HomeMy WebLinkAbout2020-12-03 Budget Hearing Presentations Packet - Released SELECT BOARD MEETING
Thursday, December 3, 2020
Conducted by Remote Participation*
9:00 AM
AGENDA
ITEMS FOR INDIVIDUAL CONSIDERATION
1. FY22 Proposed Budget- Information Technology Presentation 9:OOam
2. FY22 Proposed Budget- Library Presentation 9:30am
3. FY22 Proposed Budget- Town Manager Department; Town Committees 10:00am
Presentations
4. FY22 Proposed Budget- Town Clerk's Office Presentation 10:45am
5. FY22 Proposed Budget- Finance Department Presentation 11:OOam
6. FY22 Proposed Budget- Select Board Office Presentation 11:30am
ADJOURN
1. Anticipated Adjournment 11:45am
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The next scheduled meeting of Select Board Budget Presentations will be held by remote
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AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY22 Proposed Budget - Information Technology Presentation
PRESENTER: ITEM
Tim Goncalves Director of NUMBER:
Innovation and Technology; Dorinda
Goodman IT Director I.1
SUMMARY:
No vote is requested for this agenda item.
Review preliminary F Y2022 budget for the Information Technology Department.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 9:OOam
ATTACHMENTS:
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Department of Innovation & Technology
Requested Budget
Fiscal 2022
Submitted
Tim Goncalves,
Director of Innovation & Technology
Select Board Presentation
December 3, 2020
l Town of Lexington
TT
o,5,
FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
Mission: The mission of the Department of Innovation & Technology (IT) Department 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 FY2022 budget request for Innovation & Technology reflects an
increase of$46,780 or 1.68% over the FY2021 budget. Compensation increases $5,880 or
0.63%, which is a net change reflecting staff turnover which offsets contractually obligated step
increases and longevity increases.
Expenses increase $40,900 or 2.21%. The major factors driving the increase in the expense
budget are software maintenance contracts, an increase in LAN or network software and the
professional development/training budget.
The Department of Innovation & Technology 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, domain management, 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 all Municipal technology
purchases and performs the installations and maintenance of Municipal IT equipment and
services. IT collaborates with Town departments to select, design and implement technologies.
Some Municipal systems supported by the Department include the public safety system
(ProPhoenix), Assessors database (VISION), Town permitting and inspections system
(ViewPoint), GIS systems (ESRI), work and asset management systems, (PeopleGIS,
SchoolDude, Freshservice) Town website and social communication systems, Municipal
Systems and Infrastructure (VMWare, Microsoft applications, antivirus/cybersecurity software,
archiving applications, backup systems, IT management systems, cloud storage, any many
other applications. Information Technology staff also provide support and training for end-users.
Department Goals:
1. Maximize the value of current systems
a. Laserfiche
b. Viewpoint Cloud
c. MUNIS
d. VISION
e. Novatime
f. ProPhoenix
8600 - Innovation & Technology 1
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
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. Mobile work initiatives
b. Hosting and replatforming of core systems
c. Unified communication
d. Disaster Recovery (DR) planning and expansion of capabilities
e. Network redundancy planning and implementation
Program Improvement Requests
None.
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $1,922,441 $1,792,874 $2,673,193 $2,750 3458 $77,265 2.89%
Enterprise Funds (Indirects) $123,236 $142,966 $119,524 $89,039 $(307485) (21.32)%
Total 8600 Innovation • $2,045)677 1 • 1 1 $2,839,497 I • • 1 1.68%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $836,975 $8603292 $939,117 $944,997 $5,880 0.63%
Expenses $17 208,702 $1,075,548 $13 853,600 $1,894,500 $40,900 2.21%
Total 8600 Innovation • $20455677 1 • / $297921717 $2,839,497 I • • 1 1.68%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
18610 IT Administration $2)045)6771 $1,935,840 $2792,717 $2,839,497T$46,7801 1.68%
Total 8600 Innovation • $20451677 1 •, 1 $2,7929717 $2,839,497 I I • • 1 1.68%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $833,518 $8555562 $9349841 $9405579 $5,738 0.61%
Overtime $35457 $45729 $49276 $45418 $142 3.32%
Personal Services $836,9 75 $860,292 $939,117 $944,99 7 $5,880 0.63%
Contractual Services $9515405 $8915561 $1,5165000 $1,5429000 $26,000 1.72%
Utilities $1015433 $821381 $1295500 $129,000 $(500) (0.39)%
Supplies $329805 $(41401) $29,100 $295500 $400 1.37%
Small Capital $1235 059 $1065 007 $1795 000 $1945 000 $15,000 8.38%
Expenses $1,208,702 $1,075,548 $1,853,600 $1,894,500 $40,900 2.21%
Total 8600 • $29045,677 1 •, 1 $2,792,717 $2,8395497 1, • • 1 1.68%
8600 - Innovation & Technology 2
` Town of Lexington
w ' FY2022 Budget Development
PIL1"" '
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
FY2019 FY2020 FY2021 FY2022
Budget Budget Budget Request
Director of Innovation and 1 1 1 1
Technology (previously CIO)
Information Technology Director 1 1 1 1
Municipal Assistant* 0.43 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 0.25
Total FTE 10 10.68 10.68 10.68
Total FT/PT 10 FT 10 FT/2 PT 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 - Innovation & Technology 3
.:
Town of L
FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8600 Innovation & Technology
Element: 8610 IT Administration
Budget Description: The Innovation & Technology (IT) FY2022 budget request reflects a
$46,780 or 1.68% increase over the FY2021 budget. Compensation increases by $5,880, or
0.63%, and reflects contractually obligated increases.
The requested expense budget reflects an overall increase of$40,900 or 2.21%. Notable
changes from last year's budget include -
• an increase of$15,000 in LAN (network) Software to support the scheduled upgrade of
server software (Server and SQL) to replace end of support (EOS) software,
• an increase in Professional Development/Training of$5,000 due to the addition of
cybersecurity and compliance training for Municipal staff,
• an increase in PC Hardware ($5,000) and PC Peripherals ($5,000) is due to some
technology changes to reflect a change to more mobile solutions and increased remote
meeting capability requirements,
• an increase in Mobile Devices ($1,500) to reflect the addition of more Town tablets with
LTE/cell connectivity for field work,
• an increase of$45,000 or 4.59% in Software Maintenance as detailed below,
• a decrease in Contract Services ($24,000) due to a decrease in projects requiring
contracted services, scheduled during FY2022, and
• a decrease in LAN Hardware ($10,000) due to reduced server replacement needs during
FY2022.
Software Maintenance increases are due to annual increases in support costs for existing
software, some new software costs for new modules added to existing software (ViewPoint,
Seemless Docs, ProPhoenix), higher annual costs of migrated applications to new cloud SaaS
platforms (Software as a Service) (Novatime), a few new applications (Bluebearn Revu and IT
remote support applications) and new Capital funded application software contract commitments
(MUNIS-TCM). The $75,105 in software maintenance increases are partially offset by $29,000
in decreases. Decreased software maintenance costs are due to discontinued software,
reduction in software licensing or a reduction in annual cost invoiced.
Other minor increases in expenses reflect increased adoption of mobile technology resulting in
increased Mobile Device charges ($1,500) and an increase in Membership/Dues ($400).
Some notable budgetary decreases include a decrease in FY2022 for LAN Hardware reflecting a
predominantly virtual environment and a decreased server replacement need. Also included is a
decrease in Contract services due to reduced services needs in FY2022. Additionally, we show a
decrease in Utilities that is in line with our discontinuation of some services.
8600 - Innovation & Technology 4
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $8331518 $850,768 $9017299 $9007284 $(15015) (0.11)%
511010 Part-Time Wages $0 $0 $217142 $247995 $3,853 18.22%
512000 Seasonal Part-Time $0 $41406 $107000 $107000 $0 %
514090 Longevity $0 $388 $27400 $57300 $2,900 120.83%
513000 Overtime $31457 $4,729 $4,276 $47418 $142 3.32%
Subtotal Compensation $836,975 $860,292 $939,117 $944,997 $5,880 0.63%
520000 Contract Services $601 902 $401 335 $1907 000 $1667 000 $(245 000) (12.63)%
538080 Printing & Forms 1 $170 $0 $500 $500 $0 %
530000 Professional Services $395899 $321033 $0 $0 $0 %
538010 Advertising $0 $150 $3,000 $3,000 $0 %
527020 Equipment Rental $0 $2,711 $3,500 $3,500 $0 %
572000 Mileage $599 $503 $11 000 $1,000 $0 %
530060 Prof Dev&Training $141175 $31795 $277000 $327000 $5,000 18.52%
571000 Travel $51465 $41 923 $151 000 $157 000 $0 %
530040 Sem./Workshops/Conf. $15252 $41807 $131000 $137000 $0 %
534040 Software Maintenance $6045444 $6765305 $9801000 $1,025,000 $451000 4.59%
534050 Hardware Support $495500 $15,749 $73,000 $73,000 $0 %
534060 Comm. & Network Supp. $1741999 $110,250 $2101000 $210,000 $0 %
521000 Utilities $801067 $45,181 $977000 $957000 $(25000) (2.06)%
534030 Mobile Devices $211366 $371200 $327500 $347000 $1,500 4.62%
558000 Supplies $261 804 $(4)754) $221 000 $227 000 $0 %
542000 Office Supplies $35319 $13993 $21000 $27000 $0 %
573000 Membership/Dues $825 $533 $2,600 $3,000 $400 15.38%
558010 Clothing&Safety Equipment $11857 $(2)173) $2,500 $2,500 $0 %
585020 Small Equipment $712 $0 $17000 $17000 $0 %
558020 LAN Hardware $211990 $141079 $357000 $257000 $(105000) (28.57)%
558030 PC Hardware $621113 $701438 $751000 $807000 $5,000 6.67%
558040 LAN Software $45 691 $81 615 $201 000 $357 000 $151 000 75.00%
558050 PC Software $155 656 $(91 223) $10,000 $10,000 $0 %
558060 LAN Peripherals $11215 $3,496 $12,000 $12,000 $0 %
558070 PC Peripherals $121467 $17,942 $101000 $15,000 $5,000 50.00%
542040 Offi ce Equipment $41 215 $660 $167 000 $167 000 $0 %
Subtotal Expenses $1,208,702 $1,075,548 $1,853,600 $1,894,500 $40,900 2.21%
Total 8610 IT Administration $2,045,677 $1,935,840 $237929717 $238393497 $463780 1.68%
8600 - Innovation & Technology 5
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Town o LeW1V
lng ton - FY2 022-2 6 Ca ital Pao yam Investment
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Program Name: Application Implementation Date: 10/1/2020
Program ID: 5027 Department: Department of Innovation&Technology Revised: 10/13/2020
Submitted by: Dorinda Goodman Phone: 781-698-4611 Email: dgoodmanglexingtonma.gov
Description of Capital Program:
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.
Additional software modules and features provide efficiencies,provide additional features to manage staff and
provide self-service portals. The new modules will support paper reduction initiatives. Migration to current software
platforms maintains the ability to support the application and provides current features.
The FY2022 capital request is deferred for a year.
Goals of Capital Program:
Migration to current software platforms maintains the ability to support the application and provides current
features.
Impact if Not Maintained:
Town services will be impacted.
Significant application upgrades or changes. Software applications will reach EOL (end-of-life) or remain on a
version that will become unsupported. Applications that are not maintained on current versions and platforms
become at risk for security, compatibility with other applications and lack of vendor support. Additionally the Town
may not be able to adopt new features and capabilities that allow for improved efficiency and/or effectiveness.
New applications are selected to meet a Town need. For these applications,that particular need will not be met and
impact will be reflected depending on the identified gap.
Major Spending over Past 5 Years:
This program has funded significant work on MUNIS that is nearing completion.
Work Currently Underway:
FY2019 of this program has funded the MUNIS chart of accounts (COA)project and adoption of MUNIS modules.
The COA work was an extensive reprogramming and took until approx. Oct. 2020 to complete. The module
adoption is partially complete and still underway and TCM implementation work is just beginning . FY2019 Capital
also funded the AVL project. This project is approx. 40%complete. FY2020 Capital funded projects not been
pursued yet for email replatforming consultation and cloud platform migration.
2021 capital funding of projects was placed on partial hold:
• Microsoft Office licensing ($100,000) - on financial hold
• Laserfiche licensing($50,000) - on financial hold
• Town website replatforming($60,000) - on financial hold
• Assessors Application upgrade ($90,000) - scheduled for Nov. 2020
IT-Page 104 Printed November 24, 2020
Planned Spending for Next 5 Years:
In FY2023 and forward,we anticipate migrating another enterprise solution to new platforms. Specifically, it is
anticipated that we will be migrating MUNIS to SaaS in FY2023 and migrate to Office 365 in FY2024. It is
expected that other applications will require upgrades or migrations that are outside of standard annual upgrades and
will be added to this Capital Program in the future.
Basis for Cost Projections:
Cost projections are based on quotes when available.
Stakeholders:
Town staff and Lexington residents.
Operating Budget Impact:
The addition of SaaS maintenance costs and increases in licensing may add to the operating budget in future years.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2018/160 $ 3901000 $ 1741726 $ 103,699 $ 111,576 $
2019/16N $ 15000 $ $ $ 1501000 $
2020/12L $ 32500 $ $ 821200 $ 24200 $
Totals $ 865,000 $ 1749726 $ 1859899 $ 504,376 $
*Data current as of November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ 29000 $ 2001000 $ 10000 $ 1001000
Construction
Equipment
Contingency
Totals $ $ 29000 $ 20000 $ 1001000 $ 1001000
CPA Amount $ $ $ $ $
IT-Page 105 Printed November 24, 2020
Town o LeDIV
lng ton - FY2 022-2 6 Ca ital Pao yam Investment
p g
Program Name: Network Core Equipment Replacement Date: 10/1/2020
Program ID: 5029 Department: Department of Innovation&Technology Revised: 10/13/2020
Submitted by: Dorinda Goodman Phone: 781-698-4611 Email: dgoodman@lexingtonma.gov
Description of Capital Program:
The general purpose of this multi-year capital funded project is to replace aging equipment or add equipment that
functions as the core or head end for the Town network. The head end is made up of many components including,
but not limited to,routers, switches, DNS servers, firewalls, access control devices, e-mail spam filters, and web
access control devices. The overall purpose of the head end is to provide security and to manage network traffic.
This capital covers the cost to replace aged end-of-life (EOL) equipment and to cover the cost of purchasing
additional equipment for core security and core needs as new security and needs are defined.
The FY2022 capital request is deferred for a year.
Goals of Capital Program:
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 Maintained:
Without timely replacements and advancements to meet the overall Town needs,the Town network will become
vulnerable and unreliable,placing multiple assets at risk.
Major Spending over Past 5 Years:
Past funding has been used to replace the network core switch and to relocate it from the RCN Liberty Mutual
Building to the Hadley Public Services Building. Program funding has gone toward the replacement of the Town
firewalls and other Town core technologies, such as email filtering and web filtering.
Work Currently Underway:
Capital program funding was obtained to purchase and install replacement core equipment. Projects had been
delayed due to pending network redesigns and the Town network remediation project that has been in various stages
of progress since 2017. This work has delayed progress on this capital spending.
Planned Spending for Next 5 Years:
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.
Basis for Cost Projections:
Cost projections are based on quotes and estimates of anticipated equipment replacements.
Stakeholders:
Town staff, Lexington residents
Operating Budget Impact:
New software will result in additional software support annual costs and additional hardware may result in annual
support costs.
Funding Source: Cash Capital,Bonding
IT-Page 106 Printed November 24, 2020
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2016/1ON $ 150MOO $ 87,610 $ $ 62,390 $
2018/16P $ 350MOO $ $ $ 350MOO $
2019/160 $ 480MOO $ $ $ 480MOO $
Totals $ 980,000 $ 87,610 $ $ 8921390 $
*Data current as of November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ 1500 $ 2000 $ $ 501000
Construction
Equipment $ $ 551000 $ MONO $ $ 2001000
Contingency $ $ 1OMOO $ 1OMOO $ $ 101000
Totals $ $ MAO $ 190MOO $ $ 2601000
CPA Amount $ $ $ $ $
IT-Page 107 Printed November 24, 2020
Town o LeW1V
lng ton - FY2 022-2 6 Ca ital Pao yam Investment
p g
Program Name: Municipal Technology Improvement Program Date: 10/13/2020
Program ID: 5030 Department: Department of Innovation&Technology Revised:
Submitted by: D Goodman Phone: 781-698-4611 Email: dgoodmanglexingtonma.gov
Description of Capital Program:
The general purpose of this capital program is for funding major Municipal infrastructure improvements. Servers,
SANs/data arrays and other critical Town hardware have been primary areas in need of replacement and
improvement.New infrastructure is obtained with a focus to achieve technical consolidation, energy savings,
reduction in financial burdens and reduction in staff maintenance time while increasing management efficiencies,
increasing reliability and introducing new capabilities. This program is utilized regularly to expand data storage to
keep up with 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.
