HomeMy WebLinkAbout2020-06-01 SB Packet - Released SELECT BOARD MEETING
Monday, June 1, 2020
Conducted by Remote Participation*
6:00 PM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1. 2020 Annual Town Meeting& Special Town Meeting
. Article Discussion/Positions
ADJOURN
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AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
2020 Annual Town Meeting & Special Town Meeting
PRESENTER: ITEM
NUMBER:
Jim Malloy, Town Manager
I.1
SUMMARY:
As per the memo sent to the Select Board last week, the Town Manager,Assistant Town Manager for Finance
and Recreation and Community Programs Director are recommending postponing the $100,000 in Article 11
(a)that was planned for the Pine Meadows Clubhouse renovation design and (b) $80,000 for the capital
equipment for Pine Meadows.
SUGGESTED MOTION:
Move to remove Article 11 from the consent agenda and to add Article 11 to those Article recommended to be
referred back to the Select Board
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
6/l/2020
ATTACHMENTS:
Description Type
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Town of Lexington
2020 Annual Town Meeting
Individual Articles/Voted Separately
(Articles 10m, 16a, 16k, 19b, 19c, 25, 42)
ARTICLE 10 APPROPRIATE THE FY2021 COMMUNITY PRESERVATION
COMMITTEE OPERATING BUDGET AND CPA PROJECTS
MOTION: That the Town hear and act on the report of the Community Preservation Committee on the
FY2021 Community Preservation budget and,pursuant to the recommendations of the
Community Preservation Committee, take the following actions:
m) That $100,000 be appropriated for LexHAB - 116 Vine Street Design Funds, and to
meet this appropriation $75,000 be appropriated from the Community Housing Reserve
of the Community Preservation Fund and $25,000 be appropriated from the Historic
Resources Reserve of the Community Preservation Fund;
(03/09/2020)
ARTICLE 16 APPROPRIATE FOR PUBLIC FACILITIES CAPITAL PROJECTS
MOTION: That the following amounts be appropriated for the following capital improvements to
public facilities and that each amount be raised as indicated:
a) Police Outdoor/Indoor Firing Range - $125,000 for schematic design for a firing range
at Hartwell Ave, and that to meet this appropriation $125,000 be appropriated from the
General Fund unreserved balance; provided that any appropriation hereunder shall be
subject to and contingent upon receipt of the Criminal Justice Training Council grant or
other grant and the development of a business plan accepted by the Select Board;
k) Westview Cemetery Facility Construction- $3,290,000 be appropriated for the
construction of a new administration and maintenance building located at the Westview
Cemetery, including the costs of demolition, architectural and engineering services,
original equipment, furnishings, landscaping, paving, and other site improvements
incidental or related to such construction, and that to meet this appropriation the
Treasurer, with the approval of the Select Board, is authorized to borrow $3,290,000
under M.G.L. Chapter 44, Section 7, or any other enabling authority. Any premium
received by the Town upon the sale of any bonds or notes approved by this vote, less
any such premium applied to the payment of the costs of issuance of such bonds or
notes, may be applied to the payment of costs approved by this vote in accordance with
Chapter 44, Section 20 of the General Laws, thereby reducing the amount authorized to
be borrowed to pay such costs by a like amount.
(Revised 05/08/2020)
ARTICLE 19 ESTABLISH, DISSOLVE AND APPROPRIATE TO AND FROM SPECIFIED
STABILIZATION FUNDS
MOTION:
b) That$111,922 be appropriated to the Affordable Housing Capital Stabilization Fund, and
to meet this appropriation $111,922 be appropriated from the Affordable Housing Special
Revenue Fund, and further, that in accordance with M.G.L. Chapter 40, Section 5B
1 05/06/2020
Town of Lexington
2020 Annual Town Meeting
Individual ArticlesNoted Separately
(Articles 10m, 16a, 16k, 19b, 19c, 25, 42)
paragraph four, that any payments made to the Town by Symmes Lifecare, Inc. d/b/a
Brookhaven at Lexington for the purpose of affordable housing be deposited into said
Affordable Housing Capital Stabilization Fund; and
(Revised 4/9/2020)
ARTICLE 19 ESTABLISH, DISSOLVE AND APPROPRIATE TO AND FROM SPECIFIED
STABILIZATION FUNDS
MOTION:
c) That$111,000 be appropriated from the Affordable Housing Capital Stabilization Fund to
fund renovations and capital improvement projects at properties in the Town's affordable
housing inventory that are managed by the Lexington Housing Assistance Board, Inc.
