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Home My WebLink About2019-12-09 Budget Hearing Presentations Packet - Released SELECTMEN'S MEETING Monday, December 9, 2019 Town Office Building, 1625 Massachusetts Avenue, Selectmen's Meeting Room 5:00 PM AGENDA ITEMS FOR INDIVIDUAL CONSIDERATION 1. FY21 Proposed Budget- Library Budget Presentation 5:00 p.m. 2. FY21 Proposed Budget- Information Technology Budget Presentation 5:30 p.m. 3. FY21 Proposed Budget- Department of Public Works 6:00 p.m. 4. FY21 Proposed Budget- Board of Selectmen's Office 7:30 p.m. ADJOURN 1. Anticipated Adjournment 7:45 p.m. Hearing Assistance Devices Available on Request All agenda time and the order of items are approximate and Ley6edil"a subject to change. Recorded by LexMedia AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: F Y21 Proposed Budget - Library Budget Presentation PRESENTER: ITEM Koren Stembridg e, Cary Library NUMBER: � Director; Emily Smith,Assistant Director I.1 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Cary Memorial Library. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will p rep are the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/9/2019 5:00 p.m. ATTACHMENTS: Description Type r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Our Mission - To ignite curiosity, engage minds, and connect our community. Budget Overview: Cary Library is comprised of three divisions, or elements: • Administration and General Services includes the administrative staff as well as the supply, equipment and network membership costs. • Adult Services includes all adult library staff, technology and bibliographic services staff as well as adult, digital, and audiovisual materials. • Youth Services includes all Children's and Teen library staff and materials for youth. The Library's FY2021 level-service budget request is $2,894,341 to be supported from Town funds, an increase of$45,392 or 1.59% from FY2020. Compensation is increasing by $157780 or 0.68%, which reflects contractually obligated step increases. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $29,612 or 5.79%, due primarily to increases in service contracts. Budget Issues and Updates: In FY2019, the Cary Library celebrated its 150th anniversary with a series of exhibits, programs, and lectures. Celebration events culminated with a 150th Gala event hosted by the Cary Library Foundation. Cary Library continues to be one of the top-performing libraries in the state, ranking 2nd in the state (after Newton) in circulation per hour open and 6th in overall use. In FY2019, there were approximately 500,000 visits to the library, and for the first time in the library's history, patrons borrowed more than one million items. Use of the library's WIFI grew by 70,000 users over the previous year due to improvements in WI FI infrastructure. Demand for community programs and digital content continues to increase rapidly. In FY2019, volunteers gave more than 5,700 hours of time to the library, much of which was dedicated to making 150th Anniversary events possible. Massachusetts public libraries have a State certification requirement to meet a set standard for materials acquisition each year. For Cary Library, this standard is currently 13% of the library's appropriated municipal income. The FY2021 level services budget increases the materials budgets by 6% in order to maintain the Town's contribution to the materials budget at approximately 80% of the amount mandated by the State. The Library is submitting a Program Improvement Request for $46,000 to bring municipal funding for materials up to 100% of the state mandate. Currently the balance of our materials requirement is funded through gifts by the Library Foundation and Friends of Cary Library. 5100 - Cary Memorial Library 1 Strategic Directions Books, information, and so much more We continue our 150-year-long tradition of providing books and other materials that reflect the needs and interests of Lexington residents. Though much has changed since our doors first opened in 1869, our essential function remains the same - to bring the world of information and ideas to you. At the intersection of learning, making, and play In recent years, educational research has increasingly shown that we learn best through experience - by making mistakes and trying again. In furthering this effort, we are expanding these types of learning opportunities, giving you more chances to build, create, and play. A place that works for everyone We value the rich diversity of our community and our commitment to equitable service for all is unwavering. Efforts to identify and remove barriers to access are ongoing - we are a work in progress. With opportunities for human connection In a world where technology is ever-present, we are committed to fostering human interactions. Sometimes that is as simple as providing comfortable chairs for a serendipitous meeting between old friends. Other times it takes the shape of an elaborate event with community partners and hundreds of guests. Large and small, these moments, shared among neighbors, strengthen the social fabric of Lexington. And a future as bright as our past With more than half a million visitors each year, Cary Library is a cherished community asset and a source of civic pride. Stewardship of this resource includes multiple aspects - from preservation to transformation. Program Improvement Requests Division Comp. Expenses Benefits Total Increase materials budget to meet 5120 -Adult Services $ 463000 $ 46,000 state mandate Additional 12 hours/week for Adult 5120 -Adult Services $ 19,262 $ $ 279 $ 19,541 Services/Programming Additional PT Adult Page 15120 -Adult Services $ 107396 $ $ 151 $ 10,547 Total 5100 by Request 20'1858 $ 469000 430 76,088 5100 - Cary Memorial Library 2 FY2018 FY2019 FY2020 FY2021 Actual Actual Budget Estimate Municipal Budget $214717884 $2,6757355 $278485949 $2,894,341 Trustees/Fines and Fees $58,848 $547347 $543000 $211600 Trustees/Endowment 10285 $137422 $133968 $141000 Total Trustee Budget $69,133 $677769 $67,968 7'$35,600 Gifts from Foundation and Friends 1 $154,012 $2167833 $1401000 $140,000 State Aid $47,712 $507296 $50,000 $501000 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $21471,884 $2,675,355 $2,848,949 $2,894,341 $457 392 1.59% FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $270405027 $27211,884 $27337,652 $27353,432 $157780 0.68% Expenses $4311857 $4631471 $511,297 $540,909 $297612 5.79% Total 5100 Library 1 • • $2,675,355 1 • •7949 $278947341 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase Total 5110 Admin. & General $4705441 $48%228 $5143761 $5223271 $77510 1.46% Services Total 5120 Adult Services $17455,017 $17590,929 $1,528,758 $17603,864 $757106 4.91% Total 5130 Youth Services $5461426 $5951198 $805,430 $768,206 $(377224) (4.62)% Total 5100 Library 1 • • $2,675,355 1 • •,949 $278947341 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $179863946 $27127,714 $2,2771605 $2,293,385 $157780 0.69% Prior Year Retro Payments $0 $24,585 $0 $0 $0 % Overtime (Sunday Premium) $53,081 $59,585 $601047 $607047 $0 % Personal Services $2,040,027 $2,211,884 $2,337,652 $2,353,432 $15,780 0.68% Contractual Services $1021352 $1121361 $124,140 $127,786 $37646 2.94% Utilities $7,347 $7,160 $87200 $77700 $(500) (6.10)% Supplies $2821069 $3201227 $338,957 $365,423 $267466 7.81% Small Capital $40,089 $23,723 $401000 $401000 $0 % Expensesl $431.,8571 $4633,471 $511,2971 $5403,909 $29,612 1 5.79% 5100 - Cary Memorial Library 3 � Town of Lexington ryJ ! FY2021 Budget Development PPIL 19 Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Library Director 1 1 1 1 Assistant Director/Head of 1 1 1 1 Technology Office Manager 1 1 1 1 Head of Adult Services 1 1 1 1 Head of Youth Services 1 1 1 1 Librarians 9.9 10 10 10 Library Associates 6 7 7 7 Library Technicians* 11.1 3.1 3.48 2.8 Library Technician II* 7 7 8 Adult Pages 1.6 1.6 1.6 1.84 Student Pages 0.6 1.1 1.1 0.95 Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed Total FTE 34.5 34.8 35.18 35.59 Total FT/PT I 26 FT/22 PT 26 FT/22 PT 26 FT/23 PT 27 FT/22 PT *In FY2019,a new title of Technician II was added via a change to the collective bargaining contract with the Librarians. Staff were reclassified as appropriate. In addition,a Program Improvement in FY2020 added hours to cover the Teen Room, resulting in an increase of 0.38 FTE. 5100 - Cary Memorial Library 4 Town of L J Budget FY2021Development p��p AP L 1 TI Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5110 Administration & General Services Budget Description: Administration and General Services includes three administrative staff as well as general library expenses such as postage, supplies, equipment, Minuteman Network fees, and contractual services. This is a level-service budget. Amounts requested reflect increases in annual fees for contractual services (website hosting, copy/scan station maintenance, people counter, and RFI D system, etc.), travel/professional development, Minuteman membership fees, supplies and equipment. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $2903799 $3115522 $310,421 $312,285 $17864 0.60% 511010 Part-Time Wages $0 $3,645 $0 $0 $0 % Subtotal Compensation $290,799 $315,167 $310,421 $312,285 $1,864 0.60% 520000 Contract Services $97375 $291529 $341740 $38,100 $37360 9.67% 538080 Printing & Forms $27080 $31000 $21500 $2500 $0 % 524030 Equip. Service & Repair $850 $11896 $11000 $750 $(250) (25.00)% 527030 Lease Agreements $0 $0 $47000 $47200 $200 5.00% 572000 Mileage $480 $320 $600 $600 $0 % 542020 Postage & Mailing $27976 $3,000 $3,000 $37000 $0 % 571000 Travel $57 591 $31 741 $51 000 $67 000 $17 000 20.00% 534070 Minuteman Library Network $817000 $701876 $731300 $72,636 $(664) (0.91)% 534020 Telephone $67147 $51960 $71000 $67500 $(500) (7.14)% 534030 Mobile Devices $1,200 $11200 $11200 $17200 $0 % 558000 Supplies $297 854 $301 818 $321 000 $34500 $27 500 7.81% 585020 Small Equipment $401089 $231723 $405000 $403000 $0 % Subtotal Expenses $179,642 $174,063 $204,340 $209,986 $5,646 2.76% Total 5110 Administration &General $4707441 $489,230 $5141761 $5221271 $7,510 1.46% Services 5100 - Cary Memorial Library 5 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5120 Adult Services Budget Description: The Adult Services element reflects the cost of personnel providing services to Adult library patrons, as well as the cost of personnel involved in ordering/receiving/ processing of books and the oversight of library technology. Differential costs are paid to staff working after 6 PM and on Saturdays. Sunday Premium is paid to staff working on Sundays. The overall adult staffing budget reflects an increase of$54,843 or 4.20%. The increase is primarily due to correctly aligning staff assigned to Adult and Youth Services, and otherwise reflects contractually obligated step increases for FY2021. The Adult Book line is increasing by $11,596 or 7.20%. The Adult Audiovisual line is increasing by $1,115 or 5.01%. Minuteman Digital Content is increasing by $7,552 or 25.51%, and reflects the rapid growth in demand for electronic resources. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $860,773 $907,258 $8825264 $9435191 $609927 6.91% 514000 Other Compensation $165119 $175459 $175295 $18,936 $19641 9.49% 514115 Prior Year Retro Payments $0 $155988 $0 $0 $0 % 513000 Overtime $17 $183 $0 $0 $0 % 514040 Sunday Premium $409433 $455895 $429563 $42,563 $0 % 514090 Longevity $39089 $25935 $35806 $3,741 $(65) (1.71)% 511010 Part-Time Wages $3575918 $3915128 $3595950 $3523290 $(73660) (2.13)% Subtotal Compensation $1,278,349 $11 380,846 $1,305,878 $1,360,721 $54,843 4.20% 558000 Supplies $119 $142 $0 $0 $0 % 551060 Audiovisual Materials $20,000 $21,068 $221260 $23,375 $17115 5.01% 551030 Books $1561 549 $1541 518 $161,020 $172,616 $117 596 7.20% 558080 Public Technology $0 $9,278 $10,000 $10,000 $0 % 558090 Minuteman Digital Content $0 $255076 $29,600 $37,152 $7,552 25.51%o Subtotal Expenses $176,668 $210,082 $222,880 $243,143 $20,263 9.09% Total 5120 Adult Services $1,455,017 $1,590,928 $195289758 $196039864 $759106 4.91% J 5100 - Cary Memorial Library 6 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library Element: 5130 Youth Services Budget Description: The Youth Services budget includes personnel costs for staff working in the Children's Room and Teen Space as well as funding for library materials for children and Teens. Differential costs are paid to staff working after 6 PM and on Saturdays. Sunday Premium is paid to staff working on Sundays. The overall Youth Services staffing budget reflects a decrease of $(40,927) or (5.67)%. This is primarily due to correctly aligning staff assigned to Adult and Youth Services, and otherwise reflects contractually obligated step increases for FY2021. The Youth Services expense line is increasing by $3,703 or 4.40%, and includes all materials purchased for Children and Teens. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $406,265 $441,341 $609,793 $5705426 $(395367) (6.46)% 514000 Other Compensation $5,499 $65388 $55765 $55303 $(462) (8.01)% 514115 Prior Year Retro Payments $0 $8,596 $0 $0 $0 % 513000 Overtime $0 $0 $0 $0 $0 % 514040 Sunday Premium $12,631 $13,506 $175484 $171484 $0 % 514090 Longevity $29262 $1,600 $15800 $15800 $0 % 51101 o Part-Time Wages $449222 $441439 $865511 1 $85,413 $(1,098) (1.27)% Subtotal Compensation $470,879 $515,870 $721,353 $680,426 $(40,927) (5.67)% 558080 Public Technology $0 $107 300 $107 000 $10,000 $0 % 551030 Books 1 $757547 $697027 1 $747077 $ 777780 1 $37703 5.00% Subtotal Expenses $75,547 $79,327 $84,077 $87,780 $3,703 4.40% Total 5130 Youth Services $546,426 $595,197 $805,430 $768,206 $(379224) (4.62)% 5100 - Cary Memorial Library 7 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority: 1 of 3 Department: Cary Memorial Library Program: 5100-Cary Memorial Library Element: 5120-Adult Library Accounting Dept#: Supplemental Title: Increase Library Materials Budget to State Certification Level 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 $0 $0 $0 Benefits $0 Expenses $0 $0 11610002 551030 $4600 $46,000 $0 $0 TOTAL $0 $46,000 $46,000 PURPOSE /I ESCRIPTION OF REQUEST To receive state certification,the Massachusetts Board of Library Commissioners mandates that the Cary Library spend the equivalent of 13%of its municipal appropriation on materials.The Town of Lexington currently funds only about 80%of that requirement,with the rest of those funds being supplied by the Friends of Cary Library and the Cary Library Foundation. The$46,000 increase would bring the library's combined materials budget lines up to 100%of the mandated requirement. NOTE: Because the library does not have a settled contract for FY2021,I figured this number projecting a 2%increase in personal services.The number could be adjusted up or down slightly once the contract is settled. SERVICE IMPLICATION Books and other materials are the core service libraries provide to their communities and should be fully supported.This would allow funds raised by the Foundation and Friends groups to be used for other needs such as equipment,new furniture,and more programs for the community. The Foundation will need to focus efforts on raising money for a Children's Room renovation-it would be especially helpful at this time if they did not need to supplement the library's materials budget so that we meet our state certification requirement. In addition,the amount of funding available from fines is likely to be impacted by a newly voted change by the Minuteman Library Network to automatically renew late materials. The exact dollar impact of this change is currently unknown,but further underscores the need for further support from the tax levy. LA2021 Budget\Program Improvement Requests\5100 Library\FY2021 PI Submissions\FY2021 Program Improvement Request#2-Cary Library 12/2/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 2 of 3 Department: Cary Memorial Library Program: 5100-Cary Memorial Library Element; 5120-Adult Library Accounting Dept Supplemental Title: Increase Library Technician from 25 hr/wk to 37 hr/wk 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 FUNI IN , Object Object One-Time Cast Ongoing Annual Cast TOTAL Cede Description (FY2021Only) (FY2021 &Future) FY2021 Request Compensation $0 11610001 511000 $M262 $19,262 $0 Benefits $279 Expenses $0 $0 $0 $0 $0 TOTAL $0 $199262 $199541 PURPOSE /DESCRIPTION OF REQUEST In March of 2020,our 25 hour/week library technician will be retiring.This request is to increase this position(which already has a benefits package associated with it)to 37 hour/week. This would be an increase of 12 hours/week. The current staff member is a Library Technician I,step 7,25 hours/week(FY20 salary of$32,994). If this position became full time, it would move to the Library Technician II band of the library contract.A Library Technician 11,step 5,37 hours/week(FY20 salary of$52,256).The difference between the two would be$19,262. 1 am using FY20 numbers because we do not have a contract for FY21. Because the existing position is 25 hours/week,it already has a full benefits package associated with it. SERVICE IMPLICATION The Library continues to be one of the top performing libraries in the state. In FY19, more than a million items were borrowed from the library-the highest circulation yet. Library Technicians work our busy circulation desks on the Main Level,and in the Children's and Teen Rooms.In addition to checking books in and out, Library technicians assist patrons in the use of library computers,printers,scanners,and other technology.They also teach users how to use library resources(eBooks,streaming audio/video collections,and digital resources)on their personal laptops,tablets,and phones.Overall,the services we provide to our patrons have become increasingly complex.What used to be a quick interaction now involves more teaching,demonstrating, and one-on-one coaching. These additional 12 hours of technician time would be the first increase in staff time on the main level (Adult Services)in more than 8 years,and making this position full time would add some Saturday hours that are desperately needed for coverage as well as support for community programming. LA2021 Budget\Program Improvement Requests\5100 Library\FY2021 PI Submissions\FY2021 Program Improvement Request#1-Cary Library 12/2/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 3 of 3 Department: Cary Memorial Library Program: 5100-Cary Memorial Library Element; 5120-Adult Library Accounting Dept Supplemental Title: Additional PT Adult Page 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 FUNI IN , Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 11610001 511010 $10,396 $10,396 $0 Benefits $151 Expenses $0 52110 Contract Services $0 $0 $0 $0 TOTAL $0 $109396 $109547 PURPOSE /DESCRIPTION OF REQUEST This request would provide an additional Adult Page(shelver)position for the library. (12 hours/week) As stated in Priority#1,the library users borrowed over 1 million items from the library last year.Of that number,more than 800,000 were physical materials that had to be reshelved on library shelves.To this,add 200 items/day which are used within the library by researchers.These items are never checked out,but they must be returned to their shelves daily. SERVICE IM PLICATION The service implication is a longer turn-around time between when items are returned to the library,and when they become available for a resident to check out.This is particularly frustrating for patrons who are awaiting books that are coming from other libraries.Network-wide wait times for popular items are increased when libraries can't process incoming and outgoing books in a timely manner. In addition,over the past few years we have felt uneasy about having student pages work on the upper levels of the library. It works well to have students working in the Children's Room and in the Teen Space as there are library staff there who can supervise and answer questions.Because the Adult Collections(Main Level and Mezzanine)are so large and spread out,we cannot provide consistent supervision for these students or keep an eye out for their safety in the farthest reaches of the building. LA2021 Budget\Program Improvement Requests\5100 Library\FY2021 PI Submissions\FY2021 Program Improvement Request#3-Cary Library 10/29/2019 � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Car Libra Children's Room Renovation Pro'ect Date: 28-Aug-17 Project ID Number: Revision Date: 5 - °V- Submitted By: Koren Stembridge Department: Library Priority 1 First Year Submission? Phone#: 781-862.6288 84401 E-mail kstembrid a lexin tonma. ov Description of Project: Children's spaces in public libraries have changed significantly since the Cary Library was designed in the late 1990s. Four factors drive these changes-advances in technology,the need for more flexible spaces, new standards in ADA/Universal Design,and an increasing urgency around safety of children in public spaces. The current Children's Room has a fixed U-shaped layout with staff space at the center of the U.This makes the room exceedingly difficult to supervise,and there are multiple spaces (including the pre-school play space) that cannot be seen from the staff desk.The shelving is 5 feet high in most places,which is too high to provide good oversight of the room. Beyond safety concerns, room needs new mobile shelving to allow for space to be reconfigured as needed and improvements to accessibility (improved restrooms,wider aisles,changes to public service desl This project has three phases: FY20-Feasibility study would allow staff and community members to work with an architect on design concepts that would improve safety for children and give staff the flexibility to move fixtures to accommodate different kinds of activities within the space.This phase would include preliminary cost estimates and concept drawings to assist in confirming the viability of this project. FY2021 - Design phase would include Schematic Design, Design Development,and Construction Drawings and cost estimates at each phase. Once this work is completed,the library will be able to determine if it can support this project from private sources (through a capital campaign or the use of endowment funds) or if it will need to seek municipal funding,all or in part,for this project. FY2022 - Renovation of Children's Room space. The spaces were measured to be approximately 9300 square feet. Using a construction estimate of$500/sq ft,this would result in a construction cost only of$4,650,000. 10%for consingency and 10%for design, plus OPM services would be approximately$5,750,000 Justification/Benefit: Children's Services account for nearly 50%of all books checked out,and over 75%of library programs offered. Given that these services take place within a very limited footprint,this redesign would give staff the flexibility to move shelves and fixtures easily, using a space for pre-school play in the morning,and K-5 school activities in the afternoon. In addition,the project would allow us to fix multiple access issues, making the space work better for children with disabilities. Finally,this work would improve several safety issues that have been identified by staff and parents. Impact if not completed: Our Children's Room was designed for a different time and with a focus on books rather than on people.Today's children's spaces put children at the center of the design process,and allow for a greater range of activities to be accommodated.After 15 years of wear and tear,the room needs updates to furniture,technology, restrooms,and creative spaces. Building safety issues were not a significant part of the design process in the late 90s and there are several changes needed to improve safety in the space.Without this project,spaces will continue to degrade and the accessibility and safety issues will remain. Timeframe: Replace. Freg: Feasibility, Design/Schematics/Construction Docs FY2021, Renovation Project FY2022. Please note the Furniture 20 Years Fixtures and Equipment line is currently empty. The Library Director is working on identifying the programmatic needs and the budget to support that need. The expectation is to have this number in the next couple of months (early spring 202Q . Stakeholders: Lexington children and their families, library staff, public facilities staff. Operating Budget Impact: none expected Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other 12/3/2019 7:01:50 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Car Libra Children's Room Renovation Pro'ect Date: 28-Aug-17 Project ID Number: Revision Date: 5 - °V- Submitted By: Koren Stembridge Department: Library Priority 1 First Year Submission? Phone#: 781-862.6288 84401 E-mail kstembrid a lexin tonma. ov Capital Funding Request CPA Purpose 1051 2021 2022 2023 2024 2025 Totals open space Site Acquisition $0 $0 $0 $0 $0 $0 Recreation Design/Engineer $0 $465,000 $0 $0 $0 $465,000 Historic Project Mgmt. 17.....................................$0 $170,000 $0 $0 $0 $170,000 O Housing Construction17.................................