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FISCAL YEAR 2009
MANAGER S RECOMMENDED
BUDGET &FINANCING PLAN
JANUARY 1.4. 2008
GOVfRNINEHT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
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Town of Lexington
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Table of Contents
The Government Finance Officers
Association of the United States and
Canada (GFOA) has presented an award
of Distinguished Presentation to the Town
of Lexington, Massachusetts for its annual
budget for the fiscal year beginning July 1,
2006.
In order to receive this award, a
governmental unit must publish a budget
document that meets program criteria as a
policy document, as an operations guide,
as a financial plan and as a
communication device.
This award is valid for a period of one
year only. We believe our current budget
continues to conform to program
requirements, and we are submitting it to
GFOA to determine its eligibility for
another award.
The budget document outlines the Town's financial plan as recommended by the Town
Manager. Both the operating and capital budgets are contained in this document. The
effective period of this budget is from July 1, 2008 to June 30, 2009.
Budget-in-Brief
Report of the Town Manager
The Budget Message is a letter to the Board of Selectmen from the Town Manager in support of the
enclosed budget recommendations. The letter provides an overview of the operating and capital budget,
identifies significant budget issues, and explains the Town Manager's rationale for budget
recommendations.
Section I: Budget Overview
The Budget Overview contains several summary tables which display the calendar of the FY 2009 budget
process, a expenditure and revenue history, and a detailed summary of proposed appropriations for the
coming fiscal year.
Budget Calendar & Process
Summary of Expenditures, Appropriations, and Revenues 1 -1
Program Summary 1 -2
FY 2009 Manager's Rec'd Budget & Financing Plan 1 Table of Contents
Section II: Revenues
The Revenue section contains a narrative description of revenue sources followed by a series of tables that
display a detailed summary of revenues and fund balances.
Description of Revenues
Detailed Budget Information
Section III: Program 1000: Education
1000 Education Program
1100 Lexington Public Schools
1200 Regional School
III -1
III -2
III -6
Section IV: Program 2000: Shared Expenses
2000 Shared Expenses
IV -1
2100 Employee Benefits
IV -2
2200 Debt Service
IV -6
2300 Reserve Fund
IV -10
2400 Facilities Department
IV -14
Section V: Program 3000: Community Services (Public Works)
3000 Community Services
V -1
3100 DPW Oversight
V -2
3200 Highway
V -6
3300 Public Grounds
V -10
3400 Environmental Services
V -14
3500 Transportation
V -18
3600 Water Enterprise
V -22
3700 Sewer Enterprise
V -26
Section VI: Program 4000: Public Safety
4000 Public Safety
4100 Law Enforcement
4200 Fire & Rescue
VI -1
VI -2
VI -6
FY 2009 Manager's Rec'd Budget & Financing Plan 2 Table of Contents
Section VII: Program 5000: Culture and Recreation
5000 Culture and Recreation
5100 Cary Memorial Library
5200 Recreation Enterprise
VII -1
VII -2
VII -6
Section VIII: Program 6000: Social Services
6000 Social Services
6100 -6200 Council on Aging /Social Services
VIII -1
VI 11-2
Section IX: Program 7000: Community Development
7000 Community Development
7100 Office of Community Development
7200 Planning
7300 Economic Development
IX -1
IX -2
IX -6
IX -10
Section X: Program 8000: General Government
8000 General Government
X -1
8100 Board of Selectmen
X -2
8200 Town Manager
X -6
8300 Town Committees
X -10
8400 Finance
X -14
8500 Town Clerk
X -18
8600 Management Information Systems
X -22
FY 2009 Capital Improvement Budget &Financing Plan
Section XI: Capital Investment
FY 2009 Capital Improvement Budget & Financing Plan
XI -1
Appendices
Section X11: Appendices
Appendix A: Program Improvement Request Summary A -1
Appendix B: Glossary B -1
Appendix C: 2007 -2008 CPA Use Summary C -1
FY 2009 Manager's Rec'd Budget & Financing Plan 3 Table of Contents
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Carl F. Valente, Town Manager Tel: (781) 862 -0500 x276
Linda Crew Vine, Deputy Town Manager Fax: (781) 861 -2921
January 14, 2008
The Honorable Board of Selectmen, Appropriation Committee and Capital
Expenditures Committee:
I am hereby submitting the FY2009 Recommended Budget and Financing Plan.
At this time, the recommended budget exceeds projected revenues by $1,290,949.
This is a comprehensive budget, including both the Town Manager's recommendations
and the Superintendent of School's proposed budget. In keeping with the schedule
established by the Board of Selectmen, this Municipal and School Department budget is
being presented so that the Board of Selectmen can conclude its deliberations by
February 14, 2008 in order to forward a final recommended budget to the Appropriation
and Capital Expenditures committees and Town Meeting by February 29, 2008.
As has been the practice in prior years, a revenue allocation model is being developed
and will be presented at the Budget Summit on January 16, 2008. When applied to the
school and municipal budgets, the allocations resulting from the model will provide the
Board of Selectmen and School Committee with a revenue -to- budget comparison that
will help determine how the $1.3 million budget shortfall will be allocated between the
Municipal and School Department budgets.
Budget Presentation
This budget document follows the previous years' format with two exceptions.
1. With the creation of a Department of Public Facilities this past year, the FY2009
Recommended Budget and Financing Plan now includes a consolidated Town
and School facilities budget, shown under Shared Expenses (Section IV).
Consistent with the Memorandum of Agreement signed by the Board of
Selectmen, School Committee and Town Manager, the School facilities portion
of the Public Facilities budget has been prepared by the Superintendent of
Schools and submitted to the School Committee for its review.
2. School crossing guards, budgeted in the School Department budget in prior
years, are now shown in the Law Enforcement (Police) budget. This is due to
the Police Department assuming overall supervisory responsibility for this
program. The approximately $130,000 budget for crossing guards is now
included, therefore, in the Police budget.
1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420
Budget Highlights
The school and municipal budgets presented are effectively level- service budgets; that
is, they represent the cost of delivering in FY2009 the same level of service being
delivered in the current fiscal year. There are some limited exceptions where previous
budget reductions have been restored or changing service demands have necessitated
budget increases. These changes are highlighted, where applicable, in the departmental
narratives as New Requests Recommended by the Town Manager, and summarized in
Appendix A located in Section XII. Also found in Appendix A is the Superintendent's
supplemental budget request consisting largely of new or expanded programs.
The significant changes in the FY2009 recommended level- service budget are:
FY2008
Adjusted
Education $61,479,231
Municipal Depts. All 24,450,067
Health Insurance 19,869,487
Debt Service 3,798,137
Cash Capital L35500
Appro. to Reserve Fund 468,868
Appro. to SPED Reserve 0
Appro. to OPEB Reserve 0
FY2009
$
%
Recommended
Chi
Cho.
$65,097,299
$3,627,338
5.9%
25,759,310
1,309,243
5.4%
21,895,038
2,025,551
10.2%
402,541
204,404
5.4%
1,528,750
170,750
12.6%
55000
80,132
17%
35000
35000
40000
40000
Proposed Budget and Financing Plan
To facilitate the review of this document I have highlighted below some of the salient
aspects of this budget:
1. Revenue Projections (Section II) — General fund revenues are projected to increase
by $6.9 million or 5.4 percent. The projection herein is $289,144 greater than that
presented at Summit II on November 13, 2007. The differences are attributable to
the following:
• A $66,258 increase in the FY09 tax levy based on the final certification of
FY2008 new growth by the Department of Revenue;
• An additional $400,000 increase in the estimate for State Aid (Chapter 70) based
on Governor Patrick's previous commitment to the new education funding
formula. The Governor's proposed FY09 budget will be released at the end of
January. This will provide the Town with a better indication of State aid for
FY09;
• A $52,000 increase in local receipts by re- categorizing funds previously treated
as a grant from Minuteman High School (School Resource Officer);
• A $21,400 increase in Liberty Ride receipts;
• A $138,402 application (increase) of insurance proceeds, applied to the
uninsured losses account;
• A $20,000 increase in the transfer from the Cemetery Trust Fund;
2
• A $50,000 increase for a payment from Brookhaven, to be appropriated to
LexHab;
• A $2,194 decrease in revenue offsets;
• A $4,794 increase in other miscellaneous revenues; and
• A $461,516 reduction in the use of Free Cash. The disposition of these funds
will be discussed at future Financial Summits and budget deliberations.
2. Budget Summary: Education, Shared Expenses, Municipal Departments —
• Section III of this document includes the School Department budget proposed by
the Superintendent of Schools to the School Committee. It is a level- service
budget. The Superintendent's complete budget request can be found at
http://lps.lexingtonma.org/LPSFY09SubmitBudget.pdf
• Section IV of this document includes all shared expenses. For FY09 the
Department of Public Facilities is included in this category.
• Sections V to X of this document include the recommended budgets for
municipal departments. Department managers have submitted level- service
budget requests, which are reflected in the column "FY2009 Requested." Also
shown in each departmental budget are any program improvements requested by
a department manager and recommended by the Town Manager. These are
included in the column "FY2009 Manager Recommended." Of the $1,306,227
in program improvements requested by departmental managers, $306,318 is
included in the Town Manager's recommended budget.
3. Reserves — The proposed budget calls for the continued effort to build reserves, as
recommended by the Selectmen's Financial Policy Committee. Specifically, the
following reserve recommendations are being made:
• Increase the Stabilization Fund by $1,000,000, which will bring this fund total to
approximately $6,500,000;
• Increase the Appropriation Committee Reserve Fund by $80,132 to $550,000;
• Create a new Special Education Stabilization Fund, funded at $350,000, with a
goal of building this fund to $800,000 - 1,000,000 over a three year period; and
• Create a new Other Post Employment Benefits Stabilization Fund, funded at
$400,000, to begin funding over the next 30 years the Town's $100 million
retiree health insurance liability.
4. Capital Expenditures (Section XI) — As recommended by the Selectmen's Financial
Policy Committee, we have continued to aggressively fund our capital program to
address a significant backlog of deferred maintenance projects. The proposed FY2009
Capital budget calls for the following:
• Recommendation for $5.4 million for various Town and School projects, with
$1.2 million recommended to be funded from prior year capital balances and
other funding sources, leaving a balance of $4.2 million financed with general
fund debt;
• Authorization of $1.8 million in water enterprise fund debt;
• Authorization of $1.3 million in wastewater enterprise fund debt; and
3
• Appropriation of $1,525,750 for capital projects funded directly from the tax
levy (cash capital). This is an increase of $170,750 over the FY2008 amount.
5. Open Issues — Other aspects of this budget which may change as additional
information becomes available are:
• State Aid — The Governor's proposed budget will be presented at the end of
January. The Legislature will not likely approve the FY09 State budget until
after the conclusion of Town Meeting. It may, however, as it did last year,
approve a State aid resolution in April, which would be a strong indication of
final State aid amounts for cities and towns.
• Minuteman Regional Technical High School — While this budget includes a
projected increase of 10 percent for this assessment, a more accurate figure
should be available following the January 22, 2008 Minuteman School
Committee budget presentation.
• Community Preservation Act (CPA) Funding —A number of capital projects
have been submitted to the Community Preservation Committee (CPC) for
funding through the CPA. As of the date of this document, most of these
requests have been acted on by the CPC and are reflected in the proposed Capital
Plan (Section XI -Table V). The requests for the School Administration building
(old Harrington) upgrades and Munroe Center for the Arts fire protection
program are still pending before the CPC.
• Overlay Reserve — Finance Department staff are evaluating the Overlay account
(reserve for property tax abatements and exemptions) to determine whether any
balances may be available for FY09 appropriation
Acknowledgements
Preparing a budget document with this level of detail is a significant undertaking. I
would like to express my appreciation to all of the Town department managers and
board and committee members who contributed to the development of this budget. I
would like to specifically acknowledge Town Accountant Laurie Dell' Olio, Assessor
Joseph Nugent, Assistant to the Town Manager Candy McLaughlin, Management Intern
Matt Courchene, Executive Assistant Marie McDonnell and Deputy Town Manager
Linda Vine for their work in preparing the many facets of this document. In addition,
the preparation of this Recommended Budget and Financing Plan is due directly to the
analysis and extraordinary efforts of Assistant Town Manager for Finance Rob
Addelson and Budget Officer Michael Young.
Concluding Thoughts
In presenting this FY2009 Recommended budget the Senior Management Team and I
are committed to working with the Selectmen and financial committees in striking a
balance between the revenues we have available and the services desired by our
residents and businesses. The decisions you will have to make are not easy ones.
As you deliberate over these matters let me share with you comments made by the late
U.S. Supreme Court Justice Felix Frankfurter who observed: "... without highly trained,
4
imaginative, and courageously disinterested public officials, the democratic aim of our
society cannot be achieved. Such a body of public officials is indispensable no matter
what social and economic policies may express the popular will... "
As I submit my third annual operating and capital budget to the Board of Selectmen, I
continue to witness and marvel at your courageous commitment to public service and
the commitment of the staff, dozens of volunteers, committee members and Town
Meeting Members to making Lexington a quality community in which to live and raise a
family. Few residents are aware of the many hours of effort that are devoted to
developing a Town budget. In the past you have established a standard that we are one
Town, not a series of unrelated entities and constituent groups. I believe that the budget
you recommend to Town Meeting is the single most important policy document elected
officials approve each year. It reflects many competing interests, but in the end has been
and should continue to be a reflection on what is best for the Town as a whole. I look
forward to working with you to address the Town's challenges, as the one community
we are.
Very truly yours,
e" g,. Va&nk
Carl F. Valente
Town Manager
Summary of Revenues &Expenditures
This page summarizes the revenues and expenditures for FY 2007 through 2009 for the Town of Lexington.
Revenue Summary
FY 2007
FY 2008
FY 2009
FY 2008 -2009 Budget vs. Budget
Actual
Recap
Mqr. Recommended
Change ($)
Change ( %)
Tax Levy
$ 95 $
104
$ 109
$ 4
4.15%
State Aid
8
9
9
606
6.69%
Local Receipts
12,910,181
9
10
1
11.48%
Available Funds
4
4
5
944
22.40%
Revenue Offsets
- 1
- 1
- 1
64
-3.42%
Enterprise Funds (Indirect)
1
1
1
- 41
-2.40%
Total General Fund
$ 121,686,920 $
127,092,287
$ 134,059,437
$ 6,967,151
5.48%
Other Revenues
3
3
4
204
5.38%
Exempt Debt (Levy)
5
5
5
318,355
5.93%
Revolving Funds
635,992
976,742
988,406
11,664
1.19%
Grants
173,390
173,390
122
- 50,658
- 29.22%
CPA
409,906
1
3
1
102.41%
Enterprise Funds (Direct)
15,445,321
14
15,436,166
1
8.67%
Total Other Revenues
21,791,865
22,219,365
25,256,919
3,037,554
13.67%
Total Revenues $ 143,478,786 $ 149,311,652 $ 159,316,356 $ 10,004,704 6.70%
Expense Summary
FY 2007
FY 2008
FY 2009
FY 2008 -2009 Budget vs. Budget
Actual
Budget
Mqr. Recommended
Change ($)
Change
Education
Grants
173
173
122
- 50
Lexington Public Schools
56,722,529
61
65,097,299
3
5.90%
Minuteman Reg. School
1
1
1
120,044
10.00%
sub -total Education
57
62
66
3
5.98%
Municipal
22
24
25
1
5.35%
Shared Expenses
Recreation
1
1
1
39,657
Benefits & Insurance
21
24,669,043
26,562,541
1
7.68%
Debt (within -levy)
3
3
4
204
5.38%
Reserve Fund
0
469,868
550,000
80,132
17.05%
Facilities
8
8
8
47,691
0.55%
sub -total Shared Expenses
33
37
39
2
5.92%
Capital
sub -total Exempt Debt
5
5
5
318
Cash Capital
1
1
1
170,750
12.60%
sub -total Capital
1
1
1
170
12.60%
Other
Stabilzation Fund
2
1
1
0
0.00%
Other
86
40
845
805
2012.50%
sub -total Other
2
1
1
805
77.40%
Total General Fund $ 117,850,150 $ 127,092,287 $ 135,350,387 $ 8,258,099 6.50%
Other Expenses
Revolving Funds
635
976
988
11
1.19%
Grants
173
173
122
- 50
- 29.22%
CPA
409
1
3
1
102.41%
Enterprise Funds (Direct)
Water
5
5
6
664,616
11.53%
Wastewater (Sewer)
6
6
7
551
8.14%
Recreation
1
1
1
39,657
2.42%
Cash Capital
75,000
25,000
0
- 25,000
- 100.00%
sub -total Enterprise Funds
13
14
15
1
8.67%
Exempt Debt
Municipal
1
1
2
1
82.04%
School
3
3
3
- 867
- 22.09%
sub -total Exempt Debt
5
5
5
318
5.93%
Total Other Expenses
20,234,805
22,219,365
25,256,919
3,037,554
13.67%
Total Expenses $ 138,084,955 $ 149,311,652 $ 160,607,305 $ 11,295,653 7.57%
Surplus/ (Deficit) $ 5,393,831 $ - $ (1,290,949)
FY 2009 Manager's Recommended Budget & Financing Plan I -1 January 14, 2008
Program Summary
This spreadsheet presents the recommended budget and financing plan by subprogram.
A B C D E F G (G -D) (G /D)
ELEMENT DESCRIPTION 2007 Actual 2008 2009 Manager's 2009
Mgr. Rec'd. to 08
Adjusted Request Add /Del Mgr. Rec'd
Change $ Chg.
Operating Budget - General Fund Expenses
Proaram 1000: Education
1100 Lexington Public Schools
$
56,722,529
$
61,469,961
$
65,097,299
$
-
$
65,097,299
$ 3
5.90%
1200 Regional Schools
$
1 1 024,817
$
1 1 200,438
$
1 1 320,482
$
-
$
1 1 320,482
$ 120,044
10.00%
Total Education
$
57,747,346
$
62,670,399
$
66,417,781
$
-
$
66,417,781
$ 3
5.98%
Program 2000: Shared Expenses
2110 Contributory Retirement
$
3
$
3
$
3
$
-
$
3
$ (3
-0.09%
2120 Non- Contributory Retirement
$
46,758
$
41,000
$
42,000
$
-
$
42,000
$ 1
2.44%
2130 Health Insurance
$
17,293,355
$
19,869,487
$
21,895,038
$
-
$
21,895,038
$ 2
10.19%
2140 Unemployment
$
74
$
375,445
$
100,000
$
-
$
100,000
$ (275,445)
- 73.36%
2150 Workers Compensation*
$
250,648
$
300,235
$
306,625
$
5 1 000
$
311,625
$ 11,390
3.79%
2160 Property & Liability Insurance
$
726,486
$
583,592
$
584
$
44
$
629,240
$ 45,648
7.82%
2170 Uninsured Losses*
$
50,251
$
50,000
$
138,402
$
-
$
138,402
$ 88,402
176.80%
sub -total 2100 Benefits
$
21,720,931
$
24,669,043
$
26,513,080
$
49,461
$
26,562,541
$ 1
7.68%
2210 Payment on Funded Debt
$
2
$
2
$
3 1 110,000
$
-
$
3 1 110,000
$ 276,020
9.74%
2220 Interest on Funded Debt
$
533,428
$
703,832
$
663,723
$
-
$
663,723
$ (40,110)
-5.70%
2230 Temporary Borrowing
$
351,698
$
260,325
$
228,818
$
-
$
228,818
$ (31,507)
- 12.10%
sub -total 2200 Debt5ervice
$
3
$
3 1 798,137
$
4
$
-
$
4
$ 204
5.38%
2310 Reserve Fund
$
-
$
469,868
$
450,000
$
100,000
$
550,000
$ 80,132
17.05%
sub -total 2300 Operating Articles
$
-
$
469,868
$
450,000
$
100,000
$
550,000
$ 80,132
1705%
2400 Facilities
$
8
$
8
$
8
$
-
$
8
$ 47,691
0.55%
Total Shared Expenses
$
33,620,650
$
37,576,821
$
39,653,085
$
149,461
$
39,802,546
$ 2
5.92%
Program 3000: Community Services
3100 -3500 DPW Personal Services
$
3
$
3
$
3
$
17
$
3
$ 64
2.15%
3100 -3500 DPW Expenses
$
4
$
4
$
4
$
25,000
$
4
$ 173,181
3.92%
Total Community Services
$
7
$
7
$
7
$
42,137
$
7
$ 237,908
3.20%
Program 4000: Public Safety
4100 Law Enforcement Personal Services
$
4
$
4
$
4
$
57,000
$
4
$ 305,677
7.24%
4100 Law Enforcement Expenses
$
447,941
$
465,997
$
490,176
$
4
$
494
$ 28,180
6.05%
sub -total 4100 Law Enforcement
$
4
$
4
$
4
$
61,000
$
5
$ 333,857
7.12%
4200 Fire Personal Services
$
4
$
4
$
4
$
-
$
4
$ (1
-0.04%
4200 Fire Expenses
$
418,337
$
435,562
$
481
$
-
$
481
$ 46,219
10.61%
sub -total 4200 EMS /Fire
$
4
$
4
$
4,750, 437
$
-
$
4,750, 437
$ 44,654
0.95%
Total Public Safety
$
9
$
9
$
9
$
61,000
$
9
$ 378,511
4.03%
Program 5000: Culture & Recreation
5100 Library Personal Services
$
1
$
1
$
1
$
-
$
1
$ (35,208)
-2.14%
5100 Library Expenses
$
264,336
$
228,854
$
230,000
$
25,000
$
255,000
$ 26,146
11.42%
Total Culture & Recreation
$
1
$
1
$
1
$
25,000
$
1
$ (9
-0.48%
Program 6000: Social Services
6000 Social Services Personal Services
$
349,737
$
407,900
$
425,675
$
26,278
$
451,953
$ 44,053
10.80%
6000 Social Services Expenses
$
154,060
$
211
$
211,088
$
-
$
211,088
$ (398)
-0.19%
Total Social Services
$
503,797
$
619,386
$
636,763
$
26,278
$
663,041
$ 43,655
7.05%
Note: Line -Items marked with an asterisk ( *) will be presented at Town Meeting as continuing balance accounts.
FY 2009 Manager's Recommended Budget & Financing Plan 1 -2 January 14, 2008
Program Summary
This spreadsheet presents the recommended budget and financing plan by subprogram.
A B C D E F G (G -D) (G /D)
ELEMENT DESCRIPTION 2007 Actual 2008 2009 Manager's 2009
Mgr. Rec'd. to 08
Adjusted Request Add /Del Mgr. Rec'd
Change $ Chg.
Program 7000: Community Development
65,952
$
73,802
$
78,048
$
- $
78,048
$ 4
7100 Comm. Devel. Personal Services
$
666,202
$ 801
$
834,925
$ 43,942
$ 878,867
$ 77,650
9.69%
7100 Comm. Devel. Expenses
$
77
$ 71,689
$
85,772
$ 13,700
$ 99,472
$ 27
38.75%
sub -total 7100 Comm. Dev.
$
743,378
$ 872,906
$
920,697
$ 57,642
$ 978,339
$ 105,433
12.08%
7200 Planning Personal Services
$
188,981
$ 206,361
$
214,942
$ -
$ 214,942
$ 8
4.16%
7200 Planning Expenses
$
8
$ 8
$
9
$ -
$ 9
$ 1
17.94%
sub -total 7200 Planning
$
197,497
$ 214,720
$
224,801
$ -
$ 224,801
$ 10,081
4.69%
7300 Economic Devel. Personal Services
$
40,023
$ 120,797
$
119,102
$ -
$ 119,102
$ (1
-1.40%
7300 Economic Devel. Expenses
$
60,951
$ 103,736
$
112,905
$ -
$ 112,905
$ 9
8.84%
sub -total 7300 Eco. Devo.
$
100,974
$ 224,533
$
232,007
$ -
$ 232,007
$ 7
3.33%
Total Community Development
$
1,041,849
$ 1,312,159
$
1,377,505
$ 57,642
$ 1,435,147
$ 122,988
9.37%
Proaram 8000: General Government
8110 Selectmen Personal Services
8110 Selectmen Expenses
8120 Legal
8130 Town Report
sub -total 6100 Board of Selectmen
8210 -8220 Town Manager Personal Services
8210 -8220 Town Manager Expenses
8230 Salary Transfer Account*
$
65,952
$
73,802
$
78,048
$
- $
78,048
$ 4
5.75%
$
63,558
$
71
$
73,870
$
- $
73,870
$ 2
3.82%
$
280,137
$
350,000
$
350,000
$
- $
350,000
$ -
0.00 0 /0
$
6
$
6
$
7 1 000
$
- $
7 1 000
$ 500
7.69%
$
416,142
$
501,452
$
508,918
$
- $
508,918
$ 7
1.49%
$
415,741
$
498,520
$
511
$
- $
511
$ 12,611
2.53%
$
196,704
$
143,550
$
142
$
9 1 000 $
151
$ 7
5.36%
$
-
$
457
$
870,000
$
- $
870,000
$ 412,585
90.20%
sub -total 6200 Town Manager
$
612,445
$ 1
$
1
$
91000
$
1
$ 432,896
39.37%
8310 Appropriations Committee
$
126
$ 1
$
1
$
-
$
1
$ -
0.00%
8320 Misc. Towns and Committees
$
6
$ 4
$
4
$
-
$
4
$ (5)
-0.11%
8330 Public Celebrations Committee
$
7
$ 29,000
$
29,000
$
500
$
29,500
$ 500
1.72%
sub -total 6300 Town Committees
$
13,708
$ 35,205
$
35,200
$
500
$
35,700
$ 495
1.41%
8400 Finance Personal Services
$
936,662
$ 1
$
1
$
4
$
1
$ 40,359
3.97%
8400 Finance Expenses
$
204
$ 283,894
$
269,490
$
13,000
$
282
$ (1
-0.49%
sub -total 6400 Finance
$
1
$ 1
$
1
$
17,000
$
1
$ 38,955
3.00%
8500 Town Clerk Personal Services
$
269,592
$ 282
$
290,031
$
-
$
290,031
$ 7
2.58%
8500 Town Clerk Expenses
$
73,957
$ 121
$
106,114
$
-
$
106,114
$ (15,645)
- 12.85%
sub -total 6500 Town Clerk
$
343,549
$ 404,482
$
396,145
$
-
$
396,145
$ (8
-2.06%
8600 MIS Personal Services
$
99,245
$ 194
$
198,090
$
-
$
198,090
$ 3
1.98%
8600 MIS Expenses
$
254,018
$ 291,587
$
335,708
$
15,800
$
351,508
$ 59,921
20.55%
sub -total 6600 MIS
$
353,263
$ 485,830
$
533,798
$
15,800
$
549,598
$ 63,768
13.13%
Total General Government $ 2 $ 3 $ 4 $ 42,300 $ 4 $ 535,243 13.99%
Total Municipal $ 22,551,154 $ 24,450,067 $ 25,504,954 $ 254,357 $ 25,759,310 $ 1 5.35%
Capital*
Capital Requests (Cash - GF)
$ 235,000
$
655,000
$
847,000
$ - $
847,000
$
192,000
29.31%
Capital Requests (Cash - Other)
$ 460,000
$
50,000
$
-
$ - $
-
$
(50,000)
- 100.00%
Building Envelope Set Aside
12.50%
$
150,000
$
153,750
$ - $
153,750
$
3
2.50%
Streets Set Aside
$ 500,000
$
500,000
$
525,000
$ - $
525,000
$
25,000
5.00%
*Does NOT include CPA funded projects
$
350,000
100.00%
Post - Employment Benefits (OPEB)
$
-
$ -
$
400,000
$
Total Capital
$ 1,195,000
$
1,355,000
$
1,525,750
$ - $
1,525,750
$
170,750
12.60%
Other
Stabilization Fund
$
2
$ 1
$
1
$
- $
1
$
-
0.00%
Senior Tax Work -Off Program
$
36,000
$ 40,000
$
45,000
$
- $
45,000
$
5
12.50%
Brookhaven
$
50,000
$ -
$
50,000
$
- $
50,000
$
50,000
100.00%
SPED Reserve
$
-
$ -
$
350,000
$
- $
350,000
$
350,000
100.00%
Post - Employment Benefits (OPEB)
$
-
$ -
$
400,000
$
- $
400,000
$
400,000
100.00%
Total Other Articles
$
2
$ 1
$
1
$
- $
1
$
805,000
77.40%
General Fund Total
$117,850,150
$127,092,288
$134,946,571
$
403,820 $135,350,390
$
8
6.50%
FY 2009 Manager's Recommended Budget & Financing Plan 1 -3 January 14, 2008
Program Summary
This spreadsheet presents the recommended budget and financing plan by subprogram.
A B C D E F G (G -D) (G /D)
ELEMENT DESCRIPTION 2007 Actual 2008 2009 Manager's 2009
Mgr. Rec'd. to 08
Adjusted Request Add /Del Mgr. Rec'd
Change $ Chg.
Note: Line -Items marked with an asterisk ( *) have been voted as continuing balance accounts.
Enterprise Articles
3700 Water Enterprise
$
5
$ 5
$
6
$
- $
6
$
664,616
11.53%
3800 Sewer Enterprise
$
6
$ 6
$
7
$
- $
7
$
551
8.14%
5200 Recreation Enterprise
$
1
$ 1
$
1
$
- $
1
$
39,657
2.42%
Capital (Operating)
$
75,000
$ 25,000
$
-
$
- $
-
$
(25,000)
- 100.00%
Total Recreation Funds (Oper. Exp.ONLY)
$
14,022,285
$ 14,205,160
$
15,436,166
$
- $
15,436,166
$
1
8.67%
Revolving Funds
$
14,022,285
$
14,205,160
$
15,436,166
$
- $
15,436,166
$ 1
8.67%
1100 School Bus Transportation
$
-
$ -
1
TBD
$
-
TBD
1,111,138
N/A
N/A
3320 Tree (DPW - Forestry)
$
9
$ 20,000
$
20,000
$
- $
20,000
$
-
0.00%
3330 Burial Container (DPW - Cemetery)
$
24
$ 35,000
$
35,000
$
- $
35,000
$
-
0.00%
3420 Compost Operations (DPW -Rec.)
$
200,000
$ 239,742
$
251
$
- $
251
$
11,664
4.87%
3420 MHHP Operations
$
171,666
$ 175,000
$
175,000
$
- $
175,000
$
-
0.00 0 /0
6120 Council on Aging Programs
$
-
$ 100,000
$
100,000
$
- $
100,000
$
-
0.00%
7140 Health Programs
$
-
$ 7
$
7
$
- $
7
$
-
0.00%
8140 Lexington Community Television
$
180,887
$ 400,000
$
400,000
$
- $
400,000
$
-
0.00%
Total Revolving Funds
$
585,874
$ 976,742
$
988,406
$
- $
988,406
$
11,664
1.19%
Community Preservation Act (CPA)
CPA Capital
$
389,000
$ 1
$
2
$
- $
2
$
1
108.58%
CPA Other (Projects & Admin.)
$
20,906
$ 140,000
$
200,000
$
- $
200,000
$
60,000
42.86%
Total CPA
$
409,906
$ 1
$
3
$
- $
3
$
1,527,187
102.41%
Grants
Grants & Subsidies
$
173,390
$ 173,390
$
122
$
- $
122
$
(50,658)
- 29.22%
Total Grants
$
173,390
$ 173,390
$
122,732
$
- $
122,732
$
(50,658)
- 29.22%
Exempt Debt* (pre /minary amount)
Municipal
1
$ 1
$
2
$
- $
2
$
1
82.04%
School
3
$ 3
$
3
$
- $
3
$
(867,441)
- 22.09%
Total Exempt Debt
$
5
$ 5
$
5
$
- $
5
$
318,355
5.93%
Reconciliation
Education
$
57,747,346
$
62,670,399
$
66,417,781
$
- $
66,417,781
$ 3
5.98%
Shared Expenses
$
33,620,650
$
37,576,821
$
39,653,085
$
149,461 $
39,802,546
$ 2
5.92%
Municipal
$
22,551,154
$
24,450,067
$
25,504,954
$
254,357 $
25,759,310
$ 1
5.35%
Capital
$
1
$
1
$
1
$
- $
1
$ 170,750
12.60%
Other
$
2
$
1
$
1
$
- $
1
$ 805,000
77.40%
Enterprise
$
14,022,285
$
14,205,160
$
15,436,166
$
- $
15,436,166
$ 1
8.67%
Revolving Funds & Grants
$
759,264
$
1
$
1,111,138
$
- $
1,111,138
$ (38,994)
-3.39%
CPA
$
409,906
$
1
$
3
$
- $
3
$ 1
102.41%
Exempt Debt
$
5
$
5
$
5
$
- $
5
$ 318,355
5.93%
Totals
$138,168,861
$149,311,652
$160,203,488
$
403,818 $160,607,305
$ 11,295,653
7.57%
FY 2009 Manager's Recommended Budget & Financing Plan 1 -4 January 14, 2008
Section II: Revenues
This revenue projection is being submitted to the Board of Selectmen as required under Section 13 of Chapter 753 of the
Acts of 1968, as amended, An Act Establishing the Selectmen -Town Manager Form of Government in the Town of Lexington.
The projection is based on the most current data available. As new information becomes available, the projections may be
revised. The summary below presents gross and net General Fund Revenues. Gross General Fund Revenues include all
revenues projected as available for use in FY09. Net General Fund Revenues are gross revenues less revenues deemed to
be non - recurring, and therefore, not recommended for use to support recurring expenditures. In FY2009, Gross Revenues
are projected to increase by approximately $6.867 million, or 5.4 %, while Net Revenues are projected to increase by
approximately $5.857 million, or 4.68 %.
General Fund Revenue Summary
FY 2006
FY 2007
FY 2008
FY 2009
FY 08 -09 Change
Actual
Actual
Estimated
Projection
$
%
Property Tax Levy (Table 1)
$
89,868,589
$ 96,010,528
$ 104,833,786
$ 109,181,083
$ 4
4.15%
State Aid (Table 2)
$
8
$ 8
$ 9
$ 9
$ 606,000
6.69%
Local Receipts (Table 3)
$
12,338,245
$ 12,904,222
$ 9
$ 10,170,000
$ 1
11.48%
Available Funds (Table 4)
$
2
$ 4
$ 4
$ 5
$ 944,055
22.40%
Revenue Offsets (Table 5)
$
(1
$ (1
$ (1
$ (1
$ 64
-3.42%
Enterprise Receipts (Table 6)
$
1
$ 1
$ 1
$ 1
$ (41,998)
-2.40%
Gross General Fund Revenues
$ 112,946,068
$ 122,289,241
$ 127,092,287
$ 134,059,437
$ 6,967,151
5.48%
Less - Non - Recurring Revenues
2 $ 2 $ 3 $ 1 49.17%
Net General Fund Revenues $ 112,946,068 $ 120,039,241 $ 125,039,940 $ 130,997,921 $ 5,957,982 4.76%
Detailed Description:
Property Tax Levy: The increase in property tax levy of $4,347,297 or 4.15 percent is based on the on the statutory
increase in the tax levy allowed under Proposition 2 1/2 plus estimated new growth (increase in the tax levy due to new
construction) of $1,681,000.
State Aid: FY09 state aid is projected to increase by $606,000, or 6.69 %, which reflects a nearly 9% increase of Ch. 70
funding and level funding of all other Cherry Sheet programs. Our first glimpse of the direction of FY09 state aid will be
reflected in the Governor's proposed FY09 budget which will be submitted to the Legislature in January 2008. We believe this
will include the third year of a five year committment to increase the states minimum share of funding up to 17% of the
Lexington Public Schools foundation budget. Final FY09 state aid numbers will probably not be known until June 2008 when
the Legislature adopts and the Governor signs the FY2009 State budget.
Local Receipts: Local receipts are projected to increase by $1,047,000, or approximately 11.48 %. Generally, local receipt
projections are based on the average revenue received in each category for the prior five -year period. Detailed back -up
tables are included with this document. No fee increases are assumed in these local receipt projections unless otherwise
noted. To the extent the Board of Selectmen or other boards increase specific fees, this projection will be revised. Other
key changes include a decrease in Water /Sewer PILOT payments of $187,500 (33 %); increased hotel /motel receipts due the
planned reopening of the Sheraton Hotels on Route 128/I -95/2A and increased investment income in the amount of
$150,000.
Available Funds: Available Funds are projected to increase by $844,055 or 19.79% . On a net basis (i.e., funds available
to support recurring operating budget costs), Available Funds are projected to decrease by $72,000, or 2.97 %. This
category includes the parking meter and cemetery fund balances available for appropriation, free cash, overlay surplus, and
special Stabilization Funds (e.g. Lexpress /Transportation Demand Management and School Bus Transportation /Avalon Bay
funds.) The figures shown above are inclusive of amounts that are deemed to be non - recurring (i.e., $3.06 million of the
7/10/7 in free cash certification that has been identified here as non - recurring) .
Text continues on page II -4.
