HomeMy WebLinkAbout2019-12-09 BOS-min
Selectmen’s Meeting
December 9, 2019
A meeting of the Lexington Board of Selectmen was called to order at 5:00 p.m. on Monday,
December 9, 2019 in the Selectmen’s Meeting Room of the Town Office Building. Present were
Selectmen Mr. Lucente, Chair; Mr. Pato; Ms. Barry; and Mr. Sandeen as well as Mr. Malloy,
Town Manager; and Ms. Katzenback, Executive Clerk.
FY21 Proposed Budget – Library Budget Presentation
Ms. Stembridge, Director Cary Memorial Library; and Ms. Smith, Assistant Director, presented
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the FY2021Library Budget. Ms. Stembridge noted that the Library celebrated its 150
anniversary in 2019. More than 1million items were loaned out during the year; 22% of these
items were digital. Reference inquiries increased over the year, indicating that people still want
human guides, rather than doing online research only. Programs included history lectures,
creative workshops, teen events, after hours events for community groups. Ms. Stembridge said
the Staff works very hard to ensure the Library exceeds community expectations.
There are ten major items on the Library’s action plan. Ms. Stembridge highlighted several:
preliminary planning for the Children’s Room renovation ($100,000 Capital funds received in
FY2020); digitizing the Lexington Minuteman newspaper microfilm for ease of use and
preservation; conducting an accessibility audit on the Library facility and website to ensure the
Library experience is as welcoming as it intends to be to all members of the community.
Donations through the Friends of the Cary Library and the Cary Library Foundation provide
about $250,000 per year to the Library’s budget, paying for all programming, exhibitions, and
about ¼ of the materials budget. These groups also contribute about 5000 hours to support
Library operations.
Ms. Smith presented a level-service budget request of $2,894,341, to be supported from Town
funds, an increase of $45,392 or 1.59% from FY2020. Compensation is increasing by $15,780
or 0.68%, which reflects contractual obligations. FY2021 Compensation does not include any
estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020.
Funds for prospective increases are captured in the Salary Adjustment account within the Town
Manager’s budget. Expenses are increasing by $29,612 or 5.79%, driven by increases in service
contracts.
Ms. Smith noted that the Minuteman Library Network made the executive decision to
automatically renew non-digital materials that exceed their due dates, as long as no one is
waiting for those materials. This means that fines for these items (estimated at $32,400 for
FY2021) will not be collected, impacting the Library’s ability to pay for supplies, professional
development, programming, and other services.
Administration and General Services: This is a level-service budget. Amounts requested
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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.
Adult Services: The overall adult staffing budget reflects an increase of $54,843 or 4.20%. The
increase is primarily due to correctly aligning staff assigned to Adult and Youth Services, and
otherwise reflects contractually obligated step increases for FY2021.
The Adult Book line item is increasing by $11,596 or 7.20%. The Adult Audiovisual line is
increasing by $1,115 or 5.01%. Minuteman Digital Content is increasing by $7,552 or 25.51%,
and reflects the rapid growth in demand for electronic resources.
Youth Services: The overall Youth Services staffing budget reflects a decrease of $(40,927) or
(5.67)%. This is primarily due to correcting the alignment of staff assigned to Adult and Youth
Services, and reflects contractually obligated step increases for FY2021.
The Youth Services expense line is increasing by $3,703 or 4.40%, and includes all materials
purchased for Children and Teens.
Program Improvement Requests (PIRs) include:
Increase materials budget to meet 100% of the State mandate: FY2021 $46,000.
Increase Library Technician position hours by an additional 12 hours/week to be 37
hours/week for Adult Services/Programming.
Additional Part Time Adult Page (shelver) position
All Selectmen expressed appreciation for the Library services and Staff. Ms. Barry strongly
supported fully funding 100% of the State mandate as expressed in the first PIR.
FY21 Proposed Budget – Information Technology Budget Presentation
Mr. Case, Chief Information Officer; and Ms. Goodman, IT Director; presented the proposed
FY2021 IT budget which reflects an increase of $141,077 or 5.32% over the FY2020 budget.