$0 $4,650,060 $0 $0 $0 $4,650,000 Oper.Bud.Imp.: Equipment 17 ir'l $0 $017 $0 $0 $0 Recurring Cost Contingency 17 i $465,000 $0 $0 $0 $4659000 Totals �7"" $0 ]�IU UN U I 5,7509000 $0 $0 $0 $597509 000 Maint.Cycle CPA Amt.Req. $o $0 $0 $0 $0 0 Years Basis of Cost Projection: Some of cost to be covered by private funds (capital campaign,endowment funds) .Infrastructure costs (including moving restrooms and fixing HVAC issues) to be covered by the Town.Town portion likely$3M based on conversations with Head of DPF. 12/3/2019 7:01:50 PM AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Information Technology Budget Presentation PRESENTER: ITEM NUMBER: Tom Case, Chief Information Officer; Dorinda Goodman, IT Director I.2 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budget for the Information Technology Department. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will p rep are the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/9/2019 5:3 0 p.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 JY 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 APRI,,L � 00 '00 i u Information Technology Requested Budget Fiscal 2021 Submitted Tom Case, Chief Information Officer Board e ectmen Presentation December 9. 2019 Town of Lexington � FY2021 Budget Development .7.._,G - Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Information Technology Mission: The Information Technology (IT) Department's mission is to provide high-quality, cost- effective technology and services to Town administration and staff so that they can best serve the citizens of the Town of Lexington; and, to provide effective web services to employees and residents to facilitate both the dissemination and collection of information by town government. Budget Overview: The FY2021 budget request for the IT Department reflects an increase of $141,077 or 5.32% over the FY2020 budget. Compensation increases $45,627 or 5.11%, which reflects step increases. Expenses increase $95,450 or 5.43%. The major factors driving the increase in the expense budget are software maintenance contracts, and an increase in the professional development/ training budget. The Information Technology department supports, maintains and manages Townwide business- related technology. The department supports townwide core services including the financial system (MUNIS), time keeping (NovaTime), document management (Laserfiche), facilities maintenance and management technology, emergency management web sites and services, and VoIP telephone systems. IT maintains the infrastructure and security of the network core and co-manages the townwide area network for municipal and school departments. The department manages municipal technology purchases and performs the installations and maintenance of Town IT equipment and services. Information Technology staff also provide support and training for end-users. Department Goals: 1. Maximize the value of current systems a. Laserfiche b. ViewPermit c. MUNIS d. VISION e. Novatime f. ProPhoenix 2. Continue to invest in the Town's IT infrastructure and security posture a. Implement recommendations from the network assessment b. Implement recommendations from the cybersecurity assessment c. Investigate additional cybersecurity/security measures and services 8600 - Information Technology 1 3. Redesign the Town's website to provide a new look and feel along with provide better accessibility and findability 4. Focus on future visioning for IT a. Embrace "cloud first" b. Hosting and replatforming of core systems (email/Office365, VISION) c. Unified communication d. Disaster Recovery (DR) planning and expansion of capabilities e. Network redundancy planning and implementation Program Improvement Requests Compensation Expenses Benefits Total Systems and Applications Administrator $ 73,000 $ 6,000 $ 16,630 $ 951630 Total 8600 by t quest $ 7 ,0'00 61000 109680 95,630 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $1,736,063 $1,922,441 $21 508,674 $21 649,751 $1417 077 5.62% Enterprise Funds (Indirects) $1153217 $123,236 $1421966 $1423966 $0 % FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $7535945 $836,975 $893,490 $939,117 $45,627 5.11% Expenses $15 097,335 $1,2081 702 $11 758,150 $15 853,600 $95,450 5.43% FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase F61 0 IT Administration $1,8511280 $2,045,677 $2,651,640 $2,792,717T$141,0771 5.32% Total .611 Info. Technology . 1 $2,045,677 $2651641 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $751,437 $833,518 $8895351 $934,841 $45,490 5.11% Overtime $2,508 $3,457 $47139 $4,276 $137 3.31% Personal Services $753,945 $836,9 75 $893,490 $939,117 $45,627 5.11% Contractual Services $863,086 $951,405 $1,422,500 $1,516,000 $937500 6.57% Utilities $891144 $101,433 $1261 000 $1291 500 $37 500 2.78% Supplies $161455 $321805 $281350 $29,100 $750 2.65% Small Capital $1283650 $123,059 $1811300 $1793000 $(23300) (1.27)% Expenses $1,097,335 $1,208,702 $1,758,150 $1,853,600 $951 450 5.43% Total .611 Info. Technology . 1 $2,0457677 $2651641 8600 - Information Technology 2 Town of Lexington FY2021 Budget Development .7.._,G - Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Information Technology FY2018 FY2019 FY2020 FY2021 Budget Budget Budget Request Chief Information Officer 1 1 1 1 Information Technology 1 1 1 1 Director Municipal Assistant* 0.43 0.43 Business Analyst/Project 2 2 2 2 Manager Network Administrator 1 1 1 1 GIS/Database Administrator 1 1 1 1 Support Technician 1 1 1 1 Systems &Applications 1 1 1 1 Administrator Webmaster 2 2 2 2 Part-time Intern* 0.25 0.25 Total FTE 10 10 10.68 10.68 Total FT/PT 10 FT 10 FT 10 FT/2 PT 10 FT/2 PT *A part-time Municipal Assistant and part-time Intern were funded in the FY2020 budget to support the increasing IT workload. 8600 - Information Technology 3 Town of L FY2021 Budget Development .7.._ G Departmental Budget Requests Program: 8000 General Government Subprogram: 8600 Information Technology Element: 8610 IT Administration Budget Description: The Information Technology FY2021 budget request reflects a $141,077 or 5.32% increase over the FY2020 budget. Compensation increases by $45,627, or 5.11%, and reflects contractually obligated increases. The requested expense budget reflects an overall increase of$95,450 or 5.43%. Notable changes from last year's budget include - • a decrease in Professional Services of ($39,000) to discontinue Gartner industry research services; • an increase in Professional Development/Training of$10,000 due to the addition of a staff MUNIS training module, and an increase in general municipal staff training; and • an increase of$114,000 or 13.16% in Software Maintenance. Software Maintenance increases are due to higher support costs for existing software, higher annual costs of migrated applications to new cloud SaaS platforms (Software as a Service), and new Capital funded application software contract commitments. The top contributors to the increase are: a digital signature solution for an increase of$15,000; Changes to cloud-hosted platforms (SaaS) and adoption of paperless workflows for an increase of$80,000 (ViewPoint Cloud, Tyler TCM, Laserfiche, Novatime). One increase of$20,000 reflects the addition of a service that was previously a Capital long-term contract, now converted to an annual operating expenditure (Nearmap). Other minor increases in expenses reflect increased adoption of mobile technology resulting in increased Mobile Device charges ($2,500) and increases in Hardware Support ($3,000) reflecting support of new UPSs (uninterruptable power supplies). Some expenses moved budgetary objects to match the chart of accounts reconfiguration. Some small increases in other objects (Utilities, Mobile Devices, Supplies, Small Equipment, Travel, Memberships, and Conferences) mirror the increased support needs of Town staff or annual cost increases of services. One expense (the Department copier/multifunction device lease) was moved from Office Equipment to Equipment Rental. 8600 - Information Technology 4 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $7511437 $833,518 $857,351 $9037699 $467348 5.41% 511010 Part-Time Wages $0 $0 $23,000 $21,142 $(17858) (8.08)% 512000 Seasonal Part-Time $0 $0 $97000 $10,000 $17000 11.11% 513000 Overtime $2,508 $37457 $49139 $49276 $137 3.31% Subtotal Compensation $753,945 $836,975 $893,490 $939,117 $45,627 5.11% 520000 Contract Services $1181237 $607902 $1937000 $1907000 $(37000) (1.55)% 538080 Printing & Forms $442 $170 $500 $500 $0 % 530000 Professional Services $151278 $397899 $39,000 $0 $(3%000) (100.00)% 538010 Advertising $535 $0 $37000 $3,000 $0 % 527020 Equipment Rental $0 $0 $0 $3500 $31500 % 572000 Mileage $460 $599 $17 000 $1,000 $0 % 530060 Prof Dev&Training $61 991 $141175 $15,000 $273 000 $127 000 80.00% 571000 Travel $71649 $57465 $13,000 $15,000 $27000 15.38% 530040 Sem./Workshops/Conf. $41857 $17252 $12,000 $13,000 $1,000 8.33% 534040 Software Maintenance $5541848 $6041444 $8667000 $9807000 $114,000 13.16% 534050 Hardware Support $541590 $491500 $703000 $73,000 $3,000 4.29% 534060 Comm. & Network Supp. $99,199 $174,999 $2107000 $2107000 $0 % 521000 Utilities $601160 $807 067 $96,000 $97,000 $17 000 1.04% 534030 Mobile Devices $281984 $211366 $30,000 $32500 $27500 8.33% 558000 Supplies $101 857 $267 804 $22,000 $22,000 $0 % 542000 Office Supplies $21423 $37319 $27000 $27000 $0 % 573000 Membership/Dues $17175 $825 $27350 $2,600 $250 10.64% 558010 Clothing&Safety Equipment $27000 $17857 $25000 $2500 $500 25.00% 585020 Small Equipment $0 $712 $0 $1,000 $17000 % 558020 LAN Hardware $141 794 $217 990 $35,000 $353 000 $0 % 558030 PC Hardware $791437 $621113 $75,000 $75,000 $0 % 558040 LAN Software $131 897 $47 691 $20,000 $20,000 $0 % 558050 PC Software $21450 $157656 $10,000 $10,000 $0 % 558060 LAN Peripherals $17713 $17215 $123000 $12,000 $0 % 558070 PC Peripherals $101477 $127467 $103000 $10,000 $0 % 542040 Office Equipment $5,882 $47215 $19,300 $16,000 $(37300) (17.10)% Subtotal Expenses $1,097,335 $17 208,702 $1,758,150 $1,853,600 $951 450 5.43% Total 8610 IT Administration $178517280 $2,045,677 $2,651,640 $277929717 $1419077 5.32% 8600 - Information Technology 5 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 1 of 1 Department: Information Technology Program: 8600-General Government Element; 8610-IT Administration Accounting Dept : 11155001/2 Supplemental Title: Systems and Application Administrator 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 Cost Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 511000 Reg Wages $7300 $73,000 $0 Benefits $169630 Expenses $0 538010 Advertising $11000 $19000 530060 Prof.Dev/Train. $21000 $2,000 571000 Travel&Sem $21500 $2,500 573000 Memberships $500 $500 TOTAL $19000 $789000 $95,630 PURPOSE /DESCRIPTION OF REQUEST This request is to add a second Applications Administrator to the IT team. The cost above is calculated based on current LMEA mid-point hourly compensation(Grade 7-$39.86/hr)for the job title of Systems and Applications Administrator. The number of technologies the Information Technology group supports continues to grow.The department is providing support and maintenance,along with training for the additional applications and services. Notably,the organization is experiencing a growing need to provide more support for new public safety systems and technology,Town Library systems support and to provide greater data security systems support and training. Another significant area of organizational growth is staff mobility technology and tools. In FY2019 and FY2020 a few IT department accomplishments include major upgrades to the Police and Fire Safety system, Technical program management of the new MUNIS Chart of Accounts,migration of ViewPermit to cloud based Viewpoint Cloud and the migration of many paper based permits to electronic,finalization and launch of new and updated critical IT policies (Social Media Usage,first Town password policy,and updated Acceptable Use policy),technical support of the temporary Fire station relocation,implementation of new network firewalls in conjunction with Schools IT,development of standardized Project Management tools,and technical planning for Townwide(Municipal and Schools)network remediation and redesign. The Town IT has expanded the services and support but has not expanded the personnel pool to match the growth and support needs. SERVICE IMPLICATION The IT Department seeks to improve technology support services and to effectively support staff and resident services in alignment with the needs of the Town.The Town currently has one Systems and Applications Administrator to support more than 100 software applications and numerous hardware technologies.The IT Department is often short staffed and unable to provide prompt and effective support for the products currently supported. L:\2021 Budget\Program Improvement Requests\8600 Information Technology\FY2021 Submissions\Sys Admin PIR FY2021 10/31/2019 � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Phone S stems&Unified Communication Date: 15-Oct-08 Project ID Number: Revision Date: g- 55 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodman lexin tonma. ov Description of Project: In FY2021 we are requesting funding for the replacement of some EOL core equipment installed at the beginning of the VoIP project.The FY2021 funding will also be used to migrate licensing and systems to current license structure and current software licensing. Other funding that will be requested in the following years is for the replacement of additional EOL equipment and the purchase and installation of Unified Communication services and systems.We are currently engaged with a consultant and developing the strategic plan to migrate to unified communications.This will help define the future EOL replacement schedule and future equipment needs. Unified Communication may include, but is not limited to,Town wide: Shared Calendar Messaging Scheduling Justification/Benefit: Maintain stability of Town communications systems and to ensure uptime and availability. Impact if not completed: Unreliable services and communication systems failures. Timeframe: Replace. Freq: 0 Years Stakeholders: Town Staff,Town Citizens 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 553 2021 2022 2023 2024 2025 Totals 0 Open space ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��, �� r ��, rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $80,000 $20,000 $20,000 $20,000 $10,000 $1507000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir'11� Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $60,000 $80,000 $70,000 $60,000 $50,000 $320,000 Recurring Cost iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii$10 iiiiiiii Contingency ,000 $0 $0 $0 $0 $101000 $0.00 Totals $1505000 $100,000 $909000 $80,000 $60,000 $480,000 Maint.Cycle CPA Amt.Req. 0 $011 $0IF $0 $0 0 Years Basis of Cost Projection: 1 2/5/201 9 4:07:16 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Phone S stems&Unified Communication Date: 15-Oct-08 Project ID Number: Revision Date: g- 55 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodman lexin tonma. ov Migration to new licensing services and licensing 80K,services and replacement hardware,60K. 1 2/5/201 9 4:07:16 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Network Core Equipment Replacement Date: 14-Oct-08 Project ID Number: Revision Date: g- 55 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodmg0 lexin tonma. ov Description of Project: The purpose of this multi-year capital funded project is to replace aging equipment or add new equipment to the Towns core voice and data network. The network core is comprised of many devices: routers,switches,servers,firewalls,access control devices,spam filters.The overall purpose of the core is to provide security and to manage network traffic.This capital request covers the cost to replace aged end-of-life (EOL) equipment and to cover the cost of purchasing and installing additional equipment supporting Town wide core security and network services. The FY2021 capital request is deferred for a year. In future years,we will continue to replace core network equipment as it reaches EOL and we will add software, licensing,services and/or equipment to address security and redundancy needs. Justification/Benefit: The Town network core will be able to serve the Town network needs effectively and with the quality of service and security required to deliver Town services. Impact if not completed: Without timely replacements and advancements to meet the overall Town needs,the Town network will become vulnerable and unreliable placing multiple assets at risk. Timeframe: Replace. Freq: 5 Years Stakeholders: Town Staff, Citizens of Lexington Operating Budget New software will result in additional software support annual costs and additional hardware may result in annual support 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 CPA Purpose 556 2021 2022 2023 2024 2025 Totals 0 Open space ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��, �� r ��, rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��ir'11� ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Design/Engineer " $15,000 $20,000 $0 $50,000 $85,000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir'11� Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: UMUN Equipment $0 $55,000 $160,000 $0 $200,000 $4159000 Recurring Cost ................................. rrrrrrrrrrrru...rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr....rr....rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr......................... Contingency17 ir'11� $10,000 $10,000 $0 $10,000 $309000iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii Totals $0 $8ii 0,0iddid 00 $190,000 $0 $2609000 $5309000 Maint.Cycle CPA Amt.Req. $TJ 1 $011 $0IF 0 1 $0 1 Years Basis of Cost Projection: 1 2/5/201 9 4:07:16 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Municipal Technolo Improvement Pro ram Date: 20-Oct-10 Project ID Number: Revision Date: g- 7 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodmg0 lexin tonma. ov g g u Description of Project: Since FY2012,we started pursing technical consolidation and energy savings with the purchase and installation of SAN (storage area networl� and blade server technology.We then adopted virtualization technology along with further SAN expansion and redundancy.This facilitated the Town to adopt a more agile and economic approach to server and application maintenance and management. The success of the Town systems has resulted in the growth of data, backup,archiving and further adoption of Town wide applications.This capital is to provide the technology,storage and services needed to provide the foundation on which Town services may be delivered and maintained. The capital funding for FY2021 is to continue to expand to meet data storage capacity and data management and expanding Backup capacity to match the file storage growth,ensuring compatibility with a focus on cloud based services. In addition to SAN needs, hardware and licensing may be purchased to assist with data transfer to cloud services and Cloud backup and DR needs. During FY2020 we are refining the future application platform and DR plans. Justification/Benefit: This capital will provide the ability to continue to support the Towns application and storage needs. The need for this equipment is driven by the rapidly growing data sets and unstructured files due to e-mail archiving, Laserfiche document scanning,digital services,Town Archives digital archive projects and the rapid growth of GIS data. It is also driven by the increased dependency on technical resources for the everyday function of the Town and thereby, requirements to increase our application availability. Impact if not completed: The old equipment will become unstable and unsupported.The Town will run out of file storage space. The Town will not be able to maintain services that are dependent on this technology. Timeframe: Replace. Freq: 5 Years Stakeholders: Town Staff,Town Citizens Operating Budget Impact: This move is a move to control operating expenses while technology services and needs grow exponentially and to centralize administration. 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 708 2021 2022 2023 2024 2025 Totals 0 Open space Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��1��1��1�� Design/Engineer " $10,000 $15,000 $15,000 $15,000 $15,000 $70,000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing Construction $0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: i�� Equipment $80,000 $60,000 $75,000 $75,000 $75,000 $3659000 Recurring Cost Contingency $10,000 $10,000 $10,000 $10,000 $10,000 $50,000 �1$0.00 Totals $1005000 $85,000 $100,000 $100,000 $100,000 $4859000 Maint.Cycle CPA Amt.Req. 0 $011 $0IF 0 0 0 Years 1 2/5/201 9 4:07:16 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Municipal Technolo Improvement Pro ram Date: 20-Oct-10 Project ID Number: Revision Date: g- 7 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodmg0 lexin tonma. ov Basis of Cost Projection: Estimates were provided by vendor quotes. 1 2/5/201 9 4:07:16 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............0 -Sep- 12Project Name. Network Red undanc &Improvement Plan Date. 17 Project ID Number: Revision Date: g- 55 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodmg0 lexin tonma. ov g g u Description of Project: The purpose of this multiphase project is to both improve the resiliency of the Town wide fiber network and to provide better networked services.Also included in this capital program is the enhancement of communications within Municipal buildings through the installation of wireless access to our wide area and local area networks or WiFi.This may include the installation of distributed antenna systems (DAS) to improve cellular based communications and data needs. This 2021 Capital request and following year requests are to be deferred for another year.The network dependencies are behind schedule and we are not prepared to move to the next phase of this project. Justification/Benefit: There has been a growing need for mobility and for access to Town assets while mobile.The driver behind the mobility was to improve efficiency. The Town has experienced a number of outages over the years that are attributable to damaged Town RCN fiber and the vulnerability of that fiber.The Town intends to protect communication (both data and voice) between buildings that are assessed as critical to the daily function and safety of the Town. Best efforts will be to utilize existing underground infrastructure. Public safety equipment is now becoming dependent on the Town MAN (municipal area networl� as its equipment is being upgraded to IP or network based equipment. Its function is reliant on the integrity of the Town network. Impact if not completed: The Town will experience network outages which impact data and application access in addition to voice and radio communications. Public Safety communication will remain at risk and may be interrupted. Timeframe: Replace. Freq: 0 Years Stakeholders: IT, Public Safety services (Police and Fire) ,Town Employees,Town Citizens. Operating Budget Impact: Additional maintenance contracts would increase the operating budget 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 855 2021 2022 2023 2024 2025 Totals 0 Open space Site Acquisition $0 $0 $0 $0 $p $0 0 Recreation ��'1 ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " i $0 $0 $0 $0 $0 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing Construction $0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIWI°IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIW'"IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIda" IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII1111111111111111111111IP° 'fffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffffrl �� Equipment 7 $0 $300,000 $200,000 $100,000 $100,000 $7009000 Recurring Cost ��......... �� Contingency $0 $30,000 $20r Ur ,000 $10,000 $10,000 $701000 �1$3,000.00 Totals $0 $330,000 $iddid 220,000 $110,000 $110,000 $7709000 Maint.Cycle CPA Amt.Req. 0 $0 $pIF 0 0 1 1 Years 1 2/5/201 9 4:07:16 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............0 -Sep- 12Project Name. Network Red undanc &Improvement Plan Date. 17 Project ID Number: Revision Date: g- 55 - u Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodmg0 lexin tonma. ov Basis of Cost Projection: Pricing is a budgetary figure provided by a vendor to include the cost of the engineering,equipment, cabling, installation of the equipment and the programming. 1 2/5/201 9 4:07:16 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Application Implementation Date: 07-Sep-17 Project ID Number: Revision Date: 5 5- ec- Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodman lexin tonma. ov Description of Project: This capital project is for large application migrations and implementations.The Initial focus of the capital project will be to maximize the value of existing applications through the addition of and adoption of features and modules. In addition to developing existing applications,some years may include the addition of a new application. Microsoft Office 2019 Licensing: 100K In FY2021,we will be purchasing site licensing for Microsoft Office 2019,as Microsoft Office 2013,our current version of Office, has now reached"end of life". Plans to migrate Microsoft Office 365 are being postponed until later years. Laserfiche licensing:50K Purchase additional user licensing to expand the use of the Town document management system (Laserfiche) . Specifically we expect to utilize the Laserfiche workflow to adopt more paperless processes.This requires additional user licenses. Future annual support costs are expected to be approx. 