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HomeMy WebLinkAbout2025-12-03 Dept Budget PresentationsSELECT BOARD MEETING Wednesday, December 3, 2025 Select Board Meeting Room, 1625 Massachusetts Avenue, Lexington, MA 02420 - Hybrid Participation* 9:00 AM A meeting of the Lexington Select Board was called to order at 9:00 a.m. on Wednesday, December 3, 2025, via a hybrid meeting platform. Ms. Hair, Chair; Mr. Lucente, Mr. Pato, and Mr. Sandeen were present, as well as Mr. Bartha, Town Manager; Deputy Town Manager, Ms. Axtell; and Executive Clerk, Kim Katzenback. Chair Hai called the work session to order at 9:00 a.m. ITEMS FOR INDIVIDUAL CONSIDERATION 1. Introduction Carolyn Kosnoff, Assistant Town Manager for Finance, explained that the total amount of revenues projected for FY27 is $320,164,000. Both the municipal and school budgets are allowed to start with the level funding from last year and then staff works to take some set asides off the top for shared services and other items, which are funded primarily from free cash. New revenue can be allocated to both the school and municipal departments for FY27. The total new revenue is $4.72M. This is split between the municipal and school departments using the same percentage of the budget from last year. $4.7M of new revenue equates to a 2.4% increase over last year. In terms of initial budget requests, the school has requested a 4.6% increase for FY27, and the municipal department has requested a 4.7% increase. There is a gap for each that will need to be closed, and this was discussed at the Fiscal Summit.The proposal is to adjust revenues upwards, likely necessitating using some one-time revenues, which is not typical for the normal budget process. Staff is targeting between a 3.5%-3.6% increase in revenues. This still means that both the school and municipal initial budget requests will have to be reduced. DOCUMENTS: FY 27 Intro 2. FY2027 Proposed Budget - Police Department Presentation Mike McLean, Chief of Police, explained that the FY2027 Police Department level-service request of $9,790,022 reflects a net increase of $145,721 or 1.51% (compensation increases of $17,953 or 0.21% and expenses increase of $127,768 or 9.97%) from the FY2026 budget. The FY2027 requested police budget provides for the continuation of level service that in FY2025 met 15,940 calls for service and 1,467 crimes investigated. The current Police Department staff includes 66 full-time and 26 part-time employees with personnel representing 85.6% of the budget. The remaining 14.4% for expenses cover necessary supplies, contracts and equipment. Our efforts are coordinated through seven police programs: Police Administration, Patrol & Enforcement, Traffic Bureau, Investigations & Prevention, Dispatch, Animal Control and School Crossing Guards. The Police Department regularly seeks grants and other methods of alternative funding. In FY2025, we were awarded the State 911 Support & Incentive Grant in the amount of $109,744 to defray the costs of salaries for enhanced 911 Dispatch personnel. The Police Department is currently funded for 50 Police Officers and 10 Dispatchers including a Dispatch Supervisor. Department Initiatives: 1.The staffing of the Lexington Police Department has not changed in over 50 years. It is imperative to continue to review and evaluate current programs and positions within the department. This process most likely will result in a request for staffing increases to ensure the department is meeting the demands of the Massachusetts POST Commission, the Massachusetts Police Accreditation Commission, changes in call volume due to residential growth and high expectations of the community. 2.Recruitment and retention of new officers and staff continues to be a local and nationwide concern. We will be looking for innovative ways to attract and retain the best candidates for these positions. Collaboration with other town departments is imperative to ensure we are reaching candidates that will enable the department to be made up of people who reflect the community we serve. 3.The Lexington Police Department is dedicated to building trust and legitimacy in the community. Over the past few years, the department's Community Engagement Programs have made a concerted effort to be involved in the community on multiple levels and with all segments of the community. The department will continue its commitment to meet with cultural and affinity groups to get their input on policing in the community. We will continue to attend community events and celebrations. We will continue to evaluate our programs and look to improve efforts on connecting with the community as we have with our two community resource dogs which have been outstanding tools in removing barriers in connecting with the youth, school population and victims in the community. Program Improvement Requests: Overtime Funds – Community Engagement Ms. Hai asked if, under the Contract Services Expenses, once the training and de-escalation room is complete, if there will be additional software costs needed in this line item, or if the current line item is adequate to cover this. Chief McLean stated that there will be an additional yearly contract service which will be an additional line item. Mr. Bartha stated that staff is still considering whether there will be a capital purchase of the equipment versus leasing of the equipment. This item continues to be a priority. Mr. Lucente noted that there is a 7% increase in the budget for costs associated with the hybrid/electric vehicles. He asked if there have been any positive or negative issues with the hybrid/ electric vehicles or if there are any savings being realized. Chief