Compensation represents $45,627 or 5.11%, reflecting step increases. Expenses increase
$95,450 or 5.43%. Major drivers are software maintenance contracts; professional
development/training.
IT Department Goals: Maximize the value of current systems (Laserfiche, ViewPermit,
MUNIS, VISION, Novatime ProPhoenix); Continue to invest in the Town's IT infrastructure and
security posture; Redesign the Town’s website to provide a new look and feel along with provide
better accessibility and findability; Focus on future visioning for IT.
IT Administration: The Information Technology FY2021 budget request reflects a $141,077 or
5.32% increase over the FY2020 budget. Compensation increases by $45,627, or 5.11%, and
reflects contractually obligated increases.
The requested expense budget reflects an overall increase of $95,450 or 5.43%. Notable changes
from last year's budget include –a decrease in Professional Services of ($39,000) to discontinue.
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Gartner industry research services; an increase in Professional Development/Training of $10,000
due to the addition of a staff MUNIS training module, and an increase in general municipal staff
training; and an increase of $114,000 or 13.16% in Software Maintenance.
Program Improvement Requests (PIRs) include:
Add a second Systems and Applications Administrator to the IT team: $95,630.
Capital Requests:
Phone Systems & Unified Communication: FY2021 $150,000
Network Core Equipment Replacement FY2021 $0
Municipal Technology Improvement Program FY2021 $100,00
Network Redundancy & Improvement Plan: FY2021 $0
Application Implementation: FY2021 $325,000
Mr. Lucente applauded the training effort to help Staff learn how to use new software
acquisitions. He asked for a list of software allocations by department and asked what
departments/buildings were using the-end- of- life equipment slated for updates.
Ms. Goodman said a replacement schedule can be shared. There is no precise plan of when or
what will be migrated to the Cloud but it is part of the Town-wide communication plan. Mr.
Case said the reason Office 365 is not be implemented all at once is due to cost containment
efforts.
Ms. Barry asked how many past-funded projects are not yet complete. Ms. Goodwin said the
VOIP project involving 30 School and Town buildings is not complete because only so many
buildings could be done in any given year. There have also been some recent postponements due
to network remediation and some buildings were postponed because of renovation or
construction timelines. The Capital budget and the Town’s IT budget, not the School budget, pay
for town-wide projects.
Ms. Barry said she supports forming a combined Town and School IT department, rather than
maintaining two separate departments.
Ms. Barry asked who is monitoring the Laserfiche project, the individual departments or IT? Ms.
Goodman said one IT project manager oversees the whole project, which is expected to continue
for another five years. Capital funds covered project start-up costs and then individual
department Operating budgets take over continued costs.
Ms. Barry asked how software training is handled. Ms. Goodman said IT Staff reach out to
departments to find out what they need and then provide that training.
Ms. Barry said that the new Town website should be designed for better accessibility and
transparency rather than for a new “look” or “feel”. The Selectmen said they field comments
from the community frequently that people struggle to find what they’re looking for on the
website.
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Mr. Sandeen asked if changes in operational practice caused the substantial increases in contract
service and software costs. Mr. Case said nothing dramatic has occurred operationally but he
will look back to analyze what took place.
Mr. Sandeen asked what the Town gets for the $100,000 storage expense. Mr. Case said that it
will get capacity to store emails for 15 years and document/data.
Mr. Pato asked what the shared calendaring and scheduling scope would be of. Mr. Case said
ideally the long-term goal is that it would encompass both the Town and the Schools.
Mr. Pato views putting off the network redundancy project as a continuing risk. Mr. Case
indicated that the Police Station project and communication tower project timelines are the cause
of the delay.
FY21 Proposed Budget – Department of Public Works
Mr.Pinsonnault, Public Works Director; Mr. Livsey, Town Engineer; Mr. Valenti, Manager of
Operations; Erik Gitschier, Superintendent of Highway, Equipment, and Drains; presented the
DPW divisions’ budget proposals.
The FY2021 All Funds budget of $11,903,569 is comprised of four subprograms (DPW
Administration/Engineering; Highway Maintenance; Public Grounds; Environmental Services).