("LexHab").
(Revised 04/09/2020)
ARTICLE 25 PURCHASE OF LAND/EMINENT DOMAIN
MOTION : That the Town authorize the Select Board to acquire for municipal,parking, and other purposes
by purchase, donation,eminent domain or otherwise,certain real property shown as Assessor's
Parcel 96, May 48 and as shown on the plan entitled "Land in Lexington Mass., Boston and
Maine Railroad to Anthony R. Cataldo, dated March 1959, Plan R13.2-9-18" recorded with
the Middlesex South Registry of Deeds in Plan number 409 of 1959 on such other terms and
conditions as the Select Board may determine and that to meet this appropriation $177,000 be
appropriated from the Parking Meter Fund unreserved balance.
(04/16/2020)
ARTICLE 42 AMEND ZONING BYLAW AND ZONING MAP
1040-1050 WALTHAM STREET (Owner Petition)
MOTION: That:
a. the Zoning Bylaw, Chapter 135 of the Code of the Town of Lexington, and the Zoning Map
of the Town of Lexington be amended by changing the district designation of the land
identified as Map 5, Lot 14 on the Assessor's Map, and described in a certain metes and
bounds description and certain plans on file with the Planning Board and Town Clerk as part
of a Preliminary Site Development and Use Plan dated December 19, 2019, revised March
11, 2020 ("PSDUP") from the current CLO Commercial Local Office District to a Planned
Development District-5 ("PD-5") as described in said PSDUP; and
b. the zoning regulations and dimensional standards identified in the "Proposed Motion"
document which is the "PSDUP Zoning Text" provided in the PSDUP as Article 42, and the
"Regulatory Plans" attached thereto, shall apply to said District PD-5.
2 05/06/2020
Town of Lexington
2020 Annual Town Meeting
Individual ArticlesNoted Separately
(Articles 10m, 16a, 16k, 19b, 19c, 25, 42)
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3 05/06/2020
Town of Lexington
Motion
2020 Annual Town Meeting
ARTICLE 11 APPROPRIATE FOR RECREATION CAPITAL PROJECTS
MOTION: That the following amounts be appropriated for the following capital improvements and
that each amount be raised as indicated:
(a) $100,000 be appropriated for design and engineering associated with renovation of the
Pine Meadows Clubhouse, and that to meet this appropriation $100,000 be appropriated
from Recreation Fund Retained Earnings; and
(b)that $80,000 be appropriated for Pine Meadows Equipment and that to meet this
appropriation $80,000 be appropriated from Recreation Fund Retained Earnings.