Needs in this program are driven by the increased dependency on technical resources for the everyday function of
the Town and thereby,requirements to increase our application agility, capacity and availability.
The capital funding in future years is expected to continue to expand to meet data storage capacity and expand
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.
The FY2022 capital request is deferred for a year.
Goals of Capital Program:
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 whatever
the current application focus is.
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 improvement in this program are to ensure the Municipal technical
infrastructure can efficiently and effectively host and manage the Town applications with the highest possible up-
time. Additionally the program is to to maintain flexibility in order to respond to the fast paced and changing needs
of current Town technologies.
Impact if Not Maintained:
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. Uptime will be diminished. The Town
will not be able to respond with agility to new needs.
Major Spending over Past 5 Years:
Since FY2012,we started pursing technical consolidation and energy savings with the purchase and installation of
SAN(storage area network) 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. The capacity and stability of the systems
also assisted with recovery from the Municipal data-center loss in February 2020.
IT-Page 108 Printed November 24, 2020
Work Currently Underway:
Past funding is being used to replace servers and SANs that are end-of-life(EOL). We will be purchasing and
replacing these this year, after completion of recovery from our datacenter loss.
Planned Spending for Next 5 Years:
Future year funding will be to continue to expand the SAN capacity by adding expansion arrays to existing SANs
and expanding Backup capacity to match the file storage growth. It will also include replacement of major
infrastructure as it ages out. It is expected that new technology will be defined and infrastructure needs will be
addressed in this program.
Basis for Cost Projections:
Vendor quotes
Stakeholders: Town staff, Lexington residents
Operating Budget Impact:
This is a move to control operating expenses while technology services and needs grow exponentially and to
centralize administration.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2015/110 $ 14000 $ 1361148 $ $ $ 3,852
2017/12S $ 10000 $ $ $ 10000 $
2018/16N $ 20000 $ $ $ 20000 $
2019/16M $ 150,000 $ $ $ 15000 $
2020/12K $ 10000 $ $ $ 10000 $
Totals $ 6909000 $ 1369148 $ $ 5509000 $ 39852
*Data current as of November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ 1500 $ 1500 $ 1500 $ 151000
Construction
Equipment $ $ 751000 $ 751000 $ 7500 $ 751000
Contingency $ $ 10,000 $ 10,000 $ 101000 $ 101000
Totals $ $ 1 MAO $ 10000 $ 10000 $ 1001000
CPA Amount $ $ $ $ $
IT-Page 109 Printed November 24, 2020
Town o LeDIV
lng ton - FY2 022-2 6 Ca ital Pao yam Investment
p g
Program Name: Network Redundancy&Improvement Plan Date: 10/13/2020
Program ID: 5031 Department: Department of Innovation&Technology Revised:
Submitted by: D Goodman Phone: 781-698-4611 Email: dgoodmanglexingtonma.gov
Description of Capital Program:
The purpose of this program is to both improve the resiliency of the Townwide 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.
The Town, as is the case with most public and private organizations,relies on its computer networks to support
operations, compile and maintain critical data and communicate. This functionality is critical to the efficient and
effective delivery of all municipal services. The wide area and local area computer networks that are the conduit for
the movement of voice and data are subject to downtime due to events that are beyond our control. Consequently, it
is important to develop redundant pathways to insure that critical communications are not vulnerable. Such
pathways would include new fiber runs and/or wireless links between municipal and school buildings.
FY2022 is not an active funding request year for this program as funding was deferred. The network dependencies
are behind schedule and we are not prepared to move to the next phase of this program.
Goals of Capital Program:
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 network) as its equipment is being upgraded to IP or
Impact if Not Maintained:
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.
Major Spending over Past 5 Years:
Funding from past program years have contributed toward the installation of WiFi in some Municipal buildings.
The WiFi installs throughout Town have created significant improvements and efficiencies in general Town
business functions and has allowed for the installs of new technologies, such as mobile point of sale systems. The
Municipal unified WiFi systems also allows for seamless, secure staff mobility within Municipal buildings.
Work Currently Underway:
Pending work is dependent upon the completion of the Town network remediation project. Redundant paths will
not work without the complete reprogramming of the Town network and therefore this has been a key dependency
to move ahead with this program. The Remediation project, funded under Municipal and School operating budgets,
had taken many years to progress due to numerous issues and is currently nearing completion. Additionally,the
Public Safety/AT&T communications tower is a key infrastructure point for the point-to-point wireless installs. This
tower construction has been delayed many years.
IT-Page 110 Printed November 24, 2020
The request for a consultant plan is pending. We have not finalized this engagement as we want the plan to be as
current as possible and aligned with our currant capability and infrastructure. Again,this is on hold until the
network remediation is complete.
Planned Spending for Next 5 Years:
Funded capital will be utilized to develop key redundant paths and to install the first point-to-point wireless
connection. As soon as the infrastructure and logical capability exists on the Town network,we will proceed with
the project.
After this initial phase of the program,we will submit for additional funding to continue the build out of the
redundant paths.
Basis for Cost Projections:
Vendor quotes were obtained. Future projections are currently placeholder dollar amounts until the technology and
plan is fully developed.
Stakeholders:
IT, Public Safety services (Police and Fire), Town staff, Lexington residents
Operating Budget Impact:
Additional maintenance contracts would increase the operating budget.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2014/1OP $ 140,000 $ 712 $ $ 139,288 $
2017/12T $ 13000 $ $ $ 1301000 $
Totals $ 270,000 $ 712 $ $ 269,288 $
*Data current as of November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ $ $ $
Construction $ $ $ $ $
Equipment $ $ 30000 $ 20000 $ 10000 $ 1001000
Contingency $ $ 3000 $ 2000 $ 1000 $ 101000
Totals $ $ 33000 $ 22000 $ 11000 $ 1101000
CPA Amount $ $ $ $ $
IT-Page I I I Printed November 24, 2020
Town o Lew1v
lng ton - FY2 022-2 6 Ca ital Pao yam Investment
p g
Program Name: Phone Systems &Unified Communications Date: 10/13/2020
Program ID: 5033 Department: Department of Innovation&Technology Revised:
Submitted by: D. Goodman Phone: 781-698-4611 Email: dgoodmanglexingtonma.gov
Description of Capital Program:
This capital program is to address Townwide 'telephone'needs. Pursuant to the consultant's study, a phased-in plan
was developed for the installation of VoIP (Voice over Internet Protocol) systems based on the age and condition of
the existing systems and their estimated end-of-life or end-of-service (EOL, EOS).
In recent years of this capital request,we requested funding for the replacement of some EOL core VoIP equipment
that was installed at the beginning of the VoIP project and funding to migrate licensing and systems to current
license structure and current software licensing. Other funding that will be requested in the future 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, Townwide:
• Shared Calendar
• Messaging
• Scheduling
Goals of Capital Program:
Maintain stability of Town communications systems and to ensure uptime and availability. Current phone
technology, specifically VoIP, is expected to provide cost savings with regard to phone line costs, maintenance and
service issues. The primary impetus for this program,however,was to replace failing systems. The newer VoIP
technology offers benefits such as caller ID, system redundancy,paperless faxing, simplified personnel moves and
call transfers between buildings, features that are currently not available with the older PBX systems. Additionally,
the unified system centralizes administration,provides better call quality and delivers better customer service.
Unified Communications (UC)not only augments the capabilities of telephony,but standardizes and builds upon
its capability,when done right. UC has become more critical for the Town as recent events have fragmented work
communications. UC is expected to assist with a more seamless and connected remote and hybrid work force.
The Department of Innovation&Technology(IT) is deferring the FY2022 capital program funding request to
complete past funding projects and complete the UC study.
Impact if Not Maintained:
Unreliable services and communication systems failures.
Major Spending over Past 5 Years:
Over the course of this program,the Town has replaced all School telephone systems and nearly all Municipal
telephone systems. The management of these systems are centralized and managed by the Town department of
Innovation& Technology. The annual phone line costs are half the cost of the prior systems. Additional savings are
expected upon completion of the system installs and upon the installation of network redundancy.
Work Currently Underway:
Current remaining, funded work includes phone system replacement with VoIP systems. Remaining building
installs include, the Public Services Building,the Police Station, East Lexington Fire Station. Also as a part of this
IT-Page 112 Printed November 24, 2020
project are a fax server and conference call system installs. The program is currently on budget and it is expected
that most, if not all, contingency funding toward this project will be returned.
We are currently engaged with a consultant and developing the strategic plan to migrate to unified communications.
No significant progress is available to report in this area. This will help define the future EOL replacement schedule
and future equipment needs.
Please note that the Town network remediation project temporarily delayed continued adoption of the VoIP system
due to the significant disruption the reprogramming of the network was causing.
Planned Spending for Next 5 Years:
In FY2021 we requested funding for the replacement of some EOL core equipment installed at the beginning of the
VoIP project. Additional hardware will require replacement over the next 5 plus years as the unit reach EOL or
EOS. The hardware purchased at the beginning of the project have a longer then anticipated EOL/EOS, so
replacement schedules have been extended. Additionally, some hardware has been replaced with virtual systems,
significantly reducing replacement cost. 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 future years is for
the purchase and installation of Unified Communication services and systems.
Basis for Cost Projections:
Vendor quotes are obtained.
Stakeholders:
Town staff, Lexington residents
Operating Budget Impact:
Telephone utilities costs are reduced,maintenance costs of the systems are centralized and consolidated for annual
support savings. The cost for the new VoIP systems and utilities are captured in the Innovation& Technology
operating budget. The cost to support selected UC solutions will increase the IT operating budget.
Funding Source: Cash Capital,Bonding
Prior Authorizations:
Town Meeting Authorized Expended Encumbered Remaining Returned
2012/12P $ 591 NO $ 5611562 $ 6,150 $ 23,288 $
2014/100 $ 26000 $ 1191905 $ $ 1401095 $
2015/1IN $ 5200 $ $ $ 5200 $
2017/12R $ 12000 $ $ $ 12000 $
2020/12M $ 150,000 $ $ $ 15000 $
Totals $ 19173,000 $ 6819467 $ 6J50 $ 4859383 $
*Data current as of November 20,2020.
IT-Page 113 Printed November 24, 2020
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ 2000 $ 20,000 $ 20,000 $ 10,000
Construction $ $ $ $ $
Equipment $ $ 80,000 $ 70,000 $ 60,000 $ 501000
Contingency
Totals $ $ 1001000 $ 90,000 $ WON $ 601000
CPA Amount $ $ $ $ $
IT-Page 114 Printed November 24, 2020
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Town o LeDIV
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Project Name: Cary Library Network Date: 9/23/2020
Project ID: IT-22-1 Department: Department of Innovation&Technology Revised:
Submitted by: Dorinda Goodman Phone: 781-698-4611 Email: dgoodman@lexingtonma.gov
Description of Project:
This is a joint project submitted by both the Municipal IT Department and the Library. The work is to be performed
by the IT Department, Library and vendors with the expectation that the project will be co-managed by the IT and
Library teams. The resultant infrastructure will predominantly be supported by the Municipal IT Department and
some local support by qualified Library staff.
The Library is connected to the Town network for only a small portion of the building and services. The remainder
of the building is a Library only network. The Library's technology infrastructure is currently maintained by the
librarians with some outside consulting services. The Library worked closely with town IT to successfully integrate
into the town's phone system several years ago,with an eye to integrating other systems later. With the growing
complexity of network infrastructures and several core pieces of hardware reaching end of life in 2022,the Library
would now like to follow this model to integrate its wired and wireless network infrastructure with the Town's
network and infrastructure.
The Library would like to align with the town's current network solutions and integrate the Library's hardware,
software and support contracts into the town's existing systems and contracts. The Town IT department has
equipment in place (including the new Palo Alto firewalls)that allow for a migration of the Library's network onto
the town's infrastructure. The Palo Alto firewall has the capability to provide the Library with its own virtual
firewall,thereby integrating the Library while maintaining separation as needed and providing separate rules unique
to the Library's needs.
Internet access at the Library has both wired connections and a wireless network. The Library's wireless internet
provides an average of 30,000 sessions per month and is a core library service. The current wireless network was
installed in 2014 and the hardware will no longer be supported as of August of 2022. The Library's wired network
provides desktop access for 2,250 public user sessions monthly, as well as all staff transactions and services. Several
of the library's switches that provide the wired network connections are end of life beginning October 2021.
The Library is requesting integration of its network infrastructure hardware into the Town's infrastructure, including
migration to the Town's network support and service contracts. To accomplish this,via this capital project,the
Library equipment will be upgraded to Town network standards and the Library network traffic will be managed by
existing Town infrastructure,thus maximizing the Town IT infrastructure investments and providing increased
network capability and management to the Library.
The specific equipment requested in this Capital request is therefore replacement WiFi access points,replacement
network switches and cabling and the licensing and services necessary to install these devices. Additionally, this
funding is for vendor services to program the Town's firewall with the custom Library configuration and reroute
Library network communications and connections.
Justification/Benefit:
The Library network infrastructure is nearing EOL (end-of-life) and support for the existing systems is limited by
the current support model. The existing equipment is also struggling to meet the needs of the Library.
The Town core infrastructure, when purchased, was assessed and preconfigured with the potential of onboarding the
Library. This phase of replacing the Library building network infrastructure and completing the network core
programming and integration therefore embraces existing Town systems without adding significant burden.
IT-Page 117 Printed November 24, 2020
The Library network, after this upgrade,would be included in the Town network and support contract. Through this
contract,the hardware would be maintained and monitored by a 24x7 NOC (Network Operations Center). The
contract support cost increase to add the Library support to the Town contract would be less than the Library
obtaining a stand-alone support contract. The IT Department staff would support any network configuration changes
and security maintenance of the new infrastructure. The integrated systems would automatically get upgraded and
maintained as the Town IT Dept staff maintain other core systems,thereby saving Library staff time.
The Library,with this upgrade, would become one network rather than a split Library and Municipal network and
would become a regular part of the Town network support,rather than the Library providing stand-alone network
and infrastructure support. This allows for significant cost savings in contracted support costs and allows the
Library to piggyback on existing shared systems rather than to purchase and support their own systems.
The new equipment will be security compliant and supportable as non-EOL equipment. The replacement
infrastructure, as proposed,has been sized to current standards and utilizes modern dynamic network protocols for
more effective and stable networking. The expectation is that the new infrastructure will deliver a significantly
better user experience with less staff time dedicated to its maintenance.
Impact if Not Completed:
Unsupported, EOL, equipment cannot be updated to current security standards. The physical age of the existing
equipment is also placing it at risk of failure and the consultants supporting the infrastructure are not contracted for
24x7 support, leaving the Library at risk of outages or compromise.
Upon equipment failure,the Library will not be able to provide services at a level needed and expected by the
residents of the Town. With EOL equipment,we do not have the ability to maintain security patches and
compliance,which places systems connected to the old/existing Library network at risk if it is not replaced in a
timely manner.
The cost to replace the Library equipment with stand-alone equivalents to their existing equipment, is approximately
80K+more than the cost of this Capital request and provides no additional security features (as offered by the
existing Town systems) and no future contracted support savings.Not proceeding with this project also duplicates
network management efforts and cost.
Timeframe:
This is a single fiscal year project for FY2022. This project will initiate as soon as it can be scheduled with low
impact to Library visitors and staff. The network core and firewall programming will occur in conjunction with the
network and WiFi hardware replacement. It is expected that the project will be completed within FY2022 and take a
few months from start to finish.
Replacement Frequency:
Infrastructure replacement will follow standard EOL replacement practices. It is expected that WiFi access points
and network switches will be replaced approximately every 5 years. The remainder of the shared Town network
core infrastructure will be replaced at a similar rate as the Town replaces that core or enterprise equipment.
Basis for Cost Projections:
A Town vendor has performed a thorough assessment of the Library infrastructure and created a predictive heat
map for the WiFi network in order to provide accurate projections for the quotes. Budgetary quotes based on today's
needs have been provided. These needs have been assessed with future projections and flexibility in mind. The cost
to replace the WiFi access points,the Library network switches and purchase licensing is 55K. The services cost to
install and configure the network is 15K and the cost to program the Library virtual firewall is 15K, for a total of
30K for design and engineering. The IOK contingency estimate is primarily to ensure the funding for the logistics of
rerouting the Minuteman Library network is fully covered.
IT-Page 118 Printed November 24, 2020
Stakeholders:
Town residents and the public are the primary benefactors of this project with improved WiFi services in the
Library. Town staff will benefit from the capabilities of the integrated network and the lack of duplicated efforts in
network management. The shared network management model and shared core infrastructure,rather than stand-
alone systems is expected to result in Town financial savings.