FY 2009 Manager's Rec'd Budget & Financing Plan II -1 January 14, 2008
Section II: Revenues
Table 1: Property Tax Levy
FY 2007
FY 2008
FY 2009
FY 08 -09 Change
Motor Vehicle Excise Tax
$
Recap
$
Estimated
$
Projected
$
$
1.72%
Tax Levy
$
89,868,589
$
96,012,202
$
104,879
$
8
9.24%
Prop. 2.5%
$
2
$
2
$
2
$
220,032
9.17%
New Growth
$
2
$
2
$
1 1 681,000
$
(804,650)
- 32.37%
Override
$
1 1 858,435
$
3
$
-
$
(3
- 100.00%
less excess capacity
$
901,000
$
(45, 960)
$
292,000
$
92,000
46.00%
Subtotal
$
96,010,528
$104,833,786
$ 109,181,083
$ 4,347,297
4.15%
Table 2: State Aid
113,000
6.98%
Licenses & Permits
$
2
$
1
$
FY 2007 FY 2008 FY 2009
FY 08 -09 Change
345,000
30.56%
Cherry Sheet
$
Cherry Sheet
$
Projected
$
$
$
Chapter 70
$
5
$
6
$
7
$
602,461
8.94%
Lottery, Beano, Charity Games
$
1 1 876,266
$
1 1 907,409
$
1 1 907,409
$
-
0.00 0 /0
Police Career Incentive
$
221,804
$
237,868
$
240,247
$
2
1.00 0 /0
Veterans' Benefits & Exemptions
$
90,763
$
116,059
$
117
$
1
1.00 0 /0
Offsets (School Lunch & Library)
$
65,369
$
62
$
62
$
-
0.00 0 /0
sub -Total (Cherry Sheet)
$
8
$
9
$
9
$
606,000
6.69%
School Construction (MSBA)
$
187,696
$
-
$
-
$
-
0.00
Subtotal
$
8
$
9
$
9
$
606,000
6.69%
Table 3: Local Receipts
FY 2007
Actual
FY 2008
Estimated
FY 2009
Projected
FY 08 -09 Change
$
Motor Vehicle Excise Tax
$
3
$
3
$
3
$
67,000
1.72%
Other Excise
$
542,000
$
205,000
$
501,000
$
296,000
144.39%
Penalties & Interest
$
290,000
$
225,000
$
267,000
$
42,000
18.67%
PILOT's
$
1
$
786,000
$
631,000
$
(155,000)
- 19.72%
Rentals
$
197,000
$
191,000
$
192,000
$
1
0.52%
Departmental - Schools
$
901,000
$
200,000
$
292,000
$
92,000
46.00%
Departmental - Municipal
$
1
$
1
$
1
$
113,000
6.98%
Licenses & Permits
$
2
$
1
$
1
$
345,000
30.56%
Special Assessments
$
28,000
$
24,000
$
43,000
$
19,000
79.17%
Fines & Forfeits
$
345,000
$
300,000
$
337,000
$
37,000
12.33%
Investment Income
$
1
$
560,000
$
750,000
$
190,000
33.93%
Miscellaneous Non - Recurring
$
331,966
$
-
$
-
$
-
0.00
Subtotal
$
12,904,222
$
9
$
10,170,000 $1,047,000
11.48%
Table 4: Available Funds
FY 2007
Appropriated
FY 2008
Appropriated
FY 2009
Projected
FY 08 -09 Change
$
Parking
$
340,000
$
350,000
$
325,000
$
(25,000)
-7.14%
Cemetery
$
100,000
$
100,000
$
120,000
$
20,000
20.00%
CPA
$
-
$
-
$
-
$
-
#DIV /0!
Brookhaven
$
50,000
$
-
$
50,000
$
50,000
#DIV /0!
Free Cash
$
4
$
3
$
4
$
857,653
24.21%
Overlay Surplus
$
-
$
100,000
$
-
$
(100,000)
- 100.00
Insurance Proceeds
$
-
$
-
$
138,402
$
138,402
100.00%
TDM Receipts (Lexpress)
$
23,000
$
58,000
$
61,000
$
3
5.17%
School Bus Stabilization Fund
$
-
$
65,000
$
65,000
$
-
0.00
Subtotal 1 $ 4 1 $ 4 1 $ 5 1 $ 944,055 22.40%
Revenue Summary II -2 January 14, 2008
Section II: Revenues
Table 5: Revenue Offsets
FY 2007
Recap
FY 2008
Estimated
FY 2009
Projected
FY 08 -09 Change
$
Cherry Sheet Assessments
Cherry Sheet Offsets
School Lunch
Public Libraries
Overlay (abatements)
Snow Deficit
$
$
$
$
$
(673,867)
(24,802)
(40,567)
(602,579)
(123,959)
$
$
$
$
$
(695,146)
(20,745)
(41,989)
(1
-
$
$
$
$
$
$
(719,476)
-
(20,745)
(41,989)
(750,000)
(300,000)
$
$
$
$
$
(24,330)
-
-
389,126
(300,000)
3.50%
0.00 0 /0
0.00 0 /0
- 34.16%
Subtotal
$
(1
$
(1
$
(1
$
64,796
- 3.42%
Table 6: Enterprise Receipts
FY 2007
Appropriated
FY 2008
Appropriated
FY 2009
Projected
FY 08 -09 Change
$
Water
Wastewater (Sewer)
Recreation
$
$
$
883,963
753,950
134
$
$
$
859,728
737,309
155,848
$
$
$
820,952
714,536
175,399
$
$
$
(38,776)
(22,773)
19,551
-4.51%
-3.09%
12.54%
Subtotal
$
1,772,313
$
1,752,885
$
1,710,887
$
(41,998)
- 2.40%
Gross General Fund Revenues
$122,289,241
$127,092,287
$ 134,059,437
$ 6,967,151
5.48 l
Less non - recurring revenues
$
2
$
2
$
3
Total - General Fund Available for Appropriation
$120,039,241
$125,039,940
$ 130,997,921
$ 5,957,982
4.76
Revenue Summary II -3 January 14, 2008
Section II: Revenues
Revenue Offsets: Revenue Offsets are projected to decrease by approximately $64,746 or 3.42 %. Revenue Offsets represent the set -
aside of a portion of projected revenues needed for particular purposes including (1) components of state aid (Public Library aid and
estimated School Lunch reimbursements) that are distributed as Cherry Sheet aid, but in fact are categorical grants that are not available
to support general fund operations; (2) Cherry Sheet assessments - estimated charges to be levied by the Commonwealth to cover the
costs of state and regional services provided to the Town; (3) the Assessor's Overlay account, which covers the cost of abatements and
exemptions granted to property taxpayers; and, (4) potential snow and ice deficits.
Enterprise Receipts: This category represents transfers from enterprise funds to the general fund to cover general fund expenditures
that support the operations of the water, sewer and recreation departments. The approximately $42,000, or 2.4 %, decrease in FY 2009
is a net change that is due to an increase in recreation indirects and a decrease in water and sewer indirects. The reduction in water and
sewer indirects reflects year 2 of a 6 -year plan to bring indirects in line with revised estimates of indirect costs.
Non - Recurring Revenues: This represents components of Gross General Fund Revenues that are deemed to be non - recurring and,
therefore, should not generally be used to support recurring operating budget expenditures. It is recommended that $3,061,516 of the
7/1/07 certified free cash amount be used to support non - recurring uses in FY 2009. Of the non - recurring $3,061,516, it is recommended
that $1,000,000 be set -aside in the Town's General Stabilization Fund to build reserves, $850,000 be used to fund capital projects,
$400,000 be set -aside to begin funding the Town's Post - Employment Funding Liability, and $350,000 be set -aside in a Special Education
(SPED) Reserve. This leaves approximately $460,000 of unallocated free cash. It is proposed that the allocation of this component of free
cash be revisited once departmental operating budget requests for FY09 are compiled and reviewed.
Revenue Summary II -4 January 14, 2008
Section III: Program 1000: Education
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
education. It includes:
1100 Lexington Public Schools
1200 Regional School
III -2
III -6
FY 2009 Manager's Rec' d Budget & Financing Plan III -1 January 14, 2008
Program: Education
1100 Lexington Public Schools Town of Lexington, Massachusetts
Mission: The vision of the Lexington Public Schools is Excellent, Efficient, and Effective
Schools which serve three core purposes; Academic Excellence, Caring and Respectful
Relationships and Continuous Improvement.
Budget Overview: The Superintendent's FY 2009 Recommended Budget was presented to
the School Committee on December 18, 2007. A complete copy of this document can be
found at: http://Ips.lexingtonma.org/LPSFY09SubmitBudget.pdf.
The schools' budget was submitted in two parts — a level service budget and a supplemental
service budget. The FY09 level service budget recommendations are included in this
document. The supplemental budget recommendations are included under a separate tab at
the end of this document. For purposes of clarification, a level service budget is defined as
the funds necessary to replicate the current level of services provided and meet all legal
requirements, including current collective bargaining requirements and special education
laws. The supplemental service budget includes the new programs and services that are
needed to meet specific, high priority needs.
The Superintendent built the recommended budget using the following guidelines: (approved
by the School Committee on October 3, 2007):
1 . Continue the current level of services with the understanding the School Committee w i l l
consider equal -cost substitutions in the recommended budget with all assumptions clearly
defined.
2. Recommend a small number of program improvements that will significantly advance
the quality of teaching and learning.
3. Ensure all legal mandates will be met.
4. Ensure professional staffing guidelines will be met.
5. Continue to identify alternatives which w i l l provide services in more cost - effective ways
(e.g.,, build more in -house capacity to avoid some special education out -of- district costs,
reduce energy consumption, reduce special education transportation costs per rider, find
less expensive means of purchasing some projects).
6. Maintain capital assets in order to support the instructional program, protect the
physical assets of the Town of Lexington, and ensure the health and safety of our
students.
7. Identify ways to reduce the budget, if there are not sufficient monies available to fund
a level- service budget.
8. In addition, the School Committee will meet with the Board of Selectmen to discuss
ways to fund unanticipated special education costs.
Level- Service Budget:
Since no two school budgets can ever be exactly the same, a level- service budget is based
on the following assumptions:
A. No new programs are recommended
FY 2009 Manager's Rec' d Budget & Financing Plan III -2 January 14, 2008
1100 Lexington Public Schools
Program: Education
Town of Lexington, Massachusetts
B. Current class size guidelines are maintained
C. Special education legal requirements are funded
D. Contractual requirements are funded (e.g. union contracts, transportation contracts)
E. No increases for instructional expense budgets, unless legally required (equalized per
pupil spending for K -5 and 6 -8 schools)
Major goals of the level- services budget:
1. Meet State, Federal, and Local Revenue Challenges
- A 3% projected increase in State Chapter 70 funding($202,461)
- No projected increase in federal special education funding
- Possible 15% decrease in federal Title I funding
2. Provide Legal and Required Services. The FY 09 budget includes funds for
- Collective bargaining obligations
- Increases in mandated services for special education students
- Increase in mandated services for students learning English as a second language
3. Fund required services adequately
- The budget includes additional funds to pay for the cost of new /changed out -of-
district placements ($226,,979 over FY 08 budget)
- The budget includes funds for required special education services (2.9 K -5 teachers,
3.9 instructional assistants)
- The budget includes funds for 1.0 English as a Second Language teacher due to a
27% increase in enrollment
4. Provide a mechanism to fund unanticipated special education costs
- The Town Manager has proposed that the Town set up a special education
stabilization account for unforeseen and extraordinary SPED expenses. The FY 09
budget only includes a request for known students who require or we expect w i l l
require an out -of- district placement.
5. Provide effective education for all students
- The Level Service budget:
• Continues the district's commitment to data - driven instruction, high standards,
and regular education intervention (e.g., Professional Learning Communities,
Action Research, middle school math, Boston College Initiative)
• Supports programs and professional staff that promote the social and emotional
well -being of our students
• Maintains the current number of grade 6 -12 teaching positions
• Reduces the number of K -5 teaching positions, due to declining enrollment
(2.0)
• Continues funding the Math, PE /Wellness, Science curriculum review processes
FY 2009 Manager's Rec' d Budget & Financing Plan III -3 January 14, 2008
1100 Lexington Public Schools
Program: Education
Town of Lexington, Massachusetts
Budget Recommendation:
The Superintendent's recommended adjusted level service budget for 2008 -2009, as
submitted on December 18, 2007, is $ an increase of $ or 5.91% over
the FY08 adjusted budget.
1. The budget as submitted by the Superintendent was inclusive of the operational
budget for the newly formed Department of Public Facilities. Beginning in FY09, this
budget will be combined with the general government facilities budget and shown
under the Shared Expenses category. The adjusted Superintendent's budget request,
therefore, is:
Superintendent's Request (12/18) $ 72,019,174
less amount to be transferred to 2400 Facilities $ (7,157,362)
less reduced expenses at LHS $ (19,
plus increase for curriculum reviews $ 94,000
pl increase for benefits for new level- service employees $ 160,487
Adjusted Request (1/14) $ 65,097,299
Level Services: This is a level- service budget except where noted in the Superintendent's
budget and above. More information can be found at:
http : //I ps. lexi ngton ma . org /LPSFY09Su bm itBudget. pdf
New Requests Recommended by the Superintendent: A supplemental budget totaling
$1,,427,,958 was also proposed by the Superintendent on December 18, 2007. More
information can be found at:
http:// Ips. lexingtonma. org/ FY09 %20Sui)plemental %20Requests. pdf.
FY 2009 Manager's Rec' d Budget & Financing Plan III -4 January 14, 2008
1100 Lexington Public Schools
Program: Education
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
$
55,820,828
$
61,203,368
$
64,810,299
$
64,810,299
$ 3
5.89%
Enterprise Funds Indirects
$
-
$
-
$
-
$
-
$ -
0.00%
Fees & Charges
$
901
$
266,593
$
292,000
$
292,000
$ 25,407
9.53%
Total 1100 Lexington Public Schools
$
56,722,529
$
61,469,961
$
65,102,299
$
65,102,299
$ 3
5.91 0 /0
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 46,254,686
$ 50,936,007
$ 54,345,935
$ 54,345,935
$ 3
6.69%
Expenses
$ 10,467,843
$ 10,533,954
$ 10,756,364
$ 10,756,364
$ 222
2.11%
Total 1100 Lexington Public Schools
$ 56,722,529
$ 61,469,961
$ 65,102,299
$ 65,102,299
$ 3
5.91 0 /0
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 1100 Lexington Public Schools
$ 56,722,529
$ 61,469,961
$ 65,102
$ 65,102
$ 3
5.91%
Total 1100 Lexington Public Schools
$ 56,722,529
$ 61,469,961
$ 65,102,299
$ 65,102,299
$ 3
5.91%
FY 2009 Manager's Rec'd Budget & Financing Plan III -5 January 14, 2008
1200 Minuteman Regional School
Program: Education
Town of Lexington, Massachusetts
Budget Overview: The Regional School subprogram provides funding to operate the
Minuteman Science - Technology High School. Minuteman Tech is a regional school, located in
Lexington and Lincoln, which provides technical and academic education for students in
grades 9 -12 from the 16 -town Minuteman district.
Minuteman Tech's programs include courses in biotechnology, environmental technology,
computer programming, printing, commercial art, cosmetology, child care, carpentry,
drafting, auto body repair and welding, as well as four -year academic and college
preparatory programs. In addition, adults can pursue a variety of continuing education
programs at Minuteman.
Lexington's enrollment at Minuteman High School, as of October 1, 2007, is:
High School Students -Full Time 67
High School Students -Part Time 14
Subtotal 81
Middle School Students (132) 6.17 (full time equivalent
Total 87.17
FY 2009 Manager's Rec'd Budget & Financing Plan III -6 January 14, 2008
1200 Minuteman Regional School
Program: Education
Town of Lexington, Massachusetts
Appropriated /Authorized Staffing:
No staff charged to this budget.
FY 2009 Manager's Rec'd Budget & Financing Plan III -7 January 14, 2008
1200 Minuteman Regional School
Program: Education
Town of Lexington, Massachusetts
Budget Recommendations
The FY 2009 Town Manager's recommended budget reflects a $120,044 or 10.00% increase
over the FY08 adjusted budget. This is an estimated assessment. Preliminary assessments
will be available later in January and further refined in advance of Town Meeting.
FY 2009 Manager's Rec'd Budget & Financing Plan III -8 January 14, 2008
1200 Minuteman Regional School
Program: Education
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual I
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Levy
$ 1
$ 1
$ 1
$ 1
$ 120,044
10.00%
Enterprise Funds Indirects
$ -
$ -
$ -
$ -
$ -
0.00%
Fees & Charges
$ -
$ -
$ -
$ -
$ -
0.00%
Total 1200 Minuteman
$ 1
$ 1
$ 1,320,482
$ 1,320,482
$ 120,044
10.00
Appropriation Summary
FY 2007
Actual
$ -
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ -
$ -
$ -
$ -
0.00 0 /0
Expenses
$ 1
$ 1
1
$ 1
1
$ 1
1
$ 120,044
1
10.00
Total 1200 Minuteman
$ 1,024,817
S 1,200,438
S 1,320,482
$ 1,320,482
$ 120,044
10.00
Level- Service Requests FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar Percent
Increase Increase
Total 1200 Minuteman Regional School
$ 1
$ 1
$ 1
$ 1
$ 120,044
10.00
Total 1200 Minuteman
1 $ 11024,817
1 $ 11200,438
1 $ 11320,482
1 $ 11320,482
1 $ 120,044
1 10.00
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$ -
$ -
$ -
$ -
$ -
0.00%
Overtime
$ -
$ -
$ -
$ -
$ -
0.00
Compensation
$ -
$ -
$ -
$ -
$ -
0.00%
Contractual Services
$ 1
$ 1
$ 1
$ 1
$ 120,044
10.00%
Utilities
$ -
$ -
$ -
$ -
$ -
0.00%
Supplies
$ -
$ -
$ -
$ -
$ -
0.00%
Small Capital
$ -
$ -
$ -
$ -
$ -
0.00
Expenses
$ I 024,817
$ 1,200, 438
$ 1,320, 482
$ 1,320, 482
$ 120, 044
10.00
Total 1200 Minuteman
$ 1,024,817
$ 1
$ 1
$ 1
$ 120,044
10.00%
FY 2009 Manager's Rec'd Budget & Financing Plan III -9 January 14, 2008
Section IV: Program 2000: Shared Expenses
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
shared expenses. It includes:
2100 Employee Benefits
2200 Debt Service
2300 Reserve Fund
2400 Public Facilities
IV -2
IV -6
IV -10
IV -14
FY 2009 Manager's Rec' d Budget & Financing Plan IV -1 January 14, 2008
2100 Employee Benefits
Program: Shared Expenses
Town of Lexington, Massachusetts
Mission: To provide and manage a comprehensive benefits program to all Town and School
employees.
Budget Overview: Included in the Employee Benefits subprogram are costs for pension
assessments, workers' compensation, property and casualty insurance, unemployment
insurance, health insurance benefits and Medicare for all Town and School Department
employees.
Massachusetts General Laws (M.G.L.) largely controls the Town's employee benefits
programs and the Town's ability to make changes in these benefits, particularly health
insurance benefits.
M.G.L. Ch. 32B, Sec 1% (otherwise known as Coalition Bargaining), governs how the
Town is to negotiate health benefits with its employees and retirees. The Town Manager
is required to work with the Coalition — a group made up of representatives of each
collective bargaining unit and a retiree representative — to negotiate changes in the
health program, plan design and contribution rates. A 70 percent weighted vote of the
Coalition is necessary to make any change in the health insurance program
M.G.L. Ch. 32 and 840 CMR govern the establishment, management and funding of
Lexington's Retirement System. These regulations, along with the Public Employee
Retirement Administration Commission (PERAQ, govern the calculation and approval of
the annual Contributory Retirement Assessment requested under line item 2110.
Departmental Initiatives:
1. Resume negotiations with the Employee Health Insurance Coalition for a new
agreement, to be effective for FY2010.
FY 2009 Manager's Rec' d Budget & Financing Plan IV -2 January 14, 2008
2100 Employee Benefits
Program: Shared Expenses
Town of Lexington, Massachusetts
Authorized /Appropriated Staffing
Staff support is provided through the Town Manager Office and Finance Department.
Portions of the salaries of three employees are charged to the health insurance trust fund
and general liability insurance budget.
FY 2009 Manager's Rec' d Budget & Financing Plan IV -3 January 14, 2008
2100 Employee Benefits
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 7.68% increase
over the FY08 adjusted budget.
Level Services This is a level- service budget except where noted below. The significant
changes include:
1. A projected 10 percent increase in health insurance premiums.
2. An additional 25 employees /retirees insured under the health insurance program.
3. Three program improvement requests, detailed below.
4. $ for uninsured loss account, and increase of $ over the FY 2008
Adjusted budget. This entire line -item is being funded via use of one -time insurance
proceeds received for previous insurance claims.
New Requests Recommended by the Town Manager The following program improvement
requests have been submitted by the Deputy Town Manager & Human Resources Director:
1. $ for pre - employment physicals under Line -Item 2150 Workers Compensation.
2. $ for consulting services necessary to assist staff in re- bidding property and
liability insurance.
1 $34,461 for $2,000,000 in additional umbrella insurance coverage.
New Requests Not Recommended by the Town Manager None.
Focus on: Health Benefits — Line Item 2130
The cost of health benefits continues to be a major concern for the Town of Lexington. Of
the recommended $ for Line Item 2130 for FY 2009, $ is
recommended for employee health benefits. Of the remainder, $ is for Medicare
Insurance, $ is for Dental Insurance and $ is for Life Insurance.
FY 2008
FY 2009
FY08 vs FY 09
FY 2007 Actual
Budget
Estimate
Increase
Subscribers
Town
260
256
256
0.0%
School
832
844
844
0.0%
Retirees
949
976
991
1.5%
Total
2041
2076
2091
0.7%
Budget
Town
$ 2
$ 3
$ 3
9.94%
School
$ 8
$ 9
$ 10,605,930
10.45%
Retirees
$ 4
$ 5
$ 6
10.17%
Total
$15,806,917
$ 18,342,487
$ 20,227,414
10.28%
Notes:
Please note that the total FY 2009 Manager's Recommended Budget of $20,227,414 assumes
no growth in the number of employees, but
assumes that 10 existing employees currently not taking health insurance elect to avail themselves of Town coverage and 15 new retirees
will be added to the subscriber list.
FY 2009 Manager's Rec' d Budget & Financing Plan
IV -4
January 14, 2008
2100 Employee Benefits
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
21
24
26
26
1
7.64%
Enterprise Funds Indirects
393
397
437 421
437 421
39 766
10.00%
Directed Funding (Revolving Funds)
$ 17
$ 26,955
$ 29,408
$ 29,408
$ 2
9.10%
Total 2100 Employee Benefits
$ 21
1 $ 24
$ 26
$ 26,562,541
1 $ 1
1 7.68 0 /ol
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
3
4
3
3
(271
- 6.60%
Benefits
$ 17,293,355
$ 19,869,487
$ 21,895,038
$ 21,895,038
$ 2
10.19%
Expenses
$ 753,048
$ 690,053
$ 779,902
$ 829,363
$ 139,310
20.19%
Total 2100 Employee Benefits
$ 21
1 $ 24
1 $ 26
1 $ 26
1 $ 1
1 7.68 %�
Level- Service Requests
$
FY 2007
Actual
$
FY 2008
Adjusted
$
FY 2009
Requested
$
FY 2009
Mgr. Rec'd
$
Dollar
Increase
Percent
Increase
Total 2110 Contributory Retirement
$
3
$
3
$
3
$
3
$
3
-0.09%
Total 2120 Non - Contributor Retirement
$
46,758
$
41,000
$
42,000
$
42,000
$
1
2.44%
Total 2130 Health Benefits
$
17,293,355
$
19,869,487
$
21,895,038
$
21,895,038
$
2
10.19%
Total 2140 Unemployment
$
74
$
375,445
$
100,000
$
100,000
$
275,445
- 73.36%
Total 2150 Workers Compensation
$
250,648
$
300,235
$
306,625
$
311,625
$
11,390
3.79%
Total 2160 Property & Liability Insurance
$
726
$
583
$
584 779
$
629
$
45
7.82%
Total 2170 Uninsured Losses
$
50,251
$
50,000
$
138,402
$
138,402
$
88,402
176.80%
Total 2100 Employee Benefits
$
21
$ 24
$
26
$
26,562,541
$ 1
7.68%
Object Code Summary FY 2007 1 FY 2008 1 FY 2009 1 FY 2009 Dollar I Percent
Actual Adiusted Requested Mqr. Rec'd Increase Increase
Salaries & Wages
$
3
$
4
$
3 40
$
3,838,140
$
271,363
- 6.60%
Overtime
-
-
-
-
-
0.00%
Compensation
$
3 528
$
4
$
3 140
$
3 140
$
271,363
-6.60%
Medicare
$
798,598
$
767,000
$
855,624
$
855,624
$
88,624
11.55%
Health Insurance
$
15,806,917
$
18,342,487
$
20,227,414
$
20,227
$
1
10.28%
Dental Insurance
$
667
$
720,000
$
772,000
$
772,000
$
52,000
7.22%
Life Insurance
$
20,103
$
40,000
$
40,000
$
40,000
$
-
0.00%
Benefits
$
17,293,355
$
19,869, 487
$
21,895, 038
$
21,895, 038
$
2
10.19%
Contractual Services
753
690
779
829
139
20.19%
Utilities
$
-
$
-
$
-
$
-
$
-
0.00%
Supplies
$
-
$
-
$
-
$
-
$
-
0.00%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00%
Expenses
$
753, 048
$
690,053
$
779,902
$
829,363
$
139,310
20.19%
Total 2100 Employee Benefits
$ 21,720,931
1 $ 24,669,043
1 $ 26,513,080
1 $
26,562,541
$ 1
7.68%
FY 2009 Manager's Rec'd Budget & Financing Plan IV -5 January 14, 2008
2200 Debt Service (Within -Levy)
Program: Shared Expenses
Town of Lexington, Massachusetts
Mission: To manage the issuance of Town debt in a manner with contains issuance and
interest costs and limits large increases or decreases in annual debt service.
Budget Overview: Debt service includes general fund principal and interest payments for
levy supported (non- exempt) debt and temporary borrowing, both authorized by Town
Meeting as well as for capital projects being proposed to the 2008 Annual Town Meeting.
Also included in these figures are debt issuance costs and interest on abatements. Debt
service on water and sewer enterprise projects is shown in elements 3610 and 3710. Debt
voted to be exempt from Proposition 2 1 /2, while not appropriated by Town Meeting, is shown
for informational purposes in Section I: Budget Overview.
FY 2009 Manager's Rec'd Budget & Financing Plan IV -6 January 14, 2008
2200 Debt Service (Within -Levy)
Program: Shared Expenses
Town of Lexington, Massachusetts
Authorized /Appropriated Staffing
There is no direct staff charged to this line -item. Staff support is provided through the Town
Manager and Finance departments.
FY 2009 Manager's Rec'd Budget & Financing Plan IV -7 January 14, 2008
2200 Debt Service (Within -Levy)
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Recommendations:
The FY2009 Manager's budget recommendation represents a increase of $ or 5.38
percent above the FY2008 Adjusted Budget. New debt service for capital projects proposed
in the FY2008 capital plan is included in these figures and amounts to more than $ in
short -term debt service for FY2009, growing to approximately $ in FY 2010 when
long -term debt will be issued. This debt service will support approximately $ in
new capital projects.
*Note: Additional projects still under consideration by Community Preservation Committee and may be funded
through debt financing. see Section XI. Capital In vestment for more details.
Level Services NA
New Requests Recommended by the Town Manager NA
Budget Requests Not Recommended by the Town Manager NA
FY 2009 Manager's Rec'd Budget & Financing Plan IV -8 January 14, 2008
2200 Debt Service (Within -Levy)
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
$ -
Dollar
Increase
Percent
Increase
Tax Le
$
3
$
3
$
4
$
4
$
204
5.38%
Enterprise Funds Indirects
$
-
$
-
$
-
$
-
$
-
0.00%
Fees & Charges
$
-
$
-
$
-
$
-
$
-
0.00%
Total 2200 Within -Le Debt
$
3
$
3
$
4
$
4
$
204,404
5.38%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ -
$ -
$ -
$ -
$ -
0.00
Expenses
$ 3
$ 3
$ 4
$ 4
1 $ 204,404
1 5.38
Total 2200 Within -Levy Debt
$ 3,760,126
$ 3,798,137
1 $ 4
$ 4
1 $ 204,404
1 5.38 %�
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 2210 Within-Levy Principal
$
2
$
2
$
3
$
3
$
276,020
9.74%
Total 2220 Within Levy Interest
$
533,428
$
703,832
$
663,723
$
663,723
$
(40,110)
-5.70%
Total 2230 Temporary Borrowing
$
351
$
260,325
$
228,818
$
228,818
$
31,507
- 12.10%
Total 2200 Within -Le Debt
$
3
$
3,798,137
$
4
1 $
4
$
204,404
1 .5
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
-
$
-
$
-
$
-
$
-
0.00%
Overtime
$
-
$
-
$
T $
-
$
-
0.00
Compensation
$
-
$
-
.$
-
$
-
.$
-
0.00%
Contractual Services
$
3
$
3
$
4
$
4
$
204
5.38%
Utilities
$
-
$
-
$
-
$
-
$
-
0.00%
Supplies
$
-
$
-
$
-
$
-
$
-
0.00%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00
Expenses
$
3
$
3
$
4
$
4
.$
204,404
5.38%
Total 2200 Within -Le Debt
$
3
$
3
$
77,002
$
4,002,541
$
204,404
5.38%
FY 2009 Manager's Rec'd Budget & Financing Plan IV -9 January 14, 2008
2300 Reserve Fund
Program: Shared Expenses
Town of Lexington, Massachusetts
Mission: To provide for extraordinary and unforeseen expenses.
Budget Overview: The Reserve fund is under the jurisdiction of the Appropriation
Committee and provides for the funding of extraordinary and unforeseen expenses.
Departmental Initiatives: As recommended by the Financial Policy Review Committee, to
increase the amount of the reserve fund to a level that will be equal to the historical amount
of extraordinary and unforeseen expenses.
FY 2009 Manager's Rec' d Budget & Financing Plan IV -10 January 14, 2008
2300 Reserve Fund
Program: Shared Expenses
Town of Lexington, Massachusetts
Authorized /Appropriated Staffing
There is no direct staff charged to this line -item. Staff support is provided through the Town
Manager and Finance departments.
FY 2009 Manager's Rec' d Budget & Financing Plan IV -11 January 14, 2008
Program: Shared Expenses
2300 Reserve Fund Town of Lexington, Massachusetts
Budget Recommendations:
The FY2009 the Town Manager's budget recommendation represents an increase of $80,132
over the FY2008 Adjusted Budget, to $ In past years, this reserve account has not
grown at a rate equal to the growth in the Town's annual operating budget. In March 2006,
a report of the Selectmen's Financial Policy Review Committee identified the need to increase
this account in concert with increases in the overall town budget. Increasing the Reserve
Fund to $ is another modest step in building sufficient contingency funds into the
budget without having to rely upon the Stabilization fund reserve that was largely established
to offset revenue losses that typically occur during a recessionary period.
Level Services: This reserve fund recommendation of $ equals 0.4 percent of the
projected general fund budget for FY09. This compares to a 0.37 percent reserve fund in
FY08.
New Budget Requests Recommended by the Town Manager: The increase in this account is
specifically recommended for the purpose of an energy reserve for the Public Facilities,, Public
Works and Police department's budgets. Given the volatility of energy markets, $ of
the $ Reserve Fund is recommended for the purpose of covering potential increases
in gasoline, diesel and heating oil — those fuels for which the Town does not have fixed
contracts in FY09. Approximately $ is for gasoline /diesel and $ is for heating oil.
New Budget Requests Not Recommended by the Town Manager: NA
Other Reserve Recommendations in this Budget
The Reserve Fund is one of the reserve accounts proposed in the FY 2009 Town Manager's
Recommended Budget. Other recommended reserves include:
- $ for a new OPEB (Other Post - Employment Benefits) reserve to begin
funding this $100 million liability.
- $ for a new SPED (Special Education) reserve to begin to address
unpredictable swings in SPED costs.
- $ for uninsured claims and insurance deductibles. This is partially funded
from insurance proceeds tied to claims filed in FY07.
- $ to continue to fund the Stabilization Fund in order to build the Town's
rainy day reserve, as recommended by the Selectmen's Financial Policy Review
Committee. This reserve is intended to stabilize and protect the delivery of town
services by substituting for revenue losses anticipated during future economic
recessionary downturns.
FY 2009 Manager's Rec' d Budget & Financing Plan IV -12 January 14, 2008
2300 Reserve Fund
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
I
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
$ -
Dollar
Increase
Percent
Increase
Tax Levy
$
400,000
$
469,868
$
450,000
$
550,000
$
80,132
17.05%
Enterprise Funds Indirects
$
-
$
-
$
-
$
-
$
-
0.00%
Fees & Charges
$
-
$
-
$
-
$
-
$
-
0.00%
Total 2300 Reserve Fund
$
400
$
469
$
450,000
$
550
$
80
17.05 %�
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ -
$ -
$ -
$ -
$ -
0.00%
Expenses
$ -
$ 469,868
$ 450,000
$ 550,000
$ 80,132
17.05%
Total 2300 Reserve Fund
$ -
$ 469,868
$ 450,000
$ 550,000
$ 80,132
17.05%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 2310 Reserve Fund
$ -
$ 469,868
$ 450
$ 550,000
$ 80,132
17.05%
Total 2300 Reserve Fund
$ -
$ 469
$ 450
$ 550,000
$ 80
17.05
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$ -
$
-
$
-
$
-
$
-
0.00%
Overtime
$ -
$
-
$
-
$
rs
-
0.00%
Compensation
$ -
$
-
$
-
$
-
.$'
-
0.00
Contractual Services
$ -
$
469,868
$
450,000
$
550,000
$
80,132
17.05%
Utilities
$ -
$
-
$
-
$
-
$
-
0.00%
Supplies
$ -
$
-
$
-
$
-
$
-
0.00%
Small Capital
$ -
$
-
$
-
$
-
$
-
0.00%
Expenses
1 $ -
1 $
469,8681
$
450, 000
SSO, 000
.$'
80, 132
17.05%
Total 2300 Reserve Fund
$ -
$
469
1 $
450
1 $
550
1 $
80
1 17.05 0 /ol
FY 2009 Manager's Rec'd Budget & Financing Plan IV -13 January 14, 2008
2400 Public Facilities
Program: Shared Expenses
Town of Lexington, Massachusetts
Mission: The Department of Public Facilities works to provide safe, clean and energy
efficient school and Town facilities. The Department is also responsible for overseeing major
renovations and providing staff support to the Permanent Building Committee for the
construction of new facilities.
Budget Overview: The Department of Public Facilities is a new department within the
Town of Lexington. Created by joint resolution of the Board of Selectmen and School
Committee and approved by Town Meeting in 2007, the Department of Public Facilities is
responsible for maintaining Municipal and School facilities. Costs associated with the
staffing, maintenance, capital project management, utilities and building rentals are
contained within this department.
The Department of Public Facilities is comprised of four divisions: Custodial Services;
Facilities Maintenance; Project Management; and HVAC /Bui Id i ng Systems.
Custodial Services is responsible for building cleaning, minor maintenance and related
services.
Facilities Maintenance oversees the building trades staff and contractors who maintain and
repair building systems (HVAQ, electrical, plumbing) and perform minor carpentry work.
Project Management is responsible for major renovations and providing staff support to the
Permanent Building Committee for new construction.
HVAC /Building Systems is responsible for major repairs /replacements to HVAC and other
building systems.
Departmental Initiatives:
1. Continue the process of creating an integrated town -wide Department of Public
Facilities.
2. Oversee the construction of the new Department of Public Works facility, providing
staff support to the Permanent Building Committee.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -14 January 14, 2008
2400 Public Facilities
Program: Shared Expenses
Town of Lexington, Massachusetts
Lexington Department of Public Facilities
Appointing Authority
Town Manager
Superintendent of Schools
Director of Public Facilities Permanent Building Committee
Project Manager Facility Manager Asst. Director of Buildings Asst. Director of Custodial Services
Oversee Construction, Renovation and Major Oversee building trades HVAC and related building systems Building cleaning and related services.
Repair Projects plumbing, hvac, electric, minor repairs
Asst. Project Manager Clerk of the Works Maintenance Staff Custodians
[Contractual Preventive Maintenance
Authorized /Appropriated Staffing
A complete staffing chart will follow in later editions.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -15 January 14, 2008
Program: Shared Expenses
2400 Public Facilities Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects an increase of $ or
0.55% over the FY08 Adjusted Budget. At the time of the preparation of this budget
recommendation, a collective bargaining agreement with one of the two custodial unions has
not been reached for FY2008 or FY 2009.
Level Services: This is a new consolidated budget for FY09. As such, it is difficult to
compare to prior years' budgets. Previously, facility costs were separately budgeted in the
School Department, DPW, Library, and Social Services departments. In addition, project
management for capital projects was generally part of the individual capital appropriations.
As the Town creates a consolidated Department of Public Facilities budget for FY09, efforts
are being made to bring most aspects of the cost of maintaining Town facilities and
overseeing capital projects into this budget. Certain building maintenance costs for
enterprise fund budgets (water, sewer, recreation) remain in those budgets. Certain project
management costs previously budgeted in capital project budgets remain in those
appropriations.
New Requests Recommended by the Town Manager: None.