5K more and reflected in operating budget costs. Town website replatforming:60K Upgrade/replatform the Town of Lexington website.We will move to a new hosting service and new platform to improve the capabilities and function of the Town website. Future annual support costs are expected to increase slightly (approx.5K) Assessors Application upgrade:90K Upgrade the Assessors database and application (VISION) to the new version.The annual support costs for the new version are expected to remain the same as past years and therefore not change operating budget beyond the standard 3%annual increase. In FY2022 and forward,we anticipate migrating another enterprise solution to new platforms.Specifically, it is anticipated that we will be migrating MUNIS to SaaS in FY2022. Justification/Benefit: Migration to current software platforms maintains the ability to support the application and provides current features. Impact if not completed: Town services will be impacted. Timeframe: Replace. Freg: 0 Years Stakeholders: Town staff and residents Operating Budgetpact: The addition of SaaS maintenance costs and increases in licensing add to the operating budget in future years. Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other 1 2/5/201 9 4:07:16 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Application Implementation Date: 07-Sep-17 Project ID Number: Revision Date: 5 5- ec- Submitted By: Dorinda Goodman Department: IT Priority 1 First Year Submission? Phone#: 781-698-4611 E-mail d oodman lexin tonma. ov Capital Funding Request SPA Purpose 1054 2021 2022 2023 2024 2025 Totals open space Site Acquisition $0 $0 $0 $0 $0 $0 Recreation Design/Engineer $300,000 $150,000 $75,000 $75,000 $75,000 $675,000 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 Housing Construction17.................................ir'11� $0 $0 $0 $01 i 0Oper.Bud.Imp.: ��t»��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» 711�� 1��11��I�� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $25,000 $0 $0 $0 $0 $251000 $10,000.00 Totals $325,000 $150,000 $75,000 $75,000 $75,000 $700,000 Maint.Cycle CPA Amt.Req. $o $0 $0 $0 0 1 Years Basis of Cost Projection: Quotes from vendors and estimates from consultants. (100K for Office 2019 Licenses) (50K for Laser-fiche) (60K for Town website) , (85-90K for VISION 1 2/5/201 9 4:07:16 PM AGENDA ITEM SUMMARY LEXINGTON BOARD OF SELECTMEN MEETING AGENDA ITEM TITLE: FY21 Proposed Budget - Department of Public Works PRESENTER: ITEM D. Pinsonneault M. Valenti; C. NUMBER: Filadoro; J. Livsey; R. Beaudoin; E. Gitshier• R. P ecora I.3 SUMMARY: No vote is requested for this agenda item. Review preliminary F Y2021 budgets for the Department of Public Works and the Water/S ewer Department. SUGGESTED MOTION: FOLLOW-UP: Town Manager's Office will p rep are the F Y2021 recommended budget. DATE AND APPROXIMATE TIME ON AGENDA: 12/9/2019 6:00 p.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 Works Requested Budget Fiscal 2021 Submitted David Pinsonneault, Director of Public Works Board e ectmen Presentation December 9. 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3100-3500 DPW General Fund Mission: The Department of Public Works is committed to serve our community as a professional team dedicated to the quality of life in Lexington and support the Town's core values of public safety, affordability, and open space. We make every effort to maximize the efficient, effective use of our resources in the support, maintenance and upkeep of the infrastructure, public lands and programs. Budget Overview: The Department of Public Works FY2021 All Funds budget of$11,903,569 is comprised of four subprograms (DPW Administration/Engineering, Highway Maintenance, Public Grounds, Environmental Services). The FY2021 request represents an overall increase of$312,069 or 2.69%. The All Funds budget is inclusive of the Compost, Minuteman Household Hazardous Product (MHHP), Burial Containers and Tree revolving funds. Less these revolving funds, the General Fund budget request is $10,755,001 which is $272,211 or a 2.60% increase over the FY2020 budget. Personal Services are increasing $88,657 or 1.95% in the All Funds budget, and $77,629 or 1.83% in the General Fund budget. The personal service budget in the General Fund includes contractually obligated step increases and COLAs, but costs for unsettled contracts will be carried in the Salary Adjustment Account in the Town Manager's Budget. Actual and projected COLAs are reflected in the Non-General Fund (Compost Revolving Fund) portion of the budget. Departmental Expenses are increasing $226,582 or 3.36% in the All Funds budget, and by $194,582 or 3.12% in the General Fund budget. The clothing and safety lines in all operations budgets have increased due to contractual obligations. The Public Works program contains all DPW divisions. The services provided by Public Works include the maintenance, repair, and construction of the Town's infrastructure, roads, equipment, and property. The Department of Public Works is responsible for 284 lane miles of road, 154 miles of water mains, 34 miles of trunk sewer lines, 119 miles of street sewer lines, 4,700 catch basins, 160 pieces of equipment, 9 parks, 4 cemeteries, and the 5.5 mile-long Jack Eddison Memorial Bikeway. Public Works supports Town functions through the maintenance and repair of facilities such as playing fields, and the bikeway. This program also includes the Town's water and sewer operations, which function as separate enterprise funds and are shown in separate enterprise budgets. Department Initiatives 1. Coordinate Administrative and Operation functions to maintain a functionally efficient organization. 2. Continue working with Town committees to ensure sustained engagement of residents. 3. Ensure staff accessibility and participation for training and advancement opportunities. 3000 - Public Works 1 Committee Representation Along with the day-to-day duties of DPW staff, many are also actively involved or work with Town committees. Those committees include the Permanent Building Committee, the Tree Committee, the Center Committee, the Water/Sewer Abatement Board, the Capital Expenditures Committee, the Energy Committee, the Transportation Safety Group, the Bicycle Advisory Committee, and the Recreation Committee. These, and other staff, also work collaboratively on internal committees and teams. Program Improvement Requests Division Comp. Expenses Benefits Total Senior Civil Engineer Engineering $ 95426 $ 137 $ 91563 Playground Maintenance Public Grounds/Parks $ 107000 $ 107000 Bike Amenity Maintenance Public Grounds/Parks $ 107000 $ 101000 Road DSS-Roadway Decision Snow Removal $ 127000 $ 12,000 Support System People GIS Snow Removal $ 19,500 $ 19500 Tree Committee Public Grounds/Tree $ 301000 $ 30,000 Landscape Equipment-Mower Public Grounds/Parks $ 241000 $ 243000 Total 100-3500 by Request 1,420 10 515 0 $ 137 $115,063 1 3000 - Public Works 2 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources (General Fund) Actual Actual Estimate Projected Increase Increase Tax Levy $87 629,404 $87 757,105 $97 575,542 $97 847,753 $2721 211 2.84% Enterprise Funds (Indirects) $5881560 $5961915 $595723 $595723 $0 % Fees, Charges and Available Funds Parking Fund $723900 $727900 $727900 $72,900 $0 % Cemetery Trust $487500 $507000 $507000 $507000 $0 % Cemetery Prep Fees $1627270 $1981293 $150,000 $1507000 $0 % Misc. Charges for Service $628 $353 $625 $625 $0 % Licenses & Permits $86790 $74,642 $387000 $387000 $0 % Appropriation Summary (General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Compensation $4,1525936 $491495986 $4,240,700 $4,318,329 $777629 1.83% Expenses $5,4365116 $5,6005222 $6,242,090 $6,4365672 $194,582 3.12% Program Summary(General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Total 3110 Administration $597,875 $6287440 $6483197 $6763339 $287142 4.34% Total 3120 Town Engineering $7901905 $8547111 $931,465 $9887938 $577473 6.17% Total 3130 Street Lighting $1801493 $2551867 $264,624 $255,262 $(91362) (3.54)% Total 3210 Highway $17343,192 $17269,181 $1,5051756 $1,4447036 $(617720) (4.10)% Total 3220 Equipment Maint. $7061271 $7097252 $735,642 $784,484 $487842 6.64% Total 3230 Snow Removal $176283760 $173383630 $113871233 $114477612 $607379 4.35% Total 3310 Parks $1,1593428 $172173464 $112611366 $112863819 $257453 2.02% Total 3320 Forestry $455,004 $4277495 $493,866 $501,578 $77712 1.56% Total 3330 Cemetery $2981914 $3047376 $344,175 $361,344 $177169 4.99% Total 3410 Refuse Collection $8475460 $9471750 $993,376 $952,423 $(407953) (4.12)% Total 3420 Recycling $9941 641 $17 208,629 $1,270,368 $1,330,766 $607 398 4.75% Total 3430 Refuse Disposal $5861109 $58910173 F $646,722 $725,400 $787678 12.17% Object Code Summary (General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Salaries &Wages $37547,255 $3,633,107 $378487208 $379207662 $727454 1.88% Overtime $6051681 $5161879 $392,492 $397,667 $57175 1.32% Personal Services $4,152,936 $4,149,986 $4,2401700 $4,318,329 $77,629 1.83% Contractual Services $379775437 $47111,695 $476487391 $477237514 $757123 1.62% Utilities $3591290 $4001639 $4117099 $466,008 $547909 13.36% Supplies $17036,973 $11019,395 $170857600 $171507650 $657050 5.99% Small Capital $62,416 $68,493 $97,000 $967500 $(500) (0.52)% Expenses $5,436,116 $5,600,222 $6,242,090 $6,436,672 $194,582 3.12% 3000 - Public Works 3 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Regional Cache- Hartwell $51964 $221112 $201000 $201000 $0 Avenue Lexington Tree Fund $171 675 $671 650 $451 000 $451 000 $0 Burial Containers $39,885 $45,815 $50,000 $50,000 $0 Compost Operations $652,167 $564,474 $793,449 $793,449 $0 Minuteman Household $138,286 $121,401 $220,000 $250,000 $309000 13.64% Hazardous Waste Funds *Revolving Funds are authorized by Town Meeting via Article 13,and are not appropriated under Article 11. Approp Summary (Non-General FY2018 FY2019 FY2020 FY2021 Dollar Percent Fund) Actual Actual Appropriation Request Increase Increase Regional Cache - Hartwell $7,841 $13,479 $20,000 $209000 $0 % Avenue (3110) Expenses $7,841 $13,479 $20,000 $20,000 $0 % Tree Revolving Fund (3320) $24,500 $0 $45,000 $45,000 $0 % Expenses $24,500 $0 $45,000 $45,000 $0 % Burial Containers Revolving $339410 $27,945 $50,000 $50,000 $0 % Fund (3330) Expenses $33,410 $27,945 $50,000 $50,000 $0 % Compost Operations Rev. Fund (3420) $7727247 $73%938 $7737710 $783,568 $9,858 1.27% Compensation $2661432 $308,268 $3171272 $328,300 $117028 3.48% Expenses $3171 724 $1623 474 $1711 350 $173,350 $27 000 1.17% Benefits $451845 $521336 $671785 $761361 $8,576 12.65% Debt $1421 246 $2163 859 $2171 303 $2053 557 $(111 746) (5.41)% Minuteman Household Haz. $1499999 $13%932 $2209000 $250,000 $30,000 13.64% Waste (3420) Expenses $149,999 $139,932 $220,000 $250,000 $30,000 13.64% Funds Appropriation Summary (All FY2018 FY2019 FY2020 FY2021 Dollar Percent Funds) Actual Actual Appropriation Request Increase Increase Compensation $494195368 $45458,254 $495575972 $456469629 $889657 1.95% Expenses $59 969,590 $5,944,052 $69 748,440 $6,975,022 $226,582 3.36% Benefits (Revolving Funds) $45,845 $52,336 $671785 $76,361 $8,576 12.65% Debt Service (Revolving Fund) $1421246 $216,859 $217,303 $205,557 $(117746) (5.41)% 3000 - Public Works 4 � Town of Lexington ryJ ! FY2021 Budget Development PPIL 19 Departmental Budget Requests Program: 3000 Public Works Subprogram: 3100-3500 DPW General Fund FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Department of Public Works- General Fund Director of Public Works 1 1 1 1 Manager of Operations 1 1 1 1 Management Analyst 0.6 0.6 0.6 0.6 Office Manager 1 1 1 1 Department Account Assistant* 2.6 2.6 2.6 2.6 Department Assistant- Pub 1 1 1 1 Grounds/Cemetery Department Lead Assistant 1 1 1 1 Town Engineer 1 1 1 1 Assistant Town Engineer 1 1 1 1 Senior Civil Engineer 2 2 2 2 Engineering Assistant 4 4 4 4 Engineering Aide 0.7 0.7 0.7 0.7 Supt. of Equipment, Highways & 1 1 1 1 Drains Highway Foreman 1 1 1 1 Crew Chief 6 6 6 6 Heavy Equipment Operators 12 12 13 13 Grader/Shovel Operator 1 1 1 1 Information Coordinator 1 1 1 1 Seasonal Laborer 1.7 1.7 1.7 1.7 Equipment Foreman 1 1 1 1 Mechanic 4 4 4 4 Superintendent of Public Grounds 1 1 1 1 Laborer-Truck Driver 1 1 1 1 Leadmen 7 7 7 7 Senior Arborist 2 2 2 2 Tree Climber 2 2 2 2 Cemetery Foreman 1 1 1 1 3000 - Public Works 5 FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Department of Public Works- Compost Revolving Fund Superintendent of Environmental 1 1 1 1 Services Compost Facility Foreman 1 1 1 1 Heavy Equipment Operators 1 2 2 2 Seasonal Heavy Equipment 0.5 Operator Seasonal Laborer 0.7 0.7 0.7 0.7 Total FTE** 63.8 64.3 65.3 65.3 Total FT/PT 60 FT/9 PT 61 FT/8 PT 62 FT/8 PT 62 FT/8 PT Explanatory Notes *FT Dept.Acct.Asst.shown as 0.6 from General Fund;0.4 is charged to Water and Sewer Enterprise. 3000 - Public Works 6 �. � Town of L l, M 71 FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3100 DPWAdmin/Engineering Element: 3110 DPW Administration Budget Description: DPW Administration staff plans, manages, coordinates, schedules and directs the department's activities. The duties of Administrative staff include preparing budgets, monitoring expenditures, developing bid specifications for DPW procurement, responding to citizens' questions and concerns, evaluating work performance, scheduling work assignments and collective bargaining. Staff works closely with many other departments including the Public Facilities Department located within the same building. The DPW Administration FY2021 All Funds budget request is $696,339 which includes a $20,000 authorization for the Regional Cache revolving fund. This is an increase for All Funds of$28,142 or 4.21% more than FY2020, and reflects a 4.34% increase for the General Fund portion. For the General Fund, compensation is increasing $26,842, or 4.41%, due to contractually obligated step increases. Expenses are increasing $1,300 or 3.25%, due to increased staff training in customer service, computer programs and maintenance practices as well as a slight increase in office supplies in Administration and Engineering to cover cost of office paper previously covered by the Finance office. Administration staff work with several committees: Permanent Building, Center, Capital Expenditures, Conservation, Energy, Bicycle Advisory, Tree Committee, and Sustainable Lexington. Division Goals: 1. Continue use of work order system to ensure efficient and effective customer response. 2. Collaborate cross-divisions to focus on reducing paper use throughout the organization and look for digital options for use and storage. 3000 - Public Works 7 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $5117347 $541,943 $540,895 $5637731 $22,836 4.22% 513000 Overtime $65 $0 $0 $0 $0 % 514090 Longevity $399 $399 $13120 $3,360 $27240 200.00% 511010 Part-Time Wages $46,597 $49,555 $48,407 $50,173 $1,766 3.65% 514100 Stipends $1,956 $4,896 $17,800 $17,800 $0 % Subtotal Compensation $560,364 $596,793 $608,222 $635,064 $26,842 4.41 520000 Contract Services $37254 $3,659 $3,000 $3,500 $500 16.67% 538080 Printing & Forms $0 $84 $250 $250 $0 % 530000 Professional Services $380 $0 $200 $200 $0 % 538010 Advertising $202 $0 $200 $200 $0 % 538060 Catering/Meals $249 $164 $1,600 $13 600 $0 % 538050 Drug &Alcohol Testing $13,554 $10,380 $151000 $157000 $0 % 572000 Mileage $0 $0 $0 $0 $0 % 542020 Postage & Mailing $9 $0 $25 $25 $0 % 530060 Prof Dev&Training $450 $443 $13200 $1,400 $200 16.67% 571000 Travel $2,257 $931 $13400 $13400 $0 % 530040 Sem./Workshops/Conf. $7,340 $73055 $5,700 $6,000 $300 5.26% 534030 Mobile Devices $2,427 $640 $2,400 $2,400 $0 % 558000 Supplies $673 $1718 $1,800 $1,800 $0 % 542000 Office Supplies $4,842 $4,108 $4,500 $4,800 $300 6.67% 573000 Membership/Dues $17243 $1,682 $13700 $1700 $0 % 558010 Clothing & Safety Equipment $631 $783 $13000 $15000 $0 % 542040 Office Equipment $0 $0 $0 $0 $0 % Subtotal Expenses $37,511 $31,64 7 $39,9 75 $41,275 $1,300 3.25 E tal DPW Administration General $5977875 $628,440 $648,197 $676,339 $28,142 4.34% Fund Revolving Fund -Regional Cache at Hartwell Avenue 54100 ISupplies 1 $7,8411 $13,479 1 $205000 1 $20,000 Subtotal Expenses $7,841 $13,4 79 $20,000 $20,000 $0 Total 3110 DPW Administration $605,716 $641,919 $668,197 $696,339 $28,142 4.21% 3000 - Public Works 8 �. � Town of L l, M 71 FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3100 DPWAdmin/Engineering Element: 3120 Engineering Budget Description: The Engineering Division provides engineering programs and support services to the DPW, other Town departments and many Town committees. The Engineering Division is responsible for administering the Capital Budget for the Town's horizontal infrastructure including roadways, drainage, water, sanitary sewer, dams and sidewalks. This includes conceptual planning and investigation, design, bidding and construction administration. The division also issues permits, conducts inspections, provides consultant oversight, maintains public records and prepares and reviews bid documents. The FY2021 Engineering budget request for Compensation, is $52,823 or 6.68% more than FY2020. The request for expenses is increasing $4,650 or 3.30% more than FY2020. The request includes additional hours for part-time seasonal staff to comply with the EPA NPDES Phase II stormwater requirements as noted below. The Professional Services line reflects the costs to comply with the EPA NPDES Phase II stormwater requirements (non-capital). Examples of the requirements include public education to residents, industry, commercial and construction groups, development of a stormwater management plan and written illicit discharge detection and elimination procedures, quarterly stormwater pollution prevention plan facility inspections, and catchment investigations. In addition the line encompasses continued environmental monitoring at the Hartwell compost facility. Engineering staff work with the Transportation Safety Group, the Center Committee, Capital Expenditures Committee, Conservation Commission, Planning Board, Center Streetscape working group, Bicycle Advisory Committee, and the Design Review Team. Division Goals: 1. Continue to proactively implement the NPDES program in a practical and cost-effective manner. 2. Continue improving the DPW asset management plan. 3000 - Public Works 9 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $6057834 $695,685 $705,740 $7457174 $39,434 5.59% 513000 Overtime $2,832 $17489 $35616 $3,736 $120 3.32% 514090 Longevity $115 $0 $0 $0 $0 % 511010 Part-Time Wages $43,149 $455178 $46,159 $47,836 $1,677 3.63% 512000 Seasonal Part-Time $241180 $28,988 $35,000 $467592 $11,592 33.12% 514100 Stipends $0 $0 $0 $0 $0 % Subtotal Compensation $676,110 $771,340 $790,515 $843,338 $52,823 6.68% 520000 Contract Services $57362 $2,999 $53000 $5,000 $0 % 538080 Printing & Forms $298 $0 $400 $400 $0 % 530000 Professional Services $771079 $587164 $1087000 $1087000 $0 % 572000 Mileage $269 $682 $400 $400 $0 % 530060 Prof Dev&Training $51 344 $6,058 $4,000 $6,000 $2,000 50.00% 571000 Travel $562 $3,027 $1,000 $2,000 $17 000 100.00% 530040 Sem./Workshops/Conf. $77168 $4,940 $101000 $101000 $0 534030 Mobile Devices $900 $2,158 $900 $2,500 $17600 177.78% 558000 Supplies $540 $453 $500 $500 $0 542000 Office Supplies $3,254 $2,617 $4,000 $4,300 $300 7.50% 573000 Membership/Dues $2,467 $928 $3,000 $3,000 $0 % 558010 Clothing & Safety Equipment $1,752 $747 $2,250 $2,500 $250 11.11% 585020 Small Equipment $0 $0 $1,000 $500 $(500) (50.00)% 542040 Office Equipment 1 $97800 $0 $500 $500 $0 Subtotal Expenses $114,795 $82,773 $140,950 $145,600 $4,650 3.30% Total 3120 Engineering $7903905 $8549113 $9311465 $9889938 $57,473 6.17% 3000 - Public Works 10 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 1 of 7 Department: Public Works Program: 3100 Admin&Engineering Element; 3120 Engineering Accounting Dept : 11411001-511000 Supplemental Title: Senior Civil Engineer 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 IMP OV'EMENT FUN II G, Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 511000 Reg Wages $9,426 $9,426 $0 Benefits $137 $137 Expenses $0 $0 $0 $0 $0 TOTAL $0 $99563 $99563 PURPOSE /DESCRIPTION OF REQUEST This request is to convert one Engineering Inspector position to a Senior Civil Engineer position. The Engineering staff provides numerous services to the town of Lexington with a significant focus on the Capital Improvement Program for the horizontal infrastructure. Currently included in our staffing are two senior civil engineers. One of the senior civil engineers is tasked with the Capital program for the Sanitary Sewer collection system and inflow and infiltration program,the Pump Station upgrade program,the Water distribution system lining and replacement program along with the water towers and an overall asset management outlook for those programs. The second senior civil engineer has a focus around the pavement preservation program,the Comprehensive Stormwater management plan, Storm drain improvements and flood mitigation program,the Culvert replacement program and the EPA phase 2 MS4 stormwater quality program. We would like to convert one Engineering Inspector position to a Senior Civil Engineer position so that we have an engineer that can focus on transportation related programs such as the Signal Improvement program,intersection and traffic safety and intersection improvements, complete streets improvements, sidewalk installations, and other one time transportation projects. Currently these projects are handled by multiple staff people with assistance provided by an engineering inspector. Much of this work is beyond the scope of an inspector position and changing this position would improve workflow,allow for the office management to better focus on critical tasks ,and assign work to personnel in the associated position for that workload. We have found these programs are better served if led by a Senior Civil Engineer. SERVICE IMPLICATION Failure to approve this request,will lead to delays in implementing the Capital Improvement Program which will affect safety,the infrastructure of the Town and the level of service we would like to provide to the Town. It will also require continually working out of grade. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021 Senior Civil Engineer 12/2/2019 �. � Town of L l, W 71 FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3100 DPWAdmin/Engineering Element: 3130 Street Lighting Budget Description: The Forestry Division staff inspect and repair bulbs and sensors on the Town- owned streetlights. An outside contractor repairs all other electrical outages including new lights, arms, poles and fixtures. The total Street Lighting budget is decreasing $(9,362) or (3.54)% from FY2020. The Town continues to replace faulty induction light ballasts to make these lights fully operational which requires additional contracted labor, as reflected in a shift from bulbs and fixtures to contractual service. Currently, the Town has a mix of fluorescent, CFL, and induction fixtures. Division Goals: 1. Continue to proactively maintain a cost effective lighting system which reduces outage frequency and down time and provides safety along Lexington's roadways. 2. Continue to research conversion of street lights to LED technology. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 1513000 1 Overtime $29122 $1,519 $10,6241 $10,762 $1381 1.30 Subtotal Compensation $2,122 $1,519 $10,624 $107 762 $138 1.30 520000 Contract Services $57 280 $437 855 $1,000 $127 000 $11,000 1100.00% 538110 Police Details $0 $0 $2,000 $1500 $(500) (25.00)% 524030 Equip. Service & Repair $561331 $857000 $757000 $657000 $(10,000) (13.33)% 538060 Catering/Meals $0 $0 $200 $200 $0 % 527030 Lease Agreements $0 $0 $0 $0 % 530040 Sem./Workshops/Conf. $1,000 $0 $37000 $3,000 $0 % 521010 Electricity $106,629 $1107 839 $1207 000 $1207 000 $0 % 558000 Supplies $121 $17 352 $800 $800 $0 % 558010 Clothing & Safety Equipment $630 $210 $1,200 $13200 $0 % 553050 Bulbs & Fixtures $81 380 $137 035 $507 000 $407 000 $(101 000) (20.00)% 553060 Tools/Lumber/Hardware 1 $0 $57 1 $800 $800 $21--% J Subtotal Expenses $178,371 $254,348 $2547 000 $244,500 $(9,500) (3.74) Total 3130 Street Lighting $180,493 $255,867 $2645624 $2553262 $(99362) (3.54)% 3000 - Public Works 11 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3200 Highway Element: 3210 Highway Maintenance Budget Description: The Highway Division provides for the safety and maintenance of all public streets, sidewalks, drains and brooks. They perform minor construction repairs, snow and ice operations, traffic sign maintenance, pavement markings, street sweeping and pavement management (potholes & patches). The overall FY2021 Highway budget represents a $(61,720) or a (4.10)% decrease from FY2020. Compensation is decreasing $(14,220) or (1.73)% due to recent retirements and subsequent hiring at a lower step. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are decreasing $(47,500) or (6.94)% from FY2020. There is a decrease of$(39,200) in the Professional Services line; due to a one-time Program Improvement for snow route optimization. The Town has invested significant capital funds to improve stormwater capacity and quality by constructing biobasins, retention basins and vegetated swales that require routine maintenance to remain fully functional. The contractual services request will fund requirements of the new NPDES MS4 Permit. This includes additional catch basin cleaning data collection (the new bids per catch basin cleaning are now higher), more regular stream and brook maintenance, a regular porous paving sweeping program, removing undesirable plants, replanting wetland plants, and cleaning out drainlines and basins along with other tasks. The bicycle pavement marking program initially funded in FY2018 is continued. Highway staff work with Transportation Safety Group, the Center Committees as well as the public. Division Goals: 1. Continue with the repair and replacement of regulatory signs from 2013 Retroreflectivity study. 2. Continue the drainage flushing program and meeting the MS4 permitting requirements. 3. Take proactive measures to clean and repair catch basins town wide. 4. Continue with sidewalk repair and preservation. 3000 - Public Works 12 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $675,759 $6735149 $7435079 $7275711 $(157368) (2.07)% 513000 Overtime $112,918 $935636 $59,299 $605070 $771 1.30% 512000 Seasonal Part-Time $125338 $125856 $13,478 $135855 $377 2.80% 514100 Stipends $41400 $45100 $5,300 $59300 $0 % Subtotal Compensation $805,415 $783,741 $821,156 $806,936 $(14,220) (1.73)% 520000 Contract Services $3185940 $2735518 $300,000 $300,000 $0 % 524000 Repairs & Maintenance $55,615 $55,875 $951000 $95,000 $0 % 530000 Professional Services $25207 $3759 $591200 $5,000 $(547200) (91.55)% 538110 Police Details $193444 $273731 $201000 $223000 $27000 10.00% 538010 Advertising $476 $2,010 $21500 $23500 $0 % 524010 Landscaping Maintenance $0 $0 $2,000 $25000 $0 % 524030 Equip. Service & Repair $2750 $0 $61500 $6,500 $0 % 538060 Catering/Meals $329 $769 $31000 $3,000 $0 % 571000 Travel $994 $0 $11 500 $1,500 $0 % 530040 Sem./Workshops/Conf. $55812 $4459 $51000 $5,000 $0 % 521010 Electricity $213 850 $243 500 $211 000 $253 000 $4,000 19.05% 534020 Telephone $1,670 $1,826 $15600 $25000 $400 25.00% 534030 Mobile Devices $2413 $21 $3,000 $35000 $0 % 558000 Supplies $51,168 $35,693 $701000 $70,000 $0 % 542000 Office Supplies $1,080 $213 $400 $400 $0 % 573000 Membership/Dues $15147 $845 $11500 $1,500 $0 % 558010 Clothing &Safety Equipment $85782 $103379 $121200 $12,500 $300 2.46% 545010 Chemicals&Cleaning Supplies $0 $0 $200 $200 $0 % 553040 Pipes & Fittings $0 $0 $300 $300 $0 % 553050 Bulbs & Fixtures $0 $0 $2,000 $25000 $0 % 553060 Tools/Lumber/Hardware $4,182 $978 $101000 $10,000 $0 % 553070 Paving Supplies & Materials $38,918 $42,861 $651700 $65700 $0 % 553080 Sand & Gravel $0 $0 $0 $0 % 585020 Small Equipment 1 $0 $0 $21000 $23000 $0 % Subtotal Expenses $537,777 $485,437 $684,600 $637,100 $(47,500) (6.94)% Total 3210 Highway Maintenance $1,343,192 $1,269,178 $17505,756 $15444,036 $(613720) (4.10)% 3000 - Public Works 13 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3200 Highway Element: 3220 Equipment Maintenance Budget Description: The Equipment Maintenance Division services and repairs vehicles and small engine equipment for DPW, Facilities and Land Use, Health and Development. The Equipment Maintenance Division also supplies fuel for DPW, Facilities, Land Use, Health and Development, Police, Fire and LABBB (reimbursed). The current DPW equipment fleet replacement value is approximately $7.4 million. DPW continues to research and encourage hybrid and other energy efficient vehicles for administration use and purchases large vehicle with energy reducing features. This budget also includes replacement vehicles for Land Use, Health and Development. The Equipment Maintenance budget is increasing overall $48,842, or 6.64% from the FY2020 budget. Compensation is decreasing $(1,966) or (0-78)% less than FY2020. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing $50,808 or 10.54%. Under Professional Services there is a decrease of$(500) to reflect the status of the recently introduced on-site inspections. The Supplies, Engine Oils/Lubricants and Vehicle Parts & Supplies have increased due to a larger number of in-house repairs, however the Equipment Service and Repairs have been reduced by $(25,000). The small equipment line item will continue to fund the replacement of equipment necessary to maintain the current fleet, such as attachments for the current vehicle lifts. Division Goals: 1. Refine the preventative maintenance program with new technologies. 2. Implementation of new web-based technologies. 3. Upgrade the old equipment to meet the needs of the department. 3000 - Public Works 14 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $2255524 $2165935 $2465434 $2445425 $(27009) (0.82)% 513000 Overtime $9,552 $115 714 $3,316 $39 359 $43 1.30% 1514100 1 Stipends $0 $300 $3,700 $39700 $0 Subtotal Compensation $235,076 $228,949 $253,450 $2515 484 $(1,966) (0.78)% 520000 Contract Services $335266 $27,457 $20,000 $255000 $55000 25.00% 530000 Professional Services $81825 $71820 $95500 $97000 $(500) (5.26)% 524030 Equip. Service & Repair $55452 $51673 $45,000 $20,000 $(257000) (55.56)% 530040 Sem./Workshops/Conf. $100 $11663 $1,500 $22000 $500 33.33% 531030 Gasoline/Diesel $1293 314 $156 3138 $1561492 $1891 300 $32,808 20.96% 558000 Supplies $691202 $391458 $22,000 $35,000 $13,000 59.09% 542000 Office Supplies $223 $95 $200 $200 $0 % 573000 Membership/Dues $210 $438 $500 $500 $0 % 558010 Clothing & Safety Equipment $71204 $81102 $8,000 $87500 $500 6.25% 545010 Chemicals&Cleaning Supplies $15680 $21250 $3,000 $27500 $(500) (16.67)% 553060 Tools/Lumber/Hardware $121729 $121107 $15,000 $14,000 $(17000) (6.67)% 548010 Engine Oils/Lubricants $51360 $181000 $8,000 $14,000 $6,000 75.00% 548020 Vehicle Parts & Supplies $156,492 $1525050 $1205000 $1405000 $20,000 16.67% 585020 Small Equipment $35138 $17,776 $18,000 $185000 $0 % 1585030 Vehicles 1 $385000 $315278 $55,000 $555000 $0 % Subtotal Expenses $471,195 $480,305 $482,192 $533,000 $501 808 10.54% Total 3220 Equipment Maintenance $706,271 $709,254 $7359642 $784,484 $48,842 6.64% 3000 - Public Works 15 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3200 Highway Element: 3230 Snow Removal Budget Description: The DPW is responsible for the removal of snow from Town streets, sidewalks, and parking lots. The Highway Division Superintendent oversees the entire DPW operations staff as well as contractors performing snow removal activities. The overall snow removal budget is $1,447,612 which is an overall increase of$60,379 or 4.35% from FY2020. This is due to the rebidding of the outside plowing contractors and additional vehicle parts. Division Goals: 1. Refine the use of enhanced liquids with salt in order to enhance the treatment processes and reduce salt consumption. 2. Continue researching new technologies that will improve the efficiency of snow removal operations. 3. Continue researching and utilizing composite plow edge technology. 3000 - Public Works 16 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1171783 $575730 $0 $0 $0 513000 Overtime $304,021 $240,470 $206,026 $208,704 $27678 1.30% 514100 Stipends $681600 $621420 L $68,0001 $68,000 $0 Subtotal Compensation $490,404 $360,600 $274,026 $276,704 $2,678 0.98% 520000 Contract Services $%970 $15,225 $12,000 $15,000 $37000 25.00% 530000 Professional Services $3,178 $3,128 $10,000 $10,000 $0 % 538110 Police Details $0 $0 $17000 $17000 $0 % 538010 Advertising $106 $0 $200 $200 $0 % 524030 Equip. Service & Repair $23 $67192 $303000 $253000 $(53000) (16.67)% 538060 Catering/Meals $4,362 $3,132 $47000 $4,000 $0 % 527030 Lease Agreements $66,900 $56,034 $75,000 $80,000 $57000 6.67% 530040 Sem./Workshops/Conf. $(763) $4,824 $37000 $57000 $27000 66.67% 538030 Plowing Contractors $5991796 $4411940 $420,000 $4407000 $207000 4.76% 534030 Mobile Devices $0 $0 $0 $0 $0 % 531030 Gasoline/Diesel $365675 $39,448 $42,907 $50,608 $77701 17.95% 558000 Supplies $2,020 $18,818 $283000 $253000 $(3)000) (10.71)% 542000 Office Supplies $0 $0 $100 $100 $0 % 558010 Clothing &Safety Equipment $130 $0 $2,000 $21000 $0 % 553010 Snow& Ice Chemicals $36,431 $48,154 $45,000 $50,000 $57000 11.11% 553060 Tools/Lumber/Hardware $25315 $15482 $5,000 $3,000 $(2)000) (40.00)% 553020 Road Sand & Salt $2735581 $2451998 $4005000 $4007000 $0 % 548020 Vehicle Parts &Supplies $1031632 $915155 $25,000 $50,000 $257000 100.00% 1585020 Small Equipment 1 $0 $27500 $10,000 $103000 $0 % Subtotal Expenses $1,138,356 $9 78,030 $1,113,207 $1,170,908 $57,701 5.18% Total 3230 Snow Removal $1,628,760 $1,338,630 $1,387,233 $1,4479612 $60,379 4.35% 3000 - Public Works 17 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 4 of 7 Department: Public Works Program: Snow Removal Element; 3230 Accounting Dept : 11421002 Supplemental Title: RoadDSS-Roadway Decision Support System 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 FUNI IN , Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 530000 Prof. Services $1200 $12,000 $0 $0 $0 TOTAL $0 $129000 $129000 PURPOSE /DESCRIPTION OF REQUEST RoadDSS is a Roadway Decision Support System that will provide real-time weather related data to our Snow Operations Staff and Weather Forecasting Contractor. The system is easily attached to existing roadway infrastructure (street lights,traffic signals,etc.) and provides the data to us 24/7. The system collects Ambient Temperature,Road Temperature,Dewpoint,Relative Humidity,Precipitation Type,Precipitation Amounts,Precipitation Intensity,Subsurface Roadway Temperature,Wind Speed, Visibility (Fog),Barometric Pressure,Video,Friction of Roadway,and Condition of Roadway (Dry,Wet, Slippery,Black Ice,Treated,Untreated). SERVICE IMPLICATION With the ability to collect all of this data,our forecasting service has the ability for more accurate prediction of weather events here in Lexington which allows us to refine what our best course of action is to fight the storm events increasing efficiencies. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021 Roadway Decision Support System 12/2/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 5 of 7 Department: Public Works Program: Snow Removal Element; 3230 Accounting Dept : 11421002 Supplemental Title: People GIS-Snow Ops Software 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�TG Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 530000 Prof. Services $101500 KOM $19,500 $0 $0 $0 TOTAL $109500 $99000 $199500 PURPOSE /DESCRIPTION OF REQUEST SnowOps is a comprehensive web-based data management system capable of tracking the time and activities of the Town's Snow Plow Contractors during storm events. The system tracks initial contractor call-in's, check-in's,check-out's, deductions,and incidents. With this data,SnowOps will generate invoices that will be printed or emailed directly to all of the Towri s contractors in seconds. In addition,it will compile a Storm Summary that will include contractor costs, material usage, and Town Staff payroll services per event as well as per season. The payroll portion of the system has the ability to directly upload the man-hours into Munis which will streamline the arduous process of payroll after storm events. In addition,it will also help generate FEMA reports during severe winter events that have,over the years, consistently exhausted hours and hours of staff time. SERVICE IMPLICATION Without implementing this system, our staff will continue to work in a less than desirable efficient manner when it comes to data management of snow operations. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021 SnowOps Software 12/2/2019 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3300 Public Grounds Element: 3310 Parks Division Budget Description: The Public Grounds Superintendent oversees the Parks Division operations, which includes the maintenance of playgrounds, conservation areas, parks, athletic facilities, trails, pools and historical areas. The level of turf and ball field maintenance is the single most important factor in determining safety, playability and aesthetics of public grounds and athletic field areas. The Parks Division also assists with the preparations for Patriots Day, Discovery Day, Independence Day, Farmers Market and other special events. Parks Division staff works with the Recreation, Conservation, and Bike Advisory Committees, Civic Groups, special events and youth groups. The total Parks Division FY2021 budget reflects an increase of $25,453 or 2.02% more than FY2020. Compensation is increase by $4,553 or 0.48%, driven by contractually obligated step increases, as well as the reclassification of some employees as they are set to acquire job- related licenses and endorsements in FY2021. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Expenses are increasing by $20,900 or 6.62% from FY2020. This is due to an increased cost in Landscape Supplies and Materials for additional fertilizer, grass seed, and control products to enhance our program, this would allow us to make additional applications to achieve better playing conditions. There is also an increase in Water/Sewer to accurately account for irrigation at athletic fields and public grounds. Division Goals: 1. Continue the implementation of a proactive park maintenance program to provide safe, well- maintained, aesthetically pleasing parks, athletic fields and public ground areas. 2. Continue to improve two turf areas per year, Fiske and Muzzey soccer are targeted for 2021. 3000 - Public Works 18 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $7521162 $774,695 $8615270 $8641793 $37523 0.41% 513000 Overtime $110,430 $117,029 $79,196 $80,226 $17030 1.30% 514100 Stipends $45100 $41500 $5,3001 $5,300 $0 % Subtotal Compensation $866,692 $896,224 $945,766 $950,319 $4,553 0.48% 520000 Contract Services $301337 $81413 $65,000 $65,000 $0 % 538080 Printing & Forms $100 $0 $200 $200 $0 % 530000 Professional Services $0 $51456 $1,500 $1,500 $0 % 538010 Advertising $0 $64 $250 $250 $0 % 524010 Landscaping Maintenance $295018 $721147 $903000 $953000 $57000 5.56% 524030 Equip. Service & Repair $21616 $458 $21000 $25000 $0 % 538060 Catering/Meals $677 $17181 $550 $550 $0 % 530060 Prof Dev&Training $180 $11356 $0 $500 $500 % 571000 Travel $11 343 $478 $2,500 $2500 $0 % 530040 Sem./Workshops/Conf. $35637 $41319 $6,000 $6,000 $0 % 521010 Electricity $105 900 $81 000 $9,000 $9,000 $0 % 531000 Water/Sewer $275540 $421715 $323000 $403000 $8,000 25.00% 534030 Mobile Devices $21404 $10 $3,000 $3,000 $0 % 558000 Supplies $121429 $91616 $8,000 $81000 $0 % 573000 Membership/Dues $21868 $11913 $2,000 $2,000 $0 % 558010 Clothing &Safety Equipment $101561 $111806 $11,600 $13,000 $17400 12.07% 545010 Chemicals&Cleaning Supplies $0 $0 $0 $0 $0 % 553060 Tools/Lumber/Hardware $165041 $111170 $7,000 $8,000 $17000 14.29% 546010 Landscaping Supp. & Mat. $1101089 $1101435 $453000 $503000 $5,000 11.11% 548020 Vehicle Parts &Supplies $131778 $14,485 $5,000 $5,000 $0 % 553080 Sand & Gravel $121 968 $31 774 $20,000 $20,000 $0 % 585020 Small Equipment $5,250 $13,443 $5,000 $5,000 $0 % Subtotal Expenses $292,736 $321,239 $315,600 $336,500 $20,900 6.62% Total 3310 Parks Division $19159,428 $1,217,463 $15261,366 $1,286,819 $253453 2.02% 3000 - Public Works 19 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 2 of 7 Department: Public Works Program: 3300 Public Grounds Element; 3310 Park Division Accounting Dept : 11630002 Supplemental Title: Playground Maintenance 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 FUNI ING 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 520000 Contract Services $500 $5,000 558000 Supplies $500 $5,000 $0 $0 TOTAL $01 si0000lF $10,000 PURPOSE /DESCRIPTION OF REQUEST The DPW Park Division maintains 11 playground areas in the park system. The playgrounds are inspected regularly in order to ensure they meet ASTM and CPSC guidelines for playground safety. The requested funds would be used to perform repairs and order parts to ensure safe playgrounds for all users. SERVICE IMPLICATION Not funding this request will lead to delays in performing necessary playground repairs and leave playgrounds unusable or unsafe until playgrounds can be repaired. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021 Playground Maint 12/2/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 3 of 7 Department: Public Works Program: 3300 Public Grounds Element; 3310 Park Division Accounting Dept : 11630002 Supplemental Title: Bike Amenity Maintenance 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 FUNI ING Object Object One-Time Cast Ongoing Annual Cast TOTAL Code Description (FY2021Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 558000 Supplies $500 $5,000 524000 Cant/Svcs/Repair $500 $5,000 $0 $0 TOTAL $0 $109000 $10,000 PURPOSE /DESCRIPTION OF REQUEST This is a funding request for the Park Divison to cover the maintenance and associated supplies for the Bike Path. The Parks Division works in conjunction with the Bike Advisory Committee in maintaining the Bike Path. Currently,there is no funding for this. With safety and efficiency in mind,these items include line striping, sign installation and repair,new bike racks, and various small repairs throughout the year. SERVICE IMPLICATION By not funding this request DPW will not be able to perform timely maintenance or installation of the items listed which could effect safety and use. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021 Bike Amenity Maintenance 12/2/2019 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority: 7 of 7 Department: Public Works Program: 3300 Public Grounds Element: 3100 Park division Accounting Dept 11630002 Supplemental Title: Landscape Equipment 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. REQUE TECt PROGRAM IMPROVEMENT FUNDING Object Object Cane-Time Cost Ongoing Annual Cost TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2020 Request Compensation $0 $0 $0 Benefits $0 Expense $0 585020 Small Equipment $24f 000 $24fOOO $0 $0 $0 TOTAL $24,0001 $0 F $24,000 PURPOSE / DESCRIPTION OF REQUEST This Program Improvement Request is for funding for a specialized mower that would be used by the Park Staff for continued upkeep and maintenance on the Bikeway,Conservation Land, Park and Athletic Fields,and also assist in the mowing of any and all slope areas on dams in order to assist with the new MS4 Permit. ER1/IE IMPLICATION Failure to support this request will result in the deterioration of the grounds and using added man power and hours with hand equipment. L:bud_supplemental request/Request Form.xls 12/2/2019 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3300 Public Grounds Element: 3320 Forestry Budget Description: The Forestry Division maintains public shade trees in parks, cemeteries, school grounds, public grounds areas, streets, and conservation properties. The division also assists with aerial lift services, setting up the holiday lighting, the streetlight maintenance program, and special events. Forestry Division staff work with the Recreation, Conservation, and Bike Advisory Committees, Civic Groups, special events and youth groups, as well as the Tree Committee. As part of that committee's efforts to re-plant trees, up to $45,000 is allocated to spend from the Tree Revolving Fund which is funded by donations and mitigation fees. Tree planting is also funded from a previous program improvement of$40,000. The FY2021 All Funds Forestry Division budget of$546,578 reflects an increase of$7,712 or 1.43% from FY2020. Less the revolving fund, the General Fund FY2021 Forestry budget request is $501,578 which is an increase of$7,712 or 1.56% from FY2020. Compensation reflects a decrease of$(5,188) or (1.81)% due to recent hiring at lower steps. FY2021 Compensation does not include any estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account within the Town Manager's budget. Forestry expenses are increasing by $12,900 or 6.24%. This increase is due to additional cost for contractual services for tree pruning and removal. Division Goals: 1. Continue the implementation of planting at least 140 trees per year in Town Right-of-Ways, parks, public grounds areas, and setback areas on private property. It is anticipated that the trees for the FY2021 plantings will come from bare root trees from a supplier. 2. Continue the implementation of a proactive tree maintenance program to minimize hazard trees and perform timely tree pruning to promote good tree health, safety and aesthetics. 3000 - Public Works 20 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $2215288 $2375870 $2545725 $249,308 $(57417) (2.13)% 513000 Overtime $48,144 $365767 $17,641 $179870 $229 1.30% 512000 Seasonal Part-Time $8,608 $55480 $12,000 $129000 $0 % 514100 Stipends $0 $0 $25800 $2,800 $0 % Subtotal Compensation $278,040 $280,117 $287,166 $2815 978 $(5,188) (1.81) 520000 Contract Services $31156 $11559 $55000 $57000 $0 % 530000 Professional Services $495500 $51640 $45,000 $45,000 $0 % 538110 Police Details $41000 $71524 $5,000 $52000 $0 % 538010 Advertising $68 $110 $200 $200 $0 % 524010 Landscaping Maintenance $331302 $271544 $10,000 $10,000 $0 % 524030 Equip. Service & Repair $35570 $0 $2,000 $2,500 $500 25.00% 524040 Tree Service $565062 $71,500 $70,000 $805000 $105000 14.29% 524060 Tree Planting $0 $0 $45,000 $457000 $0 % 538060 Catering/Meals $903 $11036 $400 $500 $100 25.00% 530060 Prof Dev&Training $31123 $11262 $0 $500 $500 % 571000 Travel $0 $0 $0 $0 $0 % 530040 Sem./Workshops/Conf. $25379 $737 $2,500 $22500 $0 % 534030 Mobile Devices $300 $0 $500 $500 $0 % 558000 Supplies $15496 $15355 $100 $1,600 $0 % 542000 Office Supplies $0 $35 $0 $0 $0 % 573000 Membership/Dues $15482 $11850 $1,200 $12500 $300 25.00% 558010 Clothing & Safety Equipment $51010 $51660 $5,000 $62000 $1,000 20.00% 545010 Chemicals&Cleaning Supplies $0 $11 $800 $800 $0 % 553060 Tools/Lumber/Hardware $15411 $25140 $25000 $2,000 $0 % 546010 Landscaping Supp. & Mat. $15925 $13,254 $5,000 $5,000 $0 % 548020 Vehicle Parts & Supplies $41634 $41202 $1,500 $27000 $500 33.33% 585020 Small Equipment $45643 $11959 $4,000 $4,000 $0 % Subtotal Expenses $176,964 $147,378 $2061 700 $219,600 $12,900 6.24 Subtotal 3320 General Fund $4559004 $427,495 $4939866 $501,578 $79712 1.56% Revolving Fund -Tree 52110 Contract Services $245500 $0 $30,000 $305000 54100 Supplies $0 $0 $15,000 $15,000 % Subtotal Expenses $24,500 $0 $45,000 $45,000 $0 Total 3320 Forestry $479,504 $4275495 $5385866 $5469578 $71712 1.43% 3000 - Public Works 21 FY2021 PROGRAM IMPROVEMENT REQUEST FORM Department Priority; 6 of 7 Department: Public Works Program: 3300 Public Grounds Element; 3320 Forestry Accounting Dept : 11294002-530000 Supplemental Title: Tree Canopy Survey 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 FUNDING Object Object One-Time Cost Ongoing Annual Cast TOTAL Code Description (FY2021 Only) (FY2021 &Future) FY2021 Request Compensation $0 $0 $0 Benefits $0 Expenses $0 530000 Prof. Srv. $3000 $30,000 $0 $0 $0 TOTAL $0 $309000 $309000 PURPOSE /DESCRIPTION OF REQUEST The Tree Committee has requested funds to do a tree canopy survey/assessment in Town. The Tree Committee would like to establish a baseline canopy coverage in Town and then monitor addition or loss of the canopy and its effect on the environmental impacts for Lexington. The funds would be used to hire a consultant to perform this work. This is a two year project. SERVICE IMPLICATION By not performing this survey and assessment we will not be able to determine the effect of tree removal/tree planting which may have an impact on the quality of life in Lexington. L:\2021 Budget\Program Improvement Requests\3100-3800 DPW\FY2021Tree Canopy Survey PIR 12/2/2019 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3300 Public Grounds Element: 3330 Cemetery Budget Description: The Cemetery Division is responsible for the administration and maintenance of four cemeteries. Operations of the Cemetery Division are supported by the General Fund and by the Perpetual Care Trust fund. The Public Grounds Superintendent administers this program. The FY2021 All Funds Cemetery Division budget of$411,344 reflects a $17,169 or 4.36% increase from FY2020. This amount includes the Burial Containers Revolving Fund, which indicates a request for an authorization of$50,000. This fund is for the sale of grave boxes and burial vaults. Less the revolving fund, the FY2021 General Fund Cemetery budget is $361,344 which is a $17,169 or a 4.99% increase. Compensation reflects an $11,969 or a 4.79% increase, due to contractual and step increases. The expense budget reflects $5,200 or a 5.51% increase from FY2020, due to the increased costs of landscaping services, safety supplies, and irrigation at Westview Cemetery. Division Goals: 1. Continue the GPS location of graves at Westview Cemetery and begin plans for the other cemeteries. 