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Home My WebLink About2019-12-04 Budget Hearing Presentations Packet - Released SELECTMEN'S MEETING Wednesday, December 4, 2019 Town Office Building, 1625 Massachusetts Avenue, Selectmen's Meeting Room 9:00 AM AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. F Y21 Proposed Budget- Town Manager Department; Town Committees 9:00 a.m. 2. F Y21 Proposed Budget- Fire Department 9:45 a.m. 3. F Y21 Proposed Budget- Police Department 10:15 a.m. 4. F Y21 Proposed Budget- Department of Public Facilities 10:45 a.m. 5. FY21 Proposed Budget- Board of Selectmen's Office 11:30 a.m. ADJOURN 1. Anticipated Adjournment 12:00 p.m. Hearing Assistance Devices Available on Request All agenda time and the order of items are approximate and Leiqedil"a subject to change. Recorded by LexMedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Town Manager Department; Town Committees PRESENTER: ITEM Anne Kostos Director of Human NUMBER: Resources; Katharine Labrecque, Management F ellow I.1 SUMMARY: No vote is requested for this agenda item. Review preliminary FY2021 budgets for the Human Resources Department, Town Committees, and Employee Benefits. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will prepare the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/4/2019 9:00 a.m. ATTACHMENTS: Description Type m.. �,,,,m IMU%YWHGririMlwwuwu wowmwuuwMYNNY%IMGYF(FLvPoNNuw%xr1)Yf lWu�m,,,,,,� k1YWpIYIVIm�, o a x �� uuruv PP >v P � A4 m,m mur f�J �C r� ,"u�V V�� Va 6 ael°, Po 1'iJ f h 1 9E"4�4 � uP ..,.�rv� -.�.�rvm�.um„„�� u.,k.........n�n�� wro,uuum.;, �rmusnnmwnw» wr ww.. ....riw,x�,��.ro'nr rv..mm rya '�,� °h`up 1 Qi y u o0 V U. 1N'. i I r u f CC OWNS"inow i C) o � �0 �h IN1I rq�W f s VII. fi w d I A.,,A iwu1P � �APRIL i rnr f Town Managerfs Office Requested Budget Fiscal 2021 Submitted Katharine Labrecque,, Management Analyst Anne Graglia-Kostos Director of Human Resources Board e ectmen Presentation December 4 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager 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 is comprised of the following elements: Organizational Direction and Administration, and Human Resources. Organizational Direction and Administration funds staff and expenses for the Manager's Office including organizational development funds and some office equipment. Human Resources funds staff and expenses for managing the personnel and benefit functions of the organization. The FY2021 budget reflects an overall increase of$60,058 or 6.02% from FY2020. This is net change comprised of an increase of$74,108 or 10.03% in Compensation due to step increases and cost-of-living adjustments, combined with a net decrease of$(14,050) or (5.43)% in Expenses, primarily due to removing a one-time cost for a Property & Liability insurance consultant. Department Initiatives: 1. Continue to support the Diversity Advisory Task Force in coordination with the School department. 2. Initiate implementation protocol for hate crime activities in coordination with the School department. 3. Work to support the high-performance culture in the organization by providing directed team building to the newly constituted Senior Management Team. 4. Develop new revenue sources to support the budget, particularly the capital budget, by looking at stormwater revenue and sidewalk betterments. 5. Continue the initiative to develop organizational sustainability by passing on institutional knowledge, engaging mid-level managers in organization decision-making and selecting and training qualified individuals. 6. 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. Program Improvement Request Division Comp. Expenses Benefits Total Part-Time Municipal Assistant Human Resources $30,918 $ $ 448 $ 31,366 Total 2Q0 key Request 0,g'1 - $ 44 $� �13 366 8200 - Town Manager 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $163,674 $268,565 $429,613 $4897 671 $607 058 13.98% Enterprise Funds (Indirect) $467419 $49,724 $511406 $517406 $0 % Available Funds Rentals* 1$4949770 $4597760 $516,800 $5167800 $0 % Total •200 Town Manager r • • r • r •19 r ' • r • • • / 17 7FY20A 18 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary ctuall Actual Appropriation Request Increase Increase Compensation $573,033 $6467908 $738,984 $8137092 $747108 10.03% Expenses $131,830 $1317141 $258,835 $2447785 $(14,050) (5.43)% Total 8200 Town Manager r 1 • • r • 1 $997,819 r ' • r • / 1 • • 1 I 17 FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8210 Organizational Dir. &Admin. $483,211 $5437435 $7231534 $7737279 $497745 6.88% Total 8220 Human Resources $2211 652 $2347 614 $2741 285 $2847 598 $10,313 3.76% Total •200 Town Manager r • • r • r •19 r ' • r • 1 • • I 17 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $573,033 $646,908 $738,984 $8137092 $747108 10.03% Overtime $0 $0 $0 $0 $0 % Personal Services $573,033 $646,908 $738,984 $8137092 $747108 10.03 Contractual Services $1079381 $1087878 $224,600 $2037300 $(21,300) (9.48)% Utilities $0 $37 $0 $0 $0 % Supplies $147269 $20,193 $141735 $217985 $73250 49.20% Small Capital $10,180 $25033 $197500 $19,500 $0 % Expenses $131,830 $131,141 $258,835 $244,785 $(14,050) (5.43)7o Total •200 Town • i r • • r • r •19 r • r • • • *Rentals are comprised of rental receipts from the Waldorf School, Bertucci's Italian Restaurant, LexFarm and Peet's Coffee&Tea sidewalk rentals,cell tower lease revenue and the sublease of Kline Hall to LexMedia. Budget Summary - Salary Adjustment (8230) FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy j$171,759 j$483,030 j $936,981 j $4087 732 j $(528,24 j(56.38)% Total 8230 Salary r • r • r• • • • r •,732 r • 24 • • FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase [Total 8230 Salary Adjustment 1$171,759 1$483,03OF $936,981 f $4087732 1 $(528724 (56.38)% Total 8230 Salary r • r • r• • • • r •,732 r •,24 • • 8200 - Town Manager 2 � Town of Lexington ryJ ! FY2021 Budget Development PPIL 19 Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Town Manager 1 1 1 1 Deputy Town Manager* 1 1 1 1 Public Information Officer** 1 1 1 Sustainability Director*** 1 1 Office Manager/Special 1 1 1 1 Events Coordinator Management Fellow/Analyst 1 1 1 1 Hearing Officers*** 0.12 0.12 0.12 0.12 Human Resources Director 1 1 1 1 Human Resources Associate 1 1 1 1 Benefits Coordinator 1 1 1 1 Total FTE 7.12 8.12 9.12 9.12 Total Full/Part Time 7 FT/ 2 PT 18 FT/ 2 PT 19 FT/ 2 PT 19 FT/ 2 PT *The title of Assistant Town Manager was changed to Deputy Town Manager in September 2020. **A Public Information Officer was funded in FY2019 in response to a goal established by the Board of Selectmen to improve communications and information-sharing with residents. ***A Sustainability Director was funded in FY2020 in response to a goal established by the Board of Selectmen to identify grant opportunities for sustainability initiatives. ****Two 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) 8200 - Town Manager 3 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8210 Organizational Direction and Administration Budget Description: Overall, the recommended FY2021 budget reflects a $49,745 or 6.88% increase from FY2020. This is due to an increase of $63,795 or 10.79% in Compensation due to step increases and cost-of-living adjustments, as well as the full-year costs of the Sustainability Director. Expenses are decreasing by $(14,050) or (10.62)%. This is a net change due to removing one-time costs of$25,000 for a consultant who is overseeing the analysis and rebidding of the Town's Property & Liability Insurance contract in FY2020, offset by increases to a variety of other items to reflect actual spending levels. Organizational Direction and Administration funds staff and expenses for all functions of the Town Manager's Office except Human Resources. Administration includes the day-to-day oversight for all general government departments, town-wide staff training and professional development, risk management for municipal and school departments, special projects and website content coordination. The Manager's Office also implements all decisions of the Board of Selectmen and Town Meeting, and provides staff support to various Town committees. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent EObjct Description Actual Actual Restated Request Increase Increase 511000 Regular Wages $4167959 $497,237 $5677841 $6317548 $63,707 11.22% 514000 Other Compensation $131123 $17078 $191000 $197000 $0 % 511010 Part-Time Wages $37150 $37161 $4,393 $47481 $881 2.00% Subtotal Compensation $433,232 $501,476 $591,234 $655,029 $63,795 10.79% 520000 Contract Services $11362 $1,927 $23500 $2,500 % 538080 Printing & Forms $3,050 $1,558 $600 $2,000 13400 233.33% 530000 Professional Services $4,240 $150 $431000 $187000 (25,000) (58.14)% 572000 Mileage $11153 $1,696 $1,200 $11500 300 25.00% 530060 Prof Dev&Training $87755 $5,910 $451500 $441000 (1,500) (3.30)% 571000 Travel $47 776 $6741 $33 500 $7,000 3500 100.00% 530040 Sem./Workshops/Conf. $31504 $2,803 $53000 $51000 % 558000 Supplies $71 531 $9,957 $53 000 $10,000 53000 100.00% 542000 Office Supplies $2,410 $4,215 $3,000 $4,250 13250 41.67% 573000 Membership/Dues $31018 $4537 $3500 $47500 11000 28.57% 585020 Small Equipment $0 $0 $53000 $51000 % 542040 Office Equipment $107180 $2,033 $141500 $141500 % Subtotal Expenses $49,9 79 $41,959 $132,300 $118,250 $(14,050 (10.62)% Total 8210 Organizational Dir. &Admin. $483)211 $5435435 $7235534 $773,279 $49,745 6.88% 8200 - Town Manager 4 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8200 Town Manager Element: 8220 Human Resources Budget Description: The requested FY2021 budget reflects an increase of$10,313 or 3.76% from FY2020. Compensation increases by $10,313 or 6.98%. Expenses are level-funded. Professional Services will remain level-funded due to anticipated assessment centers, which are used to evaluate candidates for promotion. The Town Manager's Office through the Human Resources function is responsible for managing personnel administration, benefits administration, collective bargaining agreements, workers compensation and unemployment benefits. Contract negotiations have concluded for the Police Superiors Association, IAFF Local 1491 Fire Department, SEI U Local 888 Crossing Guards, Lexington Municipal Managers'Association, and Lexington Municipal Employees'Association through fiscal year 2022; Local 1703 Building Custodians, Lexington Police Association, and AFSCME Public Safety Dispatchers through fiscal year 2021; and Cary Memorial Library Staff Association through fiscal year 2020. As of publication, AFSCME Local 1703 Public Works are currently in negotiations. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $138,730 $145,432 $1475 750 $158,063 $10,313 6.98% 511010 Part-Time Wages $15071 $0 $0 $0 $0 % Subtotal Compensation $139,801 $145,432 $147,750 $158,063 $10,313 6.98% 538080 Printing & Forms $285 $519 $500 $500 % 530000 Professional Services $11,338 $14,205 $30,000 $30,000 % 530030 Legal Services $68,094 $71,602 $851000 $85,000 % 538010 Advertising $86 $94 $11500 $17500 % 572000 Mileage $(87) $261 $300 $300 % 530060 Prof Dev&Training $300 $0 $31000 $3,000 % 571000 Travel $126 $328 $11 500 $1,500 % 530040 Sem./Workshops/Conf. $399 $689 $1,500 $1,500 % 558000 Supplies $0 $151 $735 $735 % 542000 Office Supplies $712 $536 $750 $750 % 573000 1 Membership/Dues $598 $797 $11750 $17750 % Subtotal Expenses $81,851 $89,182 $126,535 $126,535 $0 Total 8220 Human Resources $221,652 $234,614 $2749285 $284,598 $10,313 3.76% 8200 - Town Manager 5 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 1 of 1 Department: Town Manager Program: 8000 General Government Element; 8220 Human Resources Accounting Dept : 11152001 Supplemental Title: Part-Time Administrative Assistant Purpose:Use this farm to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FUN IING, Object Object (one-Time Cost Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $301918 $30,918 $0 Benefits $0 $448 Expenses $0 $0 $0 $0 $0 TOTAL $0 $309918 $319366 PURPOSE /DESCRIPTION OF REQUEST This request would provide a part-time(19 hours per week)administrative assistant for the Human Resources Department and relinquish to the Finance Department the number of hours allocated to HR from the administrative assistant position currently shared by Finance, HR and the CPC. Both Human Resources and Finance have experienced a significant increase in the amount of paperwork that needs to be processed. Alhtough we currently share an administrative assistant,this person is not available to either of our departments on a regular basis due to the varying needs of each department.Creating a new part-time position would free up the current administrative assistant's HR hours and allow Finance to restructure their department to meet their current needs,giving both departments a definitive number of hours on a weekly basis. SERVICE IMPLICATION The new position would function as the back up to our Benefits Coordinator(a task assigned to the current administrative assistant)as well as act as a recruiting specialist. As a recruiting specialist,this person would be responsible for posting all open positions as well as for receiving,distributing and following up on applications. This work is currently done by the Human Resources Associate and,due to the large volume of work within the department,is something that often gets minimal attention. With a designated individual responsible for the postings,we would be able to better focus and expand our recruitment efforts with the intent to reach more diverse populations. L:\2021 Budget\Program Improvement Requests\8200 Town Manager\TMO-FY2021 Part-Time Admin Asst for HR 11/21/2019 � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Restoration of Mar aret Lad of Lexin ton Paintin Date: 05-Sep-19 Project ID Number: 7 Revision Date: Submitted By: Kelly Axtell Department: Town Manager Priority 0 First Year Submission? V Phone#: 781-698-4543 E-mail kaxtell lexin tonma. ov Description of Project: Description of Project The Town of Lexington is seeking CPA funding to restore the historic Margaret Lady of Lexington painting located inside the Cary Memorial Building.The painting is in fair-poor condition, both aesthetically and structurally. The project would require the Town to hire a conservator to restore the painting to its original state.The painting would be transported in a climate controlled vehicle to the conservator s studio in Somerville, Massachusetts,where the conservator will complete the restoration process. In addition to the restoration of the painting,the frame is in poor condition and will also be restored by the conservator. Justification/Benefit: The Lexington Historical Commission voted on Wednesday, February 20,2019 to recognize the Margaret Lady Lexington painting as a historic resource.The restoration of the painting will not only protect and prolong the life of the painting, but it underscores the Town- s commitment to preserving Lexington- s rich history and its historic resources. Impact if not completed: If funding for the restoration is not secured,the painting will gradually endure paint loss,tears,and a weakening canvas and frame. Timeframe: Replace. Freq: The projected timeline for the restoration of the Margaret Lady of Lexington painting would be January 2021 - June 0 Years 2021. If the project is approved,funding would not be available until July,2020.The conservator is available to start work on the painting in January. Stakeholders: The Town, residents,Community Preservation Committee,and Lexington Historical Commission. Operating Budget Impact: N/A Cost Analysis: Funding Source: 0 Levy (j) CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 1 087 2021 2022 2023 2024 2025 Totals 0 Open space Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��1 17"'��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer $9,000 $0 �� $0 $0 $0 $%000 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing ��...............................��r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: ��ir'l� �� Equipment $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency i $0 $0 $0 $0 $0 iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii U Maint.Cycle Totals CPA Amt.Req. $9,000 $0 TF $0F so 0 Years Basis of Cost Projection: 11/25/2019 12:04:41 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Restoration of Mar aret Lad of Lexin ton Paintin Date: 05-Sep-19 Project ID Number: 7 Revision Date: Submitted By: Kelly Axtell Department: Town Manager Priority 0 First Year Submission? W Phone#: 781-698-4543 E-mail kaxtell lexin tonm !! ov The total project cost is consistent with the Condition Report/Treatment Proposal completed by Elizabeth Leto-Fulton, Fine Art Paintings Conservator on April 28,2019. 11/25/2019 12:04:41 PM rc„ mrr,a✓,,, IMU%YWmwNHGririMlvwuwu wowm,www9NWNY%Y6YIYF/FL^wm�MlWuuu�AYf n:u � rv�poil, lYlJlmry� A n� a n � m w � ro, ,w w w~"" r 0 lie v wow PP.��.�I� �� '4w� �� »o�«n .4r�M�,. kill ,�, 4 1 Po"u d k w�,�,�yxi-.�.�rvW�.um„�� ,o,��x.,k.........n�n�� ,m.;,��rmwnnmwnw» wr�w� ....ri w,x�,��,.ro',��rv.,�.mm��a� ro4 %�uPP "4 9f6 nIlk Qi y u o0 r , 0 E 1 I 'wM r I k� I r J 1 r 1 j Q ao � All ,I dVw V r s W. fi }r wk4 . w I I 4 V APRIL � 00 '00 i u 0 Town mmittees Requested Budget Fiscal 2021 Submitted Katharine Labrecque, Management Analyst Board e ectmen Presentation December 4 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees 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 is expected to increase overall by $1,689 or 2.71%. This a net change, which reflects a decrease in funding for the Arts Council, offset by a $2,000 increase for the biennial Dance Around the World event, and a $1,057 or 2.5% increase in supplies for the Town Celebrations Committee for increasing costs for Patriot's Day. Authorized Staffing: Beginning in FY2011 the Financial Committees' appropriation includes funds for a part-time recording secretary. This person is responsible for taking minutes for the Appropriation and Capital Expenditures Committees. Program Improvement Request Division Comp. Expenses Benefits Total Two-Way Business Radios Town Celebrations $ $ 25010 $ $ 25010 Total 8300 by F eq`uesf — ,010' $ - 25010 8300 - Town Committees 1 FY2017 FY2018 FY2019 FY2020 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy 1 $21,801 1 $5114921 $62,411 $64 7100 1 $1,6891 2.71% Total 11 Town Committees : 1 . .4 11 . : • 2.71% 7FY20A 18 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary ctuall Actual Appropriation Request Increase Increase Compensation $5,909 $53275 $6,630 $6,762 $132 1.99% Expenses $15,892 $46,217 $55,781 $57,338 $13557 2.79% Total 8300 Town Committees • 1 $51 • $62,411 'i • 100 'i • • • ' 7FY20A 18 FY2019 FY2020 FY2021 Dollar Percent Program Summary ctuall Actual Appropriation Request Increase Increase Total 8310 Financial Committees $6,309 $53667 $81130 $8,262 $132 1.62% Total 8320 Misc. Boards &Committees $51067 $13877 $121000 $10,500 $(17500) (12.50)% Total 8330 Town Celebrations $101425 1 $43,948 $427281 1 $457338 $33057 7.23% Total1 1 Town Committees : 1 • • 64 1 1 . : • 2.71% 7FY20A 18 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary ctuall Actual Appropriation Request Increase Increase Salaries &Wages $57909 $55275 $67630 $67762 $132 1.99% Overtime $0 $0 $0 $0 $0 % Personal Services $5,909 $5,275 $6,630 $6,762 $132 1.99 Contractual Services $27795 $1,867 $117500 $10,000 $(17500) (13.04)% Utilities $0 $0 $0 $0 $0 % Supplies $131097 $447350 $447281 $477338 $3,057 6.90% Small Capital $0 $0 $0 $0 $0 % Expenses $15,892 $46,217 $55,781 $57,338 $1,557 2.79%] Total 8300 Town Committees $217801 'r • $629411 'r • 1 1 'r • • • ' 8300 - Town Committees 2 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8310 Financial Committees Budget Description: The Town of Lexington has several committees that monitor the Town's finances and provide recommendations to Town Meeting. Two of these committees are the Appropriation Committee and the Capital Expenditures Committee. Appropriation Committee: The Appropriation Committee is a nine-member board appointed by the Town Moderator. Members are appointed to three-year overlapping terms. The Committee's charge is to evaluate fiscal policies and priorities set by the Board of Selectmen for Town Meeting. The Committee advises Town Meeting members and the Board of Selectmen on financial proposals, analyzes operating budget proposals, makes fiscal projections, and reviews funding for proposed capital improvements. In addition, the Committee's approval is required to use reserve funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details). In addition to its statutory responsibilities, the Committee has been involved in promoting a clear and accurate presentation of financial information to members of Town Meeting. The committee also encourages the timely distribution of financial information to Town Meeting members and other decision makers. They are responsible for maintaining relationships with regional and statewide organizations devoted to exploring solutions to municipal finance and budgeting problems. Capital Expenditures Committee: The Capital Expenditures Committee consists of no less than five members and no more than seven members. Members are appointed by the Town Moderator to three-year overlapping terms. The Capital Expenditures Committee makes recommendations to Town Meeting and the Board of Selectmen concerning capital expenditures requests from town boards and departments that may be required within the ensuing 5 year period. The Committee considers the relative need, timing, and cost of these projects; the adequacy thereof; and the effect these expenditures might have on the financial position of the town. Prior to each annual Town Meeting, the Committee prepares, publishes, and distributes a report of its recommendations as to the projects to be undertaken within the 5 year period and the approximate dates when each should be started. This budget request funds the production of both the Appropriation Committee and Capital Expenditure Committee reports to Town Meeting and attendance at an annual finance committee conference. 