New Requests Not Recommended by the Town Manager: None.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -16 January 14, 2008
2400 Public Facilities
Program: Shared Expenses
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
3 320 850
Dollar
Increase
Percent
Increase
Tax Le
$
8
$
8
$
8
$
8
$
49,728
0.58%
Enterprise Funds Indirects
$
-
$
58,193
$
56,156
$
56,156
1 $
2
-3.50%
Fees & Charges
$
-
$
-
$
-
$
-
1 $
-
1 0.00%
Total 2400 Public Facilities
1 $
8
1 $
8
$
8
$
8
1 $
47,691
1 0.55 0 /01
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
3
3 320 850
3 552 286
3 286
231 436
6.97%
Expenses
$ 5
$ 5
$ 5
$ 5
$ (183,745)
-3.45%
Total 2400 Public Facilities
$ 8
1 $ 8
1 $ 8
1 $ 8
1 $ 47
1 0.55 0 /01
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 2410 Education Facilities
6 820 789
7
6
6
(423
-5.87%
Total 2420 Municipal Facilities
$ 1
$ 1
$ 1
$ 1
$ 50,981
-3.60%
Total 2430 Shared Facilities
$ -
$ -
$ 522,654
$ 522,654
$ 522,654
1 100.00%
Total 2400 Public Facilities
$ 8
1 $ 8
1 $ 8
1 $ 8
1 $ 47,691
1 0.55 0 /01
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
2
$
3
$
3
$
3
$
226,336
7.24%
Overtime
$
208,685
1 $
195,372
1 $
200,472
$
200,472
$
5
2.61%
Compensation
$
3
$
3
$
3
$
3
$
231,436
6.97%
Contractual Services
$
303,025
$
377
$
377,838
$
377,838
$
728
0.19%
Utilities
$
3
$
3
$
3
$
3
$
172,965
-5.04%
Supplies
1
1
1
1
(11
-0.77%
Small Capital
$
38,793
$
5
1 $
5
$
5
$
100
2.00%
Expenses
1 $
5,106, 066
$
5
1 $
5
$
5
$
(183,745)
3.459
Total 2400 Public Facilities
1 $
8
1 $
8
1 $
8
$
8
$
47,691
0.55
FY 2009 Manager's Rec'd Budget & Financing Plan VII -17 January 14, 2008
Section V: Program 3000: Community Services
This section includes detailed information about the FY 2009 Operating Budget &Financing Plan for
community services (DPW). It includes:
• 3100 DPW Oversight
V -2
• 3200 Highway
V -6
• 3300 Public Grounds
V -10
• 3400 Environmental Services
V -14
• 3500 Transportation
V -18
• 3 600 Water Enterprise
V -22
• 3 700 Sewer Enterprise
V -26
FY 2009 Manager's Rec' d Budget & Financing Plan V -1 January 14, 2008
3100 DPW Oversight
Program: Community Services
Town of Lexington, Massachusetts
Mission: The DPW Oversight provides executive direction and leadership to all aspects of
the public works department by promoting best management practices, administering Town
policies and providing engineering support to other DPW division and Town departments.
DPW Oversight also oversees the street light program.
Budget Overview
DPW Oversight includes Administration, Operations, Engineering and Street Lighting. DPW
Oversight staff plans, manages, coordinates, schedules and directs the department's
activities. The duties of this staff include preparing budgets, monitoring expenditures,
developing bid specifications for DPW procurement, responding to citizens' questions and
concerns, evaluating work performance, performing inspections, managing projects, and
scheduling work assignments.
Staff works with various committees including the Permanent Building Committee, Center
Committee, Sidewalk Committee, Capital Expenditures Committee, Energy Committee,
Electric Utility Ad -Hoc Committee, and Bike Path Committee.
Departmental Initiatives:
1. Move forward with the construction of the new DPW Facility and maintain smooth
operations throughout the construction process.
2. Work toward the transfer of the custodial staff and maintenance responsibilities to the
new town -wide Facilities Maintenance Department.
3. Continue the American Public Works Association self- assessment portion of the
Accreditation process.
4. Re- evaluate the Operations office assignments and functions and implement changes.
5. Complete, under Phase 2 NPDES, a Stormwater Bylaw and Regulation to comply with
the Town's EPA NPDES stormwater permit.
6. Identify and quantify sources of surface water pollution within the Town, and assist
the Conservation and Health Departments in setting of priorities for remedies. This is
an additional requirement of Phase 2 NPDES.
7. Continue to work with the Energy Committee to find energy savings for streetlights.
8. Continue to proactively maintain a cost effective lighting system, which reduces
outage frequency and down time and provides safety along Lexington's roadways.
9. Develop a plan to standardize the types of lights used, taking into consideration
energy efficiency, useful life and aesthetics. This plan also includes replacing
incandescent light bulbs with compact fluorescent light bulbs.
FY 2009 Manager's Rec' d Budget & Financing Plan V -2 January 14, 2008
3100 DPW Oversight
Program: Community Services
Town of Lexington, Massachusetts
Public Works Director
Manager of Operations
Lead Clerk
I Departmental Clerks I
Town Engineer
Asst. Town Engineer
Senior Civil Engineer
Engineering Assistant
Engineering Aide
Management Analys Office Manager
Dept. Acct. Clerk
Authorized /Appropriated Staffing
FY 2009 Manager's Rec' d Budget & Financing Plan V -3 January 14, 2008
FY 2005
FY 2006
FY 2007 FY 2008
FY 2009
Actual
Actual
Actual Actual
Requested
Element 3110: DPW Administration
Director of Public Works
1
1
1
1
1
Manager of Operations
0
0
1
1
1
Management Analyst
0.6
0.6
0.6
0.6
0.6
Office Manager
1
1
1
1
1
Administrative Assistant
0
0
0
0
0
Department Lead Clerk
1
1
1
1
1
Department Account Clerk
2
2
2.6
2.6
2.6
sub-total FTE
5.6
5.6
72
7.2
7.2
sub -total FT/ PT
5 FT/ 1 PT
5 FT/ 1 PT
7 FT/ 1 PT
7 FT/ 1 PT
7 FT/ 1 PT
Element 3120: Engineering
Town Engineer
1
1
1
1
1
Assistant Town Engineer
1
1
1
1
1
Senior Civil Engineer
1
1
1
1
1
Engineering Assistant
3
3
3
3
3
Engineering Aide
0.7
0.7
0.7
0.7
0.7
sub-total FTE
6.7
6.7
6.7
6.7
6.7
sub -total FT/ PT
6 FT/ 1 PT
6 FT/ 1 PT
6 FT/ 1 PT
6 FT/1 PT
6 FT/1 PT
FY 2009 Manager's Rec' d Budget & Financing Plan V -3 January 14, 2008
3100 DPW Oversight
Program: Community Services
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $49,079 or 4.33% increase
over the FY08 adjusted budget. This is comprised of a 4.14% increase in compensation and a
4.72% increase in expenses.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $37,569 increase in compensation as the result of salary steps and contractual
increases and the recommendation to fund four additional hours for the Management
Analyst (see below).
2. $21,510 increase in expenses, which comes from an increase in the projected cost of
electricity and supplies to operate and maintain the streetlights.
New Requests Recommended by the Town Manager: The following program improvement
requests have been made by the Director of Public Works:
1. $ for increase hours for the DPW Management Analyst.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Public Works:
1. $ for an additional full -time Senior Civil Engineer.
Budget Summary
FY 2009 Manager's Rec' d Budget & Financing Plan V -4 January 14, 2008
3100 DPW Oversight
Program: Community Services
Town of Lexington, Massachusetts
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
$ 816,822
Dollar
Increase
Percent
Increase
Tax Le
$
700,397
$
974,512
$
1
$ 1
$
73,856
7.58%
Enterprise Funds Indirects
$
415,452
$
384
$
370,330
$ 370,330
$
14,468
-3.76%
Fees & Charges
$
15,759
$
4
$
4
$ 4
$
308
-7.15%
Parkin Fund
$
$ 11,115
5.86%
$ -
$
$ -
$ -
$
-
0.00%
Charges for Service
1
$ 4
59
$ 4
$
$ 4
$ 4
$
(308)
-7.15%
Total 3100 DPW Oversight
$
1 131 609
$
1 363 618
$
1 418 560
$ 1 422 697
$
59 079
4.33%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 816,822
$ 908,214
$ 941,646
$ 945,783
$ 37,569
4.14%
Expenses
$ 313,951
$ 455,404
$ 476,914
$ 476,914
$ 21,510
4.72%
Total 3100 DPW Oversight
$ 1,130,773
$ 1,363,F18
$ 1,418,560
$ 1,422,697
$ 59,079
4.33%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Total 3110 DPW Administration
$
404
$
475,392
$
490,455
$
494,592
$
19,200
4.04%
Total 3120 Engineering
$
424,790
$
523,264
$
541
$
541
$
18,504
3.54%
Total 3130 Street Lighting
$
301
$
364,962
$
386,337
$
386,337
$
21,375
5.86%
Total 3100 DPW Oversight
$
1
$
1
$
1 418 560
$
1
$
59
1 4.33%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
780,174
$
874,039
$
907,546
$
911,683
$
37,644
4.31%
Overtime
$
36,648
$
34
$
34 1 100
$
34
$
(75)
-0.22%
Compensation
$
816,822
$
908
$
941,646
$
945
$
37
4.149
Contractual Services
$
54,921
$
147,367
$
150,117
$
150,117
$
2
1.87%
Utilities
$
224,642
$
270,177
$
287,987
$
287,987
$
17,810
6.59%
Supplies
$
34,388
$
35,900
$
36,850
$
36,850
$
950
2.65%
Small Capital
$
-
$
1
$
1
$
1
$
-
0.00%
Expenses
$
313,951
$
455,404
$
476,914
$
476,914
$
21
4.729
Total 3100 DPW Oversight
$
1
$
1
$
1
$
1,422,697
$
59,079
4.33%
FY 2009 Manager's Rec'd Budget & Financing Plan V -5 January 14, 2008
Program: Community Services
3200 Highway Town of Lexington, Massachusetts
Mission: The Highway Division maintains the town streets, sidewalks and storm water
management inlets providing for the safe movement of vehicular traffic. The Division
performs minor construction repairs, removes snow and ice from streets, installs traffic signs
and lane or line markers and supervises the work of contractual service providers who
perform repairs, cleaning and maintenance work. In addition, the Road Machinery Division
ensures that the Town's fleet is operational and well maintained by providing a repair,
maintenance and fuel management program.
Budget Overview: Highway Division includes Highway Maintenance, Road Machinery and
Snow Removal.
Highway Maintenance is responsible for all public streets, sidewalks, town parking lots, drains
and brooks, performing minor construction repairs, installing traffic signs and lane or line
markers, and cleaning catch basins.
Road Machinery is responsible for the repair and preventive maintenance of 160 vehicles,
rolling stock and equipment.
Snow Removal is responsible for removing snow and treating 126 lane miles of roads and 58
miles of sidewalks.
Highway Division employees work with and provide staff support to the Sidewalk and Center
Committees.
Departmental Initiatives:
1. Develop a plan to re- assign tasks, functions, duties, and grades in the Highway
Department.
2. Develop a comprehensive drainage maintenance program as required under the
Town's NPDES permit.
3. Pursue efficiencies in operations such as the successful computerized street sign
program.
4. Continue to develop the best methods and equipment to clean snow from sidewalks.
FY 2009 Manager's Rec' d Budget & Financing Plan V -6 January 14, 2008
3200 Hi
Pro Communit Services
Town of Lexin Massachusetts
I Public Works Director I
I Mana of Operations I
I Hi Superintendent I
Crew Chief
I
Heav E Oper Grader-Shovel Operator.
I Information Coordinator I
E Foreman
Mechanic]
Truck Driver/Laborer
Authorized /Appropriated Staffin
FY 2009 Mana Rec'd Bud & Financin Plan V-7 Januar 14, 2008
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
Actual
Actual
Actual
Actual
Re
Element 3210: Hi Maintenance
Mana of Operations / Supt. Of Hi
1
1
0
0
0
Supt. of Equipment., Hi & Drains
0
0
1
1
1
Crew Chief
3
3
3
3
3
Laborer
2
0
0
0
0
Heav E Operators/Painters
2
7
7
7
7
Li E Operator
3
0
0
0
0
Grader-Shovel Operator
1
1
1
1
1
Information Coordinator
1
1
1
1
1
Seasonal Laborer
0.6
1.2
1.2
1.2
1.2
sub-total FTE
13.6
14.2
14.2
14.2
14.2
,sub-total FT/ PT
13 FT/ 1 PT
13 FT/ 2 PT
13 FT/ 2 PT
13 FT/ 2 PT
13 FT/ 2 PT
Element 3220: Road Machiner
E Foreman
1
1
1
1
1
Mechanic
3
3
3
3
3
sub-total FTE
4
4
4
4
4
sub-total FT/ PT
4 FT/O PT
4 FT/O PT
4 FT/O PT
4 FT/O PT
4 FT/O PT
Total FTE
17.6
18.2
18.2
18.2
18.2
FY 2009 Mana Rec'd Bud & Financin Plan V-7 Januar 14, 2008
Program: Community Services
3200 Highway Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $90,616 or 4.32% increase
over the FY08 adjusted budget. This is comprised of a 0.24% increase in compensation and a
7.33% increase in expenses. It continues to include $ of salary for a Highway
Superintendent that was funded by the FY2007 override. At the time of the preparation of
this budget recommendation, a collective bargaining agreement with the DPW Union has not
been reached for FY2008. No salary adjustments, therefore, are included for employees in
this bargaining unit.
Level Services: This is a level- service budget except where noted below. The significant
changes include:
1. $ increase in compensation for steps and contractual settlements.
2. $ increase in expenses, due to the following factors: expected cost of electricity
and paving materials caused by fuel increases; increased trucking costs due to the
DPW Facility construction; increased funding for outsourcing more repairs during this
period; increased cost of supplies due to the inability to stockpile parts or buy in bulk
during construction; and the increased cost of road sand & salt for Snow Removal
operations.
New Requests Recommended by the Town Manager: None.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Public Works:
1. $ for a new full -time Street Opening Inspector.
FY 2009 Manager's Rec'd Budget & Financing Plan V -8 January 14, 2008
3200 Highway
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
$ 889,543
Dollar
Increase
Percent
Increase
Tax Levy
$
1
$
1
$
1
$
1
$
96,858
5.66%
Enterprise Funds Indirects
$
369,587
$
355,690
$
343,241
$
343,241
$
12,449
-3.50%
Fees & Charges
$
77,022
$
30,000
$
36,207
$
36,207
$
6
20.69%
Parking Fund
$
$ 77,022
$
$ 30,000
$
$ 36,207
$
$ 36,207
$
6
20.69%
Total 3200 Highway
$
2
$
2
$
2
$
2
$
90,616
4.32%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 1
$ 889,543
$ 891,664
$ 891,664
$ 2
0.24 0 /0
Expenses
$ 1
$ 1
$ 1
$ 1
$ 88,495
7.33%
Total 3200 Highway
$ 2 1
$ 2,096,540 1
$ 2,187,156
$ 2,187,156
$ 90,616
4.32%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 3210 Highway Maintenance
$ 878,492
$ 882,960
$ 898,699
$ 898,699
$ 15
1.78%
Total 3220 Road Machinery
$ 664,699
$ 603,343
$ 643,295
$ 643,295
$ 39,952
6.62%
Total 3230 Snow Removal
$ 757,414
$ 610,237
$ 645,162
$ 645,162
$ 34,925
5.72%
Total 3200 Highway
$ 2,300,605
$ 2,096,540
1 $ 2
1 $ 2
1 $ 90
4.32%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
836,799
$
773,674
$
775,795
$
775,795
$
2
0.27%
Overtime
$
267,752
1 $
115,869
1 $
115,869
1 $
115,869
$
-
0.00
Compensation
$
1
$
889,543
$
891,664
$
891,664
$
2,121
0.24%
Contractual Services
$
403,859
$
453,625
$
479,220
$
479,220
$
25,595
5.64%
Utilities
$
207
$
204,575
$
218,075
$
218,075
$
13,500
6.60%
Supplies
$
441,778
$
495,297
$
544,697
$
544,697
$
49,400
9.97%
Small Capital
$
142,640
$
53,500
$
53,500
$
53,500
$
-
0.00
Expenses
$
1
$
1
$
1
$
1
$
88,495
7.339
Total 3200 Highway
$
2,300,605
$
2,096,540
$
2
$
2
$
90,616
4.32%
FY 2009 Manager's Rec'd Budget & Financing Plan V -9 January 14, 2008
Program: Community Services
3300 Public Grounds Town of Lexington, Massachusetts
Mission: The Park and Forestry Division, working with other Town Departments, user
groups and concerned citizens, support various Town services and recreational opportunities
that help to preserve the Town's green character and open spaces and promote public
safety. The Cemetery Division serves bereaved families and provides well- maintained
cemetery grounds.
Budget Overview: The Public Grounds Division is comprised of the Parks, Forestry and
Cemetery functions.
The Parks staff maintain 9 parks, 12 playgrounds, 28 conservation areas, 41 athletic fields,
12 school grounds, 4 tennis facilities, 3 historical sites, the pool and reservoir complexes and
the Town's bicycle, fitness and conservation trails totaling approximately 630 acres.
Lexington's athletic fields are used by many groups, which puts excessive demands on these
facilities. This past year a new turf program was implemented at the football field and on
one of the soccer fields leading to a marked improvement of the safety and playa bi l ity of
these fields.
The Forestry staff maintain approximately 10,000 street trees, an undetermined number of
trees on Park and Conservation lands and numerous shrub bed plantings on park, cemetery,
school and conservation properties and along right-of-ways.
The Cemetery staff is responsible for the administration and maintenance of four cemeteries
including 21.5 acres in Westview, 6.9 acres in Munroe, 1.28 in Colonial and .5 acres in
Robbins.
Staff works with the Recreation, Tree and Bike Path committees.
Departmental Initiatives:
1. Continue the implementation of a proactive park maintenance program to provide
safe, well- maintained, aesthetically pleasing park, athletic field and public grounds
areas.
2. Pending capital funding develop a program to improve two turf areas per year.
3. 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.
4. Continue the implementation of a comprehensive turf maintenance program designed
to improve the quality of the turf and the appearance of the cemeteries.
5. Continue to coordinate the restoration and improvement projects at Ye Olde Burial
Ground and Munroe Cemetery.
FY 2009 Manager's Rec' d Budget & Financing Plan V -10 January 14, 2008
3300 Public Grounds
Program: Community Services
Town of Lexington, Massachusetts
Public Works Director
Manager of Operations
Superintendent of Public Grounds
Crew Chief
Leadman Heavy Equip. Oper.
Laborer /Driver
Authorized /Appropriated Staffing
Crew Chief I Cemetery Foreman
Arborist Crew Chief F lDept. Clerk
Heavy Equip. Oper.
FY 2009 Manager's Rec' d Budget & Financing Plan V -11 January 14, 2008
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
Actual
Actual
Actual
Actual
Requested
Element 3310: Parks Division
Superintendent of Public Grounds
1
1
1
1
1
Crew Chief
4
4
4
4
4
Heavy Equipment Operator
3
6
6
6
6
Light Equipment Operator
1
0
0
0
0
Laborer -Truck Driver
4
2
2
2
2
Leadmen
2
2
2
2
2
sub-total FTE
15
15
15
15
15
sub -total FT /PT
15 FT/0 PT
15 FT/0 PT
15 FT/0 PT
15 FT/0 PT
15 FT/0 PT
Element 3320: Forestry Division
Arborist
2
3
2
2
2
Crew Chief
2
1
1
1
1
W4 Arborist
0
0
1
1
1
sub-total FTE
4
4
4
4
4
sub -total FT/ PT
4 FT/0 PT
4 FT/0 PT
4 FT/0 PT
4 FT/4 PT
4 FT/0 PT
Element 3330: Cemetery Division
Cemetery Foreman
1
1
1
1
1
Crew Chief
0
1
1
1
1
Heavy Equipment Operator
1
1
1
1
1
Laborer -Truck Driver
0
0
0
0
0
Department Clerk
1
1
1
1
1
sub-total FTE
3
4
4
4
4
sub -total FT/ PT
3 FT/0 PT
4 FT/0 PT
4 FT/0 PT
4 FT/0 PT
4 FT/0 PT
Total
T otal P.
FY 2009 Manager's Rec' d Budget & Financing Plan V -11 January 14, 2008
Program: Community Services
3300 Public Grounds Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 3.73% increase
over the FY08 adjusted budget for the General Fund and Revolving Funds. This is comprised
of a 1.80% increase in compensation and a 11.88% increase in expenses. This budget
continues to include $ in salaries and expenses (tree planting) that were funded by the
FY2007 override. At the time of the preparation of this budget recommendation, a collective
bargaining agreement with the DPW Union has not been reached for FY2008 and 2009. No
salary adjustments, therefore, are included for employees in this bargaining unit.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase comprised of a $ program improvement request for improved
grounds maintenance at Lexington cemeteries and the balance in compensation for
steps and contractual settlements.
2. $30,573 increase in expenses primarily attributable to: a) a $ program
improvement request for the improved grounds maintenance at Lexington cemeteries
(Element 3330); b) a $ program improvement request for improved turf and
public grounds maintenance; c) an increase in the cost of police details and materials;
and d) services to provide timely and efficient tree service and hazard tree mitigation
in the Forestry element (3320).
New Requests Recommended by the Town Manager: The following program improvement
requests have been made by the Director of Public Works:
1. $ for Cemetery Ground Maintenance, funded through the Cemetery Trust Fund.
2. $18,000 for Turf and Public Grounds Maintenance.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Public Works:
1. $46,,663 for additional Turf and Public Grounds Maintenance staff.
2. $ for Tree Planting.
3. $ for Cemetery Ground Maintenance.
FY 2009 Manager's Rec' d Budget & Financing Plan V -12 January 14, 2008
3300 Public Grounds
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
FY 2009
Requested
Percent
Increase
FY 2009
Mgr. Rec'd
$ 1
Dollar
Increase
Percent
Increase
Tax Levy
$
917,838
$
967,929
$ 955,150
$
993,150
$
25,221
2.61%
Enterprise Funds Indirects
$
100,000
$
100,000
$ 100,000
$
100,000
$
-
0.00%
Fees & Charges
$
128,263
$
118,135
$ 123,000
$
123,000
$
4
4.12%
Fees
$
128,263
$
118,135
$ 123,000
$
123,000
$
4
4.12%
Directed Funding
$
100,000
$
100,000
$ 120,000
$
120,000
$
20,000
20.00%
Cemetery Trust
$
100,000
$
100,000
$ 120,000
$
120,000
$
20,000
20.00%
Revolving Funds
$
108,000
$
55,000
$ 55,000
$
55,000
$
-
0.00%
Burial Containers
$
33,000
$
35,000
$ 35,000
$
35,000
$
-
0.00%
Tree
$
75,000
$
20,000
$ 20
$
20,000
$
-
0.00%
Total 3300 Public Grounds
$
1
$
1
$ 1
$
1
$
50
3.73 %�
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 1
$ 1
$ 1
$ 1
$ 19,513
1.80%
Expenses
$ 324
$ 257
$ 262,818
$ 287,818
$ 30,573
11.88%
Total 3300 Public Grounds
$ 1
$ 1
$ 1
$ 1
$ 50,086
3.73%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 3310 Parks Divison
$
773,316
$
815,929
$
820,072
$
838,072
$
22
2.71%
Total 3320 Forestry
$
224,031
$
247,814
$
252
$
252
$
4
2.00%
Total 3330 Cemetery
$
275,634
$
277,321
$
280,302
$
300,302
$
22,981
8.29%
Total 3300 Public Grounds
T $
1,272,981
$
1,341,064
$
1
$
1
$
50,086
3.73
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
940,973
$
1
$
1
$
1
$
15,513
1.52%
Overtime
$
81,984
$
62,080
$
62,080
f $
66,080
1 $
4
6.44%
Compensation
$
1 022,957
$
I 083,819
$
I 090,332
$
1, 103,332
$
19,513
1.80%
Contractual Services
$
102,022
$
98,700
$
104
$
113,930
$
15,230
15.43%
Utilities
$
14
$
30,745
$
30,888
$
30,888
$
143
0.47%
Supplies
$
128,528
$
119,300
$
120,000
$
135,500
$
16,200
13.58%
Small Capital
$
5
$
8
$
71500
1 $
7
1 $
(1
- 11.76%
Expenses
$
250, 023
$
257,245
$
262,818
$
287,818
$
30,573
11.88
Total 3300 Public Grounds
$
1
$
1
$
1
$
1
$
50,086
3.73
FY 2009 Manager's Rec'd Budget & Financing Plan V -13 January 14, 2008
3400 Environmental Services
Program: Community Services
Town of Lexington, Massachusetts
Mission: The Environmental Services Division manages the solid waste generated by
residents including educating residents in ways to reduce the solid waste they generate,
accelerating recycling and composting efforts and reducing the toxicity of the waste stream.
Budget Overview: The Environmental Services Division includes Refuse Collection,
Recycling and Refuse Disposal.
Refuse collection is the curbside collection of non - recyclable residential solid waste and the
separate collection of large appliances and yard waste. In FY2008, the Town entered into a
new contract with JRM Hauling and Recycling Inc. for the collection and transportation of
solid waste.
Recycling is the curbside collection of recyclable products, management of yard waste
operations at the Hartwell Avenue Compost Facility, operation of the Minuteman Household
Hazardous Products regional facility and drop -off collections of televisions, computer
monitors and other electronics (CRT's) and corrugated cardboard. In FY2008, the Town
entered into a new contract with ]RM Hauling and Recycling Inc. for the collection and
transportation of recyclables.
Refuse disposal is the disposal of the Town's solid waste. The Town is currently under
contract with Wheelabrator in North Andover for this service. This contract ends in 2010.
Departmental Initiatives:
1. Continue implementation of "Visible Recyclables Ban" and examine feasibility of
enforcing mandatory recycling by -law.
2. Comply with DEP mercury waste regulation.
3. Develop and implement medical sharps disposal program.
4. Examine economic feasibility of automated curbside refuse collection.
5. Update Business Plan for the Lexington Compost Facility.
6. Expand recycling options in municipal and school buildings.
7. Explore recycling access for businesses.
8. Examine economic feasibility of single- stream (no separation of materials) recycling
collection.
FY 2009 Manager's Rec' d Budget & Financing Plan V -14 January 14, 2008
3400 Environmental Services
Program: Community Services
Town of Lexington, Massachusetts
Public Works Director
I Manager of Operations I
I Superintendent of Environmental Services I
I Heavy Equipment I
Operator
Authorized /Appropriated Staffing
FY 2005
Actual
FY 2006 I FY 2007 FY 2008 I FY 2009
Actual Actual Actual Requested
Element 3420: Recycling
Superintendent of Environmental Services 1 1 1 1 1
Heavy Equipment Operator 1 1 1 1 1
Seasonal 0 0 0 0.4 0.4
Notes:
*Positions paid out of DPW Compost Operations Revolving Fund.
FY 2009 Manager's Rec' d Budget & Financing Plan V -15 January 14, 2008
3400 Environmental Services
Program: Community Services
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 1.48% increase
over the FY08 adjusted budget. This is comprised of a 1.48% increase in compensation and a
1.48% increase in expenses. It continues to include the $ in expenses (curbside yard
waste collection program) that were funded by the FY2007 override. At the time of the
preparation of this budget recommendation, a collective bargaining agreement with the DPW
Union has not been reached for FY2008. No salary adjustments, therefore, are included for
employees in this bargaining unit.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase in compensation for steps and contractual settlements.
2. $ increase in expenses, which is primarily due to a 4% increase ($25,,550) in
the tipping fee charged to dispose of Lexington's solid waste. (See Element 3430
Refuse Disposal. The FY09 tipping fee is $71.50 and refuse tonnage is projected at
9,300 tons.)
New Requests Recommended by the Town Manager: None.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Public Works:
1. $ for a new full -time W -4 Operator at the Hartwell Avenue Compost Facility.
FY 2009 Manager's Rec' d Budget & Financing Plan V -16 January 14, 2008
3400 Environmental Services
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
$ 135,021
Dollar
Increase
Percent
Increase
Tax Levy
$
2
$
2
$
2
$
2
$
26,294
1.23%
Enterprise Funds (Indirects)
$
-
$
-
$
-
$
-
$
-
0.00%
Revolving Funds
$
403,503
$
385,800
$
396,998
$
396,998
$
11
2.90%
Compost Operations
$
200,000
$
210,800
$
221,998
$
221,998
$
11
5.31%
MHHP Operations
$
203,503
$
175,000
$
175,000
$
175,000
$
-
0.00 0 /0
Total 3400 Environmental Serv.
1 $
2
1 $
2
$
2
1 $
2
1 $
37,492
1 1.48%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 132,387
$ 135,021
$ 137,015
$ 137,015
$ 1
1.48%
Expenses
$ 2
$ 2
$ 2
$ 2
1 $ 35,498
1.48%
(Total 3400 Environmental Serv.
$ 2,505,844
$ 2,526,628
$ 2,564,120
$ 2,564,120
1 $ 37,492
1 1.48 0 /oI
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Percent
Increase
Dollar
Increase
Percent
Increase
Total 3410 Refuse Collection
$
730,812
$
725,000
$ 725,000
$
725,000
$
-
0.00%
Total 3420 Recycling
$
1
$
1
$ 1
$
1
$
11,942
1.03%
Total 3430 Refuse Disposal
$
618,076
$
639,400
$ 664,950
$
664,950
$
25,550
4.00%
Total 3400 Environmental Serv.
$
2
$
2
$ 2
$
2
$
37,492
1.48%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
118,359
$
119,031
$
120,259
$
120,259
$
1
1.03%
Overtime
$
14,027
$
15
$
16,756
$
16,756
$
766
4.79%
Compensation
$
132,387
$
135,021
$
137,015
$
137,015
$
1
1.48%
Contractual Services
$
2
$
2
$
2
$
2
$
29,322
1.26%
Utilities
$
3
$
3
$
-
$
-
$
3
- 100.00%
Supplies
$
36,076
$
52
$
56,800
$
56,800
$
4
8.80%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00
Expenses
1 $
2373,,4571
$
2,391, 607
1 $
2, 422,222
$
,422,,2221
2
$
30,6151
1.28
Debt Service
$
-
$
-
$
4,883
$
4,883
$
4
100.00%
Total 3400 Environmental Serv.
$ 2
$ 2
$ 2
$ 2
$
37,492
1.48%
FY 2009 Manager's Rec'd Budget & Financing Plan V -17 January 14, 2008
3500 Transportation
Program: Community Services
Town of Lexington, Massachusetts
Mission: The Transportation Services Office provides transportation and parking services to
local businesses and neighborhoods. Services emphasize the needs of seniors, students and
persons with special needs.
Budget Overview: The Transportation Office includes Lexpress and the Parking Operations
in Lexington Center.
The Lexpress neighborhood mini -bus system is funded through several sources. Of the
$ request for Lexpress in FY 2009, $ comes from the tax levy. Additional
funding for Lexpress includes an M BTA subsidy of $ estimated fare revenue of
$ and Transportation Demand Management funds of $ This budget reflects
9,008 hours of community mini -bus service. FY2009 will be the second year of a three -year
contract with Joseph's Transportation & Limosine to provide Lexpress service.
Parking Operations includes the management and operation of the three town parking lots,
including the attended Depot Square lot, and the Lexington Center parking permit program.
It includes the Town Hall parking program and coordination of the traffic safety functions
between Town departments. The Transportation Coordinator serves as staff liaison to the
Traffic Safety Advisory Committee.
Transportation staff work with the Transportation Advisory Committee, Traffic Safety
Advisory Committee, and the Traffic Mitigation Group.
Departmental Initiatives:
1. Increase ridership on Lexpress.
2. Promote community awareness of Lexpress routes.
3. Continue to adapt Lexpress service to the needs of the community.
4. Improve Lexpress customer service.
5. Publicize regional transportation options.
6. Maintain a viable mix of long -term and short -term parking in the Center Business
District.
7. Promote community awareness of the Center parking permit program.
FY 2009 Manager's Rec' d Budget & Financing Plan V -18 January 14, 2008
3500 Transportation
Pro Communit Services
Town of Lexin Massachusetts
I Public Works Director I
I Transportation Coordinator I
I Department Clerk (PT) I
Parkin Operations
Supervisor (PT) I
Parkin Attendants (PT)
Authorized /Appropriated Staffin
Element 3610: Lexpress
Transportation Coordinator
Cler
1
0.6
1
0.6
1
0.6
0.5
0.3
0.5
0.3
sub-total FTE
1.6
1.6
1.6
0.8
0.8
sub-total FT/ PT
1 FT/1 PT
1 FT/1 PT
1 FT/1 PT
1 FT/1 PT
1 FT/1 PT
Element 3620: Parkin Operations
Transportation Coordinator
Clerk
Parkin Attendant Supervisor
Parking Attendant
0
0
0.5
2.2
0
0
0.5
2.2
0
0
0.5
2.2
0.5
0.3
0.5
2.2
0.5
0.3
0.5
2.2
sub-total FTE
2.7
2.7
2.7
3.5
3.5
I sub -total FT/ PT
0 FT/5 PT
FT/5 PT
0 FT/5 PT
0 FT/5 PT
0 FT/5 PT
Tota I FTE
4.3
4.3
4.3
4.3
4.3
FY 2009 Mana Rec'd Bud & Financin Plan V-19 Januar 14, 2008
3500 Transportation
Program: Community Services
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 1.58% increase
over the FY08 adjusted budget. This is comprised of a 4.19% increase in compensation and a
0.88 increase in expenses. It continues to include $ in expenses (Lexpress operations)
that were funded by the FY2007 override.
Level Services This is a level- service budget except where noted below. The significant
changes include:
1. $5,524 increase in compensation as the result of implementing overdue step increases
for the parking lot attendants, fully funding vacation coverage for the attended booth,
as well as contractual step increases for the Transportation Office staff.
New Requests Recommended by the Town Manager None requested.
New Requests Not Recommended by the Town Manager None requested.
FY 2009 Manager's Rec' d Budget & Financing Plan V -20 January 14, 2008
3500 Transportation
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
$ 123,902
Dollar
Increase
Percent
Increase
Tax Levy
$
325,102
$
278,055
$
277,608
$ 277,608
$
(447)
-0.16%
Enterprise Funds Indirects
$
-
$
-
$
-
$ -
$
-
0.00%
Fees & Charges
$
100
$
138,000
$
142,000
$ 142,000
$
4
2.90%
Lexpress Fares
$
$ 77,230
0.00%
$ 80,000
$
$ 81,000
$ 81,000
483,933
$ 1
1.25%
TDM Allocation
488,305
$ 23,000
4
$ 58,000
Utilities
$ 61,000
$ 61,000
$
$ 3
5.17%
Parking Meter Fund
$
76,605
$
125,832
$
132
$ 132
1
$ 6
5.00%
Grants (MBTA)
$
80,000
$
80,000
$
80,000
$ 80,000
$
-
0.00 0 /0
Total 3500 Transportation
$
581,937
$
621,887
$
631,733
$ 631,733
$
9
1.58 0 /0
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 123,902
$ 131,954
$ 137
$ 137
$ 5
4.19 0 /0
Expenses
$ 442,477
$ 489,933
$ 494
$ 494
$ 4
0.88%
Total 3500 Transportation
$ 566,379
1 $ 621,887
1 $ 631,733
1 $ 631,733
$ 9
1 1.58 0 /0
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 3510 Lexpress
$ 498,102
$ 494,911
$ 499,608
$ 499,608
$ 4
0.95%
Total 3520 Parking Operations
$ 68,277
$ 126,976
$ 132
$ 132
$ 5
4.06%
Total 3500 Transportation
$ 566,379
1 $ 621,887
1 $ 631,733
1 $ 631,733
1 $ 9
1 1.58
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
123 902
$
131,954
$
137
$
137
$
-
0.00%
Overtime
$
-
$
-
$
-
$
-
$
-
0.00
Compensation
$
123,902
$
131,954
$
137
$
137
$
-
0.00%
Contractual Services
$
438,625
$
483,933
$
488,305
$
488,305
$
4
0.90%
Utilities
$
2
$
4
$
4
$
4
$
-
0.00%
Supplies
$
1
$
1
$
1
$
1
$
(50)
-3.45%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00
Expenses
$
442,477
$
489,933
$
494
$
494
$
4,322
0.88%
Total 3500 Transportation
$
566,379
$
621
$
631,733
$
631,733
$
9
1.58
FY 2009 Manager's Rec'd Budget & Financing Plan V -21 January 14, 2008
3600 Water Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Mission: The Water /Sewer Division provides safe drinking water by regular monitoring and
testing of water and maintaining and improving the water system infrastructure.
Budget Overview: The Water Division budget is comprised of Water Operations,
Massachusetts Water Resources Authority (MWRA) purchases and Indirect Support from the
General Fund.
The Water Operations maintains and repairs the water system that delivers water to
Lexington homes and businesses through 154 miles of water mains, 1500 fire hydrants and
two water towers that store 3.24 million gallons of water. The Town 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. The Town also sells water to
the Town of Bedford at the MWRA wholesale rate with a small administrative fee.
The MWRA provides water to Lexington and greater Boston.
Indirect support from the General Fund reflects Payments -In- Lieu -of -Taxes (PILOT) and
those Water Enterprise Fund expenses (benefits,, insurance, engineering support) that are
appropriated in the General Fund. The Water Enterprise Fund, therefore, reimburses the
General Fund for these expenses through an indirect cost transfer. In FY07, the $
PILOT began to be reduced by $ annually by the Board of Selectmen with the
intention of eliminating the PILOT in four years. The FY09 Water Operating Expenses
request, therefore, has also been decreased by $ for the third year of this four -year
PILOT reduction. The Indirect Support from the Water Enterprise Fund to the General Fund
has also been reduced by $ to more accurately reflect the true costs of this General
Fund support.
Departmental Initiatives:
1. Continue with the hydrant maintenance program.
2. Complete the Town wide meter change out by installing the last 3200 meters that w i l l
be read via outside indicators. This will all but eliminate estimated readings.
3. Recertify two employees in Backflow /Cross- Connection Devices. Plan and implement a
Backflow testing Program for the 2400 plus irrigation meters that have been installed.
4. Reduce the number of Pit Meters in Town and change out the manual reads on the
ones that cannot be eliminated.