(03/09/2020)
1
Resolution to Article 19B of the 2020 Annual Town Meeting -DRAFT
Whereas the Town of Lexington is determined to maintain diversity in its housing by increasing its stock
of affordable housing units; and
Whereas the Town of Lexington's affordable housing stock, as counted in the Subsidized Housing
Inventory, is 1,331 units; and
Whereas the Town of Lexington's Subsidized Housing Inventory is 11.14%of the total number of housing
units, which is above the 10% affordable housing ratio that allows local zoning controls to govern new
40B developments; and
Whereas 181 units of Lexington's current Subsidized Housing Inventory are not perpetually protected
subsidized units, and could be removed from the SHI count at a future date; and
Whereas in order to continue to add to the Town's affordable housing stock and not risk falling below
the 10%40B threshold, residential developments that require rezoning due to higher density than
allowed by right are required to produce at least 10%of their units as affordable housing units; and
Whereas Brookhaven sought rezoning at 960-990 Waltham St under Article 44 of the 2017 Annual Town
Meeting,to develop a net increase of 42 units in such a higher density residential development; and
Whereas Brookhaven determined that they could not create any affordable housing units as part of this
development; and
Whereas Brookhaven agreed to meet their obligation to create affordable housing by making
$1,536,369 of Affordable Housing Mitigation Payments to the Town,which when paid over 15 years
those payments including interest will total $2,081,631; and
Whereas the Town of Lexington created the Affordable Housing Capital Stabilization Fund to receive
both this money and other money from future developments signing affordable housing mitigation
agreements with the Town; and
Whereas the Affordable Housing Capital Stabilization Fund was created with the purpose of funding
affordable/community housing construction, renovation, and associated land acquisitions or
easements, allowing this Stabilization Fund to serve multiple affordable housing related purposes; and
Whereas the specific intent and purpose for the Brookhaven Affordable Housing Mitigation payments
conveyed to the 2017 Annual Town Meeting, based on the presentations and discussions,was to
provide the Town of Lexington a means to meet the Brookhaven affordable housing obligation ; and
Whereas the creation of these units is critical to the continued diversity in Lexington's housing stock;
Therefore it is the will of Town Meeting that all Affordable Housing Mitigation payments made by
Brookhaven under Article 44 of the 2017 Annual Town Meeting be used exclusively for the creation of
new affordable housing units.
Submitted by Eric Michelson, Precinct 1 5/31/2020
Select Board Article Positions (as of 5/25/20)
Preparation for 2020 Annual Town Meeting*
Potential Consent Agenda Articles DL 1P SB 1H MS
Article 2 - Reports C C C C C
Article 3- Cary Lecture Series C C C C C
Article 4-Appropriate FY 2021 Operating Budget C C C C C
Article 5- Appropriate FY 2021 Enterprise Funds Budget C C C C C
Article 6 - Establish Qualifications for Tax Deferrals C C C C C
Article 7 - Petition General Court to Amend Legislation Regarding C C C C C
Tax Deferrals
Article 9 - Establish/Continue Departmental Revolving Funds C C C C C
Article 10- Appropriate for Community Preservation Committee C C C C C
(Articles 10a thru 101 and 10n thru 10o only)
Article 11-Appropriate for Recreational Capital C C C C` C
Article 12 -Appropriate for Municipal Capital and Equipment Program C C C C C
Article 13 -Appropriate for Water System Improvements C C C C C
Article 14-Appropriate for Wastewater System Improvements C C C C C
Article 15 -Appropriate for School Capital and Equipment C C C C C
Article 16b-Center Recreation Complex Bathrooms& Maintenance C C C C C
Bldg Renovation
Article 16c- Public Facilities Master Plan C C C C C
Article 16d - LHS Science Classroom Space Mining C C C C C
Article 16e -Townwide Roofing Program C C C C C
Article 16f-School Building Envelopes and Systems C C C C C
Article 16g- Municipal Building Envelopes and Systems C C C C C
Article 16h- Facility and Site improvements-Building Flooring C C C C C
program and School Paving Program
Article 16i - Public Facilities Bid Documents C C C C C
Article 16j - Public Facilities Mechanical/Electrical System C C C C C
Replacements
Article 17-Appropriate to Post Employment Insurance Liability Fund C C R C C