The FY2021 request represents an overall increase of $312,069 or 2.69%. The All Funds budget
is inclusive of the Compost, Minuteman Household Hazardous Product (MHHP), Burial
Containers and Tree revolving funds. Less these revolving funds, the General Fund budget
request is $10,755,001 which is $272,211 or a 2.60% increase over the FY2020 budget.
DPW Administration: The DPW Administration FY2021 All Funds budget request is $696,339
which includes a $20,000 authorization for the Regional Cache revolving fund. This is an
increase for All Funds of $28,142 or 4.21% more than FY2020, and reflects a 4.34% increase for
the General Fund portion. For the General Fund, compensation is increasing $26,842, or 4.41%,
due to contractually obligated step increases. Expenses are increasing $1,300 or 3.25%, due to
increased staff training in customer service, computer programs and maintenance practices as
well as a slight increase in office supplies in Administration and Engineering to cover cost of
office paper previously covered by the Finance office.
DPW Engineering: The FY2021 Engineering budget request for Compensation, is $52,823 or
6.68% more than FY2020. The request for expenses is increasing $4,650 or 3.30% over
FY2020. The request includes additional hours for part-time seasonal staff/interns to comply
with the EPA NPDES Phase II stormwater requirements as noted below.
The Professional Services line reflects the costs to comply with the EPA NPDES Phase II
stormwater requirements (non-capital). Examples of the requirements include public education
to residents, industry, commercial and construction groups, development of a stormwater
management plan and written illicit discharge detection and elimination procedures, quarterly
stormwater pollution prevention plan facility inspections, and catchment investigations. In
addition, the line encompasses continued environmental monitoring at the Hartwell compost
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facility.
DPW Engineering Goals: Continue to proactively implement the NPDES program in a practical
and cost-effective manner; Continue improving the DPW asset management plan.
Engineering PIR:
Senior Civil Engineer position conversion: $9,563
Street Lighting: The total Street Lighting budget is decreasing $(9,362) or (3.54)% from
FY2020. The Town continues to replace faulty induction light ballasts to make these lights fully
operational which requires additional contracted labor, as reflected in a shift from bulbs and
fixtures to contractual service. Currently, the Town has a mix of fluorescent, CFL, and induction
fixtures.
Street Lighting Division Goals: Continue to proactively maintain a cost-effective lighting
system which reduces outage frequency and down time and provides safety along Lexington's
roadways; Continue to research conversion of street lights to LED technology with help from
MAPC.
Ms. Barry asked why there was an expense of $200 for catering. Mr. Pinsonnault said the
Forestry Department performs routine streetlight maintenance and inspections at night; as per the
contract, Staff are entitled to a meal.
Mr. Sandeen asked when all 3000+ LED fixtures throughout town, with the exception of the
Center, would be fully installed. Mr. Pinsonneault reported that they must be installed, and the
paperwork submitted, by May 31, 2020.
Highway Maintenance Division: The overall FY2021 Highway budget represents a $(61,720)
or a (4.10)% decrease from FY2020. Compensation is decreasing $(14,220) or (1.73)% due to
recent retirements and subsequent hiring at a lower step. FY2021 Compensation does not
include any estimate of prospective cost of living increases for contracts expiring on or before
June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account
within the Town Manager’s budget.
Expenses are decreasing $(47,500) or (6.94)% from FY2020. There is a decrease of $(39,200) in
the Professional Services line; due to a one-time Program Improvement for snow route
optimization.
Highway Division Goals: Continue with the repair and replacement of regulatory signs from
2013 Retro-reflectivity study; Continue the drainage flushing program and meeting the MS4
permitting requirements; Take proactive measures to clean and repair catch basins town wide;
Continue with sidewalk repair and preservation.
Mr. Pato asked if the budget included State Chapter 90 State road maintenance funds. Mr.
Pinsonnault and Mr. Gitschier said, as presented, it did not.
Equipment Maintenance Division: The Equipment Maintenance budget is increasing overall
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$48,842, or 6.64% from the FY2020 budget with most of the increase due to fuel and oil.
Compensation is decreasing $(1,966) or (0.78)%. FY2021 Compensation does not include any
estimate of prospective cost of living increases for contracts expiring on or before June 30, 2020.