5. Update all the "paper tie cards" for GIS implementation.
FY 2009 Manager's Rec' d Budget & Financing Plan V -22 January 14, 2008
3600 Water Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Public Works Director
I Manager of Operations I
Dept. Clerk
Water /Sewer Superintendent
Crew Chief
Heavy Equipment Op. X -Conn. Inspector
Meter Reader /Laborer �j Grader - Shovel Op.
Authorized /Appropriated Staffing
FY 2009 Manager's Rec' d Budget & Financing Plan V -23 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Superintendent of Water & Sewer
0.5
0.5
0.5
0.5
0.5
Crew Chief
2
2
2
2
2
Grader - Shovel Operator
1
1
1
1
1
Leadman Cross Connector Inspector
1
2
2
2
2
Heavy Equipment O erator
2
3
3
3
4
Laborer -Truck Driver
2
0
0
0
0
Department Clerk
0
0
0.2
0.2
0.2
Meter Reader Laborer
2
2
2
2
1
FY 2009 Manager's Rec' d Budget & Financing Plan V -23 January 14, 2008
Program: Community Services
3600 Water Enterprise Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 9.45% increase
over the FY08 adjusted budget. The MWRA water assessment, the largest part of this
budget, is estimated to increase by 10 percent. The MWRA will provide its estimates on this
assessment in March 2008 and the final approved assessment in June 2008. At the time of
the preparation of this budget recommendation, a collective bargaining agreement with the
DPW Union has not been reached for FY2008 and 2009. No salary adjustments, therefore,
are included for employees in this bargaining unit.
Level Services: This is a level service budget. The significant changes include:
1. $ decrease in expenses related to the Board of Selectmen's policy to phase
out payment -in- lieu -of -taxes from the Water Enterprise Fund to the General Fund.
2. $ increase in expenses due to partially funding a vehicle (the other half covered
by the Wastewater Enterprise Fund).
3. $ or 10 percent increase in the MWRA assessment. More accurate estimates of
MWRA costs will be available in March 2008.
4. $ decrease in the indirect cost payment from the Water Enterprise Fund to the
General Fund. This is the result of the Finance Department analyzing water division
indirect costs and bringing the payment in line with actual costs.
5. $ increase in debt service for previously authorized capital projects and
proposed capital projects shown in Section XI of this budget, including the new DPW
Facility.
New Requests Recommended by the Town Manager: None requested.
New Requests Not Recommended by the Town Manager: None requested.
FY 2009 Manager's Rec' d Budget & Financing Plan V -24 January 14, 2008
3600 Water Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
$
-
$
-
$
-
$
-
$
-
0.00%
Enterprise Funds
$
6
$
6
$
7
$
7
$
625,840
9.45%
User Charges
$
5
$
6
$
7
$
7
$
988,410
16.04%
Connection Fees
$
50,000
$
50,000
$
50,000
$
50,000
$
-
0.00%
Investment Income
$
10,000
$
10,000
$
10,000
$
10,000
$
-
0.00 0 /0
Misc. Fees
$
40,000
$
40,000
$
40,000
$
40,000
$
-
0.00 0 /0
Retained Earnings
$
500,000
$
362,570
$
-
$
-
$
(362,5701
0.00%
Fees & Charges
$
-
$
-
$
-
$
-
$
-
0.00 0 /0
Total 3600 Water Enterprise
$
6
$
6
$
7
$
7
1 $
625,840
1 9.45 %1
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$
558,368
$
585,708
$
584,646
$
584,646
$
(1
-0.18%
Expenses
$
679,714
$
569,800
$
463,845
$
463,845
$
(105,955)
- 18.60%
Debt Service
$
358,301
$
490,833
$
850,688
$
850,688
$
359,855
73.32%
MWRA
$
4
$
4
$
4
$
4
$
411
10.00
Indirects
$
883,964
$
859,728
$
820,952
$
820,952
$
(38,776)
-4.51%
(Total 3600 Water Enterprise
I $
6,512,864
I $
6,623,844
I $
7,249,684
I $
7,249,684
I $
625,840
I 9.45 0 /oI
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 3610 Water Operations
$
1
$
1
$
1
$
1
$
252,838
15.36%
Total 3620 MWRA
$
4
$
4
$
4
$
4
$
411
10.00%
Indirects
$
883,964
$
859,728
$
820,952
$
820,952
$
(38,776)
-4.51%
Total 3600 Water Enterprise
$
6
$
6
$
7
$
7
$
625,840
9.45%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
454,807
$
466,871
$
465,809
$
465,809
$
(1
-0.23%
Overtime
$
103,561
$
118,837
$
118,837
$
118,837
$
-
0.00
Compensation
$
558,368
$
585,708
$
584,646
$
584,646
$
(1
-0.18%
Contractual Services
$
487
$
383,000
$
254
$
254
$
(128,555)
- 33.57%
Utilities
$
3
$
3
$
3
$
3
$
200
5.71%
Supplies
$
73,556
$
55,300
$
60,700
$
60,700
$
5
9.76%
Small Capital
$
115,552
$
128,000
$
145,000
$
145,000
$
17,000
13.28%
Expenses
1 $
679,7141
$
569,8001
$
463,8451
$
463,845
$
(-105,955)1
8.60%
Debt Service
1 $
35,5,30-11
$
490,8331
$
350,68,31
$
650,688
1 $
359,8551
73.32%
MWRA
$
4, 032,517
$
4,117,775
$
4,529,553
$
4,529,553
$
411,778
10.00%
Indirects
$
883,964
$
859,728
$
820,952
$
820,952
$
(38,776)
-4.51%
Total 3600 Water Enterprise
$
6,512,864
$
6,623,844
$
7,249,684
$
7,249,684
$
625,840
9.45%
FY 2009 Manager's Rec'd Budget & Financing Plan V -25 January 14, 2008
3700 Sewer Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Mission: The Water /Sewer Division ensures the proper and safe discharge of wastewater
though the operation of pumping stations and by maintaining and improving the wastewater
system infrastructure.
Budget Overview: The Sewer Division budget is comprised of Wastewater Operations,
Massachusetts Water Resources Authority (MWRA) purchases and Indirect Support from the
General Fund.
The Sewer Division maintains the wastewater system that serves 99 percent of Town
residences and businesses through 34 miles of trunk lines, 119 miles of street lines and 9,524
service connections. There are also nine sewage - pumping stations operated by the Sewer
Division. The Town has a three -block inclining rate structure to encourage conservation.
Customer sewer usage is determined based on water usage over the same period.
The MWRA provides wastewater treatment to Lexington and greater Boston at the Deer
Island treatment facility.
Indirect Support from the General Fund reflects Payments -In- Lieu -of -Taxes (PILOT) and
those Wastewater Enterprise Fund expenses (benefits, insurance, engineering support) that
are appropriated in the General Fund. The Wastewater Enterprise Fund, therefore,
reimburses the General Fund for these expenses through an indirect cost transfer. In FY07,
the $250,,000 PILOT began to be reduced by $ annually by the Board of Selectmen
with the intention of eliminating the PILOT in four years. The FY09 Wastewater Operating
Expenses request has also been decreased by $62,500 for the third year of this four -year
PILOT elimination. The Indirect Support from the Wastewater Enterprise Fund to the
General Fund has also been reduced by $ to more accurately reflect the true costs of
this General Fund support
Departmental Initiatives:
1. Rehab and refurbish all nine pump stations (one per year) and bring them up to OSHA
standards.
2. Clear and repair access routes to all sewer easements.
3. Continue pipe flushing program and root removal in problem areas.
4. Initiate a public educational program related to inflow and infiltration into the Town's
sewer lines.
FY 2009 Manager Rec'd Budget & Financing Plan V -26 January 14, 2008
3700 Sewer Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Public Works Director
I Manager of Operations I
Water /Sewer Superintendent
Crew Chief
Heavy Equipment Op. Laborer/Truck Driver
Authorized /Appropriated Staffing
Dept. Clerk
FY 2009 Manager Rec'd Budget & Financing Plan V -27 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Superintendent of Water & Sewer
0.5
0.5
0.5
0.5
0.5
Crew Chief
1
1
1
1
1
Foreman
0
0
0
0
0
Heavy Equipment 0 erator
1
2
2
2
2
Department Clerk
0.2
0.2
0.2
Laborer
Total
1
0
0
0
0
FY 2009 Manager Rec'd Budget & Financing Plan V -27 January 14, 2008
Program: Community Services
3700 Sewer Enterprise Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 7.04% increase
over the FY08 adjusted budget. The MWRA water assessment, the largest part of this
budget, is estimated to increase by 10 percent. The MWRA will provide its estimates on this
assessment in March 2008 and the final approved assessment in June 2008. At the time of
the preparation of this budget recommendation, a collective bargaining agreement with the
DPW Union has not been reached for FY2008 and 2009. No salary adjustments, therefore,
are included for employees in this bargaining unit.
Recommended Budget: This is alevel- service budget. The significant changes include:
1. $ decrease in expenses related to the Board of Selectmen's policy to phase out
payment -in- lieu -of -taxes from the Wastewater Enterprise Fund to the General Fund.
2. $ increase in expenses to partially funding the purchase of a vehicle (the other
half covered by the Water Enterprise Fund).
3. $ or 10 percent increase in the MWRA assessment. More accurate estimates
of MWRA costs will be available in March 2008.
4. $ decrease in the indirect cost payment from the Wastewater Enterprise Fund
to the General Fund. This is the result of the Finance Department analyzing sewer
(wastewater) division indirect costs and bringing this payment in line with actual
costs.
5. $ increase for debt service for previously authorized capital projects and
projects proposed in Section XI of this budget, including the new DPW Facility.
New Requests Recommended by the Town Manager: None requested.
New Requests Not Recommended by the Town Manager: None requested.
FY 2009 Manager Rec'd Budget & Financing Plan V -28 January 14, 2008
3700 Sewer Enterprise
Program: Community Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Lev
$
-
$
245,512
$
243,884
$
243,884
$
-
0.00%
Enterprise Funds
$
7
$
7
$
8
$
8
$
528,960
7.04%
User Charges
$
7
$
7
$
7
$
7
$
528,960
7.09%
Connection Fees
$
1 1 000
$
1 1 000
$
1 1 000
$
1 1 000
$
-
0.00%
Investment Income
$
10,000
$
10,000
$
10,000
$
10,000
$
-
0.00%
Misc. Fees
$
50,000
$
50,000
$
50,000
$
50,000
$
-
0.00%
Fees & Charges
$
-
$
-
$
-
$
-
$
-
0.00%
Total 3700 Sewer Enterprise
$
7
$
7
$
8
$
8
$
528
7.04 0 /ol
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$
240,146
$
245,512
$
243,884
$
243,884
$
1 1 628
-0.66%
Expense
$
473,405
$
430,272
$
385,565
$
385,565
$
44,707
- 10.39%
Debt Service
$
333,899
$
473,256
$
508,237
$
508,237
$
34,981
7.39%
MWRA
$
5
$
5
$
6
$
6
$
563,087
10.00%
Ind irects
$
753,950
$
737,309
$
714,536
$
714,536
$
(22,773)
-3.09%
Total 3700 Sewer Enterprise
$
7
1 $
7
1 $
8
$
8,046,182
1 $
528,960
1 7.04 0 /ol
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 3710 Sewer Enterprise
$
1
$
1
$
1
$
1
$
11,354
-0.99%
Total 3720 MWRA
$
5
$
5
$
6
$
6
$
563,087
10.00%
Ind irects
$
753,950
$
737,309
$
714,536
$
714,536
$
(22,773)
-3.09%
Total 3700 Sewer Enterprise
$
7
$
7
$
8
$
8
$
528,960
r 7.04%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
178,057
$
193,877
$
192
$
192
$
1
-0.84%
Overtime
$
62,089
1 $
51,635
$
51,635
$
51,635
$
-
0.00%
Compensation
$
240,146
$
245,512
$
243,884
$
243,884
$
(1, 628)
-0.66%
Contractual Services
$
278,345
$
258,400
$
176,765
$
176,765
$
81,635
- 31.59%
Utilities
$
131
$
138,400
$
139,800
$
139,800
$
1
1.01%
Supplies
$
60,847
$
29,472
$
50,500
$
50,500
$
21,028
71.35%
Small Capital
$
2
$
4
$
18,500
$
18,500
$
14,500
362.50%
Expenses
$
473
430,272
$
385,565
$
385,565
$
(44,707)
- 10.39%
Debt Service
$
333,899
$
473
$
508,237
$
508,237
$
34,981
739%
MWRA
$
5 633
$
5 630
1 $
6,193, 960
1 $
6,193, 960
1 $
563
10.00%
Indirects
I $
753,9501
$
737,3091
$
714,5361
$
714,536
$
(22,773)
3.09%
Total 3700 Sewer Enterprise
1 $
7
1 $
7
1 $
8
1 $
8
1 $
528
1 7.04%
FY 2009 Manager Rec'd Budget & Financing Plan V -29 January 14, 2008
Section VI: Program 4000: Public Safety
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
public safety. It includes:
4100 Law Enforcement
4200 Fire & Rescue
VI -2
VI -6
FY 2009 Manager's Rec' d Budget & Financing Plan VI -1 January 14, 2008
Program: Public Safety
4100 Law Enforcement Town of Lexington, Massachusetts
Mission: The Lexington Police Department provides public safety services to enhance the quality of
life in Lexington. A staff of police officers, detectives, dispatchers and support staff work in a
coordinated manner to effectively intervene in emergencies, promote traffic safety, suppress crime,
reduce fear and deliver services to the community through a variety of prevention, problem solving
and law enforcement programs.
Budget Overview: The Police Department is comprised of seven divisions: Administration, Patrol
and Enforcement, Parking Operations, Investigations, Dispatch, Animal Control and Crossing Guards.
The Police Department responds to approximately 11,000+ calls for service and over 700 reported
crimes annually. The Police Department regularly seeks out grants and other methods of alternative
funding and has been successful this year receiving $150,000 in grant awards. Beginning in FY2009,
School Crossing Guards will be transferred from the School Department to the Police budget.
The Administration division is comprised of 11 full time employees which includes: the Chief and two
Captains who oversee administrative and operational functions including budget, planning, training,
personnel administration, public affairs and policy development; four Lieutenants who each lead a
team /workgroup consisting of patrol officers, dispatchers and a supervisor that provide 24/7 policing
services; an office manager and two clerks who handle records management, accounting and payroll,
and traffic and parking administration; three part time cadets who provide administrative support;
and a mechanic who purchases, equips and maintains the vehicle fleet and other specialized
equipment.
The Patrol and Enforcement division is comprised of 33 officers (27 FTE patrol officers and six
supervisors) responsible for responding to a variety of critical front -line services 24/7 including
intervening in emergencies, promoting traffic safety and suppressing crime.
The Parking Operations division is comprised of a civilian parking control officer (PCO) who, through
the enforcement of parking regulations, is responsible for ensuring that parking spaces are turned
over on a regular basis and that roadways are not obstructed.
The Investigations division is comprised of eight detectives responsible for investigative and
prevention programming which includes: two specialized detectives, a family services detective, a
narcotics investigator assigned to the Suburban Middlesex Drug Task Force (from eight communities),
and three detectives assigned as School Resource Officers to the Middle Schools, Senior High School
and Minuteman Regional High School.
The Dispatch division is comprised of nine civilian dispatchers responsible for directing the proper
resources to over 15,000 calls that require a police, fire or medical unit response.
The Animal Control division, working in collaboration with the Health Department, is comprised of one
part -time civilian animal control officer (ACO) responsible for regulations governing the ownership,
health and wellbeing of animals in the community, including 2300 dogs.
Departmental Initiatives:
1. Complete outstanding items remaining from the dispatch center renovations.
2. Implement community emergency notification system.
3. Absorb crossing guard program transferred from school department.
4. Continue vehicle fuel efficiency tests.
5. Continue the Department's enhanced performance measurement program.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -2 January 14, 2008
4100 Law Enforcement
Program: Public Safety
Town of Lexington, Massachusetts
Police Chief
Dispatchers
Captain of Operations
Lieutenants
Mechanic Animal Control I ParkingControl
F Sergeants
Crossing Guards I I Auxiliary I I Patrol Officers I I Cadets
Authorized /Appropriated Staffing
Office Manager
Department Clerk Account Clerk
Captain of Administration
Lieutenant Detective
Detectives Prosecutor
School Resources
Narcotics
Family Services
Explanatory Notes:
Overall staff changes from FY2003 to FY2009:
• 5 police officer positions cut from 53 to 48.
• 1 dispatcher position added, increasing from 8 to 9.
• 1/2 animal control officer (ACO) position cut (from full -time to part- time). ACO budget transferred to
the Police from Community Development in FY2007.
• 2 cadet positions cut from 5 to 3 (remaining 3 cadets -hours cut from 30 to 19).
• 16 Crossing Guards transferred from School to Police budget effective FY2009.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -3 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Police Chief
1
1
1
1
1
Captain of Operations
1
1
1
1
1
Captain of Administration
1
1
1
1
1
Police Lieutenants
4
4
4
4
4
Police Sergeants
6
6
6
6
6
Police Officers
27
27
27
27
27
Cadets 19 hour ave.
1.63
1.63
1.63
1.63
1.63
Parking Control Officer
1
1
1
1
1
Lieutenant Detective
1
1
1
1
1
Detectives
2
2
2
2
2
Family Services Officer
1
1
1
1
1
School Resource Officer
2
2
3
3
3
Narcotics Investigator
1
1
1
1
1
Dispatcher
8
9
9
9
9
Office Manager
1
1
1
1
1
Department Clerk
1
1
1
1
1
Department Account Clerk
0
0
1
1
1
Mechanic
1
1
1
1
1
Animal Control
0
0
0.54
0.54
0.54
Crossinq Guards
Total FrE
0
0
0
64.17
0
.-
3.43
Explanatory Notes:
Overall staff changes from FY2003 to FY2009:
• 5 police officer positions cut from 53 to 48.
• 1 dispatcher position added, increasing from 8 to 9.
• 1/2 animal control officer (ACO) position cut (from full -time to part- time). ACO budget transferred to
the Police from Community Development in FY2007.
• 2 cadet positions cut from 5 to 3 (remaining 3 cadets -hours cut from 30 to 19).
• 16 Crossing Guards transferred from School to Police budget effective FY2009.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -3 January 14, 2008
Program: Public Safety
4100 Law Enforcement Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $283,199 or 5.98% increase
over the FY08 adjusted budget. This is comprised of a 5.98% increase in compensation and a
6.05 increase in expenses. It continues to include $ for personnel and expenses that
were funded by the FY2007 override. This override funding restored the School Resource
Officer at the middle schools (hired September 2006) and a account clerk in the Traffic office
(hired Sept 2006) that had been previously eliminated in the FY2004 failed override. The
2007 override funding also includes $ in expenses and equipment. At the time of the
preparation of this budget recommendation, collective bargaining agreements with the
Lexington Patrol Association (Patrolmen &Detectives) I.P.B.0. Local #501 (Superior
Officers), L.P.S.T.A. Local #1703 (Dispatchers), have not been reached for fiscal years 2008
and 2009. No salary adjustments, therefore, are included for employees in these bargaining
units.
Level Services: This is a level- service budget except where noted below. The significant
changes include:
1. $ increase in compensation, comprised of $ resulting from the transfer
of Crossing Guards to the Police budget from Line -Item 1100, Lexington Public
Schools, $ for Program Improvement Requests (see detail below), and the
balance for steps and contractual settlements.
2. $28,180 increase in expenses, of which $10,000 is for added cost of police cruiser
replacement, $5,482 from the movement of crossing guards to the Police budget from
Line -Item 1100, Lexington Public Schools and $ a program restoration detailed
below.
3. Transfer of Facilities costs to Subprogram 2400 Public Facilities. The 2007 Actual, 2008
Adjusted and 2009 Requested amounts have all been adjusted for the removal of
building - related utility costs.
New Requests Recommended by the Town Manager: The following program improvement
requests have been made by the Police Chief:
1. $51,000 for Supervisor overtime, Monday thru Friday dayshifts to cover high activity
shifts vacant due to vacation and other leave.
2. $ for Police workgroup training as recommended in the 2004 Public Safety
Staffing Review Committee Report.
3. $ to restore the FY2008 reduction in the communications budget.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Police Chief:
1. $ for increased supervisor coverage on weekends and nights.
2. $ for salary and benefits for a traffic safety officer.
3. $15,984 for overtime to cover vacancies (vacations,, training) of the desk officer.
4. $20,,600 for additional specialized training.
5. $ for salary and benefits to fund the Animal Control Officer full time.
FY 2009 Manager's Rec'd Budget & Financing Plan VI4 January 14, 2008
4100 Law Enforcement
Program: Public Safety
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted I
FY 2009
Requested : Em
FY 2009
r. Rec'd
Dollar
I Increase
Percent
Increase
Tax Le
$
4
$ 4
$
4
$
4
$
287,319
7.09%
Enterprise Funds Indirects
$
-
$ -
$
-
$
-
$
-
0.00%
Fees & Charges
$
638,940
$ 634
$
680,763
$
680,763
$
46,538
7.34%
Fees
$
76,701
$ 101,977
$
100,510
$
100,510
$
(1
- 1.44%
Minuteman
$
-
$ -
$
50,658
$
50,658
$
50,658
100.00%
Fines & Forfeitures
$
145,280
$ 148,026
$
130,049
$
130,049
$
(17,977)
- 12.14%
Licenses & Permits
$
3
$ 2
$
2
$
2
$
445
20.36%
State Ed. Incentive Reimbursement
$
224,428
$ 237,868
$
240,247
$
240,247
$
2
1.00%
Parking Meter Fund
$
189,006
$ 144
$
156,668
$
156,668
$
12,500
8.67%
Grants (Minuteman)
$
50,658
$ 50,658
$
-
$
-
$
(50
- 100.00%
Total 4100 Law Enforcement
$ 4
$ 4
$
4
$ 5
$
283
1 5.98 %�
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 4
$ 4
$ 4
$ 4
$ 255,019
5.97%
Expenses
$ 447,941
$ 465,997
$ 490,176
$ 494
$ 28,180
6.05%
Total 4100 Law Enforcement
$ 4
$ 4
$ 4
$ 5
$ 283
5.98
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Total 4110 Police Administration
$
1
$
1
$
1
$
1
$
36,846
3.46%
Total 4120 Patrol & Enforcement
$
2
$
2
$
2
$
2
$
79,644
3.16%
Total 4130 Parking Operations
$
67
$
68,728
$
68,428
$
68,428
$
(300)
-0.44%
Total 4140 Investigations
$
643,124
$
548,015
$
560,082
$
560,082
$
12,068
2.20%
Total 4150 Dispatch
$
520,622
$
510,384
$
527
$
528,222
$
17,838
3.50%
Total 4160 Animal Control
$
22
$
22,092
$
24
$
24
$
2
10.70%
Total 4170 Crossing Guards
$
-
$
-
$
134,740
$
134
$
134,740
100.00%
Total 4100 Law Enforcement
$
4
$
4
$
4
$
5
$
283,199
5.98%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
3
$
3
$
3
$
3
$
179,019
4.69%
Overtime
$
525,847
$
453,135
$
472
$
529,135
$
76,000
16.77%
Compensation
$
4
$
4
$
4
$
4
$
255,019
5.97%
Contractual Services
$
101,694
$
118,198
$
119,702
$
119,702
$
1
1.27%
Utilities
$
111
$
115,609
$
120,302
$
124,302
$
8
7.52%
Supplies
$
122,959
$
123,226
$
131
$
131
$
7
6.48%
Small Capital
$
112,003
$
108,964
$
118,964
$
118,964
$
10,000
9.18%
Expenses
$
447,941
$
465,997
$
490,176
$
494
1 $
28,1801
6.05%
(Total 4100 Law Enforcement
I $
4,663
I $
4,737,584
I $
4,959,782
I $
5
I $
283,199
I 5.98 %I
*Minuteman Tech "Grant" shifted to local receipts effective FY 2009 for improved accounting.
* *4170 Crossing Guards was budgeted under Line -Item 1100, Lexington Public Schools thru FY 2008. This item is recommended to be appropriated
under line -item 4100 Law Enforcement starting in FY 2009.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -5 January 14, 2008
Program: Public Safety
4200 Fire &Rescue Town of Lexington, Massachusetts
Mission: The Lexington Fire & Rescue Department protects the lives and property of the
community from emergencies involving fire, medical, hazardous materials, and environmental
causes. This is accomplished through public education, code management and by
responding to emergency events.
Budget Overview: The Fire & Rescue Department is comprised of the five divisions:
Administration, Fire Prevention, Fire Suppression, Emergency Medical Services and
Emergency Management.
The Administration division is responsible for developing policies and procedures, training,
inventory control, financial and budgetary oversight and managing the day -to -day operations
of the Department.
The Fire Prevention division is responsible for fire code enforcement activities, public
education, plan reviews, permit applications and approvals, flammable /combustible liquid
storage approval and regulatory enforcement of blasting applications and permits.
The Fire Suppression division is staffed 24/7, operating out of two stations and responding to
emergency calls including: fire suppression, motor vehicle accidents, EMS support, hazardous
materials responses, vehicle extrication and water related incidents.
The Emergency Medical Services division operates in conjunction with the Fire Suppression
division, staffing two ambulances, primarily at the Advanced Life Support level. These
vehicles respond annually to over 2,000 calls for assistance.
Emergency Management is the newest operational division of the Fire Department, with the
Chief serving as the Emergency Management Director and the Department's administrative
staff serving as support to this unit. The division is responsible for communications with
FEMA and MEMA, as well as reviewing and commenting on numerous Town -wide emergency
operation plans. The division has become more active post 9/11. It also coordinates the
Town's activities in man -made and natural disasters.
Departmental Initiatives:
1. Complete an EMT - Intermediate training program for nine department members.
2. Operate East Lexington Engine as an ALS engine.
3. Continue pandemic flu planning.
4. Continue continuity of operations planning.
5. Complete installation of wireless fire alarm system.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -6 January 14, 2008
4200 Fire &Rescue
Program: Public Safety
Town of Lexington, Massachusetts
Fire Chief
Assistant Fire Chief Administrative Aide
Fire Inspector H P -T Municipal Clerk
Captain I I Captain I I Captain I I Captain
Lieutenants I I Lieutenants I I Lieutenants I I Lieutenants
Firefighters I I Firefighters I I Firefighters I I Firefighters
Authorized /Appropriated Staffing
FY 2009 Manager's Rec'd Budget & Financing Plan VI -7 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Fire Chief
1
1
1
1
1
Assistant Fire Chief
1
1
1
1
1
Administrative Assistant
0
1
1
1
1
Fire Inspector
0
0
1
1
1
Fire Captain
4
4
4
4
4
Fire Lieutenants
8
8
8
8
8
Firefighters /Para medics
40
40
40
40
40
Municipal Clerk
0
0
0
0.54
0.54
Total FTE
-
55
56
56.54
56.54
FY 2009 Manager's Rec'd Budget & Financing Plan VI -7 January 14, 2008
Program: Public Safety
4200 Fire &Rescue Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 0.95% increase
over the FY08 adjusted budget. This is comprised of a 0.04% decrease in compensation and
a 10.61% increase in expenses. At the time of the preparation of this budget
recommendation, a collective bargaining agreement with I.A. F. F. Local # 1403, the
Firefighters Union, has not been reached for fiscal years 2008 and 2009. No salary
adjustments, therefore, are included for employees in this bargaining unit.
Level Services: This is a level- service budget except where noted below. The significant
changes include:
1. $ increase for ambulance supplies and equipment, including $ for the
replacement of the cardiac monitor for Rescue 1. This is brought about by a mandated
change from the Food and Drug Administration (FDA).
2. $ for the annual maintenance for the " "reverse 911" emergency communications
system.
3. Transfer of Facilities costs to Subprogram 2400 Public Facilities. The 2007 Actual, 2008
Adjusted and 2009 Requested amounts have all been adjusted for the removal of
building - related utility costs.
New Requests Recommended by the Town Manager: None.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Fire Chief:
1. $ for salaries and benefits for four additional fire fighter /paramedics. Funding
of this request would result in a decrease of $ in overtime for a net cost of
$141,
2. $ to upgrade four fire fighter positions to the Lieutenant level.
FY 2009 Manager's Rec'd Budget & Financing Plan VI -8 January 14, 2008
4200 Fire &Rescue
Program: Public Safety
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Levy
$ 3
$ 3
$ 3
$ 3
$ 25,342
0.65%
Enterprise Funds (Indirects)
$ -
$ -
$ -
$ -
$ -
0.00%
Fees & Charges
$ 862,278
$ 816,688
$ 836,000
$ 836,000
$ 19,312
2.36%
Ambulance Fees
$ 787
$ 763,026
$ 768,000
$ 768,000
$ 4
0.65%
Other Fees
$ 17,550
$ 28,547
$ 36,000
$ 36,000
$ 7
26.11%
Licenses & Permits
$ 56,969
$ 25,115
$ 32,000
$ 32,000
$ 6
27.41%
Total 4200 Fire & Rescue
$ 4
$ 4
$ 4,750,437
$ 4,750,437
$ 44,654
0.95 0 /0
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 4
$ 4
$ 4
$ 4
$ (1
-0.04%
Expenses
$ 418,337
$ 435,562
$ 481
$ 481
$ 46,219
10.61%
Total 4200 Fire & Rescue
$ 4
1 $ 4
1 $ 4
1 $ 4
1 $ 44,654
0.95%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 4210 Fire Administration
$
236,750
$
251
$ 262
$
262
$
10,895
4.33%
Total 4220 Fire Prevention
$
117,687
$
168,990
$ 167,334
$
167,334
$
(1
-0.98%
Total 4230 Fire Suppression
$
4
$
4
$ 4
$
4
$
2
0.06%
Total 4240 Emergency Medical Services
$
110,137
$
127,046
$ 155,152
$
155,152
$
28,106
22.12%
Total 4250 Emergency Manangement
$
-
$
5,000
$ 10,000
$
10,000
$
5
100.00
Total 4200 Fire & Rescue
1 $ 4
$ 4
$ 4
$ 4
$ 44,654
1 0.95
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
3
$
3
$
3
$
3
$
25,615
-0.72%
Overtime
$
625,163
$
701,538
$
725,588
$
725,588
$
24,050
3.43%
Compensation
$
4
$
4
$
4
$
4
$
(1
-0.04%
Contractual Services
$
182,658
$
221,822
$
230,635
$
230,635
$
8
3.97%
Utilities
$
44
$
36,248
$
45,097
$
45,097
$
8
24.41%
Supplies
$
114,339
$
125,121
$
130,363
$
130,363
$
5
4.19%
Small Capital
$
76,555
$
52,371
$
75,686
$
75,686
$
23,315
44.52%
Expenses
$
418,337
$
435,562
$
481,781
$
481,781
$
46,219
10.61
Total 4200 Fire & Rescue
$ 4,475,676
$ 4,705,783
$ 4,750,437 I T
4,750,437
' T ' 44,654
0.95%
FY 2009 Manager's Rec'd Budget & Financing Plan VI -9 January 14, 2008
Section VII: Program 5000: Culture &Recreation
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
culture & recreation services. It includes:
5100 Cary Memorial Library
5200 Recreation Enterprise
VII -2
VII -6
FY 2009 Manager's Rec' d Budget & Financing Plan VII -1 January 14, 2008
5100 Cary Memorial Library
Program: Culture &Recreation
Town of Lexington, Massachusetts
Mission: The Cary Memorial Library provides the Lexington community with materials,
resources and services that promote lifelong learning and cultural enrichment. Collections
are provided in a variety of formats to the Town's culturally and educationally diverse
population. The Library Trustees are committed to providing a knowledgeable, responsive
staff to facilitate the retrieval of information and use of the Library's resources.
Budget Overview: Cary Memorial Library is comprised of three divisions: General and
Technical Services, Adult Services and Children's Services.
General and Technical Services includes the administrative functions of the main library,
branch and one bibliographic services employee.
Adult Services includes library staff for the adult section of the main library, branch and
related library materials.
Children's Services reflects library staff for the children's section of the main library, branch
and related library materials.
The branch library (Ellen Stone building) was closed in August of 2007 following a burst
water pipe. Even before this event, this building was in serious disrepair and the future
delivery of services at the branch library was under discussion by the Board of Library
Trustees. While these services are under the jurisdiction of the Board of Trustees, the
maintenance of the Ellen Stone building is the responsibility of the Town. The Capital Budget
includes a " "placeholder" request for the building improvements necessary for the potential
reopening of the branch library.
Departmental Initiatives:
1. East Lexington Branch Library
a. Continue to develop a comprehensive plan to address physical conditions and use of
the historically significant Stone Building.
2. Utility Usage
a. Work with the Department of Public Facilities to identify ways to improve energy
management at the Cary Memorial Library.
I Strategic Planning
a. Complete the Strategic Planning Process in time for presentation to the Massachusetts
Board of Library Commissioners by December 2008.
FY 2009 Manager's Rec'd Budget & Financing Plan VII -2 January 14, 2008
5100 Cary Memorial Library
Program: Culture &Recreation
Town of Lexington, Massachusetts
Board of Trustees
1 Director 1
Library Administrative Assistant
Circulation
Supervisor
Assistant Director
& Division Head -
Technical Services
Division Head Division Head
Reference Technology
— Librarians
Library
Associates
Library Techs
— Part -Time
Staff
Authorized /Appropriated Staffing
Advisory Committee
Division Head
Children's Services
Librarian
Library Assoc.
Library Techs
Part -Time
Staff
Explanatory Notes:
• One full time Library Technician position that existed pre -2004 failed override, was restored as part of the
Fiscal Year 2005 request.
• The Branch Library Supervisor's position, formerly a Library Associate position, was changed to a Librarian's
position in the Fiscal Year 2008 request.
• One ten hour per week position continues to be deferred as part of a 42,630 gap closing reduction to the
Library's Fiscal Year 2008 Budget Request.
FY 2009 Manager's Rec'd Budget & Financing Plan VII -3 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Library Director
1
1
1
1
1
Assistant Library Director
1
1
1
1
1
Office Manager
1
1
1
1
1
Head of Reference Services
1
1
1
1
1
Head of Technology
1
1
1
1
1
Head of Children's Services
1
1
1
1
1
Circulation Supervisor
1
1
1
1
1
Librarian
7.7
7.7
7.7
8.5
8.5
Library Associate
3.6
3.6
3.6
3
3
Library Technician
12
14.1
14.1
13.9
13.6
Adult Pages
1.3
1.3
1.3
1.3
1.3
Student Pa es
0.6
0.6
0.6
0.6
0.6
Tota I FTE
32.2
34.3
34.3
34.3
34
Explanatory Notes:
• One full time Library Technician position that existed pre -2004 failed override, was restored as part of the
Fiscal Year 2005 request.
• The Branch Library Supervisor's position, formerly a Library Associate position, was changed to a Librarian's
position in the Fiscal Year 2008 request.
• One ten hour per week position continues to be deferred as part of a 42,630 gap closing reduction to the
Library's Fiscal Year 2008 Budget Request.
FY 2009 Manager's Rec'd Budget & Financing Plan VII -3 January 14, 2008
Program: Culture & Recreation
5100 Cary Memorial Library Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $9,062 or 0.48% decrease
under the FY08 adjusted budget This is comprised of a 2.64% decrease in compensation
and a 11.42% increase in expenses. It continues to include $ that was funded by the
FY2007 override to maintain Sunday hours at the main Library and the continued operation
of the East Lexington Branch Library. At the time of the preparation of this budget
recommendation, a collective bargaining agreement with C.M.L.S.A., Local 4828, the library
union, has not been reached for FY2008 or FY 2009.
Level Services: This is a level- service budget except where noted below. Building
maintenance costs, previously included in this budget, are now shown in the Department of
Public Facilities budget. The FY08 adjusted budget figures shown here have been restated to
reflect this change. The significant changes include:
1. $ decrease in salaries, step increases and other contractual adjustments due to
new employees.
2. $ increase in expenses, almost entirely attributable to a recommended increase
in materials and administrative expenses (see below).
3. Transfer of Facilities costs to Subprogram 2400 Public Facilities. The 2007 Actual, 2008
Adjusted and 2009 Requested amounts have all been restated to reflect the removal
of building - related utility costs.
New Requests Recommended by the Town Manager: The following program improvement
requests have by made by the Library Director:
1. $25,000 for Library materials and administrative expenses.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have by made by the Library Director:
1. $29,600 for Library materials and administrative expenses.
2. $16,403 for a Library Program Coordinator.
3. $14,,200 for enhanced audio /visual &broadcasting services.
FY 2009 Manager's Rec'd Budget & Financing Plan VII 4 January 14, 2008
5100 Cary Memorial Library
Program: Culture &Recreation
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
1
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Levy
$
2
$
1
$
1
$
1
$ (9
-0.48%
Enterprise Funds (Indirects)
$
-
$
-
$
-
$
-
$ -
0.00%
Fees & Charges
$
-
$
-
$
-
$
-
$ -
0.00%
Total 5100 Libra
$
2,030,295
$
1
- 7 - 1 1 838 1 985
1,728,002
$
1,863,985
$ 9,062
-0.48%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 1
$ 1
$ 1
$ 1
$ (35,208)
-2.14%
Expenses
$ 264,336
$ 228,854
$ 230,000
$ 255,000
$ 26,146
11.42%
Total 5100 Library
$ 1
$ 1
$ 1,838,985
$ 1,863,985
$ (9,062)
-0.48%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 5110 General & Technical Serv.