Article 18-Rescind Prior Borrowing Authorizations- IP IP,C IP,C IP, C IP,C IP,C
Article 19a- Appropriate from the Capital Stabilization Fund for C C C C C
projects excluded from the limits of Proposition 2%
Article 20-Appropriate from Debt Service Stabilization Fund C C C C C
Article 21 -Appropriate for Prior Years Unpaid bills- IP IP,C IP,C IP, C IP, C IP,C
Article 22-Amend FY 20 Operating, Enterprise, CPA budgets C C R C C
Article 23 -Appropriate for Authorized Capital Improvements C C C C C
Article 26-Amend Historic Districts Commission Enabling Legislation C C C C C
Article 27-Amend General Bylaws- Noise Construction C C C C C
Article 30- Land exchange (Citizen) C C C C C
Article 31 - Historic Preservation demo delay(Citizen)- IP IP,C IP,C IP,C IP,C IP,C
Article 32 - Extend Hancock-Clark Historic District (Citizen)- IP IP,C IP,C IP, C IP,C IP,C
*2020 ATM,originally scheduled for 3/26/20,being postponed to a later date due to State of Emergency/Coronavirus
Select Board Article Positions (as of 5/25/20)
Preparation for 2020 Annual Town Meeting*
Potential Consent Agenda Articles - Motion will state DL JP SB JH MS
refer back to Planning Board
Article 35 -Amend Zoning Bylaw- Distances from basement, RB RB RB RB RB
slab or crawl space and groundwater
Article 36-Amend Zoning Bylaw-Short term rentals RB RB RB RB RB
Article 37-Amend Zoning Bylaw-Site plan review RB RB RB RB RB
Article 38-Amend Zoning Bylaw- Financial services RB RB RB RB RB
Article 39 -Amend Zoning Bylaw-Solar energy systems RB RB RB RB RB
Article 40-Amend Zoning Bylaw-Wireless Communications RB RB RB RB RB
Facilities
Article 41 -Amend Zoning Bylaw-Technical Corrections RB RB RB RB RB
Article 43 -Amend Zoning Bylaw and Map- Hartwell Ave Area RB RB RB RB RB
Article 44-Amend Zoning Bylaw and Map- Bedford St near RB RB RB RB RB
Hartwell Ave
Article 45 -Amend Zoning Bylaw-Front year,transition, and RB RB RB RB RB
screening areas
Article 46- Amend zoning- Reduce GFA(Citizen) RB RB RB RB RB
Motion will state refer back to Select Board DL JP SB JH MS
Article 8 -Short term rental fee RB RB RB RB RB
Article 24- Reduce Legal expenses (citizen) RB RB RB RB RB
Article 28-Amend general bylaws-(citizen) RB RB RB RB RB
Article 29 - Declare climate emergence (citizen) RB RB RB RB RB
Article 33 -Amend general bylaws-Running bamboo (citizen) RB RB RB RB RB
Article 34-Amend special legislation surcharge- (citizen) RB RB RB RB RB
Articles that are time sensitive PRSNT DL JP SB JH MS
Article 10m - LexHab-116 Vine St Design funds using CPA JP Y Y Y Y Y
Article 16a - Police indoor/outdoor firing range JH Y Y Y Y W
Article 16k-Westview Cemetery building construction SB Y Y Y Y Y
Article 19B—Appropriate to the Affordable Housing Capital MS Y Y Y Y Y
Stabilization Fund,from the Affordable Housing Special
Revenue Fund
Article 19C-Appropriate from the Affordable Housing Capital MS Y Y Y Y Y
Stabilization Fund to fund renovations and capital
improvement projects at properties in the Town's affordable
housing inventory
Article 25 - Purchase of land (parking spaces) DL Y Y Y Y Y
Article 42 - 1050 Waltham st (developer) JP Y Y Y Y Y
Legend:
C — In favor of article being on consent
RB— In favor to refer article back
Y—In favor of article
W—Wait for more information
R— Recused
*2020 ATM,originally scheduled for 3/26/20,being postponed to a later date due to State of Emergency/Coronavirus
0,6
Town of Lexington
mow,
Town Manager's Office / School Department
James J. Malloy, Town Manager Dr. Julie Hackett, Superintendent of Schools
May 29, 2020
TO: Select Board
School Committee
Appropriation Committee
Capital Expenditures Committee
Town Meeting Members
On February 21, 2020, Town staff released the FY2021 Recommended Budget and Financing Plan,
which incorporates the Town and School departments' operating budgets, enterprise funds, and
capital improvements. This budget was approved by the Select Board on February 10, 2020, in
anticipation of the beginning Annual Town Meeting in March 2020. As you are all aware, since that
time, the COVID-19 pandemic significantly impacted Town operations and delayed our Town
Meeting. Our schools, library, community center, and other public buildings remain closed. Many of
our services have moved online and, in some cases, have been scaled back. We have delayed some
capital improvement projects, we are conducting public meetings remotely, and next Monday, June
1, we are planning to begin an unprecedented, fully remote Annual Town Meeting.