8300 - Town Committees 3 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Objec t Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wages $57909 $5,275 $65630 $65762 $132 1.99% Subtotal Compensation $5,909 $5,275 $6,630 $6,762 $132 1.99 520000 Contract Services $0 $0 $0 $0 % 538080 Printing & Forms $0 $47 $1,000 $17000 % 558000 Supplies $0 $0 $0 % 573000 Membership/Dues $400 $345 $500 $500 % Subtotal Expenses $400 $392 $1,500 $1,500 $0 Total 8310 Financial Committees $67309 $55667 $87130 $87262 $132 1.62% 8300 - Town Committees 4 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8320 Misc. Boards & Committees Budget Description: The Miscellaneous Boards and Committees element funds expenses of boards and committees not individually supported through departmental operating budgets. The Arts Council was initially funded in FY2019 via a PIR for $6,900, which was subsequently increased to $7,500 in FY2020. After conversations with the Council, a total budget of$6,000 is being proposed in FY2021 which should be sufficient to fund state matching grants and a small number of other activities. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $0 $710 $7,500 $6,000 $(11500) (20.00)% 538080 Printing & Forms $749 $17110 $3,000 $3,000 $0 % 530000 Professional Services $2,046 $0 $0 $0 % 558000 Supplies $2,272 $57 $15 500 $1,500 $0 % 573000 Membership/Dues $0 $0 $0 $0 % Subtotal Expenses $5,067 $1,877 $12,000 $10,500 $(1,500) (12.50)% Total 8320 Misc. Boards&Committees $55067 $1,877 $12,000 $10,500 $(11500) (12.50)% 8300 - Town Committees 5 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8300 Town Committees Element: 8330 Public Celebrations Budget Description: The Town holds public celebrations for Patriots' Day, Veterans' Day, and Memorial Day. There are two parades held on Patriots' Day, one on Veterans' Day, and one on Memorial Day. The Public Celebrations Committee, a volunteer body of ten members appointed by the Board of Selectmen, plans these celebrations. The Public Celebrations Committee oversees a reenactment of the Battle of Lexington on the Lexington Battle Green on Patriots' Day. The reenactment attracts well over 12,000 spectators each year and is nationally recognized for its historical authenticity. The multi-cultural Dance Around the World event (bi- annual) is also organized by the Town Celebrations Committee. The Celebrations Committee also directs and coordinates numerous other Patriots' Day activities, including a Youth of Lexington Sunrise Parade from East Lexington to the Battle Green, a five-mile run sponsored by the Lions Club, the reenactment of Paul Revere's arrival in Lexington from Boston, and an afternoon parade. Town funding accounts for only a portion of the total cost of these celebrations. Expenses are increasing by $3,057 or 7.23% from FY2020. This reflects $2,000 for the biennial Dance Around the World event which was not held in FY2020, and an increase of 2.5% or $1,057 to reflect the rising costs of supplies. Miscellaneous other costs are covered through citizen contributions, corporate sponsors and private donations. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent FObict Description Actual Actual Appropriation Request Increase Increase 558000 JSupplies 1 $10,425 $4359481 $42,2811 $45,338 1 33057 7.23% Subtotal Expenses $10,425 $43,948 $42,281 $45,338 $3,057 7.23% Total 8330 Public Celebrations $10,425 $439948 $42,281 $45,338 $3,057 7.23% 8300 - Town Committees 6 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 1 of 1 Department: Town Committees(Town Celebrations Committee) Program: 8300-Town Committees Element; 8330-Town Celebrations Accounting Dept Supplemental Title: I Two-Way Business Radios Purpose:Use this farm to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FUN IN , Object Object One-Time Cast Ongoing Annual Cost TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 54500 Small Equipment $21010 $2,010 $0 $0 $0 TOTAL $29010 $0 $29010 PURPOSE /DESCRIPTION OF REQUEST The Town Celebrations Committee is requesting funding for the purchase of ten Two-Way Business Radios to be used for coordination at outdoor town celebration events. The Patriots' Day Parade,Memorial Day Parade and Ceremonies, and the Veterans Day Parade and Ceremonies are the events that will primarily benefit from the improved coordination. The intended radios are rugged and weather resistant and could be used by other town committees for indoor or outdoor event coordination upon request. The radios include a long-lasting rechargeable battery and require no additional costs for regular maintenance or use. SERVICE IMPLICATION The purchase of these radios will improve service and event coordination by advancing emergency response and transportation for elderly and less mobile event participants, such as Parade Marshall's and veterans. In addition,these radios will also allow volunteers to accommodate large crowds at events, arrange logistics and water resupply for ceremony participants,react to sudden changes in weather,and address parking for visitors. L:\2021 Budget\Program Improvement Requests\8300 Town Committees\FY2021 Submissions\FY2021 Radios—Celebrations Commitee PIR 11/12/2019 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o 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 Municipal 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 Municipal or School Department employment. The Town self-insures for this expense. • Workers' Compensation: The medical costs incurred by Municipal 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. FY2021 Board of Selectmen Budget Hearings December 4, 2019 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o Budget Recommendations: The FY2021 recommended All Funds Employee Benefits and Insurance budget is $37,986,727. This is a $1,324,181 or 3.61% increase from the FY2020 budget. The recommended budget includes the benefits costs (health, dental, life, Medicare and workers'compensation) for all municipal and school staff and retirees as of November 1, 2019. Changes Include: 1. A $280,000, or 4.37% increase in Contributory Retirement based on a funding schedule included in the January 1, 2018 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 $390 or 2.55% increase in Non-Contributory Retirement costs for employees receiving pensions awarded prior to the creation of the Contributory Retirement system. 3. A $76,600 or 4.01% increase in the Town's contribution for the Medicare Tax based on FY2019 actual costs, projected FY2020 and FY2021 salaries and wages, new school and municipal positions, and historical rates of increase in this item. 4. A $980,044 or 3.78% increase in health insurance costs (General Fund). The FY2021 budget is based on an increase of 5.0% in health insurance premiums across all plans and the projected addition of eighty (80) 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). 5. A $19,509 or 1.75% increase in dental insurance costs (General Fund) based on an estimated increase in premium rates of 4.0% for FY2021. 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 FY2021. 8. A $(12,346) or -1.39% decrease in workers'compensation costs to a total of $875,000. As of June 30, 2019, this continuing appropriation account had a total balance of $1,526,030. Staff recommend essentially level-funding the appropriation for FY2021 while undertaking an analysis to determine the target fund balance in order to ensure that the Town has sufficient reserves for this self-funded expense, and anticipate that further adjustments will be made in FY2022. FY2021 Board of Selectmen Budget Hearings December 4, 2019 2 Program: Shared Expenses 2100 Employee Benefits & Insurance T wn f Lexington, MA o o Budget Summary - General Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $ 30,497,939 $31,365,303 $ 35,799,204 $ 37,143,127 $1,343,923 3.75% Transfers from Enterprise Funds to General Fund(Indirects) $ 660,175 $ 680,751 $ 708,643 $ 708,643 $ - -% PEG Access Special Revenue Fund $ - $ 4,665 $ 4,976 $ 5,250 $ 274 5.51 Total11 Employee . 1 1 36,512,823 . 1 1 .. • Appropriation Summary(General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Compensation $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ 7,743 8.53% Expenses $ 31,079,514 1$31,967,0074[$ 36,422,024 $ 37,758,478 1$1,336,457417 3.67% Level-Service Requests(General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Total 2110 Contributory Retirement $ 5,697,982 $ 5,940,077 $ 6,4051537 $ 61685,537 $ 280,000 4.37% Total 2120 Non-Contributory Retirement $ 14,647 $ 15,067 $ 15,276 $ 15,666 $ 390 2.55% Subtotal-Retirement $ 5,712,629 $ 5,955,144 $ 6,420,813 $ 6,701,203 $ 280,390 4.37 Total 2130 Medicare $ 11677,101 $ 11759,333 $ 11911,073 $ 11987,673 $ 76,600 4.01 Total 2130 Health Insurance $ 21,949,687 $22,585,970 $ 25,951,569 $ 26,931,613 $ 980,044 3.78% Total 2130 Dental Insurance $ 1,003,179 $ 1,038,157 $ 1,117,022 $ 1,136,531 $ 19,509 1.75% Total 2130 Life Insurance $ 21,126 $ 201208 $ 251000 $ 25,000 $ - - Subtotal-Health/Life Benefits $24,651,093 $25,403,668 $ 29,004,664 $30,080,817 $1,076,153 3.71 % Total 2140 Unemployment $ 181,840 $ 137,751 $ 200,000 $ 200,000 $ - - Total 2150 Workers Compensation* $ 612,552 $ 554,157 $ 887,346 $ 875,000 $ (12,346) -1.39% Subtotal-Other Employee Benefits $ 794,392 $ 691,908 $ 1,087,346 $ 1,075,000 $ (12,346) -1.14 Object Code Summary(General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries&Wages $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ 7,743 8.53% Overtime $ - $ - $ - - Personal Services $ 78,600 $ 83,715 $ 90,799 $ 98,542 $ 71743 8.53% Contractual Services $ 31,079,514 $31,967,004 $ 36,422,024 $ 371758,478 $1,336,454 3.67% Utilities $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - - Expenses $31,079,514 $31,967,004 $ 36,422,024 $37,758,478 $1,336,454 3.67 Total11 Employee . 1 1719 $ 361512r823 $ 37,857,020 $lf344,197 3.68% FY2021 Board of Selectmen Budget Hearings December 4, 2019 3 History of GIC Rate Changes Rate Changes- Rate Changes- Count- Avg.Town FY18-19 FY19-20 Nov. 1,2019 Cost Ind. Family Ind. Family Ind. Family FY2020 Fallon Community Health Plan Direct Care 2.1% 6.9% 6.1% 6.4% 27 13 $ 91613 Fallon Community Health Plan Select Care 3.9% 4.9% 6.0% 6.3% 13 11 $ 14,389 Harvard Pilgrim Independence Plan 0.3% -0.1% 7.6% 8.1% 116 195 $ 18 J 3 6 Harvard Pilgrim Primary Choice -2.8% 1.0% 7.1% 7.7% 111 118 $ 12,439 Health New England 0.5% -3.9% 3.6% 3.8% 0 0 $ - NHP Care (Neighborhood Health Plan) 4.8% 1.9% 11.5% 12.1% 30 34 $ 121793 Tufts Health Plan Navigator 2.0% 1.9% 0.6% 0.6% 143 276 $ 15,588 Tufts Health Plan Spirit 2.0% 1.8% 0.3% 0.3% 50 33 $ 91438 UniCareState Indemnity Plan/Basic with CIC 1.9% -3.6% 2.6% 2.7% 35 28 $ 1604 UniCareState Indemnity Plan/Comm. Choice -3.5% -1.0% 3.1% 3.3% 33 37 $ 91842 UniCareState Indemnity Plan/PLUS 0.4% -0.1% 0.0% 0.0% 42 57 $ 131366 Overall Average Increase 1.0% 0.9% 4.4% 4.7% 600 802 Lexington Actual Increase(enrollment-based) 3.67% 19402 $ 149570 +� CEO N C� M M 00 M O M 00 � O N � � M O 00 M - Nt L M ti M O LO O � N O O .. 00 .. .. .. .. � .. Cp .. .. O O O ti N o0 • U CD d� CM 00 N Lo d7 N ':I- � � � {f} - T- 0) V- V- CY) CY) m cei O O O N 00 LO LO C';) LO O C M O Oco d7 U U O O 00 I` O � M O O � N � M � O � O � � � O O � ti 00 O C0 I` 07 M N 00 Co N ., p LO M LO ., Z � Z 00 O 00 N 00 I` C� ' � N I` � � � C� M � O O CD ' N 00 O O 00 I` >O co Co 00 CYO N � 00 C� p LO M Z � Z P*� V- CM OU") LO V ti CD O 00 I` LO M d) O LO 00 O O M > � ti LO O M O O LO CD I` M C� .. p LO MLr) Z � Z CD 0) CY) 0) LOC� (p ' CN 0 CD C� 00 M M O It O p O ' ti M N >O CD M qql- M N M >O LO M 00 Lo C) Z � Z LO � d7 O ' V- CO I` M 00 N 00 M N � p � ' � � O CD N O >O ti M � � � � � M M � M p LO M ~ � � Z � Z 4-0 O p — E a) cn O m U O o � U U m U Ca a) >, N Lu CO E 0 o a) a) a) 3: L) ._ (D a) a) a) m a) ca 0 U) z a) o -0 U) a) a) L- Z = U o U U cn cn 2200 Property & Liability Insurance Program: Shared ExpensesTown of Lexington, MA Mission: To provide and manage a comprehensive property and liability management program for all property and equipment in the Town. Budget Overview: 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 Deputy Town Manager's salary is charged to this line-item in recognition of the ongoing support provided. Budget Recommendations: The FY2021 overall recommendation for Property and Liability Insurance is $1,095,000, which represents a decrease of$(37,304) or (3.29)% from the FY2020 appropriation. 1. A $(37,304) or (4.23)% net decrease in the costs of property and liability insurance based on an estimated increase in premiums of 5%. Actual premium increases for the Fire Station, new Hastings School and Lexington Children's Place were less than projected for FY2020. 2. No funding increase in the budget for uninsured losses. The balance in this continuing balance account as of June 30, 2019, is $1,061,382. FY2021 Board of Selectmen Budget Hearings December 4, 2019 6 Program: Shared Expenses 2200 Property & LiabilityInsurance T wn f Lexington, MA o o Budget Summary Funding Sources FY2018 FY2019 FY2020 FY2021 Dollar Percent Actual Actual Estimate Projected Increase Increase Tax Levy $ 787,374 $ 813,790 $ 1,100,191 $1,062,887 $ (37,304) (3.39)% Transfers from Enterprise Funds to General Fund (Indirects) $ 31,718 $ 31,327 $ 32,113 $ 32,113 $ - - Total 2200 Property&Liability $ • • 1• rr • $ 1 $ 1• 111 rr 1 • 1 1 Insurance Appropriation Summary FY2018 FY2019 FY2020 FY2021 Dollar Percent Actual Actual Appropriation Request Increase Increase Compensation $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ 2,529 7.99 % Expenses $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ (39,833) (3.62)% Total 2200 Property&Liability $ • • /• rr • $ 1 $ 1• 111 rr 1 • 1 1 Insurance Level-Service Requests FY2018 FY2019 FY2020 FY2021 Dollar Percent Actual Actual Appropriation Request Increase Increase Total 2210 Property&Liability $ 712,531 $ 732,786 $ 882,304 $ 845,000 $ (37,304) (4.23)% Insurance Total 2220 Uninsured Losses $ 106,561 $ 112,332 $ 250,000 $ 250,000 1$ - - Total 11 Property ♦ Liability $ • • 1• $ • $ 1 $ 1• 111 rr 1 I • 1 1 Insurance Object Code Summary FY2018 FY2019 FY2020 FY2021 Dollar Percent Actual Actual Appropriation Request Increase Increase Salaries&Wages $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ 2,529 7.99 % Overtime $ - $ - $ - $ - $ - - Compensation $ 29,412 $ 32,641 $ 31,659 $ 34,188 $ 21529 7.99 Contractual Services $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ (39,833) (3.62)% Utilities $ - $ - $ - $ - $ - - Supplies $ - $ - $ - $ - $ - - Small Capital $ - $ - $ - $ - $ - - Expenses $ 789,680 $ 812,477 $ 1,100,645 $1,060,812 $ (39,833) Total 11 Property ♦ Liability $ • 1• $ $ 1 $ 1• 111 $ 1 I • I 1 Insurance FY2021 Board of Selectmen Budget Hearings December 4, 2019 7 AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Fire Department PRESENTER:TER• ITEM S NUMBER: C hie f Derek S enc ab augh I.2 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Fire Department. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will p rep are the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/4/2019 9:45 a.m. ATTACHMENTS: Description Type :,jre� j,,.)a.°0 �n ��,este� �=udget Via` ��,�1 Bac-111r)Material rc„ mrr,a✓,,, IMU%YWmwNHGririMlvwuwu wowm,www9NWNY%Y6YIYF/FL^wm�MlWuuu�AYf n:u � rv�poil, lYlJlmry� A n� a n � m w � ro, ,w w w~"" r 0 lie v wow PP.��.�I� �� '4w� �� »o�«n .4r�M�,. kill ,�, 4 1 Po"u d k w�,�,�yxi-.�.�rvW�.um„�� ,o,��x.,k.........n�n�� ,m.;,��rmwnnmwnw» wr�w� ....ri w,x�,��,.ro',��rv.,�.mm��a� ro4 %�uPP "4 9f6 nIlk Qi y u o0 r , 0 E 1 I 'wM r I k� I r J 1 r 1 j Q ao � All ,I dVw V r s W. fi }r wk4 . w I I 4 V APRIL � 00 '00 i u Fire Department Requested Budget Fiscal 2021 Submitted Derek SFire Chief Board e ectmen Presentation December 4 2019 { } Town of Lexington . ......... ............. FY2021 Budget Development PIL d1� Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Mission: The mission of the Lexington Fire Department is to protect the lives and property of the community from emergencies involving fire, medical, hazardous materials and environmental causes. This mission is achieved through public information, code management, and emergency response. Budget Overview: The FY2021 budget for the Lexington Fire Department is $7,502,972 which is a $446,200 or 6.32% increase from FY2020. Compensation is increasing by $403,875, or 6.31%, which is attributed to contractually obligated cost of living adjustments and step increases from the recently settled contract. Expenses are increasing by $42,325, or 6.46%, which is a net change from removing some one-time costs, and adding funds for costs associated with the new Fire Station and replacement of a command vehicle. The Fire Department is comprised of the following divisions: Administration, Fire Prevention, Fire Suppression, Emergency Medical Services, and Emergency Management. • The Administrative function is responsible for all policies and procedures, training, inventory, and the day-to-day operations of the fire department, as well as accounts payable and receivables and payroll. • The Fire Prevention Bureau is responsible for fire code enforcement activities, public education, plan reviews, permit applications and approvals, flammable and combustible liquid storage approval, as well as blasting regulatory enforcement. • The Fire Suppression Division is staffed 24/7, operating out of two stations and responds to all calls for assistance in the community. These calls range from fire suppression, motor vehicle accidents, EMS support calls, hazardous materials responses, and vehicle extractions as well as any water related incidents. • The Emergency Medical Services Division operates along with the Fire Suppression Division, staffing two ambulances at the Advanced Life Support Level. 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. • Continued work on new fire headquarters. 4200 - Fire Department 1 Program Improvement Requests Division Comp. Expenses Benefits Total Lexipol Policy and Procedure Fire Administration $ $ 293000 $ $ 29,000 Management Program Pickup with Forestry Pump Fire Suppression $ $ 443000 $ $ 44,000 All Terrain Vehicle Fire Suppression $ $ 30,000 $ $ 30,000 Total 4200 by Request $ - 103,000 $ - $10 000 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $5,5407436 $574667384 $53628,097 $63074,297 $446,200 7.93% Fees & Charges Ambulance Fees $17354,252 $173787482 $1,340,000 $13340,000 $0 % Fire Department Fees $43725 $347050 $431675 $43,675 $0 % Licenses & Permits 1 $41,040 $60,380 $45,0001 $45,000 $0 % Total4200 - •,979,453 • • $79056,7721 I I • 11 • 1 7FY2018 IFY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $6,493,751 $69307,031 $6,401,415 $63805,290 $403,875 6.31% Expenses $485,702 $632,264 $6553357 $6973682 $42,325 6.46% Total4200 $6,9795453 $6,939,295 $79056,7721 • I I • 1 1 • 1 7FY2,018 IFY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 4210 Fire Administration $439,316 $5381955 $4827974 $5587017 $757043 15.54% Total 4220 Fire Prevention $2241468 $2021477 $221,101 $2347549 $137448 6.08% Total 4320 Fire Suppression $61148,255 $67003,261 $6,1571197 $635031406 $3461209 5.62% Total 4240 Emergency Medical $163,237 $190,540 $189,500 $201,000 $11,500 6.07% Services Total 4250 Emergency $47177 $4,063 $6,000 $63000 $0 % Management Total4200 ' - 69791453 $6,939,296 $7,056,7721 I I . 1 1 7FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $4,925,088 $4,961,724 $53491,415 $53895,290 $403,875 7.35% Prior Year Retro Payments $2211160 $0 $0 $0 $0 % Overtime $1,347,503 $19345,307 $910,000 $910,000 $0 % Personal Services $6,493,751 $6,307,031 $6,401,415 $61 805,290 $403,875 6.31 Contractual Services $274,317 $269,309 $294,300 $311,300 $17,000 5.78% Utilities $43,568 $56,779 $54,057 $63,189 $9,132 16.89% Supplies $155,677 $224,570 $276,000 $213,685 $(62,315) (22.58)% Small Capital $129140 $81,606 $319000 $1099508 $789508 253.25% Expenses $485,702 $632,264 $655,357 $697,682 1 $42Y3251 6.46 Total4200 Fire & Rescue • • • I • • • • 1 • 1 • I I • 11 • 1 4200 - Fire Department 2 �. � of L wn o FY2021 Budget Development PIT Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Fire Chief 1 1 1 1 Assistant Fire Chief 2 2 2 2 Office Manager 1 1 1 1 Fire Inspector 1 1 1 1 Fire Captains 4 4 4 4 Fire Lieutenants 12 12 12 12 Firefighters/Paramedics* 42 44 44 44 Fire Prevention Assistant 0.86 0.86 0.86 0.86 FTE Total 63.86 j 65.86 j 65.86 j 65.86 Full-Time/Part-time Total 63FT/1 PT I 65FT/1 PT I 65FT/1 PT I 65FT/1 PT *The FY2019 budget included funding for 2 new Firefighter/Paramedics to allow for 24/7 staffing of two ambulances. 4200 - Fire Department 3 �. � w M own of W 711 FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4210 Fire Administration Budget Description: The main function of this area involves planning, organizing and evaluating department services and oversight of the operations. Managing the Dispatch Center is shared with the Police. Labor negotiations, personnel management, and command of forces at major emergency incidents are other functions of this budgetary component. The Fire Chief, Assistant Chief for Training, Office Manager and part-time clerk are assigned to this category. FY2021 Requests: The Fire Administration budget for FY2021 reflects an overall increase of $75,043 or 15.54%, which is comprised of a $(8,097) or (2.01)% decrease in compensation due to staff turnover, and an increase of$83,140 or 104.77% for expenses attributed to implementation of an ongoing replacement schedule for department vehicles, an adjustment in professional development costs, and the projected increase in gasoline costs for FY2021. 