$
394,817
$
405,447
$
412,055
$
412,055
$
6
1.63%
Total 5120 Adult Library
$
953,012
$
1
$
1
$
1
$
(19,770)
-1.76%
Total 5130 Children's Library
$
380,174
$
341
$
345,300
$
345,300
$
4
1.20%
Total 5100 Library
$
1,728,002
$
1,873
1 $
1
$
1
1 $
(9
-0.48
Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
1
$
1
$
1
$
1
$
35,508
-2.21%
Overti me
$
31,998
$
34,800
$
35,100
$
35,100
$
300
0.86%
Compensation
$
1
$
1
$
1
$
1
$
35,208
-2.14%
Contractual Services
$
105,788
$
77
$
77
$
77
$
-
0.00%
Utilities
$
8
$
10,070
$
9
$
9
$
1
- 10.63%
Supplies
$
114,994
$
108,900
$
109,100
$
134
$
25,200
23.14%
Small Capital
$
35,222
$
32
$
34,500
$
34
$
2
6.21%
Expenses
$
264,336
$
228,854
$
230,000
$
255,000
$
26,146
11.42%
Total 5100 Libra
$
1
$
1
$
1
$
1
$
9
-0.48%
FY 2009 Manager's Rec'd Budget & Financing Plan VII -5 January 14, 2008
5200 Recreation Enterprise
Program: Culture &Recreation
Town of Lexington, Massachusetts
Mission: The Lexington Recreation Department provides affordable, quality programs that
are educational, fun and rewarding. The Recreation Department promotes participation by
all Lexington citizens in facilities that are safe, accessible and well maintained.
Budget Overview: Since 1991, the Lexington Recreation Department has operated as
an Enterprise Fund whereby program and facility fees cover 100% of the cost of
operations. As such, the Recreation Department operating budget may increase or
decrease year to year to meet changes in enrollment and facility use demands. The
Recreation Director, through the Recreation Committee, sets fees with the approval of
the Board of Selectmen. The Recreation operating budget supports staff who manage
and deliver recreation programs along with the supplies needed to operate those
programs. Revenue generated through the Recreation Enterprise (Recreation and Pine
Meadows Golf Club) help fund Capital Improvement Projects and financially supports
the services provided to Recreation by the Department of Public Works, Division of
Public Grounds. It also covers an indirect payment of $ to Public Works,
$ towards the Lincoln Park Debt and $ to General Government for
employee benefits.
The Lexington Recreation Department offers a wide variety of leisure and recreational
opportunities for individuals of all ages and abilities. General recreation program areas
include: Summer Camps, Summer Youth Clinics and Classes, Tennis, Aquatics, Youth
and Adult Programs and Youth and Adult Leagues. Recreation staff plan, schedule and
coordinate recreation activities and special events using facilities such as: Schools, Cary
Hall, Playgrounds, Tennis and Basketball Courts, Playing Fields, the Pool Complex, the
Old Reservoir, Pine Meadows Golf Club, the lack Eddison Memorial Bikeway, Teresa &
Roberta Lee Fitness - Nature Path and other Hiking /Nature Trails.
Departmental Initiatives:
1. Evaluate the current fee structure for field permitting.
2. Research the feasibility of implementing an online registration system for
recreational programs.
3. Finalize the Operations Manual and Risk Management Plan for the Aquatics
program.
4. Create a Field Use Sub - Committee /Community Sports Council.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -6 January 14, 2008
5200 Recreation Enterprise
Program: Culture &Recreation
Town of Lexington, Massachusetts
Recreation Director Recreation
Committee
Pine Meadows
Assistant Director
Seasonal Administrative Municipal Recreation
Staff I I Assistant I I Account Clerk Supervisor
Seasonal Staff
Note: Pine Meadows staffing is provided via a contractual service. Oversight provided by the Recreation
Director.
Authorized /Appropriated Staffing
FY 2009 Manager's Rec' d Budget & Financing Plan VII -7 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Recreation Director
1
1
1
1
1
Assistant Director
1
1
1
1
1
Municipal Clerk
1
1
1
1
1
Administrative Assistant
1
1
1
1
1
Recreation Supervisor
1
1
1
1
1
Seasonal Part Time
.
200+/-
-.
175+/-
-.
175+/-
-.
175 + /-
-.
175 + /-
-.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -7 January 14, 2008
5200 Recreation Enterprise
Program: Culture &Recreation
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $59,208 or 3.30% increase
over the FY08 adjusted budget. This is comprised of a 6.74% increase in compensation and a
.12% decrease in expenses.
Level Services This is a level- service budget except where noted below. The significant
changes include:
1. $ increase in seasonal wages of which almost 50% is a result of an increase in
the State minimum wage law. The balance is a reallocation from contractual services
to wages. (see item #2) and steps and contractual settlements for full -time
employees.
2. $ reduction in contractual services was a reallocation to seasonal wages for in-
house summer youth programs.
3. $ increase in indirect costs (transfer to General Government) for employee
benefits.
4. $ reduction in Professional Services for a one time FY08 water quality study of
the Old Reservoir.
5. $ reduction in electricity based on usage and 3 year average.
6. $7,024 increase in Pine Meadows Lease Agreements (part of Expenses) is based on
the new contract to lease 15 electric golf carts.
New Requests Recommended by the Town Manager None requested
New Requests Not Recommended by the Town Manager None requested.
FY 2009 Manager's Rec' d Budget & Financing Plan VII -8 January 14, 2008
5200 Recreation Enterprise
Program: Culture &Recreation
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
FY 2009
Mgr. Rec'd
$ -
$ -
$ -
$ -
0.00%
Enterprise Funds
$ 1
$ 1
$ 1
$ 1
$ 59,208
3.30%
User Charges
$ 974,817
$ 1
$ 1
$ 1
$ 7
0.69%
Golf User Charges
$ 665,359
$ 750,000
$ 750,000
$ 750,000
$ -
0.00%
Investment Income
$ 131,328
$ 17,848
$ 70,000
$ 70,000
$ 52
0.69%
Total 5200 Recreation
$ 1
$ 1
, 77851 1 187
$ 1,851,187
$ 59,208
3.30%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Compensation
$
498,234
$
571,546
$
610,063
$
610,063
$
38,517
6.74%
Expenses
$
832,833
$
960,668
$
959,525
$
959,525
$
1
-0.12%
Debt
$
172,013
$
3
$
6
$
6
$
2
58.28%
Indirect Costs" (Trans. to Gen. Fund)
$
234,401
$
255,848
$
1
275,399
$
275,399
$
19,551
7.64%
Total 5200 Recreation
$
1
$
1
$
1
$
1
$
59,208
3.30
Element Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Total 5210 Recreation
$
1
$
1
$
1
$
1
$
29,309
2.84%
Total 5220 Pine Meadows
$
454,241
$
505,850
$
516,198
$
516,198
$
10,348
2.05%
Indirect Costs
$
234,401
$
255,848
$
275
$
275,399
$
19,551
7.64%
Total 5200 Recreation
$
1,737,481
$
1,791,979
$
1,851,187
$
1,851,187
$
59,208
3.30%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
498,234
$
571,546
$
610,063
$
610,063
$
38,517
6.74%
Overtime
$
-
$
-
$
-
$
-
$
-
#DIV /0!
Compensation
$
498,234
$
571,546
$
610,063
$
610,063
$
38,517
6.74%
Contractual Services
$
716,197
$
812,510
$
784,687
$
784,687
$
27 823
- 3.42%
Utilities
$
36,148
$
62
$
52,393
$
52,393
$
10,075
- 16.13%
Supplies
$
73,493
$
77,340
$
85,095
$
85,095
$
7
10.03%
Small Capital
$
6
$
8
$
37,350
$
37,350
$
29,000
347.31%
Expenses
$
832,833
$
960,6681
959,5251
$
959,525
$
1
-0.12%
Debt Service
1 $
-172,013
$
3
$
6,200
$
6,200
$
2
1 58.28%
Indirects
$
234,401
$
255,848
$
275,399
$
275,399
$
19,551
7.64%
Total 5200 Recreation
$
1
$
1
$
1
$
1,851,187
$
59,208
3.30%
"Indirect costs are broken down as follows: $100,000 subsidy to DPW Parks Division (Subprogram 3300), $100, 000 for
debt service for the Lincoln Park Recreation project and $75, 399 for benefits for the 5 full -time employees of the recreation
department.
FY 2009 Manager's Rec'd Budget & Financing Plan VII -9 January 14, 2008
Section VIII: Program 6000: Social Services
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
social services. It includes:
6100 -6200 Council on Aging /Social Services
VIII -2
FY 2009 Manager's Rec' d Budget & Financing Plan VIII -1 January 14, 2008
Program: Social Services
6100 -6200 Social Services Town of Lexington, Massachusetts
Mission: The Lexington Social Services Department provides a variety of social services,
including direct client services, support and referral related to basic needs, promotion of
health and well being, advocacy, educational and family support programs, cultural outreach
and recreational programs for residents of all ages and backgrounds. These services are
provided in collaboration with other Town and school departments, community groups and
government agencies.
Budget Overview: The Social Services Department is comprised of the Town's Senior
Center, the Adult Supportive Day Care Program and Human /Social Services staff that
collectively support social service needs for all ages throughout the community.
In preparing this budget, staff and the Council on Aging Board has been reviewing the Adult
Supportive Day Care program. Over the past few years, fees, policies and hours of operation
have changed at the Supportive Day Care with the hope that more families could benefit
from the program while reducing the property tax subsidy related to the operations. In FY07,
however, the program experienced a decrease in client attendance, which reduced program
fee income. In an effort to address these budget issues, the Council on Aging Board created
a subcommittee to review budget and policy issues related to this program. A report will be
presented to the Board of Selectmen in February 2008 with the committee's finding and
recommendations.
Departmental Initiatives:
1. Evaluate the results of the Senior Center Feasibility study and continue to move
forward with the process of establishing additional space for Senior Center
programming.
2. Conduct a "Forum for Youth" conversation with the community in an effort to evaluate
potential changes to that element of the Social Services Department.
FY 2009 Manager's Rec'd Budget & Financing Plan VIII -2 January 14, 2008
6100 -6200 Social Services
Program: Social Services
Town of Lexington, Massachusetts
Authorized /Appropriated Staffing
Explanatory Notes:
*Funding for a full time Clerk /Aide position with benefits was appropriated during the 2006 Annual Town Meeting, since which
the position has been changed to two part time positions with no benefits.
FY 2009 Manager's Rec'd Budget & Financing Plan VIII -3 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Director of Social Services
1
1
1
1
1
Social Services Coordinator
1
1
1
1
1
Outreach Social Worker
1
-
-
-
-
Youth Services Coordinator
1
1
1
1
1
Social Services Nurse
-
0.8
0.8
0.8
0.8
Office Manager
1
1
1
1
1
Municipal Clerk Part Time
0.5
0.5
0.5
0.5
0.5
Veterans Agent Part Time
0.2
0.2
0.2
0.2
0.2
Adult Day Care Coordinator
1
1
1
1
1
Assistant Day Care Coordinator
1
1
1
1
1
Department Account Clerk *
-
-
0.5
0.5
0.5
Day Care Aides Part Time
2 @0.5
2 @0.5
3 @0.5
3 @.5
3 @.5
Explanatory Notes:
*Funding for a full time Clerk /Aide position with benefits was appropriated during the 2006 Annual Town Meeting, since which
the position has been changed to two part time positions with no benefits.
FY 2009 Manager's Rec'd Budget & Financing Plan VIII -3 January 14, 2008
Program: Social Services
6100 -6200 Social Services Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 5.73% increase
over the FY08 adjusted budget. This is comprised of a 9.93% increase in compensation and a
0.12% decrease in expenses.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase in compensation for salary step increases and other contractual
adjustments.
2. $ increase in compensation for a program improvement request (detailed
below).
3. Transfer of Facilities costs to Subprogram 2400 Public Facilities. The 2007 Actual, 2008
Adjusted and 2009 Requested amounts have all been restated to reflect the removal
of building - related utility costs.
New Requests Recommended by the Town Manager: The following program improvement
requests have been made by the Director of Social Services:
1. $ for a new full -time Volunteer Program Coordinator. (Position funded for one -
half year; to start January 1, 2009).
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Social Services:
2. $ for a new full -time Volunteer Program Coordinator.
3. $ for a new part -time Elder Outreach Worker.
4. $ for a new part -time Youth and Family Outreach Worker.
FY 2009 Manager's Rec'd Budget & Financing Plan VIII -4 January 14, 2008
6100 -6200 Social Services
Program: Social Services
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
$ 385,469
Dollar
Increase
Percent
Increase
Tax Le
$ 44,053
411
Expenses
323,470
$ 318,486
392
418
$ (398)
95
29.48%
Enterprise Funds (Indirects)
$
-
$
-
$
-
$ -
$
-
0.00%
Veteran Benefits Reimbursement
$
3
$
14,350
$
4
$ 4
$
(9
- 65.95%
COA Programs Revolving Fund
$
-
$
100,000
$
100,000
$ 100,000
71,990
$
73,291
Available Funds
$
181,032
$
324
$
282,073
$ 282,073
$
42,225
- 13.02%
Grants
$
$ 42,732
$
$ 42,732
5.00%
$ 42
$ 42,732
$
-
0.00%
Supportive Day Care Fees
55,553
$ 138,300
55,553
$ 281,566
1
$ 239,341
$ 239,341
$
(42,225)
- 15.00%
Total 6000 Social Services
$
596,149
$
762,118
$
779,495
$ 805,773
$
43,655
5.73%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 385,469
$ 443,632
$ 461
$ 487,685
$ 44,053
9.93%
Expenses
$ 161,060
$ 318,486
$ 318,088
$ 318,088
$ (398)
-0.12%
Total 6000 Social Services
$ 546,529
$ 762,118
$ 779,495
$ 805,773
$ 43,655
5.73%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 6110 COA Administration
$
164,760
$
169,861
$
171
$
171
$
1
1.11%
Total 6120 COA Program
$
17,925
$
121,554
$
124,994
$
151
$
29,718
24.45%
Total 6130 Adult Day Care
$
180,843
$
275,431
$
282
$
282
$
6
2.43%
Total 6210 Human Serv. & Vet. Admin.
$
68,813
$
71,990
$
73,291
$
73,291
$
1
1.81%
Total 6220 Services for Youth
$
50,266
$
54
$
56,942
$
56,942
$
2
5.00%
Total 6230 COA Support Services
$
50,319
$
54
$
55,553
$
55,553
$
1
2.47%
Total 6240 Developmentally Disabled
$
13
$
14,839
$
14,839
$
14,839
$
-
0.00%
Total 6000 Social Services
$
546
$
762
$
779
$
805
$
43
5.73%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
385,469
$
443,632
$
461
$
487,685
$
44,053
9.93%
Overtime
$
-
$
-
$
-
$
-
1 $
-
0.00%
Compensation
385
443
461 407
487
44
9.93%
Contractual Services
$
115,350
$
279,359
$
278,961
$
278,961
$
398
-0.14%
Utilities
$
18,443
$
8
$
8
$
8
$
540
6.73%
Supplies
$
27
$
31
$
30
$
30,561
$
540
-1.74%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00%
Expenses
$
161,060
$
318,486
$
318,088
$
1
318,088
$
(398)
-0.12%
Total 6000 Social Services
$
546,529
$
762,118
$
779,495
$
805,773
$
43,655
5.73%
FY 2009 Manager's Rec'd Budget & Financing Plan VIII -5 January 14, 2008
Section IX: Program 7000: Community Development
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
community development. It includes:
7100 Office of Community Development
7200 Planning
7300 Economic Development
IX -2
IX-6
IX -10
FY 2009 Manager's Rec' d Budget & Financing Plan IX -1 January 14, 2008
Program: Community Development
7100 Office of Community Development Town of Lexington, Massachusetts
Mission: The Office of Community Development protects the health and safety of residents
through the enforcement of public health, building code, zoning, and land -use laws, bylaws
and regulations. The department integrates several different regulatory services, including
building, conservation, health, historic districts, and zoning board of appeals. By
consolidating these various operations into a single department, the Town is able to
streamline code enforcement, outreach and educational activities related to commercial,
residential and public development.
Budget Overview: The Community Development Department is comprised of the following
four divisions: Building and Zoning, Regulatory Support, Conservation and Health.
The Building and Zoning Division is responsible for enforcing the State building, electrical,
gas, mechanical, and plumbing codes, the local zoning code, and Architectural Access Board
Regulations.
The Regulatory Support Division is responsible for providing administrative support to the
Building, Conservation, and Health divisions and to the Community Development Department
boards and commissions, including the Zoning Board of Appeals and Historic Districts
Commission.
The Conservation Division is responsible for administering and enforcing the State and local
wetland protection codes and the State Stormwater Management Policy, managing over
1,300 acres of Town -owned conservation land, and providing outreach and education about
natural and watershed resources.
The Health Division is responsible for enforcing State and local health codes, administering
health screening and vaccination programs, evaluating community health needs and
developing intervention programs to prevent disease and disability.
Departmental Objectives:
1. Develop and adopt an electronic records management policy detailing format for
submissions for permit filings, plans, and other documents to incorporate into the new
Laserfiche Document Imaging Program (with Planning and Town Clerk Departments).
2. Implement permit tracking software subject to funding per FY 2009 capital request.
3. Increase public outreach and education to homeowners and contractors regarding the
Community Development Department functions and permitting processes through
monthly press releases.
4. Continue pandemic flu planning.
5. Prepare and implement land management plans (one per year) for each conservation
area.
6. Develop a stream management program in collaboration with DPW.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -2 January 14, 2008
Program: Community Development
7100 Office of Community Development Town of Lexington, Massachusetts
Director /Conservation Admin.
Office Manager/
Executive Secretary
Department Clerks
Building Commissioner Conservation Assistant Director of Public Health
Inspector of Wires Building Inspector Zoning Enforcement Plumbing /Gas Inspector Sealer of Public Health Nurse Health Agent
Administrator Weights/
Measures
Authorized /Appropriated Staffing
*Community Development Department Director (Building Commissioner until 11103, Conservation Administrator beginning 12104)
Explanatory Notes:
The Part -time Sealer of Weights and Measures has been transferred to Building Contractual Services in FY 2009
based on a successful trial period with the State in FY 2007 and 2008.
The Part -time Animal Control Officer was transferred to the Police Department budget in FY 2007.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -3 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Building Commissioner
1
1
1
1
1
Electrical Inspector
1
1
1
1.2
1.2
Building Inspector
0.71
1.13
1.13
1.13
1.13
Zoning Enforcement Administrator
0.46
0.46
1
1
1
Plumbing/Gas/Mechanical Inspector
1
1
1
1.2
1.2
Sealer of Weights and Measures
0.22
0.22
0.22
0.11
0
Office Manage
1
1
1
1
1
Department Clerk
2
2
3
3
3
Conservation Administrator*
1
1
1
1
1
Conservation Assistant
1
1
1
1
1
Public Health Director
1
1
1
1
1
Health Agent
1
1
1
1
1
Public Heath Nurse
0.34
0.34
0.71
0.71
0.71
Animal Control Officer
sub-total
0.54
0.54
.9
0
14.06
0
14.35
0
14.24 0
sub-total FT/PT
10 FT/5 PT
11 FT/5 PT
13 FT/3 PT
13 FT/5 PT
13 FT/4 PT
*Community Development Department Director (Building Commissioner until 11103, Conservation Administrator beginning 12104)
Explanatory Notes:
The Part -time Sealer of Weights and Measures has been transferred to Building Contractual Services in FY 2009
based on a successful trial period with the State in FY 2007 and 2008.
The Part -time Animal Control Officer was transferred to the Police Department budget in FY 2007.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -3 January 14, 2008
Program: Community Development
7100 Office of Community Development Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 11.98% increase
over the FY08 adjusted budget This is comprised of a 9.69% increase in compensation and a
35.31% increase in expenses.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. A $ or 9.69% increase in compensation attributable to step increases and
overtime increases per existing collective bargaining agreements, a new full -time building
inspector (to begin January 1, 2009) and additional seasonal part -time help for
conversation land management.
2. $ transfer from Building and Zoning Compensation to Building and Zoning
Contractual Services Expenses for the sealer of weights and measures contract.
3. $ reallocation from the Town Clerk's budget to Building and Zoning Binding and
Archiving Expenses for microfilming and digitizing of building records.
4. $500 increase in Regulatory Support Lease Agreement Expense for the photocopier
lease agreement.
5. $ increase in expenses for Land Management of Conservation land.
6. $8,500 increase in Board of Health Contractual Services Expense for mosquito control
contract ($500) and for contractual service hours to assist the Health Agent ($8000).
7. $ increase for Board of Health miscellaneous expenses for professional health
organization seminars, memberships, and cell phone service that were previously funded
by an emergency planning grant.
New Requests Recommended by the Town Manager:
1. $ for an additional full -time Building Inspector (to begin January 1, 2009.)
2. $ for contractual service hours to assist the Health Agent.
3. $ for seasonal land management of Conservation land.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have been made by the Director of Community Development:
1. $ for an additional full -time Building Inspector.
2. $ for a part -time Municipal Clerk.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -4 January 14, 2008
Program: Community Development
7100 Office of Community Development Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
I
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Compensation
FY 2009
Mgr. Rec'd
$ 801
Dollar
Increase
Percent
Increase
Tax Le
$
1
$
340,293
$
456,303
$
398,661
$
58,368
17.15%
Enterprise Funds Indirects
$
-
11.98
169,583
$
176,765
$
176,765
$
-
0.00%
Health Programs Revolving Fund
$
-
$
7
$
7
$
7
$
-
0.00%
Fees & Charges
$
2
$
1
$
1
$
1
$
163,801
13.50%
Licenses & Permits
$
1
$
1
$
1
$
1
$
164,382
14.19%
Departmental Fees
$
$ 45
$
$ 54,581
$
54,000
$
$ 54,000
$
(581)
-1.06%
Total 7100 OCD
$
743,378
$
879,906
$
927,697
$
985,339
$
105,433
11.98%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 666,202
$ 801
$ 834,925
$ 878,867
$ 77,650
9.69%
Expenses
$ 77
$ 78,689
$ 92
$ 106,472
$ 27
35.31%
Total 7100 OCD
$ 743,378
$ 879,906
$ 927,697
$ 985,339
$ 105,433
11.98
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 7110 Building & Zoning
$
309,163
$
375,885
$
394,617
$
433,479
$
57,594
15.32%
Total 7120 Regulatory Support
$
154,973
$
169,583
$
176,765
$
176,765
$
7
4.24%
Total 7130 Conservation
$
106,191
$
129,467
$
140,019
$
150,799
$
21,332
16.48%
Total 7140 Health
$
173
$
204,971
$
216,297
$
224
$
19,326
9.43%
Total 7100 OCD
$
743,378
$
879,906
$
927,697
$
985,339
$
105,433
11.98
Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
666,202
$
796,979
$
823,252
$
867
$
70,215
8.81%
Overtime
$
-
$
4
$
11,673
$
11,673
$
7
0.00%
Compensation
$
666,202
$
801
$
834,925
$
878,867
$
77,650
9.69%
Contractual Services
$
60,772
$
59,049
$
70,762
$
83,762
$
24
41.85%
Utilities
$
5
$
3
$
4
$
4
$
430
11.48%
Supplies
$
11
$
15,695
$
17,835
$
18,535
$
2
18.09%
Small Capital
$
-
$
200
$
-
$
-
$
(200)
0.00%
Expenses
$
77
$
78,689
$
92
$
106
$
27
35.31%
Total 7100 OCD
$
743,378
$
879,906
$
927,697
$
985,339
$
105,433
11.98
FY 2009 Manager's Rec'd Budget & Financing Plan IX -5 January 14, 2008
Program: Community Development
7200 Planning Town of Lexington, Massachusetts
Mission: Guided by the Comprehensive Plan, the Planning Board and the Planning Office
help residents to envision and work toward a community that serves the need of all its
citizens and to manage growth and change to maintain the Town's character. Supported by
the Planning Staff, the Board administers the Zoning By -law and reviews and permits
applications for residential and commercial development.
Budget Overview: The Planning Department supports the Planning Board in the
implementation of the Comprehensive Plan, the administration of the Subdivision
Regulations, the determination of adequacy of unaccepted streets, the granting of special
permits for residential development, and the review of planned development district
proposals that go to Town Meeting. In addition, the staff engages in short and long term
planning in regard to growth and development issues in Lexington, being active participants
in various committees dealing with issues of transportation, affordable housing and economic
development, as well as participating in regional and statewide initiatives. The significant
number of active committees and planning efforts continues to tax the planning staff's
capacity. The planning staff participates on a regular basis on the Development Review
Team, the Economic Development Task Force, the Housing Partnership Board, the
Transportation Management Group, and the HOME Consortium.
Departmental Initiatives:
1. Parking by -law revision.
2. Transportation by -law draft, replacing the current Traffic By -law.
3. Update of the Development Regulations.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -6 January 14, 2008
7200 Planning
Program: Community Development
Town of Lexington, Massachusetts
I Planning Director I
Senior Planner
Authorized /Appropriated Staffing
Planner I I Department Clerk
Explanatory Notes:
*Planning Director left 9/04, new director named 1/05, Assistant Planning Director became Acting Planning Director; from 9/04
2 part -time planners were hired (one at .75 FTE for 8 months = .5 FTE, and other at .5 FTE for 10 months = .4 FTE).
FY 2009 Manager's Rec'd Budget & Financing Plan IX -7 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Planning Director*
1*
1
1
1
1
Assistant Planning Director
1
-
-
-
-
Department Cler Adminstrative Assistant
1
1
1
1
1
Planner
0.9
0.4
1
0.4
0.4
0.4
Senior Planner
I -
1
1
1
1
Total
Explanatory Notes:
*Planning Director left 9/04, new director named 1/05, Assistant Planning Director became Acting Planning Director; from 9/04
2 part -time planners were hired (one at .75 FTE for 8 months = .5 FTE, and other at .5 FTE for 10 months = .4 FTE).
FY 2009 Manager's Rec'd Budget & Financing Plan IX -7 January 14, 2008
7200 Planning
Program: Community Development
Town of Lexington, Massachusetts
Budget Recommendations:
The FY2009 Town Manager's recommended budget represents an increase of $10,081, or
4.69 percent over the FY2008 Adjusted Budget.
Level Services This is a level- service budget except where noted below. The significant
changes include:
1. $8,581 increase for salary step increases and other contractual adjustments.
2. $1,500 increase in expenses attributable to seminars, workshops and conference
expenses. In the past, these costs were paid by the staff from personal funds.
New Requests Recommended by the Town Manager None.
New Requests Not Recommended by the Town Manager The following program
improvement has been requested by the Planning Director:
1. $ for salary of a part -time Housing Specialist.
FY 2009 Manager's Rec'd Budget & Financing Plan IX -8 January 14, 2008
7200 Planning
Program: Community Development
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
$ 184,347
$ 179,780
$ 186,447
$ 186,447
$ 6
3.71%
Enterprise Funds Indirects
$ -
$ 8
$ 9
$ 9
$ -
0.00%
Directed Funding
$ 28,135
$ 34,940
$ 38,354
$ 38,354
$ 3
9.77%
Fees
$ 28,135
$ 34,940
$ 38,354
$ 38,354
$ 3
9.77%
Total 7200 Planning
$ 212,482
$ 214,720
$ 224,801
$ 224,801
$ 10,081
4.69 %�
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 188,981
$ 206,361
$ 214,942
$ 214,942
$ 8
4.16%
Expenses
$ 8
$ 8
$ 9
$ 9
$ 1
17.94%
Total 7200 Planning
$ 197,497
$ 214,720
$ 224,801
$ 224,801
$ 10,081
4.69%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 7210 Planning
$ 197
$ 214
$ 224,801
$ 224,801
$ 10,081
4.69%
Total 7200 Planning
$ 197,497
$ 214,720
$ 224,801
$ 224,801
$ 10,081
4.69 %�
Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
188,981
$
204,361
$
212,942
$
212
$
8
1 4.20%
Overtime
$
-
$
2,000
$
2,000
$
2
$
-
0.00%
Compensation
$
188,981
$
206,361
$
214,942
$
214,942
$
8
4.16%
Contractual Services
$
6
$
4
$
6
$
6
$
2
47.19%
Utilities
$
-
$
749
$
750
$
750
$
1
0.00%
Supplies
$
1
$
3
$
2
$
2
$
491
- 16.10%
Small Capital
$
-
$
110
1 $
-
$
-
$
(110)
0.00%
Expenses
$
8
$
8
$
9
$
9
$
1
17.94%
Total 7200 Planning
$
197,497
$
214,720
$
224,801
$
224,801
$
10,081
4.69
FY 2009 Manager's Rec'd Budget & Financing Plan IX -9 January 14, 2008
Program: Community Development
7300 Economic Development Town of Lexington, Massachusetts
Mission: The Economic Development Office works to strengthen the Town's commercial tax
base and promote the Town's historic sites. The Office provides comprehensive services to
existing and prospective businesses and individuals to support and enhance the business
climate in Lexington. The Economic Development Officer serves as a liaison to businesses
providing information, technical assistance and help with meeting local land use regulations.
The Liberty Ride and Battle Green Guides, which are funded in the Economic Development
budget, work to promote the historic sites and resources in Lexington.
Budget Overview: Economic Development Office is divided into three elements: the
Economic Development Officer, the Liberty Ride and the Battle Green Guides
The Economic Development Officer (EDO) is responsible for strengthening the
commercial tax base and providing services to existing and prospective businesses. The
EDO also serves as liaison between the Town and the business community. This
position was eliminated following the FY2004 failed override and reinstated with the
successful FY2007 override.
The Liberty Ride began operations in FY2003 as a seasonal program to highlight Lexington's
historic resources. Designed to spur economic development, increase local tourism and
further interest in the community's rich history, it operates throughout the summer and early
fall. Although it receives an appropriation from Town Meeting, the Liberty Ride is self -
supporting through fees and charter revenues.
The Battle Green Guides are a group of seasonal part -time employees who conduct
guided tours of the Lexington Battle Green.
Departmental Initiatives:
1. Continue to work with Shire HGT to implement the TIF agreement and finalize
Shire's relocation to Lexington.
2. Complete the infrastructure grant applications proposed as part of the Shire
agreement.
3. Complete the market study (performing arts center) of Cary Hall.
4. Work with the Economic Development Task Force on the commercial zone study
(Cecil Group).
5. Provide staff support to the Economic Development Task Force on the
completion of its final report to the 2020 Committee, Selectmen and Planning
Boa rd .
FY 2009 Manager's Rec' d Budget & Financing Plan 1X_ 10 January 14, 2008
7300 Economic Development
Program: Community Development
Town of Lexington, Massachusetts
F Town Manager
Economic Development
Officer
Authorized /Appropriated Staffing
Tourism Committee
Liberty Ride Coordinator
Liberty Ride Battle Green
Guides Guides
FY 2009 Manager's Rec' d Budget & Financing Plan IX -11 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Economic Development Officer
0
0
1
1
1
Battle Green Guides
Varies
Varies
Varies
Varies
Varies
Liberty Ride Coordinator
0.5
0.5
0.5
0.5
0.5
Liber Ride Guides
Seasonal
Seasonal
Seasonal
Seasonal
Seasonal
FY 2009 Manager's Rec' d Budget & Financing Plan IX -11 January 14, 2008
Program: Community Development
7300 Economic Development Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $7,474 or 3.33%
increase over the FY08 adjusted budget. This is comprised of a 1.40% decrease in
compensation and a 8.84% increase in expenses.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase for Liberty Ride (salary and expenses.) This is attributable to a $983
increase in compensation due to contractual settlements. Expenses are proposed to
increase $ largely attributable to anticipated higher gasoline costs. This amounts
to a 4.4% increase in gasoline costs and is consistent with other areas of the Town
budget. This will be amended prior to Town Meeting when the vendor and the Town
settle fuel costs on March 1 2008.
2. $638 increase in compensation for the Battle Green Guides, to reflect an increase in
the minimum wage.
3. $750 increase in expenses for the battle Green Guides to cover the costs of costumes
and materials. This amount is covered by donations to the guides and is not charged
to the tax levy.
New Requests Recommended by the Town Manager: None.
New Requests Not Recommended by the Town Manager: None.
FY 2009 Manager's Rec' d Budget & Financing Plan IX -12 January 14, 2008
7300 Economic Development
Program: Community Development
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Lev
$ 10,548
$ 87
$ 88,128
$ 88,128
$ 638
0.73%
Enterprise Funds (Indirects)
$ -
$ -
$ -
$ -
$ -
0.00%
Battle Green Guide Fees
$ 750
$ -
$ 750
$ 750
$ 750
100.00%
Directed Funding
$ 91,950
$ 137,043
$ 143,129
$ 143,129
$ 6
4.44%
Liberty Ride Fares & Sales
$ 81,211
$ 104,462
$ 104,462
$ 104,462
$ -
0.00%
Liberty Ride Charter Sales
$ 10,739
$ 17
$ 17
$ 17
$ -
0.00%
Liberty Ride Donations
$ -
$ 15,381
$ 21,467
$ 21,467
$ 6
39.57%
Total 7300 Econ. Development
$ 103,248
$ 224,533
$ 232,007
$ 232,007
$ 7
3.33%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 40,023
$ 120,797
$ 119,102
$ 119,102
$ (1
-1.40%
Expenses
$ 60,951
$ 103,736
$ 112,905
$ 112,905
$ 9
8.84%
Total 7300 Econ. Development
$ 100,974
$ 224,533
$ 232,007
$ 232,007
$ 7
3.33%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Total 7310 Econ. Dev. Office
$
7
$
80,600
$
80,600
$
80,600
$
-
0.00%
Total 7320 Liberty Ride
$
89,676
$
137,043
$
143,129
$
143,129
$
6
4.44%
Total 7330 Battle Green Guides
$
4
$
6
$
8
$
8
$
1
20.15%
Total 7300 Econ. Development
f $
100,974
1 $
224,533
1 $
232,007
$
232
1 $
7
3.33%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
40,023
$
120,797
$
119,102
$
119,102
$
1
-1.40%
Overtime
$
-
$
-
$
-
$
-
$
-
0.00%
Compensation
$
40,023
$
120,797
$
119,102
$
119,102
$
1
-1.40%
Contractual Services
$
58,896
$
98,936
$
106,039
$
106,039
$
7
7.18%
Utilities
$
-
$
-
$
-
$
-
$
-
0.00%
Supplies
$
2
$
4
$
6
$
6
$
2
43.04%
Small Capital
$
-
$
-
$
-
$
-
$
-
0.00
Expenses
$
60,951
$
103,736
$
112,905
$
112,905
$
9
8.84%
Total 7300 Econ. Development
$
100,974
$
224,533
$
232,007
$
232,007
$
7
3.33%
FY 2009 Manager's Rec'd Budget & Financing Plan IX -13 January 14, 2008
Section X: Program 8000: General Government
This section includes detailed information about the FY 2009 Operating Budget & Financing Plan for
general government. It includes:
8100 Board of Selectmen
X -2
8200 Town Manager
X -6
8300 Town Committees
X -10
8400 Finance
X -14
8500 Town Clerk
X -18
8600 Management Information Systems
X -22
FY 2009 Manager's Rec' d Budget & Financing Plan X -1 January 14, 2008
Program: General Government
8100 Board of Selectmen Town of Lexington, Massachusetts
Mission: The Board of Selectmen, together with the Town Manager, represents the
executive branch of the Town government. The Board consists of five members, elected for
three -year terms. Selectmen serve without compensation. The Board acts as the Town's
primary policy making body for a wide variety of issues affecting service delivery, finance and
Town infrastructure. They provide oversight in matters of litigation,, act as the licensing
authority, enact rules and regulations regarding traffic control and are responsible for calling
Town Meetings and approving the Town Meeting Warrant.
Budget Overview: This budget includes funding for the Selectmen's Office, Town Counsel
and the Annual Town Report.
Day -to -day operations of the Selectmen's Office is under the direction of the Executive Clerk
and the Municipal Clerk who assist the Selectmen and coordinate activities with the Town
Manager's Office. The staff prepares the Annual and Special Town Meeting Warrants and
assists the Selectmen in responding to questions and inquiries from the public. They also
receive all contributions to Selectmen Gift Accounts, the Fund for Lexington, PTA Council
Scholarship, Lexington Education Fund and all other Trustees of Public Trusts funds.
Staff manage the licensing and permitting process for the Board (the licensing authority).
These licenses include alcoholic beverage, auctioneer, cable television, 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
automatic amusement machines.
Staff maintain over 300 Selectmen appointments to more than 40 committees. In addition,
the Selectmen's Office notifies Lexington residents of all nationa I, state and local elections
and prepares the warrant for the Annual and Special Town meetings.
Town Counsel represents the Town, through the Board of Selectmen and Town Manager, on
all lega I matters including litigation,, contracts, drafting of Town bylaws and enforcement of
bylaws through the Court system.
The Town Report is the official proceeding and activities of Town Government. It is required
to be prepared annually under State law.
Departmental Initiatives:
1. Conduct /host 15 LexSelects programs for broadcast on LexMedia.
2. Consider proposals for enhancements of the Town's commercial base, including any
zoning changes.
3. Continue the evaluation of Town sites for a Community Center /Senior Center.
4. Provide input to the Library Trustees on the use of the Stone Building.
FY 2009 Manager's Rec'd Budget & Financing Plan X -2 January 14, 2008
8100 Board of Selectmen
Program: General Government
Town of Lexington, Massachusetts
Board of Selectmen
I Executive Clerk I
Part-Time
Municipal Clerk
Authorized /Appropriated Staffing
FY 2009 Manager's Rec'd Budget & Financing Plan X -3 January 14, 2008
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
Actual
Actual
Actual
Actual
Requested
Executive Clerk
0.86
0.86
0.86
0.94
0.94
Part -Time Municipal Clerk
0.54
0.54
0.54
0.56
0.56
-0
1.40
1.40
1.50
1.50
FY 2009 Manager's Rec'd Budget & Financing Plan X -3 January 14, 2008
8100 Board of Selectmen
Program: General Government
Town of Lexington, Massachusetts
Budget Recommendations:
The FY2009 Town Manager's recommended budget represents an increase of $7,466, or 0.83
percent over the FY2008 Adjusted Budget.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase for salary step increases and other contractual adjustments.