Funds for prospective increases are captured in the Salary Adjustment account within the Town
Manager’s budget.
Expenses are increasing $50,808 or 10.54%. Under Professional Services there is a decrease of
$(500) to reflect the status of the recently introduced on-site inspections. Mr. Gitschier said the
biggest saving with on-site inspections is time. The Supplies, Engine Oils/Lubricants and
Vehicle Parts & Supplies have increased due to a larger number of in-house repairs; however, the
Equipment Service and Repairs have been reduced by $(25,000). The small equipment line item
will continue to fund the replacement of equipment necessary to maintain the current fleet, such
as attachments for the current vehicle lifts.
Equipment Maintenance Division Goals: Refine the preventative maintenance program with
new technologies; Implementation of new web-based technologies; Upgrade the old equipment
to meet the needs of the department.
Mr. Sandeen asked if the DPW takes care of all Town vehicles. Mr. Pinsonnault said it does not
take care of Police and Fire vehicles or all of the Facilities vehicles. Like Police and Fire, the
DPW has a vehicle replacement schedule.
Snow Removal Division: The overall snow removal budget is $1,447,612 which is an overall
increase of $60,379 or 4.35% from FY2020. This is due to the rebidding of the outside plowing
contractors and additional vehicle parts.
Snow Removal Division Goals: Refine the use of enhanced liquids with salt in order to enhance
the treatment processes and reduce salt consumption: Continue researching new technologies
that will improve the efficiency of snow removal operations: Continue researching and utilizing
composite plow edge technology.
Mr. Pato and Mr. Lucente said after the most recent snowfalls, the Center has been difficult for
pedestrians to navigate. Mr. Pato asked the Town Manager to ensure the message gets out to
residents that Police will not ticket if the parking meters are inaccessible.
Ms. Barry asked whether the protocol for snow removal in the Center is to cut close to the
curbing. Mr. Pinsonnault said the timing of the last storm made effective removal difficult but
more care will be taken in future.
Mr. Valenti said the new road brining system and the new spreaders coming online this snow
season will decrease the amount of treatment material necessary, saving money and improving
safety.
Snow Removal PIRs:
RoadDSS - Roadway Decision Support System: $12,000
People GIS - Snow Ops Software: $19,500
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Mr. Lucente encouraged the division to look into a grant for the RoadDSS. He agreed that the
People GIS would improve the snow subcontractor sign-in/out process. He applauded the truck
magnet ID system that tells residents which snow removal vehicles work for the Town.
Mr. Sandeen asked if the PIRs are one-time requests or on-going requests. Mr. Pinsonnault said
the People GIS is a one-time request with a yearly maintenance/upgrade cost of $9,000. The
Road DSS would cost $12,000 every year.
Parks Division: The total Parks Division FY2021 budget reflects an increase of $25,453 or
2.02% more than FY2020. Compensation is increase by $4,553 or 0.48%, driven by
contractually obligations, as well as the reclassification of some employees as they are set to
acquire job-related licenses and endorsements in FY2021. FY2021 Compensation does not
include any estimate of prospective cost of living increases for contracts expiring on or before
June 30, 2020. Funds for prospective increases are captured in the Salary Adjustment account
within the Town Manager’s budget.
Expenses are increasing $20,900 or 6.62% from FY2020. This is due to an increased cost in
Landscape Supplies and Materials for additional fertilizer, grass seed, and control products to
enhance our program, this would allow us to make additional applications to achieve better
playing conditions. There is also an increase in Water/Sewer to accurately account for irrigation
at athletic fields and public grounds.
Parks Division Goals: Continue the implementation of a proactive park maintenance program to
provide safe, well-maintained, aesthetically pleasing parks, athletic fields and public ground
areas; Continue to improve two turf areas per year, Fiske and Muzzey soccer fields are targeted
for 2021.
Parks PIRs:
Playground Maintenance: $10,000
Bike Amenity Maintenance: $10,000
Landscape Equipment: $24,000
Forestry Division: The FY2021 All Funds Forestry Division budget of $546,578 reflects an
increase of $7,712 or 1.43% from FY2020. Less the revolving fund, the General Fund FY2021
Forestry budget request is $501,578 which is an increase of $7,712 or 1.56% from FY2020.