As the State and Federal governments continue to make legislative changes, update health guidelines,
release reopening guidelines, and provide financial assistance, be assured that the municipal and
school departments continue to monitor and adjust our operations daily. However, as we approach
Town Meeting, there is still little clarity on when in-person municipal and school services will resume,
to what extent, how they will need to be modified to adhere to safety protocols, and what resources
will be available to us. What is clear is that in addition to operational changes, one of the most
considerable challenges the Town will face in the coming months will be a loss in revenue. These
obstacles include a decline in local receipts, such as hotel/motel and meal excise taxes, state aid, and
departmental revenues.
Though we are aware of the fiscal challenges, we cannot currently quantify the revenue loss, as it is
highly dependent on the State's not-yet-approved annual budget and business resuming for the
Town of Lexington. We recommend moving forward with the FY2021 Recommended Budget and
Financing Plan as presented, with only two exceptions. The attached memorandum outlines the
Town's current, conservative projections for revenue shortfalls, two reserve fund appropriations
that we recommend postponing indefinitely, and a further list of options and actions the Town can
implement to balance the FY2021 budget should it become necessary.
While we recommend moving forward with this FY2021 budget, we fully expect that adjustments will
be needed as the impact of the pandemic comes into focus. In the meantime, both the Town Manager
and Superintendent of Schools have curtailed non-essential spending, will delay program
improvements, additions to staff, and capital purchases and improvements as appropriate.
In the next few months, we anticipate a final approved State budget, further guidance on financial
assistance from the State and Federal governments, and our Town's reopening plan, which will
advise us of the extent of lost revenue and new expenses. We are prepared to collaborate on
adjustments and are confident that we can present a revised, rebalanced budget for approval at a
Fall Special Town Meeting.
As we continue to move forward with an incredibly innovative and meticulously planned Annual
Town Meeting, we again want to acknowledge the many boards and committees, staff, and citizens
who have participated in it. The diversity of opinion, commitment to problem-solving, and focus on
community priorities continue to define our Town government. Lexington is well-served by the many
elected officials who contributed to this process, and we truly appreciate the leadership, vision, and
flexibility that has been exemplified by all.
Sincerely,
41
James J. Malloy Dr. Julie Hackett
Town Manager Superintendent of Schools
1
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"'�=`�" '� Memorandum
To: Select Board
From: Jim Malloy, Carolyn Kosnoff and Jennifer Hewitt
Date: May 29, 2020
Re: Second Update on Fiscal Impact from COVID-19 Shutdown
The purpose of this memo is to provide the Select Board with several updates to the response to
the pandemic that will have a budget impact in FY2020 or FY2021.
The State recently announced that they will be distributing $502 million of the $2.67 billion
received in CARES Act funding to municipal governments. Lexington's share is $2,979,363.
As passed, the funding can only be used for COVID-related expenses. A Congressional
amendment is pending to allow the funds to be used for revenue replacement; it has passed the
House, but is awaiting action in the Senate. Additional pockets of funding from the CARES Act
are becoming available, including $149,000 for COVID-related expenses at the school
department, including Personal Protective Equipment(PPE), and/or technology, and smaller
grants from the Health and Human Services portion of the CARES Act and from The Mass
Health Officers Association.