McLean noted that the Department is using less gas through these vehicles. No issues have been seen. In terms of the contract services budget, Mr. Sandeen noted that there are some increases in contract services, but that some of the contract services were associated with the parking implementation. The parking revenue is also proposed to increase, and he asked if these would be offsetting items. Ms. Hai suggested a future agenda item regarding the reevaluation of parking fees. Lieutenant Dunbar explained that the Police Department is requesting a Program Improvement Request of $25,000 towards overtime funding to cover the Community Engagement Program. Captain Mazerall presented a Capital Improvement Request, which is also listed under the DPW budget for $67,458 which proposes grading and asphalt paving of the existing outdoor Lexington Police Range facility located 60 Hartwell Avenue. Mr. Pato stated that he sees this as a maintenance issue as opposed to a substantive improvement but there will be more discussion during the DPW’s presentation. Mr. Lucente asked about chronic understaffing of the Department. He noted that there has been a steady growth in calls for service over the years, but there has not been any growth in the number of officers. A staffing study is pending. The overtime spending of the Department also needs to be taken into account. There was agreement that were would be continued discussion on this item. DOCUMENTS: FY 27 Police Department Budget Request 3. FY2027 Proposed Budget - Fire Department Presentation Derek Sencabaugh, Fire Chief, explained that the FY2027 budget for the Lexington Fire Department is $9,600,791 which is a $219,492 or 2.34% increase from the FY2026 budget. Compensation is increasing by $230,877, or 2.75%, which reflects contractually obligated step increases. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2026. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager’s budget. Expenses are decreasing by $(11,385), or (1.16)%, which is primarily due to significant decreases in vehicle costs. Department Initiatives: 1.Continue to develop and implement online inventory tracking. 2.Continue to refine and expand the fire permitting process. 3.Develop an improved employee recruitment process to address diversity and retention. Program Improvement Requests: None FY2027-31 Capital Requests: Ladder Truck Ambulance Replacement Turnout Gear Replacement Off Road Fire Engine Medic 1 Ambulance Replacement Mr. Sandeen asked about the availability schedule for the recently ordered pumper truck. Chief Sencabaugh explained that the lead time for an ambulance is currently 24-27 months and for an engine approximately 24-30 months. The lead time for ladder trucks is approximately four years. Mr. Sandeen asked about the ambulance revenue line. Ms. Kosnoff explained that ambulance revenues continue to increase but the estimates are proposed to be as conservative as possible. DOCUMENTS: FY 27 Fire Department Budget Request 4. FY2027 Proposed Budget - Public Health Department Presentation Alicia McCartin, Director of Public Health, explained that the FY2027 All Funds Health budget request reflects an increase of $25,220 or 3.17% from FY2026. The General Fund increase is $10,220 or 1.82%, which includes an increase in compensation of $9,720 or 2.05% due to recent contract settlements and cost of living adjustments, offset by staff turnover. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2026. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager’s budget. Expenses increased by $500 or 0.57% from FY2026, which is predominantly driven by an increase in the cost of attending conferences and trainings, offset by a reduction in continuing education obligations. In FY2024, the Health Department became a separate town department, no longer a division of the Land Use, Housing and Development Department. The Health Department staff is comprised of the Health Director, Assistant Health Director, Health Agent, Public Health Nurse, and Office Manager. In FY2025, the Town undertook a Class & Compensation Study covering the Lexington Municipal Employees Association, the Lexington Municipal Management Association, and non- union personnel. The FY2027 budget incorporates the results of that study. Department Initiatives: 1.Continue to develop and grow the Clinical Public Health programs by increasing access to adult and pediatric vaccines and expanding Senior Wellness Clinics. Collaborate with Human Services to enhance support for seniors and collaborate with other clinical partners in the community. Explore grant opportunities to support the growth of future programs and services. 2.Continue to review all the Board of Health regulations, and update as necessary, to coincide with current state and federal regulations, standards and best practices. Research and develop new regulations as necessary. 3.Work with other Town departments and community partners to address hoarding in the community through a multi-disciplined approach. 4.Continue to respond to all inquires, complaints, and concerns from the public and staff in a timely fashion. Perform routine inspections to ensure compliance with state and local regulations. 5.Continue to work with Region 4AB to improve regional collaboration for Preparedness and with Region 4A to strengthen the Central Middlesex Medical Reserve Corps (CMMRC). Offer preparedness trainings and classes for the community such as Narcan training, Stop the Bleed, CPR and Preparing for natural and weather related events (i.e. heat, cold, hurricanes). 