Compensation reflects a decrease of $(5,188) or (1.81)% due to recent hiring at lower steps.
FY2021 Compensation does not include any estimate of prospective cost of living increases for
contracts expiring on or before June 30, 2020. Funds for prospective increases are captured in
the Salary Adjustment account within the Town Manager’s budget.
Forestry expenses are increasing by $12,900 or 6.24%. This increase is due to additional cost for
contractual services for tree pruning and removal.
Forestry Division Goals: Continue the implementation of planting at least 140 trees per year in
Town Right-of-Ways, parks, public grounds areas, and setback areas on private property. It is
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anticipated that the trees for the FY2021 plantings will come from bare root trees from a
supplier; Continue the implementation of a proactive tree maintenance program to minimize
hazard trees and perform timely tree pruning to promote good tree health, safety and aesthetics.
Tree Canopy Service: FY$2021 $30,000; FY2022 $30,000
Mr. Pinsonnault said the Town has an obligation to remove hazardous trees that were identified
in the recent Tree Canopy Survey.
Gerry Paul, Tree Committee Chair, said the Tree Canopy Survey makes clear whether trees are
healthy and how well they provide shade. This has bearing on issues of Sustainability and
climate resilience.
Mr. Pinsonnault said the tree recently lost on the Battle Green would be replaced in conjunction
with the Battle Green Master Plan work.
Mr. Pato asked if the Town’s tree nursery is still up and running. Mr. Pinsonnault said a lot of
work had gone into trying to make the nursery work but after 5-6 years of effort, the project
ultimately had to be abandoned.
Cemetery Division: The FY2021 All Funds Cemetery Division budget of $411,344 reflects a
$17,169 or 4.36% increase from FY2020. This amount includes the Burial Containers Revolving
Fund, which indicates a request for an authorization of $50,000. This fund is for the sale of
grave boxes and burial vaults.
Less the revolving fund, the FY2021 General Fund Cemetery budget is $361,344 which is a
$17,169 or a 4.99% increase. Compensation reflects an $11,969 or a 4.79% increase, due to
contractual and step increases. The expense budget reflects $5,200 or a 5.51% increase from
FY2020, due to the increased costs of landscaping services, safety supplies, and irrigation at
Westview Cemetery.
The Green Burial program has begun and surveyors have been hired to lay out more sites within
the existing footprint rather than developing new areas on the grounds. There has been quite a bit
of interest in the green burials but there has not yet been a green burial at Westview. A portion of
the grounds have been set aside specifically for Jewish green burials.
Cemetery Division Goals: Continue the GPS location of graves at Westview Cemetery and
begin plans for the other cemeteries; Continue to develop plans for a new Cemetery building at
Westview; Continue to develop the Green Burial program.
Refuse Division: The Superintendent of Environmental Services oversees this program that
supports the curbside collection and transportation of non-recyclable residential solid waste. It
also includes the collection and disposal of sharps and medical waste.
In April 2018, E.L. Harvey & Sons was awarded a 5-year refuse and recycling collection
contract.
Refuse Division Goals: Work with the Contractor to implement a manual refuse and manual
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single stream collection service and oversee enforcement of mandatory recycling by-law and
State waste bans regulations; Continue to support programs to divert organics residential trash.
Since May 2018, DPW has provided nearly 600 specialized green carts to residents participating
in a food scraps program.
Mr. Pinsonnault reported that the pink bag program has been successful. The green carts for food
waste are in high demand. About 900 carts have been distributed and Mr. Beaudoin is looking
for another grant to acquire more.
Recycling Division: The FY2021 All Funds Recycling Division budget of $2,364,334 reflects a
$100,256 or 4.43% increase from FY2020. This amount includes budgets from the General
Fund, the Compost Revolving Fund and the Minuteman Household Hazardous Products
Revolving Fund. Less the revolving funds, the FY2021 Recycling General Fund budget is
$1,330,766 which is an increase of $60,398 or 4.75% more than FY2020. The majority is driven
by anticipated increases in the transportation of solid waste and recycling.