Secondly, Governor Baker has released an initial reopening plan, which begins to lay out a
timeframe for opening in phases. Extrapolating from that timeframe, we can begin to solidify
revenue and budget impacts to further inform projections. However, since a revised FY2021
state budget has not been issued yet, it will be difficult to accurately forecast the Local Aid
impact. The Massachusetts Taxpayers Foundation(MTF) is now forecasting a $613 (19%)
shortfall in state revenues, compared to $413 last month; in the absence of a final budget, we
continue to use conservative reductions in Chapter 70 of 15% and unrestricted general
government aid of 35%.
Finally,residents and commercial property owners have been taking advantage of the delayed
deadline for property tax bills, as well as the deferred interest for motor vehicle excise bills.
There is a notable delay in receipts, and staff will be closely monitoring revenues throughout the
month of June 2020. It will be difficult to accurately forecast final FY2020 revenues given the
revised deadlines. If there is a larger revenue shortfall in FY2020 than anticipated, it will reduce
the amount of Free Cash available to support the FY2021 budget, and fund ongoing capital
programs in FY2022.
1
Appendix A- Updated Fiscal Background
Two months of experience have confirmed the initial expectations that the biggest impact on
Town finances will be from revenue shortfalls, not additional spending items. The following
steps have been taken to provide flexibility:
1. Both municipal and school staff have been encouraged to forego spending in FY2020 if
unneeded due to the shutdown of town buildings. This will increase FY2020 Free Cash, for
use in FY2021 or FY2022. Lexington Public Schools anticipate turning back at least
$3 million in FY2020.
2. A Town (municipal/schools)hiring freeze has been implemented for non-essential staff.
3. Annual Town Meeting (ATM) will be asked to approve the FY2021 budget as proposed,
with the exception of eliminating the additional transfer into the Capital Stabilization Fund
($1.77 million), and reducing the transfer into the OPEB Stabilization Fund ($1.18 million).
Both of these items are funded from Free Cash, and will allow$2.95 million in funding to
offset anticipated revenue shortfalls in FY2021,reducing the need to draw from other
sources, or take other actions.
4. Town Assessor staff have been working to complete review of recently completed Building
Permits to ensure that valuations are accurate for FY2021, and the full amount of available
New Growth is captured. Any new growth above the $2,750,000 projected in the FY2021
budget will offset revenue losses.
5. Supplemental Bills were issued on February 1 st and May I st, and a final set are being
prepared for June 30th. These are already generating revenue in FY2020, with some carrying
forward into FY2021.
6. Staff have begun planning for managing available COVID-19 funding sources, including
CARES Act funding and FEMA reimbursements.
In addition, the following options may be considered as the situation evolves -
• Reduce or remove Program Improvement Requests
• Furlough staff who will not be fully utilized due to reduced operations.
• Adjust municipal and school budgets to reflect changes due to prior bullets, as well as
additional program adjustments.
• Draw from Stabilization Funds - Lexington has funds available in various locations that
could be used to offset revenue shortfalls. These include the General Stabilization Fund
($9.86 million), the Capital Stabilization Fund($25.16 million), and the Special Education
Stabilization Fund ($1.15 million).
2
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Further descriptions of the revenue adjustments:
1. Property Tax Levy - The biggest revenue source to the Town is from Property Taxes, which
are controlled by Proposition 2'/z. At this point, it is unclear how much of an impact the
shutdown will have on the payment of property tax bills. Lexington has traditionally had a
strong collection rate of 99.5% or more. The final tax payment for FY2020 is due on June 1st
as approved by the Select Board, and payments for the first three quarters of the year have
been strong. Updated projections reflect a 1% shortfall on FY2020 collections; with a 1%
shortfall estimated to continue for the full year in FY2021. For comparison purposes, the
Uncollected Property Tax rates in FY2009 to FY2011, the most recent fiscal downturn, were
0.4%, 0.8% and 0.1%, respectively.