Operating Budget Impact:
The IT Dept. network monitoring and support contract will increase by approx. $250 per month and the IT Dept.
hardware maintenance contracts for the installed infrastructure will increase proportionately. These maintenance
costs will increase the IT Department operating budget as the IT Department will provide support for this network
infrastructure in the Library. Future replacement of this equipment will be under the IT Dept. operating budget or
Capital as it so warrants.
Funding Source: Cash Capital,Bonding
Prior Authorizations: None.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Site Acquisition $ $ $ $ $
Design/Engineer $ 301000 $ $ $ $
Project Management $ $ $ $ $
Construction $ $ $ $ $
Equipment $ 55,000 $ $ $ $
Contingency $ 1000 $ $ $ $
Totals $ 95,000 $ $ $ $
CPA Amount $ $ $ $ $
IT-Page 119 Printed November 24, 2020
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY22 Proposed Budget - Library Presentation
PRESENTER: ITEM
Koren Stembrid e Director of Ca NUMBER:
g , rY
Memorial Library; Emily Smith,
Assistant Director I.2
SUMMARY:
No vote is requested for this agenda item.
Review preliminary F Y2022 budget for the Cary Memorial Library.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 9:30am
ATTACHMENTS:
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Cary Memorial Library
Requested Budget
Fiscal 2022
Submitted
Koren Stembridge, Library Director
Select Board Presentation
December 3, 2020
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` Town of Lexington
FY2022 Budget Development
P IL 1q11
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 FY2022 level-service budget request is $3,106,143 to be supported from Town
funds, an increase of$146,717 or 4.96% from FY2021. Compensation is increasing by
$102,885 or 4.34%, which reflects contractually obligated step increases and cost of living
adjustments from the recently settled librarian contract. Expenses are increasing by $43,832 or
7.47%, due primarily to increases in service contracts.
Budget Issues and Updates: In February FY2020, the Cary Library was having another great
year and on pace to meet or exceed all service benchmarks. The library had just started
community engagement work in preparation for a feasibility study for the renovation of the busy
Children's Room. In March, when the COVID-19 pandemic forced the closing of Town facilities,
the library shifted gears and moved to a virtual services model. The feasibility study for the
Children's Room renovation (to be funded with a $100,000 capital appropriation from 2019
Annual Town Meeting) has been postponed until later in FY2021.
Between March 13, 2020, when the building closed, and the end of the fiscal year, the library
offered 251 virtual programs with more than 17,154 views/participants. Reference staff answered
more than 6,000 virtual reference questions during this same period. The library started offering
curbside pickup of library materials on June 30, 2020.
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. FY2021 was the first year the Town contributed 100% of this
requirement as part of the municipal appropriation, thanks to a successful Program Improvement
Request. This commitment is carried forward into the FY2022 budget, and is reflected in
increases to the Adult and Youth Library expense budgets.
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
None.
FY2019 FY2020 FY2021 FY2022
Actual Actual Budget Estimate
Municipal Budget $2,675,355 $2,736,466 $2,959,426T $3,106,143
Trustees/Fines and Fees $58,848 $547347 $0 $0
Trustees/Endowment $107285 $137422 $137968 $147000
Total Trustee Budget 1 $69,133 $677769 $13,968 $143000
Gifts from Foundation and Friends 1 $154,0121 $216,8331 $70,0001 $140,000
State Aid $50,2961 $51,9151 $53,1861 $53,186
5100 - Cary Memorial Library 2
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy 1 $2,675,3551 $2,736,4661 $2,959,426 $3710671431 $146,7171 4.96%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $272117884 $272657546 $233727517 $214753402 $102,885 4.34%
Expenses $4637471 $4707920 $5867909 $6307741 $43,832 7.47%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 5110 Admin. & General $4897228 $4937941 $5227271 $5457250 $223979 4.40%
Services
Total 5120 Adult Services $175907929 $175657355 $176537126 $116797557 $26,431 1.60%
Total 5130 Youth Services $5957198 $6777170 $7847029 $881,336 $97,3071 12.41%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $271277714 $272237069 $2,3117516 $21412,373 $1003857 4.36%
Prior Year Retro Payments $247585 $0 $0 $0 $0 %
Overtime (Sunday Premium $597585 $427477 $617001 $637029 $23028 3.32%
Personal Services $2,211,884 $27 265,546 $2,372,517 $2,475,402 $102,885 4.34%
Contractual Services $1127361 $1217295 $1277786 $1437734 $153948 12.48%
Utilities $77160 $87153 $77700 $87200 $500 6.49%
Supplies $3207227 $3137613 $4117423 $4383807 $273384 6.66%
Small Capital $237723 $277859 $407000 $40,000 $0
Expenses $463,4 71 $470,920 $586,909 $630,7411 $43,8321 7.4 7%
5100 - Cary Memorial Library 3
Town of Lexington
Jb
?�
! , FY2022 Budget Development
N6
Departmental Budget Requests
Program: 5000 Culture & Recreation Subprogram: 5100 Cary Memorial Library
FY2019 FY2020 FY2021 FY2022
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 10 10 10 10
Library Associates 7 7 7 7
Library Technicians* 3.1 3.48 2.8 2.8
Library Technician II* 7 7 8 8
Adult Pages 1.6 1.6 1.6 1.6
Student Pages 1.1 1.1 1.1 1.1
Seasonal/Sunday Substitutes As Needed As Needed As Needed As Needed
Total FTE 34.5 35.18 35.5 35.5
Total FT/PT 26 FT/22 PT I 26 FT/23 PT 27 FT/22 PT I 27 FT/22 PT
*A Program Improvement in FY2020 added hours to cover the Teen Room,resulting in an increase of 0.38 FTE. In
FY2021,a program improvement transitioned a part-time Technician to a full-time Technician 11.
5100 - Cary Memorial Library 4
Town of L
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11
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FY2022 Budget Development
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 RFID
system, etc.), travel/professional development, Minuteman membership fees, supplies and
equipment.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $311522 $291,383 $3121285 $317,316 $5,031 1.61%
511010 Part-Time Wages $33645 $255350 $0 $0 $0 %
Subtotal Compensation $315,167 $316,733 $312,285 $317,316 $5,031 1.61%
520000 Contract Services $293529 $32,717 $38,100 $45,729 $77629 20.02%
538080 Printing & Forms $3,000 $2,500 $21500 $37000 $500 20.00%
524030 Equip. Service & Repair $1,896 $1,000 $750 $17000 $250 33.33%
527030 Lease Agreements $0 $31998 $41200 $5,000 $800 19.05%
572000 Mileage $320 $263 $600 $500 $(100) (16.67)%
542020 Postage & Mailing $33000 $13459 $31000 $3,000 $0 %
571000 Travel $33741 $5,854 $6,000 $6,000 $0 %
534070 Minuteman Library Network $70,876 $73,504 $721636 $797505 $67869 9.46%
534020 Telephone $5,960 $6,933 $61500 $77000 $500 7.69%
534030 Mobile Devices $1,200 $11220 $11200 $11200 $0 %
558000 Supplies $30,818 $191640 $341500 $35,000 $500 1.45%
585020 Small Equipment 1 $23,7231 $27,859 $4010001 $40,000 $0 %
Subtotal Expenses $174,063 $176,94 7 $209,986 $226,934 $16,948 8.07%
Total 5110 Administration &General $4893230 $493,680 $522,271 $544,250 $21,979 4.21%
Services
5100 - Cary Memorial Library 5
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FY2022 Budget Development
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.
This is a level-service budget. Compensation increases reflect contractually obligated step
increases and cost of living adjustments, as well as realigning staff to their accurate assignment
locations. The expense budget requests sufficient increases in materials and digital content to
continue the Town's commitment to support the Library's certification requirements.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $9071258 $8991657 $962,453 $929,502 $(327951) (3.42)%
514000 Other Compensation $171459 $121493 $17,520 $18,103 $583 3.33%
514115 Prior Year Retro Payments $15,988 $0 $0 $0 $0
513000 Overtime $183 $119 $0 $0 $00�
514040 Sunday Premium $451895 $301705 $43,979 $451441 $11462 3.32%
514090 Longevity $21 935 $31 084 $3,741 $5,649 $11 908 51.00%
511010 Part-Time Wages $39151281 $399,402 $352,290 $386,995 $34)7051 9.85%
Subtotal Compensation $1,380,846 $1,345,460 $1,379,983 $1,385,690 $5,707 0.41%
558000 Supplies $142 $0 $0 $0 $0 %
551060 Audiovisual Materials $211068 $221261 $23,375 $26,950 $37575 15.29%
551030 Books $1541 518 $1601 761 $202,616 $215,740 $13 7124 6.48%
558080 Public Technology $91 278 $81 000 $10,000 $10500 $500 5.00%
558090 Minuteman Digital Content $2550761 $28,874 $37,152 $40)6771 $3,5251 9.49%
Subtotal Expenses $210,082 $219,896 $273,143 $293,867 $207 724 7.59%
Total 5120 Adult Services $1,590,928 $13565,356 $13653,126 $136793557 $26,431 1.60%
5100 - Cary Memorial Library 6
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FY2022 Budget Development
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.
This is a level-service budget. Compensation increases reflect contractually obligated step
increases and cost of living adjustments, as well as realigning staff to their accurate assignment
locations. The expense budget requests sufficient increases in materials and digital content to
continue the Town's commitment to support the Library's certification requirements.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $4411341 $5311892 $570,249 $6551033 $84,784 14.87%
514000 Other Compensation $61388 $51398 $51765 $51957 $192 3.33%
514115 Prior Year Retro Payments $8,596 $0 $0 $0 $0 %
513000 Overtime $0 $213 $0 $0 $0 %
514040 Sunday Premium $131506 $111441 $17,022 $17,588 $566 3.33%
514090 Longevity $11600 $11814 $1,800 $27200 $400 22.22%
511010 Part-Time Wages $441439 $521335 $85,413 $901618 $51205 6.09%
Subtotal Compensation $515,870 $603,093 $680,249 $771,396 $91,147 13.40%
558080 Public Technology $10,300 $0 $10,000 $10,500 $500 5.00%
551030 Books 1 $691027 $74,077 $937780 $ 997440 1 $5,660 6.04%
Subtotal Expenses $79,327 $74,077 $103,780 $109,940 $6,160 5.94%
Total 5130 Youth Services $595,197 $6779170 $784,029 $881,336 $97,307 12.41
5100 - Cary Memorial Library 7
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Town o LeDIV
lng ton - FY2022-26 Capital Improvement Pao ect
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Project Name: Cary Library Children's Room Renovation Project Date:
Project ID: LIB-22-1 Department: Cary Memorial Library Revised: 09/23/20
Submitted by: Koren Stembridge Phone: 781-698-4401 Email: kstembridgeglexingtonma.gov
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 preschool 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 desk).
This project has three phases:
FY2022 -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.NOTE: This project has been delayed due to COVID-19
FY2023 —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.
FY2024—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
contingency 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 preschool 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 16 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.
Library-Page 155 Printed November 24, 2020
Timeframe:
Feasibility FY2022, Design/Schematics/Construction Docs FY2023,Renovation Project FY2024.
Replacement Frequency:
[Fill in the recommended replacement cycle for the piece of equipment or structure requested. If it is a repair,
estimate the amount of years the repair will last. If it is a vehicle,put in the manufacturer's recommended
replacement cycle. If it is a structure,please put in the anticipated lifecycle for the building.]
Basis for Cost Projections: Some of the costs to be covered by private funds (capital campaign, endowment).
Infrastructure costs (including moving restrooms and fixing HVAC issues)to be covered by the Town. Town
portion likely$3M based on conversations with the Head of DPF.
Stakeholders: Lexington children and their families, library staff,public facilities staff.
Operating Budget Impact: None expected.
Funding Source: Cash Capital,Bonding, Private, Other
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining*
2019/20H Cary Library Children's Room $ 100000 $ $ $ 100000
Renovation Design , ,
Totals $ 100,000 $ $ $ 1009000
*Data current as of November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Site Acquisition
Design/Engineer $ 15000
Project Management $ 15000
Construction $ 4,30000
Equipment
Contingency $ 50000
Totals $ $ 1509000 $ 49950,000 $ $
CPA Amount $ $ $ $ $
Library-Page 156 Printed November 24, 2020
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
F Y22 Proposed Budget - Town Manager Department; Town Committees Presentations
PRESENTER: ITEM
Anne Kostos Director of Human NUMBER:
Resources; Katharine Labrecque,
Management F ellow I.3
SUMMARY:
No vote is requested for this agenda item.
Review preliminary FY2022 budgets for the Human Resources Department, Town Committees, and Employee
Benefits.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 10:00am
ATTACHMENTS:
Description Type
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Town Manager's Office
Requested Budget
Fiscal 2022
Submitted
Katharine Labrecque, Management Analyst
Anne Graglia-Kostos Director of Human Resources
Select Board Presentation
December 3. 2020
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Town of Lexington
FY2022 Budget Development
P IL 1q11
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
Mission: The Select Board appoints the Town Manager who oversees the daily operations of all
general government departments, implements the policies of the Select Board, proposes an
annual operating and capital budget, and enforces Town bylaws and regulations. The Town
Manager's authority and responsibilities are established in the Selectmen-Town Manager Act of
1968. The Town Manager's Office is also responsible for Human Resources and benefit
administration, as well as risk management.
Budget Overview: The Town Manager's Office is comprised of the following elements:
Organizational Direction and Administration, and Human Resources. Organizational Direction
and Administration funds staff and expenses for the Manager's Office including organizational
development funds and some office equipment. Human Resources funds staff and expenses for
managing the personnel and benefit functions of the organization.
The FY2022 budget reflects an overall decrease of$(5,026) or (0.45)% from FY2021. This is
comprised of a decrease of$(8,276) or (0.98)% in Compensation due to realigning staff payroll
costs, offset by step increases and cost-of-living adjustments, as well as a increase of$3,250 or
1.20% in expenses.
Department Initiatives:
1. Continue to support the Racial Diversity, Inclusion, and Equity Transformation plan and other
social equity initiatives in coordination with the Select Board.
2. Initiate implementation protocol for hate crime activities in coordination with the School
department.
3. Work to support the high-performance culture in the organization by providing directed team
building to the newly constituted Senior Management Team.
4. Develop new revenue sources to support the budget, particularly the capital budget, by
looking at stormwater revenue and sidewalk betterments.
5. Continue the initiative to develop organizational sustainability by passing on institutional
knowledge, engaging mid-level managers in organization decision-making and selecting and
training qualified individuals.
6. Continue the work on internal controls by revising existing policies and developing new
policies that may be necessary to ensure the protection of assets that are vulnerable to
abuse.
7. Assess the Town's existing fiscal policies, particularly the use and funding of Stabilization
funds, as well as considering new strategies for funding OPEB and review of the Recreation
Enterprise Fund.
Program Improvement Requests
None.
8200 - Town Manager 8
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $268,560 $393,690 $6803232 $679,096 $(17136) (0.17)%
Enterprise Funds (Indirect) $493724 $51,406 $423193 $367728 $(51465) (12.95)%
Available Funds
Rentals* $4595765 $431498 $3933275 $394,850 $1,5751 0.40%
Total1 1 Town Manager1 . 1 1 $1,1103674 ,
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $646,908 $7147544 $845,915 $8377639 $(81276) (0.98)%
Expenses 0$131,141 $1627050 $269)785 $2737035 $37250 1.20%
FY2019 I FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8210 Organizational Dir. &Admin. $543,435 $624,321 $800,184 $799,749 $(435) (0.05)%
Total 8220 Human Resources $2345614 $252,274 $315,516 $310,925 $(41591) (1.46)%
Total1 1 Town Manager1 • 1 1 16 ,
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $6465908 $714,544 $845,915 $837,639 $(81276) (0.98)%
Overtime $0 $0 $0 $0 $0 %
Personal Services $646,908 $714,544 $845,915 $837,639 $(8,276) (0.98)%
Contractual Services $1085878 $143,342 $2285300 $244,550 $16,250 7.12%
Utilities $37 $168 $0 $0 $0 %
Supplies $20,193 $159981 $219985 $213985 $0 %
Small Capital $2,033 $2,559 $19,500 $63 500 $ 13,000 66.67
Expenses $131,141 $162, 55 $$269,785 $2 73,035 $3,250 1.20%
*Rentals are comprised of rental receipts from the Waldorf School, Bertucci's Italian Restaurant, LexFarm and Peet's Coffee&Tea sidewalk
rentals,cell tower lease revenue and the sublease of Kline Hall to LexMedia.