Recycling Division Goals: Continue to assess markets and pricing for compost, loam, leaf, bark
mulch and yard waste disposal permits; Continue to support Zero Waste activities and programs,
to promote waste reduction programs at public events such as Discovery Day, community fairs
and other events; Complete implementation of DPW yard/compost facility operation's plan
including gate installation, security and conservation improvements; Explore and implement new
revenue opportunities.
Refuse Disposal Division: The disposal of Lexington's solid waste under an amended agreement
with the WTI waste-to-energy facility in North Andover. The agreement has been extended for
another 5 years through June 30, 2025.
The FY2021 tipping fee will be $78.00 per ton which is an $8.46 per ton increase over the
FY2020 tip fee. There is also a likelihood of additional residential and other multi-unit
developments that may impact cost.
Refuse Disposal Division Goals: Continue to implement waste reduction and diversion
programs and explore alternative disposal options available in the future.
Ms. Barry asked for an accounting of revenue from the Hartwell Avenue facility and an
assessment of the solar project. Mr. Pinsonnault said the solar project is complete except for a
few odds and ends. The road will eventually be paved. The traffic flow patterns have been sorted
out. Mr. Pinsonnault envisions a Capital request in a couple of years for a scale or a laser for the
facility. The Revenue projections for the Hartwell facility are still being worked on by the
Finance office; Mr. Pinsonnault will report the findings at a later date.
Mr. Sandeen asked what the cost comparison is between waste tonnage and recycling tonnage.
Mr. Pinsonnault said he can provide that breakdown.
Mr. Pato asked what the higher tonnage estimates are due to. Mr. Pinsonnault said properties that
may come on line would increase costs and the increase is to ensure those potential costs do not
scuttle the budget.
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Mr. Pato asked if food composting could be made mandatory for all public events, as it is on
Discovery Day. Mr. Pinsonnault said Mr. Beaudoin is looking at this. No cost estimates for such
an initiative are included in this budget. Mr. Pato seconded Mr. Sandeen’s request for a
breakdown of recycling versus waste tonnage costs, and added that the public wants to be certain
that eligible materials actually get recycled.
Mr. Pato relayed a request from residents that commercial-grade recycling bins be made
available for purchase though the DPW. Mr. Pinsonnault reported Mr. Beaudoin is also looking
for a grant to fund this program.
Mr. Lucente asked what happened with a proposed trash auditing program. Mr. Pinsonnault
reported the effort will take place in 2020. Mr. Lucente said the Public Information Officer can
help get word out about what materials can be recycled. Mr. Pato said all recycling information
disseminated by the DPW should be consistent.
Capital Improvement Requests with FY2021 impact:
Equipment Replacement: FY2021$1,368,000
Street Improvements: FY2021 $2,634,022
Storm Drain Improvements and NPDES compliance: FY2021 $385,000 (grants poss.)
Hydrant Replacement Program: FY2021 $150,000
Sidewalk Improvement: FY2021 $800,000
Battle Green Master Plan Phase 3: FY2021 $317,044 (CPC funding)
Town-wide Signalization Improvements: FY2021 $125,000
Westview Cemetery Building: FY2021 $3,100,000
Staging for Special Events: FY2021 $55,000
Bedford and Hartwell Ave Long Range Transportation Improvements: FY2021
$1,500,000
New Sidewalk Installations: FY2021 $280,000
Ms. Barry asked what the sidewalk condition index is currently. Mr. Gitschier said the most
recent assessment showed 60% were “above average.”
For the record Ms. Barry clarified that 70 miles of sidewalks on 6 routes are cleared of snow by
the Town. Mr. Pinsonnault reported that sidewalks clearance occurs at the end of a storm since
keeping up mid-storm is too difficult. Depending on the storm, it is typically a 48-hour process to
get all the sidewalks cleared. Mr. Lucente said the biggest concern is kids getting to school,
provided schools remain open. Mr. Pinsonnault said the schools are a priority for sidewalk
clearance. Crews start at the schools and work out but the timing of a storm can thwart these
well-laid plans. Mr. Lucente asked that the sidewalk routes the Town is responsible for be made
known so residents understand whether they— or the Town— are responsible for clearance.