4200 - Fire Department 4 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $3375269 $3415542 $3305603 $3275983 $(27620) (0.79)% 514000 Other Compensation $0 $0 $195804 $9,417 $(107387) (52.45)% 514050 ECl/Quinn $0 $0 $1,250 $2,850 $1,600 128.00% 514060 Holiday Pay $0 $0 $65321 $69365 $44 0.70% 511010 Part-Time Wages 1 $40,950 1 $43,8731 $45,639 L $48,905 1 $3,266 7.16%::] Subtotal Compensation $378,219 $385,415 $403,617 $395,520 $(8,097) (2.01)% 520000 Contract Services $35118 $21234 $3,200 $37200 $0 % 538080 Printing & Forms $658 $11 603 $1,500 $1,500 $0 % 524020 Facility Service & Repair $51 744 $51 306 $5,000 $52 000 $0 % 524030 Equip. Service & Repair $0 $773 $1,000 $12000 $0 % 538050 Drug &Alcohol Testing $504 $786 $25000 $27000 $0 % 527030 Lease Agreements $25 731 $2,564 $2,800 $2,800 $0 % 530060 Prof Dev&Training $643 $2,666 $1,000 $17000 $0 % 571000 Travel $15 839 $424 $2,000 $27 500 $500 25.00% 530040 Sem./Workshops/Conf. $575 $0 $1,500 $22000 $500 33.33% 534020 Telephone $11109 $11052 $1,500 $12500 $0 % 534030 Mobile Devices $45021 $35822 $6,500 $6,500 $0 % 531030 Gasoline/Diesel $325848 $445917 $43,557 $52,689 $97132 20.97% 542000 Office Supplies $15 986 $2,646 $2,500 $2,500 573000 Membership/Dues $45166 $4,999 $4,300 $47300 $0 % 558010 Clothing & Safety Equipment $15155 $51078 $1,000 $17000 $0 % 542040 Office Equipment $0 $0 $0 $0 $0 % 1585030 Vehicles $0 $74,670 $0 1 $73,008 $73,008 % Subtotal Expenses $61,09 7 $153,540 $79,35 7 $162,49 7 $83,140 104.77% Total 4210 Fire Administration $43%316 $5389955 $482,974 $5587017 $75,043 15.54% 4200 - Fire Department 5 �. � Town of L l, W 71 FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4220 Fire Prevention Budget Description: The FY2021 Fire Prevention budget reflects an overall increase of $13,448 or 6.08%, which is comprised of an increase in compensation of$12,648, or 5.97% due to contractually obligated step increases, and an increase in expenses of$800, or 8.70% due to a new lease for a photo copier at the new fire station. This division ensures that the Town is complying with state and federal laws and regulations pertaining to fire and hazardous materials code enforcement. Specifically cited are Massachusetts General Laws Chapter 148 and 527 CMR. An Assistant Chief and Fire Prevention Inspector principally function in this area. New building construction and renovations are checked for fire code compliance and new fire protection systems are acceptance tested. Other services provided are Permits required by the state to be issued for the sale of homes, flammable liquids and gases underground and above ground tanks, oil burning equipment and storage and blasting. Routine inspection and conduct of fire drills in schools, clinics, theaters, day care centers, multi family structures, commercial and industrial buildings are performed according to state regulations. In many cases, the on duty emergency forces must assist the Fire Prevention staff with these routine duties. 4200 - Fire Department 6 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $201,522 $1875 496 $1795 211 $191,569 $127 358 6.90% 513000 Overtime $211 $0 $0 $0 $0 % 514050 ECl/Quinn $0 $0 $57700 $47350 $(19350) (23.68)% 514060 Holiday Pay $45425 $47602 $10,639 $11,274 $635 5.97% 514070 HazMat $0 $0 $17495 $17976 $481 32.17% 514080 EMT Stipends $0 $0 $14,771 $157295 $524 3.55% 514140 Clothing Allowance $85 $85 $85 $85 $0 % 514100 Stipends $0 $0 $0 $0 $0 % Subtotal Compensation $206,243 $192,183 $211,901 $224,549 $12,648 5.9 7% 538080 Printing & Forms $88 $0 $500 $500 $0 1 % 527030 Lease Agreements $125387 $57179 $0 $800 $800 % 530040 Sem./Workshops/Conf. $420 $90 $1,500 $17500 $0 % 558000 Supplies $17 565 $27 053 $4,000 $47 000 $0 % 573000 Membership/Dues $27386 $27100 $17200 $17200 $0 % 558010 Clothing&Safety Equipment $17379 $871 $17000 $17000 $0 % 15850201 Small Equipment $0 $0 $17000 $17000 $0 % Subtotal Expenses $18,225 $10,293 $9,200 $10,000 $800 8.70% Total 4220 Fire Prevention $224,468 $202,476 $221,101 $234,549 $139448 6.08% 4200 - Fire Department 7 �. � Town of L l, W 71 FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4230 Fire Suppression Budget Description: The FY2021 Fire Suppression budget reflects an overall increase of $346,209 or 5.62%; compensation increases by $399,324 or 6.90%, due to contractually obligated step increases and cost of living adjustments; and expenses decrease by $(53,115) or (14.31)%, due to the removal of a one-time investment in turnout gear of$85,000, offset by resetting the annual replacement of uniforms and turn-out gear from 12 to 15 complete sets. The Fire Department provides 24-hour fire and life safety protective services in suppression, emergency medicine, technical rescue, hazardous materials incident mitigation, fire prevention and educational services, and emergency management in natural and man-made disasters. The Department operates out of two fire stations to accomplish this goal and deliver safety services as quickly as possible in this configuration. The vast variety of skills that today's firefighters must possess to handle the traditional hazards of the job also now includes those homeland security functions added after September 11, 2001. Training is a constant and is difficult to accomplish on-duty due to the high volume of emergency calls and mandatory state- required fire prevention inspections. Attendance at outside fire and EMS academies and training schools is necessary for our personnel to stay current with today's technologies and strategies to mitigate the hazards we face each day. 4200 - Fire Department 8 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $4,123,420 $4,1625953 $35813,301 $4,1347281 $3207980 8.42% 513000 Overtime $1,347,292 $1,345,307 $910,000 $9105 000 $0 % 514050 ECl/Quinn $0 $0 $741250 $717550 $(23700) (3.64)% 514060 Holiday Pay $2141442 $2173178 $240,901 $260,779 $19,878 8.25% 514070 HazMat $0 $0 $767266 $103,357 $27,091 35.52% 514080 EMT Stipends $0 $0 $540,995 $5747762 $33,767 6.24% 514090 Longevity $0 $0 $50,400 $477150 $(3)250) (6.45)% 514115 Prior Year Retro Payments $2215160 $0 $0 $0 $0 % 514140 Clothing Allowance $23975 $3,995 $5,100 $57100 $0 % 514100 Stipends $0 $0 $74,684 $78,242 $33558 4.76% Subtotal Compensation $5,909,289 $5,729,433 $5,785,89 7 $6,185,221 $399,324 6.90% 520000 Contract Services $7,895 $0 $10,000 $10,000 $0 % 524030 Equip. Service & Repair $100,789 $110,902 $1005000 $110,000 $10,000 10.00% 572000 Mileage $75021 $23787 $39800 $3,000 $(800) (21.05)% 530060 Prof Dev&Training $23498 $13695 $15,000 $15,000 $0 % 534060 Comm. & Network Supp. $20,403 $11,863 $329500 $32,500 $0 % 558000 Supplies $34,950 $55,499 $379000 $37,000 $0 % 558010 Clothing & Safety Equipment $48,465 $81,910 $147,000 $829685 $(643315) (43.75)% 545010 Chemicals&Cleaning Supplies $4,805 $5,742 $6,000 $8,000 $2,000 33.33% 1585020 Small Equipment 1 $1211401 $3,430 $2090001 $20,000 $0 % Subtotal Expenses $238,966 $273,828 $371,300 $318,185 $(53,115) (14.31)% Total 4230 Fire Suppression $6,148,255 $6,003,261 $6,1575197 $6,503,406 $346,209 5.62% 4200 - Fire Department 9 �. � Town of L l, W 71 FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4240 Emergency Medical Services Budget Description: The Fire Department provides 24-hour advanced life support emergency medical transport services (EMS) with two ambulances and a third mechanical back-up unit, staffed with 36 Paramedics assigned to our four working groups, insure that the community receives quality medical services. Approximately 500 times annually we have both of our ambulances simultaneously transporting patients to hospitals, and last year required the assistance of mutual aid ambulances 100 times. Providing EMS now compromises 65% of the department's emergency services. The department is committed to providing quality service to our customers; on an annual basis we exceed the minimum required training set by the State. The FY2021 EMS expense budget is increasing by $11,500 or 6.07% from the FY2020 budget, due to a change in the continuing education format for our paramedics to be certified, as well as the replacement of two camera-assist laryngoscopes for the ambulances. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 514000 Other Compensation $0 $0 $0 $0 $0 1513000 1 Overtime $0 $0 $0 $0 $0 L--% I Subtotal Compensation $0 $0 $0 $0 $0 520000 Contract Services $877810 $921848 $901000 $907000 $0 % 530060 Prof Dev&Training $157017 $231526 $151000 $217000 $6,000 40.00% 534030 Mobile Devices $57590 $6,988 $2,500 $27500 $0 % 558000 Supplies $517355 $59,443 $681000 $68,000 $0 % 573000 Membership/Dues $37465 $41230 $41000 $47000 $0 % 585020 Small Equipment $0 $3,506 $101000 $157500 $5,500 55.00% Subtotal Expenses $163,23 7 $190,541 $189,500 $201,000 $11,500 6.07 Total 4240 Emergency Medical $163,237 $190,541 $189,500 $201,000 $11,500 6.07% Services 4200 - Fire Department 10 �. � Town of L l, W 71 FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4200 Fire Department Element: 4250 Emergency Management Budget Description: The Fire Chief, appointed as the Town's Emergency Manager, administers the Emergency Management budget. All man made and natural disasters that occur in the community can trigger activation of the Town's Emergency Plan and put into motion a coordinated effort by public and private entities to mitigate the result and after effects of such a calamity. State aid through the Massachusetts Emergency Management Agency and the federal government through FEMA can bring other resources to bear. During a declared emergency funds may become available to reimburse some of Lexington's expenses. The primary expense is for contractual services which funds Verizon communication lines for emergency management. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $4,177 $4,063 $4,500 $4,500 538080 Printing & Forms $0 $0 $1,500 $1,500 % Subtotal Expenses $4,177 $4,063 $6,000 $6,000 $0 Total 4250 Emergency Management $49177 $49063 $69000 $6,000 $0 4200 - Fire Department 11 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 1 of 3 Department: Lexington Fire Department Program: 4200 Fire Department Element; 4210 Administration Accounting Dept Supplemental Title: Lexipol Policy and Procedure Management Program Purpose:Use this farm to spell out your request for additional personnel and/or programs.we will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FU DII G, Object Object Cane-Time Cost Ongoing Annual Cast TOTAL Code Description (FY2021Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 520000 Contractual Services $201000 $900 $29,000 $0 $0 $0 TOTAL $209000 $99000 $299000 PURPOSE /DESCRIPTION OF REQUEST This request is to review,revamp,and rewrite the policies and procedures of the Lexington Fire Department. Even though the fire department does a great job doing all that it is asked to do,the policies and procedures are in need of a thorough review and update. Many area towns, statewide have reached out to Lexipol for this service with great feedback. They review all department and town policies that pertain to the fire department,make recommendations based on law and best practice. This service allows for electronic review, dissemination and implementation.All polices and procedures are built to the towns department size and needs. This is not a one size fits all approach.After getting the policies and procedures updated they maintain,review,train and reissue the policies going forward.As laws and regulations change in the state the updates are made for accuracy. SERVICE IMPLICATION Failure to have current and up to date polices and procedures can create unsafe work practices,no set expectations and leave the department and town open to liability. L:\2021 Budget\Program Improvement Requests\4200 Fire-EMS\FY2021 PIR Submisions\FY2021 PIR Lexipol 11/21/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority: 2 of 3 Department: Lexington Fire Department Program: 4200 Fire Department Element: 4230 Fire Suppression Accounting Dept Supplemental Title: Pickup with Forestry Pump Replacement Purpose;Use this form to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQLTE TE1 PROGRAM IMPROVE MENT FUNT�►IN Object Object One-Time Cast Ongoing Annual Cost TOTAL Code Description. (FY2021 Only) (FY2021 1&Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 585030 vehicles $451524 $459524 $0 $0 $0 TOTAL $459524 $0 $459524 PURPOSE (DESCRIPTION OF REQUEST UEST The use of pickup truck for the Fire Department is multipurpose. Since there is a Forestry Pump installed,it provides maneuverabilty and coverage different from the standard equipment. The amount of conservation land and trails such as the bike path used by the members of the community is vast. Some of these areas are remote and cause access issues for both medical and fire situations. Additionally,the pickup has a plow attachment which the department uses to clear snow from its facilities to maintain access during and after a storm. The radio used for emergency communication will also be updated with this vehicle. SERVICE IMPLICATION The current pickup is 2001 Ford F-350. It has rusted out in several places and is in general disrepair. The department has put a growing amount into maintenance and repairs. It will be difficult to extend its life further. LA2021 Budget\Program Improvement Requests\4200 Fire-EMS\FY2021 PIR Submisions\FY2021 PIR Fire F-1 Pick-up 11/25/2019 � M M � O M U w o N O � N w M O ^� N ' � W w � O N M M O M U N N N O o0 N U W w rO O � N � w O O N N w N � � M �I (V N 00 O t U � U U w 00 00 N � N N - w 00 O d1 M Np "O O U O ONp _� N c� 3 OO O O o0 -� C O O U ONO O N w N M U � 00 00 ONO IZt N N N w N 00 O N O 00ca N 00 � M O 69 f q ff} b9 U � ,� N 00 M '~ 00 O O N -- 1 d > OO M d N O CIA U N 69 ct ,-4 cl N 69 6f3 b9 bq N � � Q A 00 V) 00 00 N vl � •� O � N l� N y N l 00 u r- a�Qn w �/ N M N U y N FBI 69 f!j b94-1 64 59 59 69 59 .� f-s 00 O N O M A.I 00 o 00 --i 00 M 00 O M O O N o p w 00 ci 00 t N N O — p con ^ p N w �" •^" U N U U U N /-� N U O NCA u O eq NWwWWWN �+ F- w U U W U N U W.U U ua w 4Li U U w W W W W w II � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ -Sep-1 11Project Name. Ambulance Replacement nt Date. 15 Project ID Number: Revision Date: p- 7 5 - e Submitted By: Derek Sencabaugh Department: Fire Priority 1 First Year Submission? Phone#: 781-698-4701 E-mail dsencabau h lexin tonma. ov Description of Project: Replace our mechanical back up ambulance.Our ambulance replacement program tries to rotate our ambulance every 3 years.The new vehicle runs as the primary ambulance,then moves to the secondary position,and finally to mechanical back up status.At the end of this 9 year rotation the vehicle has over 150,000 tough miles on it, and completes more than 9k medical transports.This is the usual replacement program for the ambulance. Justification/Benefit: The ambulance mechanical systems are suffering more frequent breakdowns due to the hard usage that it receives. As an emergency medical transport vehicle,we cannot allow it to breakdown while transporting a patient to a medical control facility.This is a routine replacement of the vehicle after 9 years service. History has shown us that with the amount of use these vehicles get, keeping them for a longer period of time greatly increases maintenance and repair costs. Impact if not completed: Patient care will be compromised by the vehicle breaking down on the highway en route to a medical control facility. Timeframe: Replace. Freq: Specification development from May through July, using MAPC bid.Order vehicle at beginning of fiscal year. 9 Years Stakeholders: Fire Department and citizens of Lexington Operating Budget Impact: Negative impact on repair budget. Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request CPA Purpose 735 2021 2022 2023 2024 2025 Totals Open Space rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr 0 Recreation Site Acquisition $0 $0 $0 $0 $0 $0 ��ir'11� �� Design/Engineer " $0 $0 $0 $0 $0 ( Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $325,000 $0 $0 $325,000 $0 $6507000 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 $0 $0 Totals $325,00 dd ............... ... .. .. .. ........................0 $6507000 Maint.Cycle CPA Amt.Req. $0 $0 $0IF r$0 so 0 Years Basis of Cost Projection: vendor projection, MAPC Bid Purchase,The updated budget pricing from the vendor is a reflection of the tariffs that are currently in place. 11/25/2019 12:01:23 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ -Au g17Project Name. Replace 2004 Pumper Date: Project ID Number: 1052 Revision Date: Submitted By: D.Sencabaugh Department: Fire Priority 0 First Year Submission? V Phone#: 781-698-4701 E-mail dsencabau h lexin tonma. ov Description of Project: To replace the department's 2004 reserve pumper truck. Justification/Benefit: The NFPA recommends a 20 year life span for fire pumpers,ten years running as a front line truck,and ten years as a reserve.This recommendation does not take into account the harsh New England winters, nor the call volume of the given piece of equipment.The 2004 pumper saw extensive front line use when we had mechanical issues with a previous pump,which caused additional wear and tear to this piece. Impact if not completed: The reliability of the pumper will diminish further and maintenance/repair cost will continue to escalate. Timeframe: Replace. Freq: Purchase through MAPC bid process,approximately 8 months from contract. 20 Years Stakeholders: Firefighters, Citizen's of Lexington Operating Budget Impact: Will reduce our annual repair costs Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request SPA Purpose 1052 2021 2022 2023 2024 2025 Totals 0 P Open space ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��ir'11� ��r�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $0 $0 $0 $0 $0 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 1 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $0 $0 $625,000 $0 $0 $625,000 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� ��t» ��,�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency $0 $0 $0 $0 $0 Totals $0 $0 $625,000 $0 $0 $6259000 Maint.Cycle CPA Amt.Req. $0 $0 $0 0 0 0 Years Basis of Cost Projection: Estimated cost on manufacturer recommendations. 11/25/2019 12:01:23 PM AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Police Department PRESENTER: ITEM NUMBER: Chief Mark Corr; Captain Michael McLean; Captain John Mazerall I.3 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Police Department. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will p rep are the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/4/2019 10:15 a.m. ATTACHMENTS: Description Type rc„ mrr,a✓,,, IMU%YWmwNHGririMlvwuwu wowm,www9NWNY%Y6YIYF/FL^wm�MlWuuu�AYf n:u � rv�poil, lYlJlmry� A n� a n � m w � ro, ,w w w~"" r 0 lie v wow PP.��.�I� �� '4w� �� »o�«n .4r�M�,. kill ,�, 4 1 Po"u d k w�,�,�yxi-.�.�rvW�.um„�� ,o,��x.,k.........n�n�� ,m.;,��rmwnnmwnw» wr�w� ....ri w,x�,��,.ro',��rv.,�.mm��a� ro4 %�uPP "4 9f6 nIlk Qi y u o0 r , 0 E 1 I 'wM r I k� I r J 1 r 1 j Q ao � All ,I dVw V r s W. fi }r wk4 . w I I 4 V APRIL � 00 '00 i u Police Department Requested Budget Fiscal 2021 Submitted Mark C Chief of Police Board e ectmen Presentation December 4 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Mission: The Lexington Police Department is committed to providing quality public safety service, working with the community to enhance the quality of life in Lexington. A team of dedicated police officers, detectives, dispatchers and support staff effectively intervene in emergencies, promote traffic safety, suppress crime, reduce fear and deliver important services to the community through a variety of prevention, problem solving and law enforcement programs. Budget Overview: The FY2021 Police Department level-service request of$8,089,201 reflects a $522,171 or 6.90% increase (compensation increased $471,730 or 7.08% and expenses increased $50,441 or 5.55%) from the FY2020 budget. The FY2021 requested police budget provides for the continuation of level service that in FY2019 met 13,092 calls for service with 542 crimes investigated. The current Police 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. 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 FY2019 we received $105,780 in grant awards (including State 911 support and training funds [$93,780] and the Commonwealth's Traffic Safety Education grant [$12,000]). The Police Department is currently funded for 50 police officers. At the time this budget was submitted, all collective bargaining units in the department are under agreement with the Town of Lexington through at least 2021. The Police Department has liaisons with or staff assigned or appointed to the Transportation Safety Group, Human Rights Committee, Police Manual Committee and the Town Celebrations Committee. Due to the availability of police statistics and overlapping areas of interest, the Police Department frequently contributes to the 20/20 Vision Committee, Safe Routes to School, School Committee, Minuteman Regional High School, Energy Conservation Committee, Lexington Center Committee, Bicycle Advisory Committee, Human Services Committee, Development Review Team, and the Lexington Youth Commission. 4100 - Law Enforcement 1 Police Department 12-18 Month Goals: 1) Continue to identify and schedule training to meet the needs of the community and develop the large percentage of newer officers in the department. This will continue to be a goal for the foreseeable future as the Department anticipates the hiring of at least 8 new officers in 2019-2020 in our goal to meet full-staffing. 2) Continue to support and work with the town to obtain funding to construct a new police station at our current location. Continue to explore the numerous funding opportunities on the State, Regional and Federal levels for improvements to the Hartwell Avenue outdoor firing range. 