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HomeMy WebLinkAbout2025-12-09 Dept Budget PresentationsSELECT BOARD MEETING Tuesday, December 9, 2025 Select Board Meeting Room, 1625 Massachusetts Avenue, Lexington, MA 02420 - Hybrid Participation* 4:00 PM A meeting of the Lexington Select Board was called to order at 4:00 p.m. on Tuesday, December 9, 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, Ms. Katzenback. ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY2027 Proposed Budget Land Use, Housing and Development Presentation Carol Kowalski, Assistant Town Manager for Development, stated that the total All Funds Land Use, Housing and Development FY2027 budget of $3,280,507 is a $176,190 or 5.68% increase from FY2026. Personal Services are increasing $178,106, or 7.83% and expenses are increasing $3,415, or 0.42%. The General Fund budget of $2,603,740 is a $138,504, or 5.62% increase from FY2026, with Compensation increasing $137,004 or 6.73%, and Expenses increasing $1,500 or 0.35%. Jim Kelly, Building Commissioner, stated that the Building & Zoning budget has a PIR this year for a 6.5% increase in funding, or approximately $42,000 to help with staffing. The part-time Building Inspector position will help cover the time necessary to do the job and continue with quality service. The Mechanical Inspector PIR is to add hours for the existing position. Mr. Lucente noted that the building permits projected and estimated seem to be much lower than the multiyear, three year average. He asked about considering the PIR in terms of anticipating a higher volume of inspections, leading to a higher number of permitted projects. This could lead to increased revenue to help offset the PIR. Mr. Bartha stated that it is important to balance the needs of one department that has statutory fees associated with it, with another department that does not. The needs of the overall organization need to be considered in terms of providing service, not just the Building Department. Mr. Pato stated that he would like to make sure the Town has adequate resources to meet the need it knows is coming. Kiruthika Ramakrishnan explained that the administration budget shows a 9.45% increase for compensation, and a 2.42% increase in expenses. Karen Mullins, Conservation Director, stated that the conservation budget increase is expected at 2% associated with wages. The expense budget will remain level funded. Abby McCabe, Planning Director, stated that the only increase in the Planning budget is a 7% increase in the salaries consistent with the compensation study that was recently completed. Otherwise, the proposed operating expenses are the same as the current budget. There is a capital request for a Transportation Safety group response to traffic inquiries at $80,000 which is consistent with what has been spent over the last couple of years. There is another request for $180,000 in FY27 to study a connection from the bikeway to the high school. Also, a request for $100,000 in FY27 to also study a multi-use path along Worthen Road to the high school, with implementation in later years. Jay Abdella, Senior Economic Development Coordinator, explained that the economic development budget includes a 3.66% increase, due to salary increases. Otherwise, the expense line will be level funded this year with no changes whatsoever. In terms of the PIR, the request is for a one-time funding of $50,000 to consider how to improve Lexington’s tourism model. This is proposed to be funded through the General Fund instead of the Revolving Fund. Ms. Kosnoff explained that the funding mechanism is up for discussion. The Revolving Fund’s balance is approximately $344,000. Department Initiatives: 1.Improve online permitting system, speeding up permits and inspections for contractors and residents. 2.Support the Planning Staff and Planning Board by amending the zoning bylaw to reflect the State's accessory dwelling unit requirements. 3.Permit, inspect, monitor, and ensure code compliance for over 1,000 new residential housing units. 4.Focus Department resources to support the increased volume of the Planning Division’s construction, monitoring and development permitting. 5.Continue the education and enforcement of the Town's Fossil Fuel Free Bylaw, adopted in the spring of 2024 and amended again in 2025, that prohibits/limits the use of natural gas and propane in new and existing homes and most commercial buildings. 6.Assist the Planning staff and Select Board to continue with their efforts to implement a stormwater permitting system for all new homes built and the next step to include all new home lots so stormwater will not adversely affect neighbors and Town roads. 7.Mobilize the Department to advance the Select Board's goals. 8.Conduct the design public hearing for the Bedford Street/Hartwell Complete Streets project. 9.Assist the design consultant in preparing the 75% highway design submission and complete the wetlands permitting process. 10.Select a design consultant and contract with Mass DOT for the design of safety improvements at the I-95 and Route 4/225 interchange. 11.Staff will provide quarterly updates to MPO staff during design to help identification future TIP funding. 12.Review and adjust Conservation Commission fees to offset cost of services. 13.Obtain local approvals from State in order to execute several conservation restrictions on CPA conservation land acquisitions. 14.With recreation and community programs, implement a 10 year action plan and apply for eligible State grant opportunities as applicable. 15.Complete the Conservation Land Management and stewardship prioritized projects, including annual boardwalk surveys and repairs, invasive species management, and in progress CPA funded projects. 