Mr. Pato noted that no Town bylaw obligates residents to clear sidewalks not handled by the
Town but he asked that residents step up for the good of the community.
Mr. Sandeen asked residents with snow plowing services to instruct plowdrivers not to pile snow
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onto sidewalks such that walking is impossible.
The Water/Sewer Division—Water Enterprise: The FY2021 budget request for the
Water Enterprise Fund is $11,636,605. This is an increase of $754,610 or 6.93% more than
FY2020. Compensation is increasing$19,224 or 2.45% from FY2020, due to contractually
obligated step increases.
The expense request of $502,925 is $(5,950) or (1.17)% less than FY2020. A preliminary
FY2021 MWRA assessment will be issued in February by the MWRA Board of Directors to be
followed by the final assessment in June 2020. For now, an increase of 10% has been projected.
Indirect payments to the General Fund are preliminarily, shown with no increase, with final
numbers pending the completion of an Indirect Cost Study by the Finance Department. OPEB
and Debt service numbers are preliminary as well.
The Water Division maintains and repairs the water system which delivers water to Lexington
homes and businesses. The system has been operated as an enterprise fund since 1988, which
means that fees charged to customers are calculated to cover all operating and capital expenses.
These expenses include the purchase of the water from the Massachusetts Water Resources
Authority (MWRA) and the operating expenses of the Water Division.
The Water Division has a three-block inclining rate structure to encourage water conservation.
As a customer uses more water, the water rate increases. Customers are billed twice per year
based on water consumption from which a sewer charge is determined.
Division Goals: Continue with the Hydrant Maintenance Program. Begin implementing the
Automatic Meter Reading System (AMR). Implement a valve/hydrant maintenance and/or
backflow/cross connection program. Continue to evaluate water usage--to move towards
conservation efforts.
Water Operations: The Water Operations Compensation budget funds one-half of the salaries
for the Superintendent and Utility Billing Manager, and one-fifth of a DPW clerk's salary, along
with the wages of 10 Water Division employees. Water staff work with the Water/Sewer
Abatement Board.
The Water Division is requesting Compensation of $804,234 which is an increase of $19,224 or
2.45% from FY2020. The Expense request of $502,925 reflects a decrease of $(5,950) or
(1.17)% from FY2020. The main areas of increases are in postage and supplies. The professional
development increase is due to the need to provide training and licenses for existing and several
new personnel. Postage is increasing to cover the actual costs and cover any additional costs to
inform residents of water conservation.
Please note that debt service is subject to change for FY2021 as the impact of the proposed
FY2021 water capital budget is evaluated.
Water MWRA: Lexington belongs to the Massachusetts Water Resource Authority (MWRA)
from which it purchases almost two billion gallons of water each year. The Town provides this
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water to approximately 99.8% of Lexington residences and businesses. The FY2021 MWRA
assessment is shown as a 10% 'placeholder' at this time. The preliminary FY2021 assessment
will be known in February, with the final assessment being approved by the MWRA Board of
Directors in June 2020.
Sewer Enterprise: The FY2021 budget request for the Sewer Enterprise Fund is $11,261,280.
This is an overall increase of $807,349 or 7.72% more than FY2020.
Compensation is increasing$10,954 or 3.08% from FY2020, and is primarily due to recent
promotions and contractually obligated step increases. Expenses are increasing by $11,200 or
2.59% from FY2020. A preliminary FY2021 MWRA assessment will be issued in February by
the MWRA Board of Directors to be followed by final assessment in June 2020. Indirect
payments to the General Fund are preliminarily shown as level-funded, with final numbers
pending the completion of an Indirect Cost Study by the Finance Department. OPEB and debt
service numbers are also preliminary.
The Sewer Division maintains the entire sewer system, which serves 99% of Town residences,
and insures the safe and proper discharge of the Town's wastewater. Sewer rates are calculated to
recover all costs associated with the disposal of sewage, operating expenses and indirect costs of
the Sewer Division. This system has operated as an enterprise fund since 1988, which means that
fees charged to customers are calculated to cover all operating and capital expenses. Customer
sewer rates are determined based on water usage over the same period.