Budget Summary - Salary Adjustment (8230)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
1
Tax Levy $4835030 $936,981 $408,732F$3131529 $(95,203) (23.29)%
Total • 1 Salary Adjustment 1 •3030 1 • • 1 • r313)529 1 ,
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
FTotal 8230 Salary Adjustment $483,030 $936,9811 $408,7321 $313,529 $(95,203) (23.29)%
Total • 1 Salary Adjustment 1 •3,030 1 • • 1 • 1313)529 1 ,
8200 - Town Manager 9
Town of Lexington
Jb
?�
! , FY2022 Budget Development
N6
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
FY2019 FY2020 FY2021 FY2022
Authorized/Appropriated Staffing Budget Budget Budget Request
Town Manager 1 1 1 1
Deputy Town Manager 1 1 1 1 1
Public Information Officer 1 1 1 1
Sustainability Director* 1 1 1
Office Manager/Special Events 1 1 1 1
Coordinator
Management Fellow/Analyst 1 1 1 1
Hearing Officers** 0.12 0.12 0.12 0.12
Human Resources Director 1 1 1 1
Human Resources Associate 1 1 1 1
Benefits Coordinator 1 1 1 1
Municipal Assistant*** 0.54 0.54
Total FTE 8.12 9.12 9.66 9.66
Total FT/PT 8 FT/ 2 PT I 9 FT/ 2 PT I 9 FT/ 3 PT I 9 FT / 3 PT
*A Sustainability Director was funded in FY2020 in response to a goal established by the Select Board to coordinate
sustainability initiatives and identify grant opportunities for funding those initiatives.
**Two hearing officers hear appeals for parking fines;one municipal hearing officer hears appeals for fines issued by the Fire
Department(regional position,shared with Winchester and Woburn)
***A part-time Municipal Assistant was add via a program improvement in FY2021 to support benefits processing for Human
Resources.
8200 - Town Manager 10
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
Element: 8210 Organizational Direction and Administration
Budget Description: Overall, the recommended FY2022 budget reflects a $(435) or (0.05)%
decrease from FY2021. Compensation reflects an increase of$6,315 or 0.96% in due to step
increases and cost-of-living adjustments. Expenses are decreasing by $(6,750) or (4.71)%.
This is a net change due to adjusting items to reflect actual spending levels. Of note, the
$25,000 provided in FY2021 as initial funding for the Sustainability Director to use as matching
grants has been continued in FY2022 under Contract Services.
Organizational Direction and Administration funds staff and expenses for all functions of the
Town Manager's Office except Human Resources. Administration includes the day-to-day
oversight for all general government departments, townwide staff training and professional
development, risk management for municipal and school departments, special projects and
website content coordination. The Manager's Office also implements all decisions of the Board
of Selectmen and Town Meeting, and provides staff support to various Town committees.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
[511000
bject Description Actual Actual Appropriation Request Increase Increase
Regular Wages $4979237 $5597425 $6339453 $6399179 $59726 0.90%
514000 Other Compensation $19078 $0 $199000 $199000 $0 %
514090 Longevity $0 $123 $0 $500 $500 %
511010 Part-Time Wages $39161 $39154 $45481 $49570 $89 1.99%
Subtotal Compensation $501,476 $562,702 $656,934 $663,249 $6,315 0.96%
520000 Contract Services $19927 $49530 $275500 $309000 29500 9.09%
538080 Printing & Forms $19558 $17467 $27000 $13750 (250) (12.50)%
530000 Professional Services $150 $217925 $187000 $25,000 77000 38.89%
572000 Mileage $19 696 $19293 $19 500 $19 500 %
530060 Prof Dev&Training $59910 $59850 $44,000 $409000 (49000) (9.09)%
571000 Travel $69741 $69999 $7,000 $89000 19000 14.29%
530040 Sem./Workshops/Conf. $29803 $49639 $5,000 $59000 %
558000 Supplies $99957 $57628 $107000 $109000 %
542000 Office Supplies $49215 $37072 $47
250 $43250 %
573000 Membership/Dues $49537 $3,488 $4,500 $49500 %
585020 Small Equipment $0 $285 $5,000 $29500 (29500) (50.00)%
542040 Office Equipment 1 $29033 $29274 $14,500 $49000 (109500) (72.41)%
Subtotal Expenses $41,959 $61,618 $143,250 $136,500 $(61 750) (4.71)%
Total 8210 Organizational Dir. &Admin. $543,435 $624,320 $800,184 $7993749 $(435) (0.05)%
8200 - Town Manager 11
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8200 Town Manager
Element: 8220 Human Resources
Budget Description: The requested FY2022 budget reflects a decrease of$(4,591) or (1.46)%
from FY2021. Compensation decreases by $(14,591) or (7.72)% from funding a portion of the
part-time municipal assistant from the Benefits budget, in line with funding for other staff
members. Expenses increase $10,000 or 7.90% from FY2021. This is centered in Professional
Services, which will fund assessment centers to evaluate candidates for promotion, as well as
the cost of scanning and converting paper files into the Tyler Content Manager module.
The Town Manager's Office through the Human Resources function is responsible for managing
personnel administration, benefits administration, collective bargaining agreements, workers
compensation and unemployment benefits. Contract negotiations have concluded for the
AFSCME Local 1703 Public Works through FY2024; the Cary Memorial Library Staff Association
through FY2023; Police Superiors Association, IAFF Local 1491 Fire Department, SEI U Local
888 Crossing Guards, Lexington Municipal Managers'Association, and Lexington Municipal
Employees'Association through FY2022; and Local 1703 Building Custodians, Lexington Police
Association, and AFSCME Public Safety Dispatchers through FY2021.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $1457432 $1511690 $158,063 $163,918 $57855 3.70%
511010 Part-Time Wa es i $0 $151 $30,918 $107472 $ 20,446 66.13 %
Subtotal Compensation $145,432 $151,841 $188,981 $174,390 $(14,591) (7.72)%
538080 Printing & Forms $519 $215 $500 $500OX
530000 Professional Services $147205 $371000 $30,000 $40,000 107000 33.33%
530030 Legal Services $717602 $551510 $85,000 $857000 %
538010 Advertising $94 $225 $1,500 $17500 %
572000 Mileage $261 $0 $300 $300 %
530060 Prof Dev&Training $0 $799 $3,000 $37 000 %
571000 Travel $328 $15 912 $1,500 $1500 %
530040 Sem./Workshops/Conf. $689 $978 $1,500 $1,500 %
558000 Supplies $151 $21727 $735 $735 %
542000 Office Supplies $536 $333 $750 $750 %
573000 j Membership/Dues $797 $7 3 3; $1,750 $17750 %
Subtotal Expenses $89,182 $100,432 $126,535 $136,535 $10,000 7.90%
Total 8220 Human Resources $234,614 $252,273 $315,516 $3103925 $(4)591) (1.46)%
8200 - Town Manager 12
Program: Shared Expenses
2100 Employee Benefits & Insurance Town ofLexin tonLexington, MA
Mission: To provide and manage a comprehensive benefits program for Town and School employees
and retirees.
Budget Overview: Included in the Employee Benefits and Insurance program are costs for the Town's
pension assessment, workers'compensation, unemployment insurance, health, dental and life insurance
benefits and the Medicare tax.
Employee Benefits is comprised of the following:
• Contributory Retirement Assessment: The assessment of the Lexington Contributory Retirement
System levied to the Town to finance a portion of retirement benefits of Town and non-teaching
School employees. This assessment is issued pursuant to Massachusetts General Laws (MGL)
Chapter 32 and is based on an actuarial valuation of the funding obligations of the Lexington
Contributory Retirement System. In addition to this assessment, employee contributions -
ranging from 5% to 11% depending on date of hire - provide the majority of pension system
funding.
• Non-Contributory Retirement: The cost of benefits for employees who retired prior to the
creation of the Lexington Contributory Retirement System.
• Employee/Retiree Benefits: The Town's annual contribution for health, dental and life insurance
for active Municipal and School Department employees and retirees, and the Town's 1.45% share
of Medicare tax for all employees hired after 1986.
• Unemployment Compensation: The cost of unemployment payments for eligible employees
separated from Municipal or School Department employment. The Town self-insures for this
expense.
• Workers'Compensation: The medical costs incurred by Municipal and School employees injured
on the job, and medical costs of former public safety employees who retired on accidental
disability. The Town largely self-insures for this expense, but purchases estop loss" insurance for
extraordinary work-related medical claims. The premiums for that insurance are captured in the
Workers'Compensation budget.
Authorized/Appropriated Staffing:
Staff support is provided through the Town Manager's Office, Human Resources and the Finance
Department. Portions of the salaries of three employees are charged to the General Fund health
insurance budget.
FY2022 Select Board Budget Presentation December 3, 2020
IV-3
Program: Shared Expenses
2100 Employee Benefits & Insurance Town ofLexin tonLexington, MA
Budget Recommendations:
The FY2022 recommended All Funds Employee Benefits and Insurance budget is $39,966,743. This is a
$1,,873,264 or 4.92% increase from the FY2021 budget. The recommended budget includes the benefits
costs (health, dental, life, Medicare and workers' compensation) for all municipal and school staff and
retirees as of November 1, 2020.
Changes Include:
1. A $744,463, or 11.14% increase in Contributory Retirement based on a funding schedule included
in the January 1, 2020 actuarial valuation of the Lexington Retirement System. This schedule
would result in full funding of the system's unfunded liability by 2028, given the current actuarial
assumptions.
2. A $420 or 2.64% increase in Non-Contributory Retirement costs for employees receiving pensions
awarded prior to the creation of the Contributory Retirement system.
3. A $(16f 107) or (0.81)% decrease in the Town's contribution for the Medicare Tax based on
FY2020 actual costs, projected FY2021 and FY2022 salaries and wages, new school and municipal
positions, and historical rates of increase in this item.
4. A $1,212,324 or 4.49% increase in health insurance costs (General Fund). The FY2022 budget is
based on an increase of 5.0% in health insurance premiums across all plans and the projected
addition of eighty (80) subscribers (new enrollees to health coverage, either from new retirees,
active employees electing to begin or resume coverage, and active employees switching from
individual to family plans).
5. A $(47,426) or (4.16)% decrease in dental insurance costs (General Fund) based on the
anticipated level-funding of premium rates for FY2022.
6. No increase in life insurance costs based on projected enrollments.
7. A $100,000 or 50.00% increase in unemployment insurance based on increased utilization as a
result of the pandemic, which will likely carry into FY2022.
8. A $(125,000) or (14.29)% decrease in workers' compensation costs to a total of$750,000. As of
June 30, 2020, this continuing appropriation account had a total balance of $2,020,625. In light
of the fund balance, staff recommend a slight reduction in the appropriation for FY2022. A
further analysis will be undertaken to determine the target fund balance in order to ensure that
the Town has sufficient reserves for this self-funded expense. Further adjustments will likely be
made in FY2023.
FY2022 Select Board Budget Presentation December 3, 2020
IV-4
Program: Shared Expenses
2100 Employee Benefits & Insurance Town ofLexin tonLexington, MA
Budget Summary - General Fund
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $ 31,693,527 $ 33,802,865 $ 37,196,996 $ 39,215,091 $2,018,095 5.43%
Transfers from Enterprise Funds to General
Fund(Indirects) $ 680,751 $ 708,643 $ 7621237 $ 6121491 $ (149,746) -19.65%
PEG Access Special Revenue Fund $ 41665 $ 4,976 $ 51250 $ 51575 $ 325 6.19
Total 11 Employeer r • r 37,964,483 r r ••• •
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary(General Fund) Actual Actual Appropriation Recommended Increase Increase
Compensation $ 83,715 $ 80,546 $ 98,542 $ 115,083 $ 16,541 16.79%
Expenses $ 32,295,227 1$ 34,435,938 $ 37,865,941 $ 39,718,074 1$1,852,133 1 4.89%
EmployeeTotal 2100 Benefits r .,943 r • • r • • r .33,157 r 1,868,674
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Level-Service Requests(General Fund) Actual Actual Appropriation Recommended Increase Increase
Total 2110 Contributory Retirement $ 5,940,077 $ 6,334,436 $ 6,685,537 $ 71430,000 $ 744,463 11.14%
Total 2120 Non-Contributory Retirement $ 15,067 $ 15 487 $ 15 907 $ 16 327 $ 420 2.64%
Subtotal-Retirement $ 5,955,144 $ 6,349,923 $ 6,701,444 $ 7,446,327 $ 744,883 11.12%
Total 2130 Medicare $ 1,759,333 $ 1,851,593 $ 1,996,229 $ 1,980,122 $ (16,107) -0.81%
Total 2130 Health Insurance $ 22,585,970 $ 24,133,417 $ 27,026,973 $ 28,239,297 $1,212,324 4.49%
Total 2130 Dental Insurance $ 1,038,157 $ 1,072,635 $ 1,139,837 $ 1,092,411 $ (471426) -4.16%
Total 2130 Life Insurance $ 20,208 $ 21,571 $ 25,000 $ 25,000 $ - -
Subtotal-Health/Life Benefits $25,403,668 $271079,216 $ 30,188,039 $ 31,336,830 $1,148,791 3.81%
Total 2140 Unemployment $ 137,751 $ 200,000 $ 200,000 $ 300,000 $ 100,000 50.00%
Total 2150 Workers Compensation* $ 882,380 $ 887 346 $ 875 000 $ 750 000 $ 125 000 -14.29%
Subtotal-Other Employee Benefits $ 1,020,131 $ 1,087,346 $ 1,075,000 $ 1,050,000 $ (25,000) -2.33%
Total11 Employee Benefits r . r • . r 37f964f483 r . r .•. •
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary(General Fund) Actual Actual Appropriation Recommended Increase Increase
Salaries&Wages $ 83,715 $ 80,546 $ 98,542 $ 115,083 $ 16,541 16.79%
Overtime $ - $ - $ - $ - $ - -
Personal Services $ 83,715 $ 80,546 $ 98,542 $ 115,083 $ 16,541 16.79%
Contractual Services $ 32,295,227 $ 34,435,938 $ 37,865,941 $ 39,718,074 $1,852,133 4.89%
Utilities $ - $ - $ - $ - $ - -
Supplies $ - $ - $ - $ - $ - -
Small Capital - - - - - -
Expenses $32,295,227 $34,435,938 $ 37,865,941 $ 39,718,074 $1,852,133 4.89%
Total 11 Employee Benefits r r • r • r r .•. .
Budget Summary - Revolving Funds*
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Directed Funding(Revolving Funds) $ 76,287 $ 73,436 $ 128,996 $ 133,586 $ 41590 3.56%
Total 11 EmployeeBenefits 'r • : 'r • 'r 128,996 'r :• 'r •1 3.56%
*Revolving Funds are authorized by Town Meeting via Article 9,and are not appropriated under Article 4.
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Level-Service Requests(Revolving Funds) Actual Actual Appropriation Recommended Increase Increase
Total 2130 Health Insurance $ 72,219 $ 69,867 $ 124,513 $ 129,199 $ 4,686 3.76%
Total 2130 Dental Insurance $ 4,068 $ 3,569 $ 4,483 $ 4,387 $ (96) -2.140/o
Total11 Employee Benefits $ 76,287 • : ••• $ 133,586 91 3.56%
Budget Summary - All Funds
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Recommended Increase Increase
Compensation $ 83,715 $ 80,546 $ 98,542 $ 115,083 $ 16,541 16.79%
Expenses $ 32,371,514 1$ 34,509,374 1$ 37,994,937 $ 39,851,660 1$1,856,723 4.89%
Total 11 Employee Benefits 'r 32,455,230 'r I :• • 1 'r : 1• I • rr 39,966,743
••• 'r : •I I • %
FY2022 Select Board Budget Presentation December 3, 2020
IV-5
Program: Shared Expenses
2100 Employee Benefits & Insurance Town ofLexin tonLexington, MA
Focus on: Health Benefits— Line Item 2130
While the cost of health insurance continues to be a concern for the Town of Lexington, as is the case
with all public and private organizations in this region and across the country, the Town was successful
in negotiating with the Employee Health Insurance Coalition to join the State's Group Insurance
Commission (GIC) health insurance program, which has helped to slow the growth of this large cost
driver.
In 2018, the Town reached an agreement with the Public Employees Committee to remain in the GIC
through FY2021.
The table below displays an approximate distribution of health insurance costs for Municipal and School
employees and Retirees.