2. Continue to develop plans for a new Cemetery building at Westview. 3. Continue to develop the Green Burial program. 3000 - Public Works 22 Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $2195548 $2085162 $2245601 $2365404 $11,803 5.26% 513000 Overtime $15,597 $145255 $121774 $129940 $166 1.30% 512000 Seasonal Part-Time $3,168 $85288 $10,000 $109000 $0 % 514100 Stipends $400 $0 $25400 $2,400 $0 % Subtotal Compensation $238,713 $230,705 $249,775 $2615 744 $115 969 4.79 520000 Contract Services $51212 $51369 $25500 $37000 $500 20.00% 538080 Printing & Forms $144 $31 $200 $200 $0 % 530000 Professional Services $0 $325 $0 $12500 $1500 538010 Advertising $0 $70 $0 $0 $0 % 524010 Landscaping Maintenance $191645 $251826 $455000 $45,000 $0 % 524030 Equip. Service & Repair $0 $294 $1,000 $1,000 $0 % 524040 Tree Service $45 000 $0 $25 000 $35 000 $15 000 50.00% 538060 Catering/Meals $0 $0 $0 $0 $0 % 530060 Prof Dev&Training $60 $614 $0 $0 $0 % 530040 Sem./Workshops/Conf. $50 $529 $500 $500 $0 % 521010 Electricity $121 $350 $500 $500 $0 % 531000 Water/Sewer $165447 $165151 $18,000 $20,000 $2,000 11.11% 534030 Mobile Devices $600 $0 $700 $700 $0 % 558000 Supplies $15 578 $25466 $35 000 $3,000 $0 % 542000 Office Supplies $290 $553 $500 $500 $0 % 573000 Membership/Dues $135 $135 $300 $300 $0 % 558010 Clothing & Safety Equipment $21537 $31146 $2,800 $32000 $200 7.14% 553060 Tools/Lumber/Hardware $11581 $11417 $5,000 $52000 $0 % 546010 Landscaping Supp. & Mat. $55721 $85186 $105000 $10,000 $0 % 548020 Vehicle Parts & Supplies $495 $6,673 $900 $900 $0 % 585020 Small Equipment $11585 $11537 $15500 $17500 $0 % Subtotal Expenses $60,201 $731 672 $94,400 $99,600 $5,200 5.51 Subtotal 3330 General Fund $298,914 $304,377 $3449175 $361,344 $17,169 4.99% Revolving Fund - Burial Container 54100 ISupplies 1 $335410 $275945 $50,000 1 $505000 Subtotal Expenses $33,410 $27,945 $50,000 $50,000 $0 Total 3330 Cemetery $332,324 $332,322 $394,175 $411,344 $17,169 4.36% 3000 - Public Works 23 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3400 Environmental Services Element: 3410 Refuse Collection Budget Description: The Superintendent of Environmental Services oversees this program that supports the curbside collection and transportation of non-recyclable residential solid waste. It also includes the collection and disposal of sharps and medical waste. In April 2018, E.L. Harvey & Sons was awarded a 5-year refuse and recycling collection contract. The Contractor collects single-stream recyclables, which combines paper/cardboard with plastic, glass and metal containers together in one recycle bin or barrel. Harvey provided 5- year pricing to manually collect refuse and recyclables in a status-quo manual/manual way and additional pricing to provide manual collection of refuse and automated collection of single- stream recyclables at the town's discretion. Division Goals: 1. Work with the Contractor to implement a manual refuse and manual single stream collection service and oversee enforcement of mandatory recycling by-law and State waste bans regulations. 2. Continue to support programs to divert organics residential trash. Since May 2018, DPW has provided nearly 600 specialized green carts to residents participating in a food scraps program. Lexington Public Schools divert approximately 100 tons of organics throughout the school year. Starting in May 2019, residents were able to recycle old clothes, shoes and related textiles using "pink" bags collected at the curb by Simple Recycling, Inc. In 4 months, nearly 30 tons have been diverted from disposal. Both programs combined are estimated to divert 300-400 tons annually from disposal. 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 $0 53306o Recycling/MSW Transport $847,460 $9475750 $993,376 $952,423 $(40,953) (4.12)% Subtotal Expenses $847,460 $947,750 $993,376 $952,423 $(40,953) (4.12)% Total 3410 Refuse Collection $8479460 $9479750 $993,376 $952,423 $(40,953) (4.12)% 3000 - Public Works 24 Town of L Ra FY2021 Budget Development P IS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3400 Environmental Services Element: 3420 Recycling Budget Description: The Superintendent of Environmental Services oversees the Town's recycling programs that include curbside collection of recyclable materials, management of yard waste operations at the Lexington Compost Facility at Hartwell Avenue and the Regional Minuteman Household Hazardous Product Facility. The FY2021 All Funds Recycling Division budget of$2,364,334 reflects a $100,256 or 4.43% increase from FY2020. This amount includes budgets from the General Fund, the Compost Revolving Fund and the Minuteman Household Hazardous Products Revolving Fund. Less the revolving funds, the FY2021 Recycling General Fund budget is $1,330,766 which is an increase of$60,398 or 4.75% more than FY2020. The majority is driven by anticipated increases in the transportation of solid waste and recycling. Collection services include weekly curbside collection of refuse and recyclables paper, 24 curbside yard waste collections, curbside collection of appliances, large scrap metal items, electronic waste such as TVs and computers and 4 medical waste collections. This budget also includes Lexington's share of the Minuteman Household Hazardous Products collections at Hartwell Avenue and recycling costs of TVs, computers and other electronic wastes. The DPW Compost Revolving Fund request is $783,568 which reflects an increase of$9,858 or 1.27% from FY2020, due to increases in compensation, expenses and debt service. This budget covers wages and benefits for the Superintendent, Compost Facility Foreman, Heavy Equipment Operators; wages for seasonal staff; overtime for weekend hours; expenses to operate the facility; and debt service. Compensation is increasing $11,028 or 3.48% which is attributed to contractual increases, and prospective cost of living adjustments. Debt service reflects payments for the completion of the culvert replacement at the Compost Facility and the purchase of new equipment, including a Lieber loader, a Backhus A-60 windrow turner and Screener. Division Goals: 1. Continue to assess markets and pricing for compost, loam, leaf, bark mulch and yard waste disposal permits. 2. Continue to support Zero Waste activities and programs, to promote waste reduction programs at public events such as Discovery Day, community fairs and other events. 3. Complete implementation of DPW yard/compost facility operation's plan including gate installation, security and conservation improvements. 4. Explore and implement new revenue opportunities. 3000 - Public Works 25 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 513000 Overtime $0 $0 $0 $0 $0 514100 Stipends $0 $0 $0 $0 $0 Subtotal Compensation $0 $0 $0 $0 $0 520000 Contract Services $105,475 $525 872 $1105 000 $133,000 $239 000 20.91% 538080 Printing & Forms $45990 $1,413 $3,000 $35000 $0 % 538110 Police Details $0 $0 $400 $400 $0 % 524030 Equip. Service & Repair $677 $9,994 $11200 $5,000 $39800 316.67% 538060 Catering/Meals $184 $74 $200 $200 $0 % 572000 Mileage $0 $76 $200 $200 $0 % 542020 Postage & Mailing $24 $2 $29000 $19000 $(13000) (50.00)% 530040 Sem./Workshops/Conf. $65166 $3,602 $5,000 $5,000 $0 % 533060 Recycling/MSW Transport $848,200 $1,0925250 $15116,618 $1,1495716 $337098 2.96% 558000 Supplies $115757 $315632 $20,000 $22,000 $27000 10.00% 542000 Office Supplies $362 $8,222 $500 $500 $0 % 573000 Membership/Dues $25093 $25122 $21000 $25000 $0 % 558010 Clothing &Safety Equipment $491 $523 $750 $750 $0 % 553060 Tools/Lumber/Hardware $722 $285 $1,000 $500 $(500) (50.00)% 1553070 Paving Supplies & Materials j $135500 j $5,562 j $7,500 j $7,500 j $0 I —%—] Subtotal Expenses $994,641 $1,208,629 $11 270,368 $1,330,766 $60,398 4.75 Subtotal 3420 General Fund $9949641 $1,208,629 $1,2709368 $17330,766 $60,398 4.75% Revolving Fund -Compost Operations 51110 Regular Wages $198,872 $2425 777 $2603 849 $2703 556 $97 707 3.72% 51130 Overtime $34,223 $415528 $35,936 $369403 $467 1.30% 51144 Longevity $399 $399 $11400 $1,900 $500 35.71% 51151 Seasonal Part-Time $325938 $235165 $17,687 $18,041 $354 2.00% 51512 Stipends $0 $400 $11400 j $1,400 j $0 Subtotal Compensation $266,432 $308,269 $317,272 $328,300 $11,028 3.48% 52110 Contract Services $296,633 $135,356 $1605 000 $1605 000 $0 % 52180 Catering/Meals $200 $37 $200 $200 $0 % 54100 Supplies $195813 $245132 $8,000 $105000 $27000 25.00% 54113 Membership/Dues $60 $60 $150 $150 $0 % 54160 Clothing &Safety Equipment $15018 $2,559 $3,000 $3,000 $0 % 54500 Small Equipment $0 $330 $0 $0 $0 % Subtotal Expenses $317,724 $162,4 74 $171,350 $173,350 $2,000 1.17 3000 - Public Works 26 FY2018 FY2019 FY2020 FY2021 Dollar Percent E51905 t Description Actual Actual Appropriation Request Increase Increase IHealth Insurance 1 $453845 $52,336 $671785 $76,361 $8,576 12.65% Subtotal Benefits $45,845 $52,336 $67,785 $761 361 $8,576 12.65% 59100 Long-Term Debt Principal $1141000 $1691000 $1695444 $163,900 (57544) (3.27)% 59150 Long-Term Debt Interest $283246 $475859 $473859 $41,657 (67202) (12.96)% 59160 Interest on Temp. Loans $0 $0 $0 $0 % Subtotal Debt $142,246 $216,859 $217,303 $205,557 $(11,746) (5.41)% Total Compost Operations $7729247 $739,938 $773,710 $7839568 $9,858 1.27% Revolving Fund Revolving Fund - Minuteman Household Hazardous Products (MHHP) 52110 Contract Services $1497999 $137,632 $220,000 $250,000 $307000 13.64% 54100 Supplies $0 $2,300 $0 $0 $0 % Subtotal Expenses $149,999 $139,932 $220,000 $250,000 $30,000 13.64% Total 3420 Recycling $1,916,887 $21088,499 $29264,078 $21364,334 $100,256 4.43% 3000 - Public Works 27 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3400 Environmental Services Element: 3430 Refuse Disposal Budget Description: This funds the disposal of Lexington's solid waste under an amended agreement with the WTI waste-to-energy facility in North Andover. This agreement has been extended for another 5 years through June 30, 2025. Trash generation is influenced by many variables such as regional economic development and weather conditions. The Town is committed to continue reducing or neutralizing trash generation in the future, however, the possibility of additional housing developments and a projected 1.5 to 1 million ton shortfall in disposal capacity will likely impact future trash disposal costs. The FY2021 tipping fee will be $78.00 per ton which is an $8.46 per ton increase over the FY2020 tip fee. There is also a likelihood of additional residential and other multi-unit developments that may impact cost. Division Goals: 1. Continue to implement waste reduction and diversion programs and explore alternative disposal options available in the future. FY2021 refuse tonnage is projected to be 9,300 tons. Tipping tonnage and fee history is as follows: Fiscal Year Tonnage Per Ton Fee Fiscal Year Tonnage Per Ton Fee FY2011 87627 $66.00 FY2016 8,272 $63.00 FY2012 81441 $68.00 FY2017 81204 $64.58 FY2013 87107 $70.00 FY2018 81322 $66.19 FY2014 87260 $72.00 FY2019 8,368 $67.84 FY2015 81298 $74.00 FY2020 91300 $69.54 FY2021 9,300 $78.00 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 $0 538020 Tipping Services $586,109 $589,013 $6461722 $725,400 $787678 12.17% Subtotal Expenses $586,109 $589,013 $646,722 $725,400 $781 678 12.17% Total 3430 Refuse Disposal $586,109 $589,013 $646,722 $725,400 $78,678 12.17% 3000 - Public Works 28 � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Equipment Replacement Date: 30-Oct-08 Project ID Number: Revision Date: 5 - °V- Submitted By: D. Pinsonneault/M.Valenti Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8303 E-mail d insonneault lexin tonma. ov Description of Project: FY2021 -$1,368,000 - ($275,000 Compost Revolving, $1,038,000 Tax Levy and$55,000 Water Enterprise Fund) .This is an annual program to replace equipment that has reached the end of its useful life.The Department of Public Works has an inventory of 146 pieces of major equipment.The vehicles replaced in this program include pick-ups,dump trucks, construction vehicles and specialized equipment including pumps, rollers,sprayers and mowers. Each piece of equipment is inventoried with original and current replacement cost,state of condition,and replacement time interval. Replacement intervals vary from 5 to 20 years,and based on manufacturer recommendations and use (type and duration) . The selection of vehicles to be replaced begins with the proposed replacement date. Each vehicle is assessed based on its mechanical condition and work requirements.The replacement program defines what equipment is expected to need replacement during the next five years,with the intent of preventing any unexpected emergency purchases.Annual updates are conducted by the Division Superintendents, Manager of Operations and Director of Public Works. FY2021 Requests- replace existing equipment: F550 Flatbed/Crane Truck with Plow ($115,000) F450 Utility Body with Plow ($110,000) Front End Loader ($275,000) 6 Wheel Hook Loader with Wing Blade ($330,000) 6 inch Trash Pump ($55,000) Large Aerial Bucket Truck ($220,000) Winter Brine System ($213,000) Electric Mower ($50,00Q Justification/Benefit: The operations of a public works department rely heavily on regular and specialized vehicles to mow parks, plow snow,repair streets and complete a variety of other projects. Without regular equipment replacement,the DPW's operations could be severely hindered by broken down and potentially unsafe vehicles. Impact if not completed: If the necessary equipment is not replaced, projects could be delayed due to equipment down time. Furthermore,the mechanics'time is better spent on tasks other than fixing equipment that is beyond its useful life. Timeframe: Replace. Freg: This is an annual capital request with equipment being ordered after July 1 st 0 Years Stakeholders: DPW Staff, Lexington Residents Operating Budget Impact: This program impacts the operating budget by saving staff time and money. DPW employees spend less time repairing old and aging pieces of equipment and buying parts to fix equipment that is beyond its useful life. Cost Analysis: Funding Source: * Levy 0 CPA (* Revolving 0 State Aid Water Sewer 0 Recreation 0 Private 0 Other 1 2/5/201 9 4:07:38 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Equipment Replacement Date: 30-Oct-08 Project ID Number: Revision Date: 5 - °V- Submitted By: D. Pinsonneault/M.Valenti Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8303 E-mail d insonneault lexin tonma. ov Capital Funding Request CPA Purpose 520 2021 2022 2023 2024 2025 Totals Open space Site Acquisition $0 $0 $0 $0 $0 $0 Recreation Design/Engineer $0 $0 $0 $0 $0 $0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 Housing Construction17.................................$0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: 17Fgnbr ��Equipment $1,368,000 $1,315,000 $1,432,000 0,000 $1,205,000 $69580,000 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency i $0 $0 $0 $0 $0 Totals Udiddd U Udid dd �Idddddddd Uddidd U Uddid i iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii�lI �IUUUUU U Uddia f $1,368,000 i 1,3151000 $1,4321000 $1,260,000 $1,205,000 $69580,000 Maint.Cycle CPA Amt.Req. $0 $0 $0 $p $0 0 Years Basis of Cost Projection: Estimated costs were from 2019 quotes by dealers that supply this equipment. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............�. Street Improvements02 Oct-08Pro Project Name. Date.Project ID Number: Revision Date: p- 5 5- e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$3,609,187-This is an annual request for the street improvement program. It is comprised of$2,634,022 of Town funds and$975,165 of Chapter 90 funds. (Chapter 90 funding is based on Lexington's most recent allocation and on the current state allocation of$200 million statewide) . Funds will be used for design, inspections, planning, repair, patching, crack sealing and construction of roadways and roadway related infrastructure including repair and installation of sidewalks. A preliminary list of the streets to be repaired under this article is currently under development. Potential candidates for construction in 2020 or 2021 include Hancock Street,the Follen Road neighborhood and Pleasant Street. A pavement management system is utilized to assist in analyzing the road network and selecting roadways for repairs. This model is kept updated on a regular basis and the overall goal is to get the town PCI into the mid-80s. Current conditions have our RSR (similar to PCI) in the low-80s and trending upward. The DPW has recently switched to a different software that utilizes a slightly different roadway evaluation criteria and an adjustment to the number that is being reported as PCI.The conditions are now reported as Roadway Surface Rating (RSR Based on the comparison of RSR vs PCI we found that they are very similar with RSR reporting slightly lower values than PCI. The success of our pavement preservation treatments is helping to stretch the current expenditures further than traditional methods. These alternative pavement preservation treatments include double microsurfacing,fog seal,and cape seal,and cold-in-place recycling. Justification/Benefit: This funding will allow for the proper improvements and repair of Lexington's streets and sidewalks, increasing their quality and safety. Impact if not completed: Lexington streets will deteriorate,increasing the possibility of safety issues and poor rideability. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: Lexington residents,anyone who travels Lexington streets. Operating Budget Impact: Administrative oversight. Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 522 2021 2022 2023 2024 2025 Totals 0 Open space �� t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��0�0�� 0�0�0�� 000 0 Historic$100, $500, Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing U U��r Construction $2,534,022 $2,551,674 $2,569,767 $2,588,312 $2,607,321 $12,8511096 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $0 $0 $0 $0 $0 $0 Totals $2,6341022 $2,651,674 $2,669,767 $2,688,312 $2,707,321 $13,351,096 Maint.Cycle CPA Amt.Req. $0 $0 $pIF 0 ir $0 0 Years 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............. Street Improvements02 Oct-08Pro Project Name. Date.Project ID Number: Revision Date: p- 5 5- e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I I 9 Basis of Cost Projection: Engineering estimate is based on previous contract bids in Lexington including the latest resurfacing bid entitled street resurfacing contract #16- 10 and#18-75. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Storm Draina a Improvements and NPDES compliance Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$385,000-This is an annual request. $115,000 is estimated for the compliance with the construction related portions of the National Pollutant Discharge and Elimination System (NPDES) minimum control measures as mandated by EPA in the storm water general permit.The increase is due to the release of the new permit.The newly issued permit that requires the town to comply with additional requirements which include illicit discharge detection and elimination,and BMP (best management practices) installation and retrofits. The initial NOI (Notice of IntenD is now due September 2019. An estimated$270,000 will be used to repair/replace drainage structures encountered during the road resurfacing program, repair other drainage areas of concern in town and improve Stormwater issues discovered during the NPDES investigation work.This request will provide funds to restore the function of select town drainage systems. Much of the town has been developed and old systems are inadequate. There are many trouble spots throughout town.Areas of drainage concern remain in numerous areas throughout town. Illicit Discharge detection has been ongoing with focus in the Vine Brook and Mill Brook which are areas identified to have contamination. Illicit discharges continue to be found and removed from the system. The intern program that includes significant work with the University of Massachusetts at Lowell has provided great value to the town in searching for outfalls and illicit discharges. Numerous illicit discharges have been found and removed under this program. Further adjustments to the funding requests are possible in future years as we navigate through the permit years and develop a better understanding of the level of effort as cost to comply. Justification/Benefit: These funds will be used to replace and supplement existing drainage structures. History has shown that most roadway related construction activity undertaken uncovers drainage structures that are in need of repair. There have also been several flooding situations that have been exacerbated through high intensity storm events. Additionally the funds will be used for continued compliance with the EPA phase II regulations. This will have the benefit of improving the water quality in Lexington's streams and ponds as well as the proper control of Stormwater. Impact if not completed: Drainage structures will continue to deteriorate. System failures will cause street flooding and property damage. Failure to comply with the phase II requirements may result in fines and limit our ability to improve water quality in our brooks and streams. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: Residents. Operating Budget Impact: Pre-emptive repair of existing drainage structures will reduce damage to the structures themselves,to existing pavement and to public and private property. It will also reduce the manpower time and materials needed by DPW to respond to emergency needs and complaints. 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 523 2021 2022 2023 2024 2025 Totals 0 Open Space ��ir'11� ��.��.ir" Site Acquisition " $0 $0 $0 $0 0 Recreation �� 1 �� » �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer $115,000 $115,000 $115,000 $115,000 $115,000 $5759000 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing Construction $270,000 $270,000 $270,000 $270,000 $270,000 $193509000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $0 $0 $0 $0 $0 $0 Totals $385, di 000 $385,0didid 00 $385,000 $d Ur 666 3 000 85d N UUN, $38 N d d 5,000 $179257000 Maint.Cycle CPA Amt.Req. $0 $o $0 IF $0 1 F Years 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Storm Draina a Improvements and NPDES compliance Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I I 9 Basis of Cost Projection: Engineering construction estimates based on recent experiences with roadway projects, including contracts contract 12-49, 15-57 and 18-05. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ m 02 Oct- 08Project Name. H dr ntRe I ace ntPro r Date. Project ID Number: Revision Date: 5 7- °V- Submitted By: Ralph Pecora Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8356 E-mail r ecora lexin tonma. ov Description of Project: FY2021 -$150,000 ($75,000 funded from the Water Enterprise Fund and$75,000 funded from the Tax Lev) .The Town of Lexington has 1,500 fire hydrants in its fire protection system. Faulty hydrants need to be replaced annually to meet safety requirements. This is an ongoing replacement program designed to maintain the integrity of the fire protection system throughout town.A list of hydrants needing replacement each year is generated during the annual inspection and flushing of hydrants by the Water Department and the Fire Department. Based on discussions between the Water Department and the Fire and Rescue Department the target goal is to replace approximately 60 hydrants per year.With a replacement cost of approximately$2,500 per hydrant (labor is currently provided by in-house staff and is covered in the operating budgeD the capital request will ensure the continued operability of the fire protection system.To date a total of 67 hydrants have been repaired and replaced as of June 2019. Hydrants typically have a 50 year life unless they are damaged. Justification/Benefit: For the safety of the buildings and infrastructure of Lexington, preservation of residences,and to comply with Fire Department safety requirements. Impact if not completed: Diminished firefighting capacity resulting in property damage and possible loss of life. Timeframe: Replace. Freq: Ongoing 0 Years Stakeholders: Lexington residents Operating Budget Impact: Upgrading older fire hydrants with more efficient hydrants to better comply with standards set by the National Fire Protection Association. Cost Analysis. Funding Source: (* Levy 0 CPA 0 Revolving 0 State Aid Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 528 2021 2022 2023 2024 2025 Totals p 0 Open Space Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation Design/Engineer $0 $0 $0 $0 $0 $0 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing Construction17.................................