16.Plan/acquire open space parcels as prioritized by the Conservation Commission. 17.Work with applicants of new developments to incorporate various community goals. 18.Monitor new development projects for compliance with Planning Board approvals. 19.Seek designation as a Housing Choice Community to have priority for State grants. 20.Implement recommendations of the Bicycle and Pedestrian Plan, including a bicycle and pedestrian route from the bikeway to the high school and a multi-use path on Worthen Rd. 21.Focus on Lexington's public art program and support community events to increase foot traffic and commercial activity. 22.Continue to support opportunities to streamline Lexington zoning bylaw to attract new business. 23.Work with landowners to fill prominent vacancies in Lexington Center, Hartwell Ave. and East Lexington. 24.Evaluate operational models for tourism operations, including destination, marketing, organization. Program Improvement Requests: Building Inspector Part-Time Mechanical Inspector – Additional Hours Tourism Model Evaluation FY2027-31 Capital Requests: Transportation mitigation Bike-Ped Implementation: MMBW to LHS Townwide Bicycle and Pedestrian Plan Implementation Wright Farm Barn Preservation and Rehabilitation (Step 3) Cotton Farm/Community Center Connector Land Acquisition Cary Memorial Library Presentation Koren Stembridge, Library Director, stated that the Library's FY2027 level-service budget request is $3,806,957 to be supported from Town funds, an increase of $115,496 or 3.13% from FY2026. Compensation is increasing by $87,346 or 2.96%, which reflects contractually obligated cost of living and step increases. Operating expenses are increasing by $28,150 or 3.80%. FY2025 was an exciting and challenging year for the library. The building closed for a few weeks in July 2024 to move spaces and collections and prepare for the renovation of the Lower Level. The renovation project received a $4M capital appropriation at the Spring 2024 Annual Town Meeting and the library provided an additional $1.5M in private funding. She noted that this is the fourth year of the PIR request for a Teen Services Librarian. Department Initiatives: Books, information, and so much more We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. At the intersection of learning, making, and play In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create, and play. A place that works for everyone We value the rich diversity of our community and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. With opportunities for human connection In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. And a future as bright as our past With more than half a million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource includes multiple aspects – from preservation to transformation. Program Improvement Requests: Full-time Teen Services Librarian Ms. Hai asked about the Library’s existing leases. Ms. Stembridge stated that these include copy, printing, and scanning machines, but mostly the self-checkout machines. The Board took a brief recess. Town Clerk's Office Presentation Mary de Alderete, Town Clerk, stated that the FY2027 requested budget for the Town Clerk's Office is $682,998, representing a decrease of $(9,481) or (1.37)% from the FY2026 appropriation. Compensation decreases by $(9,756) or (1.74)% due to fewer election staffing needs in FY2027. Expenses increase by $275 or 0.21%, as funding to print the town meeting warrant is moving from the Town Clerk Elections budget to the Select Board budget, offsetting an increase in funding for election machinery contract services and election police details. She explained that the PIR request is to fund ongoing contract subscription services to transcribe handwritten historical documents. The CPC has stated that this project is not eligible for CPA funds. Mr. Lucente asked about a scope completion date for the capital request for document conservation. Ms. de Alderete stated that explained that the bulk of the documents have been completed. Department Initiatives: 1.Administration - Continue to provide important administrative services, including vital records, Public Records Requests, voter registration, outreach to all board and committee members, public meeting postings, Open Meeting Law and Ethics requirements as mandated by law, business licensing, and recording and archiving of decisions from the Board of Appeals, Planning Board and Historic District Commission. 2.Elections Administration - Administer Town/State/Federal elections in compliance with statutory requirements and regulation changes. Automatic Voter Registration continues to be a time- consuming initiative, increasing staff time in processing voter registrations. Mail-in early voting is expected to increase during the 2026 election cycle. 3.Vitals - Continue effective use of Commonwealth of Massachusetts Electronic Vital Records System for births and deaths. 