2. $2,500 increase in expenses related to the annual Town Audit.
3. $500 increase in expenses for printing the Town Report.
New Requests Recommended by the Town Manager: None requested.
New Requests Not Recommended by the Town Manager: None requested.
FY 2009 Manager's Rec'd Budget & Financing Plan X -4 January 14, 2008
8100 Board of Selectmen
Program: General Government
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Le
$ 435,885
$ 444,686
$ 450,918
$ 450,918
$ 6
1.40%
Revolving Funds
$ 400,000
$ 400,000
$ 400,000
$ 400,000
$ -
0.00%
PEG TV /Cable Access
$ 400,000
$ 400,000
$ 400,000
$ 400,000
$ -
0.00%
Directed Funding
$ 60,250
$ 56,766
$ 58,000
$ 58,000
$ 1
2.17%
Licenses & Permits
$ 60,250
$ 56,766
$ 58,000
$ 58,000
$ 1
2.17%
Total 8100 Board of Selectmen
$ 896
$ 901,452
$ 908,918
$ 908,918
$ 7,466
0.83%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 65
$ 73,802
$ 78,048
$ 78,048
$ 4
5.75%
Expenses
$ 531,077
$ 827,650
$ 830,870
$ 830,870
$ 3
0.39%
Total 8100 Board of Selectmen $ 597,029 $ 901,452 $ 908,918 $ 908,918 $ 7,466 0.83%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Requested
FY 2009
Mgr. Rec'd
Percent
Increase
Dollar
Increase
Percent
Increase
Total 8110 Selectmen's Office
$
129,510
$
144,952
$
151,918
$
151,918
$
6
4.81%
Total 8120 Legal
$
280,137
$
350,000
$
350,000
$
350,000
$
-
0.00%
Total 8130 Town Report
$
6
$
6
$
7
$
7
$
500
7.69%
Total 8140 LCTV
$
180,887
$
400,000
$
400,000
$
400,000
1 $
-
0.00%
Total 8100 Board of Selectmen
$
597
$
901
1 $
908,918
$
908,918T
0.00%
7,466
1 0.83%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
65,952
$
73,802
$
78,048
$
78,048
$
4
5.75%
Overtime
$
-
$
-
$
-
$
-
$
-
0.00%
Compensation
$
65,952
$
73,802
$
78, 048
$
78, 048
$
4,246
5.75
Contractual Services
$
510,886
$
807,650
$
810,650
$
810,650
$
3
0.37%
Utilities
$
-
$
-
$
-
$
-
$
-
0.00%
Supplies
$
20,191
$
$
20,220
$
20,220
$
220
1.10%
Small Capital
$
-
$
!E-001
$
-
$
-
$
-
0.00%
Expenses
$
531, 077
$
827, 650
$
830,870
$
830,870
$
3,220
0.39
Total 8100 Board of Selectmen
$
597
$
901
$
908
$
908,918
$
7
0.83%
FY 2009 Manager's Rec'd Budget & Financing Plan X -5 January 14, 2008
8200 Town Manager
Program: General Government
Town of Lexington, Massachusetts
Mission: The Board of Selectmen appoints the Town Manager who oversees the daily
operations of all general government departments, implements the policies of the Board of
Selectmen, proposes an annual operating and capital budget, and enforces Town bylaws and
regulations. The Town Manager's authority and responsibilities are established in the
Selectmen -Town Manager Act of 1968. The Town Manager's Office is also responsible for
human resource and benefit administration and risk management.
Budget Overview: The Town Manager's Office is comprised of Administration and Human
Resources.
Administration includes for day -to -day oversight for all general government departments,
town -wide staff training and professional development, special projects and website
management. This function also implements all decisions of Board of Selectmen and
provides staff support to various Town committees.
Human Resources includes responsible for personnel administration, benefits administration,
collective bargaining contract administration, workers compensation and unemployment
benefits.
Departmental Initiatives:
1. Continue oversight of the transition to a joint facilities department.
2. Continue to develop an economic development program.
I Complete the feasibility studies for the White House, Muzzey Senior Center, East
Lexington Library and Cary Hall.
4. Continue Town website enhancements.
5. Develop a multi -year employee professional development plan.
FY 2009 Manager's Rec' d Budget & Financing Plan X -6 January 14, 2008
8200 Town Manager
Program: General Government
Town of Lexington, Massachusetts
Town Manager
I Human Resources I
Director
I Deputy I
Town Manager
Office Manager/
Executive Secretary
I Assistant to the I
Town Manager
i
Benefits Coordinator/
HR Generalist
Authorized /Appropriated Staffing
Management Intern
Notes:
As a part of legal mandate, apart -time Civil Hearing Officer (for fire code violations) position
was added in FY 2007 and is budgeted here. The part -time Parking Hearing Officer is also
budgeted in this account.
FY 2009 Manager's Rec' d Budget & Financing Plan X -7 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual
FY 2009
Requested
Town Manager
1
1
1
1
1
Deputy Town Manager
1
1
1
1
1
Office Manage
1
1
1
1
1
Administrative Assistant
1
1
1
0
0
Benefits Coordinator HR Generalist
0
0
0
1
1
Assistant to the Town Manager
1
1
1
1
1
Human Resources Director
0
0
1
1
1
Hearing Officers
0.06
0.06
0.12
0.12
0.12
Management Intern
1
1
1
1
1
l Grantswriter
0.35
6.41
1 0.35
6.41
1 0
7.12
1 0
7.12
1 0
7.12
Total FTE
Notes:
As a part of legal mandate, apart -time Civil Hearing Officer (for fire code violations) position
was added in FY 2007 and is budgeted here. The part -time Parking Hearing Officer is also
budgeted in this account.
FY 2009 Manager's Rec' d Budget & Financing Plan X -7 January 14, 2008
8200 Town Manager
Program: General Government
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 3.16% increase
over the FY08 adjusted budget. This is comprised of a 2.53% increase in compensation and a
5.36% increase in expenses.
The Salary Adjustment Account is for anticipated collective bargaining settlements and for
compensated leave payments due certain employees at retirement. Once contract
settlements are reached, funds are transferred from this account to the appropriate
departmental budget upon a vote of the Board of Selectmen.
Level Services: This is alevel- service budget except where noted below. The significant
budget changes include:
1. $ for salary step increases and other contractual adjustments.
2. $ increase in expenses, related to a program improvement request for a new
Classification and Compensation Study (see below).
New Requests Recommended by the Town Manager: The following program improvement
requests have by made by the Deputy Town Manager:
1. $ for a Classification and Compensation Study for various municipal employees.
2. $ for Pre - employment physicals (to be budgeted under 2100: Insurance: 2160
Workers Compensation).
New Requests Not Recommended by the Town Manager: None.
FY 2009 Manager's Rec'd Budget & Financing Plan X -8 January 14, 2008
8200 Town Manager
Program: General Government
Town of Lexington, Massachusetts
Budget Summary
Budget Summary - Town Manager Operations (8210, 8220)
Funding Sources
$
FY 2007
Actual
$
FY 2008
Adjusted
$
FY 2009
Requested
$
FY 2009
Mgr. Rec'd
$
Dollar
Increase
Percent
Increase
Tax Le
$
571,380
$
579,227
$
619,698
$
628,698
$
49,471
8.54%
Enterprise Funds Indirects
$
39,240
$
34,978
$
17,683
$
17,683
$
17,295
- 49.45%
Available Funds
$
16,109
$
27,865
$
16,000
$
16,000
$
11,865
0.00%
Rentals
163,065
$ 16,109
108,800
$ 27,865
110,350
$ 16,000
119,350
$ 16,000
$
(11,865)
- 42.58%
Total 8200 Town Manager
$
626,609
$
642,070
$
653,381
$
662,381
$
20,311
3.16%
Appropriation Summary FY 2007 1 FY 2008 1 FY 2009 1 FY 2009 1 Dollar I Percent
Ortlial Orlillctprl RAnllpctprl Mnr_ Rpr'rl Tnrrpacp Tnrrpacp
Compensation
$
415,741
$
498,520
$
511
$
511
$
12,611
2.53%
Expenses
$
196,704
$
143,550
$
142
$
151
$
7
5.36%
Total 8200 Town Manager
$
612
$
642
$
653
$
662
$
20
1 3.16%
$
415, 741
$
498, 520
$
51I I 131
$
51I I 131
$
12, 611
2.53 %
Contractual Services
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 8210 Administration
$ 560,441
$ 503,608
$ 535,546
$ 535,546
$ 31,938
6.34%
Total 8220 Human Resources
$ 52,004
$ 138,462
$ 117,835
1
$ 126,835
1
$ (11,627)
1
-8.40%
Total 8200 Town Manaaer
$ 612,445
$ 642,070
$ 653,381
$ 662,381
$ 20,311
3.16%
Object Code Summary
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
415,741
$
498,520
$
511
$
511
$
12,611
2.53%
Overtime
$
-
$
-
$
-
$
-
1 $
-
0.00%
Compensation
$
415, 741
$
498, 520
$
51I I 131
$
51I I 131
$
12, 611
2.53 %
Contractual Services
$
163,065
$
108,800
$
110,350
$
119,350
$
10,550
9.70%
Utilities
$
-
$
-
$
-
$
-
$
-
0.00%
Supplies
$
12
$
15,750
$
12
$
12
$
3,350
- 21.27%
Small Capital
$
21
$
19,000
$
19,500
$
19,500
$
500
0.00%
Expenses
$
196,704
$
143,550
$
142,250
$
151,250
$
7
5.36%
Total 8200 Town Manager
$
612,445
$
642,070
$
653,381
$
662,381
$
20,311
3.16%
Budget Summary - Municipal Salary Adjustment (8230)
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
Total 8230 Salary Adjustment
FY 2009
Mgr. Rec'd
$ 457,415
Dollar
Increase
Percent
Increase
Tax Le
$
238,267
$
429,022
$
870,000
$
870,000
$
440,978
102.79%
Enterprise Funds (Indirects)
$
3
$
28,393
$
-
$
-
$
(28,393)
- 100.00%
Fees & Charges
$
-
$
-
$
-
$
-
$
-
0.00%
Total 8200 Town Manager
$
241,903
$
$
870,000
$
870,000
$
417,585
90.20%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 8230 Salary Adjustment
$ -
$ 457,415
$ 870,000
$ 870,000
$ 412,585
90.20%
Total 8200 Town Manager
$ -
$ 457,415
$ 870,000
$ 870,000
1 $ 412,585
1 90.20
FY 2009 Manager's Rec'd Budget & Financing Plan X -9 January 14, 2008
8300 Town Committees
Program: General Government
Town of Lexington, Massachusetts
Mission: Town Committees includes the Appropriation Committee, Capital Expenditures
Committee, Public Celebrations Committee and various boards and committees appointed by
the Board of Selectmen, Moderator and the Town Manager.
Budget Overview: The Town Committees budget provides limited funding for a variety of
statutory and advisory committees that are an integral part of the operation of local
government in Lexington. The financial committees, that is, the Appropriation Committee and
the Capital Expenditures Committee, provide detailed financial review and analysis to Town
Meeting. The Public Celebrations Committee plans the Town's annual celebrations, including
parades on Veteran's, Memorial and Patriot's Day.
FY 2009 Manager's Rec' d Budget & Financing Plan X -10 January 14, 2008
8300 Town Committees
Program: General Government
Town of Lexington, Massachusetts
Appropriations
Committee
Asst. Town Manager
for Finance
Capital
Expenditures
Committee
Authorized /Appropriated Staffing
Public
Celebrations
Committee
No direct staff are charged to this line -item. Limited staff support is provided through the Town
Manager's Office and Finance Department.
FY 2009 Manager's Rec' d Budget & Financing Plan X -11 January 14, 2008
8300 Town Committees
Program: General Government
Town of Lexington, Massachusetts
Budget Recommendations:
The FY2009 Town Manager's recommended budget represents a $495 or 1.41% increase
over the FY 2008 Adjusted Budget.
Level Services This is a level- service budget. The increase is related to normal inflationary
increases for the Patriot's Day events.
New Requests Recommended by the Town Manager None requested.
New Requests Not Recommended by the Town Manager None requested.
FY 2009 Manager's Rec' d Budget & Financing Plan X -12 January 14, 2008
8300 Town Committees
Program: General Government
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
I Increase
Tax Le
$ 38 755
$ 35 205
$ 35 200
$ 35 700
$ 495
1.4%
Enterprise Funds Indirects
$ -
$ -
$ -
$ -
$ -
0.0%
Available Funds
$ -
$ -
$ -
$ -
$ -
0.0%
Total 8300 Town Committees
$ 38,755
$ 35,205
$ 35,200
$ 35,700
$ 495
1.41
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ -
$ -
$ -
$ -
$ -
0.0%
Expenses
$ 13
$ 35
$ 35
$ 35
$ 495
1.4%
Total 8300 Town Committees
$ 13,708
$ 35,205
$ 35,200
$ 35,700
$ 495
1.41%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Requested
Dollar
Increase
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 8310 Financial Committees
$
126
$
1
$
1
$
1
$ -
0.0%
Total 8320 Misc. Boards & Committees
$
6 342
$
4 705
$
4 700
$
4 700
$ 5
-0.1%
Total 8330 Public Celebrations
$
7
$
29,000
$
29
$
29
$ 500
1.7%
Total 8300 Town Committees
$
13,708
$
1
35,205
$
1
35,200
$
35,700
$ 495
1.41%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
-
$
-
$
-
$
-
$ -
0.00%
Overtime
$
-
$
-
$
-
$
-
$ -
0.00%
Compensation
$
-
$
-
$
-
$
-
$ -
0.00%
Contractual Services
$
4
$
4
$
4
$
4
$ 55
-1.21%
Utilities
$
-
$
-
$
-
$
-
$ -
0.00%
Supplies
$
9 210
$
30 650
$
30 700
$
31 200
$ 550
1.79%
Small Capital
$
-
$
-
$
-
$
-
$ -
0.00%
Expenses
$
13,708
$
35,205
$
35,200
$
35,700
$ 495
1.41%
Total 8300 Town Committees
$
13,708
$
35,205
$
35,200
$
35,700
$ 495
1.41%
FY 2009 Manager's Rec'd Budget & Financing Plan X -13 January 14, 2008
Program: General Government
8400 Finance Town of Lexington, Massachusetts
Mission: The Finance Department is responsible for: (1) maintaining current and accurate
data about all financial activities of the Town; (2) maintaining internal financial controls and
facilitating the evaluation of the Town's financial condition; (3) insuring that the delivery of
Town services is done in compliance with Massachusetts General Laws that govern municipal
finance; (4) providing timely and accurate financial information to managers of Town services
to facilitate the evaluation of the cost effectiveness and efficiency of Town programs; (5)
providing timely and accurate financial information to Town boards and committees to
facilitate policy deliberation and formulation; and (6) safeguarding the financial assets of the
Town.
Budget Overview: The Finance Department is comprised of the following divisions: the
Comptroller's Office, the Treasurer/Collector's Office, the Assessing Office and the Utility
Billing 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 all financial operations of the Town, and the Budget Officer, who in concert with the
Assistant Town Manager for Finance and the Town Manager, develops and monitors the
annual capital and operating budgets.
The Treasurer /Collector'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 Assessing Office's primary function is the development of assessed values of real and
personal property.
The Utility Division's primary function is the operation of the Town's utility billing system and
the issuance of monthly and semi - annual water and sewer bills.
Departmental Initiatives:
Treasurer /Col lector:
1. Continue progress in putting delinquent taxes into tax title to insure ultimate collection
of past due amounts.
2. Move unpaid water /sewer bills onto tax bills preparatory to moving delinquent taxes
(inclusive of unpaid utility charges) to tax title, thus insuring ultimate collection of past due
utility bills.
Assessing:
1. Perform interim -year updates to property values and continue to pursue the initiative to
identify fully annual growth in personal property.
FY 2009 Manager's Rec' d Budget & Financing Plan X -14 January 14, 2008
8400 Finance
Program: General Government
Town of Lexington, Massachusetts
Departmental Initiatives: (con't)
Comptroller:
1. Transition to accounting for Trust Funds in the general ledger.
Authorized /Appropriated Staffing
FY 2009 Manager's Rec' d Budget & Financing Plan X -15 January 14, 2008
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
Actual
Actual
Actual
Actual
Requested
Asst. Town Manager for Finance /Comptroller
1
1
1
1
1
Town Accountant
1
1
1
1
1
Staff Accountant
1
1
1
1
1
Chief Procurement Agent
1
1
1
1
1
Financial Clerk
1
1
1
1
1
Budget Officer
1
1
1
1
1
sub -total FTE
6.00
6.00
6.00
6.00
6.00
s FT/ PT
6 FT / OPT
6 FT / OPT
6 FT / OPT
6 FT / OPT
6 FT / OPT
Element 8420: Treasurer/ Collector
Treasurer /Collector
1
1
1
1
1
Financial Clerk
1
1
1
1
1
Administrative Assistant
1
1
1
1
1
Account Clerk
0
1
1
1
1
Municipal Clerk
0.46
0.46
0.46
0.46
0.46
sub -total FTE
3.46
4.46
4.46
4.46
4.46
I sub-totall FT/ PT
3 FT/ 1 PT
4 FT/ 1 PT
4 FT/1 PT
4 FT/ 1 PT
4 FT/ 1 PT
Element 8430: Assessor
Town Assessor
1
1
1
1
1
Residential Appraiser
1
1
1
1
1
Commercial Appraiser
0
1
1
1
1
Administrative Assistant
1
1
1
1
1
Property Inspector
0
1
1
1
1
Municipal Clerk
0.46
0.46
0.46
0.46
0.46
sub -total FTE
3.46
5.46
5.46
5.46
5.46
sub -tots I FT/ PT
5 FT/ 1 PT
5 FT/ 1 PT
5 FT/ 1 PT
5 FT/ 1 PT
5 FT/ 1 PT
Element 8440: Utility Billing
Water /Sewer Enterprise Business Manager
0
1
1
1
1
Account Clerk
1
0
0
0
0
sub-total FTE
1.00
1.00
1.00
1.00
1.00
I sub-totall FT/ PT
1 FT/0 PT
1 FT/0 PT
1 FT/0 PT
1 FT/0 PT
1 FT/0 PT
FY 2009 Manager's Rec' d Budget & Financing Plan X -15 January 14, 2008
Program: General Government
8400 Finance Town of Lexington, Massachusetts
Asst. Town Mgr. For Finance/
Comptroller
I
Retirement
Administrator
PT Municipal
Clerk
Town Treasurer/ Town Procurement Utility Ent.
Assessor Collector Accountant Officer Business Mgr.
Commercial Asst. Tax
Appraiser Collector — Financial
Clerk
Residential Treasury
Analyst/ Assistant Staff
I nspectors Accountant
Administrative Dept.
Asst. Account Clerk
PT Municipal PT Municipal
Clerk Clerk
Budget
Officer
Budget Recommendations:
The FY2009 Town Manager's recommended budget represents an increase of $38,955, or
3.00 percent over the FY2008 Adjusted Budget. It continues to include $ in expenses
(special audit services) that were funded by the FY2007 override.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase for salary step increases and other contractual adjustments and
additional temporary clerical assistance.
2. $ decrease in expenses attributable to bringing the budget in line with actual
costs in FY07.
New Requests Recommended by the Town Manager: The following program improvement
requests have by made by the Assistant Town Manager for Finance:
1. $ for temporary clerical assistance.
2. $ for a publication to assist in the valuation of commercial property.
New Requests Not Recommended by the Town Manager: The following program
improvement requests have by made by the Assistant Town Manager for Finance:
1 $1,350 for various publications and services to assist in the valuation of commercial
property.
FY 2009 Manager's Rec' d Budget & Financing Plan X -16 January 14, 2008
8400 Finance
Program: General Government
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
I
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
$ 936,662
Dollar
Increase
Percent
Increase
Tax Levy
$
861
$
944,122
$
980,661
$ 997,661
$
53,539
5.67%
Enterprise Funds Indirects
$
335,720
$
323,097
$
310,657
$ 310,657
$
12,439
-3.85%
Directed Funding
$
35,597
$
32
$
30,000
$ 30,000
$
(2
-6.67%
Charges for Services
$
$ 35,597
5.35%
$ 32
$
$ 30,000
$ 30,000
$
(2
-6.67%
Total 8400 Finance
$
1,232,565
$
1,299,363
$
1,321,318
$ 1
$
38
1 3.00
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 936,662
$ 1
$ 1
$ 1
$ 40,359
3.97%
Expenses
$ 202,276
$ 283,894
$ 269,490
$ 282
$ (1
-0.49%
Total 8400 Finance
$ 1
$ 1
$ 1
$ 1
$ 38,955
1 3.00%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
FY 2009
Mgr. Rec'd
Dollar
Increase
Dollar
Increase
Percent
Increase
Total 8410 Comptroller
$
472,933
$
540,833
$
548,646
$
552,646
$
11,813
2.18%
Total 8420 Revenue
$
253,814
$
280,665
$
283,863
$
283,863
$
3
1.14%
Total 8430 Assessor
$
350,493
$
413,089
$
422
$
435,169
$
22,080
5.35%
Total 8440 Utility Billing
$
63,655
$
64
$
66,640
$
66,640
$
1
2.88%
Total 8400 Finance
$
1
1 $
1
1 $
1
$
1
1 $
38,955
3.00%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
936,662
$
1,015,469
$
1,051,828
$
1,055,828
$
40,359
3.97%
Overtime
$
-
$
-
$
-
$
-
$
-
0.00%
Compensation
$
936, 662
$
I 0 -15, 469
$
I 051, 828
$
I 055, 828
$
40,359
3.97%
Contractual Services
$
156,795
$
240,670
$
227,870
$
227,870
$
12
-5.32%
Utilities
$
2
$
2
$
1
$
1
$
(784)
- 31.63%
Supplies
$
39,086
$
40,745
$
39,925
$
52,925
$
12
29.89%
Small Capital
$
3,725
$
-
$
-
$
-
$
-
0.00%
Expenses
$
202, 276
$
283, 894
$
269, 490
$
282, 490
$
(1, 404)
-0.49%
Total 8400 Finance
$
1
$
1
$
1
$
1
$
38,955
3.00%
FY 2009 Manager's Rec'd Budget & Financing Plan X -17 January 14, 2008
Program: General Government
8500 Town Clerk Town of Lexington, Massachusetts
Mission: The Office of the Town Clerk serves as a primary provider of official documents for
the Town through its work as the custodian of and recording office for the official records,
issuing marriage licenses and recording vital records, issuing dog licensing, registering
businesses, and conducting the Town Census. The Town Clerk's Office conducts elections in
conformance with State and local laws and, with the Board of Registrars, processes voter
registrations and certifications.
Budget Overview: The four elements comprising the Office of the Town Clerk include Town
Clerk Administration, Registration, Elections, and Archive & Records Management. The most
significant changes in the requested FY08 budget impact the Elections and Archives &
Records Management elements.
Town Clerk Administration: The Town Clerk's Office staffing shifted from 4 full -time to 3 full-
time and 2 part -time positions in FY2004. The FY09 budget request represents funding for
the Town Clerk, Assistant Town Clerk [reclassified] &Administrative Assistant [Information
Specialist vacated] and 2 part -time municipal clerk positions.
Registration: Registrar stipends remain level funded. Expenses are related to costs
associated with maintaining voter registration rolls, annual census and printing of the annual
list of residents.
Elections: Funds requested for FY09 are to conduct of three elections (September 2008
Primary, November 2008 Presidential, and March 2009 Annual Town Election).
Archives &Records Management: Requested FY09 funding covers the annual updates to the
Code of Lexington, electronic document management, and some document treatment &
microfilming. Requests for microfilming /preservation /conservation of records are being made
as a CPA request.
Departmental Initiatives:
1. Develop fully integrated office staffing with tools and skills for effective and efficient
operation of the Town Clerk's Office.
2. Operate efficient and legally compliant elections, evaluate and assess poll options.
3. Implement Records Management Program for statutorily required & historically
appropriate retention of organizational records & information.
FY 2009 Manager's Rec' d Budget & Financing Plan X -18 January 14, 2008
8500 Town Clerk
Program: General Government
Town of Lexington, Massachusetts
Town Clerk
PT Archivist /Records Coordinator Assistant Town Clerk
Administrative Asst. 1 --1 — 1 PT Municipal Clerks
Authorized /Appropriated Staffing
Explanatory Notes:
1) Registrar stipends remain level funded. Expenses are related to costs associated with maintaining voter
registration rolls, annual census and printing of the annual list of residents.
2) Authorized staffing for the Town Clerk's Office had been consistently at four FT positions until the FY2004
failed override, and a position vacated by an early retirement, that reduced staffing to 3 positions. Subsequent
funding has gradually raised staffing levels to three FT and three PT positions, with the most recent part -time
Archivist /Records Manager position authorized by the FY2007 override vote. FY2009 requests maintain
funding at authorized FY2007 staffing levels.
3) Asterisk ( *) in 2008 denotes changing positions to Assistant Town Clerk & Administrative Assistant.
FY 2009 Manager's Rec' d Budget & Financing Plan X -19 January 14, 2008
FY 2005
Actual
FY 2006
Actual
FY 2007
Actual
FY 2008
Actual*
FY 2009
Requested
Town Clerk
1
1
1
1
1
Administrative Assistant
0
1
1
0*
0
Assistant Town Clerk
0
0
0
1*
1
Information Specialist
1
1
1
1
1
Municipal Clerk
.45
.88
.88
0.88
0.88
Archivist Records Manager
0
0
0.40
0.40
0.40
Total
..
Explanatory Notes:
1) Registrar stipends remain level funded. Expenses are related to costs associated with maintaining voter
registration rolls, annual census and printing of the annual list of residents.
2) Authorized staffing for the Town Clerk's Office had been consistently at four FT positions until the FY2004
failed override, and a position vacated by an early retirement, that reduced staffing to 3 positions. Subsequent
funding has gradually raised staffing levels to three FT and three PT positions, with the most recent part -time
Archivist /Records Manager position authorized by the FY2007 override vote. FY2009 requests maintain
funding at authorized FY2007 staffing levels.
3) Asterisk ( *) in 2008 denotes changing positions to Assistant Town Clerk & Administrative Assistant.
FY 2009 Manager's Rec' d Budget & Financing Plan X -19 January 14, 2008
8500 Town Clerk
Program: General Government
Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget represents a decrease of $ or 2.06
percent compared to the FY2008 Adjusted Budget. It continues to include $ in salary
for a part -time Archivist /Records Manager and $1,000 in expenses for codification of Town
bylaws, both of which were funded by the FY2007 override.
Level Services: This is a level service budget. The significant changes include:
1. $ increase in compensation for salary steps and contractual agreements.
2. $ decrease in expenses due to one less budgeted election in FY 2009.
New Requests Recommended by the Town Ma nag Two requests submitted by the Town
Clerk for technology enhancements are recommended for funding. More information about
these can be found under Subprogram 8600, MIS.
New Requests Not Recommended by the Town Manager: None.
FY 2009 Manager's Rec' d Budget & Financing Plan X -20 January 14, 2008
8500 Town Clerk
Program: General Government
Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2007
Actual
FY 2009
Requested
FY 2008
Adjusted
Dollar
Increase
FY 2009
Requested
FY 2009
Mgr. Rec'd
$ 269,592
Dollar
Increase
Percent
Increase
Tax Le
$
291,678
$
318,080
$
314
$ 314
$
3
-1.24%
Enterprise Funds Indirects
$
-
$
-
$
-
$ -
$
-
#DIV /0!
Directed Funding
$
73,739
$
86,402
$
82,000
$ 82,000
$
4
-5.09%
Fees: Town Clerk
$
$ 37,186
- 10.23%
$ 42,080
$
$ 47,000
$ 47,000
$
4
11.69%
Licenses & Permits: Town Clerk
35,350
$ 36,553
(6
$ 44,322
Total 8500 Town Clerk
$ 35,000
$ 35,000
$
(9
- 21.03%
Total 8500 Town Clerk
$
365,417
$
404
$
396
$ 396
$
8
- 2.06%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 269,592
$ 282
$ 290,031
$ 290,031
$ 7
2.58%
Expenses
$ 73,957
$ 121
$ 106,114
$ 106,114
$ (15,645)
- 12.85%
Total 8500 Town Clerk
$ 343,549
$ 404,482
$ 396,145
$ 396,145
$ (8
- 2.06%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 8510 Town Clerk Administration
$
203,048
$
231,968
$
241,056
$
241,056
$
9
3.92%
Total 8520 Board of Registrars
$
18,455
$
17
$
17,525
$
17,525
$
400
2.34%
Total 8530 Elections
$
109,251
$
113,864
$
102
$
102
$
11,650
- 10.23%
Total 8540 Records Management
$
12
$
41,525
$
35,350
$
35,350
1 $
(6
- 14.87%
Total 8500 Town Clerk
$
343
1 $
404
$
396
$
396
1 $
(8
- 2.06 %�
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
266,920
$
279,823
$
287
$
287
$
7
2.61%
Overtime
$
2
$
2
$
2
$
2
$
-
r 0.009
Compensation
$
269,592
$
282,723
$
290, 031
$
290, 031
$
7,308
2.58%
Contractual Services
$
58,246
$
113,450
$
95,164
$
95,164
$
(18,286)
- 16.12%
Utilities
$
-
$
1
$
2
$
2
$
216
12.11%
Supplies
$
14
$
6
$
8
$
8
$
2
48.55%
Small Capital
$
978
$
500
$
-
$
-
$
(500)
- 100.00%
Expenses
$
73,957
$
121,759
$
106,114
$
106,114
$
(15, 645)
- 12.85%
Total 8500 Town Clerk
$
343,549
$
404,482
$
396,145
$
396,145
$
8
- 2.06%
FY 2009 Manager's Rec'd Budget & Financing Plan X -21 January 14, 2008
Program: General Government
8600 Management Information Systems Town of Lexington, Massachusetts
Mission: The Management Information Systems Department provides information technology
services to all Town staff and supports the accounting /payroll applications for both the general
government and school department.
Budget Overview: The Management Information Systems (MIS) staff manages the Town's
information technology systems (hardware and software) that are critical elements of service
delivery and program management of all of the Town's departmental operations. MIS includes
the maintenance of financial management hardware and software that serves town and school
departments. MIS also supports software of the recreation department and the Retirement
System. MIS co- manages the Town Wide Area Network in 27 buildings, operation and security
of the local area network for town buildings, personal computer and peripherals maintenance,
and support for electronic mail, Internet access, Web infrastructure and standard office software
applications running over these networks.
Departmental Initiatives:
1. Maintain a stable network.
2. Provide training and support to employees.
3. Manage infrastructure within the constraints of existing budget as technology interest
increases in all departments.
4. Support the Town's new website.
FY 2009 Manager's Rec'd Budget & Financing Plan X -22 January 14, 2008
Program: General Government
8600 Management Information Systems Town of Lexington, Massachusetts
I Assistant Town Manager for I
Finance
MIS Director
Network Administrator
Authorized /Appropriated Staffing
FY 2005
FY 2006
FY 2007
FY 2008
FY 2009
Actual
Actual
Actual
Actual
Mgr. Recd
Director Management Information Systems 1
1
1
1
1
Network Administrator 2
2
2
2
2
Explanatory Notes:
Director of MIS position is currently vacant.
FY 2009 Manager's Rec'd Budget & Financing Plan X -23 January 14, 2008
Program: General Government
8600 Management Information Systems Town of Lexington, Massachusetts
Budget Recommendations:
The FY 2009 Town Manager's recommended budget reflects a $ or 13.13% increase over
the FY08 adjusted budget. This is comprised of a 1.98% increase in compensation and a
20.55% increase in expenses.
Level Services: This is alevel- service budget except where noted below. The significant
changes include:
1. $ increase in compensation for salary step increases.
2. $ increase in expenses related to: $ for the replacement of LAN switches
(one -time cost).
3. $ increase for the Town's network maintenance contract.
New Requests Recommended by the Town Manager: No requests presented by the Assistant
Town Manager for Finance. However, two program improvement requests submitted by the
Town Clerk related to technology have been funded here:
1. $ for Laserfiche web integration.
2. $ for Document scanners.
New Requests Not Recommended by the Town Manager: No requests presented.
FY 2009 Manager's Rec'd Budget & Financing Plan X -24 January 14, 2008
Program: General Government
8600 Management Information Systems Town of Lexington, Massachusetts
Budget Summary
Funding Sources
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Tax Levy
$ 405,219
$ 433,568
$ 483,548
$ 499,348
$ 65,780
15.17%
Enterprise Funds (Indirects)
$ 54,303
$ 52
$ 50,250
$ 50,250
$ (2
-3.85%
Directed Funding
$ -
$ 485,830
$ 533,798
$ 549,598
$ -
0.00%
Total 8600 MIS
$ 459,522
1 $ 485
1 $ 533
1 $ 549
1 $ 63
13.13%
Appropriation Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Compensation
$ 99,245
$ 194
$ 198,090
$ 198,090
$ 3
1.98%
Expenses
$ 254,018
$ 291,587
$ 335,708
$ 351,508
$ 59,921
20.55%
Total 8600 MIS
$ 353,263
$ 485,830
$ 533,798
$ 549,598
$ 63,768
13.13%
Level- Service Requests
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Total 8610 MIS Administration
$ 336,776
$ 468,730
$ 519,598
$ 525,598
$ 56,868
12.13%
Total 8620 Web Development
$ 16,486
$ 17
$ 14
$ 24,000
$ 6
40.35%
Total 8600 MIS
$ 353,263 1
$ 485,830
$ 533,798
$ 549,598
$ 63,768
13.13%
Object Code Summary
FY 2007
Actual
FY 2008
Adjusted
FY 2009
Requested
FY 2009
Mgr. Rec'd
Dollar
Increase
Percent
Increase
Salaries & Wages
$
99,245
$
194
$
198,090
$
198,090
$
3
1.98%
Overtime
$
-
$
-
$
-
$
-
$
-
1 0.00 0 /0
Compensation
$
99,245
$
194,243
$
198,090
$
198,090
$
3
1.98%
Contractual Services
$
186,065
$
203,389
$
218,658
$
228,458
$
25,069
12.33%
Utilities
$
1
$
1
$
1
$
1
$
302
0.00%
Supplies
$
2
$
2
$
3
$
3
$
1
77.50%
Small Capital
$
63,621
$
84
$
111
$
117
$
33,000
0.00
Expenses
$
254,018
$
291,587
$
335,708
$
351,508
$
59,921
20.559
Total 8600 MIS
$
353,263
$
485,830
$
533,798
$
549,598
$
63,768
13.13
FY 2009 Manager's Rec'd Budget & Financing Plan X -25 January 14, 2008
Section XI: Capital Investment
This section includes detailed information about:
FY 2009 Capital Improvement Budget & Financing Plan
XI -2
FY 2009 Manager's Rec' d Budget & Financing Plan XI -1 January 14, 2008
Section XI: Capital Investment
INTRODUCTION
Everything the Town does, from providing services to its residents and citizens, to equipping
employees to effectively perform their jobs, requires the existence of certain basic physical
assets. These assets include streets, water mains, parks, buildings, large equipment and
technology. They must be purchased, maintained and replaced on a timely basis or their
usefulness in providing public services will diminish. The Town's five -year Capital Improvements
Program and annual Capital Budget are developed to ensure adequate capital investment in the
Town's assets.
DEFINITION OF CAPITAL PROJECTS
For the purposes of our capital planning process, a capital project is defined as a major, non-
recurring expenditure that generally meets all of the following criteria:
• Massachusetts General Laws permit the Town to issue bonds to finance the expenditure;
• The expenditure is $25,000 or more for a single item, or five times this threshold
($125,000) for a capital project consisting of multiple units costing less than $25,000
each;
• The expenditure will have a useful life of 10 years or more for buildings or building
components and five years for vehicles and equipment;
• Planning, engineering, or design services may be considered capital when such services
are integral to a construction, renewal, or replacement project that meets the criteria for a
capital expenditure.
CAPITAL POLICY FRAMEWORK
The FY2009 Capital Budget was developed within the capital policy framework initially adopted by
the Board of Selectmen in 1991 and subsequently amended to ensure adequate planning and
funding for capital investment, particularly cash capital projects within the general fund. This
capital investment strategy includes the following major elements:
• Multi -year planning for capital investment;
• Debt exclusions for major capital projects; and
• Ensuring sufficient operating budget resources for maintaining capital assets.
FIVE -YEAR CAPITAL PROGRAM
Five -year capital improvement planning has been part of Lexington's budget development process
for many years. Multi -year planning allows proper staging and sequencing of capital projects to
even out spikes and make funding needs more predictable. Capital investment requirements can
vary, involving unique large projects such as a new fire engine or a new school building. Other
capital investment needs are recurring such as the annual program to resurface roadways.
The five -year Capital Improvement Program includes all capital projects identified by school and
municipal departments over the next five years.
The following are potential funding sources for financing the Town's capital investments:
FY 2009 Recommended Budget & Financing Plan XI -1 January 14, 2008
• Available Funds (Cash Capital) —The Town regularly appropriates monies from the
general fund and enterprise funds to finance small capital investment projects. Examples
of available funds are free cash and enterprise fund retained earnings.