6.Evaluate and expand the environmental focus of the Health Department, with an emphasis on climate change and the effects on our community and the environment. Continue to offer or sponsor trainings, certifications or education, on such topics as food safety and ServSafe training for food establishments, septic/cesspool maintenance, well water testing, mosquito/tick safety, air quality, pest control, and hazardous/medical waste. 7.Research grants and other financial opportunities to enhance and expand functions of the Health Department such as the FDA Voluntary Retail Food Grant, Public Health Excellence Grants, or other opportunities offered by the Office of Local and Regional Health of the Massachusetts Department of Public Health. Program Improvement Requests: None Ms. Hai asked about the increase in mileage for the Department. Ms.McCartin stated that many of the conferences being attended are now in-person instead of remote. The conferences are also held throughout the State. DOCUMENTS: FY 27 Health Department Budget Request 5. FY2027 Proposed Budget - Finance Department Presentation Carolyn Kosnoff, Assistant Town Manager for Finance, explained that the requested FY2027 Finance Department budget reflects a $137,158 or 6.22% increase from the FY2026 budget. This includes a $116,633 or 6.92% increase in compensation, which reflects contractually obligated increases. Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2026. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager’s budget. Finance expenses are increasing $20,525 or 3.94% primarily due to increasing costs for professional services and postage costs. In FY2025, the Town undertook a Class & Compensation Study covering the Lexington Municipal Employees Association, the Lexington Municipal Management Association, and non- union personnel. The FY2027 budget incorporates the results of that study. Department Initiatives: 1.Finance is undertaking a Water and Sewer rate study during FY2026 to establish a new utility rate structure that will allow for a migration to quarterly utility billing (current billing is semi-annual). Funding for this initiative was approved in the FY2026 budget. 2.The department continues to explore additional functionality in Munis ERP including integration with time and attendance systems and automation of employee accrual tracking. The department continues to support the implementation of Employee Self Service (ESS) and automated benefits enrollment and Employee Action Forms that will help move Finance and Human Resources closer to paperless processing. 3.Continue reviewing new fiscal policies, specifically updating strategies for funding the Town's Pension and OPEB Liabilities. 4.Maintain GFOA best practices for budgeting and accounting; comply with latest GASB and GAAP accounting standards. Program Improvement Requests: Tyler ERP Cashiering Module Treasury Municipal Clerk Financial Analyst There was discussion regarding some of the PIR requests. Ms. Kosnoff explained that the Finance Department could use a bit of additional manpower. The volume in Finance continues to increase and is expected to continue to increase with new residents coming in from the MBTA Zoning. There is a lot of efficiency that would be gained by implementing the Tyler Cashiering Customer Self Service and Employee Self Service portals. These items have been requested for multiple years but not yet been funded. The Department is trying to be creative with a potential way to fund the Cashiering model this year, including absorbing the cost of implementation potentially with one time funds, and then absorbing the ongoing costs through the IT Department. DOCUMENTS: FY 27 Finance Department Budget Request 6.FY2027 Proposed Budget - Recreation & Community Programs Presentation Melissa Battite, Director of Recreation & Community Programs, explained that the Department of Recreation and Community Programs consists of five divisions: Administrative, Recreation, Pine Meadows Golf Course, Therapeutic Recreation and the Community Center. The requested FY2027 operating budget is $3,885,624. • Personal Services is increasing by 8.14% due to several factors including the hiring of additional seasonal part-time staff, increased rates for the retention of returning seasonal employees, as well as contractual obligations associated with the recently completed class and compensation study. • Expenses are decreasing by (4.66)% which is primarily due to the continued financial restructuring of the contracted services that are offered in the summer combined with enhanced efficiencies throughout the Department, and a one-time Program Improvement Request of $80,000 funded by retained earnings in FY2026 to address drainage issues on the course. • For FY2027, the Indirect contribution to the General Fund to cover the cost of employee benefits and indirect services provided by other departments is $327,808, an increase of 3.00%, and overall tax levy support for three Community Center staff and other department operations totals $267,810. The Department operates as an Enterprise Fund whereby all operating expenses are supported through revenues generated from program, services and facilities fees. The operating budget may increase or decrease annually as community needs, industry trends and cost of living fluctuates. The Director of Recreation and Community Programs, through the Recreation Committee, will continue to set fees with the approval of the Select Board. The revenues subsidize the overhead to operate, including salaries and benefits for 17 permanent full time staff and part time staff as well as hundreds of seasonal staff. Revenue generated through the Enterprise Fund partially funds the Recreation Committee Capital Improvement Projects. In FY2025, the Department provided a total of $45,765 in financial aid through funding sources including grants from Fund for Lexington and the Dana Home Foundation as well as private donations made to the Recreation Gift Fund. In FY2025, the Town engaged in a Class & Compensation Study including the Lexington Municipal Employees Association, the Lexington Municipal Management Association, and non- union personnel. The FY2027 budget reflects the impacts of the study. Department Initiatives: 1.Continue to implement the recommendations of the 2017 ADA Compliance Study, the 2020 Community Needs Assessment, the 2021-2022 Comprehensive Study of Athletic & Outdoor Recreation Facilities, the 2023-2024 Lincoln Park Master Plan, and the 2024 Open Space and Recreation Plan in the development of the operational and capital improvement planning for the future needs of the community. 