parallel to the new Police Headquarters project. Contractor Weston and Sampson has conducted a feasibility study at the Hartwell Avenue facility, which shows that the site presents complexities that needs to be addressed. Since the path forward is unclear, he and Town Manager Malloy agree this FY20 Capital Request should be withdrawn. Proposed FY20 Budget—Fire Department Public Safety: John Wilson, Fire Chief, Derek Sencabaugh, Assistant Fire Chief, and Christopher Ford, Assistant Fire Chief, reported that the FY20 budget for the Lexington Fire and Rescue Department is $7,002,783 which is a $52,073 or 0.75% increase from FY19. Compensation is increasing by $71,763, or 1.13% due to step increases. FY20 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2019. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are decreasing by $(19,690), or(3.30)%, due to last year's one-time request for a replacement vehicle. November 28, 2018 Page 13 of 14 Department Goals: implement additional modules of the Public Safety Software (inventory, vehicle maintenance); training to meet new OSHA regulations pertaining to fire departments; develop an improved employee recruitment process to address diversity and retention; continue to work on new bre headquarters. Chief Wilson said that, like the Police department, the Fire department is short staffed. However, he predicts that, by January, the four current vacancies will be filled. Short-staffing has delayed some of last year's goals from being achieved. Fire Administration: Assistant Chief Sencabaugh reported that the Fire Administration budget for FY20 reflects an overall decrease of$(14,024) or(2.78)%, which is comprised of a $12,766 or 3.27% increase in compensation, and a decrease of$(26,790) or(23.57)% for expenses due to the removal of a one-time cost of$35,000 for a replacement command vehicle in FY19, offset by an anticipated increase in fuel expenses in FY20. Fire Prevention: The FY20 Fire Prevention budget reflects an overall decrease of$(10,168) or (4.40)%, comprised of a decrease in compensation of$(1,668), or(0.78)% due to staff turnover, and a decrease in expenses of$(8,500), or(48.02)% due to ending the lease on the fire prevention trailer. Fire Suppression: The FY20 Fire Suppression budget reflects an overall increase of$54,965 or 0.91%, compensation increases by $60,665 or 1.06%, due to step increases, and expenses decrease by $(5,700) or(1.95)%. Emergency Medical Services: The FY20 EMS expense budget is increasing by $21,300 or 12.66% from the FYI budget. The increase is due to a change in the agreement with Mount Auburn Hospital requiring that the department purchase its own medications. FY20 Program Improvement Request: Protective Clothing (Fire and Rescue) $85,000. Assistant Chief Sencabaugh reported that the Finance Department recommends this request as a $7,500 annual PIR instead of a one-time $85,000 Capital Request. Currently, the Operating budget carries enough funding for 12 sets of clothing each year; the gear lasts 10 years. Staff turnover has caused the department to fall too far behind to catch up with replacement using the Operating budget schedule. The additional $7,500 would provide funding adequate for 2 additional replacement sets each year. FY20 Capital Requests: If the Protective Clothing request is handled as a PIR, there are no FY20 Capital Requests, although it was noted that FY21 and FY24 will both see requests for $280,000 for ambulance replacement. Ms. Hai asked what happens to a fireman's protective clothing when he/she leaves the position. Chief Wilson said some gear can be passed down, depending on the comparative sizes of the former staff member and the new staff member. There are 24 spare sets of gear for emergencies but not all current staff have two sets of gear of their own. Ms. Hai supported the request but said she was unsure if it should be a Capital investment instead of a PIR. November 28, 2018 Page 14 of 14 Ms. Barry asked if the department is running two 24-hour ambulances. Chief Wilson said it will be starting in January 2019. David Kanter, Capital Expenditures Committee, said the CEC would welcome a decision about whether the Protective Clothing will be a PIR or Capital Request. Adjourn Upon motion duly made and seconded, the Board of Selection voted 4-0 to adjourn at 4:45 p.m. A true record; Attest: Kim Siebert Recording Secretary