Table 1: Health Insurance Budget: FY2016 - FY2021
Increase
FY2016 FY2017 FY2018 FY2019 Budgeted Projected FY2020 to
Actual Actual Actual Actual FY2020 FY2021 FY2021
Municipal $ 31601,543 $ 31825,356 $ 3,445,544 $ 3,582,749 $ 4,379,192 $ 4,560,020 4.13 %
School $10,246,365 $10,914,892 $11,232,098 $11,963,065 $14,105,923 $14,774,482 4.74 %
Retirees $ 6,420,186 $ 6,836,915 $ 6,790,042 $ 6,874,199 $ 7,377,827 $ 7,610,230 3.15 %
Total(2) $20 f268,095 $21,577,163 $21,467,685 $22,420,013 $25,862,942 $26,944,732 4.18 %
Mitigation Fund (3) --- --- $ 300,000 --- --- --- ---
Medicare)Part B
Penalty $ 92,984 $ 97,090 $ 88,628 $ 82,241 $ 88,628 $ 82,241 (7.21)%
Net Budget Amount $20 f361,079 $21,674,253 $21,856,313 J$22,r5O2f255 $25,951,570 $27,026,973 1 4.14 %
(1) Portion of salaries attributable to health insurance administration is inclusive in these figures.
(2) Distribution for FY2017, FY2018 and FY2019 actuals is based on historical splits. The billing detail no longer supports the granular split
between Municipal and School.
(3) Payment made to the Public Employee Committee(PEC)HRA Mitigation Fund to offset increasing co-pays and deductibles.
(4) Medicare Part B Penalty is the penalty the Town must pay due to deferred migration of retirees from active plans to Medicare supplement
plans.
The table on the following page shows the number of employees and retirees enrolled in the Town's
health insurance program.
FY2022 Select Board Budget Presentation December 3, 2020
IV-6
Program: Shared Expenses
2100 Employee Benefits & Insurance Town ofLexin tonLexington, MA
Table 2: Health Insurance Enrollments
FY2021 FY2022
Budget Budget
Based on Actual Subscribers,
plus Additional Projected Lives
Actual Subscribers shown below
Nov. 2016 Nov. 2017 Nov. 2018 Nov. 2019 Nov. 2020
Subscribers (FY2017) (FY2018) (FY2019) (FY2020) (FY2021)
Municipal
Individual 83 81 96 107 98
Family 178 176 164 168 171
subtotal 261 257 260 275 269
School
Individual 333 336 356 350 358
Family 494 502 536 561 555
subtotal 827 838 892 911 913
Retirees 11243 11269 11289 1,307 1,302
subtotal 2,331 21364 1 20,441 21493 1 20,484
Additional projected lives for budget purposes
Position Vacancies
Municipal 13 18
School 8 13
subtotal 21 31
Estimated Open Enrollment/ Qualifying Events(2)
Individual 9 9
Family 27 27
Retirees 44 44
subtotal 80 80
total 2,331 21364 21441 21594 21595
New Positions
School(3) 3
Municipal (3) 3
Facilities Dept. 1
subtotal 7 0
Estimated Reduction in Subscribers
Retirees
total 2,331 2,364 21441 21567 21561
(1)The subscriber counts above do not include COBRA subscribers, but include employees whose
salaries and benefits are funded either fully or partially from non-General Fund sources.
(2)The projection shown under open enrollment/qualifying events is based on an assumption of
current employees losing coverage on their spouse's plans, and changes in marital status or dependent
status.
FY2022 Select Board Budget Presentation December 3, 2020
IV-7
Program: Shared Expenses
2200 Property & Liability Insurance Town of Lexington, MA
Mission: To provide and manage a comprehensive property and liability management program for all
property and equipment in the Town.
Budget Overview: The property and liability management program consists of the following elements:
• Property and Liability Insurance: The cost of premiums for policies that: (1) protect the Town
against property loss and damage; (2) insure the Town's vehicles; and (3) cover the Town against
liability claims.
• Uninsured Losses: A continuing balance account for uninsured property losses, settlements and
deductibles contained in various insurance policies.
Authorized/Appropriated Staffing:
A portion of the Deputy Town Manager's salary is charged to this line-item in recognition of the ongoing
support provided.
Budget Recommendations:
The FY2022 overall recommendation for Property and Liability Insurance is $1,095,000, which is level-
funded from the FY2021 appropriation.
1. Property and liability insurance is level-funded. Actual premium increases for FY2021 were less
than projected during budget development due to a new procurement. For FY2022, the actual
premiums for all coverage were increased by approximately 7.5%.
2. No funding increase in the budget for uninsured losses. The balance in this continuing balance
account as of June 30, 2020, is $774,208. Due to the flood that damaged the Town Office
building server room and other offices in February 2020, the fund was used extensively in
FY2020. Insurance claims are still being processed, and Town Meeting may be asked to authorize
transfers of some of those monies back into the fund.
FY2022 Select Board Budget Presentation December 3, 2020
IV-8
Program: Shared Expenses
2200 Property & Liability Insurance Town of Lexington, MA
Budget Summary
Funding Sources FY2019 FY2020 FY2021 FY2022 Dollar Percent
Actual Actual Estimate Projected Increase Increase
Tax Levy $ 951,458 $1,019,367 $ 1,061,904 $ 1,063,976 $ 2,072 0.20 %
Transfers from Enterprise Funds
to General Fund (Indirects) $ 31,327 $ 32,113 $ 33,096 $ 31,024 $ (21072) (6.26)%
Insurance
Appropriation Summary FY2019 FY2020 FY2021 FY2022 Dollar Percent
Actual Actual Appropriation Recommended Increase Increase
Compensation $ 32,641 $ 35,090 $ 34,188 $ 36,338 $ 21150 6.29 %
Expenses $ 950,145 $1,016,390 $ 11060,812 $ 1,058,662 $ (2,150) (0.20)%
Insurance
Level-Service Requests FY2019 FY2020 FY2021 FY2022 Dollar Percent
Actual Actual Appropriation Recommended Increase Increase
Total 2210 Property&Liability Insurance $ 732,786 $ 801,480 $ 845,000 $ 845,000 $ - -
Total 2220 Uninsured Losses $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ - -
Insurance
Object Code Summary FY2019 FY2020 FY2021 FY2022 Dollar Percent
Actual Actual Appropriation Recommended Increase Increase
Salaries&Wages $ 32,641 $ 35,090 $ 34,188 $ 36,338 $ 2,150 6.29
Overtime $ - $ - $ - $ - $ - -
Compensation $ 32,641 $ 35,090 $ 34,188 $ 36,338 $ 2,150 6.29 %
Contractual Services $ 950,145 $1,016,390 $ 1,060,812 $ 1,058,662 $ (2,150) (0.20)%
Utilities $ - $ - $ - $ - $ - -
Supplies $ - $ - $ - $ - $ - -
Small Capital $ - $ - $ - $ - $ - -
Expenses $ 950,145 $1,016,390 $ 1,060,812 $ 1,058,662 $ (21150) (0.20)q/0
.. 1 .1 1 111 1 111
Insurance
FY2022 Select Board Budget Presentation December 3, 2020
IV-9
Program: Shared Expenses
2300 Solar Producer ton Payments Town of Lexing , MA
Mission: To provide obligated payments for the installation and operating costs of the solar array at the
Hartwell Avenue Compost Facility.
Budget Overview: For the solar arrays installed at the Hartwell Avenue Compost Facility, Eversource
elected to reimburse the Town for the solar power generated via monthly payments, rather than issue a
credit to the Town's electric bills. For the rooftop solar panels on Town and School buildings, that energy
is credited again the monthly bill, thereby reducing utility costs at the Public Facilities Department. As a
means of separately tracking the new arrangement, this budget division has been created to reflect:
• Net Metering Credits: The revenues received from Eversou rce in return for solar power
generated at Hartwell Avenue. Any excess revenues are deposited into the General Fund.
• Solar Producer Payments: The annual amount paid to Syncarpha, the current owner of the solar
panels, for the cost of construction and operating costs.
Authorized/Appropriated Staffing:
No direct staff is charged to this line-item. Staff support is provided through the Public Facilities, Town
Manager and Finance departments.
Budget Recommendations:
The FY2022 overall recommendation for Solar Producer Payments is $390,000, which is decrease of
$(20.,000) or (4.88)% from the FY2021 appropriation, and reflects recent spending levels in the account.
FY2022 Select Board Budget Presentation December 3, 2020
IV-10
Program: Shared Expenses
2300 Solar Producer ton Payments Town of Lexing , MA
Budget Summary
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $(368,654) $(3061475) $ (260,000) $ (280,000) $ (20,000) 7.69 %
Net-Metering Credits $ 720 f493 $ 691,986 $ 670,000 ts 670,000 $ -I -
Payments
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Recommended Increase Increase
Compensation $ - $ - $ - $ - $ - -
Expenses $ 351,839 $ 385,512 1$ 410,000 $ 390,000 $ - - %
Payments
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Level-Service Requests Actual Actual Appropriation Recommended Increase Increase
Total 2300 Solar Producer $ 351,839 $ 385,512 $ 410,000 $ 390,000 $ (20,000) (4.88)%
Payments
Total11 Solar Producer : • : 1111 91111 1111 :: %
Payments
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Recommended Increase Increase
Salaries&Wages $ - $ - $ - $ - $ - - %
Overtime $ - $ - $ - $ - $ - - %
Compensation $ - $ - $ - $ - $ - -
Contractual Services $ - $ - $ - $ - $ - - %
Utilities $ 351,839 $ 385,512 $ 410,000 $ 390,000 $ (20,000) (4.88)%
Supplies $ - $ - $ - $ - $ - - %
Small Capital $ - $ - $ - $ - $ - - %
r- Expenses $ 351,839 $ 385,512 $ 4101 000 $ 390,000 $ (20,000) (4.88)%
Total11 Solar Producer . 1111 '. 390fOOO 1111 :: '
Payments
Summary of Townwide Solar Credits and Expenses
FY2017 FY2018 FY2019 FY2020 FY2021 FY2022
Actual Actual** Actual Actual Estimate Projection
Rooftop Solar Bill Credits $ 279,665 $ 303,696 $ 333,329 $ 326,421 $ 291,500 $ 291,500
Rooftop PILOT* $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000
Rooftop Solar Payments $ (162,343) $ (157,038) $ (159,033) $ (173,254) $ (165,000) $ (165,000)
Net Revenue subtotal $ 147,322 $ 176,658 $ 204,296 $ 183,167 $ 156,500 $ 156,500
Hartwell Solar Revenue $ 647,232 $ 720 f493 $ 691,986 $ 670,000 $ 670,000
Hartwell PILOT* $ 55,400 $ 55,400 $ 55,400 $ 55,400 $ 55,400
Hartwell Annual Lease $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000
Hartwell Solar Payments $ (355,257) $ (351,839) $ (385,512) $ (410,000) $ (390,000)
Net Revenue subtotal $ - $ 348,375 $ 425,054 $ 362,875 $ 316,400 $ 336,400
Total Net Revenue 1$ 147,322 1$ 525,033 $ 629,350 $ 546,042 $ 472,900 Is 492,900
*Per MA DOR,solar PILOTs(Payments in Lieu of Taxes)are deposited as Personal Property taxes rather than under a PILOT
category of revenue.
**FY2018 costs/revenue for Hartwell are not representative of a full year of operations.
FY2022 Select Board Budget Presentation December 3, 2020
IV-11
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Town o LeDIV
lng ton - FY2022-26 Capital Improvement Pao ect
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Project Name: Electric Vehicle Charging Stations Date: 09/23/2020
Project ID: TMO-22-1 Department: Town Manager Revised:
Submitted by: Stella Carr Phone: Email: scarr@lexingtonma.gov
Description of Project:
This project would be for the acquisition of 2 or more charging stations for the town to be used for municipal
purposes. This project would include the charging units and the possible construction/installation costs needed.
Justification/Benefit:
Town Manager and Select Board have identified fleet electrification as a goal. It is essential to develop the
necessary charging infrastructure to expand Electric Vehicles within the fleet. This will benefit the town with
eventual cost savings from fuel costs, and will help further our net zero emissions goals.
Impact if Not Completed:
If we do not install more chargers we will not have the ability to acquire the needed vehicles as they will not be
able to get charged. This will hinder the development of the EV Fleet program and slow down the implementation
of our goals.
Timeframe:
Specification developed beginning of calendar year, and get quotes in order to purchase at beginning of fiscal year.
Replacement Frequency:
Unknown at this time.
Basis for Cost Projections: Past vendor quotes and staff research for desired product.
Stakeholders: Municipal departments and fleet drivers.
Operating Budget Impact: Will reduce our annual fuel costs over time.
Funding Source: Cash Capital,Bonding, Other
Prior Authorizations:
Town Meeting Description Authorized Expended* Encumbered* Remaining* Returned
2019/16P EV Charging Stations $ 40,750 $ 38,914 $ $ $ 11836
Totals $ 40,750 $ 389914 $ $ $ 19836
*Data current as of November 20,2020.
Town Manager-Page 203 Printed November 24, 2020
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Site Acquisition
Design/Engineer
Project Management $ 11000
Construction $ 21000
Equipment $ 601000
Contingency $ 600
Totals $ 699000 $
CPA Amount $ $ $ $ $
Town Manager-Page 204 Printed November 24, 2020
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Town Committees
Requested Budget
Fiscal 2022
Submitted
Katharine Labrecque, Management Analyst
Select Board Presentation
December 3, 2020
.�tA0RjVj
<.
Town of Lexington
FY2022 Budget Development
P IL 1q11
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Mission: Town Committees includes the Appropriation Committee, Capital Expenditures
Committee, Public Celebrations Committee and various boards and committees appointed by
the Select Board, Moderator and the Town Manager.
Budget Overview: The Town Committees Budget is expected to increase overall by $1,133 or
1.77%. This reflects a $1,133 or 2.5% increase in supplies for the Town Celebrations Committee
for increasing costs for Patriots' Day.
Authorized Staffing: The Financial Committees' appropriation includes funds for a part-time
recording secretary. This person is responsible for taking minutes for the Appropriation and
Capital Expenditures Committees.
Program Improvement Requests Comp. Expenses Benefits Total
.........................................................................................
Townwide Survey-20/20 Vision Committee $ $ 509000 $ $ 50,000
Total 33 0'by Request — 03000 — $ 50 '00
8300 - Town Committees 1
FY2017 FY2018 FY2019 FY2020 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy 1 $51492 $10,102 $643100 $65,233 $1,1331 1.77%
Total11 Town Committees49 1 12 $64J 11 . '
7FY2019 I FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $51275 $37954 $6,762 $6,762 $0 %
Expenses $46,217 $67148 $57,338 $58,471 $17133 1.98%
Total11 Town Committees1 1 .4 11 $657233 $11133 1.77%
7FY2019 I FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8310 Financial Committees $5,667 $4,299 $85262 $8,262 $0
Total 8320 M isc. Boards & Committees $1,877 $103 $10,500 $10,500 $0
Total 8330 Town Celebrations $43,9481 $5,700 $45)3381 $46,471 $17133 2.50%
Total1I Town Committees49 1 1 .4 11 $65233 $1,133 1.77%
7FY2019 I FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $55275 $33954 $69762 $6,762 $0
Overtime $0 $0 $0 $0 $0 YO
Personal Services $5,275 $3,954 $6,762 $6,762 $0
Contractual Services $15867 $38 $105000 $10,000 $0
Utilities $0 $0 $0 $0 $0
Supplies $445350 $6,110 $473338 $48,471 $1,133 2.39%
Small Capital $0 $0 $0 $0 $0 %
Expenses $46,217 $6,148 $57,338 $58,471 $1,133 1.98%
Total11 Town Committees • 1 1 64 11 $659233 $1,133 1.77%
8300 - Town Committees 2
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Element: 8310 Financial Committees
Budget Description: The Town of Lexington has several committees that monitor the Town's
finances and provide recommendations to Town Meeting. Two of these committees are the
Appropriation Committee and the Capital Expenditures Committee.
Appropriation Committee: The Appropriation Committee is a nine-member board appointed by
the Town Moderator. Members are appointed to three-year overlapping terms. The Committee's
charge is to evaluate fiscal policies and priorities set by the Select Board for Town Meeting. The
Committee advises Town Meeting members and the Select Board on financial proposals,
analyzes operating budget proposals, makes fiscal projections, and reviews funding for
proposed capital improvements. In addition, the Committee's approval is required to use reserve
funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details).
In addition to its statutory responsibilities, the Committee has been involved in promoting a clear
and accurate presentation of financial information to members of Town Meeting. The committee
also encourages the timely distribution of financial information to Town Meeting members and
other decision makers. They are responsible for maintaining relationships with regional and
statewide organizations devoted to exploring solutions to municipal finance and budgeting
problems.
Capital Expenditures Committee: The Capital Expenditures Committee consists of no less than
five members and no more than seven members. Members are appointed by the Town
Moderator to three-year overlapping terms.
The Capital Expenditures Committee makes recommendations to Town Meeting and the Select
Board concerning capital expenditure requests from town boards and departments that may be
required within the ensuing 5-year period. The Committee considers the relative need, timing,
and cost of these projects; the adequacy thereof; and the effect these expenditures might have
on the financial position of the town. Prior to each annual Town Meeting, the Committee
prepares, publishes, and distributes a report of its recommendations for the projects to be
undertaken within the 5-year period and the approximate dates when each should be started.