$0 $0 $0 $0 $0 $0 Oper.Bud.Imp.: Equipment $150,000 $150,000 $150,000 $150,000 $150,000 $7509000 Recurring Cost �� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency $0 $0 $0 $0 $0 $0 Totals $150,000 $150,000 $150,000 $150,000 $150,000 $7509 000 Maint.Cycle CPA Amt.Req. $0 $0 $0IF $0 1 F Years Basis of Cost Projection: 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ m 02 Oct- 08Project Name. H dr ntRe I ace ntPro r Date. Project ID Number: Revision Date: 5 7- °V- Submitted By: Ralph Pecora Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8356 E-mail r ecora lexin tonma. ov Cost based on most recent bid results. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Street Acceptance 14 Oct-08 Project Name. p Date. Project ID Number: 554 Revision Date: 05-Sep-19 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �l .tonma ov I yI Description of Project: FY2021 -$0-No requests have been submitted at this time for betterments. Justification/Benefit: The length of the town roadways is part of a formula used by the state to determine total Chapter 90 allotments and the addition of this road to the mileage will result in a small increase to the yearly funding received. Additionally an improved roadway will be provided to the abutting residents and improve the ability for the town to provide emergency services and snow removal. Impact if not completed: The town does minor maintenance to ensure the properties are accessible by emergency vehicles and plowing equipment. The time and cost for maintenance of this road will be effectively eliminated for 5-7 years and greatly reduced thereafter. Timeframe: Replace. Freq: 20 Years Stakeholders: Town residents, abutters, and public service providers. Operating Budget Impact: These roadways will become part of the town network for maintenance. Cost Analysis. Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request SPA Purpose 554 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 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $0 $0 $0 $0 Oper.Bud.Imp.: ��t»��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�ir'11� ��t» ��,�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency $0 $0 $0 $0 $0 Totals $0 $0 $0 $0 $0 $0 Maint.Cycle CPA Amt.Req. $0 $0 $0 0 IF Years Basis of Cost Projection: Based on recent roadway reconstruction contract bids such as contract#14-37 and#16-10. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Comprehensive Watershed Stormwater Mana ement Stud and Implementation Date: 02-Oct-08 Project ID Number: 557 Revision Date: 13-Sep-19 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail �livse lexin tonma. ov II ��I��Y�� Description of Project: FY2021 -$0-This is an annual request.We are bypassing a year as previous funding requests have not been expended during the anticipated timeframe mainly due to difficulties with getting easements that are necessary for the construction. Discussions are ongoing and expected to be finalized for construction in CY20. DPW, Engineering and Conservation continue to collaborate on addressing drainage/brook management issues.The Charles River,Shawsheen River,and Mystic River watershed management plans have all been completed. This request is for the continuing design/implementation of the watershed plans and for the construction of priorities established in the watershed plans. Staff has reviewed the three watershed plans and developed a likely prioritization schedule with built-in flexibility pending unforeseen changes.The requested funding will be used to move forward with the determined prioritized areas. Please note that there is some overlap with project ID 683 (Townwide Culvert Replacement as some of these projects include culvert work as well as stream management work. The Whipple Brook area construction has been completed. Design work is in progress in the Valleyfield area and this project will be phased. Additionally a thorough evaluation has been completed in the Oxbow/Constitution area with design now in progress with easements discussion and permitting commencing soon. This will be a multi-phase construction project. Justification/Benefit: Sediment has built up in the brooks and wetlands and in turn has caused a reduction in the volume of water that can be handled by our drainage system. In some cases the drain system outlets into the brooks have been completely filled with sediment.Additionally there are streams and brooks in need of restoration, undersized drainage systems and piped brooks that need attention and may be best served by day lighting or upsizing. Long-term benefits include the reduction/prevention of damage to property and reduction in liability and overall improvement to the health of our waterways. Impact if not completed: The risk of flooding due to poor drainage will increase and cause private property damage,town infrastructure damage,and street flooding. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: Town of Lexington residents&Town of Lexington infrastructure,the environment and public health. Operating Budget Impact: This program will impact the operating budget by addressing flooding issues in a more complete process and save time and future expenses. 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 CPAPurpose 557 2021 2022 2023 2024 2025 Totals P 0 Open space �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��ir'11� � � �1 �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $65,000 $65,000 $65,000 $65,000 $2609000 0 Historic Project Mgmt. 17 ir'l $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� Construction $325,000 $325,000 $325,000 $325,000 $173007000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 $0 $0 Totals $0 $390,000 $390,000 $390,000 $390,000 $1,5605000 Maint.Cycle CPA Amt.Req. $0 $o $0 $0 $0 0 Years 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Comprehensive Watershed Stormwater Mana ement Stud and Implementation Date: 02-Oct-08 Project ID Number: 557 Revision Date: 13-Sep-19 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail �livse lexin tonma. ov ��I��Y�Y�� Basis of Cost Projection: The design, investigation,and implementation cost are estimated from projects of a similar nature as well as data provided in the watershed plans. Additionally several recent bids have provided pricing expectations such as contract#18-05 and#19-04. 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Sidewalk Improvement Date: 02-Oct-08 Project ID Number: 644 Revision Date: p- 5- e Submitted By: Erik Gitschier Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8350 E-mail a itschier lexin tonma. 9 ov Description of Project: FY2021 -$800,000-This request is to rebuild and/or repair existing sidewalks throughout town that are in poor condition. DPW in conjunction with various committees and other town departments will generate a list each year of the sidewalks most in need of repair/replacement.There are four determining factors that dictate the repair of a sidewalk: 1) Is the sidewalk unsafe for travel due to trip hazards,defects,etc.?2) Is the sidewalk within the Safe Routes to School Program?3) Is the volume of pedestrian traffic heavy, light or average?4) Is the general condition of the sidewalk poor,fair or good which dictates treatments such as full reconstruction, overlay or patching?All work will be ADA compliant. DPW currently reviews 30%of sidewalks annually.This information is to identify the work to be done. The current sidewalk condition index (SCI) is being developed. Attached is a list of sidewalks that will be considered in the 2020-2021 construction season. Appropriation History FY08$100,000 FY09$275,000 FY10$0-No Appropriation FY 11 $200,000 FY 12$200,000 FY13$300,000 FY14$400,000 ($200,000 of which is for the Hartwell Avenue mixed use path) FY15$400,000 FY16$600,000 FY17$600,000 FY18$800,000 FY19$800,000 FY20$800,000 Justification/Benefit: Improvements to existing sidewalks will support and enhance pedestrian safety and the Safe Routes to School Program,and will diminish liability for injuries to pedestrians.This also includes making handicapped ramps ADA compliant.The additional request is due to the magnitude of repairs that are needed to improve the condition of the towns overall sidewalk condition. Impact if not completed: Current sidewalks in Town have and will deteriorate/fail if not given the proper funding for repair. Timeframe: Replace. Freg: This is an annual request 30 Years Stakeholders: Residents Operating Budget Impact: This program impacts the operating budget by saving staff time and money. DPW employees would spend less time repairing old and aging sidewalks. It would also improve the DPW's ability to clear snow from sidewalks during the winter season, minimizing damage to equipment and abutting property. Sidewalk Snow Removal damage claims should be reduced. Cost Analysis: Funding Source: * Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Sidewalk Improvement Date: 02-Oct-08 Project ID Number: 644 Revision Date: p- 5- e Submitted By: Erik Gitschier Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8350 E-mail a itschier lexin tonma. 9 ov Capital Funding Request CPA Purpose 644 2021 2022 2023 2024 2025 Totals open space Site Acquisition $0 $0 $0 $0 $0 $0 Recreation Design/Engineer $0 $0 $0 $0 $0 $0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 Housing Construction 17$800,000 $800,000 $800,000 $800,000 $800,000 $4,000,000 Oper.Bud.Imp.: ��ir'l� �� Equipment $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency i $0 $0 $0 $0 $0 Totals $800,000 $800,000 $800,000 $800,000 $800,000 $49000,000 Maint.Cycle CPA Amt.Req. $0 $0 $0 $p $0 0 Years Basis of Cost Projection: Estimate is based on a contract bid for Lexington Sidewalk Maintenance and Related Work Contract#19-31 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Phase 3 Date: - 0 - 09Project Name: Battle Green Master 18 Project ID Number: Revision Date: p- 7 - e Submitted By: David Pinsonneault Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8303 E-mail d inson lexin tonma. ov Description of Project: FY2021 -$317,044. The Battle Green Master Plan completed by Past Designs was presented to the Board of Selectmen in March 2010. The Master Plan implementation is broken out into three phases. Phases 1,2 and half of phase 3 have been funded with work scheduled for fall 2019 and spring 2020. Funding for the remainder of Phase 3 construction will be used to address site amenities and historical landscaping. FY2012$100,000-monument restoration and treatment around the monument FY2013$203,845-pathways,fencing and a parking,traffic and pedestrian study FY2014, FY2015, FY2016, FY2017, FY2018&FY2019-no funding/request FY2020$253,394-Belfry, monuments, and amenities Justification/Benefit: There is community consensus that there needs to be design consistency in the Battle Green area. In addition, because of the prominence of the site and its historic importance,building consensus on the plan is crucial to ensuring that the design represents the expectation and needs of all stakeholders.The elements that exist in the Battle Green area need to be maintained, updated and restored on order to keep them viable for current and future generations. Impact if not completed: The Battle Green is a place of national historic importance and failure to resolve issues such as parking,traffic pathways and appropriate site interpretation will allow further deterioration of both the battle green and its surrounding historic treasures. In addition,the Town will continue to miss an opportunity to serve our international tourists in a way that can maximize positive economic impact to the town. Timeframe: Replace. Freq: Phase 3 will be scheduled in the Spring 2021. 0 Years Stakeholders: The Battle Green is deeded to the citizens of Lexington so every citizen is a stakeholder. Specific groups such as the Historical Society, Chamber of Commerce, local churches,center business district,and the neighbors have a particular interest in this project. In addition, hundreds of thousands of visitors from around the world come annually to the"Birthplace of American Liberty'. Operating Budget Impact: Operational costs of maintaining the Battle Green are already funded in the annual town budget. 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 672 2021 2022 2023 2024 2025 Totals 0 Open space Site Acquisition17 i $0 $0 $0 $0 $0 0 Recreation ��I��,��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $50,000 $0 $0 $0 $0 $50,000 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing UUMMUMUMUd ��I��I�� t Construction 1[ $267,044 $0 $0 $0 $0 $267,044 Oper.Bud.Imp .: ��ir'l� �� 17 Equipment $0 $0 $0 $0 $0 Recurring Cost ��,�� 17-IB` �� Contingency $0 $0 $0 $0 $0 $0 Totals $3175044 $0 $0 $0 $0 $317,044 Maint.Cycle CPA Amt.Re so $0 $0 IF $0 1 F Years Basis of Cost Projection: 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Phase 3 Date: - 0 - 09Project Name: Battle Green Master 18 Project ID Number: Revision Date: p- 7 - e Submitted By: David Pinsonneault Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8303 E-mail d inson lexin tonma. ov Costs estimates are based on the 2018 estimates from Environmental Partners Group. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Townwide Culvert Replacement Date: 15-Sep-10 Project ID Number: 683 Revision Date: p- - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$0 This is an annual program.We have delayed this one year for the following reasons; 1) There have been implementation delays due to difficulties with obtaining easements which we hope to resolve soon, 2) We have begun the process of a townwide culvert condition analysis and asset management plan to improve in the selection of culvert replacements and the budgeting for that work,we anticipate completion of this analysis in advance of the next budget cycle. Budget numbers will be adjusted accordingly if necessary for future years.The Watershed Management Plans have identified a number of failing culverts. This replacement program is a companion effort with the ongoing Watershed Management Plan. The design work is near completion for Valleyfield Phase 1. Detailed design evaluation is complete and design is in progress for the Oxbow/Constitution Road area and has shown the need of culvert replacement or daylighting..The backup provided is from the watershed plans and is an overview of the future projects. Please note that there is some overlap with project ID 557 (Comprehensive Stormwater ManagemenD as some of these projects include culvert work as well as stream management work. Justification/Benefit: Proactive replacement of town-wide culverts prior to catastrophic failure will allow for proper design considerations and funding and will also minimize the impact to residents through unexpected road closures and possible flooding. Impact if not completed: If this work is not completed the deterioration of the pipes will continue and eventually result in large scale failure. This may result in closure of the roadway and flooding. Timeframe: Replace. Freq: ongoing 50 Years Stakeholders: Lexington roadway users Operating Budget Impact: Administrative oversight and maintenance 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 PA Purpose 683 2021 2022 2023 2024 2025 Totals (� Open Space Site Acquisition 17 $0 $0 $0 $0 $0 $0 0 Recreation................................. Design/Engineer " ir'11� $65,000 $65,000 $65,000 $65,000 $2607 000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing N U N NUNN ii��i��iiiiiiiiiiiiiiiiiiiii�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $250)000 $250,000 $250,000 $250,000 $170005000 Oper.Bud.Imp.: �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��ir'11� ��r rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii��ii�� Contingency $75,000 $75ddddd U UUMMUNUMP ,000 $75,000 $75,000 1[ $300,000 Totals � $0 $390,000 $390,000 $3d U 90,0 U UUMMUNUMV,00 ZU 0 � $1,560,000 U UUMMUNNUM" Maint.Cycle CPA Amt. eq. $0 $0 $0 0 0 Years Basis of Cost Projection: 1 2/5/201 9 4:07:40 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Townwide Culvert Replacement Date: 15-Sep-10 Project ID Number: 683 Revision Date: p- - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I I 9 Estimates have been confirmed through the pricing provided under Contract#13-46, #13-68,#14-39,#15-59 and#19-04 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Townwide Si nalization Improvements Date: 16-Sep-10 Project ID Number: 688 Revision Date: 7- °V- Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2020-$125,000-This is an annual request for funds to update traffic and pedestrian signals in Lexington. A signal inventory and compliance study has been completed. The study includes ADA compliance,condition assessment;signal timing,delays,and prioritization recommendations. The design at the intersection of Massachusetts Avenue at Worthen Road is going into environmental permitting shortly and design is near complete. This is expected to be bid this winter with construction in CY2019. This funding request is anticipated to be used for the improvements at either the intersection of Lowell at East Street or Lowell at North Street. Justification/Benefit: There are numerous signalized intersections throughout town and many of them are older with outdated and sometimes failing equipment, limited ADA accessibility and substandard accommodations,and signals that are not energy efficient. The improvements of these will prevent equipment failure, improve traffic flow,decrease energy consumption,and allow for proper accessibility. Impact if not completed: The aging infrastructure will fail at an increasing rate, proper access will not be available to all users, and current standards will not be met, unnecessary energy consumption will continue. Timeframe: Replace. Freq: ongoing 20 Years Stakeholders: All travelling public in Lexington including, pedestrians,cyclists,and vehicles. Operating Budget Impact: Reduce the emergency calls for failed signal equipment. 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 688 2021 2022 2023 2024 2025 Totals 0 Open Space ��ir'11� ��ir"Site Acquisition " $0 $0 $0 $0 'Recreation Design/Engineer $12,500 $12,500 $50,000 $5,000 $0 $80,000 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 Housing ��1�� Illllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllld IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIm !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! Construction $112,500 $112,500 $0 $50,000 $0 $2757000 Oper.Bud.Imp.: ��ir'l� ��.ir �� Equipment $0 $0 $0 $0 Recurring Cost �� ir'11� ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency $0 $0 $0 $0 $0 Totals $125,000 $125,000 $50,000 $55,000 $0 d UUMMUMMUP U Ud ddddd dd OW rdrdr d UUMUdamar, $3559000 Maint.Cycle CPA Amt.Req. $0 $0 $0 $0 0 0 Years Basis of Cost Projection: Costs are based on the inventory performed from the consultant engineer,from recent upgrades performed within our paving work limits,a current on-call service bid received by the town,and Contract#15-59. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Municipal Parkin Lot improvements Date: 11-Sep-13 Project ID Number: 881 Revision Date: 21—Oct-1 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �l .tonma ov I yI Description of Project: FY2021 - $00,000 This funding request is for the design and construction/reconstruction of the parking lot that extends from Fletcher Avenue on the most easterly side to the limits of the Town Office Building parcel on the most westerly side. It includes reconstruction of the existing asphalt parking areas as well as new construction and reconfiguration of parking in the area nearest the Hosmer House and Police Station. This will provide for improved flow through the parking area as well as additional parking spaces. Currently this project is on hold as decisions on the possible redesign and reconfiguration of the Police Station are vetted. The final design will likely impact the proposed parking lot improvements. Justification/Benefit: Much of the parking lot is in disrepair and overdue for resurfacing. Additionally with the changes to the Hosmer House there is space that is now available that can provide for additional parking with a net increase in green space. Impact if not completed: Parking availability for the government parking will remain limited and in disrepair. Timeframe: Replace. Freq: 2022-2023 20 Years Stakeholders: Employees, residents,and other customers to the municipal buildings. Operating Budget Impact: none 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 881 2021 2022 2023 2024 2025 Totals 0 Open Space rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr 0 Recreation Site Acquisition $0 $0 $0 $0 $0 $0 ��ir'11� �� Design/Engineer " $40,000 $80,000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $0 $400,000 $0 $0 $400,000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency 17.................................ir'11� $0 $40,000 $0 $0 $401000 Totals �7 $0 $40,0dddd 00 $480,000 $0 $0 $5209000 Maint.Cycle CPA Amt.Req. $0 $0 $0IF 0 0 1 0 Years Basis of Cost Projection: Estimates are based on similar work performed under recent street improvement contracts.The funding requested is currently just a placeholder. This will be better defined as scope is defined. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Hartwell Avenue Compost Site Improvements Date: 24-Oct-13 Project ID Number: 915 Revision Date: 21-Oct-1 Submitted By: Robert Beaudoin Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8334 E-mail reaudoin lexin tonma. ov Description of Project: FY2021 -no funding request. This project request funds for the installation of a materials measuring system capable of calculating material coming in and out of the compost site. Funds will be requested in FY2022. Justification/Benefit: Now that the new office is complete and the new traffic flow pattern is in place staff would like to move forward with the installation of a materials measuring system. This will help staff to more accurately account for materials that go in and out of the facility and to provide opportunities to capture additional revenue. Impact if not completed: Continued lost opportunity for revenue and less accurate materials tracking. Timeframe: Replace. Freq: FY2022 construction season. 0 Years Stakeholders: Residents,commercial vendors,all Town Departments. Operating Budget Impact: none Cost Analysis: Funding Source: 0 Levy 0 CPA (j) Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request SPA Purpose 915 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 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� �� r �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $200,000 $0 $0 $0 $200,000 Oper.Bud.Imp.: ��t»��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� ��t» ��,�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��Contingency $0 $0 $0 $0 $0 Totals $0 $200,000 $0 $0 $0 $2009000 Maint.Cycle CPA Amt.Req. $0 $0 $0 0 IF Years Basis of Cost Projection: Based on similar projects in other communities. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............0 Ja n 14Project Name: Battle Green tree sca aIm Improvementsnts Date: 10 Project ID Number: 922 Revision Date: 21—Oct-1 Submitted By: Dave Pinsonneault Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8303 E-mail d insonneault lexin tonma. ov Description of Project: FY2021 Fund request$0. Funds for a study of the Battle Green area were approved in FY2013. The study looked at the pedestrian and vehicular safety and flow in and around the Battle Green,ways to enhance the access and visibility of the historical sites and how it relates to the overall Center Streetscape Project. A conceptual plan will be developed for review. Funds were approved in FY2016 ($200,000) to hire an architect/engineering firm to take the conceptual ideas to a 100%design which will provide us with a plan and cost estimates for any recommended improvements to the area.The FY2022 request is for construction funds. This program differs from Project ID#672 which addresses the on-site components of the Battle Green area. Justification/Benefit: The Battle Green area is an important and highly valued historic area. It is a high use area with many visitors and events occurring each year. Better access, pedestrian and vehicular flow and visibility to the historic sites and monuments is needed to enhance the visitor experience,aid in preservation and improve visitor safety. Impact if not completed: An opportunity to improve upon a valuable asset for the Town will be lost and safety will remain a high concern. Timeframe: Replace. Freq: 2022-2023 0 Years Stakeholders: All Town Departments,residents,visitors,tourism,economic development and historical society. Operating Budget Impact: None at this time. Cost Analysis: Funding Source: (* Levy (* CPA O Revolving O State Aid O Water O Sewer O Recreation O Private O Other Capital Funding Request SPA Purpose 922 2021 2022 2023 2024 2025 Totals 0 Open Space ��ir'11� ��ir"Site Acquisition " $0 $0 $0 $0 'Recreation � � � � �0�� Design/Engineer $0 $250,000 $0 $0 $0 , 00 Historic $250 Project Mgmt. $0 $0 $0 $0 $0 $0 Housing Construction $0 $2,5009000 $0 $0 $0 $29500,000 Oper.Bud.Imp.: ��ir'l� ��.ir �� Equipment $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� Contingency $0 $250,000 $0 $0 $0 $2509000MUM d Totals $0 $3,000dddd,000 $0 $0 $0 $37 0009000 Maint.Cycle CPA Amt.Re r$2,250,000 1 $0 IF $0 1 $0 1 0 Years Basis of Cost Projection: Estimate based on the current design which includes roadway and sidewalk improvements. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Westview Cemeter Buildin Date: 02-Oct-14 Project ID Number: 940 Revision Date: 5- °V- Submitted By: Chris Filadoro Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8355 E-mail cfiladoro lexin tonma. ov Description of Project: FY2021 Funds Requested-$3,100,000 (funding source from cemetery fees as adopted by the BOS June 2017) Westview Cemetery is the Town's active cemetery with an average of 150 burials per year. The current building which serves as the cemetery office, meeting area for grieving families,work space for the maintenance staff and equipment storage has deteriorated,needs to be reconfigured and needs to be brought up to code. Many times a grieving family will come into the office while maintenance is being performed in the adjacent garage area or other people or staff enter the office area with no other room for the grieving family to go. The maintenance area is small and not all of the equipment can be stored indoors which affects the durability and life of the equipment. Funds of$270,000 were approved in FY18 for TBA Architects, Inc.to design,engineer, bid and provide construction administration for the building. DPW and the Architect have been working closely with the Department of Public Facilities to determine the best long-term solution for the building at Westview. Justification/Benefit: The only significant upgrade to the cemetery building in the last 15 years has been a new roof. Constructing a new 4,300 sq.ft. building will enhance the cemetery operation by providing a welcoming and private space for families and visitors, and provide staff with more efficient office space,adequate equipment/supplies storage space and more efficient maintenance space. Impact if not completed: Families and visitors will still feel uncomfortable meeting at the cemetery office and staff will have inefficient work spaces and inadequate storage leading to higher costs to run the cemetery operation. Timeframe: Replace. Freq: Begin construction in Fall 2020/Spring 2021 0 Years Stakeholders: Residents,visitors to the Cemetery and staff. Operating Budget Impact: Cost Analysis: Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request CPA Purpose 940 2021 2022 2023 2024 2025 Totals p 0 Open Space Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation Design/Engineer $0 $0 $0 $0 $0 $0 0 Historic Project Mgmt. 17......................................ib""w] $0 $0 $0 $0 $0 0 Housing I I MU Construction 1[ $2,794,746 $0 $0 $0 $0 $2,794,746 Oper.Bud.Imp.: �� Equipment $84,900 $0 $0 $0 $0 $84,900 Recurring Cost 1[��I��II��IIIIIIIIIII�� t Contingency $220,354 $0 $0 $0 $0 $2207354 Totals $371007000 $0 $0 $0 $0 $371007000 Maint.Cycle CPA Amt.Req. $a $0 $0 IF $0 1 F Years Basis of Cost Projection: 1 2/5/201 9 4:07:40 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Westview Cemeter Buildin Date: 02-Oct-14 Project ID Number: 940 Revision Date: 5- °V- Submitted By: Chris Filadoro Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8355 E-mail cfiladoro lexin tonma. ov Based on design and estimate by TBA Architects Fall 2019. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Public Parkin o 08-Oct-14Project Name: Project ID Number: 941 Revision Date: 21-Oct-1 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$0 This funding request is for the design and construction/reconstruction of Public Parking lots located in downtown Lexington.These include the Depot lot,the lot between Edison Way and the Depot (CVS loD , and the lot between Waltham Street and Muzzey Street (Michelson loD These lots are currently in fair to poor condition with inefficient circulation and parking lot layout. This funding would allow for the redesign of these lots including improved efficiency,circulation and improve aesthetics. It includes reconstruction and reconfiguration of existing asphalt parking lots as well as curbing landscaping, line striping,and other related items. The first year funding is to work toward a conceptual plan development design (survey is already available for the CVS lot . More detail is needed in order to get solid estimates on the cost of construction. This project is a candidate to be funded with parking meter funds. Justification/Benefit: Much of these parking lots are in disrepair and overdue for reconstruction and reconfiguring. Impact if not completed: Public parking in downtown will remain in disrepair. Timeframe: Replace. Freq: 2022-2024 20 Years Stakeholders: Resident,tourists and other customers to the downtown area. Operating Budget Impact: none Cost Analysis. Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request CPA Purpose 941 2021 2022 2023 2024 2025 Totals 0 Open Space Site Acquisition " $0 $0 $0 $0 $0 ............ir" 0 Recreation �� 1 �� Design/Engineer " $0 $100,000 $100,000 $100,000 $0 $300,000 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing Construction $0 $0 $400,000 $400,000 $0 $8007000 Oper.Bud.Imp.: �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��'1 ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Contingency i $0 $0 $0 $0 $0 iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii U Ud Totals 7 $0 $100,000 $500,000 $500,000 $0 $19100,000 Maint.Cycle CPA Amt.Req. 0 11 $0 $0 IF $0 0 1 0 Years Basis of Cost Projection: These costs are placeholders at this point until we better establish the extents of the program. The funding requested is currently just a placeholder. This will be better defined as scope is defined. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Public Grounds Irri ation Improvements Date: 12-Sep-17 Project ID Number: 1056 Revision Date: 21—Oct-1 Submitted By: Chris Filadoro Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8355 E-mail cfiladoro lexin tonma. ov Description of Project: FY2021 -No funding request-The FY2024 funding request is for$200,000 ($120,000 tax levy and$80,000 CPA The updates to the systems will implement new technology and allow the irrigation to be more targeted on the turf areas and will result in less water usage. Items will include valves, irrigation heads,controllers,and water lines. Public Grounds areas include the Battle Green, Hastings Park, Emery Park,Cary Hall,Town Hall Complex,etc. Justification/Benefit: Water is essential for turf to grow,recover and thrive. It is especially important for seed establishment and aesthetics. This system will allow us to conserve water while continuing to provide esthetically pleasing turf areas. Impact if not completed: Lack of proper irrigation will lead to deteriorating turf which will lead to higher maintenance costs and to unsightly appearances and also lead to increased water usage. Timeframe: Replace. Freq: FY2024 construction season. 10 Years Stakeholders: Residents, Non-Residents,Town Staff 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 1056 2021 2022 2023 2024 2025 Totals 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 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� Construction $0 $0 $200,000 $0 $200,000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 d UUUUUUUdV' $0 $0 $0.00 Totals $0 $0 $0 $200,d d 000 $0 $2009000 Maint.Cycle CPA Amt.Req so $© 1 $0 11 $80,000 1 r $0 0 Years Basis of Cost Projection: Estimate obtained from vendor based on 2018 bid Smart Water Management. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Staging for Special Events Date: 19-Aug-19 Project ID Number: 1081 Revision Date: Submitted By: Chris Filadoro Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8355 E-mail cfiladoro lexin tonma. ov Description of Project: FY2021 -$55,000. Request is to fund the purchase of two (2) staging units to be used at Town special events including Patriot's Day and other Town events.These new staging units would replace the borrowed trailers we use from Waltham which are unstable, more difficult to move and are subject to availability for our events. Justification/Benefit: The Town has had to rely on borrowing wagon trailers from Waltham to use for the Patriot's Day events.The units are not accessible,are becoming unstable and are harder to acquire.They are also not available to be used for any other town events or programs. New staging would allow for access by persons with disabilities, provide a more stable and safer seating/viewing area and be more readily available for town events and programs. Impact if not completed: If the Town did not purchase the staging units safety of the people using the wagon trailers would continue to be an issue as would non access by persons with disabilities. Timeframe: Replace. Freq: Purchase in the summer of 2020 0 Years Stakeholders: Town residents, Celebrations Committee, Community Center and other town groups. Operating Budget Impact: Minimal 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 1081 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 $55,000 $0 $0 $0 $0 $55,000 Recurring Cost Contingency 17.................................ir'11� $0 $0 $0 $0 $0 Totals $55,000 $0 $0 $0 $0 $553000 Maint.Cycle CPA Amt.Req. $0 $0 $0IF $0 so 0 Years Basis of Cost Projection: Estimate from the Stage Depot Fall 2019. 1 2/5/201 9 4:07:40 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Bedford and Hartwell Ave Lon Ran a Transportation improvements Date: 30-Aug-19 Project ID Number: 1083 Revision Date: 7- °V- Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8305 E-mail 'livse lexin tonma. ov Description of Project: $1,500,000-This request of$1.5 million would fund the 25%design study related to a future capital project for improvements to Route 4/225 (Bedford Street/Hartwell Avenue) , including the"jug-handle"intersection;the 25%design is critical to keeping Lexington's place for this project on the state's Long Range Transportation Plan (LRTP) . The limits of work along Bedford Street would be approximately from the Route 95 bridge to the Bedford Town Line,along Hartwell from Bedford Street to the end (exception of improvements in progress currently ,and miscellaneous improvements along Wood Street. Focus is on improving safety,accessibility for all users (all modes of transportation) ,and improving the overall flow of the corridor. It is anticipated that additional design funding will be requested at a future town meeting to get through the 100%design and the intent is to get state funding for the construction through the LRTP which is a competitive process. Justification/Benefit: The Boston Region Metropolitan Planning Organization (MPO) "Destination 2040",the Long-Range Transportation Plan= (LRTP) includes the Route 4/225 (Bedford Street and Hartwell Avenue (Lexington) Major Infrastructure Project as a recommended project for the FFY 2030 - 2034 time band and it carries an estimated cost of approximately$48,000,000,subject to change based on design.Since the Bedford Street/Hartwell Project won't be at a 25%design stage by next winter, it will miss the approved FFY 2021 - 2025 time band for MPO Transportation Improvement Program (TIP) funding.The new 2025 - 2029 time band is fiscally constrained,and there will be competition from more projects than can be funded.The Boston MPO members will be looking to see if the Town intends to move this project forward before voting to move it into the new LRTP. Massachusetts Department of Transportation staff provided feedback to Lexington staff in 2019,indicating a design approach that they would be open to considering.This is an important and a positive step,since prior town design approaches had met with disfavor by MassDOT. Impact if not completed: Without 25%design commitment,the State will not keep this project on the Long Range transportation Plan,therefore Lexington would forfeit the possibility of Federal funding of a major share of the construction costs. Both the Hartwell Avenue re-zoning initiative and the$50,000 2018 Town Meeting authorization to update the Transportation Management Overlay District (TMOD) Plan underscore the need for pursuing the 25%design to stay on the path for Federal construction funds.The possibility for creating pedestrian and bicycle connections,and the possibility of future zoning bode well for ranking highly with the MPO to advance in the state TIP planning process.These improvements are also important for the safety of emergency egress from Hanscom AFB and Lincoln Labs.The Bedford Street/Hartwell Ave. Project scored highly for the current LRTP,tied for second with two other projects out of 39 projects. Timeframe: Replace. Freg: FY2030-2034,with the possibility of moving to 2024-2029. 25 Years Stakeholders: Lexington, Bedford, Hanscom Air Force Base residents and employees, pedestrians,cyclists,commercial property owners,tenants,employees and patrons of Hanscom Field, Hartwell Avenue and Bedford Street,and the region and the Massachusetts life sciences economy. Operating Budget Impact: None anticipated Cost Analysis: Funding Source: (* Levy 0 CPA 0 Revolving State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other 1 2/5/201 9 4:07:40 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Bedford and Hartwell Ave Lon Ran a Transportation improvements Date: 30-Aug-19 Project ID Number: 1083 Revision Date: 7- °V- Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8305 E-mail 'livse lexin �l .tonma ov Capital Funding Request CPA Purpose 1083 2021 2022 2023 2024 2025 Totals open space Site Acquisition $0 $0 $0 $200,000 $0 $2'I ` "` ` ` 0 00,000 Recreation Design/Engineer $1,300,000 $0 $0 $1,200,000 $0 $27500,00M" ` `0 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 Housing Construction17.................................ir'11� $0 $0 $0 $0 $0 Oper.Bud.Imp.: III Equipment 17 ir'l $0 $017 $0 $0 $0 Recurring Cost Contingency 17$200,000 $0 $0 $180,000 $0 $3807000 i aaaaaaaar, Totals $1,500,0iddid 00 $0 $0 $1,580,0d a aaaa a a aaa 00 $0 $390807000 Maint.Cycle CPA Amt.Req. $o $0 $0 $0 0 0 Years Basis of Cost Projection: Detailed discussion regarding the FY2021 25%design request with a few consultants that typically perform large MassDOT transportation design. The FY24 request is a placeholder approximation to be adjusted as design progresses and detail is available. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: New Sidewalk Installations Date: 05-Sep-19 Project ID Number: 1086 Revision Date: 21-Oct-1 Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8305 E-mail 'livse lexin �l .tonma ov Description of Project: FY2021-$280,000 This request is for funding to survey,design and install sidewalks in various locations throughout town. New sidewalk requests are submitted through the Transportation Safety Group (TSG) through resident petitions those requests are evaluated and prioritized by TSG and forwarded to Engineering for design and construction. The request covers numerous sidewalks over multiple years that are entered in this one capital request. The proposed sidewalks are Westminster from Lowell Street to the Arlington Town Line (FY2021) , Lincoln Street from Marrett Road to Middle Street (FY2022) ,Cedar Street in its entirety (FY2023) and North Street/Burlington Street from Grove Street to Adams Street (FY2025) . Additionally there is a sidewalk request for a sidewalk extension along Mass Ave from Crosby Drive to approximately the Route 95 bridge (FY2021) This is to accommodate access to Hastings School for those direct abutters that no longer have rear yard access. Justification/Benefit: Installation of a sidewalk would improve accessibility for residents that live on and around these roadways. Separating pedestrians from vehicles improves the overall safety for all users. Currently these roadways do not have sidewalks in these locations and are fairly narrow making it difficult to walk along the roadway edge comfortably. These installations improve connectivity to existing sidewalk networks in the area. Impact if not completed: Maintaining existing conditions may deter residents from using the roadways for pedestrian use. Implementing the sidewalk would support the Town's efforts towards creating complete streets which creates opportunities for alternative transportation modes that are safe and accessible for all users. Timeframe: Replace. Freq: 2021-2026 25 Years Stakeholders: Residents of the surrounding neighborhoods. Increasing sidewalk installation and connectivity also allows for more people to walk to destinations which may result in a reduction in vehicular use throughout town. Operating Budget Impact: Adding these facilities will result in an impact to the operating budget as snow removal and long-term upkeep will be needed. 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 1086 2021 2022 2023 2024 2025 Totals p 0 Open Space Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation Design/Engineer $5,000 $50,000 $75,000 $0 $250,000 $380,000 0 Historic 111" Project Mgmt. 17 d dddd U$0 $0 $0 $0 $0 $0 0 Housing UUMMUMMUMM Construction 1[ $250,000 $500,000 $750,000 $0 $2,500,000 $4,000,000 Oper.Bud.Imp.: ��ir'l� �� Equipment $0 $0 $0 $0 $0 Recurring Cost d�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr �� Contingency 1[ $25,000 $1003000 $115,000 $0 $500,000 $740,000 Totals $280,000 $650,000 $940,000 $0 $3,250,000 $57120,000 Maint.Cycle CPA Amt.Req. $0 11 $011 $0IF $0 $0 0 Years Basis of Cost Projection: 1 2/5/201 9 4:07:40 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: New Sidewalk Installations Date: 05-Sep-19 Project ID Number: 1086 Revision Date: Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8305 E-mail 'livse lexin tonma. ov The cost is based on the pricing received for other sidewalk installations such as the Concord Ave sidewalk bid#15-59. 1 2/5/201 9 4:07:40 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Cemeter Pro'ects Date: 18-Sep-19 Project ID Number: 1090 Revision Date: 21-Oct-1 Submitted By: D. Pinsonneault Department: Public Works Priority 0 First Year Submission? V Phone#: 781-274-8314 E-mail d inson lexin tonma. ov Description of Project: FY2021 -No funds requested. FY2022 request-$413,250. The funds will be used to design and construct a columbarium (a structure with niches to store funeral urns with cremated remains) at Westview Cemetery. Justification/Benefit: Due to the rising number of cremations, an option for interring urns has been requested. Currently urns are interred in traditional burial plots. Construction of a columbarium will provide an option for urns while freeing up traditional burial plots for regular body burials. This will provide a more efficient use of space and meet the needs of those choosing cremation. Impact if not completed: If not constructed then urns will be buried in regular plots according to the existing rules at Westview Cemetery. Timeframe: Replace. Freq: Construct in Spring 2022. 0 Years Stakeholders: Residents of Lexington. Operating Budget Impact: Minor 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 SPA Purpose 1090 2021 2022 2023 2024 2025 Totals 0 p Open space ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation ��ir'11� � � �� Design/Engineer " $20,000 $0 $0 $0 $20,000 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.ir'11� Construction $357,500 $0 $0 $0 $357,500 Oper.Bud.Imp.: ��t»��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $0 $35,750 $0 $0 $0 $35,750 Totals $0 $413,250 $0 $0 $0 $4139250 Maint.Cycle CPA Amt.Req. $0 $0 $0 0 0 0 Years Basis of Cost Projection: Cost estimate obtained from research by the Ad-hoc Crematory Study Committee. 1 2/5/201 9 4:07:40 PM 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 D MV ��APRIL i rnr f Department of Public Works and W terSewer Enter rise a Requested Budget Fiscal 2021 Submitted by: David Pinsonneault, Director of Public Works Board e ectmen Presentation December 9. 2019 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3600 Water Enterprise Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, by ensuring the proper and safe discharge of our wastewater and by maintaining our commitment to improving the infrastructure. Budget Overview: The FY2021 budget request for the Water Enterprise Fund is $11,636,605. This is an increase of$754,610 or 6.93% more than FY2020. Compensation is increasing $19,224 or 2.45% from FY2020, due to contractually obligated step increases. The expense request of$502,925 is $(5,950) or (1.17)% less than FY2020. A preliminary FY2021 MWRA assessment will be issued in February by the MWRA Board of Directors to be followed by the final assessment in June 2020. For now, an increase of 10% has been projected. Indirect payments to the General Fund are preliminarily, shown with no increase, with final numbers pending the completion of an Indirect Cost Study by the Finance Department. OPEB and Debt service numbers are preliminary as well. The Water Division maintains and repairs the water system which delivers water to Lexington homes and businesses. The system has been operated as an enterprise fund since 1988, which means that fees charged to customers are calculated to cover all operating and capital expenses. These expenses include the purchase of the water from the Massachusetts Water Resources Authority (MWRA) and the operating expenses of the Water Division. The Water Division has a three-block inclining rate structure to encourage water conservation. As a customer uses more water, the water rate increases. Customers are billed twice per year based on water consumption from which a sewer charge is determined. Division Goals: 1. Continue with the Hydrant Maintenance Program. 2. Begin implementing the Automatic Meter Reading System (AMR). 3. Implement a valve/hydrant maintenance and/or backflow/cross connection program. 4. Continue to evaluate water usage--to move towards conservation efforts. 3600-3700 - Water/Sewer Enterprise 1 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $0 $0 $0 $0 $0 Enterprise Funds Retained Earnings $731000 $61,000 $0 $0 $0 User Charges $117096,067 $1074151321 $107609,075 $1173637686 $7545611 7.11% Meter Charges $40,296 $40,000 $40,000 $40,000 $0 % Investment Income $13,070 $103 000 $10,000 $103 000 $0 % Fees & Charges 1 $280,063 $2227920 $222,920 $2227920 $0 FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $6745791 $684,682 $7855010 $804,234 $19,224 2.45% Expenses $383,855 $395,107 $508,875 $5025925 $(59950) (1.17)% Debt $154705389 $1,436,995 $1,2775412 $19277,412 $0 % MWRA $752465531 $7,128,006 $714135364 $8,154,700 $741,336 10.00% OPEB $95089 $9,089 $25761 $21761 $0 % nd i rects $872 5465 $869,833 $8945 573 $894,573 $0 % FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 3610 Water Operations $275291035 $21516,784 $27571,297 $21584571 $13,274 0.52% 3620 MWRA $7,2461531 $77128,006 $7,4131364 $87154,700 $741,336 10.00% OPEB $91089 $9,089 $21761 $2,761 $0 % nd i rects $872 3465 $8691 833 $894573 $8941 573 $0 % FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $566,267 $5557297 $625,378 $6397292 $137914 2.22% Overtime $108524 $1291 385 $159,632 $1641 942 $5,310 3.33% Personal Services $674,791 $684,682 $785,010 $804,234 $19,224 2.45% Contractual Services $196,908 $1641645 $253,125 $2607625 $7500 2.96% Utilities $8,766 $8,221 $13,750 $14,800 $1,050 7.64% Supplies $149,055 $2075114 $206,000 $202,500 $(37500) (1.70)% Small Capital $29,126 $15,127 $36,000 $25,000 $(111000) (30.56)% Expenses $383,855 $395,107 $508,875 $502,925 $(5,950) (1.17)% Debt $1,470,389 $17436,995 $1,277,412 $1,277,412 $0 % MWRA $7,2461531 $71128,006 $7,413,364 $81154,700 $7415336 10.00% OPEB $9,089 $9,089 $2,761 $2,761 $0 % nd i rects $872,465 $869,833 $894,573 $894,573 $0 3600-3700 - Water/Sewer Enterprise 2 Town of Lexington ryJ ! FY2021 Budget Development PPIL 1Y I Departmental Budget Requests Program: 3000 Public Works Subprogram: 3600 Water Enterprise FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Superintendent of Water & Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* 0.5 0.5 0.5 Crew Chief 2 2 2 2 Grader-Shovel Operator 1 1 1 1 Lead man/Cross Connector 2 2 2 2 1 nspector Heavy Equipment Operator 4 4 4 4 Laborer-Truck Driver 1 1 1 1 Department Assistant 0.2 0.2 0.2 0.2 Meter Reader/Laborer 0 0 0 0 Total FTE 10.7 11.2 11.2 11.2 Total Full/Part Time 10 FT/2 PT 10 FT/3 PT 10 FT/3 PT 10 FT/3 PT In FY2019,the Utility Billing Manager shifted from Finance to be split between Water and Sewer. 3600-3700 - Water/Sewer Enterprise 3 Town of L J Budget FY2021Development p��p AP L 1 TI Departmental Budget Requests Program: 3000 Public Works Subprogram: 3600 Water Enterprise Element: 3610 Water Operations Budget Description: The Water Operations Compensation budget funds one-half of the salaries for the Superintendent and Utility Billing Manager, and one-fifth of a DPW clerk's salary, along with the wages of 10 Water Division employees. Water staff work with the Water/Sewer Abatement Board. The Water Division is requesting Compensation of $804,234 which is an increase of$19,224 or 2.45% from FY2020. The Expense request of$502,925 reflects a decrease of$(5,950) or (1.17)% from FY2020. The main areas of increases are in postage and supplies. The professional development increase is due to the need to provide training and licenses for existing and several new personnel. Postage is increasing to cover the actual costs and cover any additional costs to inform residents of water conservation. Please note that debt service is subject to change for FY2021 as the impact of the proposed FY2021 water capital budget is evaluated. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $565,467 $555,297 $620,278 $6341192 $137914 2.24% 513000 Overtime $108,524 $129,385 $159,632 $164,942 $57 310 3.33% 514100 Stipends $800 $0 $5,100 $5,100 $0 Subtotal Compensation $674,791 $684,682 $785,010 $804,234 $19,224 2.45% 3600-3700 - Water/Sewer Enterprise 4 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $1259107 $1029 794 $158,125 $158,125 $0 538080 Printing & Forms $180 $176 $2,500 $25500 $0 530000 Professional Services $259855 $409002 $309000 $305000 $0 538110 Police Details $12,149 $109316 $259000 $253000 $0 538010 Advertising $1,113 $553 $500 $15000 $500 100.00% 524030 Equip. Service & Repair $49948 $528 $3,500 $3,500 $0 % 527020 Equipment Rental $0 $556 $500 $500 $0 % 538060 Catering/Meals $815 $469 $15000 $15000 $0 % 538050 Drug &Alcohol Testing $19320 $39588 $65000 $65000 $0 % 542020 Postage & Mailing $159495 $67 $129000 $153000 $35000 25.00% 530060 Prof Dev&Training $7,620 $35036 $65000 $89000 $29000 33.33% 530040 Sem./Workshops/Conf. $15331 $25559 $6,000 $85000 $29000 33.33% 534040 Software Maintenance $975 $0 $2,000 $2,000 $0 % 521000 Utilities $0 $0 $500 $500 $0 % 521010 Electricity $19737 $25200 $45000 $45000 $0 % 531000 Water/Sewer $39986 $49280 $59000 $65000 $1,000 20.00% 534020 Telephone $19760 $19718 $29250 $25300 $50 2.22% 534030 Mobile Devices $15283 $23 $21000 $29000 $0 % 558000 Supplies $25866 $45025 $8,000 $8,000 $0 % 542000 Office Supplies $527 $625 $500 $1,000 $500 100.00% 573000 Membership/Dues $19629 $727 $25500 $2,500 $0 % 558010 Clothing &Safety Equipment $119814 $119404 $105500 $125000 $19500 14.29% 545010 Chemicals&Cleaning Supplies $81 $0 $19000 $15000 $0 % 553030 Motors/Pumps $0 $0 $19500 $25000 $500 33.33% 553040 Pipes & Fittings $305797 $255629 $365000 $365000 $0 % 553060 Tools/Lumber/Hardware $75856 $195459 $6,000 $8,000 $29000 33.33% 553070 Paving Supplies & Materials $199998 $255103 $365000 $305000 $(61000) (16.67)% 548020 Vehicle Parts &Supplies $99650 $175617 $35000 $5,000 $29000 66.67% 585010 Hydrants & Meters $579119 $919859 $855000 $855000 $0 % 553080 Sand & Gravel $69718 $109665 $169000 $125000 $(43000) (25.00)% 585020 Small Equipment $49958 $39443 $69000 $55000 $(13000) (16.67)% 585030 Vehicles $245168 $115685 $305000 $205000 $(109000 (33.33)% Subtotal Expenses $383,855 $395,106 $508,875 $502,925 $(51 950) (1.17) 591000 Long-Term Debt Principal $152459395 $1,2325488 $1,0405048 $1,0405048 $0 % 591500 Long-Term Debt Interest $2199721 $2049507 $2045031 $2045031 $0 % 592510 Interest on Temp. Loans $59273 $0 $339333 $335333 $0 % 595000 Repay Temp. Loans $0 $0 $0 $0 $0 % 593000 Issuance Costs 1 $0 $0 $0 $0 $0 Subtotal Debt $1,470,389 $1,436,995 $1,277,412 $11277,412 $0 Total 3610 Water Operations $2,52%035 $2,516,783 $2,5719297 $21584,571 $139274 0.52% 3600-3700 - Water/Sewer Enterprise 5 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3600 Water Enterprise Element: 3620 Water MWRA Budget Description: Lexington belongs to the Massachusetts Water Resource Authority (MWRA) from which it purchases almost two billion gallons of water each year. The Town provides this water to approximately 99.8% of Lexington residences and businesses. The FY2021 MWRA assessment is shown as a 10% 'placeholder' at this time. The preliminary FY2021 assessment will be known in February, with the final assessment being approved by the MWRA Board of Directors in June 2020. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 531010 MWRA Assessment $7,2461531 $7,1287006 $77413,364 $87154,700 NONE�74 ,336 10.00% Subtotal MWRA $7,246,531 $7,128,006 $7,413,364 $8,154,700 $741,336 10.00% Total 3620 MWRA $7,246,531 $7,1281006 $73413,364 $81154,700 $7417336 10.00% 3600-3700 - Water/Sewer Enterprise 6 r Town of Lexington TZ j FY2021 Budget Development Departmental Budget Requests Program: 3000 Public Works Subprogram: 3700 Sewer Enterprise Mission: The Water/Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, by ensuring the proper and safe discharge of our wastewater and by maintaining our commitment to improving the infrastructure. Budget Overview: The FY2021 budget request for the Sewer Enterprise Fund is $11,261,280. This is an overall increase of$807,349 or 7.72% more than FY2020. Compensation is increasing $10,954 or 3.08% from FY2020, and is primarily due to recent promotions and contractually obligated step increases. Expenses are increasing by $11,200 or 2.59% from FY2020. A preliminary FY2021 MWRA assessment will be issued in February by the MWRA Board of Directors to be followed by final assessment in June 2020. Indirect payments to the General Fund are preliminarily shown as level-funded , with final numbers pending the completion of an Indirect Cost Study by the Finance Department. OPEB and debt service numbers are also preliminary. The Sewer Division maintains the entire sewer system, which serves 99% of Town residences, and insures the safe and proper discharge of the Town's wastewater. Sewer rates are calculated to recover all costs associated with the disposal of sewage, operating expenses and indirect costs of the Sewer Division. This system has operated as an enterprise fund since 1988, which means that fees charged to customers are calculated to cover all operating and capital expenses. Customer sewer rates are determined based on water usage over the same period. Division Goals: 1. Continue the pipe flushing program and root removal in all areas. 2. Work with the Water Enterprise Division in implementing the Automatic Meter Reading System (AMR). 3. Continue to educate the public as to the costs and problems created by Inflow & Infiltration. 3600-3700 - Water/Sewer Enterprise 7 FY2018 FY2019 FY2020 FY2021 Dollar Percent Funding Sources Actual Actual Estimate Projected Increase Increase Tax Levy $0 $0 $0 $0 $0 Enterprise Funds Retained Earnings $0 $0 $0 $0 $0 User Charges $973571582 $976927978 $107090,931 $101898,280 $8077349 8.00% Connection Fees $17275 $0 $0 $0 $0 % Investment Income $137895 $87000 $87000 $87000 $0 % Fees & Charges 1 $3867425 $355,000 $3557000 $355,000 $0 FY2018 FY2019 FY2020 FY2021 Dollar Percent Appropriation Summary Actual Actual Appropriation Request Increase Increase Compensation $2309 757 $208,773 $355,614 $366,568 $107 954 3.08% Expenses $325,483 $3425920 $432,950 $444,150 $117200 2.59% Debt $17033,672 $17134,396 $172789322 $17278,322 $0 % MWRA $77402,979 $77572,486 $7,8511947 $87637,142 $7857195 10.00% OPEB $41085 $41085 $3,004 $3,004 $0 % nd i rects $546,827 $515,280 $532,094 $532,094 $0 i FY2018 FY2019 FY2020 FY2021 Dollar Percent Program Summary Actual Actual Appropriation Request Increase Increase 3710 Sewer Enterprise $175897912 $1,686,089 $270667886 $270891040 $227154 1.07% 3720- MWRA $774027979 $75727486 $778517947 $8,6377142 $785,195 10.00% OPEB $47085 $41085 $37004 $31004 $0 % nd i rects $5461 827 $515,280 $5323 094 $532,094 $0 % i FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Code Summary Actual Actual Appropriation Request Increase Increase Salaries &Wages $1977 566 $185,666 $2827 035 $290542 $87 507 3.02% Overtime $337191 $237107 $737579 $767026 $27447 3.33% Personal Services $2301 757 $208,773 $3551 614 $366,568 $10,954 3.08% Contractual Services $137,921 $126,961 $189,400 $196,900 $77500 3.96% Utilities $1127 800 $140,097 $1277 300 $1303 000 $27 700 2.12% Supplies $611737 $607736 $1027250 $1033250 $17000 0.98% Small Capital $137025 $157126 $147000 $147000 $0 % Expenses $325,483 $342,920 $432,950 $444,150 $11,200 2.59% Debt $170337672 $1,1347396 $172787322 $172787322 $0 % MWRA $774021979 $775727486 $778517947 $87637,142 $7857195 10.00% OPEB $4,085 $4,085 $37004 $3,004 $0 % nd i rects $5467 827 $515,280 $5327 094 $5323 094 $0 % 3600-3700 - Water/Sewer Enterprise 8 � Town of Lexington ryJ ! FY2021 Budget Development PPIL 1Y I Departmental Budget Requests Program: 3000 Public Works Subprogram: 3700 Sewer Enterprise FY2018 FY2019 FY2020 FY2021 Authorized/Appropriated Staffing Budget Budget Budget Request Supt. of Water & Sewer 0.5 0.5 0.5 0.5 Utility Billing Manager* 0.5 0.5 0.5 Crew Chief 1 1 1 1 Heavy Equipment Operator 2 2 2 2 Department Assistant 0.2 0.2 0.2 0.2 Seasonal Assistant 0.4 0.4 0.4 0.4 Seasonal Laborer 0.3 0.3 0.3 0.3 Total FTE 4.4 4.9 4.9 4.9 Total Full/Part Time 3 FT/4 PT 3 FT/5 PT 3 FT/5 PT 3 FT/5 PT In FY2019,the Utility Billing Manager shifted from Finance to be split between Water and Sewer. 3600-3700 - Water/Sewer Enterprise 9 Town of L J Budget FY2021Development p��p AP L 1 TI Departmental Budget Requests Program: 3000 Public Works Subprogram: 3700 Sewer Enterprise Element: 3710 Sewer Operations Budget Description: The Sewer Operations budget funds one-half of the salaries for the Superintendent and Utility Billing Manager, and one-fifth of a DPW clerk's salary, along with the wages of three Sewer division employees and two seasonal employees. Sewer staff works with the Water/Sewer Abatement Board. The Sewer division is requesting Compensation of$366,568 which is a net increase of$10,954 or 3.08% from FY2020. The expense request of$444,150 is $11,200 or 2.59% more than FY2020. The increase in Contractual Services is due to cost increases for services to repair wastewater services to residents, video inspection of wastewater services when needed, plus cost increases to resurface roadways over sewer services that will be and/or were repaired. Fees for postal services is increasing due to cost increases and to inform residents of water conservation. Debt service numbers are preliminary. Please note that debt service is subject to change for FY2021 as the impact of the proposed FY2021 sewer capital budget is evaluated. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 511000 Regular Wages $1941 259 $1711 293 $254,885 $263,380 $8,495 3.33% 513000 Overtime $333191 $235107 $73,579 $765026 $2,447 3.33% 511010 Part-Time Wages $35307 $135973 $179959 $175821 $(138) (0.77)% 512000 Seasonal Part-Time $0 $0 $71491 $75641 $150 2.00% 514100 1 Stipends $0 $400 $11 700 $15 700 $0 Subtotal Compensation $230,757 $208,773 $355,614 $366,568 $10,954 3.08% 3600-3700 - Water/Sewer Enterprise 10 FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 520000 Contract Services $883683 $58,048 $32,000 $35,000 $3,000 9.38% 538080 Printing & Forms $0 $50 $5,000 $5,000 $0 % 530000 Professional Services $259527 $185551 $38,000 $38,000 $0 % 538110 Police Details $25224 $0 $2,000 $2,000 $0 % 538010 Advertising $636 $347 $400 $400 $0 % 524020 Facility Service & Repair $15279 $195937 $90,000 $90,000 $0 % 524030 Equip. Service & Repair $69000 $15753 $3,000 $3,000 $0 % 527020 Equipment Rental $0 $45641 $500 $500 $0 % 538060 Catering/Meals $183 $212 $500 $500 $0 % 538050 Drug &Alcohol Testing $345 $15770 $500 $1,000 $500 100.00% 542020 Postage & Mailing $85000 $185200 $8,000 $12,000 $43000 50.00% 530060 Prof Dev&Training $25319 $25525 $3,500 $3,500 $0 530040 Sem./Workshops/Conf. $19750 $925 $3,500 $35500 $0 534040 Software Maintenance $975 $0 $2,500 $2,500 $0 521000 Utilities $2,893 $25 909 $1,300 $3,000 $1,700 130.77% 521010 Electricity $103,350 $131,000 $1199 000 $1195 000 $0 % 531000 Water/Sewer $3,441 $45245 $3,000 $4,000 $13000 33.33% 534020 Telephone $25182 $15937 $3,000 $3,000 $0 % 534030 Mobile Devices $934 $6 $1,000 $1,000 $0 % 558000 Supplies $19250 $194 $5,000 $55000 $0 % 542000 Office Supplies $135 $194 $500 $500 $0 % 573000 Membership/Dues $395 $190 $750 $750 $0 % 558010 Clothing &Safety Equipment $25406 $25634 $3,000 $4,000 $15000 33.33% 545010 Chemicals&Cleaning Supplies $8,372 $85814 $13,000 $11,000 $(25000) (15.38)% 553030 Motors/Pumps $279 $0 $3,000 $39000 $0 % 553040 Pipes & Fittings $55322 $7,032 $5,000 $6,000 $19000 20.00% 553060 Tools/Lumber/Hardware $29422 $65380 $4,000 $5,000 $1,000 25.00% 553070 Paving Supplies & Materials $810 $45153 $5,000 $5,000 $0 % 548020 Vehicle Parts &Supplies $5,231 $155455 $6,000 $6,000 $0 % 585010 Hydrants & Meters $359000 $145750 $55,000 $55,000 $0 % 553080 Sand & Gravel $115 $940 $2,000 $2,000 $0 % 585020 Small Equipment $525 $25626 $500 $500 $0 % 542040 Office Equipment $0 $0 $500 $500 $0 % 585030 Vehicles $125 500 $125 500 $13,000 $13,000 $0 % Subtotal Expenses $325,483 $342,918 $432,950 $444,150 $11,200 2.59 591000 Long-Term Debt Principal $843,509 $915,319 $9929526 $9925526 $0 % 591500 Long-Term Debt Interest $1775772 $195,326 $1959436 $1953436 $0 % 592510 Interest on Temp. Loans $125391 $235751 $90,360 $90,360 $0 % 595000 Repay Temp. Loans $0 $0 $0 $0 % 593000 j Issuance Costs $0 $0 $0 $0 $0 -% Subtotal Debt $1,033,6 72 $1,134,396 $11 278,322 $17 2 78,322 $0 Total 3710 Sewer Enterprise $1,589,912 $1,686,087 $290669886 $2,0899040 $229154 1.07% 3600-3700 - Water/Sewer Enterprise 11 Town of L Ra FY2021 Budget Development APHIS,19R, Departmental Budget Requests Program: 3000 Public Works Subprogram: 3700 Sewer Enterprise Element: 3720 Sewer MWRA Budget Description: The Town of Lexington pays the Massachusetts Water Resource Authority (MWRA) to treat and dispose of the Town's sewage. The FY2021 MWRA assessment is shown as a 10% 'placeholder' at this time. The preliminary FY2021 assessment will be known in February, with the final assessment being approved by the MWRA Board of Directors in June 2020. Budget Data (by Object Code) FY2018 FY2019 FY2020 FY2021 Dollar Percent Object Description Actual Actual Appropriation Request Increase Increase 531010 1 MWRA Assessment 1$7,402,979 1$7,572,486 1 $7)851)9471 $87637,142 1 7857195 10.00% Subtotal Expenses $7,402,979 $7,572,486 $7,851,947 $8,637,142 $785,195 10.00% Total 3720 MWRA $7,402,979 $7,572,486 $7,851,947 $81637,142 $785,195 10.00% 3600-3700 - Water/Sewer Enterprise 12 � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Sanitary Sewer S stem Investi ation and Improvements Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$1,000,000-This annual program provides for rehabilitation of sanitary sewer infrastructure. Engineering investigation and evaluation will continue on sewers throughout town including those in remote, hard to access areas. Work will include replacement or repair of deteriorated sewers,force mains,and manholes to improve flow and reduce inflow and infiltration (1/0 into the system. Further identification, prioritization, and repair of sanitary sewer in the town reducing inflow and infiltration into the system has been ongoing in several sewer basins in town. Recent completed work in town includes lining the cross-country trunk line through Dunback Meadows and additional lining along the trunk line in the Bow Street area along Mill Brook. Near term rehabilitation is anticipated in sewer basins 1,6,7 and 8. The next round of investigation is planned for subareas 3 and 9. The listed future projects are likely to span a few years. A phase 12 allocation from the MWRA has been approved providing$1,560,000 of which 75%is grant funding and 25%is zero interest loan. The town will apply to utilize these funds on this upcoming project. Justification/Benefit: The town has an aging collection network and through investigation we have determined that there are numerous areas of cracking, blockages, and failures.There is also considerable infiltration and infiltration resulting from such conditions. When clean storm water uses pipe capacity, wastewater cannot be conveyed and sewage overflows occur. These capital investments improve the operation of the sewer system and reduce backups and potential overflows. Additionally it has been shown that water quality can be improved in our brooks. Impact if not completed: Sewage leaks and overflows present a direct danger to the health of the community through transmission of waterborne diseases. In addition,the town payment to MWRA for sewage treatment is based on total flow through the meter at the Arlington town line. Excessive flow of Stormwater in the sewer results in unnecessarily higher sewage bills. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: All residents with sanitary sewer in Lexington. Operating Budget Impact: These capital investments prevent system malfunctions and reduce the measured flows through the MWRA meter.Additionally,they reduce the likelihood of catastrophic failure of a sewer system resulting in emergency repairs. Project may be eligible for MWRA grant loan program if funding is available. The current program provides for 75%grant and 25%interest free loans.The Department remains current with using all available MWRA funds. Cost Analysis. Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 524 2021 2022 2023 2024 2025 Totals 0 Open space ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��, �� r ��, rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation �� ' �� Design/Engineer " $165,000 $165,000 $165,000 $165,000 $165,000 $825,000 0 Historic Project Mgmt. $0 $0 $0 $0 $0 $0 0 Housing d d d�� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $835,000 $835,000 $835,000 $835,000 $835,000 $4,175,000 Oper.Bud.Imp.: .�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.�� Equipment � �� $0 Recurring Cost Contingency $0 $0 $0 $0 $0 $0I,, �IIIIIIIIIIIIIIU Id 11111111111 U MUM II Totals $11 000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $57000,000 Maint.Cycle CPA Amt.Req. $o $0 $0 IF $© 1 F Years Basis of Cost Projection: 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Sanitary Sewer S stem Investi ation and Improvements Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I I 9 Engineering estimates based recent Town of Lexington 1/1 contracts #16-35,#18-21 and#19-58 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Pump Station Up rades Date: 02-Oct-08 Project ID Number: Revision Date: 5 7- °V- Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$700,000-Lexington has 10 Sewer pumping stations. In July of 2013 a detailed evaluation and capital plan was developed for the town with the assistance of Wright-Pierce. This includes a detailed engineering survey of the pump stations to determine current and future needs as well as a time table and probable costs for the proposed work. We have attached a table detailing the recommended repair/replacement schedule including costs.This table has been adjusted based on work performed and reprioritization. Future funding is being requested for the replacement of pumping stations,wet wells,dry wells,electrical work and controls.The request is part of the Wright Pierce 20 year repair/ replacement plan for the 10 Sewer pumping stations.The Worthen Road pump station is complete. The Marshall and Constitution Road pump stations are under construction.. Design for the Hayden Ave Station is underway and will be followed by construction. This will likely be followed by the North street Station and the Bowman Street Station (if needed) .Stations are constantly monitored and if a more urgent need is determined the schedule will be adjusted to meet the needs. Please note that the funding request is lower than that on the table provided to the CEC. The reason is that there is funding available from previous capital requests that will supplement the request allowing these projects to be fully funded. Justification/Benefit: Preserving the Town's Infrastructure and maintaining the Collection System as well as providing backup generator power for emergency situations. Impact if not completed: Pump failure results in sewer surcharging and overflows. The overflows create a public health risk and environmental damage. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: Lexington Residents Operating Budget Impact: Upgrading the pumps and support systems enable the pumps to run better using less energy and avoiding emergency expenditures. Cost Analysis. Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid 0 Water 0 Sewer 0 Recreation 0 Private 0 Other Capital Funding Request CPA Purpose 529 2021 2022 2023 2024 2025 Totals 0 Open space ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��, �� r ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,�� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 0 Recreation � � 1 ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $57,300 $23,000 $130,300 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 ii U did ddidd d$0 0 Housing Construction 1[ $286didid d,600 $230,000 $0 $0 $0 iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii$516,600 Oper.Bud.Imp.: ��ir'l� ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» ��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��.��ir Equipment $0 $0 $0 Recurring Cost Contingency $57,300 $45,000 $0 $0 $0 $1029300 Totals $401,200 $298,000 $50,000 $0 $0 $7499200 Maint.Cycle CPA Amt.Req. 0 $0 $0 $0 $0 0 Years 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............° Project Name: Pump Station Up rades Date: 02-Oct-08 Project ID Number: Revision Date: 5 7- °V- Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I y I 9 Basis of Cost Projection: Cost projection for new equipment and installation based on recommendations by Wright Pierce and recent bids for pump station rehabilitation Contract#13-43,#15-40, #16-27,#18-06. 1 2/5/201 9 4:07:39 PM � � , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Water Distribution S stem Improvements Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin �I .tonma ov II Description of Project: FY2021 -$2,200,000-This is an annual program for replacement of unlined, inadequate,aged and breaking water main and deteriorated service connections as well as the elimination of dead ends in water mains. We have completed a hydraulic model for the entire distribution network along with an asset management plan. We are near completion of a significant 16"water main installation on Hartwell Avenue. Design is in progress for several other water mains including Peacock farm Road and Eldred Street mains.The requested funding will allow for us to begin the implementation of the recommended replacements as we continue to eliminate unlined water mains in town. There is an increase shown in FY2024 and FY2025. These increases are based on a recent exterior tank evaluation that identified needed improvements. The major improvements identified are in FY2024 are anchor bolt repair and ring wall replacement for tank one. The major improvements identified for FY2025 is the repainting of tank 1 and tank 2. We have recently received interior evaluations which we are currently evaluating and will be adjusted as we determine the best course of action for the tanks. These results may alter the requests shown for both FY24 and FY25. Justification/Benefit: The model identifies areas of vulnerability,water aging, and those areas with low volumes and pressures. Additionally evaluation of the town water break history and its relation to pipe type and age have been identified. This funding will allow us to continue with a proactive approach to replacing our aging water infrastructure. The funding beginning in FY2020 accounts for annual replacement of 1%of our water main as recommended in the recently completed asset management plan. Impact if not completed: Poor water drinking water quality for some users. Increased emergency response costs to repair breaks. Possible restriction of flow volume which will hamper fire-fighting effort and create low pressure issues for users. Timeframe: Replace. Freq: ongoing 0 Years Stakeholders: Water Users in Lexington-better pressure and quality Operating Budget Impact: Fewer water line breaks will lead to less emergency construction funds. In addition, newer water infrastructure means less loss due to leakage. Part of funding is eligible for the MWRA interest free loan program. Cost Analysis. Funding Source: 0 Levy 0 CPA 0 Revolving 0 State Aid Water 0 Sewer 0 Recreation 0 Private Other Capital Funding Request CPA Purpose 560 2021 2022 2023 2024 2025 Totals Q Open space 1� " �i �� , rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Site Acquisition $0 $0 $0 $0 $0 $0 Recreation ��t» �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr» �� Design/Engineer " $220,000 $220,000 $220,000 $250,000 $260,000 $1,170,000 0 Historic Project Mgmt. 17 $0 $0 $0 $0 $0 $0 0 Housing �� t �� rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr Construction $1,980,000 $1,980,000 $1,980,000 $2,280,000 $2,780,000 $113000,000 Oper.Bud.Imp.: Equipment $0 $0 $0 $0 $0 $0 Recurring Cost Contingency $0 $0 $0 $0 $0 $0 $0.00 Maint.Cycle Totals $2,200,000 $2,200,000 $21200,000 $2,5305000 $3,040,000 1[$12y170y000 CPA Amt.Req. 0 $01[ $0IF $0 0 1 0 Years Basis of Cost Projection: 1 2/5/201 9 4:07:39 PM � � " Y , Town of Lexington - FY 2021-FY 2025 Capital Improvement Projects ............ Project Name: Water Distribution S stem Improvements Date: 02-Oct-08 Project ID Number: Revision Date: p- 5 - e Submitted By: John Livsey Department: Public Works Priority 0 First Year Submission? Phone#: 781-274-8305 E-mail 'livse lexin .tonma ov I I 9 Engineering estimate is based on previous contract bids including Water Distribution Improvements Contract #16-52,#18-69 and#19-69 1 2/5/201 9 4:07:39 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.4 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: 12/9/2019 7:3 0 p.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