3) With the anticipated retirement of the Chief in the summer of 2022, and two members of the command staff in 2019-2020, establish a succession plan which includes a more formalized and consistent executive development program that will continue to develop future leaders from within the Department. Program Improvement Requests Division Comp. Expenses Benefits Total Lead Dispatcher Dispatch $ 69,115 $ $ 15,700 $ 845815 Executive Development Program Police Administration $ $ 91950 $ $ 95950 Patrol Officer-Traffic Enforcement Patrol & Enforcement $ 755942 $ $ 15,799 $ 915741 Total 4100 by Request 145,057 9s950 $ 31,499 180 508 4100 - Law Enforcement 2 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $712181191 $7,2171531 $679081630 $7,4741801 $566,171 8.20% Fees & Charges Fees $1101 793 $105 3447 $971 500 $971 500 $0 % Fines & Forfeitures $2081 800 $1893 845 $2461 000 $202,000 $(44)000) (17.89)% Licenses & Permits $2,925 $3,075 $2,800 $2,800 $0 % Parking Meter Fund* $340)1001 $340,100 $312,100 $312,100 $0 % Total 4100 Law Enforcement .81 . 1 • 1 1 $8708%201 $5221171 • 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $6,9941261 $619331132 $6,6581382 $711303112 $4711730 7.08% Expenses $886,548 $9223866 $908,648 $9593089 $50,441 5.55% Total 4100 Law Enforcement • . 1 • 1 • 1 1 $8,089,201 • 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 4110 Police Administration $119581766 $118171207 $1,539,951 $1,760,509 $220,558 14.32% Total 4120 Patrol & Enforcement $3,873,320 $318311915 $3,7321323 $319171734 $1851411 4.97% Total 4130 Traffic Bureau $4371660 $4803068 $4581232 $4733896 $15,664 3.42% Total 4140 Investigations $758,415 $836,157 $895,698 $955,920 $607222 6.72% Total 4150 Dispatch $646,880 $662,809 $725,679 $741,801 $16,122 2.22% Total 4160 Animal Control $611 002 $621 663 $651 818 $671 008 $17190 1.81% Total 4170 Crossing Guards 1 $1441766 $165,178 $1491329 $172,333 $23,004 15.40% Total 4100 Law Enforcement : : 1 : 1 • • • . 1 1 $8,0897201 . • 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $5,035,295 $5,385,922 $57793,832 $6,204,516 $410,684 7.09% Prior Year Retro Payments $7321441 $198,167 $0 $0 $0 % Overtime $11 226,525 $1,349,042 $8641 550 $925596 $617 046 7.06% Personal Services $67 994,261 $6,9331131 $6,658,382 $7,130,112 $471,730 7.08% Contractual Services $3991320 $3603386 $3851230 $395,900 $107670 2.77% Utilities $981980 $1213887 $1081703 $125,919 $177216 15.84% Supplies $185,616 $212,304 $183,321 $198,381 $157060 8.22% Small Capital $202,632 $228,289 $231,394 $238,889 $77495 3.24% Expenses $886,548 1 $922,866 $908,648 $959,089 1 $50Y44T 5.55% Total 4100 Law Enforcement : : 1 : 1 • $77855997 $7,567,030 $8,0897201 . • 1 *The Parking Meter Fund revenue reflects transfers from the Fund to the General Fund rather than actual revenue from parking permits, Depot Square lot fees,and meter revenue. 4100 - Law Enforcement 3 Town of Lexington ryJ ! FY2021 Budget Development PPIL 1Y I Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Chief 1 1 1 1 Captain of Operations 1 1 1 1 Captain of Administration 1 1 1 1 Administrative Sergeant 1 1 1 1 Lieutenants (Patrol) 4 4 4 4 Sergeants (Patrol) 5 5 5 5 Police Officers 29 29 29 29 Lieutenant (Detective) 1 1 1 1 Sergeant (Detective-Prosecutor) 1 1 1 1 Detectives; Major Case 3 3 3 3 Family Services Detective 1 1 1 1 School Resource Officer 1 1 1 1 Community Resource Officer 1 1 1 1 Cadets - 6 part-time 2.04 3.06 3.06 3.06 Parking Enforcement Officer 1 1 1 1 Dispatcher 9 9 9 9 Office Manager 1 1 1 1 Traffic Bureau Supervisor 1 1 1 1 Department Assistant 1 1 1 1 Department Account Assistant 1 1 1 1 Mechanic 1 1 1 1 Animal Control - 1 part-time Parking Lot Attendants - 8 part-time 2.81 2.81 2.81 2.81 Crossing Guards - 17 part-time 3.48 3.69 3.69 3.69 FTE Total 73.33 74.56 74.56 74.56 50 Officers 50 Officers 50 Officers 50 Officers FT- PT Total 65 FT/29 PT 65 FT/32 PT 65 FT/32 PT 65 FT/32 PT Overall staff changes from FY2018 to FY2021: FY2019 -Authorized cadet strength increased from 4 to 6 (18 hours per week) FY2019 - 17th Crossing Guard position added; funded by Facilities for FY2019 & FY2020 4100 - Law Enforcement 4 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4110 Police Administration Budget Description: The Chief and two Captains serve the community and employees by overseeing administrative and operational functions including: budget, planning and research, training, records, information systems, fleet and equipment, purchasing, union affairs, policy, special events, personnel, traffic, parking, performance measurement, communications, patrol, investigation, special services and programming. Each of the four patrol Lieutenants leads a team of patrol officers, dispatchers and sergeants, providing 24/7 policing services. An administrative Sergeant tends to the accreditation program as well as detail and event planning. An office manager and a department clerk provide critical support through records management, accounting and statistical reports, payroll, public information, billing, scheduling and database applications. Six police cadets work on a part-time basis in various operational and administrative support functions. One mechanic is responsible for the transportation and fleet needs of the department including purchasing, equipping, maintaining, repairing and replacing vehicles and other specialized equipment. FY2021 Requests: Wages reflect pay increases for non-represented staff and reflects a collective bargaining settlement with IBPO 501 (Superior Officers). The increase in the personnel expenses for Administration, including night differential, stipends, Educational Career Incentive/Quinn and holiday pay, reflects the changes due to the collective bargaining agreement between the town and IBPO 501. Gasoline increasing $1,580 anticipates higher fuel costs under a regional consortium. The Department's membership and subscription services increased $1,700, including $1,300 for C4RJ (the department's restorative justice partner) and $400 for the Massachusetts Police Accreditation Commission. Supplies reflects a transfer of $3,600 from Office Supplies to better reflect where funds are spent. Office Supplies was further adjusted to capture $2,000 in copy paper that had previously been funded by the Comptroller's Office. 4100 - Law Enforcement 5 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $15199,187 $1,2465167 $9715938 $171037707 $1317769 13.56% 514000 Night Differential $23,707 $265 754 $24,862 $367 850 $117 988 48.22% 514115 Prior Year Retro Payments $2955281 $108,297 $0 $0 $0 % 513000 Overtime $3035 993 $285,010 $176,350 $202,802 $26 7452 15.00% 514050 E C I/Quinn $0 $0 $1695 682 $196,586 $267 904 15.86% 514060 Holiday Pay $40,453 $435669 $41,300 $497239 $77939 19.22% 511010 Part-Time Wages $35,040 $415573 $845618 $877844 $37226 3.81% 514100 Stipends $0 $0 $800 $77800 $77000 875.00% Subtotal Compensation $1,89 7,661 $1,751,4 70 31Y469Y550 $1,684,828 $215,278 14.65% 520000 Contract Services $91220 $81590 $95024 $97024 $0 % 538080 Printing & Forms $15571 $84 $15500 $17500 $0 % 572000 Mileage $484 $525 $500 $500 $0 % 542020 Postage & Mailing $66 $194 $500 $500 $0 % 530060 Prof Dev&Training $977 $11935 $15900 $17900 $0 % 571000 Travel $11152 $41 955 $47 931 $47 931 $0 % 530040 Sem./Workshops/Conf. $225 $732 $17000 $17000 $0 % 534020 Telephone $155491 $147980 $16,116 $167116 $0 % 534030 Mobile Devices $55700 $2,600 $65000 $67000 $0 % 531030 Gasoline/Diesel $45854 $71289 $65130 $77710 $17580 25.77% 558000 Supplies $65932 $71008 $3,400 $77000 $37600 105.88% 542000 Office Supplies $25310 $11690 $6,000 $47400 $(1,600) (26.67)% 573000 Membership/Dues $71228 $81333 $87200 $97900 $17700 20.73% 558010 Clothing &Safety Equipment $41895 $61822 $57200 $57200 $0 % Subtotal Expenses $61,105 $65,737 $70,401 $75,681 $5,280 7.50% Total 4110 Police Administration $1,958,766 $178177207 $1,53%951 $11760,509 $220,558 14.32% 4100 - Law Enforcement 6 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4120 Patrol & Enforcement Budget Description: The patrol division consists of 34 officers; there are 29 patrol officers and 5 Sergeants. They provide a wide variety of front-line services 24/7 that include: intervening in emergencies, promoting traffic safety, suppressing crime and responding to a multitude of service needs within the community. The patrol division uses a deployment plan that divides the Town into four sectors and assigns one officer to each. In FY2019, Patrol responded to 13,092 calls for service including 542 reported crimes. Many incidents require more than one officer to respond, such as car crashes, domestic disturbances and arrest situations. FY2021 Requests: The wage increases reflect a contractual settlement with the Lexington Police Association (Patrol Officers and Detectives) and IBPO 501 (Superior Officers). Software Communication and network costs increased $5,703 due to an upgrade to our dispatch radio consoles. A$960 increase in the Mobile Devices line item represents an upgrade to the air cards for the cruiser's laptop systems. Gasoline increase of$11,589 anticipates higher fuel costs under a regional consortium agreement. Membership and dues increased $500 reflecting the Plymouth County bid system and a service contract for the department's E bike. An increase of$6,200 for clothing and safety equipment represents the need to uniform and equip the anticipated 8 new officers in the near future. Small Equipment reflects a net increase of$2,395; $5,000 for replacement of cruiser light bars was moved to Vehicles, and $6,400 was added to begin replacing two portable radios per year to ensure the department's bank of radios' current and future technological needs can be met. 4100 - Law Enforcement 7 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $212305274 $2,3771331 $212015428 $27317,215 $115,787 5.26% 514000 Night Differential $565495 $54,633 $106,242 $104,425 $(1,817) (1.71)% 514115 Prior Year Retro Payments $309,834 $43,675 $0 $0 $0 % 513000 Overtime $6849375 $768,869 $4733636 $502,054 $28,418 6.00% 514050 ECl/Quinn $0 $0 $326,566 $330,887 $47321 1.32% 514060 Holiday Pay $106,025 $1067 945 $139,311 $145,566 $67 255 4.49% Subtotal Compensation $3,387,003 $3,351,453 $3,24 7,183 $3,400,147 $152,964 4.71% 520000 Contract Services $173 553 $13,157 $181 779 $181 779 $0 % 524030 Equip. Service & Repair $203480 $153310 $191702 $191702 $0 % 572000 Mileage $13 581 $1,953 $31 000 $31 000 $0 % 530060 Prof Dev&Training $29,382 $(21095) $19,000 $19,000 $0 % 530040 Sem./Workshops/Conf. $0 $2,704 $11500 $1,500 $0 % 534040 Software Maintenance $19,650 $3,000 $61000 $61000 $0 % 534060 Comm. & Network Supp. $20,714 $14,820 $161380 $221083 $57703 34.82% 534030 Mobile Devices $95874 $13,405 $91600 $101560 $960 10.00% 531030 Gasoline/Diesel $423729 $553251 $441951 $561540 $117589 25.78% 558000 Supplies $46,691 $49,036 $40,300 $40,300 $0 % 573000 Membership/Dues $1,175 $4,275 $3,000 $3,500 $500 16.67% 558010 Clothing&Safety Equipment $49,446 $50,381 $431800 $501000 $67200 14.16% 548010 Engine Oils/Lubricants $1,437 $2,939 $21734 $2734 $0 % 548020 Vehicle Parts &Supplies $223973 $28,038 $251000 $251000 $0 % 585020 Small Equipment $213224 $303647 $331605 $361100 $27495 7.42% 585030 Vehicles $1815408 $1971 642 $1973 789 $2023 789 $5,000 2.53% Subtotal Expenses $486,317 $4803,463 $485,140 $517,587 $32,447 6.69% Total 4120 Patrol & Enforcement $3,873,320 $3,831,916 $3,732,323 $3,917,734 $185,411 4.97% 4100 - Law Enforcement 8 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4130 Traffic Bureau Budget Description: ATraffic Bureau supervisor oversees the handling of parking permits, parking enforcement, parking receipts and fine collection, traffic crash and citation data entry. The Traffic Bureau includes the Parking Enforcement Officer, one account clerk and eight (8) parking lot attendants. The parking component includes 510 parking meters, the attended lot in Lexington Center, the leased permit lots and the parking permit program. FY2021 Requests: The wage increases reflect the contractual settlements of LMEA, LMMA and non-represented employees. Lease agreements increased $387 for the Eversource and Church of Our Redeemer parking lots. Office supplies increased $1,150 to meet the needs of the Traffic Office and center parking booth. $6,000 was moved from the Equipment, Service and Repair line item to the Repairs line item to better reflect where funds are spent. Fiscal Year FY2015 FY2016 FY2017 FY2018 FY2019 Parking Meter Revenue $ 190,830 $ 241,971 $ 448,229 $ 462,443 $ 423,658 4100 - Law Enforcement 9 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1915950 $1995900 $2015885 $2145118 $12,233 6.06% 513000 Overtime $1,608 $45 749 $2,743 $29 853 $110 4.01% 1511010 Part-Time Wages 1 $76,861 $825 353 $87,343 $89,127 $1,784 2.04% Subtotal Compensation $270,419 $287,002 $291,9 71 $3065 098 $145127 4.84% 520000 Contract Services $132,348 $135,381 $112,320 $1125 320 $0 % 538080 Printing & Forms $11 301 $21 787 $65 000 $67 000 $0 % 524030 Equip. Service & Repair $45115 $81131 $1400 $87600 $(67000) (41.10)% 527030 Lease Agreements $251441 $251807 $26,841 $27,228 $387 1.44% 530060 Prof Dev&Training $0 $0 $500 $500 $0 % 558000 Supplies $21120 $111 749 $2,850 $2,850 $0 % 542000 Office Supplies $15632 $25189 $350 $1,500 $1,150 328.57% 543000 Repair Parts $0 $0 $0 $65000 $65000 % 558010 Clothing & Safety Equipment $186 $51238 $2,400 $27400 $0 % 553060 1 Tools/Lumber/Hardware $981 $1,784 $400 $400 $0 % Subtotal Expenses $167,241 $193,066 $166,261 $16 7,798 $1,537 0.92% Total 4130 Traffic Bureau $4375660 $4805068 $4585232 $4739896 $15,664 3.42% 4100 - Law Enforcement 10 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4140 Investigations/Prevention Budget Description: A Lieutenant leads a team of 1 Sergeant (Prosecutor) and 6 detectives. The Bureau Commander coordinates investigations to identify and prosecute criminals and develop public safety prevention programs. Additional responsibilities include: evidence and property control; firearms licensing; youth diversion program; coordinator/supervisor of Lexington's Domestic Violence Response (DVR); and internal investigations. Three detectives work major cases and process crime scenes including: robbery, burglary, arson, identity theft, threats and assaults. They work closely with State, Federal and regional investigators targeting criminal activity that impacts Lexington. The family services detective (FSO) investigates sexual assaults, domestic abuse and missing persons; the FSO also registers and monitors local sex offenders. The FSO is project coordinator for the Domestic Violence Response, which is a community-based partnership providing intervention, counseling and support to victims. One detective is assigned as School Resource Officer (SRO) at the Lexington High School. One detective is assigned as a Community Resource Officer to assist with crime prevention programs and assisting the public recover from crimes such as identity theft. FY2021 Requests: Wage increases reflect a contractual settlement with IBPO 501 (Detective Lieutenant and Sergeant Prosecutor) and the Lexington Police Association (Detectives). The $10,786 increase in differential pay reflects contractual increases for both night and duty differentials. Seminars and workshops increased $1,150 for additional training and seminars required of Bureau members. The new figure reflects funds spent in FY2018 and FY2019. Software expenses increased $250 for the ID machine service contract. Gasoline increase of $3,687 anticipates higher fuel costs under a regional consortium. Mobile devices decreased by 50% due to a detective no longer receiving the phone stipend. 4100 - Law Enforcement 11 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $4435297 $5795746 $6155507 $6485857 $33,350 5.42% 514000 Night Differential $111201 $155140 $19,486 $309272 $10,786 55.35% 514115 Prior Year Retro Payments $1275326 $375630 $0 $0 $0 % 513000 Overtime $89,766 $105 5188 $45,755 $489 500 $29 745 6.00% 514050 ECl/Quinn $0 $0 $1135406 $1195599 $6,193 5.46% 514060 Holiday Pay $321776 $355668 $39,579 $425240 $27661 6.72% Subtotal Compensation $704,366 $773,372 $833,733 $889,468 $55,735 6.68% 520000 Contract Services $51 662 $101 391 $125 000 $12,000 $0 524030 Equip. Service & Repair $51673 $31739 $6,000 $62000 $0 572000 Mileage $423 $890 $500 $500 $0 530060 Prof Dev&Training $15450 $35456 $2,800 $2,800 $0 530040 Sem./Workshops/Conf. $35177 $1,848 $850 $25000 $15150 135.29% 534050 Hardware Support $31500 $41125 $35875 $47125 $250 6.45% 534020 Telephone $627 $987 $600 $600 $0 % 534030 Mobile Devices $11010 $600 $1,200 $600 $(600) (50.00)% 531030 Gasoline/Diesel $81 923 $171 007 $145 303 $17,990 $3,687 25.78% 558000 Supplies $95805 $75645 $8,087 $82087 $0 % 573000 Membership/Dues $105887 $6,004 $6,250 $6,250 $0 % 1558010 Clothing & Safety Equipment 1 $25912 $65092 $55500 $5,500 1 $0 % Subtotal Expenses $54,049 $62,784 $61,965 $663,452 $4,487 7.24% Total 4140 Investigations $758,415 $836,156 $8959698 $955,920 $60,222 6.72% 4100 - Law Enforcement 12 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4150 Dispatch Budget Description: A communication center under joint authority of the fire and police chiefs is located at the police station. Nine professional civilian dispatchers direct the proper resources in response to medical, fire or police service calls. The center is also a critical information and communication link for police, public works and fire department field units and other regional public safety agencies. FY2021 Requests: The slight wage increase of$10,622 or 1.57% from FY2020 reflects contractually obligated increase for current Dispatch staff. Note: the Regular Wages budget is $37,000 lower due to offsetting funding provided by a State 911 grant. The Travel line item will cover attendance at the annual EMD Navigator Conference. Professional Development and Training increased by $3,000 due to the increased training required of the Dispatch staff. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $3979690 $369,452 $4599765 $466,533 $6,768 1.47% 514000 Night Differential $17,974 $179508 $199611 $19,852 $241 1.23% 513000 Overtime $1465 783 $185,225 $1665 066 $169,387 $3,321 2.00% 514060 Holiday Pay $205403 $20,282 $219974 $22,266 $292 1.33% 511010 Part-Time Wages $159189 $20,183 $0 $0 $0 % 514100 Stipends $0 $0 $75200 $77200 $0 % Subtotal Compensation $598,039 $612,650 $674,616 $685,238 $10,622 1.57% 520000 Contract Services $171 605 $18,816 $20,540 $207 540 $0 % 571000 Travel $0 $0 $0 $27500 $2,500 % 572000 Mileage $690 $417 $700 $700 $0 % 530060 Prof Dev&Training $51963 $5,710 $31000 $67000 $37000 100.00% 534040 Software Maintenance $41665 $4,047 $47700 $47700 $0 % 534050 Hardware Support $31007 $41650 $31660 $37660 $0 % 534060 Comm. & Network Supp. $11930 $21581 $21000 $27000 $0 % 534020 Telephone $91772 $9,767 $97803 $97803 $0 % 558000 Supplies $31663 $3,085 $11260 $1,260 $0 % 558010 Clothing & Safety Equipment $1,5461 $1,085 $51400 $57400 $0 % Subtotal Expenses $48,841 $50,158 $51,063 $56,563 $51500 10.77% Total 4150 Dispatch $646,880 $662,808 $725,679 $741,801 $169122 2.22% 4100 - Law Enforcement 13 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4160 Animal Control Budget Description: In October 2015, the Towns of Lexington and Bedford entered into an agreement to share a full-time Animal Control Officer with 70% or 27-hours per week in Lexington. The Animal Control Officer (ACO) is an employee of the Town of Bedford. The ACO will continue to work cooperatively with the Board of Health on animal-related health issues. The ACO acts as the Inspector of Animals on behalf of the Commonwealth of Massachusetts and the Board of Health. In this capacity, the ACO investigates all reports of contagious or infectious diseases affecting animals as well as the quarantine of any such animal. The ACO enforces State and Town laws regarding sanitation standards at facilities where animals are kept and regulations governing the keeping of animals such as licensing, leash law, excessive barking or biting. FY2021 Requests: Contractual Services reflects a $3,680 contractual increase with the Town of Bedford due to wage and benefit increase. The Supply line item was reduced by approximately 50% because the shelter has been fully equipped and has required less funds to maintain. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $0 $0 $0 $0 $0 511010 Part-Time Wages $0 $0 $0 $0 $0 51410o Stipends $0 $0 $0 $0 $0 Subtotal Compensation $0 $0 $0 $0 $0 520000 Contract Services $587329 $607547 $591128 $627808 $37680 6.22% 524030 Equip. Service & Repair $986 $11200 $11500 $17500 $0 % 531030 Gasoline/Diesel $0 $0 $0 $0 $0 % 558000 Supplies $17488 $779 $47990 $27500 $(27490) (49.90)% 1558010 Clothing & Safety Equipment $199 $138 $200 $200 $0 % Subtotal Expenses $61,002 $621 664 $65,818 $67,008 $1,190 1.81% Total 4160 Animal Control $61,002 $62,664 $65,818 $673008 $1,190 1.81% 4100 - Law Enforcement 14 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 4000 Public Safety Subprogram: 4100 Law Enforcement Element: 4170 Crossing Guards Budget Description: Fifteen crossing guards provide assistance to school children crossing roadways as they walk to and from school. Two additional crossing guards are assigned as floaters to fill in when a regularly assigned guard is off. The Waldorf School reimburses the Town of Lexington for providing one crossing guard on Mass. Avenue for their school calendar year. FY2021 Requests: Wage increases reflect contractual settlements, but are primarily due to the addition of a 17th crossing guard to provide a total of 3 at Hastings. For the past two years, that third crossing guard was funded via the capital project budget. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 Part-Time Wages $136,773 $148,619 $1415 329 $1645 333 $237 004 16.28% 514115 Prior Year Retro Payments $0 $85566 $0 $0 $0 % Subtotal Compensation $136,773 $157,185 $141,329 $164,333 $23,004 16.28% 558010 Clothing &Safety Equipment 1 $7,9931 $7,993 $8,000 $8)0001 —I —LO ] Subtotal Expenses $7,993 $7,993 $8,000 $81 000 $0 Total 4170 Crossing Guards $144,766 $165,178 $1499329 $1725333 $23,004 15.40% 4100 - Law Enforcement 15 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority: 1 of 3 Department: Police Department Program: 4000 Element: 4150 Accounting Dept#: 11215001 Supplemental Title: Lead Dispatcher Purpose:Use this form to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FUNDING Object Object One-Time Cost Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 511000 Reg Wages $691115 $69,115 $0 Benefits $15,700 $15,700 Expenses $0 $0 $0 $0 $0 TOTAL $0 $84,815 $84,815 PURPOSE (DESCRIPTION OF REQUEST This request is for an additional Dispatch position to serve as the Lead Dispatcher for the combined Police and Fire Dispatch Center. The center currently has 9 full time Dispatchers and 4 Per Diem Dispatchers who cover shift vacancies during the course of the year. The Dispatcher position has evolved into a complex skill set with mandated training and reporting which requires constant oversight and documentation which is reportable each year to the state and other agencies. Currently this oversight is conducted by numerous different supervisors in the Police Department. The modern Dispatch center has outgrown this system which can lead to a lack of continuity in supervising,reporting and training. The Lead Dispatcher would act as a liaison to both the Police and Fire Departments as well as all outside reportable agencies and organizations. They would be responsible for providing direction to the Dispatchers to ensure that call taking and dispatch services are performed correctly. Supervision of Dispatch personnel would still be conducted by the Commanding Officers of the shift. The anticipated salary of this position is$69,115,which will be subject to collective bargaining. A substantial portion of this proposed position's salary can be covered through the Emergency Communication Center Support and Incentive Grant which the department received$102,205 for FY 2020. The funds would be able to be used to help cover this position under Section III. Allowable Expenses sub section A. "Enhanced 911 Telecommunicator Personnel Costs-to defray the costs of salary for enhanced 911 telecommunicator personnel,including enhanced 911 telecommunicators who are emergency communications dispatchers or supervisors." SERVICE IMPLICATION Having a Lead Dispatcher would allow the department to centralize and more efficiently manage the oversight of Dispatch personnel and services which have become complex and need to meet mandated state and federal guidelines. These include assuring compliance with Priority Dispatch EMD protocols and performing quality assurance checks,coordinating certification and recertification training required by the National Academy of Emergency Dispatch,liaison with the Criminal Justice Information Services(CJIS)and administrator for State 911 reports and grants submitted through the course of the year. These duties are currently performed by a Captain and three Lieutenants. Centralizing these duties to the Lead Dispatcher would enable these upper level managers of the department to focus on activities on their shifts. This proposed position would be a Monday through Friday dayshift position and also subject to collective bargaining. This would increase the staffing to 3 dispatchers during the week and allow this position fill one of the 2 minimum staffing positions incase of a vacancy due to the use of personal time or training. In 2018,the department spent approximately$24,640 in overtime to fill day shift vacancies during this time period. We estimate that this position would save approximately 70%of this amount by having the Lead Dispatcher fill these vacancies. L:\2021 Budget\Program Improvement Requests\4100 Police\Lead Dispatcher 10/29/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority. 2 of 3 Department: Police Department Program: 4000 Element: 4110 Accounting Dept#: 11212002 Supplemental Title: Executive Development Program Purpose:Use this form to spell out your request for additional personnel and/car programs.We will work with you to tally the requests and create prioritized list. I EQUESTED PROGRAM IMPRO EMENT FUNDING, Object Object One-Time Cost Ongoing Annual Cost TOTAL Code Description (F2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 530060 Professional $9,950 $99950 Development $0 $0 $0 TOTAL $0 $99950 $9,950 PURPOSE /DESCRIPTION OF REQUEST This request is for a program improvement to send one member of the police management team per year to the Senior Management Institute for Police (SMIP)provided by the Police Executive Research Forum(PERF). A current and future goal of the Department is build our future leaders through executive development. The Department is looking to create a formalized and more consistent executive development program. SMIP is a three week intensive training program which brings together faculty from top universities, successful law enforcement executives and subject matter experts from the private sector. The program focuses on leadership and executive development with intensive training in the latest management concepts and practices used in business and government. One of the goals of the program is to give police managers the same quality of management education available to other leaders in the public and private sectors. This program, one of the most prestigious in the country, is held each summer at the Boston University School of Law. The cost of the program is$9,950 covers instruction,materials, planned events, lodging and meals throughout the program. SERVICE IMPLICATION Communities expect more from their police departments in terms of appropriate use of force,procedural justice, increased accountability and transparency. The Lexington Police Department is constantly looking for opportunities to increase the professional development of our supervisors and upper level management. With the anticipated command staff openings over the next three years, it is imperative for future leaders of the department to have the appropriate level of leadership and executive development experience that will allow them to step in and fill in management positions that become vacant to retirements and promotions. It is important for the Department to have a strong level of consistency in executive leadership training. Currently the Department utilizes numerous different programs offered intermittently over the course of the year. This results in a number of supervisors attending a number of different training programs which leads to a lack on continuity in executive development. The very nature of leadership in policing is changing. It is imperative to prepare future leaders to address the future and current challenges in policing. By sending our management team to one of the most intensive and respected law enforcement management training in the country, it will allow our supervisors to return to the Department with the industry's best practices in hand to train other members. This ultimately will translate to a more efficient command staff and enable the Department to deliver an improved level of service to the community. LA2021 Budget\Program Improvement Requests\4100 Police\Executive Development Program 11/18/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 3 of 3 Department: Police Department Program: 4000 Public Safety Element; 4120 Patrol Accounting Dept : 11210001 Supplemental Title: Patrol Officer-Traffic Enforcement Purpose:Use this farm to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FUN II G, Object Object One-Time Cast Ongoing Annual Cast TOTAL Cade Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 51110 Reg Wages $75,942 $75,942 $0 Benefits $15,799 $159799 Expenses $0 $0 $0 $0 $0 TOTAL $0 $919741 $919741 PURPOSE /DESCRIPTION OF REQUEST This request is to increase the staffing of one additional police officer for the purposes of a traffic enforcement officer. Over the past decade,the streets of Lexington have seen a large uptick in cut through traffic during the majority of the day with it peaking during commuting hours. The increasing development of residential,commercial and industrial properties in the greater Boston and Rt. 128 region paired with the widespread use of navigational apps on cell phones continue to add to the situation. Currently a day shift has four patrol units and a supervisor to respond to calls for service and be expected to be present at traffic enforcement locations during times of heavy traffic volume. Given the department handles approximately 13,000 calls for service per year(including approximately 1,000 motor vehicle crashes), and call volumes tend to be busiest during peak traffic hours,patrol units are often called away from these traffic posts to handle these calls. The Lexington Police Department would like to establish a Traffic Enforcement Officer who would be assigned to a five day workweek and cover hours of high traffic volume to specifically focus on traffic enforcement of high volume and high accident locations. This position would not be expected to handle all of the traffic enforcement duties. Other Patrol Officers would still be expected to fulfill their share when not responding to calls for service. Salary projection is for a Patrol Officer at top step with a Bachelor Degree in terms of educational benefits in the event of a lateral transfer. The funding would be adjusted after the first year based on the status of a new hire. SERVICE IMPLICATION Traffic concerns have not only become one of the most common complaints received at the police department,but also at the Town Offices and DPW. Over the past three years,the Transportation Safety Group has received approximately 330 traffic safety requests. Since the implementation of the on line submission form,these numbers have grown. Many of these complaints are concerned with speeding and require speed surveys conducted by patrol officers. Our current system can result in numerous officers,who often get pulled away fro calls for service, conducting these surveys which can lead to inconsistent or inconclusive results. Having one officer conduct traffic surveys would make the process more efficient and enable the town to make improvements faster and increase the safety on town roads. The officer would also attend the monthly TSG meetings which would enable them to understand the nature of the requests and how any decisions may affect other town departments or outside agencies. Traffic safety has become one of the department's most important community safety programs and want to give it the added attention that it has come to demand. L:\2021 Budget\Program Improvement Requests\4100 Police\Traffic Enforcement Officer 10/29/2019 � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Police Outdoor/Indoor Firin Ran e-Hartwell Avenue Date: 10-Dec-14 Project ID Number: 967 Revision Date: ct- Submitted By: Chief Mark J. Corr Department: Police Priority 0 First Year Submission? Phone#: 781-862-1212 ext 300 E-mail mcorr lexin tonma. ov Description of Project: Relocate,expand and modernize the current Lexington Police outdoor range onsite at the Hartwell Avenue Composting facility. This project was intended to proceed in tandem with a new police station after the decision was made not to incur the cost of an indoor range in the new station. The Police Department has been using a 150'x 75'area (dimensions do not include the safety embankments) since the 1970's for firearms training and qualification. The existing range can no longer support the full spectrum of training requirements due to its size and layout. The current location directly in the middle of the composting site and visibility to the public is not ideal. The Police Department wishes to relocate the firing range to another more suitable location at the composting facility,where its size could be expanded to support current firearms training requirements,and additional training and support facilities could be constructed. Justification/Benefit: Weston&Sampson recently completed a technical Feasibility Study (dated August 2019) for the proposed relocation and expansion of the firing range facility,and the study concluded that there were no"fatal flaws"associated with the project concept. The Feasibility Study identified several possible configurations and location for the new facility that would be compatible with the Town's current composting and materials processing operations,and would be technically feasible given the geotechnical, permitting and other constraints. The Feasibility Study identified preliminary program for the new firing range facility which included a 1 00'wide by 300'long firing range enclosed around the perimeter with berms and/or walls;a covered firing line and baffled ballistic superstructure over the range;and an associated range management building with integrated training rooms.The alternative and preferred design is to cover the range for sound mitigation. The training area would be a flexible space to be used for classroom training as well as lockdown/cover/egress training in a variety of environments. The fully covered,all weather range with noise mitigation which would support regional training operations,and would include a live fire training annex for simulated crisis situations. The simulated training equipment allows for officers to be exposed to thousands of scenarios to improve judgement and reaction time with the opportunity to critique and improve skills. The Town wishes to advance the proposed project to the Schematic Design phase so that the project can be described in sufficient detail to allow stakeholder review,and so that a planning level construction cost budget for the facility can be established,and to apply for grant funding from the Commonwealth of Massachusetts and the Federal Government-Homeland Security. As part of the next phase,additional studies should be conducted to supplement the finding of the Feasibility Study. Schematic Design tasks to be conducted: • Develop floor plan for range management facility and training rooms • Develop preliminary structural design criteria for foundations and superstructures • Develop architectural renderings for the range management facility including proposed exterior finishes • Identify structural/architectural design solutions and develop architectural renderings for the baffled ballistic superstructure over the firing range and for the enclosed,all weather range • Identify design requirements for the proposed bullet trap and ongoing lead management based on published best practices • Revise and refine the site plan based on site operational constraints,access requirements and further field investigations • Develop schematic designs for support utilities (water,sanitary,electric) • Develop preliminary criteria for Fire Protection, Plumbing, Mechanical and Electrical systems, including alarms, communications and other low voltage systems • Develop a planning level Opinion of Probable Construction Costs based on the results of the Schematic Design tasks • Develop a plan to relocated any affected compost site operations Additional field work studies are recommended to confirm and expand the geotechnical finding from the Feasibility Study. In addition,the preliminary noise impact assessment should be conducted to identify regulatory requirements and to evaluate likely noise impacts from the proposed facility. Impact if not completed: The indoor range at the police station is not useable for training purposes. The Town decided not to include a modern indoor firing range at the new police station due to the extensive square footage required and the significant cost of an indoor facility (approximately$800,000) . The current outdoor range at Hartwell Avenue is not long enough to adequately train with rifles and there is no means of having moving targets. The outdoor range is poorly located on the composting site given how the site has changed since the 1970's. The outdoor range is now the low point on the site and frequently floods. Firearms training is singularly one of the most important skills police officers must learn and retain. Educating officers as to when to use defense actions,particularly deadly force, is a crucial training need. Officers need to learn how to handle weapons in many different indoor and outdoor conditions;officers need to move their bodies and engage targets that move and in different lighting conditions. Shooting simulators are ideal for giving officers interactive scenarios often called"shoot,don't shoot"decision making. If this project does not proceed,the Lexington Police Department will continue to train at our current site in the current conditions. 11/25/2019 12:02:41 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Police Outdoor/Indoor Firin Ran e-Hartwell Avenue Date: 10-Dec-14 Project ID Number: 967 Revision Date: ct- Submitted By: Chief Mark J. Corr Department: Police Priority 0 First Year Submission? Phone#: 781-862-1212 ext 300 E-mail mcorr lexin tonma. ov @ Timeframe: Replace. Freq: The Police Department will continue to work through issues raised in the feasibility study,with the intention of presenting 0 Years a request for funds at a Spring 2020 Annual Town Meeting. If approved,a design with cost estimates could then be used to apply to the Commonwealth and Homeland security to help fund a regional public safety training facility. The estimated budget for the services described above is expected to be between$100,000 and$125,000,depending on the final detailed scope of services,fieldwork requirements and other related services that may be warranted. Stakeholders: The immediate stakeholders are approximately 70 full-time,Special and retired Lexington Police Officers. Lexington currently partners with Burlington,Winchester, Lincoln and the Commonwealth's Municipal Police Training Committee for training at the current range. Hartwell Avenue is a shared facility with the DPW, NERAC emergency cache site, hazardous waste collection site,residential and commercial compost drop off and a solar facility. Although there are no residential neighbors who abut this area,it will be important to address noise and safety issues. IF this site can be constructed with a superstructure and noise mitigation,so that noise does not adversely affect residential areas,then this facility could reap the benefits of being a regional public safety training site. Funding from NERAC (regional homeland security ,the Commonwealth given their investment in the Massachusetts Police Training Council,and neighboring communities could be available. IF this indoor training facility was designed as a lockdown/cover/egress[ALICE@; Run-Hide-Fight®]training facility,then we anticipate a high demand from regional colleges, hospitals,schools, businesses, Massachusetts National Guard (HQ @ Hanscom) and Hanscom AFB for this safety training. This use could generate a continuing income source. Operating Budget Impact: Currently, less than$2,000 is used annually to maintain the outdoor range. There will be added expenses associated with electrical,water and sewer costs. Maintenance of the range and the general area will also increase costs. Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request PA Purpose 967 2021 2022 2023 2024 2025 Totals p 0 Open Space ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� + rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr ��Site Acquisition $0 $0 $0 $0 $0 0 Recreation Uddiddiddidd U U Design/Engineer " $125,000 $0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing Construction $0 $0 $43900,000 $0 $0 $479007000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir'11� ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency $0 $0 $0 $0 $0 $20,000.00 Totals $125,000 $0 $4,900,000 $0 $0 $59025,000 Maint.Cycle CPA Amt.Req. 0 $0:1 F $0 I F $0 1 $0 1 Years Basis of Cost Projection: Costs for construction and equipment currently estimated by the feasibility study The recurring cost is an estimate for electrical,water and septic disposal. A regional training facility has a high likelihood of receiving grant funding. 11/25/2019 12:02:41 PM 2� a U.wi 0 zww;o Jill ou.;O< 0 j5 un C IP7--.. I z z 0'.l a v Oc ! 1,2, � 2 . , U10Z Ift Wo .j x r,-ui Po U. 0 U a 0 CL Ca 0 2, 0 Q L ON 20 70 0 uj Lu 'Tg t, U?P, sm 51, UA AI "y/1 �0 1,4 21, go '05 Y j,w� 4"",�J, 'If hO NO Ali "',A) liq j RM T- 002,00 ,>, ui 70 1 IW, ;j ypw ca R jil mw�,*Od—mn�Ajqjrv�ve�y Owl.,jr� u, 00 ................ .............. ................... r................. .............. (/........... 77 A, ------------------------ Z F- 2� ::1 6 o 0 z :-r— F—0-0 z — > =(D(9 0403 ILL F cr z z W6 z w V,8 uj 0 z z @ J—I I U. 90 z lit 0 0 CL t 0 11®R 12 41 4 1 4 C) ct, wt Ic C5 jig Q �j f 1,-u Lj wow cc W Go N (or'o CL LL,I p N, v Us CL jr, �W�WO '77 Jk��- �ig w CL ,6E RI o mo w OL uu (L < tu w I 1V EL U) wr, 6w TAW, EL lox* z 5 CL 0 0 UJ Z 0 w "RET/AKC, < o'e 31 N't ed NO "N eum woloi r RO,- J/11 4% SE d T w �,Wf 0 ;IX A 000/1 to Q, CL 1111JR/1" 0 UJ CL jL omOR < 10- 'o, �,x op fol, op Rw uj UJ OV o7m o Z M LL U. CL w u X UJ 0) 0 UJ Ix 0 0 LU M z mjjb—is\j-Nrfflji&mpN 114m:11 01 0410w—,%� E-j iuo ,1 r, .................... ........, ■I�I�IIII�I�I�IIII�I�I�IIII�I�I�III + WIII�IIIWMMrr�MMi++�r C7 ♦ z,4. ,} ff� ...JJ 0 C c z C6 .00 - 3 SNWU p ON o. m N rt /i l .""' > *S tui a �rc ai ' M M P V ! - ,. z r 00 �p Q Fj 4 � u y / LL n % M / LL w7 �p��yy I I f ,�� r f LL co u r FI :Ho q iY " * 15 H '` z / o 1 r �~ -� z ;, z co �— aws TOP OF 6ER1IA M 't L � _ b wo co r co ca fJ w„ < �' I o CL CL 7y yy„ CL b W „ W N ' *.Z4* W R M o 0 �i. r Y 3N�0 4 S b , w a o - , r 41 d JIM r a ,— LL co r ius jf 44 co MP OF era � I E j-- � y / IL 44 ui V a. / TOP OF BERM � � o. 0 7v �` � uj os m t .j Wuj W a ,nm,,. ��» un,n,X ,;,, „ ,,,n ;�x ,, ➢l, u m��Jf a. , h fi I AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Department of Public Facilities PRESENTER: ITEM Michael Cronin Director of Public NUMBER: Facilities; Shawn Newell,Assistant Director of Public Facilities I.4 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Department of Public Facilities. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will prepare the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/4/2019 10:45 a.m. ATTACHMENTS: Description Type rc„ mrr,a✓,,, IMU%YWmwNHGririMlvwuwu wowm,www9NWNY%Y6YIYF/FL^wm�MlWuuu�AYf n:u � rv�poil, lYlJlmry� A n� a n � m w � ro, ,w w w~"" r 0 lie v wow PP.