• Debt Service —The Town has traditionally financed large capital projects with debt. Debt
can be appropriated under the General Fund Tax Levy (either within the levy limit or from
a voter approved Proposition 2 1 /z debt exclusion) or from Enterprise Funds.
• Other Sources — The Town uses dedicated state aid and grant funding to finance capital
investment when these funds are available.
• Community Preservation Act (CPA) Funds — Beginning in 2007 following voter
approval, the Town collects over $2.5 million annually to finance open space, historic
preservation, affordable housing and recreation projects.
FY 2009 CAPITAL FINANCING STRATEGY
The proposed financing plan for the recommended FY2009 capital budget is shown in the table
below. The proposal reflects an increase in the use of cash to fund capital projects over the
amount used in FY2008. This increase is in the spirit of the recommendations reflected in the
Selectmen's Financial Policy Committee's report dated March 2006.
Capital Re Summar
Cash Tax Levy
Other Financing
Sources
Debt
Tota
General Fund
1
1 194422
4 183X8
904 100
Chapter 90 Other State Funding
$ 600X0
600 000
Water Enterprise
25X0
1 Boo 000
$1
Sewer Enterprise
1 Soo 000
$1
Compost Revolvinq Fund
21
$217000
Recreation Enterprise
-
-
-
Co m m un i Preservation Act
$ 2818 386
-
$2,818,386
(e) Includes $500,000 for street resurfacing from FY2001 override plus an additional amount of $26,000 to mirror the statutory growth in the
levy limit allowed under Proposition 2 1 over the past two years.. It is proposed that a 2.6% increase occur on an annual basis.
Notwithstanding this fact, two points should be noted. First, the source of the increase in general
fund cash capital is a portion of free cash that has been identified as non - recurring and therefore
may not be available in subsequent years to sustain the FY09 level of general fund cash - financed
capital.
The table on the next page lists all FY2009 recommended projects and their estimated costs by
program area and funding source. The Capital Expenditures Committee has also been evaluating
these requests and will issue a report to Town Meeting.
FY 2009 Recommended Budget & Financing Plan XI -2 January 14, 2008
F 2009 Recommended Capital Budget
Dept.
Schools School Technology Plan
009 Cost Fundin Source
$600 GF - Debt
Article
Schools Pre - - 12 faster Plan ( including detailed LHS plan)
$155,000
GF - Debt
Schools Food Service - Equipment
140 000 GF - Cash
Schools Classroom Furniture
$50 GF - Cash
Schools Food Service - Point of Sale System
$75 GF - Cash
Schools Capital Project Reductions needed to meet $850,000
free cash spending limit 3
($265,000)
t=
DPW Woburn Street Reconstruction
$1 GF - Debt and Chapter 90 Funds
DPW DPW Equipment Replacement
$510,000 GF /Compost Fund - Debt & Balances of
p rior capital articles
DPW Sidewalk Improvements
$275 GF - Debt
DPW CBD Sidewalks
$370 GF - Cash
DPW GIS Implementation Plan
$184,350 GF - Debt/VVater Retained
Earn ings/l astewater Retained Earnings
DPW Storm Drain Improvements
$160,000 GF - Cash & Balances of prior capital
articles
DPW Water Distribution Improvements
$1 Water- Debt
DPW Wastewater System Improvements
$1 Wastewater - Debt
DPW Pump Station Upgrades
$100P00 Wastewater - Debt
DPW Hydrant Replacement Program
$50 GF - Cash and Water Retained Earnings
DPW Street Improvements
$525 Tax Lev
DPW Traffic fiti ation
$50 GF - Cash
DPW Be fry Hi I I Tree Restoration
un s
DPW Shire- related Intersection Improvements
$600 State Grant Funds
Sc'.hnnIs Phase 2 Mechanical System Replacement - Clarke
iggo GF - De t
F - Debt
Sr.hnnls Auditorium - Diamond
12 9 onn GF - De t
F - Debt
Sr.hnnls Preschool Play Ground
17q.onn C PA Funds
Schools School Administration Buildinq
$400 GF - Cash and CPA Funds
Sc'.hnnIs Security System Study
i5o,onn GF - Cash
S c'. h n n 1.q Safe Parent Pick I JD and Park'na
�65.nnn (T - Cash
Municip Building Envelope
366 250
Fire Replacement of Fescue 2
$200 GF - Debt
Fire /Police Mobile Computerization Police & Fire /EMS)
156 000 GF - Debt
Fire Munroe Fire Prevention System Replacement
$579 GF- Debt or CPA
Fire Fire HQ Renovations & Redesign
$40 GF - Cash
Rec. Park Improvements - Athletic Fields
$100 GF - Debt
Rec. Old Reservoir fang ement
$60 GF - Cash & CPA Funds
Rec. Center Basketball Court (Supplemental to ,art.. 29 of 20
$60 GF - Cash
Rec. Center Comp Restroom Renovation
$77 GF - Cash
Community Permit Tracking Software
Develo meat
$100,000 GF - Debt
Town fang er Senior Center Desi n Renovation & Expansion
TBD CPA Funds
Town fang er Town Hall Use Study & Renovation Design
$100 CPA Funds
Finance Schools Torn School Phone System Needs Assessment
$30 GF - Cash
MIS Head End Equipment Re lacement
$60 GF - Cash
S urvey and Define Afford. Housin Assist. Pro rams
25P00 CPA Funds
Hancock-Clar House Restoration
600P00 CPA Funds
V y nebrook Village Windows
158 686 CPA Funds
Parker Manor Condo Purchases
652X0 CPA Funds
Total FY 2008 Re All Funds
13
FY 2009 Recommended Budget & Financing Plan XI -3 January 14, 2008
The following pages include tables that show the recommended FY2009 capital projects by
financing source: general fund debt, water fund debt, wastewater fund debt, and cash capital
(i.e., current revenue). Each table depicting projects to be funded with debt includes the
projected debt service impact of recommended projects, actual debt service on debt authorized
and issued, and projected debt service on debt authorized and unissued. Finally, each table is
accompanied by a written description of each recommended project.
FY2009 RECOMMENDED PROJECTS - GENERAL FUND DEBT (Table I)
Municipal Pro jects
Woburn Street Reconstruction - $1,400,000 ($700,,000 General Fund & $700,000
Chapter 90): This project is for complete reconstruction of Woburn Street and new granite
curb and sidewalks, for approximately 7,000 linear feet from Mass. Ave. to Lowell Street.
Woburn Street is at the end of its useful life and requires major reconstruction. In addition,
much of the street has no, or inadequate, sidewalks. The water main and services were
replaced in 2007, and the sanitary sewer is in good condition. Design of this project is in
process as a result of $120,000 approved at the 2007 annual town meeting.
Since 2001, when a $500,000 override was voted for street resurfacing, it has been the practice
to combine this $500,000 of annual tax levy funds with Chapter 90 road construction grants
from the Commonwealth. In order to finance the Woburn Street project within the limits of
Proposition 2 1 /2 without adversely impacting the Town's debt service budget, half of this
project is being proposed for financing with Chapter 90 funds. It is the opinion of the
FY 2009 Recommended Budget & Financing Plan XI4 January 14, 2008
T own of i 11* Bud
FY2009 Mana Recommended Bud Capital Pro
TABLE 1: 009 RECOMMEND PROJECTS - GENERAL FUND D EBT
O THER
r FINANCING
••• • SOURCES
AMO
FINANCED
MUNICI P ROJECTS
��Woburn
Street Reconstruction
Replacement of Rescue 2
DPW E Replacement
Sidewalk Improvements
CBD Sidewalks
GIS Implementation Plan
Storm Drain Improvements
Permit Trackin Software
Park Improvements - Athletic Fields
SCHOOL PR OJECTS
School Technolo Plan
Phase 2 Mechanical S Replacement - Clarke
School Administration Buildin
Roofin renovation
Extraordinar Repairs (Clarke/Diamond)
.. * M ��•� M M . �
11.
11�
I I
I
I
a
Subtotal - Authorized and Issued Lev Supported Debt Service
a
a
. .., : SUPPOR D
Subtotal - Proposed New Lev Supported Debt Service
aa Subtotal
- Other Debt-related costs
TOTAL - PROJECTED LEW SUPPORTED DEBT SERVICE
$ 4,002,539
$ 3,571,743
Municipal Pro jects
Woburn Street Reconstruction - $1,400,000 ($700,,000 General Fund & $700,000
Chapter 90): This project is for complete reconstruction of Woburn Street and new granite
curb and sidewalks, for approximately 7,000 linear feet from Mass. Ave. to Lowell Street.
Woburn Street is at the end of its useful life and requires major reconstruction. In addition,
much of the street has no, or inadequate, sidewalks. The water main and services were
replaced in 2007, and the sanitary sewer is in good condition. Design of this project is in
process as a result of $120,000 approved at the 2007 annual town meeting.
Since 2001, when a $500,000 override was voted for street resurfacing, it has been the practice
to combine this $500,000 of annual tax levy funds with Chapter 90 road construction grants
from the Commonwealth. In order to finance the Woburn Street project within the limits of
Proposition 2 1 /2 without adversely impacting the Town's debt service budget, half of this
project is being proposed for financing with Chapter 90 funds. It is the opinion of the
FY 2009 Recommended Budget & Financing Plan XI4 January 14, 2008
Engineering Department that a one -year diversion of Chapter 90 funds from the annual street
resurfacing program will not have a material long -term impact on that program. It should be
noted, however, that the Woburn Street project is one of a series of critical major road
reconstruction projects identified by the Town's Engineering Department whose total estimated
cost is 8 -year cost is $15.2 million. Diverting Chapter 90 funds for major projects on an on-
going basis cannot be sustained without materially affecting the Town's annual street
resurfacing program. Consequently, it is recommended that consideration be given to financing
the Town's future major road reconstruction projects outside the limits of Proposition 2 1 /2
through a debt exclusion.
Replacement of Rescue 2 - $ Funds are requested to replace Rescue 2, currently
the backup ambulance for the community. Rescue 2 has gone more than 100,000 miles,
operating continuously since being obtained by the Lexington Fire Department in 2002 as the
primary ambulance. If approved for funding, this vehicle will become the primary ambulance
and the other ambulance (currently Rescue 1) will become the secondary ambulance and be
expected to respond to 750 calls per year.
DPW Equipment Replacement - $ The Department of Public Works annually
assesses its equipment needs which includes the identification of existing pieces that need
replacement and the identification of new equipment needed to respond to changing
operational demands. Pieces of equipment are recommended for replacement based on current
condition, maintenance history, changing department requirements and expected useful life.
These assessments are performed by the Road Machinery Division and reviewed by the
Manager of Operations and the Director of Public Works. These assessments result in annual
requests for funding for new equipment and a replacement program for the DPW's 146 pieces
of equipment, in order to maintain an efficient and cost effective fleet of vehicles and motorized
equipment. The existing vehicles include sedans, hybrid SUVs, construction vehicles and
specialized equipment including pumps, rollers, sprayers and mowers.
Funds for the following pieces of equipment are requested for FY09:
1. Cat Loader ($217,000 - Compost Revolving);
2. Two Holder tractors (2 x $72,000);
3. Stump grinder ($30,000);
4. F450 dump truck with stainless steel sander body ($75,000)
5. Toro Mower with snow package ($44,000).
Sidewalk Improvements - $275.,000: This request is to rebuild and /or repave as necessary
existing asphalt sidewalks throughout town that are in poor condition, and to construct new
sidewalks with bituminous and granite curbing. Sidewalk projects will be chosen from the
Selectmen's Sidewalk Committee's Master Plan each year. All work will be ADA compliant.
CBD Sidewalks - $370,000: This request will fund the third of five phases of sidewalk
reconstruction in the Central Business District. Phase 3 will reconstruct sidewalks on both sides
of Muzzey Street from Mass Ave. to the municipal lot. Phases 1 and 2 included Mass. Ave.
from the Library to Waltham St., the first half of which (Phase 1 from Waltham St. to the
Citizen's Bank Building) has been completed. Phase 2, appropriated at the 2007 Annual Town
Meeting, will not go forward until a full review is completed of the Phase 1 demonstration
project. This project will continue to upgrade the sidewalks in the Center and will replace
defective areas.
FY 2009 Recommended Budget & Financing Plan XI -5 January 14, 2008
Geographic Information Systems - $ This request is the second year of a three -
year plan to to develop a GIS system for the Town of Lexington. The ability to integrate
databases with graphical interfaces, maps, aerial photography and handheld devices has
revolutionized the way both public and private enterprise works. The combined name for these
various technologies is Geographic Information System (GIS). GIS allows departments to
coordinate activities electronically, adjust mapping and parcel numbers automatically, provide
easy to understand graphical explanations of Town -wide issues, assist in cataloging of
properties throughout the community, coordinate activities of emergency services and facilitate
the development of plans and specifications for infrastructure improvements. The
recommendations for the size, scope and cost of Lexington's system are the result of a Town -
wide GIS needs assessment done in 2006 by Applied Geographic, a GIS consulting firm, that
included a cost study for hardware, software, map and data inventories, and provided an
implementation plan. In FY 2008, $195,000 was appropriated for the first phase of the GIS
system. From FY 2009 funding, $137,000 will be used to produce data gathered from the
aerial photography taken in FY08, and $47,350 will be used for hardware and software. Given
that the GIS system will support general fund, water fund and wastewater fund activities, the
year two cost of $184,350 is apportioned among these funds. $129,045 of this request
represents the general fund's share of the total year -one cost. $33,183 is proposed for
financing from water fund retained earnings and $22,122 from wastewater fund retained
earnings.
Storm Drain Improvements - $160 This request will provide funds to repair drainage
systems associated with the annual street improvement program, and to repair /replace existing
deteriorated drainage structures. Recent history has shown that most roadway - related
construction activity undertaken uncovers drainage structures that are in need of repair.
Mobile Computerization (Police & Fire /EMS) - $156.,000: This is a joint proposal by the
Police and Fire /EMS Departments. The project is designed to improve the technology available
to first - responder units. Most fire vehicles currently do not have access to computers, and
police cruisers contain lightweight Dell laptops that cannot withstand constant use in a mobile
environment. New durable, accessible laptops will allow all first - responders to have access to
GIS and the Internet to aid the delivery of emergency services. Fire Department personnel will
have immediate access to:
• All Fire Computer Aided Dispatch (CAD) /Records Management Systems (RMS);
• Hydrant locations;
• G PS;
• Identification of hazardous sites, hazardous materials and the appropriate response to
these threats;
• Floor plans for schools and commercial facilities;
• Full Internet access for live video, weather information on -line;
• Emergency contact phone numbers; and
• Software to create inspection reports on the scene.
Police Officers will have complete access to:
• CAD / R M S systems;
• Registry of Motor Vehicles;
• Board of Probation
• Gun licensing, domestic violence orders, and parole information;
• Traffic citation reports;
• Police incident reports;
• Incident location history and police log notes;
• Internet access with live video, and e-mail.
FY 2009 Recommended Budget & Financing Plan XI -6 January 14, 2008
Permit Management Software — $ This request is for a new software system that
will provide the Town of Lexington with a cost - effective means of integrating, automating and
managing the various permit, license, and development processes, and provide fast, easy
access to all parcel and project information. Currently, there is no integrated system for
managing and tracking of permit, license, and development processes, and each department
maintains separate databases resulting with no connectivity between departments. The
Building, Planning, Zoning, Fire, DPW /Engineering, Conservation, and Health Department staff
manage processes and functions independently, which makes tracking, information sharing, and
internal /external communication difficult. This project also relates to the on -going Records
Management and GIS capital projects in that the permitting software proposed can be fully
integrated with the software that supports these other activities.
Park Improvements: Athletic Fields - $ This project will address the athletic field
at the Bridge School, which is maintained by the Public Works Department. This site has not
been significantly upgraded in the last 15 years and is now a safety concern. There is one little
league size baseball field, one youth size softball field, and an open turf area that is used for
soccer, recreation programs, and school recess. The baseball and softball infields are worn, do
not drain well and need to be rebuilt with new infield mix and new turf. The fields need to be
laser graded to provide for safer play and better drainage. The backstops are in disrepair and
need to be replaced. The open turf area needs to be renovated (top- dress, grading, deep -tine
aeration, overseeding) to provide for safe play and improved drainage. This project is part of
an ongoing capital program to address field safety and playability concerns, and facilitate
regular maintenance funded within the operating budget.
Munroe Fire Prevention System Replacement — if CPA funds are not approved, this
project will be recommended for funding through issuance of General Fund Debt:
See the project description under the Cash Capital section below.
School Projects
Bowman, Estabrook: Install Lockers - $ This project will install student lockers
in the corridors at the Bowman and Estabrook schools. This will complete the installation of
lockers at all elementary schools before September of 2008 as directed by the Lexington Fire
Department to reduce flammables in the school corridors.
System -Wide: Lexington Public School Technology Plan - $ This request will
fund equipment described in the department's long range technology capital plan, including
network equipment, information delivery systems for administration and instruction programs,
desktop and mobile computing, printers /peripherals and LCD projectors. The FY2009 project
will continue the funding for replacement of some of the oldest computers and related
equipment, complete the core upgrades to the school's LAN network, and provide more
classroom instructional projectors to support teaching. There are currently more than 2,000
desktop, laptop and server computers used daily by students, instructional staff and
administration. Some computers still in daily service are nearly eight (8) years old and are no
longer capable of running current versions of instructional software or providing adequate
access to required networked resources or software tools. These are no longer cost effective to
repair. This request includes minimum requirements and improvements in the following areas:
1. Desktop Computing - $515,000: The original plan was designed to bring the district to a
six (6) year computer replacement cycle within an 8 year time frame (FY 07- FY14). The
current request includes a one time additional request in order to replace non - functioning
computers more quickly. The focus is on upgrading the necessary computers to support
FY 2009 Recommended Budget & Financing Plan XI -7 January 14, 2008
effective instruction and efficient operations, and to better preserve equity of equipment
between school buildings.
2. Network Equipment - $ 20,000: Funds from previous capital requests have allowedthe
School Department to upgrade the LAN network cabinet equipment throughout its school
buildings. This request is to finish the LAN, upgrade security and network access services
for the district, and continue to build out the managed wireless network in school building
as needed to support instruction.
3. LCD Projectors - $40,000: This request is to purchase 20 -30 additional permanently
installed or mobile LCD projectors in classrooms throughout the district.
4. Information Delivery Systems - $15,000: Funds are requested to continue the upgrade
and integration of network services, including data warehousing, online storage, increasing
administrative web applications and improved access (e.g. VPN). In FY 08, interoperability
between administrative applications, improving overall district access to network
applications, and upgrading our student data systems (library, health, attendance, and
student tracking) will be addressed. FY 09 funds are requested to complete needed
upgrades to the student record management system and to address Internet security
district wide.
Clarke: Mechanical System Replacement Phase 2 - $990,,000: This project will continue
the conversion of the Clarke Middle School from electric heat to natural gas. The 2007 annual
town meeting funded the engineering and design of the new heating system and the
installation of rooftop units. This will continue the installation of the new equipment. An
additional appropriation of $300,000 will be required for FY10 to complete the project.
Central Office: School Administration Building — $400,000: If CPA funds are not
approved, this project will be recommended for funding through issuance of General
Fund Debt: See the project description under the Cash Capital section below.
System -Wide Roofing Renovation - $200,,000: This project will renovate approximately
20,000 square feet of roofing to extend the useful life of the system. This may require
removing sections of roof, re- insulating, and reapplying new roofing material. School building
roofs are in various points of their life cycle. A roofing assessment to be done in 2008 will
benchmark the roofs, document existing conditions, identify renovation efforts to extend the
useful lives of the roof, and determine when roofs will need replacement.
Diamond Auditorium Repairs- $125,000: The Diamond Auditorium is in need of repair and
updating. The stage lighting, curtains and pulley system are all beyond their useful life and
require replacement. Both safety and aesthetics need to be addressed in the auditorium. The
electrical system needs to be completely replaced. Classes held in the auditorium are dimly lit,
and parts are no longer available for the lighting system and fixtures. Lighting is minimal for
productions and presentations on the stage. The drapery pulley system is chained in place due
to age of the equipment and is no longer operable.
Clarke and Diamond: Extraordinary Repairs - $ The Clarke and Diamond Middle
Schools are in need of extraordinary repairs including:
At Diamond:
• Work was not completed in various rooms, leaving a clearly unfinished appearance
with the threat of future problems.
• In Computer Room 172 the lower part of one exterior wall was moved so that wiring
for the computers could be installed. A 12 -inch opening at the top of a 3 -foot wall
FY 2009 Recommended Budget & Financing Plan XI -8 January 14, 2008
needs finishing and painting.
• New cafeteria doors were never installed during the renovation. The old doors are
difficult to keep propped open.
• The exterior fagade above all entrance doors in the new wing is not complete. The
spaces above these entrances are currently covered with roofing material.
• The security system has not been completely installed and was never activated. The
security system has been inactive since 2001.
• The spalling of the exposed edge of the concrete roof deck was not repaired and
painted.
• Only one coat of paint was applied to almost every surface. Consequently, tape or
other adhesives remove the paint down to the wallboard.
• Lab benches have panels that were never installed.
• Safety mats were not purchased for gym the walls, as in the original plan. These are
needed during basketball games and in physical education classes.
At Clarke:
• Science supply room doors were never completed during the 2004 renovations.
• The outside doors to the school were not repaired and repainted.
• Gymnasium lighting needs to be updated.
FY2008 RECOMMENDED PROJECTS -WATER FUND DEBT (Table II)
Water Distribution Improvements - $1,800,000: This request is to replace approximately
7,500 linear feet of unlined iron pipe and other pipe sections with high repair records. At this
rate of funding, it is anticipated that no unlined water pipe will remain after 2011. The
objectives of this program are dependable high water quality, pressure, and volume for
domestic needs, commercial needs, and fire protection as well as minimization of water main
breaks. The Town has nearly completed the 1984 work plan to systematically replace or line all
unlined water mains. The preliminary goal for FY09 is to replace 5,500 linear feet of pipe in
Waltham St. from Forest St. to Marrett Rd. and other smaller sections of pipe town wide. After
completion of the replacement program, ongoing expenditures will be required to keep pace
with the regular deterioration and any needed modifications to the system.
FY 2009 Recommended Budget & Financing Plan XI -9 January 14, 2008
Town of Lexington - FY2009 Bud et
FY2009 Manager's Recommended Budget: Capital Projects
TABLE II: FY2009 RECOMMENDED PROJECTS - WATER DEBT
AMOUNT DEBT SERV. ESTIMATED
PROJECT FINANCED YEARS INT. RATE FY2008
FY2009
FY2010
FY2011
FY2012
FY2013
1 Water Distribution Improvements $1,800,000 10 4.5%
$ 40,500
$ 261,000
$ 252,900
$ 244,800
$ 236,700
PROJ. REVENUE (WATER) SUPPORTED $ 1,800,000
DEBT SERVICE
$ 40,600
$ 261,000
$ 252,900
$ 244,800
$ 236,700
ACTUAL & PROJECTED DEBT SERVICE FY2008
FY2009
FY2010
FY2011
FY2012
FY2013
A Subtotal: Approved and Issued Revenue Supported Debt Service
B Subtotal: Approved /Unissued Revenue Supported Debt Service (Actual /Projected BA
$ 388,083
$ 405,897
$ 392,758
$ 539,768
$ 366,046
$ 743,412
$ 210,750
$ 722,806
$ 204,000
$ 702,200
C Summary: Approved Revenue Supported Debt Service
D Subtotal: Projected New Revenue Supported Debt Service
$ 793,981
$ 40,500
$ 932,526
$ 261,000
$ 1,109,458
$ 252,900
$ 933,556
$ 244,800
$ 906,200
$ 236,700
E TOTAL: PROPOSED REVENUE SUPPORTED DEBT SERVICE
$ 490,833
$ 834,481
$ 1,193,526
$ 1,362,358
$ 1,178,356
$ 1,142,900
Water Distribution Improvements - $1,800,000: This request is to replace approximately
7,500 linear feet of unlined iron pipe and other pipe sections with high repair records. At this
rate of funding, it is anticipated that no unlined water pipe will remain after 2011. The
objectives of this program are dependable high water quality, pressure, and volume for
domestic needs, commercial needs, and fire protection as well as minimization of water main
breaks. The Town has nearly completed the 1984 work plan to systematically replace or line all
unlined water mains. The preliminary goal for FY09 is to replace 5,500 linear feet of pipe in
Waltham St. from Forest St. to Marrett Rd. and other smaller sections of pipe town wide. After
completion of the replacement program, ongoing expenditures will be required to keep pace
with the regular deterioration and any needed modifications to the system.
FY 2009 Recommended Budget & Financing Plan XI -9 January 14, 2008
FY2008 RECOMMENDED PROJECTS - WASTEWATER FUND DEBT (Table III)
Wastewater System Improvements - $ The goal is to rehabilitate
approximately 7,000 linear feet of sanitary sewer infrastructure per year for the foreseeable
future. When the collection system is stressed by precipitation and other factors, malfunctions
occur which cause property damage and degrade the environment. These projects will be
combinations of slip lining, cured in place re- lining, and replacing existing lines. The area of
focus under this request is within the Upper Vine Brook Basin along School Street from Mass
Avenue to Marrett Road and Middle Street. Approximately 2,500 liner feet of 8" relay in School
Street is proposed along with spot repairs and smaller section relays throughout the sub - basin.
Pump Station Upgrades - $100,,000: Lexington has 10 sewer pumping stations valued at
over 6 million dollars. This is the second of five requests upgrades and equipment replacement.
The pump stations are evaluated every year to ensure they are operating within design
parameters. As the system ages motors and valves need to be replaced and entryways need to
be brought up to current OSHA Standards.
FY 2009 Recommended Budget & Financing Plan XI -10 January 14, 2008
Town of Lexington - FY2009 Budget
Table III: FY2009 Manager's Recommended Budget: Capital Projects
AMOUNT IEBT SER
STIMATED
PROJECT FINANCED YEARS
INT. RATE FY200B
FY2009
FY2010
FY2011
FY2012
FY2013
1 Wastewater System Improvements $1,200,000 10
4.5%
$ 27,000
$ 174,000
$ 168,600
$ 163,200
$ 157,800
2 Pump Station Upqrades $100,000 5
4.5%
$ 2,250
$ 24,500
$ 23,600
$ 22,700
$ 21,800
PROJ. REVENUE (SEWER) SUPPORTED DE 1,300,000
$ 29,250
$ 198,500
$ 192,200
$ 185,900
$ 179,600
APPROVED REVENUE SUPPPORTED DEBT SERV.
FY200B
FY2009
FY2010
FY2011
FY2012
FY2013
A Subtotal: Approved and Issued Revenue Supported Debt Service
Aii
$ 298,157
$ 302,892
$ 206,427
$ 196,839
$ 151,694
B Subtotal: Approved and Unissued Revenue Supported Debt Service
C Summary:Approved Revenue Supported Debt Service
D Subtotal: Projected New Revenue Supported Debt Service
E TOTAL: PROPOSED REVENUE SUPPORTED DEBT SERVICE
$ 473,256
$ 169,124
467,281
$ 29,250
$ 496,531
$ 384,486
$ 6B7,377
$ 198,500
$ 865,677
$ 373,722
$ 560,146
$ 192,200
$ 772,346
$ 362,958
$ 559,797
$ 185,900
$ 745,697
$ 352,193
$ 503,687
$ 179,600
$ 683,487
Wastewater System Improvements - $ The goal is to rehabilitate
approximately 7,000 linear feet of sanitary sewer infrastructure per year for the foreseeable
future. When the collection system is stressed by precipitation and other factors, malfunctions
occur which cause property damage and degrade the environment. These projects will be
combinations of slip lining, cured in place re- lining, and replacing existing lines. The area of
focus under this request is within the Upper Vine Brook Basin along School Street from Mass
Avenue to Marrett Road and Middle Street. Approximately 2,500 liner feet of 8" relay in School
Street is proposed along with spot repairs and smaller section relays throughout the sub - basin.
Pump Station Upgrades - $100,,000: Lexington has 10 sewer pumping stations valued at
over 6 million dollars. This is the second of five requests upgrades and equipment replacement.
The pump stations are evaluated every year to ensure they are operating within design
parameters. As the system ages motors and valves need to be replaced and entryways need to
be brought up to current OSHA Standards.
FY 2009 Recommended Budget & Financing Plan XI -10 January 14, 2008
FY2008 RECOMMENDED PROJECTS -CASH CAPITAL (Table V)
School Proms
Preschool Playground - $75,000 (CPA Funding): Lexington Children's Place (LCP), the
district's integrated public preschool program located at the Harrington Elementary School, does
not have a developmentally appropriate playground. Initial plans to construct a toddler
playground were eliminated from the new school building project. Currently students cross a
driveway, parking lot and field to access the playground behind the School Administration
FY 2009 Recommended Budget & Financing Plan XI -11 January 14, 2008
Town of Lin on - FY 2009 Bud et
'
FY2009 Manager's Recommended Budget: Capital Projects
TABLE V: FY2009 RECOMMENDED FUNDING FROM REVENUES (Cash by Source)
Project
Free Cash
Tax Lenny
Water
Retained
Earnings
CPA Funded
request
Chapter
9010ther state
funding
Total Cost
SCHOOL PROJECTS
Preschool Play Ground
$ 75,000
$ 75,000
Pre -4 - 12 Master Plan ( including detailed LHS plan)
$ 155
$ 155
Food Service - Equipment
$ 140,000
$ 140,000
, Replacement Ventilation/AC System
$ 26,000
$ 26,000
School Administration Building
$ 50,000
$350,000
$ 400,000
MST department construction
$ 80,000
$ 80,000
Security System Stud
$ 50,000
$ 50,000
Safe Parent Pick Up and Parkiinq
$ 65,000
$ 65,000
Remove Estabrook Oil Tank
$ 50,000
$ 50,000
Classroom Furniture
$ 50,000
$ 50,000
LHS Field House Basketball Goals
$ 26,000
$ 26,000
Food Service - Point of Sale System
$ 76
$ 75,000
Reductions needed to meet $850,000 spending limit 3
$ (266,000)
$ (265
SUBTOTAL
$ 500,000
$ -
$ -
$ 425,000
$ -
$ 925,000
MUNICIPAL PROJECTS
Hydrant Replacement Program
$ 25,000
$25,000
$50,000
Replacement of Rescue 2
$0
Storm Drain Improvements
$0
Street Improvements
$ 525,000
$525,000
Traffic Ivliti ation
$ 50,000
$50,000
Shire - related Intersection Improvements
$ 600,000
$600,000
Fire HO Renovations & Redesign
$ 40,000
$40,000
Munroe Fire Prevention System Replacement �
$ 579,550
$579,550
Old Reservoir Management
$ 5,000
$65,000
$60,000
Senior Center Desi n, Renovation & Expansion
TBD
$0
Town Hall Use Study & Renovation Design
$100,000
$100,000
TovvnlSchool Phone System Needs Assessment
$ 30,000
$30,000
Head End Equipment Re lacement
$ 60,000
$60,000
Buildinq Envelope
$163,750
$212,500
$366,260
Center Basketball Court (Supplemental Appropriation
to Art.. 29 of 2007)
$ 60,000
$60,000
Belfry Hill Tree Restoration
$9,850
$9,850
Center Complex Restroom Renovation
$ 77,000
$77,000
SUBTOTAL
$ 347,000
$ 678,750
$ 25,000
$ 956,900
$ 600,000
$ 2,607,650
NON - MUNICIPAL CPA FUNDED PROJECTS
Survey and Define Afford. Housinq Assist. Pro rams
$26,000
$26,000
Hancock - Clarke House Restoration
$600,000
$600,000
nebrook Villa e Windows
$158,686
$168,686
Parker Manor Condo Purchases
$652,800
$662,800
SUBTOTAL
$ -
$ -
$ -
$ 1,436,486
$ -
$ 1,436,486
TOTAL
1 $847,000
$678,750
$25,000
$2.818,3861
$600,000
$4,969,136
In addition to amounts shown here, non- capitl spending recommended by the CPC includes $58, 888 for administrative cosh and $758, 888 for A rchhm
Record Mnagemenr and Conserwtion.
2 These projechr are aumiting final action by the CPC. if they are not recommended far funding by the CPC., they will be proposed for funding through the
hwonce of general fund debt. These projechrare shown in Table law TBB fto be determine
3 $265,988 of reductions in school cash- capial projeck will need to be made to s1gy within limit of $859,888 in free cash allocated to cash capital at Summit
1
School Proms
Preschool Playground - $75,000 (CPA Funding): Lexington Children's Place (LCP), the
district's integrated public preschool program located at the Harrington Elementary School, does
not have a developmentally appropriate playground. Initial plans to construct a toddler
playground were eliminated from the new school building project. Currently students cross a
driveway, parking lot and field to access the playground behind the School Administration
FY 2009 Recommended Budget & Financing Plan XI -11 January 14, 2008
Building (old Harrington building); this is impossible when snow or ice is a factor. Some
components on this structure are appropriate for small children but LCP staff must restrict
student's access to those that are not suitable. In the early years of a child's development,
brain and body development are critically linked so year -round playground access is essential.
Additionally, many children attend LCP who have physical challenges that require specialized
playground equipment. The preschool parents have raised approximately $20,000 of the
projected $90,000 required to install the new playground. The balance of the cost is being
requested from CPA funding for recreation projects. The playground will be installed in a
currently wooded area adjacent to the school, off the wing the Preschool occupies at the
Harrington Elementary School.
System -Wide: Pre -K -12 Master Plan - $155,,000 (General Fund Cash): Funds are
requested to produce a comprehensive Pre -K through 12 Facility Master Plan. This plan will be
produced through a complete assessment of the high school educational space and the
adequacy of the schools utility systems and support spaces in providing a suitable learning
environment. The educational space needs assessment will be developed through interviews
with education professionals and inspections of physical assets. In addition, Elementary School
Master Plan will be updated and the Middle Schools will be reviewed so that all information is on
a current basis. This plan will be useful for prioritizing and planning future capital projects to
renovate schools and building systems in support of changing enrollment forecasts and
changing building conditions.
System -Wide: Food Service - Equipment and Software - $140,,000 (General Fund
Cash): This project will replace $400,000 worth of kitchen equipment over five years. Food
Service is an in -house restaurant providing healthy and fresh lunch options for students and
staff. Currently, some school kitchens function with unsafe and inappropriate household grade
equipment. In addition, much of the commercial grade equipment has survived well beyond its
useful life and needs to be replaced for safety reasons. During FY07 two school kitchens failed
and satellite operations had to be put in place. Under these circumstances food is less fresh
and the potential for spoilage increases. Equipment to be replaced in FY09 is:
1. High School Kitchen: steam generator, steamer, convection oven, hot & cold food pans,
pan washer - $43,272;
2. Hastings School: steamer, convection oven, equipment stand, hot plate, three -
compartment sink - $24,806;
3. Estabrook School: steamer - $9,425;
4. Diamond: two reach -in freezers, two convection ovens - $30,000;
5. Clark School: convection oven, drop -in warmer, electric hot plate - $12,200;
6. Bowman: steamer & convection oven - $19,445.
Bowman: Replacement Ventilation /AC System - $ (General Fund Cash): The
ventilation /AC system in Bowman School's central building core needs replacement. These
offices are windowless and have been serviced by a ventilation /AC unit that is no longer
functional or repairable. Without proper air circulation, internal offices reach temperatures of
97 -103 in the summer, and office machines (computers, central voice mail, fax) malfunction.
Massachusetts Building codes require fresh air to be brought in for the health of occupants, and
research has linked sufficient circulation of fresh air to reduced health risks and increased
mental acuity. AC in interior spaces reduces the growth of mold.
FY 2009 Recommended Budget & Financing Plan XI -12 January 14, 2008
Central Office: School Administration Building — $400,000 ($50,000 General Fund
Cash and $ CPA Funds): The School Administration staff moved into the Old
Harrington School building at 146 Maple Street in the summer of 2007. Minimal modifications
were made, and occupation of the building has highlighted the need for improvements to
accommodate year round use as an office building. The building needs central air conditioning,
since window air conditioning units do not adequately condition spaces or adequately ventilate
interior spaces. Efficient location of office equipment requires additional electrical outlets to
provide power in all offices. In order to construct office partition walls, smoke detectors must
be installed. The smoke detectors are required to alert occupants of a fire, but also to
communicate to the Fire Department for rapid response. Finally a reception area and
conferencing areas with AV equipment and carpeting are needed to meet the needs of
administrative operations.
LHS: Multi- Disciplinary Support Team (MST) Department Construction - $80,000
(General Fund Cash): MST Therapy rooms are required for three full time therapists. This
project will construct three (3) rooms for private consultations with students and families,
provide a private work area to be shared by the three therapists, and co- locate the therapists
with the department director. The MST department currently uses a classroom area that lacks
private spaces that are required for confidentiality.
System -Wide: Security System Study - $ (General Fund Cash): This project will
assess the current security systems and then recommend a standard to be employed at all
school buildings. The newer schools have had updated security systems installed that include
locking systems, access control, monitoring, and video surveillance. The schools that are not
planned for replacement in the near future will need to have their security system updated to a
common standard. For example, Bowman School's motion detector system with 5 monitors is
unable to detect even normal entry (as evidenced by a parent with a four year old entering
building while the system was on, wandering in the hallways, and not triggering the alarm).
Bridge: Safe Parent Pick Up and Parking - $65.,000 (General Fund Cash): Currently,
Bridge School uses cones to funnel cars for student pick up in front of the school. This project
would study the traffic patterns at the school and design improvements to improve the safety of
the process. This project will also complete the implementation of the Estabrook Safe Parent
Pick Up and Parking study and construction funded in FY 2008 for $50,000.