Division Goals: Continue the pipe flushing program and root removal in all areas; Work with the
Water Enterprise Division in implementing the Automatic Meter Reading System (AMR);
Continue to educate the public as to the costs and problems created by Inflow & Infiltration
Sewer Operations: The Sewer Operations budget funds one-half of the salaries for the
Superintendent and Utility Billing Manager, and one-fifth of a DPW clerk's salary, along with
the wages of three Sewer division employees and two seasonal employees. Sewer staff works
with the Water/Sewer Abatement Board.
The Sewer division is requesting Compensation of $366,568 which is a net increase of $10,954or
3.08% from FY2020. The expense request of $444,150 is $11,200 or 2.59%more than FY2020.
The increase in Contractual Services is due to cost increases for services to repair wastewater
services to residents, video inspection of wastewater services when needed, plus cost increases to
resurface roadways over sewer services that will be and/or were repaired. Fees for postal services
is increasing due to cost increases and to inform residents of water conservation. Debt service
numbers are preliminary.
Please note that debt service is subject to change for FY2021 as the impact of the proposed
FY2021 sewer capital budget is evaluated.
Sewer MWRA: The Town of Lexington pays the Massachusetts Water Resource Authority
(MWRA) to treat and dispose of the Town's sewage. The FY2021 MWRA assessment is shown
as a 10% 'placeholder' at this time. The preliminary FY2021 assessment will be known in
February, with the final assessment being approved by the MWRA Board of Directors in June
2020.
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Capital Improvement Requests:
Sanitary Sewer System Investigation and Improvements: FY2021 $1,000,000 (grant/loan)
Pump Station Upgrades: FY2021 $401,200
Water Distribution System Improvements: FY2021 $2,200,000
Mr. Livsey said the useful life of water pipes is 100 years; 1% is being replaced annually. This
percentage is about as much capacity as the department can handle and about as much road
disruption as road users can tolerate in any given year.
Mr. Pato asked if the Grove Street area should have its own pumping station or a water tower to
address low water pressure. Mr. Livsey stated that the water pressure issue is now under control
and no boosting system is needed. Pressure is monitored throughout the summer. The Fairland
Street area, however, is in need of pressure supports and the department is looking into it.
Mr. Livsey said he anticipates significant work will be needed in the next five years on the two
90-year old Morgan Road water towers.
FY21 Proposed Budget – Board of Selectmen Office
Ms. Katzenback, Executive Clerk, reported that the FY20 Selectmen's All Funds budget
inclusive of the Selectmen's Office, the Legal budget, the Town Report and the PEG Special
Revenue Fund is increasing by $19,980, or 1.57%. General Fund compensation is increasing
$3,055 or 2.42% to capture step increases and General Fund expenses are increasing $16,925 or
1.47%. The Legal and Town Report components of the Selectmen's budget are level-funded.
Selectmen’s Office: The Board of Selectmen's General Fund budget is increasing $7,305, or
3.09%. Wage increases include in-lieu-of-step increases for Selectmen's office staff. Expenses
include yearly memberships in MMA and MAPC. Expense increases capture quoted increases in
the cost of the annual single audit.
Legal: The Town is currently represented by the law firm of Anderson & Kreiger. The FY2021
budget request of $410,000 represents a 0% increase over FY20.
Town Report: The FY21 budget request of $13,688 represents a 0% increase over FY2020. The
printing budget of $6,000 is never fully used so the line item could be reduced in future.
PEG Access: The FY21 budget request of $627,151 represents a 2.06% increase over FY2020
due to the contract with LexMedia.
Mr. Pato noted that PEG access funding will undoubtedly decrease over the coming years;
maintaining quality programming will become more challenging.
Mr. Sandeen reported that the Communication Advisory Committee estimates there will be
$30,000-$32,000 less revenue from cable subsidies this year than last year.
Ms. Barry asked Mr. Malloy for an update on PEG access Revenue for the year.
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Adjourn
Upon motion duly made and seconded, the Board of Selection voted 4-0 to adjourn at 7:49 p.m.
A true record; Attest:
Kim Katzenback
Executive Clerk
Kim Siebert
Recording Secretary
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