��.�I� �� '4w� �� »o�«n .4r�M�,. kill ,�, 4 1 Po"u d k w�,�,�yxi-.�.�rvW�.um„�� ,o,��x.,k.........n�n�� ,m.;,��rmwnnmwnw» wr�w� ....ri w,x�,��,.ro',��rv.,�.mm��a� ro4 %�uPP "4 9f6 nIlk Qi y u o0 r , 0 E 1 I 'wM r I k� I r J 1 r 1 j Q ao � All ,I dVw V r s W. fi }r wk4 . w I I 4 V APRIL � 00 '00 i u DepartmentofPublic Facilities Requested Budget Fiscal 2021 Submitted Michael C Director of Public Facilities Board e ectmen Presentation December 4 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities 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 will be accomplished through establishing appropriate services in support of building users, fostering continuous improvement in delivery of services, and by establishing a 5-year Facility Capital plan through collaboration with the Permanent Building Committee and other Town committees. Budget Overview: The Department of Public Facilities (DPF) FY2021 budget consists of three divisions: Educational Facilities, Municipal Facilities and Shared Facilities. The DPF FY2021 level-service All Funds budget is increasing by $222,360 or 1.81%. The General Fund budget is increasing by $210,468 or 1.79%. Overall Utility costs are increasing by 153,271 or 4.7%, which includes an increase of$75,154 or 10.4% in natural gas, and an increase of$67,617 or 2.7% in electricity which is based on 100% green energy as well as an increase in electric use for buildings built under sustainable building practices. Electric costs are net of$126,500 in solar credits for rooftop installations. Natural Gas and Electric supply rates are based on newly procured utility contracts. Contractual obligations for step increases and COLAs under the SEIU and AFSCME contracts that extend through June 30, 2021. Utility FY2018 FY2019 FY2020 FY2021 Summary Actual Actual Appropriatio Request Change % Electricity $ 272219270 $ 2,146,738 $ 254739284 $ 2,5403901 $ 675617 2.7% Natural Gas $ 7373236 $ 891,283 $ 7237346 $ 7983500 $ 75,154 10.4% Water/Sewer $ 70,527 $ 647032 $ 89,000 $ 99500 $ 10,500 11.8% Total $ 3,0291033 $ 391023053 $ 39285,630 $ 3,4381901 $ 153,271 4.7% Revenues from building rentals remain strong, and support an $11,892 or 2.18% increase in the Rental Revolving Fund budget. Department Goals: DPF Goals for FY2021 include: Support the operation of the Community Center, support the School Master Plan, and implement other capital and priority projects. 2600 - Public Facilities 1 Program Improvement Requests Division Comp. Expenses Benefits Total Maintenance Staff Increase $ 133,844 $ 337032 $166,876 Community Center Maintenance $ 60,000 $ 601000 Tot 12800''by'F eque t $ 133,844 $ 090'00 $ 339032 $22'0,87f Budget Summary - General Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $10,334,480 $10,715,019 $111 712,880 $11,922,504 $2097 624 1.79% PEG Special Revenue Fund $0 $171701 $19,466 $20,310 $844 4.34% Total • Fund) $10,334,480 • $119942814 $2109468 FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $5,1997875 $573487179 $5,7567966 $57924,663 $(91889) (1.45)% Expenses $571347605 $573847540 $579757380 $670187151 $(11022) (0.13)% Total • Fund) $10,334,480 • $11,9427814 •• FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 2610- Education Facilities $77347,282 $7,598,489 $87266,380 $8,3937721 $1277341 1.54% 2620- Municipal Facilities $17 905,530 $2,025,864 $27 265,468 $2,353,574 $88,106 3.89% 12630-Shared Facilities 1 $1,0817668 1 $111087367 $1,200,498 $1,195,519 $(4,979) (0.41)% FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $4,909,846 $5,056,784 $59461,316 $5,603,681 $1429 365 2.61% Overtime $290,029 $2919 396 $295,650 $320,982 $259 332 8.57% Personal Services $5,199,875 $5,348,180 $5,756,966 $5,924,663 $167,697 2.91% Contractual Services $19243,082 $1,325,295 $19630,200 $1,590,940 $(39,260) (2.41)% Utilities $3,064,596 $3,183,702 $3,448,980 $3,503,751 $54,771 1.59% Supplies $699,780 $730,467 $756,700 $780,860 $24,160 3.19% Small Capital $127,147 $145,076 $139,500 $142,600 $3,100 2.22% Expenses $5,134,605 $5,384,540 $5,9 75,380 $6,018,151 $42,771 0.72% Total • Fund) $10,334,480 • $119942814 $210,468 2600 - Public Facilities 2 Budget Summary - Revolving Funds* and Grants FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Building Rental Revolving $5657538 $5687656 $5507000 $5607000 $107000 1.82% Fund PEG Revolving Fund* $197294 $0 $0 $0 $0 % Total 2600(Non-General . : 1 111 . 1 111 1 111 ' , Funds) *PEG revenues are tied to spending. For overall revenue,see Board of Selectmen budget presentation. FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Building Rental Revolving Fund $478,446 $4809714 $544,916 $556,808 $117892 2.18% Personal Services $2777325 $2771837 $3297888 $340,814 $10,926 3.31% Expenses $189 9452 $188,550 $198,000 $198,000 $0 % Benefits $119669 $14,327 $17,028 $17,994 $966 5.67% PEG Revolving Fund $19,294 $0 $0 $0 $0 $0 Personal Services $167347 $0 $0 $0 $0 $0 Benefits $2,947 $0 $0 $0 $0 $0 • .11 (Non-General � I I � I • I � I I � • • i • • I Funds) • 1 1 • • • 1 •• • FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriations Summary Actual Actual Appropriation Request Increase Increase Compensation $574937547 $576267016 $670867854 $672657477 $1787623 2.93% Expenses $573247057 $55737090 $671737380 $6,2167151 $427771 0.69% Benefits 1 $147616 $14,327 $177028 $177994 $9661 5.67% Total • 11 • O832220 I33 $122771262 $12949%622 $2229360 1.81% 2600 - Public Facilities 3 Town of Lexington ryJ ! FY2021 Budget Development PPIL 1Y I Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities FY2018 FY2019 FY2020 FY2021 School2610 Budget Budget Budget Request Maintenance Staff 11 11 11 11 Custodian* 52 52 54 54 Subtotal FTE 63 63 j 65 j 65 Municipal Facilities 2620 Custodian** 10 10 10 12 Subtotal FTE 10 10 10 12 Shared Facilities 2630 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 Administrative Asst. - Facility Coordinator 1 1 1 1 Administrative Asst. - Clerical/Rental Administrator 1 1 1 1 Office Manager 1 1 1 1 Municipal Assistant- Part time 0.5 0.5 0.5 0.5 Subtotal FTE 11.5 11.5 11.5 11.5 Total FTE 84.5 84.5 86.5 88.5 Notes: * FY2020 include 2.0 additional staff for new LCP building (1.5) and (5) Custodian for added sq ft. at Hastings Elementary School. ** FY2021 includes 2.0 additional staff for municipal custodians to absorb the contracted custodial expenses for the Town Office Building, Public Services Building, Cary Memorial Library and original Visitors Center with in-house staff, and expand coverage to include the Town Pool, Center Playground bathrooms and the new Visitors Center. 2600 - Public Facilities 4 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2610 Education Facilities Budget Description: The Education Facilities division provides maintenance and custodial care, contracted services, landscaping and utilities for school facilities. The budget includes 54 school custodians and 11 maintenance employees that serve both town and school buildings. The All Funds FY2021 budget request reflects an increase of$132,919 or 1.55% from FY2020. This level-service budget reflects an increase in Compensation of $19,114 or 0.51% from FY2020, which reflects contractual obligations for a labor agreement settlement under the SEIU contract that extends through June 30, 2021. Operating expenses are projected to increase by $108,227 or 2.58%. A higher projected rate in natural gas for FY2021 results in an increase of$14,612 or 2.54%. Electricity has also increased due to projected increases in use and rate from FY2020 is $3,625 or 0.21%. This incorporates an offset of$122,000 in solar credits for solar panels on school roofs. Both utility rates are based on FY2021 contracted rates for gas and electric supply that extend through December 2020. The Rental Revolving Fund will increase spending by $5,578 or 1.72% for FY2021, which is driven by a projected increase in overtime costs. Division Goals: Continue to develop capabilities of Townwide maintenance staff with lower costs and improved service. Support students and staff with excellent service to provide for optimal learning environments. Conversations with DPW are ongoing to consolidate the MS4 requirements including catch basin clean outs, parking lot sweeping, and certification of compliance and lastly, bio-basin clean outs. 2600 - Public Facilities 5 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511300 Regular Wages $25755,907 $2,8945604 $370935894 $371047115 $107221 0.33% 513000 Overtime $1685177 $161,997 $168,204 $1745652 $67448 3.83% 514100 Stipends 1 $10,800 $15,6001 $18,650 $187 650 $0 % Custodial Compensation $2,934,884 $3,072,201 $3,280,748 $3,29 7,417 $16,669 0.51 511300 Regular Wages $6925519 $691,804 $7395202 $739,623 $421 0.06% 513000 Overtime $43,735 $39,383 $525 815 $547 839 $27 024 3.83% 514100 Stipends $0 $3,000 1 $45050 $47050 $0 % Maintenance Compensation $736,254 $734,187 $796,067 $798,512 $2,445 0.31 Subtotal Compensation $3,671,138 $3,806,388 $4,076,815 $4,095,929 $19,114 0.47% 530000 Professional Services $121660 $131050 $171200 $177200 $0 % 524030 Equip. Service & Repair $285000 $287000 $29,000 $317000 $27000 6.90% 545000 Supplies & Materials $195,655 $198,660 $2041000 $2147000 $107000 4.90% 571000 Travel $640 $547 $45000 $47000 $0 % 1585000 Equipment $305960 $31,000 $325000 $337000 $17000 3.13% Custodial Expenses $267,915 $271,257 $286,200 $299,200 $13,000 4.54% 520000 Contract Services $791170 $791534 $855000 $877500 $27500 2.94% 529000 Security Infrastructure Maint. $319,590 $3193516 $320,000 $192,245 $(127,75 (39.92)% 524070 Painting $0 $0 $1055 000 $1057 000 524020 Facility Service & Repair $109)827 $115,687 $1201000 $1557220 $357220 29.35% 524030 Equip. Service & Repair $955791 $861238 $955000 $1997275 $1047275 109.76% 530060 Prof Dev&Training $115126 $81436 $85500 $97000 $500 5.88% 558000 Supplies $261161 $331215 $355000 $357000 $0 % 545000 Supplies & Materials $2463043 $2633511 $2601000 $2653000 $57000 1.92% 1582040 Roof Repairs j $355 000 $357 000 $35,000 $377 000 $27 000 5.71%] Maintenance Expenses $922,708 $941,137 $1,063,500 $1,085,240 $21,740 2.04% 520000 Contract Services $565118 $561653 $1211000 $132,000 $117000 9.09% 524010 Landscaping Maintenance $70,000 $1127043 $120,000 $1555000 $357000 29.17% 524030 Equip. Service & Repair $541753 $43,200 $45,000 $47,000 $27000 4.44% 531030 Gasoline/Diesel $221107 $261822 $255000 $267000 $17000 4.00% 545000 Supplies & Materials $8,887 $15,874 $75000 $77000 $0 % 558010 Clothing &Safety Equipment $16,894 $109827 $27,200 $27,200 $0 % 585000 1 Equipment 1 $325116 $345623 $355000 $357000 $0 % Landscaping Expenses $260,875 $300,042 $380,200 $429,200 $49,000 12.89 521010 Electricity $1,5711551 $17505,541 $177525236 $177557861 $37625 0.21% 521030 Natural Gas $5565479 $6967945 $575,629 $5905241 $147612 2.54% 531000 Water/Sewer $531 851 $451 594 $695 000 $757 000 $67 000 8.70% 534010 Network& Communications $111777 $11,306 $16,800 $167800 $0 % 534020 Telephone $30,715 $199479 $45,000 $45,000 $0 531030 Gasoline/Diesel $273 $801 $15000 $17250 $250 25.00% Utility Expenses $2,224,646 $2,279,666 $2,459,665 $2,484,152 $24,487 1.00% Subtotal Expenses $3,676,144 $3,792,102 $4,189,565 $4,297,792 $108,227 2.58%J Total General Fund- Education $773479282 $77598,490 $8,2661380 $83393,721 $127,341 1.54% T % Facilities 2600 - Public Facilities 6 Public Facilities Building Rental Revolving Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent F51130 t Description Actual Actual Appropriation Request Increase Increase Regular Wages $0 $0 $0 $0 $0 Overtime $1363031 $1313337 $1451546 $1511124 $57578 3.83% 0 Part-Time Wages $0 $0 $0 $0 $0 j —% Personal Services $136,031 $131,33 7 $145,54 6 $151,124 $5,578 3.83 52141 Facility Service & Repair $751899 $79,350 $791000 $797000 $0 % 52101 Electricity $361000 $361000 $361000 $361000 $0 % 52 03 Natural Gas $181000 $181000 $181000 $187000 $0 % 54131 Supplies & Materials $441553 $451000 $451000 $457000 $0 % Expenses $174,452 $178,350 $178,000 $178,000 $0 Total Revolving Fund-Education $310,483 $3099687 $3239546 $3299124 $55578 1.72% Facilities Total 2610 Education Facilities $7,6571765 $779087177 $8,58%926 $81722,845 $132,919 1.55% 2600 - Public Facilities 7 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2620 Municipal Facilities Budget Description: The Municipal Facilities division provides maintenance and custodial care, contracted services, and utilities for municipal facilities. The budget includes 9 custodians and 1 head custodian. The recommended FY2021 General Fund budget reflects an increase of $88,106 or 3.89% from FY2020. This level-service budget reflects an increase in Compensation of$130,662 or 22.22%, which provides sufficient funding for a labor agreement settlement under the AFSCME contract that extends through June 30, 2021. This budget includes 2.0 additional FTE to absorb the contracted custodial expenses for the Town Office Building, Public Services Building, Cary Memorial Library and original Visitors Center with in-house staff, and expand coverage to include the Town Pool, Center Playground bathrooms, and the New Visitors Center. That is reflected in $92,500 of the increase in Compensation, offset by the $80,000 decrease in contract services, which would have been even higher due to the expanded footprint of the Visitors Center and the expanded coverage for the Town Pool and Center Playground bathrooms. Expenses are projected to decrease by $(42,556) or (2.54)%. In FY2021, electricity increased by $63,992 or 9.34% due to projected increases in use and rate, offset by $4,500 in solar credits for solar panels on Cary Memorial Library. Natural Gas costs have increased by $60,542 or 46.67% due to added building stock and projected rates. Both utility rates are based on FY2021 contracted rates for both natural gas and electricity which run mid-way through the fiscal year. Rental Revolving Fund compensation is increasing slightly to $89,484 to reflect anticipated overtime increases. Expenses are maintained at $20,000. Division Goals: Support operation of the Community Center, Cary Memorial Building Events and prioritized projects. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $433,411 $441,690 $504,922 $617,524 $112,602 22.30% 513000 Overtime $78,117 $90,016 $74,631 $911491 $169860 22.59% 511010 Part-Time Wages $0 $0 $0 $0 $0 % 514100 Stipends $29700 $55400 $85400 $9,600 $17200 14.29% Subtotal Compensation $514,228 $537,106 $587,953 $718,615 $130,662 22.22% 2600 - Public Facilities 8 529000 Other Contract Services $1027123 $1217110 $1207000 $407000 $(807000) (66.67)% 524030 Equip. Service & Repair $2772 $37000 $4,000 $41000 $0 % 545000 Supplies & Materials $76726 $60,800 $651000 $671000 $27000 3.08% 585000 Equipment $127 000 $12,000 $121 000 $127 000 $0 % Custodial Expenses $193,621 $196,910 $201,000 $123,000 $(78,000) (38.81)% 520000 Contract Services $1007870 $106,611 $1057000 $90,000 $(157000) (14.29)% 529000 Security Infrastructure Maint. $0 $0 $46,000 $477000 $17000 2.17% 524070 Painting $0 $0 $457 000 $457 000 $0 % 524020 Facility Service & Repair $847920 $977330 $957000 $757000 $(207000) (21.05)% 524030 Equip. Service & Repair $867328 $787324 $857000 $1207000 $357000 41.18% 527010 Building Rental $197 560 $197 560 $207000 $207000 $0 % 530060 Prof Dev&Training $165 $344 $15000 $11000 $0 % 558000 Supplies $851 $107 000 $101 000 $10,000 $0 % 545000 Supplies & Materials $757845 $917583 $90,000 $927000 $27000 2.22% 558010 Clothing &Safety Equipment $2,294 $27680 $3,000 $41160 $17160 38.67% 582040 1 Roof Repairs 1070001 $57 000 $107 000 $127 000 1 $27 000 20.00% Maintenance Expenses $380,833 $411,432 $510,000 $516,160 $6,160 1.21 534060 Comm. & Network Supp. $37112 $57250 $7,000 $7,000 $0 % 521010 Electricity $6137719 $6057197 $6857048 $749,040 $637992 9.34% 521020 Oil Heat- Propane $0 $547778 $1027000 $27000 $(1007000) (98.04)% 521030 Natural Gas $1627 757 $1767 338 $1297 717 $190,259 $607 542 46.67% 531000 Water/Sewer $16,676 $18,438 $207000 $247500 $47500 22.50% 534020 Telephone $20,584 $15,665 $221000 $221000 $0 % 1531040 1 Diesel $0 $4,749 $750 $1,000 1 $250 1 33.33% Utility Expenses $816,848 $880,415 $966,515 $995,799 $29,284 3.03 Subtotal Expenses $1,391,302 $1,488,757 $1,677,515 $1,634,959 $(42,556) (2.54)% Total General Fund-Municipal $1,905,530 $2,0251863 $2,265,468 $2,353,574 $88,106 3.89% Facilities Public Facilities Building Rental Revolving Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 51110 Regular Wages $0 $0 $0 $0 $0 % 51130 Overtime $387634 $407654 $867181 $89,484 $37303 3.83% 51150 Part-Time Wages $0 $0 $0 $0j $0 % Personal Services $38,634 $40,654 $86,181 $89,484 $3,303 3.83 52141 Facility Service & Repair $0 $0 $0 $0 $0 52201 Electricity $0 $0 $0 $0 $0 52203 Natural Gas $0 $0 $0 $0 $0 54131 Supplies & Materials $157000 $107200 $20,000 $207000 $0 Expenses $15,000 $10,200 $20,000 $20,000 $0 Total Revolving Fund-Municipal $53,634 $505854 $1065181 $10%484 $3,303 3.11% Facilities Total 2620 Municipal Facilities $1,959,164 $2,076,717 $2,371,649 $2,463,058 $91,409 3.85% 2600 - Public Facilities 9 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 2000 Shared Services Subprogram: 2600 Public Facilities Element: 2630 Shared Facilities Budget Description: The requested FY2021 General Fund budget reflects a decrease of $(4,979) or (0.41)% from FY2020. This includes an increase in General Fund compensation of $17,921 or 1.64% which reflects increases for COLA, merit and individual contracts. For FY2021, DPF recommends replacing two maintenance vans, at a total cost of$60,000. In total, General Fund expenses have decreased by $(22,900) or (21.14)% from FY2020, primarily due to the removal of a one-time cost of $25,000 for solar contracting, which will be completed in FY2020. Division Goals: Support the operation of the Cary Memorial Building events, Cary Memorial Library renovation, and support the operations of the Lexington Community Center and support the development of Municipal Building projects. 2600 - Public Facilities 10 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $990,442 $9725 290 $15 058,065 $1,0755152 $177 087 1.61% 513000 Overtime $0 $0 $0 $0 $0 % 512000 Seasonal Part-Time $135067 $21,396 $23,133 $237967 $834 3.61% 514100 Stipends $115000 $11,000 $11,000 $11,000 $0 % Subtotal Compensation $1,014,509 $1,004,686 $1,092,198 $1,110,119 $17,921 1.64 520000 Contract Services $0 $25,000 $251000 $0 $(257000) (1 oo.00)% 538060 Catering/Meals $544 $140 $1,000 $15000 $0 572000 Mileage $25 201 $1,969 $2,500 $25 500 $0 530060 Prof Dev&Training $3452 $47300 $81000 $87000 $0 % 534030 Mobile Devices $45107 $27049 $41800 $47800 $0 545000 Supplies & Materials $47784 $27770 $69500 $67500 $0 585000 Equipment $17416 $11,905 $25500 $27600 $100 4.00% 585030 Vehicles $507655 $557548 $585000 $607000 $27000 3.45% Subtotal Expenses $67,159 $103,681 $108,300 $85,400 $(22,900) (21.14) Total General Fund-Shared $1,081,668 $1,108,367 $19200,498 $11195,519 $(4,979) (0.41)% Facilities Public Facilities Building Rental Revolving Fund 51110 Regular Wages $917469 $977771 $935489 $957354 $17865 1.99% 51130 Overtime $117191 $8,076 $45 672 $47 852 $180 3.85% 51150 Part Time Wages $0 $0 $0 $0 $0 % Personal Services $102,660 $105,84 7 $98,161 $100,206 $2,045 2.08 52141 Facility Service & Repair $0 $0 $0 $0 $0 % 52201 Electricity $0 $0 $0 $0 $0 % 52203 Natural Gas $0 $0 $0 $0 $0 % 54131 Supplies & Materials $0 $0 $0 $0 $0 % Expenses $0 $0 $0 $0 $0 59100 1 Benefits 1 $115669 $147327 $175028 $175994 $9661 5.67% Benefits $11,669 $14,327 $17,028 $17,994 $966 5.67% Total Building Rental Revolving $114,329 $120,174 $115,189 $118,200 $3,011 2.61 Fund PEG Access Revolving Fund (became a Special Revenue Fund beginning in FY2019) 51150 1 Regular Wages 1 $16,347 $0 $0 i0:1 $0 ELI Personal Services $16,34 7 $0 $0 $0 $0 59100 1 Benefits 1 $25947 $0 $0 $0 $0 % Benefits $2,947 $0 $0 $0 $0 Total PEG Access Revolving Fund $19,294 $0 $0 $0 $0 7037a7on-General Funds- Shared $133,623 $120,174 $115,189 $118,200 $3,011 2.61 Facilities Total 2630 Shared Facilities $1,215,291 $1,228,541 $19315,687 $1,313,719 $(11968) (0.15)% 2600 - Public Facilities 11 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority: 1 of 2 [department: Public Facilities Program: Element: Accounting Dept #: 11197001 Supplemental Title: Maintenance Staff Increase Purpose: Use this form to spell out your request for additional personnel and/or programs.We will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FUN[ IN Object Object One-Time Cast Ongoing Annual Cost TOTAL Cade Description FY2021 Onl FY2021 &Future FY2021 Request Compensation 511100 Regular Wage $122,644 $ 122,644 511300 Overtime 10 000 $ 10,000 Stipends $1,200 $ 1,200 Benefits $33,032 $ 33,032 Expenses $ - TOTAL 01 $166f8761F$ 166,876.38 PURPOSE,'/ DESCRIPTION OF REQUEST This PIR is to improve the maintenance,service,and repair of School and Municipal Buildings through the addition of two(2) Full-time employees who would fall under the SEIU collective bargaining group. These employees would be directed and managed by the Department of Public Facilities. Over the past 4 years,approximately 150,000 square feet of infrastructure has been added to the building stock that is managed by the Department of Public Facilities. During this time,0 FTE's have been added to keep up with the additional maintenance, repair,and service workload. The added building stock over the past four years is summarized below; -Additions to the Diamond Middle School and Clarke Middle School. -Additions to Lexington High School (Phase II), Fiske Elementary School, Bridge Elementary School,and Bowman Elementary school via pre-fabricated modular buildings. -Acquisition of the Lexington Community Center. -New construction of the Lexington Children's Place. -New construction of a larger Maria Hastings Elementary School. -New construction of a larger Fire Headquarters. -New construction of a larger Visitor Center. SERVICE IMPLICATION In total, 189,347 square feet have been added since 2015. In 2015,11 Maintenance