2. State Aid - The area most likely to be impacted is State Aid. Per news reports, the state is
projecting $4 to $6 billion in lost revenue from an overall $43 billion budget (10-15%). State
education aid (Ch. 70) is $5 billion, or 12% of the overall state budget, and is unlikely to be
spared in the final budget adjustment. In addition, Lottery sales have experienced a 35%
decline due to the closure of bars and stores where many sales occur. This will have a direct
impact on Unrestricted General Government Aid (UGGA). The tables above take a
conservative approach to project that in FY2020, a portion of the final state aid payment for
both Ch. 70 and UGGA will be withheld, and that in FY2021, there will be a 15%reduction
in Chapter 70 and 35% in UGGA.
3. Local Receipts - This is a broad category that covers a variety of areas. The main impacted
items are noted below. A summary is included in Appendix B.
• Motor Vehicle Excise will likely receive slightly more FY2020 revenue than budgeted,
but a small reduction is projected in FY2021 since residents may be unlikely to buy new
or more expensive cars in a period of fiscal uncertainty.
• Other Excise includes Meals and Hotel/Motel local option taxes. These are not being
generated with hotels and restaurants shut down, so the final quarter in FY2020 is
eliminated, and the FY2021 projections are cut by 75%.
• Rentals - Staff recently reviewed the cell phone tower contracts and updated projections
to a more realistic level.
• Departmental-Schools is primarily derived from Medicaid reimbursements. However,
the state has recently updated its guidelines to dramatically restrict the services eligible
for reimbursement. LPS staff have been working to understand and respond to the
updates,but that effort is on hold with the school closures. FY2020 has been adjusted to
what has been awarded to-date, and FY2021 has been further reduced, both in response to
the updated guidelines, and the fact that schools are closed so services are not being
provided.
• Departmental-Municipal captures a wide variety of activities, and is primarily impacted
by a reduction in Ambulance Fees since less accidents are happening during the
lockdown, along with a reduction in Lexpress fares, offset by slightly higher revenue
from net metering.
• Licenses and Permits is primarily from building permits which have already exceeded
projections for FY2020, but no further revenues are projected. In FY2021, the already
conservative projections are maintained, and will depend on how quickly and to what
4
extent development of both commercial and residential properties rebounds after the
lockdown.
• Fines and Forfeitures is experiencing a reduction since enforcement of parking, speeding
and other offenses has greatly diminished during the lockdown.
• Investment Income benefited from a healthy interest rate environment in the first 8
months of FY2020, which fell off dramatically in March 2020 due to Federal Reserve
action. FY2021 has been updated to reflect continued minimal interest rates.
4. Revenue Offsets - are adjusted by $400,000 in FY2021 in recognition of the mild winter in
FY2020, which will not require carrying forward a deficit for snow removal costs.
5. Revenue Set-Asides - are adjusted in FY2021 by removing two items -the $1.77 million
transfer to the Capital Stabilization Fund, and $1.18 million of the contribution to the OPEB
Stabilization Fund. The resulting $2.95 million is recommended to be held in reserve to help
offset potential reductions in State Aid and local receipts.
In addition to the items noted above that affect the General Fund, the following revolving or
enterprise fund activities are being monitored:
• Recreation Enterprise - Spring programs have been cancelled, and staff have been working
with families to issue refunds or credits for future programs. While the expenses of holding
programs,primarily from paying the instructors and aides, will not be incurred, the enterprise
fund does have fixed expenses which are offset by the revenue-generating programs.
Thankfully, there is a small balance in the enterprise fund to offset a shortfall,but the
General Fund may be asked to offset some of the losses once the final impact can be
calculated.
• Water/Sewer Enterprise - Fall 2019 usage was slightly less than projected,but Spring 2020
usage has been on track; each fund is projecting a slight revenue shortfall in FY2020. Each
fund does have a small balance that could be used as an offset. Staff will continue to monitor
revenues over the coming month.
• Liberty Ride Revolving Fund- Through careful management, the Liberty Ride has been able
to offset its operating expenses with ticket sales in past years. However, operations have
ceased due to the lockdown, and no further revenue-generating activities are anticipated
through June 30t". Expenses through March 31st exceed revenue by $17,100, and some
minor staff expenses are charged to the account each pay period. The fund ended FY2019
with a $10,000 balance, which will somewhat offset the deficit. Town staff are reviewing the
viability of the Liberty Ride during the 2020 season and whether this program should be
eliminated this year.