This budget request funds the production of reports for both the Appropriation Committee and
Capital Expenditure Committee to Town Meeting, and attendance at an annual finance
committee conference.
8300 - Town Committees 3
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511010 1 Part-Time Wages 1 $57275 $37954 $67762 $6,762 $0
Subtotal Compensation $5,275 $3,954 $6,762 $6,762 $0
520000 Contract Services $0 $0 $0 $0 %
538080 Printing & Forms $47 $0 $17 000 $1,000 %
558000 Supplies $0 $0 $0 $
573000 Membership/Dues $345 $345 $500 $500
Subtotal Expenses $392 $345 $1,500 $1,500 $0
Total 8310 Financial Committees $5,667 $49299 $8,262 $8,262 $0
8300 - Town Committees 4
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Element: 8320 Misc. Boards & Committees
Budget Description: The Miscellaneous Boards and Committees element funds expenses of
boards and committees not individually supported through departmental operating budgets.
The Arts Council was initially funded in FY2019 via a PI R for $6,900, which was subsequently
increased to $7,500 in FY2020, but which was unable to be spent during the COVID pandemic.
The FY2021 budget of$6,000 is being proposed again in FY2022, which should be sufficient to
provide matching funds for state grants and a small number of other activities.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
520000 Contract Services $710 $0 $61000 $6,000 $0
538080 Printing & Forms $11110 $38 $31000 $37000 $0
530000 Professional Services $0 $0 $0 $ $0
558000 Supplies $57 $66 $11 500 $17 500 $0
573000 Membership/Dues $0 $0 $0 $ $0 %
Subtotal Expenses $1,877 $104 $103,500 $10,500 $0 %
Total 8320 Misc. Boards&Committees $17877 $104 $10,500 $10,500 $0
8300 - Town Committees 5
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8300 Town Committees
Element: 8330 Public Celebrations
Budget Description: The Town holds public celebrations for Patriots' Day, Veterans' Day, and
Memorial Day. There are two parades held on Patriots' Day, one on Veterans' Day, and one on
Memorial Day. The Public Celebrations Committee, a volunteer body of ten members appointed
by the Select Board, plans these celebrations. The Public Celebrations Committee oversees a
reenactment of the Battle of Lexington on the Lexington Battle Green on Patriots' Day. The
reenactment attracts well over 12,000 spectators each year and is nationally recognized for its
historical authenticity. The multi-cultural Dance Around the World event (bi-annual) is also
organized by the Town Celebrations Committee.
The Celebrations Committee also directs and coordinates numerous other Patriots' Day
activities, including a Youth of Lexington Sunrise Parade from East Lexington to the Battle
Green, a five-mile run sponsored by the Lions Club, the reenactment of Paul Revere's arrival in
Lexington from Boston, and an afternoon parade.
Town funding accounts for only a portion of the total cost of these celebrations. Miscellaneous
other costs are covered through citizen contributions, corporate sponsors and private donations.
Expenses are increasing by $1,133 or 2.50% from FY2021, and reflects the rising costs of
supplies for Patriots' Day. It also includes $2,000 for the biennial Dance Around the World event
which was was expected to be held in FY2021, but is being pushed out to FY2022 due to the
pandemic.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
558000 1 Supplies $437948 $5,700 $45)3381 $46,4711 1,133 L 2.50%
Subtotal Expenses $43,948 $5,700 $45,338 $46,471 $1,133 2.50%
Total 8330 Public Celebrations $43,948 $59700 $455338 $46,471 $13133 2.50%
8300 - Town Committees 6
FY2022 Program Improvement Request # 1 of 1
Department: Town Committees
PIR Title: Townwide Survey - 20/20 Vision Committee
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2022 Only FY2022 & Future FY2022 Request
Compensation
511000 Regular Wages $
Other Compensation $
Total Compensation 0.00 $ $ $
Benefits
Benefits Eligible? 0 $ $
Expenses
542000 Contract Services $ 505000 $ 50,000
Total Expenses $ 503000 $ $ 50,000
Purpose/Description of Request:
This is a request on behalf of the 20/20 Vision Committee to fund a another Townwide survey
that would be administered in the Spring of 2022. This survey is part of a longitudinal study to
assess community perspectives and progress toward meeting stated preferences of community
members and to inform planning and decision-making by the three elected boards. Previous
iterations of the survey have led to noteworthy recommendations, such as the creation of the
Public Information Officer position to improve and coordinate communication between the Town
and residents. Similar to what questions have been asked in previous years, respondents will be
asked provide valuable demographic data, prioritize use of resources given budget constraints,
as well as new questions related to diversity, equity, and inclusion, public health, how well the
Town is positioned to handle future challenges or disasters.
A technical working group was appointed by the Town Manager in August 2020 to assist with the
planning process, including communication and public outreach and the procurement of
services. The $50,000 includes the cost of hiring a contractor to administer the survey, analyze
responses, and prepare a report. Also included is the cost of mailing and printing hard copies of
the survey upon request. The 2022 electronic survey would be available to all Lexington
residents and promoted to ensure diverse and broad participation.
Service Implication:
This survey is critical to making sure Town government is responding to the needs and concerns
of the community. Further, the 2022 survey will allow decision-makers to track progress, inform
budgeting, planning, and strategy, as well as to demonstrate to residents the Town values their
input and opinions. Moreover, the data collected and the findings from the past two surveys have
proved very useful to decision-makers in identifying areas of interest to residents and assuring
that Town government reflects a shared and unified vision.
8300 - Town Committees 7
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY22 Proposed Budget - Town Clerk's Office Presentation
PRESENTER: ITEM
NUMBER:
Nadie Rice, Town Clerk 1.4
SUMMARY:
No vote is requested for this agenda item.
Review preliminary FY2022 budget for the Town Clerk.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 10:45am
ATTACHMENTS:
Description Type
F) Preis entatio n '17own.Clerk-Proposed Budget Fkackup Material
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Town Clerk
Requested Budget
Fiscal 2022
Submitted
Nathalie Rice, Town Clerk
Select Board Presentation
December 3, 2020
Town of Lexington
FY2022 Budget Development
JN0
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
Mission: The Office of the Town Clerk serves as a primary provider of information and services
to the community and works closely with all Town departments and groups. The majority of
services in Town Clerk's Office are driven by State and local statutes.
Budget Overview: The FY2022 requested budget for the Town Clerk's Office is $502,431,
representing a decrease of$(88,021) or (14.91)% from the FY2021 appropriation.
Compensation decreases by $(36,671) or (8.32)%, and expenses decrease by $(51,350) or
(34.32)%. Both are primarily linked to the number of elections. There will be one election in
FY2022, the Annual Town Election on March 7, 2022. There are no other scheduled State
Elections, and no current planning for a Special Town Election or Debt Exclusion vote.
Departmental Goals:
• Administration - Continue to provide important administrative services, including vital records,
Public Records Requests, voter registration, support of the 2020 Federal Census in
reprecincting, outreach to all board and committee members, meeting postings, Open
Meeting Law and Ethics outreach, business licensing, and recording and archiving of
decisions from the Board of Appeals, Planning Board and Historic District Commission.
• Elections Administration -Administer Town/State/Federal elections in compliance with
statutory requirements and regulation changes. Automatic Voter Registration continues to be
a time-consuming initiative, increasing staff time in processing voter registrations. Absentee
voting is expected to increase in the March 2022 Election as a result of the robust turnout to
mail in voting in FY2021. The Town Clerk continues to be committed to relocating polling
areas from schools to municipal buildings. There is one precinct remaining in an active
school location (Bowman Elementary).
• Vitals - Continue effective use of Commonwealth of MA Electronic Vital Records Systems for
births and deaths.
• Records and Archives - Continue migration of historic documents to Town Laserfiche
repository for public access. Continue to expand use of Laserfiche for administrative use and
for public access.
Program Improvement Requests
None.
8500 - Town Clerk 1
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $3961261 $4061463 $5141552 $426531 $(887021) (17.11)%
Directed Funding
Departmental Fees $351562 $36,361 $351900 $35,900 $0
Licenses and Permits $497440 $42,255 $40,000 $403000 $0
Total 8500 Town . • • • •
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $388,841 $3917457 $4401852 $404,181 $(367671) (8.32)%
Expenses $92,422 $93,622 $1491600 $987250 $(517350) (34.32)%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8510 Town Clerk Admin. $3177181 $3327542 $342,967 $351,389 $87422 2.46%
Total 8520 Board of Registrars $17,040 $207128 $211225 $18,525 $(27700) (12.72)%
Total 8530 Elections $111,231 $927889 $1741200 $79,800 $(947400) (54.19)%
Total 8540 Records Management $35,813 $39,519 $52,060 $523717 $6571 1.26%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $378,604 $373,302 $4221152 $395,881 $(261271) (6.22)%
Overtime $10,237 $18,155 $18,700 $8,300 $ 10,400 55.61 %
Personal Services $388,841 $391,457 $440,852 $404,181 $(36,671) (8.32)
Contractual Services $80,106 $779589 $134,600 $863150 $(487450) (36.00)%
Utilities $3,001 $3,050 $2,500 $23000 $(500) (20.00)%
Supplies $9,315 $12,982 $121400 $10,000 $(27400) (19.35)%
Small Capital $0 $0 $100 $100 $0 %
Expenses $92,422 $93,621 $149,600 $98,250 $(51,350)1 (34.32)%l
8500 - Town Clerk 2
` Town of Lexington
w ' FY2022 Budget Development
PIL1"" '
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
FY2019 FY2020 FY2021 FY2022
Budget Budget Budget Request
Town Clerk 1 1 1 1
Assistant Town Clerk 1 1 1 1
Administrative Assistant 1 1 1 1
Municipal Assistant 1.23 1.23 1.23 1.23
Archivist/Records Manager 0.46 0.46 0.46 0.46
Total FTE 4.69 4.69 4.69 4.69
Total FT/PT 3 FT/ 3 PT I 3 FT/ 3 PT I 3 FT/ 3 PT I 3 FT/ 3 PT
8500 - Town Clerk 3
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
Element: 8510 Town Clerk Administration
Budget Description: The Town Clerk acts as the Town's recording officer, registrar of vital
statistics, and Chief Election Official. The Town Clerk certifies official actions of the Town -
including Town Meeting bylaw adoption and appropriations, signs notes for borrowing and
certifies official documents. The Town Clerk also registers all vital events within Lexington,
including birth, marriage and death records to provide a basis for the Commonwealth's central
vital records system. The Town Clerk is the keeper of the seal, administers the oath of office to
elected and appointed members of boards and committees; maintains records of adopted
municipal codes, regulations, bylaws, oaths of office, resignations, appointments, and submits
general bylaws and zoning bylaws to the Attorney General for approval. Staff issue licenses and
permits and serve as central information point for the Town. Requested funding maintains
staffing levels, staff development, annual bond insurance for the Town Clerk and Assistant Town
Clerk, annual licensing of dogs, and general office operations.
FY2022 Requests: The FY2022 Town Clerk Administration budget request reflects an overall
increase of$8,422, or 2.46%, which is comprised of an increase in compensation of$11,722 or
3.62%, which reflects contractually obligated step increases and cost of living adjustments, and
a decreased expense budget to remove the one-time cost of a desk replacement in FY2021.
8500 - Town Clerk 4
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $2447851 $2567430 $2607238 $2687053 $77815 3.00%
511010 Part-Time Wages $587116 $597723 $607766 $637631 $27865 4.71%
514090 Longevity $100 $388 $27613 $37655 $17042 39.88%
Subtotal Compensation $303,067 $316,541 $323,617 $335,339 $11,722 3.62%
520000 Contract Services $57182 $41068 $47200 $4,200 $0 %
527030 Lease Agreements $27 777 $21 576 $37 000 $37 000 $0 %
572000 Mileage $94 $303 $300 $300 $0 %
578010 Binding &Archiving $0 $0 $100 $100 $0 %
530060 Prof Dev&Training $925 $450 $27500 $27000 $(500) (20.00)%
571000 Travel $441 $170 $500 $500 $0 %
530040 Sem./Workshops/Conf. $494 $376 $37000 $2,000 $(11000) (33.33)%
558000 Supplies $17084 $11588 $900 $900 $0 %
542000 Office Supplies $27699 $61025 $47300 $27500 $(11800) (41.86)%
573000 Membership/Dues j $420 $445 $550 $550 $0
Subtotal Expenses $14,116 $16,001 $19,350 $16,050 $(3,300) (17.05)%
Total 8510 Town Clerk Administration $317,183 $332,542 $3429967 $351,389 $8,422 2.46%
8500 - Town Clerk 5
Town of L
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FY2022 Budget Development
AP
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
Element: 8520 Board of Registrars
Budget Description: Registrars, appointed by the Board of Selectmen, are responsible for
promoting voter registration, maintaining voter records, and ruling on voter eligibility. Annual
voter confirmation mailing is conducted along with removal of voters from the voting list in
accordance with state statute. The Annual Town Census and printing of the annual List of
Residents is funded through this element. Notification to voters not responding to annual census
is also funded here.
FY2022 Requests: The overall FY2022 Board of Registers budget is decreasing, for expenses
only. Registrar stipends remain the same for the 3 appointed Registrars.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $0 $0 $0 $0 $0
514100 Stipends $825 $825 $825 $825 $0
Subtotal Compensation $825 $825 $825 $825 $0
520000 Contract Services $167215 $191303 $18,900 $16,700 $(21200) (11.64)%
542020 Postage & Mailing $0 $0 $0 $ $0 %
558000 1 Supplies $0 $0 $1)5001 $1,000 $ 500 (33.33)%]
Subtotal Expenses $16,215 $19,303 $20,400 $17,700 $(2,700) (13.24)
Total 8520 Board of Registrars $17,040 $20,128 $21,225 $183525 $(21700) (12.72)I
8500 - Town Clerk 6
rm
own of L
FY2022 Budget Development
P IL 19 '
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
Element: 8530 Elections Administration
Budget Description: Elections administration includes conduct of local, state and national
elections, including 11 days of early voting for all State Elections, with associated monitoring of
candidate certifications, referenda and initiative petitions. Staff provide information on campaign
finance law, election procedures, ballot initiatives, and voter information. Election preparations
are coordinated with, and supported by, various town departments including Public Works,
Police, Fire, and Facilities, as well as the Schools. As a result of the 2020 Presidential Election,
with the popularity of mail-in voting, it is expected that Absentee voting will be popular for the
March 2022 Election.
FY2022 Requests: The FY2022 Elections budget reflects an overall decrease of$(94,400) or
(54-19)%, due to the reduction in the number of administered elections. Compensation is
decreasing by $(50,250) or (60-76)% due to a decreased need for election workers and staff
overtime support. It is anticipated, however, that there will be an increase in number of
applications for Absentee Voting for the March 2022 Town Election as a result of the popularity of
mail in voting in 2020. Expenses decrease $(44,150) or (48.25)%, which reflects the reduction
in the number of elections.
8500 - Town Clerk 7
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $0 $0 $0 $0 $0
513000 Overtime $107237 $181155 $187700 $87300 $(107400) (55.61)%
1512000 1 Seasonal Part-Time j $46,4301 $25,943 $647000 $247150 $(397850) (62.27)%
Subtotal Compensation $56,667 $44,098 $82,700 $327 450 $(50,250) (60.76)%
520000 Contract Services $67176 $81875 $14,000 $107200 $(37800) (27.14)%
538080 Printing & Forms $127065 $131789 $25,000 $127700 $(127300) (49.20)%
538110 Police Details $227051 $91436 $387000 $107800 $(277200) (71.58)%
524030 Equip. Service & Repair $0 $204 $200 $200 $0 %
538060 Catering/Meals $545 $11776 $27300 $500 $(17800) (78.26)%
572000 Mileage $58 $0 $200 $200 $0 %
542020 Postage & Mailing $67915 $87189 $77000 $87550 $17550 22.14%
534030 Mobile Devices $37001 $31050 $2,500 $27000 $(500) (20.00)%
558000 Supplies $37239 $25 $17200 $17200 $0 %
542000 Office Supplies $514 $31447 $17100 $17000 $(100) (9.09)%
573000 1 Membership/Dues $0 $0 $0 $0 $0 %
Subtotal Expenses $54,564 $48,791 $91,500 $47,350 $(44,150) (48.25)%
Total 8530 Elections $111,231 $92,889 $174,200 $79,800 $(94,400) (54.19)%
8500 - Town Clerk 8
Town of L
s
FY2022 Budget Development
P IL I
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8500 Town Clerk
Element: 8540 Archives & Records Management
Budget Description: Archives and Records Management addresses inventory and retention of
records and documents, proper maintenance and storage of records, preservation of
documents, and public access to public records and information. Requested FY2022 funding
covers annual updates to the Code of Lexington, electronic document management, confidential
records shredding contractual services, contractual archival services, and historic document
treatment and preservation.