employees serviced 1,299,317 square feet,an average of 118,119 per employee. Currently,the total building stock is up to 1,488,664 square feet,and the average is up to 135,333 square feet per employee. This is an increase of 17,213 square feet per employee. Work orders are tracked through a Computerized Maintenance Management System(CMMS),and have steadily increased annually over the past four years.This is directly attributed to the added building stock.Open WO's have increased,creating a work order backlog and slower response times. The addition of 2 FTE's to the Building Maintenance Division would enable the department to increase the level of service and decrease response times to the various service and repairs needs of the School and Municipal Buildings.These 2 FTE's would allow for coverage of maintenance work orders for 114,512 for each DPF maintenance worker more manageable. L:bud_supplemental request/Request FormAs 11/18/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 2 of 2 Department: Recreation&Community Programs&DPF Program: DPF Element; Community Center Accounting Dept : DPF Supplemental Title: I Community Center Supplies&Equipment Purpose:Use this farm to spell out your request for additional personnel and/or programs.we will work with you to tally the requests and create a prioritized list. REQUESTED PROGRAM IMPROVEMENT FU DII G, Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 $0 Expenses $0 DPF DPF $6000 $60,000 $0 $0 $0 TOTAL $0 $609000 $609000 PURPOSE /DESCRIPTION OF REQUEST The Community Center has been in operation for over 4 years. The tax levy supports 3 FTE's through the management of the Recreation and Community Programs Department. The Recreation Enterprise Fund has been subsidizing some of the supplies,equipment and services affiliated with Community Center operations that do not generate a fee. The Recreation Enterprise is unable to sustain this type of subsidy long-term. There are several one-time and annual costs that need to be thoughtfully planned for in order to continue with existing services and continue to improve facility needs in future years. One-time purchases include items such as Building Code Signage(egress, etc.),Communications (internal/risk management support) such as radios and security or new technology efficiencies such as SenSource to have accurate attendance records. Annual expenditures include the repair, cleaning and replacement of items such as furniture,Fitness equipment,Kitchen appliances, etc. These annual and one-time expenditures are all associated with the drop-in spaces of the Community Center which provide free,drop-in access to all Lexington Residents. SERVICE IMPLICATION Service implication would prevent the Community Center from maintaining a clean, safe and accessible space for the residents at no cost. Some program supplies and equipment would not be replaced or repaired as they extend their life cycle and the Community Center would not be meeting the mission of what it was intended. L:\2021 Budget\Program Improvement Requests\2600 Facilities\FY2021 Rec and DPF-Community Center-PIR 11/18/2019 � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Lexin ton Police Station Rebuild Date: 15-Sep-08 Project ID Number: 306 Revision Date: ct- Submitted By: Chief Mark J. Corr/Mike Cronin Department: Public Facilities Priority 1 First Year Submission? V Phone#: 781 274 8958 E-mail mcronin lexin tonma. ov Description of Project: Special Town Meeting 2016-5 appropriated$65,000 to study a new Police Department Headquarters at the current Massachusetts Avenue location and also at the 173 Bedford Street location.The results of the study indicated an option that a modern Headquarters could be constructed at the current location for$25,397,762,with an additional$254,030 being required to modify 173 Bedford Street as a temporary Headquarters,for a total of$25,651,792. In January 2018 the Board of Selectman voted in unanimous support to keep the Police Station located at its current address of 1575 Massachusetts Avenue. In the 2019 Annual Town Meeting$1,862,622 was appropriated for the Design, Engineering and Architectural design through construction documents. Justification/Benefit: The station opened in 1956 and was renovated in 1970 when the entire building became dedicated to police services. In 1994, renovations rebuilt the cell block,secured an area for a joint police/fire/9-1-1 dispatch center and provided for an HP ramp and first floor HP bathrooms. In 2007,the dispatch center,lobby and C.O. Office was renovated to accommodate all new radio,telephone and dispatching equipment.The police station does not have an elevator. It does not have a sally port for prisoner access to the cell block. The indoor firing range is inadequate. The station does not provide a bulk storage area for large pieces of evidence,found bicycles and fleet supplies. Both male and female locker rooms are inadequate, office space is limited, lab&evidence rooms are not large enough to accommodate new equipment,and bathrooms at basement and 2nd floor level are not A.D.A. compliant. The building also does not have a fire sprinkler system Impact if not completed: No elevator means access between floors for persons with disabilities (including employees with short term injuries) is difficult and that furniture and bulk items must be carried upstairs. No storage results in the use of inappropriate spaces (i.e. boiler room&cell block currently used to store bulk items) . Bicycle storage,large evidence items, and fleet needs (tires,oil, radar trailers,and Motor cycles) are forced into small spaces or exposed outside. The female locker room does not accommodate the a larger number of female employees and the male locker room is also the main passage way for the garage and indoor range;and the only passage way to access the first floor when the cell block is locked down. A sally port allows the safe unloading and loading of prisoners directly to or from the cell block. Evidence holding areas and evidence lab are very small and lack space to accommodate refrigeration,gun lockers, holding bulk items,or any case with volumes of evidence. The kitchen lacks modern equipment impacting daily work environment. The garage is too small to meet the larger fleet needs;a training room specific to continuing education programs is not available;AC units are 30+years old;the heat registers do not evenly distribute heat in building; records storage is very limited; and office space is limited. The building is served by two separate electrical services causing problems during power outages. The structure is steel frame with brick/cinder block. The facility has a fire alarm system but no sprinkler system--a fire suppression system is important since it is important to avoid an evacuation of the emergency 9-1-1 center. Timeframe: Replace. Freg: Complete Winter of 2021 0 Years Stakeholders: Police department staff,persons with disabilities,general public whose property or criminal investigations depend on police services/storage/handling. Due to enlarging of the facility,others who will be impacted are neighbors abutting property and parking for employees and visitors. Operating Budget Impact: A larger facility will have an increase in maintenance, heating,cooling,and electrical costs. Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other 11/25/2019 12:03:01 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Lexin ton Police Station Rebuild Date: 15-Sep-08 Project ID Number: 306 Revision Date: ct- Submitted By: Chief Mark J. Corr/Mike Cronin Department: Public Facilities Priority 1 First Year Submission? W Phone#: 781 274 8958 E-mail mcronin lexin tonmq, ov Capital Funding Request CPA Purpose 306 2021 2022 2023 2024 2025 Totals open space Site Acquisition $0 $0 $0 $0 $0 $0 Recreation Design/Engineer $1,958,842 $0 $0 $0 $0 $1,958,842 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 O Housing Construction $20,434,048 $0 $0 $0 $0 $20,434,048 Oper.Bud.Imp.: ��ign'6r'l� ��'l ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� 17 Equipment 00 $0 $0 $0 $9509000 Recurring Cost 17'iFig�'11� ��Contingency 8,902 $0 $0 $0 $0 $2iiiiiiiiiiiiiii Udiddiddiddid73087902 Totals $25,651,792 $0 $0 $0 $0 $25,6517792 Maint.Cycle CPA Amt.Req. $o $0 $0 $0 0 0 Years Basis of Cost Projection: Estimated costs from Tecton Architects. During the Integrated Design Process,the construction costs will likely increase depending on which energy efficiency elements are required that were not included in the original base construction documents. 11/25/2019 12:03:01 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Townwide Roofin Pro ram Date: 29-Oct-08 Project ID Number: 561 Revision Date: 21-Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8960 E-mail snewell ci.lexin ton.ma.us Description of Project: The Department of Public Facilities maintains a 20 year Roof Master Plan (attached) .A priority for FY2021 is replacing portions of the Bridge Elementary School roofing system as it has reached its useful life cycle.As part of the master plan Bridge Elementary schools roof has been moved to the FY2021 capital plan with possible MSBA funding of approximately 27-30%.The priority for replacement of LHS Main Building and LHS Field House roofs have been moved to 2023 which may align itself with the a capital replacement plan for LHS. Justification/Benefit: This FY2021 CIP should be used for the Bridge Elementary School roof (MSBN . Hastings and Fire Station Head Quarters have been removed from the roofing plan as new buildings will be constructed. Lexington Police Station and Lexington High School have been moved later in the plan due to possible major construction projects changing the five year plan. Impact if not completed: Water infiltration and ice dams will continue to damage furnishings,property,and building components. Potential for indoor air quality issues will continue to be at a higher risk. Timeframe: Replace. Freq: post MSBA funding 20 Years Stakeholders: Students,Teachers, Public,Administrators Operating Budget Impact: Approximately$50,000 is budgeted for emergency leak repairs. Replacement of the roofing systems could result in reducing this expenditure, as well as reducing time custodians clean up and administrative time dealing with insurance claims from these water leaks.With large snow accumulations,failure to repair this ongoing issue will result in additional insurance claims and building reliability. Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request SPA Purpose 561 2021 2022 2023 2024 2025 Totals p 0 Open space ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��,�� r�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $167,512 $16,744 $468,891 $181,490 $248,016 $19082,653 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 1 0 Housing Ud U i��r Construction $1,675,128 $167,446 $4,688,911 $1,814,900 $2,480,159 $10,8261544 Oper.Bud.Imp.: ��t»��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $167,512 $16,744 $468,891 $181,490 $248,016 $170825653 1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111U ��I��I��I��I��I�� Totals $2,010,152 $200,934 $5,626,693 $2,177,880 $2,iii $123991,8507 ,19 Maint.Cycle CPA Amt.Req. $a $0 $0 0 1 F Years Basis of Cost Projection: Roof Master Plan report produced by Russo-Barr Associates, building envelope consultant,identifies construction costs, escalated at 4%. Design/Engineer cost is 10%of construction cost. Contingency is 10%of construction cost. 11/25/2019 12:03:01 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: School Buildin Envelopes and Associated Systems Date: 29-Oct-08 Project ID Number: 562 Revision Date: 21-Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8960 E-mail snewell exin tonma. ov Description of Project: This project is requesting funds to perform annual prioritized extraordinary repairs and modifications to school buildings and systems. FY2021 request will be used to continue building envelope repairs.The FY2021 Appropriation will be applied to address repairs of water and air infiltration issues of the gaskets,caulking,doors and windows of the Central Administration Building, Bridge and Bowman Elementary Schools. The Department of Public Facilities moving forward will provide a detailed assessment of conditions, life cycle and priorities at this school site. Justification/Benefit: To properly maintain the buildings operated by the School Department will require continual investment in the building envelope and systems. This includes repairs to siding,caulking,weather proofing materials,windows,doors and painting of wood exteriors on an as needed basis. (approximately seven years) Impact if not completed: Without continual maintenance the building exterior will continue to deteriorate, allowing more moisture to become entrapped in the envelope and propagate cracks through the freeze thaw cycle.The building occupants will experience more discomfort created by air and water infiltration. Timeframe: Replace. Freq: Systemwide annually,on a priority basis to each school building 0 Years Stakeholders: School users, public. Operating Budget Impact: Operating budget will continue to fund small, individual items such as failure of a specific door or window or small painting projects. Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request SPA Purpose 562 2021 2022 2023 2024 2025 Totals P 0 Open space ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation d��,��1111111��11��r�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $21,753 $22,229 $22,855 $23,426 $24,012 $1147275 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 1 0 Housing 1��r�� 1��1��r Construction $217,532 $222,970 $228,545 $234,258 $240,115 $171435420 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $0 $0 $0 $0 $0 $0 Totals $239,285 $245,199 $251,400 $257,684 $264,127 $192575695 Maint.Cycle CPA Amt.Req. 0 $011 $0IF 0 0 1 0 Years Basis of Cost Projection: Continuation of building envelope at 2.5%annual increase. Design/Engineering based on 10%of construction cost. 11/25/2019 12:03:01 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Municipal Buildin Envelopes and Associated S stems Date: 01-Oct-08 Project ID Number: 647 Revision Date: 21—Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8960 E-mail snewell lexin tonma. ov Description of Project: This request is for continued funding of Municipal Building Envelopes and Systems projects as approved in a 2006 operating override in the amount of$150,000,annually increased by 2.5%. The FY2021 request intends to continue to implement extraordinary repairs to the building envelope of Cary Memorial Building. CBI's review of the existing interior and exterior condition,and by performing the exploratory site review,it would appear that the recurring water intrusion issues found in the facia and soffits are mainly attributable to holes,voids and failed seals at penetrations through the existing building mill work and roofing. Justification/Benefit: Cary Memorial Building has continually had ice dam issues primarily in the front upper facia and soffit.Operation personnel and contracted services have cleaned, maintained and mitigated this issue as they arise.This project would secure the health of occupants that utilize the handicap ramp at the front egress of the building. Impact if not completed: Town buildings and structures will depreciate and not meet the continuing needs of the community and building occupants. Timeframe: Replace. Freq: This is an on-going capital request as the public buildings infrastructure will always need to be maintained, repaired and 10 Years upgraded. Stakeholders: Town staff, Lexington residents Operating Budget Impact: The projects within this program would not increase the size of the public building stock and therefore do not result in increased utility usage or maintenance costs. Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request SPA Purpose 647 2021 2022 2023 2024 2025 Totals Olen Space ��ir'11� ��ir" Site Acquisition " $0 $0 $0 $0 0 Recreation �� Design/Engineer $18,997 $19,471 $19,958 $20,457 $20,969 $99,852 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 1 0 Housing UUMMUMMU", Construction $189,965 $194,715 $199,582 $204,572 $209,686 $9989520 Oper.Bud.Imp.: Equipment 17.....................................ir'l� $0 $017............................................ir $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency i $0 $0 $0 $0 $0 Totals $UUMMUMUMUd 208,962 $dddd 214,186 $U dd MUM dd d 219,540 $rdr Wr OW Ur 225,029 $230,655 $19098,372 Maint.Cycle CPA Amt.Req. $0 $0 $0IF $0 0 0 Years Basis of Cost Projection: Continuation of building envelope at 2.5%annual increase on construction. Design/Engineering based on 10%of construction cost. 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Buildin Floorin Pro ram Date: 18-Oct-09 Project ID Number: 653 Revision Date: 21-Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8960 E-mail snewell ci.lexin ton.ma.us Description of Project: This in an Annual Program that was initiated in FY2011 to replace flooring systems to maintain clean and safe spaces.A FY2021 appropriation would be used for continuing replacements at Harrington Elementary School and the Public Services Building. FY19 Completed Projects: Diamond and Clarke Middle School Libraries and Cary Library. FY20 Projects:Clarke Gym Floor, Diamond Stairwell,Town Office Building. FY2021 Projects: Harrington 1st and 2nd Floor Hallway, PSB Cafe and Back hallway Justification/Benefit: Flooring systems must be replaced periodically to insure the surfaces are safe and cleanable. Broken and failed systems can become tripping hazards and/or harborage areas for bacteria and water. Impact if not completed: Without adequate funding for replacement,flooring systems will potentially develop into unsafe conditions and become tripping hazards and difficult to clean. Timeframe: Replace. Freq: Annual 15 Years Stakeholders: Building users,employees,and community. Operating Budget Impact: The current operating budget is not budgeted for large square area flooring changes due to unforeseen failures. Cost Analysis. Funding Source: (* Levy O CPA O Revolving O State Aid O Water O Sewer O Recreation O Private O Other Capital Funding Request CPA Purpose 653 2021 2022 2023 2024 2025 Totals 0 Open Space rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Q Recreation Site Acquisition $0 $0 $0 $0 $0 $0 ��ir'11� ��7�� Design/Engineer " $0 $0 $0 $0 $0 ( Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 O Housing UdiddI I��r Construction 1[ $125,000 $125,000 $125,000 $125,000 $125,000 $625,000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 $0 $0Id Id Totals $125,000 $125,000 $125,000 $125,000 $125,000 $6259000 Maint.Cycle CPA Amt.Req. $0 $011 $0IF $0 0 0 Years Basis of Cost Projection: Flooring contract is bid for square foot pricing to maximize use of funds. 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: School Pavin and Sidewalk Pro ram Date: 14-Oct-10 Project ID Number: 698 Revision Date: 21—Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781 274 8960 E-mail snewell lexin tonma. ov Description of Project: This program funding is to replace in kind on school grounds of parking lots, bus loops and sidewalks.Currently, Bridge and Bowman Elementary School is in need of prioritized sidewalk replacements as well as parking and roadway pavement due to its current poor condition. Sidewalk conditions have caused safety issues for pedestrians on route to the school.The FY2021 request will be dedicated to this priority for the work to take place during the summer of 2021. This program is for bus loop, parking areas and"as needed"replacement of sidewalk panels on school grounds. This plan included FY2019 Harrington Elementary School and for FY2020 Fiske Elementary School. Lexington High School has been excluded from this plan. Justification/Benefit: Extraordinary repairs for school paving areas are necessary to maintain parking and pedestrian surfaces in a condition suitable for public safety and Safe Routes to Schools.This capital request would address pedestrian, bicycle and driver safety to the school grounds. Impact if not completed: :Additional paving replacements are required at school buildings with deteriorated surfaces including severe cracking. If this program is not funded,these conditions will continue to worsen. Timeframe: Replace. Freq: 5 year annual request 0 Years Stakeholders: Community,students, parents,staff Operating Budget Impact: This would reduce impact to the operating budget due to repair cost from contracted services. Cost Analysis. Funding Source: (* Levy O CPA O Revolving O State Aid O Water O Sewer O Recreation O Private O Other Capital Funding Request SPA Purpose 698 2021 2022 2023 2024 2025 Totals Open$ aCe ��ir'11� ��ir" Site Acquisition " $0 $0 $0 $0 'Recreation ��r�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer $0 $0 $0 $0 $0 $0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 Housing Construction $125,000 $125,000 $125,000 $125,000 $125,000 $625,000 Oper.Bud.Imp.: ��ir'l� ��.ir �� Equipment $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Contingency $0 $0 $0 $0 $0 $0MdMMMMMMMM M Md M MMd Totals $125,0Z 0 $125,000 $125,000 i 25,000 $125,000 $6259000 Maint.Cycle CPA Amt.Req. $0 $0 $0 $0 0 0 Years Basis of Cost Projection: Past Operational Repair Projects and budget proposals. 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............