4.Records and Archives - Continue migration of historic documents to Town's Laserfiche repository for public access. Continue to expand use of Laserfiche for administrative use and for public access Program Improvement Requests: Transcription Services FY2027-31 Capital Requests: Document Conservation Department of Public Facilities Presentation Mike Cronin, Director of Public Works, stated that the Department of Public Facilities (DPF) FY2027 budget consists of three divisions: Educational Facilities, Municipal Facilities and Shared Facilities. The DPF FY2027 level-service All Funds budget is increasing by $492,735 or 3.11%. The General Fund budget is increasing by $455,970 or 3.00%. The primary driver of this increase is affected by the typical contractual obligations and utility pricing increases. All union contracts are current. Compensation is increasing by $292,314 or 4.07% due to contractually obligated increases. The primary drivers for utility consumption changes are driven by the conversion of 173 Bedford Street to all electric and the capital project to convert Harrington's HVAC to all electric. In addition, we have added air conditioning to a series of classrooms on the third floor of Clarke. Overall Utility costs are increasing slightly by 0.7%. The utility budget is broken into two slices: the consumption side (the gas or electricity we use) and the delivery charges (the infrastructure equipment). Gas supply rates increased from $0.57 to the new contractual rate of $0.813 per therm. Additionally, electricity rates have increased from $0.1229 to $0.142 cents per KWh plus a 7% increase in the delivery charge. With the anticipation of 146 Maple St (Central Office) going offline and 173 Bedford Street being converted to all electric, gas consumption is going down, and electricity budgets are proportionally going up. The electricity contract expires November of 2026 and will need to be rebid. We are using figures supplied by our consultant for this budget. He explained that the PIR is to place all garage doors for Town buildings under the same maintenance plan. Department Initiatives: Support the day to day operations of all town buildings, support the School Department especially the LHS project, review and refine the 20-year capital plan information and incorporate into a detailed 5-year capital plan, and implement other capital and priority projects. Program Improvement Requests: Garage Door Maintenance FY2027-31 Capital Requests: Public Facilities Bid Documents Public Facilities Interior Finishes Public Facilities Mechanical/Electrical/Plumbing Replacements Municipal Building Envelopes and Associated Systems School Building Envelopes and Associated Systems School Paving and Sidewalks LHS Equipment Emergency Needs East Lexington Fire Station Clarke HVAC Replacement and Electrification, Roof, Windows, Flooring, Security Cary Memorial Library Upper Floors HVAC Renovation LHS Building Systems Replacement Playground Infrastructure Upgrades Ms. Hai asked about the utility summary, with the school usage for electricity going up, and the Town usage going down. Meanwhile, for natural gas, the school usage is going down, but by a much smaller percentage and on a much larger base number than the Town usage. Mr. Cronin explained that there was formula issue last year that impacted the numbers which has been corrected. Mr. Sandeen congratulated the DPF staff for their success in completing the Old Reservoir renovation project under tight financial constraints. He asked if the DPF could schedule a conversation with the Select Board at a later time to present lessons learned from his team’s success in lowering costs, that might be applied to future projects. In response to a question from Mr. Sandeen about the Clarke Middle School roofing project, Mr. Cronin suggested that it might make sense to replace the existing solar energy system with a newer larger solar energy system, at the same time as the Clarke roof is replaced. Mr. Sandeen expressed concern that the proposed capital budget for the East Lexington Fire Station looks quite high on a square foot basis compared to other recent projects. In answer to a question from Mr. Sandeen, Mr. Cronin stated that the proposed capital for the East Lexington Fire station does not include land acquisition costs. In response to a question from Ms. Hai, Mr. Cronin explained that the ConnectedSolutions revenue source is a State run program that compensates the Town for power being generated from the battery that is sent to the electrical grid on very warm days. In terms of the capital requests, Mr. Lucente noted that the Cary Memorial Library upper floor project is estimated at a $21M project. He asked about how much of the project is HVAC versus other items. Mr. Cronin stated that one aspect of the project is electric. In taking the building off the fossil fuel system and bringing in more electric, this will require some additional power to the building. He will consider renaming the request. Ms. Hai asked about how to make sure significant items are not uncovered during the course of major construction projects. Mr. Cronin noted that the level of attention from OPMs and the Department is much higher now. Mr. Lucente asked about warranties. Mr. Cronin stated that contractually, the industry standard is one year from the time the contractors complete their work. As soon as they turn on the HVAC system, there is a one year warranty. None of the systems come with extended warranties. Select Board Presentation Kim Katzenback, Executive Clerk, explained that the Select Board's operating budget, inclusive of the Select Board's Office, the Legal budget, Town Report and the PEG Special Revenue Fund, is increasing by $134,024, or 9.31%. Compensation is increasing $10,573 or 6.82% due to contractually obligated step increases, and expenses are increasing $123,451 or 9.61%, which is due to increasing costs for LexMedia and movement of town warrant printing from the Town Clerk's budget to the Select Board budget. Program Improvement Requests: None DOCUMENTS: LUHD Presentation; FY27 LUHD Budget Request; FY27 Cary Library Budget Request; FY27 Town Clerk Budget Request; FY27 DPF Budget Request; FY27 Select Board Budget Request; FY2027 PIR Summary ADJOURN Upon a motion duly made and seconded, the Select Board voted 4-0 to adjourn the meeting at 6:55 p.m. A true record; Attest: Kristan Patenaude Recording Secretary