• Visitors Center Revolving Fund- The re-opening of the Visitors Center was unavoidably
delayed due to the lockdown. While the gift shop was temporarily housed in the Cary
Memorial Building, it generated considerably less income than needed to support staff. The
FY2020 budget anticipated this, and provided $98,000 in General Fund support during the
transition. As of March 31 st, the updated fund balance was $23,000. The cost of continuing
to pay staff during the lockdown is projected to be $25,000, generating a loss of$2,000. This
negative balance of$2,000 is added to the FY2019 balance of($6,660), and will reduce
General Fund free cash.
5
• Compost Revolving Fund- The Hartwell Avenue site is running with more limited hours.
The Spring season typically generates revenue from compost sales and contractor permits,
both of which will likely be impacted by the shutdown. Thankfully, the fund had a balance
of$740,000 at the end of FY2019, which is available to offset any shortfall in FY2020.
Additional Spending Impacts
Based on experience so far, the bulk of COVID-related spending is isolated at Health, Fire and
Police, with some ancillary expenses at Information Technology, Facilities and the Town
Manager's Office. Direct-response costs will likely be reimbursable from FEMA (75%), with
remaining costs eligible under the CARES Act. These costs are described further below—
• Health—Costs include additional staff to assist with contact tracing and quarantine
monitoring. Most of these costs in FY2020 will likely be offset by a state grant.
• Fire—As EMTs respond to COVID-19 cases, some are exposed and must be quarantined to
prevent further spread. While they are out, other staff cover via overtime shifts, which are
deemed reimbursable. Fire is already anticipating a transfer from the Salary Adjustment
account due to a contract settlement that was not built into their original personal services
budget. Further transfers from the Reserve Account may be needed to offset the additional
overtime costs.
• Police— Similar to Fire, some overtime shifts may be needed to back fill for exposed officers
who are quarantining, and a Salary Adjustment transfer will be needed for a contract
settlement that was not built into the original Police personal services budget. However, the
chief does not anticipate that any additional funds will be needed since he will realize a
$50,000 overtime savings from the cancelled Patriots Day events. We will continue to
monitor the situation.
Finally, officers are providing additional security to the Aloft hotel as a 24/7 detail. The
arrangement with MEMA is for the Town to apply for FEMA reimbursement first(75%),
with MEMA providing the remaining 25%. Staff are working to understand how best to
access the FEMA reimbursement process, with the intent to submit claims on a regular basis.
• Information Technologv—Additional equipment and subscriptions have been purchased to
support remote working. Total value and ability to absorb within the available IT budget is
still pending.
• Facilities—There were some additional expenses due to cleaning buildings, particularly
schools, but those additional expenses are being offset by the savings from having the
buildings closed. As the Town plans to reopen buildings, there will be some costs from and
b theF department reconfiguring space to adhere to safety and distancing guidelines.
• Town Manager—A new subscription for Zoom and other services are being covered by the
Town Manager's Office. There is sufficient funding in the current budget to cover these
expenses.
• Select Board- There have been additional legal costs from establishing a virtual Town
Meeting. There are sufficient funds to absorb these costs in the current budget.
6
Conclusion
Updated analysis anticipates a small revenue shortfall in FY2020, which may not be realized if
state aid is not cut, and if property tax bills are paid by June 30th. The General Fund should not
have material deficits in the FY2020 year-end fund balance; however, the reduction in revenues
may result in a lower than anticipated free cash balance at the end of the year. This may be
offset by a concerted effort from budget managers to forego unneeded spending due to town
buildings being closed and some projects being delayed.
In regards to the FY2021 proposed budget, staff will continue to monitor financial indicators and
state and federal guidance on projected revenue. While the magnitude of the situation is
currently unknown, the Town has multiple options available for closing a revenue gap in the
coming year.
7
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