FY2022 Requests: The FY2022 Archives & Records Management budget reflects an increase
of$657 or 1.26%. Compensation increases by $1,857 or 5.51% due to contractually obligated
step increases and cost of living adjustments. Expenses decrease by $(1,200) or (6-54)% due
to lower costs associated with the the annual update of the Code of Lexington and a reduction in
the cost of contract services.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
511010 1 Part-Time Wages $28,2831 $29,9941 $33,7101 $35,567 $1,857 5.51%
Subtotal Compensation $28,283 $29,994 $33,710 $35,567 $1,857 5.51%
520000 Contract Services $826 $11128 $2,000 $1,500 (500) (25.00)%
530000 Professional Services $57171 $6,000 $6,700 $6,000 (700) (10.45)%
524030 Equip. Service & Repair $0 $0 $150 $150 %
572000 Mileage $0 $25 $100 $100 %
578010 Binding &Archiving $0 $0 $4,500 $4,500 %
530060 Prof Dev&Training $145 $595 $750 $750 %
571000 Travel $28 $0 $200 $200 %
530040 Sem./Workshops/Conf. $0 $325 $1,000 $1,000 %
558000 Supplies $729 $0 $2,000 $2,000 %
542000 Office Supplies $290 $15112 $200 $200 %
573000 Membership/Dues $340 $340 $650 $650 %
585020 Small Equipment $0 $0 $100 $100 %
Subtotal Expenses $7,529 $9,525 $18,350 $17,150 $(1,200) (6.54)
Total 8540 Records Management $35,812 $39,519 $52,060 $52,717 $657 1.26%
8500 - Town Clerk 9
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Tow Clerk
CPA Project Sun
Town Clerk-Page 196 Printed November 24, 2020
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lng ton - FY2 022-2 6 CPA Pro ect
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Program Name: Archives &Records Management Date:
Program ID: Clerk-CPA-1 Department: Town Clerk Revised:
Submitted by: Phone: Email:
Description of Capital Program:
In FY2022 the Town Clerk's Office is not making a request for CPA funds for the conservation and preservation of
historic municipal documents and records. The Town Clerk understands the current fiscal pressures on the
Community Preservation Committee to meet CPA requests, and will not be submitting an application in this fiscal
year. Focus will turn to completing all projects, and preparing for a grant submittal in FY2023.
Goals of Capital Program:
Significant progress has been made in preserving Lexington's historic documents. There is a continuing need to
preserve remaining old records and records from the 1800's and early 1900's. The preservation and conservation of
permanent records for archiving creates the basis for documenting Lexington's rich history for the future.
Impact if Not Maintained:
Postponement of this program will not impact our long term goal to preserve Lexington's historic documents for
future generations.
Major Spending over Past 5 Years:
Major spending in the last five years has focussed on the preservation of Lexington's oldest documents, including
Old Town Papers dating from 1799 to 1922; Registrar of Voters Minutes, 1884-1918; Fire Department Records;
Cemetery records; Valuation and Tax records of the Assessors, 1850s-1892; School Committee minutes, 1906-1910
and Selectmen's Records of Grants and Expenses, 1897-1882.
Work Currently Underway:
Documents currently being assessed for preservation include additional Police and Fire Department Records,
Valuation and Tax Lists, and Tax warrants dated 173 6-1817.
Planned Spending for Next 5 Years:
It is the intent of the Town Clerk's Department to apply for FY2023 funding to continue to preserve and conserve
the Town's historic documents. A substantial list of documents needing treatment has already been prepared, and an
ongoing inventory will bring to light additional historic town records that deserve to be permanently conserved.
Basis for Cost Projections:
Professional services for conservation and preservation needs.
Stakeholders: Town Meeting, Town residents, Town Departments, Historical Society, Cary Library, archivists
and historians.
Operating Budget Impact:
There is no impact on the Operating Budget in FY2022.
Funding Source: CPA
Town Clerk-Page 198 Printed November 24, 2020
Prior Authorizations:
Town Meeting Description Authorized Expended Encumbered Remaining Returned
2010/8g ArchiManagement
d Records $ 150,000 $ 1491862 $ 138 $ $
2011/8a Archives and Records $ 150,000 $ 150000 $ $ $
Management ,
2012/8a ArchiManagement
an Records $ 1501000 $ 1471019 $ 21981 $ $
2013/8a Archives and Records $ 20,000 $ 20,000 $ $ $
Management
2018/1Oc Archives and Records $ 20,000 $ 19,028 $ 972 $ $
Management
2019/14c ArchiManagement ad Records $ 20,000 $ 7,788 $ 235 $ 11,977 $
2020/1 Oa Archives and Records $ 20,000 $ $ $ 20000 $
Management ,
Totals $ 5309000 $ 4939697 $ 49326 $ 31,977 $
*Data current as of'November 20,2020.
Funding Request:
FY2022 FY2023 FY2024 FY2025 FY2026
Design/Engineer $ $ 2000 $ 2000 $ 201000 $ 201000
Construction
Equipment
Contingency
Totals $ $ 2000 $ 2000 $ 201000 $ 201000
CPA Amount $ $ 2000 $ 2000 $ 2000 $ 201000
Town Clerk-Page 199 Printed November 24, 2020
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY22 Proposed Budget - Finance Department Presentation
PRESENTER: ITEM
Carolyn Kosnoff,Asst. Town NUMBER:
Manager for Finance; Skip Lovering;
Rob Lent; Jennifer Hewitt I.5
SUMMARY:
No vote is requested for this agenda item.
Review preliminary F Y2022 budget for the Finance Department
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 11:OOam
ATTACHMENTS:
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Finance Department
Requested Budget
Fiscal 2022
Submitted
Carolyn Kosnoff, Assistant Town Manager for
Finance
Select Board Presentation
December 3, 2020
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Town of Lexington
FY2022 Budget Development
P IL 1q11
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8400 Finance
Mission: It is the mission of the Finance Department to (1) maintain current and accurate data
about all financial activities of the Town to facilitate the evaluation of the Town's financial
condition at any point in time; (2) to ensure that the delivery of town services is done in
compliance with Massachusetts General Laws that govern municipal finance; (3) to provide
timely and accurate financial information to managers of town services to facilitate the
evaluation of the cost effectiveness and efficiency of town programs; (4) to provide timely and
accurate financial information to Town boards and committees to facilitate policy deliberation and
formulation; and (5) to safeguard the financial assets of the Town.
Budget Overview: The requested FY2022 Finance Department budget reflects a $46,267 or
2.43% increase from the FY2021 budget. This includes a $50,112 or 3.57% increase in
compensation, which reflects contractually obligated cost of living adjustments and step
increases. Finance expenses are mostly level-funded compared to prior year, though some
departmental line items have shifted to align with staff initiatives.
The Finance Department is comprised of the following divisions: the Comptroller's Office, the
Treasu rer/Col lector's Office and the Assessor's Office.
The Comptroller's Office is responsible for maintaining the Town's general ledger (accounting),
accounts payable, payroll, and centralized purchasing. The Comptroller's budget is also
inclusive of funding for the Assistant Town Manager for Finance who oversees the financial
operations of the Town, and the Budget Officer, who in concert with the Assistant Town Manager
and the Town Manager develops and monitors the annual capital and operating budgets.
The Treasu rer/Col lector's Office has three primary responsibilities: the collection and deposit of
all Town taxes, fees and charges including property taxes, motor vehicle excise, utility billing and
other local receipts (permit and license fees, fines, etc.); the management and investment of all
revenues collected; and the issuance and servicing of debt.
The primary function of the Assessor's Office is the development of assessed values used in
determining the amount of property tax levied on real and personal property.
8400 - Finance 1
Department Initiatives:
Between FY2019 and FY2020 the Comptroller's Office implemented a new chart of accounts in
MUNIS. This new chart was designed to improve departmental and statutory reporting, workflow
and internal controls. This was a huge milestone for the Comptroller's office, and we expect
further improvements will be implemented through FY2021 and FY2022. Beginning in FY2020
the Comptroller's Office migrated operating budget documents into the Wdesk platform which
has significantly reduced manual compilation of the annual budget, allowing for quicker updates
and more focus on value-added review. Wdesk has also replaced the legacy Capital Database
(CIPs) and Program Improvement Requests (PIRs) during the FY2022 budget development
process.
Beginning in FY2019 and continuing into FY2020 the Assessor's and Treasurer's Office
implemented supplemental tax billing as permitted by MGL chapter 59, section 2D. This has
resulted in a modest amount of additional revenue for the Town.
The COVID-19 pandemic that began in March 2020 necessitated that all three divisions of the
Finance Department refocus efforts to provide remote and electronic processing. All Finance
staff have continued to work full-time throughout, both in Town offices and remotely, and we
have maintained full service in all areas. The pandemic has created new financial workloads
such as processing thousands of refunds for both Town and School programs, enhanced budget
monitoring, tracking COVID-related expenses, and reporting and filing claims for reimbursement
to the Federal Emergency Management Agency (FEMA) and the Commonwealth of
Massachusetts from the Coronavirus Relief Fund.
The pandemic has slowed progress on some FY2021 initiatives, so we expect to continue to
focus on the following in FY2022, many of which are carrying forward from the current fiscal
year:
Comptroller:
1. Implement new MUNIS modules including Employee Self Service (ESS) and Tyler
Content Manager (TCM) which is an integrated document management and archiving
system.
2. Continue to refine budget development. Further explore capital inventory management
and planning.
3. Provide education and training for MUNIS users, particularly for the new Chart of
Accounts for both Town and School departments.
4. Partner with the Treasurer/Collector to implement electronic Accounts Payable as
requested by vendors to decrease the amount of printed and mailed checks.
Treas u re r/Co I lector:
1. Explore an online portal for accepting gifts and donations for the Town's trust accounts.
2. Explore online access to individual property tax accounts.
3. Implement automated processing for supplemental tax billing and other miscellaneous
receivables.
8400 - Finance 2
Assessor:
1. Enhance productivity through adoption of new technology to support data collection and
input activity, including income and expense data.
2. Archive and electronically store all historical property record cards currently residing in the
Assessor's Office.
3. Develop procedures for addressing and resolving commercial abatements without
litigation.
4. Vision upgrade - 2020 calendar year
Program Improvement Requests Division Comp. Expenses Benefits Total
Hire Payroll Manager Comptroller $ 53,200 $ $ 157605 $ 687805
Total 0400'by Request $ '920 $ $ 15160 ' 09005
8400 - Finance 3
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $1,576,949 $1,500,102 $1,703,595 $17 766794 $63,199 3.71%
Enterprise Funds (Indirects) $1601224 $163,526 $166750 $1497818 $(16)932) (10.15)%
Fees&Charges
Charges for Services $221950 $34,229 $32,000 $32,000 $0 %
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $1,2781951 $17328,134 $17404,865 $1,4547977 $50,112 3.57%
Expenses $4811172 $369,723 $497,480 $4937635 $(31845) (0.77)%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8410 Comptroller $658,997 $6327386 $698,407 $7111643 $133236 1.90%
Total 8420 Treasurer/Collector $389,391 $413,231 $443,695 $4597243 $153548 3.50%
Fotal 8430 Assessing $7111735 $652,240 $760,243 $777,726 $1734831 2.30%
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $112715158 $1,325,306 $1,4041865 $1,454,977 $50,112 3.57%
Overtime $75793 $2,827 $0 $0 $0 %
Personal Services $1,278,951 $17 328,133 $1,404,865 $1,454,977 $50,112 3.57%
Contractual Services $4275475 $344,683 $448,720 $449,345 $625 0.14%
Utilities $179208 $(49641) $1,950 $1,950 $0 %
Supplies $36,489 $29,681 $46,810 $42,340 $(41470) (9.55)%
Small Capital $0 $0 $0 $0 $0 %
Expensesl $481,172 $369,723 $497,480 $493,635 $(3,845) (0.77)%
Total •400 Finance $1,760,123 • • • r • •12 • • ,
8400 - Finance 4
Town of Lexington
Jb
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! , FY2022 Budget Development
N6
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8400 Finance
FY2019 FY2020 FY2021 FY2022
Element 8410: Comptroller Budget Budget Budget Request
Asst. Town Manager for 1 1 1 1
Finance/Comptroller
Town Accountant 1 1 1 1
Staff Accountant 1 1 1 1
Procurement Officer 0.91 0.91 0.91 0.91
Financial Clerk 1 1 1 1
Budget Officer 1 1 1 1
Administrative Assistant 0.4 0.4 0.4 0.4
Subtotal FTE 6.31 6.31 6.31 6.31
Subtotal FT/PT 5 FT/2 PT I 5 FT/2 PT I 5 FT/2 PT I 5 FT/2 PT
Element 8420: Treasurer/Collector
Treasurer/Collector 1 1 1 1
Assistant Tax Collector 1 1 1 1
Treasury Assistant 1 1 1 1
Account Clerk 1 1 1 1
Municipal Clerk 0.46 0.46 0.46 0.46
Subtotal FTE 4.46 4.46 4.46 4.46
Subtotal FT/PT 4 FT/1 PT I 4 FT/1 PT I 4 FT/1 PT I 4 FT/1 PT
Element 8430:Assessor
Director of Assessing 1 1 1 1
Residential Field Manager 1 1 1 1
Residential Analyst/Inspector 2 2 2 2
Office Manager 1 1 1 1
Municipal Clerks 1 1 1 1
Subtotal FTE 6 6 6 6
Subtotal FT/PT 6 FT/0 PT I 6 FT/0 PT I 6 FT/0 PT 1 6 FT/0 PT
Total FTE 16.77 16.77 16.77 16.77
Total FT/PT 15 FT/3 PT 15 FT/3 PT 15 FT/3 PT 15 FT/3 PT
8400 - Finance 5
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8400 Finance
Element: 8410 Comptroller
Budget Description: The Comptroller's Office, through the Town Accountant, is responsible for
maintaining the Town's financial records in accordance with generally accepted accounting
principles, running the payroll system, preparing and submitting numerous state and federal
reports, and processing accounts payable warrants. The Office, working with the Town
Manager, is also responsible for the preparation of annual operating and capital budgets. Other
duties include the centralized procurement of goods and services in compliance with the
requirements of Massachusetts General Laws.
FY2022 Requests: The requested FY2022 budget is a level-service budget which is increasing
by $13,236, or 1.90%. Compensation is increasing by $17,236 or 3.04%, and is due to
contractually obligated cost of living adjustments and step increases.
Expenses for FY2022 are decreasing compared to FY2021, with a slight realignment of budget
to expense lines where funds have been spent in the past.
8400 - Finance 6
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $5027360 $5507889 $5597669 $5767905 $177236 3.08%
513000 Overtime $77793 $27827 $0 $0 $0 %
511010 Part-Time Wages $0 $0 $77488 $7,488 $0 %
Subtotal Compensation $510,153 $553,716 $567,157 $584,393 $17,236 3.04%
520000 Contract Services $17559 $11346 $27400 $2,400 $0 %
538080 Printing & Forms $77677 $41389 $77000 $77000 $0 %
530000 Professional Services $607443 $237456 $307000 $407000 $107000 33.33%
538010 Advertising $463 $0 $500 $500 $0 %
538060 Catering/Meals $0 $164 $500 $500 $0 %
527030 Lease Agreements $117 915 $11,442 $127 000 $127 000 $0 %
572000 Mileage $261 $23 $800 $800 $0 %
542020 Postage & Mailing $367871 $311772 $51,000 $407000 $(111000) (21.57)%
530060 Prof Dev&Training $27680 $995 $4,600 $47600 $0 %
571000 Travel $0 $17289 $17200 $17200 $0 %
530040 Sem./Workshops/Conf. $50 $17400 $27000 $27000 $0 %
534030 Mobile Devices $167008 $(57611) $750 $750 $0 %
542000 Office Supplies $107453 $67216 $177000 $147000 $(31000) (17.65)%
573000 Membership/Dues $465 $11789 $17500 $1,500 $0 %
Subtotal Expenses $148,845 $78,670 $131,250 $127,250 $(4,000) (3.05)%
Total 8410 Comptroller $658,998 $632,386 $698,407 $711,643 $13,236 1.90%
8400 - Finance 7
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8400 Finance
Element: 8420 Treasurer/Collector
Budget Description: The Treasu rer/Col lector's Office has responsibility for the timely collection
and deposit of all town revenues, and the investment of all funds to maximize return on
investment while balancing returns against the requirements of liquidity and safety. In addition,
the Treasu rer/Col lector's Office is responsible for the issuance of all debt authorized to finance
capital projects.