2.Actively engage in the planning and preparation process related to the 5-year community impact resulting from the temporary and permanent loss of outdoor recreation facilities at the Center Recreation Complex. Provide ongoing input and coordination in discussions for the LHS Building Project to address both short-term and long-term effects on recreational access and facility use at the Complex. 3.Maintain and sustain the financial stability of the Recreation Enterprise Fund. 4.Continue the growth and implementation of the department's therapeutic, adaptive and inclusive recreation programming. 5.Support Townwide initiatives such as cultural, historical and DEI priorities. Program Improvement Requests: Technical Support Technician Community Center Maintenance Expenses Strategic Plan FY2027-31 Capital Requests: Pine Meadows Improvements Pine Meadows Equipment Lincoln Park Parking Lot Pine Meadows Master Plan Center Recreation Complex – Track & Athletic Field Resurfacing Park Improvements – Athletic Fields Park and Playground Improvements Park Improvements – Hard Court Surfaces Lincoln Park Boardwalks Aquatics Improvements Park Improvements – ADA Enhancements In terms of the Program Improvement Requests, it was explained that the first PIR is for a Technical Support Technician at $78,516. This will allow for the establishment of a new full-time benefited position from the General Fund to address increasing reliance from user groups on technology within the Lexington Community Center. The second PIR is for Community Center Maintenance, requesting $20,000 for ongoing maintenance and replacement of common area amenities that are nearing end of life, ensuring continued safety and accessibility. This will supplement a previous PIT of $60,000 within the DPF budget. The third PIR is for $100,000 from the Recreation Enterprise Retained Earnings Fund to update the Department’s 2014 Strategic Plan. The plan is currently ten years old. The updated plan will guide the Department for the next 5-10 years. The Recreation Committee has submitted three annual capital improvement project requests for FY27, two of which are for the Pine Meadows Golf Club. The first is for Pine Meadows Improvements, which is to reshape the second green and bunker, extend the third fairway and install irrigation in that area, and complete an as-built irrigation and drainage plan. The second request is for Pine Meadows equipment, which is to purchase a new sprayer and a new fairway aerator for the course. The third request is for Park Improvements - Athletic Fields, which is for supplemental funding needed to complete construction of the Maple Street Athletic Complex, which will be located next to the Harrington School. The anticipated loss of fields at the Center Recreation Complex during the LHS building project will have a significant community impact. The Department will continue to work with user groups to plan contingencies proactively. Mr. Sandeen asked about the Harrington project. Ms. Battite explained that the work is well underway for schematic design through the supplemental funding approved last year by the CPC. The project is now moving into full design and preparation for construction documents. There have been 3-4 coordination meetings with DPF to make sure that the work associated with the demolition of the central office building is in line with the needs and/or wants for the future athletic complex. The final community meetings for that particular project should begin soon. Mr. Sandeen asked about the Community Center IT request. Mr. Bartha explained that there is more technology in the buildings than in previous years and more groups/committees using that technology. There is a finite amount of time and resources that can be applied to support that work. This is a discussion regarding where that staffing belongs and if the policies as written need to be reviewed. This request would be for the entire Community Center. There was discussion regarding the Strategic Plan proposal. Ms. Kosnoff explained that this item would likely be recommended if the Recreation Committee feels it is a priority for use of the retained earnings, as it does not compete with the General Fund requests. In terms of the new field at Lincoln Park, Ms. Battite explained that the plan is to use the same infill as was used for other recent field projects. The Town Meeting appropriation was for that particular product, and the technology has not changed significantly for alternative infills. The product has received significant negative feedback, and the Department continues to work with the provider on these concerns. DOCUMENTS: FY 27 Recreation Enterprise Department Budget Request ADJOURN Upon a motion duly made and seconded, the Select Board voted 4-0 to adjourn the meeting at 11:35 a.m. A true record; Attest: Kristan Patenaude Recording Secretary