° Project Name: Public Facilities Bid Documents Date: 17-Sep-11 Project ID Number: Revision Date: p- 7 5- e Submitted By: Mike Cronin Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8958 E-mail mcronin lexin tonma. ov Description of Project: This project appropriates a fund for professional services to produce design development,construction documents,and/or bid administration services for projects. Eligible projects would be projects seeking authorization at the Annual Town Meeting that have a high probability of approval and the intended schedule would be unattainable if the project design process could not begin until after the close of Annual Town Meeting. Justification/Benefit: Public Facilities manages projects for school buildings with very short construction windows due to the academic calendar.With the Annual Town Meeting closing in late April or early May,there is insufficient time to obtain professional services for bid documents,complete the bidding process,and implement the project before school is back in session.With this available fund, projects that have a high probability of approval at Town Meeting can be developed with sufficient time to implement them in the same calendar year as Town Meeting. Impact if not completed: Impact if not completed is to delay implementation of projects for 12 months or use available operating dollars to supplement capital projects. Timeframe: Replace. Freq: annual request 1 Years Stakeholders: Public Facilities and project stakeholders Operating Budget Impact: Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 749 2021 2022 2023 2024 2025 Totals p 0 Open Space rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr O Recreation Site Acquisition $0 $0 $0 $0 $0 $0 ..5.............0�..0�.........0�..0�..0�......................... 0 Historic F6606r'11� $100,0 Project Mgmt. 17...............................................ir'l� $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 $0 $0 Totals $100,000 $100,000 $100,000 $100,000 $100,000 $5009000 Maint.Cycle CPA Amt.Req. $0 $0 $0IF $0 0 1 0 Years Basis of Cost Projection: For FY2017 this funding was increased to$100,000 as$75,000 was insufficient in FY2015. 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Public Facilities Mechanical/Electrical S stem Replacements Date: 15-Sep-14 Project ID Number: 939 Revision Date: 21-Oct-1 Submitted By: Shawn Newell Department: Public Facilities Priority 1 First Year Submission? Phone#: 781-274-8960 E-mail snewell lexin tonma. ov Description of Project: This project is an annual replacement of HVAC and electrical systems that have exceeded their useful life and require replacement before catastrophic failures occur.The priority for the FY2021 Appropriation would be to replace the air distribution system that provide zoned conditioned air to the building at Cary Memorial Library. FY2019 Town Office Building - Continuation of TOB MAU project to include Selectmen Meeting Room/IT Server Room Replacement. FY2020 Lexington's Community Center- Replacement of Chiller System FY2021: Lexington Community Center Chiller Replacement Justification/Benefit: The existing VAV Air system is underperforming due to the age of the units.The air system for this building has exceeded the life cycle and should be replaced. If a failure occurs it would severely impact the Library's ability to be operate during the cooling/heating season and could impact the operation as a cooling station for the town.This work will need to be phased by areas as to not impact the programming of the building. Impact if not completed: Without the replacement of the these systems,we would risk an interruption in service to the general public.The cost of replacement is increased if not done in the off season.Cary Memorial Library will have unreliable control of space temperatures for building occupants during work and meetings. If this system is not replaced the potential for unplanned interruptions may increase. Timeframe: Replace. Freq: The project would take place after the cooling season in fall of 2020,typically around November in 2020. 15 Years Stakeholders: General Public, Public Meetings and Occupants of the building Operating Budget Impact: If we continue to use operating dollars to repair the Mechanical systems it reduces the opportunity to utilize these funds for other purposes. Cost Analysis. Funding Source: (* Levy O CPA O Revolving O State Aid O Water O Sewer O Recreation O Private O Other Capital Funding Request SPA Purpose 939 2021 2022 2023 2024 2025 Totals Open$ aCe ��ir'11� ��ir" Site Acquisition " $0 $0 $0 $0 'Recreation 15 �� Design/Engineer $55000 $55,000 $60,000 $65,000 $70,000 $305,000 O Historic Project Mgmt. $0 $0 $0 $0 $0 $0 Housing Construction $90,000 $95,000 $100,000 $105,000 $110,000 $5009000 Oper.Bud.Imp.: UUMMUMM Equipment $465,000 $510,000 $555,000 $602,000 $653,000 $277855000 Recurring Cost 1707�r'11� ��'1� ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency 2,000 $687000 $73,500 $78,000 $86,706 $3689206 Totals $672,000 $728,000 $788,500 $850,000 $919,706 $379589206 Maint.Cycle CPA Amt.Req. $0 $0 $0 $0 0 0 Years Basis of Cost Projection: DPF estimates 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Lexin ton Hi h School Feasibilit Date: 08-Nov-16 Project ID Number: 1044 Revision Date: p- 5- e Submitted By: Mike Cronin Department: Public Facilities Priority 0 First Year Submission? W Phone#: 7812748958 E-mail mcronin lexin tonma. ov Description of Project: Lexington High School was renovated in 2000 to a capacity of 1,842 students. In 2014 and 2015, pre-fabricated buildings were added to the campus,increasing the number of classrooms.The January 28,2015 Symmes Maini&McKee Associates (SMMA) Lexington Public Schools Master Plan Report identified the"classroom"capacity of Lexington High School to be 2,270 students, though also identifying that core areas would still be overcrowded. This existing capacity was projected to provide sufficient classroom space for the next five years. From the SMMA Master Plan,a School Building Project Consensus Plan was developed that identified adding capacity to the middle schools, elementary schools,and pre-kindergarten,as the priorities over the next five years. School Committee anticipates that at the conclusion of the current Hastings Elementary project, in approximately 2019,that a Statement of Interest (SOO would be submitted to the Massachusetts School Building Authority (MSBA) to evaluate the Lexington High School for insufficient educational capacity and system upgrades.Should the MSBA select the Lexington SOI,funding would be required for the Feasibility Study. Justification/Benefit: Enrollment at Lexington High School as of October 1,2018 was 2,275 students.The latest five year forecast is 2542+/-115 students for the October 2023 enrollment Impact if not completed: Lexington High School (LHS) enrollments are projected to increase over the next five years.A project to address overcrowding at LHS,as well as increase core capacities and replace systems that have operated beyond their useful life will be required to maintain class sizes,continue to offer robust educational programs,and to prevent system failures. Timeframe: Replace. Freq: Project study in 2020,with construction 2022 through 2025. 0 Years Stakeholders: Lexington community Operating Budget Impact: Cost Analysis. Funding Source: * Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 1044 2021 2022 2023 2024 2025 Totals 0 Open Space Site Acquisition 17 $0 $0 $0 $0 $0 $0 0 Recreation................................. Design/Engineer " $1,825,000 $0 $0 $0 $0 $1,825,000 0 1 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing Construction $0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�ir'11� 17__i�_` �� Contingency $0 $0 $0 $0 $0 Totals f $1,825,0IIIIIIIIU Id 00 $0 $0 $0 $0 [ $MUUMUU 1,825,000 IIIIIIIIIU U U Maint.Cycle CPA Amt.Req. $0 $0 $0 $0 0 0 Years Basis of Cost Projection: 11/25/2019 12:03:02 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Lexin ton Hi h School Feasibilit Date: 08-Nov-16 Project ID Number: 1044 Revision Date: p- 5- e Submitted By: Mike Cronin Department: Public Facilities Priority 0 First Year Submission? W Phone#: 7812748958 E-mail mcronin lexin tonma. ov 11/25/2019 12:03:02 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: LHS Science Classroom Space Minin Date: 23-Aug-17 Project ID Number: 1050 Revision Date: ct- Submitted By: Mike Cronin Department: Public Facilities Priority 0 First Year Submission? V Phone#: 781 274 8958 E-mail mcronin lexin tonma. ov Description of Project: Lexington High School enrollment is forecast to be 2,465 students, +/-115,for FY2022.The School Committee supports submitting a Statement of Interest to the Massachusetts School Building Authority for a major project to increase student capacity within the next couple of years, but a project will not be implemented with capacity growth beyond the current capacity of approximately 2,270 students for classroom space. This project is requesting design and construction dollars to modify existing interior spaces to satisfy science lab shortages in FY2021. Justification/Benefit: The construction of pre-fabricated modular buildings in 2014 and 2015 increased capacity to 2,270 students and was expected to provide needed capacity about five years. Enrollments continue to increase and current projections reach 2,465 students for the 2021/2022 school year. With a major project to add capacity at LHS uncertain at this time,an option to provide capacity with renovated interior spaces to provide the most cost effective option.The school will continue to remain overcrowded in core areas, but seats for curriculum classes would be provided. Impact if not completed: If the additional capacity is not provided,and the number of students in each class are increased,this can negatively impact the education of the science curriculum. Timeframe: Replace. Freq: There is a second wave of students arriving for FY2024. Additional science labs may be required. Enrollment work will 0 Years continue to support this need. Stakeholders: Students,staff,and community. Operating Budget Impact: Cost Analysis. Funding Source: (* Levy O CPA O Revolving O State Aid O Water O Sewer O Recreation O Private O Other Capital Funding Request SPA Purpose 1050 2021 2022 2023 2024 2025 Totals 0 Open Space ��ir'11� ��ir" Site Acquisition " $0 $0 $0 $0 Recreation 1�� Design/Engineer $13,000 $0 $0 $0 $0 $13,000� � Historic Project Mgmt. $0 $0 $0 $0 $0 $0 Housing Construction $125,000 $0 $200,000 $0 $0 $325,000 Oper.Bud.Imp.: Equipment 17.....................................ir'l� $0 $017............................................ir $0 $0 Recurring Cost MU�� t Contingency 1[ $12,000 $0 $0 $0 $0 $12d UUMMUMMUP Ur U&Udr9000UUMMUMUMUd U Ud dddd Totals $15a ,000 $0 $200,000 $0 $0 $350,000 Maint.Cycle CPA Amt.Req. $U $0 $0 $0 0 0 Years Basis of Cost Projection: TBA working with LHS and DPF.Costs will not be known until late December. 11/25/2019 12:03:02 PM AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Board of Selectmen's Office PRESENTER:TER• ITEM S NUMBER: Kim Katzenback, Executive Clerk I.5 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Board of Selectmen's Office. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will prepare the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/4/2019 11:3 0 a.m. ATTACHMENTS: Description Type r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen Mission: The Board of Selectmen is a representative policy making body. It is the mission of the Board to work together in a collegial way that is respectful of the full range of views, not only of the Board itself, but the entire community. The Board is committed to assuring that all of those views are fairly heard, presented in a way that is open and honest and in a way that brings together a wider group of people and move forward together for the good of the community. Budget Overview: The Selectmen's All Funds budget inclusive of the Selectmen's Office, the Legal budget, Town Report and the PEG Special Revenue Fund is increasing by $19,980, or 1.57%. General Fund compensation is increasing $3,055 or 2.42% to capture step increases, and General Fund expenses are increasing $16,925 or 1.47%. The Legal and Town Report components of the Selectmen's budget are level-funded. The Board of Selectmen is the executive policy setting branch of Town government, as established by the Selectmen-Town Manager Act. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or financial compensation. The Selectmen are responsible for the general direction and management of the property and affairs of Town government, and appoint the Town Manager who is responsible for the daily operations of the Town. An Executive Clerk/Office Manager is appointed each year by the Board to assist the Board and to perform such duties as the Board may direct. The Executive Clerk/Office Manager is assisted by one full-time Department Assistant. The Selectmen's staff provide support to the Board and serves as a liaison between the public and the Board. The Selectmen's Office notifies Lexington residents of all elections through the warrant and prepares the warrant for the Annual and Special Town meetings. They also receive all contributions to the Selectmen Gift Accounts, the Fund for Lexington, PTA Scholarships, Lexington Education Foundation, and all Trustees of Public Trust Funds. Staff manage the licensing and permitting process for the Board (the licensing authority). These licenses include alcoholic beverage, auctioneer, common victualler, entertainment, gasoline 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 coin-operated game machines. The staff maintain approximately 320 Selectmen appointments to more than 50 committees. 8100 - Board of Selectmen 1 Budget Summary - General Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $400,628 $445,154 $579,302 $586,607 $77305 1.26% Transfers from Enterprise Funds to General Fund (Indirects) $1,067 $17062 $11118 $11118 $0 PEG Access Special Revenue Fund $0 $6007901 $6143476 $627,151 $127675 2.06% Fees Licenses & Permits 1 $83)1201 $81,700 $80,000 $807000 $0 % Total 8100 Selectmen (General Fund) 1 • •15 1 • • 1 • • I • • 1 • I FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $114,672 $1015786 $1263144 $1293199 $37055 2.42% Expenses $370,143 $1,0277031 $171487752 $171657677 $167925 1.47% Total 8100 (General Fund) 1 •, •15 1 • • 1 • • 1 , • • 1 • FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 8110 Selectmen's Office $211,064 $219,328 $2367732 $2447037 $77305 3.09% Total 8120 Legal $263,153 $301,214 $4107000 $4107000 $0 % Total 8130 Town Report $107 598 $11,190 $13,688 $13,688 $0 % Total 8140 PEG $0 $5977085 $6147476 $627,151 $127675 2.06% Total 8100 (General Fund) $484,815 1 • • 1 • • 1 • • 1 • 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $1145672 $1015786 $1263144 $129,199 $37055 2.42% Overtime $0 $0 $0 $0 $0 % Personal Services $114,672 $1013,786 $1263,144 $129,199 $3,055 2.42% Contractual Services $34807 $11005,942 $17124,239 $171417164 $167925 1.51% Utilities $0 $0 $0 $0 $0 % Supplies $21,336 $21,090 $241513 $24,513 $0 % Small Capital $0 $0 $0 $0 $0 % Expenses $370,143 $1,027,032 $1,1481752 $1,1651677 $16,925 1.47% Total 8100 (General Fund) 1 • •15 1 • • • 1 • • 1 • • 1 • 1 I 8100 - Board of Selectmen 2 Budget Summary - Revolving Fund* FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase PEG Revolving Fund 1 $643,296 $0 OT $0 $0 Total 8100 Selectmen (Rev. Fund) $6439296 $0 $0 $0 $0 *Revolving Funds are authorized by Town Meeting via Article 13,and are not appropriated under Article 11. FY2018 FY2019 FY2020 FY2021 Dollar Percent Actual Actual Appropriation Request Increase Increase 8140 - PEG Revolving Fund Expenses $5511053 $0 $0 $0 $0 Total 11 - - . 1 1 1 1 1 ' Appropriation Summary(All FY2018 FY2019 FY2020 FY2021 Dollar Percent Funds) Actual Actual Appropriation Request Increase Increase Compensation $1147672 $101,786 $126,144 $1293199 $37055 2.42% Expenses $9211196 $11 027,031 $13148,752 $13165,677 $167 925 1.47% 8100 - Board of Selectmen 3 � Town of Lexington ryJ ! FY2021 Budget Development PPIL 1Y I Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Office Manager/Executive Clerk 1 1 1 1 Department Assistant 1 1 1 1 Recording Secretary* 0.12 0.22 0.25 0.25 Total FTE 2.12 2.22 2.25 2.25 Total FT/PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT *FTE changes in FY2019 and FY2020 reflect a more realistic depiction of hours needed to support the Board of Selectmen. 8100 - Board of Selectmen 4 Town of L J Budget FY2021Development p��p AP L 1 TI Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen Element: 8110 Selectmen's Office Budget Description: The Board of Selectmen's General Fund budget is increasing $7,305, or 3.09%. Wage increases include in-lieu-of-step increases for Selectmen's office staff. Expenses include yearly memberships in MMA and MAPC. Expense increases capture quoted increases in the cost of the annual single audit. The Board of Selectmen is the executive policy-setting branch of Town government, as established by the Selectmen-Town Manager Act. The Board consists of five members, each elected for staggered three-year terms, who serve without salary or financial compensation. The Selectmen are responsible for the general direction and management of the property and affairs of Town government, and are the employer of the Town Manager. The Office Manager/Executive Clerk is appointed each year by the Board to assist the Board and to perform such duties as the Board may direct. The Selectmen's staff provide support to the Board and serve as liaison between the public and the Board. 8100 - Board of Selectmen 5 Budget Data (by Object Code) - General Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $78,265 $86,437 $116,126 $1197181 $37055 2.63% 511010 Part-Time Wages $36,407 $15,349 $10,018 $107 018 $0 Subtotal Compensation $114,672 $101,786 $126,144 $129,199 $3,055 2.42 520000 Contract Services $14,825 $357201 $24,825 $24,825 $0 % 538080 Printing & Forms $91 $23 $17 000 $13 000 $0 % 538010 Advertising $913 $1,269 $17000 $11000 $0 % 538060 Catering/Meals $25130 $47 595 $17 000 $1,000 $0 % 527030 Lease Agreements $25 307 $17 998 $27 500 $2500 $0 % 542020 Postage & Mailing $149 $1 $500 $500 $0 % 530060 Prof Dev&Training $15767 $88 $17500 $1500 $0 % 530040 Sem./Workshops/Conf. $15624 $17528 $17500 $13500 $0 % 530050 Audit $515250 $515750 $52,250 $56,500 $47250 8.13% 558000 Supplies $15 979 $25 353 $17 500 $11 500 $0 % 542000 Office Supplies $15612 $888 $27000 $2,000 $0 % 573000 1 Membership/Dues 1 $175745 $175849 $21,013 $21,013 $0 % Subtotal Expenses $96,392 $117,543 $110,588 $114,838 $4,250 3.84 Total 8110 Selectmen's Office $211,064 $2197329 $236,732 $244,037 $7,305 3.09% Budget Data (by Object Code) - PEG Access Revolving Fund FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 52110 Contract Services 1$55110531 $0 $0 $0 Subtotal Revolving Fund $551,053 $0 $0 $0 $0 Total 8110 PEG Access Revolving Fund $551,053 $0 $0 $0 $0 8100 - Board of Selectmen 6 �AOR ■ ma µ own o exin on +` C " FY2021 Budget Development .7.._,G - Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen Element: 8120 Legal Budget Description: The Board of Selectmen annually appoints a Town Counsel to provide legal service to the Town and to represent the Town in litigation. The Town is currently represented by the law firm of Anderson & Kreiger. The current appointment is for one year, effective through March 31, 2020. Town Counsel prepares and reviews certain contracts and other legal documents. The Town uses legal counsel to handle a variety of matters. Town Counsel also reviews articles for Town Meeting Warrants and attends the Town Meeting and when necessary meetings of the Board of Selectmen. Town Counsel regularly reports on the status of all litigation affecting the Town to the Board of Selectmen and to the citizens annually in the Town Report. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $0 $0 $0 $0 % 530000 Professional Services $0 $0 $0 $0 % 530030 Legal Services $2637153 $3011214 $410,000 $410,000 Subtotal Expenses $263,153 $301,214 $410,000 $410,000 $0 Total 8120 Legal $263,153 $301,214 $4%000 $4109000 $0 8100 - Board of Selectmen 7 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen Element: 8130 Town Report Budget Description: The Town's Annual Report provides information on the activities of Town departments, boards and committees, and provides financial information on the Town. Publication of the Town Report is required by State law and the Town's General By-Laws. The Town Report Committee is a volunteer committee appointed by the Board of Selectmen. It produces the Report with the help of the departments, boards and committees. The Committee gathers information, edits drafts, proofreads final copies, and works with a professional designer to prepare the document for printing. The Town Report is distributed in March of each year. 1,000 copies are distributed annually at Town Meeting and are also available, free of charge, at the Town Office Building, Cary Library, and the Community Center. The Town Report is also posted on the town's website. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 1 Part-Time Wages $0 $0 $0 $0 $0 Subtotal Compensation $0 $0 $0 $0 $0 520000 Contract Services $77000 $77500 $7,688 $7,688 % 538080 Printing & Forms $37598 L $3,690 $61000 $6,000 Subtotal Expenses $10,598 $11,190 $13,688 $13,688 $0 Total 8130 Town Report $10,598 $11,190 $13,688 $139688 $0 8100 - Board of Selectmen 8 �AOR ■ ma µ own o exin on +` C " FY2021 Budget Development .7.._,G - Departmental Budget Requests Program: 8000 General Government Subprogram: 8100 Board of Selectmen Element: 8140 PEG Access Budget Description: The Town contracts with LexMedia to broadcast local events and public meetings, as well as provide local shows and content. Funding is provided from the Public, Education and Government (PEG)Access Special Revenue Fund, which is funded from cable franchise fees. At 2017 Annual Town Meeting, the PEG Revolving Fund became the PEG Special Revenue Fund which requires an annual appropriation. FY2019 was the first year under the new structure. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511010 1 Part-Time Wages $0 $0 $0 $0 $0 Subtotal Compensation $0 $0 $0 $0 $0 520000 Contract Services $0 $5971085 $6143476 $627,151 $12,675 2.06% 538080 Printing & Forms $0 $0 $0 $0 $0 % Subtotal Expenses $0 $597,085 $614,4 76 $627,151 $12,675 2.06% Total 8140 PEG $0 $597,085 $6141476 $6271151 $12,675 2.06% 8100 - Board of Selectmen 9