FY2022 Requests: The requested FY2022 budget reflects a $15,548 or 3.50% increase from
FY2021. Compensation is increasing by $13,548 or 3.97% due to contractually obligated cost of
living adjustments and step increases. Expenses increase by $2,000 or 1.95% compared to
FY2021, which is a net change reflecting actual costs and supporting a staff member's
continuing education. The contractual services line continues to include $5,000 for legal
expenses to continue the foreclosure process on delinquent accounts. In FY2020, a total of
$300,128 was collected in Supplemental Billing.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $2817923 $3101173 $315,496 $327,277 $117781 3.73%
514090 Longevity $200 $389 $11637 $27329 $692 42.27%
511010 Part-Time Wa es $207000 $211108 $231807 $247882 $1,075 4.52%
Subtotal Compensation $302,123 $331,670 $340,940 $354,488 $131 548 3.97%
520000 Contract Services $34,887 $285590 $429000 $40,000 (21000) (4.76)%
538080 Printing & Forms $137 200 $13,582 $18,000 $17,000 (17 000) (5.56)%
538010 Advertising $839 $783 $11000 $17000 %
572000 Mileage $109 $167 $200 $200 %
542020 Postage & Mailing $347000 $351360 $371000 $377000 %
530060 Prof Dev&Training $0 $0 $0 $57 000 5,000 %
571000 Travel $139 $167 $300 $300 %
530040 Sem./Workshops/Conf. $145 $120 $300 $300 %
538040 Fidelity Bonds $17663 $11663 $11665 $1,665 %
558000 Supplies $250 $0 $0 $0 %
542000 Office Supplies $17 748 $838 $21 000 $27 000 %
573000 Membership/Dues $290 $290 $290 $290 %
Subtotal Expenses $8 7,270 $81,560 $102,755 $104,755 $21
000 1.95%
Total 8420 Treasurer/Collector $389,393 $413,230 $443,695 $459,243 $15,548 3.50%
8400 - Finance 8
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8400 Finance
Element: 8430 Assessing
Budget Description: The Assessing Department is responsible for the establishment of full and
fair value for all real and personal property in the Town, and the commitment of real and
personal property taxes and motor vehicle taxes to the Revenue Office for collection. In
addition, the Department rules on all applications for abatements and exemptions from property
tax and motor vehicle excise bills.
FY2022 Requests: The requested FY2022 budget represents a $17,483 or 2.30% increase
from the FY2021 budget. Compensation is increasing by $19,328 or 3.89% due to contractually
obligated step increases and cost of living adjustments.
Expenses are decreasing $(1,845) or (0.70)%, which is a net decrease that reflects a more
realistic alignment of spending as compared to prior years.
8400 - Finance 9
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $4527597 $4347360 $4877568 $5057496 $177928 3.68%
514090 Longevity $199 $388 $17200 $27600 $17400 116.67%
511010 Part-Time Wages $57880 $0 $0 $0 $0 %
514100 Stipends $8,000 $8,000 $83 000 $8,000 $0 %
Subtotal Compensation $466,676 $442,748 $496,768 $516,096 $19,328 3.89%
538080 Printing & Forms $408 $11407 $5,500 $67000 $500 9.09%
530000 Professional Services $1287250 $1057635 $1297000 $1297000 $0 %
530030 Legal Services $727900 $657000 $707500 $707500 $0 %
538010 Advertising $0 $150 $17000 $500 $(500) (50.00)%
527030 Lease Agreements $67145 $6,431 $107000 $87400 $(11600) (16.00)%
572000 Mileage $27468 $11259 $2,000 $1,800 $(200) (10.00)%
578010 Binding &Archiving $0 $0 $1,000 $17000 $0 %
542020 Postage & Mailing $1 $7 $2,000 $17800 $(200) (10.00)%
530060 Prof Dev&Training $77968 $77330 $67100 $87700 $27600 42.62%
571000 Travel $0 $0 $77475 $67500 $(975) (13.04)%
530040 Sem./Workshops/Conf. $27436 $756 $17680 $17680 $0 %
534030 Mobile Devices $17200 $970 $17200 $17200 $0 %
558000 Supplies $77350 $81347 $8,380 $8,250 $(130) (1.55)%
573000 Membership/Dues $147941 $111204 $16,240 $157000 $(11240) (7.64)%
558010 Lclothing &Safety Equipment 1 $992 $997 $1400 $17300 $ 100 7.14
Subtotal Expenses $245,059 $209,493 $263,475 $261,630 $(1,845) (0.70)%
Total 8430 Assessor $7113735 $6529241 $7609243 $777,726 $173483 2.30%
8400 - Finance 10
FY2022 Program Improvement Request #1 of 1
Department: Finance
Element: Comptroller
PIR Title: Hire Payroll Manager
Requested Program Improvement Funding
Object Object One-Time Cost Ongoing Costs TOTAL
Code Description FTE FY2022 Only FY2022 & Future FY2022 Request
Compensation
511000 Regular Wages 1.00 $ 53,200 $ 53,200
511010 Part-Time Wages $
513000 Overtime $
Other Compensation $
Total Compensation 1.00 $ $ 537200 $ 53,200
Benefits
Benefits Eligible? 1 $ 157605 $ 157605
Expenses
Total Expenses $ $ $
Purpose/Description of Request:
The Comptroller's Office is responsible for processing payroll for both Municipal and School
departments, totaling approximately 2,000 employees. Payroll is run weekly on alternating
weeks for Town and School. As the number of employees has changed over the years, and as
union contracts have evolved this process has become more and more time consuming and has
evolved into a full-time position for the Comptroller staff.
While tracking and entering of hours worked is mostly decentralized, the Comptroller's office is
responsible for the remainder of the process. This entails generating the weekly payroll in
MUNIS, ensuring financial controls are in place including collecting review and sign-offs by all
department managers, review of data entry, processing of payroll, submitting the payroll for
funding to the Treasurer's office, printing and mailing of pay stubs and paper checks, and
coordinating the transmission of deductions and fund transfers for 403(b) plans, pension plan,
savings accounts, union dues and child support.
When new employees are hired the Comptroller's staff work closely with both municipal and
school Human Resources offices to set-up new employees in MUNIS, and code them with
deductions for benefits and taxes, and update those deductions as needed throughout the year
(e.g., for withholding, health, FSA, direct deposit and other changes). This process is particularly
cumbersome at the beginning and ending of the school year as the School department hires and
releases employees, and during the annual open enrollment period for employee benefits, both
of which generate hundreds of changes.
8400 - Finance 11
Other payroll related tasks include the tracking and updating of Town employee accruals for sick,
vacation and personal time, and periodic updates for salary and step increases, entering and
testing new salary tables for collective bargaining changes and to review and confirm
calculations for retro payments. At the end of each calendar year the Comptroller's office
performs a full data scrub of employee earnings and tax deductions and generates, reviews,
prints and mails all employee tax forms including W-2's and 1095-HC healthcare forms.
Service Implication:
The current model is for one Finance Clerk to process both Accounts Payable and Payroll for the
entire Town (2,000 staff and a close to $300M in annual spending), with the Town Accountant as
a back-up. In the last 3 years, the long-term Town Accountant and the Payroll/AP Clerk both left
the Town's service. As noted above, the increase over the years in the volume of payroll
changes and accounts payable invoices processing has increased significantly and the two new
staff have struggled to absorb all of the functions and maintain other responsibilities. In the
meantime, other Finance staff are compensating for lack of bandwidth in these areas and morale
has suffered as a result of the over-work. While the office is pursuing options to streamline
operations for both Accounts Payable and Payroll, it has become clear that the payroll position
has evolved into a full-time job that cannot continue be shared or absorbed by other staff. The
addition of a payroll manager is necessary to allow current staff to focus on their primary
responsibilities and to continue moving new department initiatives forward.
8400 - Finance 12
AGENDA ITEM SUMMARY
LEXINGTON SELECT BOARD MEETING
AGENDA ITEM TITLE:
FY22 Proposed Budget - Select Board Office Presentation
PRESENTER:TER• ITEM
S
NUMBER:
Kim Katzenback, Executive Clerk
I.6
SUMMARY:
No vote is requested for this agenda item.
Review preliminary F Y2022 budget for the Select Board Office.
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
12/3/2020 11:30am
ATTACHMENTS:
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Select Board
Requested Budget
Fiscal 2022
Submitted
Kim Katzenback, Manager
Select Board Presentation
December 3, 2020
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Town of Lexington
FY2022 Budget Development
P IL 1q11
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
Mission: The Select Board 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 ensuring 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 to move forward together for the good of the community.
Budget Overview: The Select Board's operating budget, inclusive of the Select Board's Office,
the Legal budget, Town Report and the PEG Special Revenue Fund, is decreasing by $(35,068))
or (2.71)%. Compensation is increasing $6,583 or 5.10% to capture step increases, and
expenses are decreasing $(41,651) or (3.57)%, which is primarily due to decreases in the Legal
and PEG budgets.
The Select Board 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 Select
Board members 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, and a part-time Recording Secretary.
The Select Board's staff provide support to the Board and serve as a liaison between the public
and the Board. The Select Board'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 Select Board 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 Select Board appointments to more than 50 committees.
Program Improvement Requests
None.
8100 - Select Board 1
Budget Summary
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Funding Sources Actual Actual Estimate Projected Increase Increase
Tax Levy $4371775 $3761874 $5981154 $5887144 $(107010) (1.67)%
Transfers from Enterprise Funds to
General Fund (Indirects) $11062 $11118 $11071 $664 $(407) (38.00)%
PEG Access Special Revenue Fund $600,901 $614,476 $6271151 $602,500 $(24,651) (3.93)%
Fees
Licenses & Permits 1 $891079 $761258 $681500 $68,500 $0
Total 8100 Select . •, • $11128,817 $19068,726 • $1,259,808 1 .8
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Appropriation Summary Actual Actual Appropriation Request Increase Increase
Compensation $1011 786 $1181 280 $1291199 $1352 782 $6583 5.10%
Expenses $1,027,031 $950,446 $17165,677 $17124,026 $(417651) (3.57)%
Total 8100 Select Board 1 . . • $1,294,876 . 1 . 1 •.
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Program Summary Actual Actual Appropriation Request Increase Increase
Total 8110 Select Board's Office $219,328 $204,629 $244,037 $248,620 $4,583 1.88%
Total 8120 Legal $3011214 $241,617 $410,000 $3959000 $(159000) (3.66)%
Total 8130 Town Report $111190 $11,004 $13,688 $13,688 $0 %
Total 8140 PEG Access $597,085 $611,477 $6271151 $602,500 $(24,651) (3.93)%
Total 8100 Select Board 1 . . • . 1 . 1 •.
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Code Summary Actual Actual Appropriation Request Increase Increase
Salaries &Wages $101,786 $118,280 $129,199 $135,782 $6,583 5.10%
Overtime $0 $0 $0 $0 $0 %
Personal Services $101,786 $118,280 $129,199 $135,782 $6,583 5.10%
Contractual Services $110051942 $9301639 $111411164 $17103513 $(377651) (3.30)%
Utilities $0 $0 $0 $0 $0 Yo
Supplies $211090 $191807 $241513 $20513 $(41000) (16.32)%
Small Capital $0 $0 $0 $0 $0
Expenses $1,0271032 $950,446 $1,165,677 $1,124Y 026 $(41,651) (3.57)
Total 8100 Select . •, • $11128,818 $1,068,726 $11294,876 $1,259,808 1 .8
8100 - Select Board 2
Town of Lexington
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Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
FY2019 FY2020 FY2021 FY2022
Authorized/Appropriated Staffing Budget Budget Budget Request
Office Manager/Executive Clerk 1 1 1 1
Department Assistant 1 1 1 1
Recording Secretary* 0.22 0.25 0.25 0.25
Total FTE 2.22 2.25 2.25 2.25
Total FT/PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT 2 FT/1 PT
*FTE change in FY2020 reflects a more realistic depiction of hours needed to support the Select Board.
8100 - Select Board 3
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
Element: 8110 Select Board's Office
Budget Description: The Select Board's budget is increasing $4,583, or 1.88%. Wage
increases include in-lieu-of-step increases for Select Board's office staff. Expenses include
yearly memberships in MMA and MAPC. Expense increases capture quoted increases in the
cost of the annual single audit, offset by discontinuing a subscription for legal reference books.
The Select Board 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 Select
Board members 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 Select Board's staff provide support to
the Board and serve as liaison between the public and the Board.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object Description Actual Actual Appropriation Request Increase Increase
511000 Regular Wages $861437 $1181280 $119,181 $125,764 $61 583 5.52%
511010 Part-Time Wages $151349 $0 $10,018 $107018 $0 %
Subtotal Compensation $101,786 $118,280 $129,199 $135,782 $6,583 5.10
520000 Contract Services $351201 $101100 $241825 $24,825 $0 %
538080 Printing & Forms $23 $324 $1,000 $17 000 $0 %
538010 Advertising $11269 $161 $1,000 $17000 $0 %
538060 Catering/Meals $41 595 $360 $11 000 $17 000 $0 %
527030 Lease Agreements $11 998 $21 005 $21 500 $27 500 $0 %
542020 Postage & Mailing $1 $0 $500 $500 $0 %
530060 Prof Dev&Training $88 $140 $11500 $17500 $0 %
530040 Sem./Workshops/Conf. $11528 $1,451 $1,500 $17500 $0 %
530050 Audit $511750 $52,000 $56,500 $587500 $21000 3.54%
558000 Supplies $21 353 $524 $1,500 $1,500 $0 %
542000 Office Supplies $888 $11 339 $21 000 $27 000 $0 %
573000 Membership/Dues $171849 $171944 $211013 $17,013 $ 4,000 19.04 %
Subtotal Expenses $117,543 $86,348 $114,838 $112,838 $(2,000) (1.74)
Total 8110 Select Board's Office $219,329 $204,628 $244,037 $248,620 $47583 1.88%
8100 - Select Board 4
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FY2022 Budget Development
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Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
Element: 8120 Legal
Budget Description: The Select Board 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, through March 31,
2021. The Town uses legal counsel to handle a variety of matters. Town Counsel prepares and
reviews certain contracts and other legal documents. Town Counsel also reviews articles for
Town Meeting Warrants and attends the Town Meeting and meetings of the Select Board when
necessary. Town Counsel regularly reports on the status of all litigation affecting the Town to the
Select Board and to the citizens annually in the Town Report.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
520000 Contract Services $0 $0 $0 $0
530000 Professional Services $0 $0 $0 $0
530030 Le al Services 1 $301,2141 $241,617 $410,0001 $395,0001 15,000 3.66OX
Subtotal Expenses $301,214 $241,617 $410,000 $395,000 $(15,000) (3.66)
Total 8120 Legal $301,214 $241,617 $410,000 $395,000 $(153000) (3.66)%
8100 - Select Board 5
Town of L
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FY2022 Budget Development
Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
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 bylaws.
The Town Report Committee is a volunteer committee appointed by the Select Board. 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 annually in March. 1,000 copies are distributed 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)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I 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 $77500 $71500 $7,688 $77688 %
538080 Printing & Forms $37690 $37504 $6,000 $67000
Subtotal Expenses $11,190 $11,004 $13,688 $13,688 $0
Total 8130 Town Report $11,190 $11,004 $13,688 $133688 $0
8100 - Select Board 6
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FY2022 Budget Development
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Departmental Budget Requests
Program: 8000 General Government Subprogram: 8100 Select Board
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. A projection for the current and projected fund balances is noted in the table
below.
Budget Data (by Object Code)
FY2019 FY2020 FY2021 FY2022 Dollar Percent
Object I Description Actual Actual Appropriation Request Increase Increase
511010 Part-Time Wages $0 $0 $0 $0 $0
Subtotal Compensation $0 $0 $0 $0 $0
520000 Contract Services $59770851$6111477 $627,151 1$60275001 $(247651) (3.93)%
538080 Printing & Forms $0 $0 $0 $0 $0 %
Subtotal Expenses $597,085 $611,477 $627,151 $602,500 $(24,651) (3.93)
Total 8140 PEG Access $597,085 $611,477 $6275151 $6023500 $(243651) (3.93)%
Public, Education and Government (PEG) Access Special Revenue Fund Balance
FY2019 FY2020 FY2021 FY2022
Actuals Actuals Budget Request
Beginning Balance $ 15303,316 $ 19312,971 $ 15289,044 $ 132013333
Revenues $ 632,924 $ 617,990 $ 565,000 $ 545,000
Transfers for-
LexMedia $ 6001902 $ 6177476 $ 6271151 $ 602)500
DPF AV Specialist $ 171701 $ 19,466 $ 205310 $ 215212
Benefits $ 4,665 $ 47976 $ 51250 $ 51575
Total Transfers $ 6231268 $ 6417918 $ 6521711 $ 6293287
Ending Balance is 17312,971 $ 112897044 Is 112011333 is 1,117,046
8100 - Select Board 7