Estabrook: Remove Oil Tank - $50.,000 (General Fund Cash): Estabrook, Hastings, and
the old Harrington building each have single wall underground oil storage tanks over 45 years
old. The aging tanks are an increased risk of leaking fuel oil. Massachusetts offers 50 0 /0
reimbursement to remove one tank per year. Funding is requested to remove the Estabrook
tank in 2009 during the repaving project.
System -Wide: Classroom Furniture - $50.,000 (General Fund Cash): Many school
buildings that have not been renovated need to have classroom furnishings replaced. This is
the second year request. During the summer of 2007 the School Department utilized last year's
$50,000 appropriation to move furniture donated and stored on site and off site to all of the
schools within the district, replacing old furniture with new or better furniture. The balance of
those funds will be used to purchase additional new furniture. The schools need cafeteria
tables, desks, age appropriate chairs, and teacher desks and chairs. Bowman, Bridge, Hastings,
Estabrook, Central Office, and limited locations at the other schools still require replacement of
furniture.
FY 2009 Recommended Budget & Financing Plan XI -13 January 14, 2008
LHS: Field House Basketball Goals - $ (General Fund Cash): The present
basketball backboards at the high school outdated and dangerous to operate; they are no
longer in production and repair /maintenance is not possible. This project will install 2 (two)
main glass backboards in the Lexington High School Field House.
System -Wide: Point of Sale and Inventory System - $75,000 (General Fund Cash):
This request includes funding for all 9 schools for point of sale and inventory hardware and
software. Collection of money at the register is the most time - consuming transaction on a lunch
line. Lunchtime for students is finite and limited, so efficient lunch lines are important.
Hardware costs are estimated to be between 60% and 75% of the project implementation with
the balance being split between the actual software and staff training. The proposed system
will:
• Eliminate the collection of tickets or small amounts of cash and allow students to charge to
a prepaid account;
• Save many hours of data collection and compilation;
• Minimize the time spent managing student account information;
• Increase confidentiality of free and reduced lunch students at all levels;
• Complete Federal and State Reimbursement tracking reports to maximize federal and state
meal reimbursement dollars;
• Allow parents to view purchases and fund accounts online;
• Improve lunch line efficiency; and
• Provide allergy notification and food item restriction for each student.
Municipal Projects
Hydrant Replacement Program - $50,000 ($25,,000 Water Enterprise Fund Retained
Earnings and $25,,000 General Fund Cash): Lexington has 1,500 fire hydrants in its fire
protection system. Hydrants must be replaced periodically to ensure proper operation during
fire suppression to protect buildings and infrastructure in Lexington. This is the second request
in a replacement program to purchase and install 25 fire hydrants per year. The same amount
of funds was appropriated from the same sources last year.
Street Improvements - $525,000 — tax levy: This request is for the annual street
resurfacing program to allow properly maintain and repair Lexington's streets, increasing their
quality and safety. The request includes funding for 13,000 linear feet of roadway, and also the
resurfacing of the parking lot behind the Town Office Building. The following streets are on the
preliminary list for FY09: Byron Ave., Lockwood Rd., Rhodes Rd., Marshall Rd., Fessenden
Way, Bowker Ave., Fern St., Hibbert St., Moon Hill Rd., Moreland Ave., Audubon Rd., and Shade
St. The $525,000 includes $500,000 for street resurfacing from the FY2001 override plus an
additional amount of $25,000 to mirror the statutory growth in the levy limit allowed under
Proposition 2 1/2 over the past two years.. It is proposed that a 2.5% increase occur on an
annual basis.
Traffic Mitigation - $ (General Fund Cash): This is the second of four requests
planned to support activities of the Traffic Mitigation Group. These funds will be used to collect
data, perform analyses, review proposals and make recommendations for traffic improvements
town wide. There are 14 Town owned traffic signal installations, and several locations where
signals may be considered in the future. Insuring compliance with current standards and
updating operational sequences to optimize efficiency will have a positive impact on traffic
safety and vehicle fuel usage. Determining the need, or lack thereof, for new signals will
promote public safety by documenting the adequacy of intersections relative to present and
FY 2009 Recommended Budget & Financing Plan XI -14 January 14, 2008
anticipated usage. Projects will be developed and construction costs will be estimated for
future capital requests.
Shire - related Intersection Improvements - $ (State Grant): An application for
grant funds for intersection improvements for intersection improvements in the
Spring /Marrett/Bridge area has been submitted to the State. These improvements are being
sought in anticipation of the Shire HGT development at the Lexington Technology Park. In that
expenditure of grant funds does not require town meeting action, this project is being shown
for informational purposes only. It is anticipated that additional State funding will be sought for
improvements along the Waltham /Marrett/Hayden corridor.
Fire Headquarters Renovations & Redesign - $40,,000 (General Fund Cash): This
request would fund a study of the use of the building to make recommendations on how to
better utilize the existing space and /or how to maximize benefits of an addition to the current
structure. The current Fire Station HQ building at 45 Bedford Street, designed in the middle of
the last century, meets the basic needs of emergency response but does not accommodate
today's administrative and service demands. Over the course of the last few years a full -time
Administrative Assistant, a full -time Fire Inspector and a part -time Municipal Clerk have been
added to the Fire /EMS Department staff, but no adjustment has been made in office space to
allow them to perform their daily administrative tasks efficiently. In addition, the existing bays
are not sufficient to staff and maintain 2 ambulances at peak efficiency.
Munroe Fire Prevention System Replacement - $579, (CPA Funds): This project is
a follow -up to Article 31K of the 2007 Annual Town Meeting, Munroe Center Fire Alarms, under
which $35,000 was appropriated to evaluate the buildings' fire sprinkler system and prepare a
design and drawings to be used to solicit bids for repair. Without a proper fire detection and
protection systems, users of this Town -owned building are placed at significant risk and the
Town faces a substantial liability and risk of property damage and loss. The professional review,
completed by RDK Engineers, estimates that $579,550 is needed to repair the system.
It should be noted that the Board of Selectmen is in the process of evaluating the options of
selling the building or entering into a long -term lease. If the decision is made to lease it, the
Town will need to repair the fire sprinkler system to guarantee the safety of the tenants.
Old Reservoir Management - $60,000 ($5,,000 General Fund & $55,000 CPA Funds):
Funding is requested to improve the gatehouse /outlet structure of the Town -owned dam,
dredge the retention pond and replace the fencing fabric at the Old Reservoir property to make
it safer, more useable, and more appealing to patrons. The Old Reservoir dates to before 1893.
At one time, the outlet piping through the dam was the "leading water main" to deliver fresh
water from the reservoir to the town. When the Town connected to other sources of drinking
water, the original piping was used to control the water level of the reservoir. There has been
a significant flooding issue at the Old Reservoir over the past few years, with water discharging
into the wetland west of the Bridge School, the origin of the north branch of the Vine Brook.
The gatehouse that helps to maintain the water level has deteriorated and will be repaired and
relocated to make it operate more efficiently. Dredging the retention pond will increase its
holding capacity. The fence will be replaced with a more vandal- resistant gauge, improving its
function and aesthetics.
Senior Center Design, Renovation & Expansion — Amount to be Determined (CPA
Funds): This is a multi -year project to provide additional and /or enhanced space to meet the
programmatic needs of Lexington's growing senior citizen population. The Council Aging (COA)
Board has defined programmatic space requirements and site needs for the Adult Supportive
FY 2009 Recommended Budget & Financing Plan XI -15 January 14, 2008
Day Care program and for the services and activities now located at the Senior Center. The COA
recommends a study of both the 'White House" site (former school administration building) and
of the present facility at Muzzey to serve as a "two- campus" Senior Center. The FY09 request
will fund design documents to include site, floor, and parking plans and cost estimates.
Funding to renovate Muzzey and build onto and renovate the existing White House will
potentially be requested in FY2010 pending the outcome of the work performed under this
project. CPA funding will be sought for this project and follow -up projects.
Town Hall Use Study & Renovation Design - $100,000 (CPA Funds): The Town Office
Building, built in 1929, has undergone one significant renovation in the last 80 years. The
addition of the rear wing in 1971 greatly enhanced the building footprint and available office
space; however, the lack of sprinklers in the 71' addition represents a significant safety concern
for municipal offices. Relocation of Department of Public Works staff, from the second floor to
the soon -to -be built DPW facility at 201 Bedford Street, represents the most significant shift of
offices in the Town Hall for nearly 20 years. This request will fund a study to evaluate: a) the
use(s) of the building and how it should be structured and laid out for maximum efficiency and
effectiveness for serving the customers and staff; and b) what changes need to be made to
maintain the building to make sure it complies with current building and safety codes. The
project includes design documents for the needed building improvements.
Town Hall /School Phone System Needs Assessment - $30.,000 (General Fund Cash):
This project requests money to evaluate telephone system needs for the Town Office Building
and the School Department. The existing TOB telephone system is over 10 years old, becoming
increasing unreliable and expensive to maintain. New phone technologies, specifically Voice -
over IP, could provide cost savings, be more reliable, and improve customer service.
Head End Equipment Replacement - $60 (General Fund Cash): In the year 2000,
the Town of Lexington, with the help of RCN, embarked on a project to connect all Town and
School buildings with a high -speed data network. School and Town operations depend on
access to a reliable network. This network "head end" is located offsite at the Liberty Mutual
Building on Massachusetts Ave. The head end equipment consists of firewalls, routers and
switching devices that are currently approaching the end of their useful life, leaving the network
subject to prolonged downtime. The proposed capital request is to replace some of the head
end equipment in FY09. Future requests will be made for additional equipment replacement
and to relocate it to a Town owned building for increased convenience and security.
Building Envelope - $366,250 ($153,750 tax levy and $212 CPA Funds): The
2003 -2004 Statement of Values set the value of Town Buildings at $36.4 million exclusive of
school buildings. This annual program funds projects that are considered vital to maintain and
eliminate safety hazards. Many of these projects also have a considerable impact on future
operating and capital costs. This Building Envelope proposal also continues to improve
Americans with Disabilities Act (ADA) accessibility standards in public buildings, like ramps,
entrances, doors, doorways, restrooms, and signs. Many of the items were recommended by
the Selectmen's Building Finance Advisory Committee (BFAC).
FY2009 proposed projects:
1. Westview Cemetery Building - Replace asphalt shingle and flat roofs, paint and
refurbish office area - $30,000;
2. East Lexington Fire Station - Install air conditioning system - $29,500, Replace storm
windows (BFAC) - $18,000, Exterior painting - $10,000 - $57,500 (partial CPA)
3. Town Offices Complex — $175,000 (partial CPA)
a) Town Office Building (TOB), Cary Hall, Police Station (LPD) gutter, copper ridge
FY 2009 Recommended Budget & Financing Plan XI -16 January 14, 2008
vent and downspout repair /replacement - $75,000 (General Fund - BFAC),
b) Exterior painting TOB, Cary Hall, LPD - $30,000 (General Fund - BFAC),
c) New storm windows Cary Hall - $20,000 (General Fund - BFAC),
d) Design for ADA accessible bathrooms & signage TOB - $50,000 (BFAC),
4. Munroe Cemetery - Replace Service Buildings - $35,000 (General Fund - BFAC).
5. Miscellaneous as- yet - identified needs - $48,750
The $153,750 in tax levy funds represents an informal earmarking of the $150,000 voted for
building repairs in the June, 2006 override plus a factor of 2.5% to mirror the 2.5% annual
growth in the levy limit authorized by Proposition 2 1 /2. It is proposed that this amount increase
by 2.5% annually beyond FY09.
Center Basketball Court Supplemental Appropriation - $ (General Fund Cash):
The 2007 Annual Town Meeting appropriated $85,000 under article 29a to reconstruct the
Center Basketball Court and $130,000 under article 29b to reconstruct the Valley Tennis Courts.
For efficiency, both projects were bid together; the bids were rejected when all three bidders'
prices exceeded the amount appropriated by Town Meeting. The basketball court drainage and
handicap access project requires more extensive re- grading than initially anticipated. In
addition, the architect explains the increase by across the board price increases in the
construction industry, including concrete, bituminous and steel. The basketball courts at the
Center Recreation Complex are the busiest and most utilized outdoor basketball courts in the
area, and now have sections that are beginning to show more than routine wear and tear. The
failing drainage system causes standing water for a day or two after a rainstorm and the court
surfaces have extensive cracks from ground shifting and asphalt shrinking. While regular
maintenance has helped to keep the courts playable and prevent water infiltration, crack sealing
is no longer effective, and the courts need to be ground down and rebuilt. Based on a current
comprehensive estimate completed by the landscape architect, the project will need an
additional appropriation of $60,000 to reconstruct the basketball court and underground
drainage system.
Center Complex Restroom Renovation - $ (General Fund Cash): The Recreation
Committee is requesting FY2009 funding for the renovation of the Restroom Facility at the
Center Recreation Complex on Park Drive. The renovation will include replacing the building
roof, interior and exterior painting, and installing new restroom fixtures, plumbing, interior
lighting and interior and exterior doors. The Center Recreation Complex not only draws
children and families to the playground from throughout Lexington and surrounding
communities, but also accommodates numerous youth and adult sports league games on the
fields, youth and adult tennis clinics, lessons, leagues and non - competitive play. The Complex
is also used heavily in the summer by participants in the Recreation Department camps and
clinics. The current restroom facility is badly in need of renovation and repair due to the age of
the building and its constant use from April through November.
Belfry Hill Tree Restoration - $9,850 (CPA Funds): This project is proposed by the
Lexington Tree Committee to remove the infestation of Norway maples located on the
north and northwest side of Belfry Hill and replace them with more widely spaced native
trees. This will open up the view between the Belfry Tower, the Town Green and the
Buckman Tavern. It will preserve Belfry Hill as an historic open space park.
FY 2009 Recommended Budget & Financing Plan XI -17 January 14, 2008
Non - Municipal CPA- Funded Projects
Survey and Define Affordable Housing Assistance Programs - $25,000 (CPA Funds):
This project is to Survey homebuyer assistance projects in other Massachusetts towns and to
develop a Statement of Objectives and a Summary to define an achievable Lexington Affordable
Housing Assistance program. The project is proposed by the Lexington Housing Partnership
and LEXHA6.
Hancock - Clarke House Restoration - $600,000 (CPA Funds): This project is proposed by
the Lexington Historical Society. The Hancock- Clarke House, built in 1736 -38, requires a
complete restoration to address structural issues, badly outdated systems, handicapped
accessibility, historic fabric restoration, and renovation of the building enveloped to address
moisture and other problems.
Vynebrook Village Windows - $158, (CPA Funds): This project is being proposed by
the Lexington Housing Authority to replace windows at the VynebrookVillage Elderly /disabled
housing development.
Parker Manor Condominium Purchases - $652,800 (CPA Funds): This project is being
proposed by LEXHA6. It is a request to underwrite the purchase of 3 affordable housing units
at Parker Manor.
Deferred Capital Requests — FY 2009 -2013
The following projects are not being recommended for funding in FY09 as requested (deferred)
or were requested for funding in fiscal years 2010 through 2013.
This table is in the process of development and will be issued as an addendum upon its
completion.
FY 2009 Recommended Budget & Financing Plan XI -18 January 14, 2008
Section X11: Appendices
This section includes detailed information about:
• Appendix A: Program Improvement Request Summary
• Appendix B: Glossary
• Appendix C: 2007 -2008 CPA Use Summary
A -1
B -1
C -1
FY 2009 Manager's Rec' d Budget & Financing Plan XII -1 January 14, 2008
iOpa J51775pN"o> Appendix A: Program Improvement Requests
a
APPILI9'" Shared & Municipal Programs 2000 -8000
F XINGT�
FY 2009 Manager's Recommended Budget: Program Restoration /Improvements
Program
Description
Town Manager's Recommendation
Req Recommended Notes
Recommended
q
Shared Expenses
2150 Worker's Compensation
Pre - Employment Physicals
$ -
$ 5,000
$ -
Originally in Town Manager
2160 Property & Liability Ins.
Risk Management Program Review
$ 10,000
$ 10,000
$ -
2160 Prop & Liability Ins.
Umbrella Insurance Coverage
$ 34,461
$ 34,461
$ -
sub- total 2000 Shared Expenses
$ 44,461
$ 49,461 $ -
Public Works
3110 DPW Adminstration
Increased Hours Management Analyst
$ 4,137
$ 4,137
$ -
3120 Engineering
Senior Civil Engineer
$ 79,756
$ -
$ 79,756
3210 Highway
Street Opening Inspector
$ 46,663
$ -
$ 46,663
3310 Parks
Turf and Public Grounds Maintenance
$ 64,663
$ 18,000
$ 46,663
3320 Forestry
Tree Planting
$ 24,000
$ -
$ 24,000
3330 Cemetery
Cemetery Grounds Maintenance
$ 29,000
$ 20,000
$ 9,000
from Cemetery Trust Fund
3420 Recycling
W -4 Operator at Compost Facility
$ 50,035
$ -
$ 50,035
sub -total 3000 Public Works
$ 298,254
$ 42,,1371
$ 256,117
Police
4110 Police Administration
Telephone Restoration
$ 4,000
$ 4,000
$ -
Restoration Request
4120, 4110
Supervisor Coverage
$ 169,475
$ 51,000
$ 118,475
4120 Patrol & Enf.
Traffic Safety Officer
$ 47,575
$ -
$ 47,575
4120 Patrol & Enf.
Expanded Desk Coverage
$ 15,984
$ -
$ 15,984
4120, 4110, 4150
Police Training
$ 26,600
$ 9,000
$ 17,600
4160 Animal Control
jAnimal Control Officer
$ 33,848
$ -
1 $ 33,848
sub -total 4100 Police
$ 297,482
$ 64,000
$ 233,482
Fire
4230 Fire Suppression
4 Firefighters
$ 266,357
$ -
$ 266,357
4230 Fire Suppression
4 Lieutenants
$ 16,181
$ -
$ 16,181
sub -total 4200 Fire
$ 282, 538
$ - $ 282, 538
Library
5120 Adult Library
Library Materials Request
$ 54,600
$ 25,000
$ 29,600
5110 Gen & Tech. Serv.
Library Program Coordinator
$ 16,403
$ -
$ 16,403
5110 Gen & Tech. Serv.
Enhanced A/V & Broadcasting Service
$ 14,200
$ -
$ 14,200
sub -total 5100 Library
$ 85,203
$ 25,000 $ 60,203
Social Services
6130 COA Community Programs
Volunteer Program Coordinator
$ 52,555
$ 26,278
$ 26,278
6210 Elder Services
Elder Outreach Worker
$ 19,995
$ -
$ 19,995
6220 Services For Youth
Youth and Family Outreach Worker
$ 19,995
$ -
$ 19,995
sub -total 6000 Social Services
1 $ 92,545
$ 26,278 $ 66,268
1
FY 2009 Mgr. Recommended Budget Financing Plan A -1 January 14, 2008
iOpa J51775pN"o> Appendix A: Program Improvement Requests
a
APPILI9'" Shared & Municipal Programs 2000 -8000
F XINGT�
FY 2009 Manager's Recommended Budget: Program Restoration /Improvements
Program
Description
Town Manager's Recommendation
Req Recommended Notes
Recommended
q
Community Development
7120 Regulatory Support
Full -time Building Inspector
$ 77,724
$ 38,862
$ 38,862
7140 Public Health
Part -time Municipal Clerk
$ 16,318
$ -
$ 16,318
7130 Conservation
Health Agent Contractual funds
$ 8,000
$ 8,000
$ -
7140 Public Health
Land Management
$ 10,780
$ 10,780
1 $ -
sub- total 7100 Community Development
$ 112,822
$ 57,642 $ 55,180
Planning
7210 Planning Housing Specialist
$ 19,500
$ - $ 19,500
sub -total 7200 Planning
$ 19,500
$ - $ 19,500
Town Manager
I To
8220 Human Resources
Classification and Compensation Study
$ 16,500
$ 9,000
$ 7,500
8220 Human Resources
Pre- Employment Physicals
$ 5,000
$ -
$ -
be funded out of Shared Expenses
sub -total 8200 Town Manager
$ 21, 500
$ 9, 000 $ 7, 500
Finance
8410 Comptroller
Temporary Help
$ 12,992
$ 4,000
$ 8,992
1
8430 Assessing
Subscriptions
$ 14,530
$ 13,000
$ 1,530
sub -total 8400 Finance
$ 27,522
$ 17,000 $ 10,522
Town Clerk
8540 Records Management
Laserfiche Web Link & GIS Integration
$ 18,400
$ -
$ 8,600
] Fundedin
Funded in MIS
8540 Records Management
Document Scanners
$ 6,000
$ -
$ -
MIS
sub -total 8500 Town Clerk
$ 24,400
$ - $ 8,600
Information Services
8610 MIS Administration ITransfers from Town Clerk
$ -
$ 15,800 $ -
sub- total 8600 Information Services
$
1 $ 15,800 $ -
FY 2009 Mgr. Recommended Budget Financing Plan A -2 January 14, 2008
iOpa J51775pN"o> Appendix A: Program Improvement Requests
a
APPILI9'" Shared & Municipal Programs 2000 -8000
F XINGT�
FY 2009 Manager's Recommended Budget: Program Restoration /Improvements
Notes
FY 2009 Mgr. Recommended Budget Financing Plan A -3 January 14, 2008
Town Manager's Recommendation
Program Description
Recommended
Req uest
Recommended
Town Manager's Recommendation
Dept'al
Recommended
Not
Summary
Request
Recommended
sub -total 2000 Shared Expenses
$
44,461
$ 49,461
$ -
sub -total 3000 Public Works
$
298,254
$ 42,137
$ 256,117
sub -total 4100 Police
$
297,482
$ 64,000
$ 233,482
sub -total 4200 Fire
$
282,538
$ -
$ 282,538
sub -total 5100 Library
$
85,203
$ 25,000
$ 60,203
sub -total 6000 Social Services
$
92,545
$ 26,278
$ 66,268
sub -total 7100 Community Development
$
112,822
$ 57,642
$ 55,180
sub -total 7200 Planning
$
19,500
$ -
$ 19,500
sub -total 7300 Economic Development
$
-
$ -
$ -
sub -total 8100 BOS
$
-
$ -
$ -
sub -total 8200 Town Manager
$
21,500
$ 9,000
$ 7,500
sub -total 8400 Finance
$
27,522
$ 17,000
$ 10,522
sub -total 8500 Town Clerk
$
24,400
$ -
$ 8,600
sub -total 8600 Information Services
$
-
$ 15,800
$ -
Total all Municipal Needs Requests
$1,306,227
$ 306,318
$ 999,910
® r
r s
•
e ® • •
r s
Notes
FY 2009 Mgr. Recommended Budget Financing Plan A -3 January 14, 2008
Glossary
ABATEMENT - Abatement is a reduction of a tax liability. The Board of Assessors grants abatements for
real estate and personal property taxes in cases where an individual's assessed valuation is determined to be
in excess of fair market value.
ACCRUAL BASIS FOR ACCOUNTING — A method of accounting that recognizes revenue when
earned, rather than when collected, and recognizes expenses when incurred, rather than when paid.
APPROPRIATION - An authorization granted by the Town Meeting to make expenditures and to incur
obligations for specific purposes. Appropriations for any expenditure specify dollar amounts, funding
sources, and a period of time within which the funds must be spent. Any funds not expended within the
specified time (usually one fiscal year) revert to the Unreserved Fund Balance.
APPROPRIATED BUDGET — As used in fund summaries and department summaries within the budget
document, represents the current year budget as originally adopted by Town Meeting. It does not include
prior year encumbrances or re- appropriation.
ARTICLE - An article or item on the Town Warrant. There are four standard financial articles that appear
in the Warrant every year. The operating budget appears in the Warrant as Article 4. Article 5 is for
"Supplementary Appropriations for the Current Fiscal Year" (the current fiscal year is the one that was
appropriated at the previous year's Town Meeting). Prior Years' Unpaid Bills are considered as Article 6,
and Article 7 is used for supplementary appropriations for previously authorized capital improvement
projects. "New" capital project requests and other special items generally appear as individual articles
without a predetermined order.
ARTICLE TRANSFERS & TRUSTS - Projects from previous year Town Meeting article appropriations
occasionally have unexpended balances not required once the project is complete. The unexpended
balance becomes available for future Town Meeting appropriation. Trust fund monies will occasionally be
released by the Trustees of Public Trusts to support approved recreation, human services, cemeteries or
library programs in accordance with the trust.
ASSESSED VALUATION - The valuation of real estate or other property determined by the Town
Assessor for tax levying purposes. The Commonwealth certifies the values and methodology in determining
those values every three years.
ASSETS — Property, plant and equipment owned by the Town.
AUDIT — A comprehensive examination as to the manner in which the government's resources were
actually utilized concluding in a written report of its findings. An accounting audit is intended to ascertain
whether financial statements fairly present the financial position and results of operations of the Town. The
Town is required to conduct an audit annually.
AVAILABLE FUNDS ( "FREE CASH ") - The amount certified annually by the Dept of Revenue that
represents the unreserved fund balance less all outstanding tax receivables. This balance is created when
actual revenues exceed those estimated and /or expenditures are less than appropriations for any given fiscal
year. These funds may be appropriated by Town Meeting as a resource for the next fiscal year's operations
or any other purpose authorized by state statute.
BOND - A written promise to pay a specified sum of money, called the face value or principal amount, at a
specified dates in the future, called the maturity date(s), together with periodic interest at a specified rate.
The difference between notes, usually one year or two years in length and a bond is that the latter runs for a
longer period of time. State statute and the Board of Selectmen establish the length of a bond repayment.
FY 2009 Manager's Rec'd Budget & Financing Plan B -1 Glossary
BOND ANTICIPATION NOTE (BAN) — A temporary note issued for no more than one or two years.
This is commonly used to defer the initial pay down of debt or to accommodate reimbursement for
borrowed notes from a private source or other governmental entity.
BUDGET - A plan of financial operation embodying an estimate of proposed expenditures for a given
period with proposed means of financing. Lexington's budget is a financial plan that is established for a
single fiscal year that begins on July 1 and ends on June 30.
BUDGET MESSAGE (Town Manager's Transmittal Letter) — The opening section of the budget that
provides the Board of Selectmen, Town Meeting Members, and the general public with a general summary
of the most important aspects of the budget, changes from the current and previous fiscal years, and the
recommendations of the Town Manager.
CAPITAL EXPENDITURE - A major, non - recurring expenditure involving land acquisition,
construction or major rehabilitation of a facility, or purchase of equipment costing $25,000 or more with a
useful life of five years or more.
CAPITAL IMPROVEMENT PROGRAM (CIP) - A financial planning and management tool which:
identifies public facility and equipment requirements; places these requirements in order of priority; and
schedules them for funding and implementation.
CEMETERY FUND - See Special Revenue Fund.
CHAPTER 90 - Massachusetts General Laws Chapter 90, Section 34 authorizes the Commonwealth to
allocate funds to municipalities through the Transportation Bond Issue for highway construction,
preservation and improvement projects that create or extend the life of capital facilities. Routine
maintenance operations such as pothole filling and snow and ice removal are not covered. The formula for
determining the Chapter 90 level of funding is based on a municipality's miles of public ways, population
and level of employment. Municipalities receive Chapter 90 funds on pre- approved projects on a
reimbursement basis.
CHERRY SHEET - The State allocates a portion of generated revenue to municipalities each year for
education and general governmental expenditures. The amount of state aid each community will receive is
itemized in a financial statement printed on cherry colored paper (thus the name). The amount of
reimbursement is a function of the State budget. Towns usually receive notification in late summer,
subsequent to the beginning of the fiscal year.
COMPETITIVE BIDDING PROCESS — the process following State law requiring that for purchases of
$25,000 or more a Town must advertise, solicit and publicly open sealed bids from prospective vendors.
After a review period, the Town Manager then awards a contract to the successful bidder.
CONTINUING BALANCE ACCOUNTS — Continuing Balance Account: At the end of a fiscal year,
any unexpended balance in a continuing balance account carries forward to the next year as a type of
reserve against future liabilities related to the account. Massachusetts General Laws provides for a number
of continuing balance accounts including those for: workers compensation claims, property and liability
uninsured losses, and unemployment compensation claims. A continuing balance account is also typically
used to fund compensated absence liabilities, facility repair accounts and equipment replacement accounts..
DEBT EXCLUSION - The amount of taxes assessed in excess of the Proposition 2 -1/2 levy limit for the
payment of debt service costs attributable to a vote of the electorate. Two - thirds of the Selectmen and a
majority of citizens voting must approve the exclusion. These funds are raised to retire the debt service for
the project. They are not added to the tax levy limit for the following fiscal year.
FY 2009 Manager's Rec'd Budget & Financing Plan B -2 Glossary
DEBT SERVICE - Payment of interest and principal on an obligation resulting from the issuance of
bonds.
DEPARTMENT — A division of the Town that has overall management responsibility for an operation or
group of related operations within a functional area.
DEPRECIATION — 1) Expiration in the service life of capital assets attributable to wear and tear,
deterioration, and inadequacy of obsolescence. 2) That portion of the cost of a capital asset that is charged
as an expense during a particular period. Depreciation is based on historic costs not replacement value.
EFFICIENCY MEASURES — Indicate how well resources are being used. They include cost - per -unit
and productivity indicators.
ELEMENT - The smallest unit of budgetary accountability, which encompasses specific and
distinguishable lines of work performed for the purpose of accomplishing a function for which the Town is
responsible.
ENCUMBRANCE — To encumber funds means to set aside or commit funds for a future expenditure.
Encumbrances include obligations in the form of purchase orders, contracts or salary commitments, which
are chargeable to an appropriation and for which a part of the appropriation is reserved.
ENTERPRISE FUND - An account supported by user fees for a specific service that the Town operates as
a separate "business" (e.g. Water, Sewer, Recreation). Enterprise funds do not depend on taxes for
operating revenue as user fee revenue and expenses are balanced over the long run. Budgeting for all
Enterprise Funds is done on a Generally Accepted Accounting Practices (GAAP) basis.
EXPENDITURE — Decrease in net financial resources for the purpose of acquiring and providing goods
and services.
EXPENSES — Outflows or other using up of assets or incurring of liabilities during a period from
delivering or producing goods, rendering services or carrying out other activities that constitute the entity's
ongoing major or central operations. Expenses consist of the following objects of expenditure: Utilities,
Supplies and Materials, Contractual Services, and Equipment.
FINES & FORFEITURES - Revenue collected from court fines, penalty charges for overdue taxes along
with non - criminal fines are included in this category.
FREE CASH - see Available Funds and Unreserved Fund Balance.
FUND BALANCE — The excess of assets over liabilities which is therefore also known as surplus funds.
A negative fund balance is a deficit.
FUNDING SOURCE — The specifically identified funds allocated to meet budget requirements /expenses.
GENERAL FUND - Revenues derived from the tax levy, state aid, local receipts and available funds are
considered General Fund revenues. The General Fund is distinguished from Enterprise Funds and Special
Revenue Funds.
GFOA — Government Finance Officers Association of the United States and Canada. The G.F.O.A.is a
professional organization of governmental finance officers. The Town has been awarded the Distinguished
Budget Presentation Award annually since the fiscal year commencing July 1, 2001.
GRANT — A contribution by one government unit or outside agency to another governmental unit. The
contribution is usually made for a specific purpose but is sometimes for general purposes.
INVESTMENT INCOME - The Town earns interest on cash held in savings accounts and invested in
FY 2009 Manager's Rec'd Budget & Financing Plan B-3
Glossary
short term securities. The investment goal is to ensure that all funds are invested. The term of these is
investments is short -term and risk adverse. The Treasurer is very restricted as to the instruments in which
investments can be made. The amount of investment income is a function of the amount of funds invested
and the interest rate.
LIABILITY — Debt or other legal obligation which must be paid, renewed or refunded at some future date,
but does not include encumbrances.
LOCAL RECEIPTS - A category of revenue sources including school department charges for services,
investment income, fines and forfeitures, building permits and excise taxes. These revenues are not
considered part of the Proposition 2 %2 Tax Levy.
MODIFIED ACCRUAL BASIS FOR ACCOUNTING — A method of accounting that recognizes
revenue when it is actually received and recognizes expenditures when a commitment is made.
MOTOR VEHICLE EXCISE - All Massachusetts vehicle owners who have their vehicle(s) registered in
the State of Massachusetts pay an annual motor vehicle excise tax to the city or town in which they reside.
The Registry of Motor Vehicles creates a listing of all vehicles registered in Lexington and the book value
assigned to each vehicle. The Town uses this information to bill all owners an annual tax equal to 2 %2
percent or $25 for each $1,000 of the vehicle's value.
MWRA — Massachusetts Water Resources Authority
OBLIGATION - A commitment to pay a particular sum of money (e.g. as required by contract or a bond).
OPERATING BUDGET — The portion of the budget that pertains to daily operations, which provide
basic services for the fiscal year. The operating budget contains appropriations for such expenditures as
personnel, supplies, utilities, materials, travel, and fuel and the proposed means of financing them.
OPERATING EXPENDITURE - An ongoing or recurring cost of performing a function or providing a
service. Operating expenditures include personal services, supplies and materials, utilities, contractual
services, minor equipment, and debt service.
OTHER EXCISE (Hotel /Motel and Jet Fuel) - Lexington hotels and motels charge a 9.7% room tax to
guests in accordance with local option legislation. The Town of Lexington receives 4% of this tax in semi-
annual installments (See page 12 of the Revenue Section).
OTHER FEES AND CHARGES - Revenue is received from fees or charges by the Inspectional Services,
Engineering and Planning Departments, and the Department of Public Works. Also included in this
category are collections from ambulance fees, municipal liens, and building rentals.
OUTCOME MEASURES — Indicate how well a service accomplishes the intended purpose. Outcome
indicators can be defined as measures of the quality of the program outputs, such as responsiveness,
timeliness, compliance, accuracy and customer satisfaction.
OVERLAY - The amount raised in the tax levy for funding abatements granted by the Board of Assessors
due to overvaluation.
OVERRIDE - An action taken by the voters of the town to exceed the limit placed on tax revenue growth
by the State tax limitation law known as Proposition 2 %2. The tax levy limit can be exceeded only if a
majority of residents voting approve an override. This sum is then added to the base levy for the next fiscal
year and this becomes a permanent addition to the tax levy limit.
PARKING METER FUNDS - Revenue from town parking meters and parking lot permits are deposited
into the Parkinf4 Fund. This fund helps offset the costs of LEXPRESS transportation services, Police
FY 2009 Manager's Rec'd Budget & Financing Plan B-4
Glossary
Department personal services, parking lot maintenance costs, and Department of Public Works expenses
directly related to parking lot maintenance.
PERFORMANCE MEASURES — Specific quantitative and qualitative measures of work performed as an
objective of the department. Performance Measurement Systems are generally comprised of the following
indicators: workload measures, efficiency measures and outcome measures.
PERSONAL SERVICES — A line on the program, subprogram and element sheets which refers to the
total of the following objects of expenditure: Wages, Overtime, and Other Compensation.
PROGRAM - A group of related activities performed by one or more organizational units for the purpose
of accomplishing a function for which the Town is responsible.
PROGRAM BUDGET — A budget that focuses upon the goals and objectives of an agency or jurisdiction
rather than upon its organizational budget units or object classes of expenditures.
PROPOSITION 2 Y2 - A tax limitation measure passed by Massachusetts voters in 1980 which limits the
growth of the total property tax levy to 2.5% per year. In other words, the total revenue allowed to be
raised through real estate and personal property taxes cannot increase by more than 2.5% from one fiscal
year to the next unless the citizens of the town approve a debt exclusion or an operating override. New
construction values are in addition to this limit. Two provisions within Proposition 2 %2 allow the citizens
of a community by popular vote to authorize the Town to raise taxes above the tax levy limit: an operating
override or a debt exclusion.
RECREATION FEES - Users of Town recreational facilities and teams participating in Town sponsored
sports pay fees for these services. Revenue collected from these fees covers the costs of maintaining
facilities, providing coaches and referees, and recreation program management, as well as some recreation
related capital improvements. These recreation programs are managed through a Recreation Enterprise
Fund.
RESERVE FUND - An amount set aside annually within the budget of a city or town to provide a funding
source for "extraordinary and unforeseen" expenditures. In a town, the Finance (or Appropriation)
Committee can authorize transfers from this fund.
RETAINED EARNINGS — The equity account reflecting the accumulated earnings of the enterprise
funds.
RESOURCES - Total dollar amounts available for appropriation including estimated revenues, fund
transfers, and beginning fund balances.
REVENUE - Budgetary resources. The various revenues the Town receives are listed in the Revenue
Summary in the Budget Overview section.
SCHOOL BUILDING ASSISTANCE PROGRAM (SBAB) — A program started by the Commonwealth
of Massachusetts for the purpose of assisting municipalities in the reconstruction and renewal of its public
schools.
SCHOOL REVENUE - Revenue received by Lexington Public Schools from athletic fees, rental of
school facilities, and bus transportation fees is included in this category.
SENIOR MANAGEMENT TEAM — A group of top managers including department heads from eleven
departments and the Town Manager's Office. There are two other cross - department teams in the Town
organization: a Management Strategies Group of selected middle managers, and an Employee Strategies
Group of selected line employees.
FY 2009 Manager's Rec'd Budget & Financing Plan B-5
Glossary
SEWER & WATER CHARGES - The Town operates Water and Sewer Enterprise Funds to manage
these municipal operations. Users of sewer and water services provided by the Town pay charges
depending upon usage. Revenue received from charges for sewer and water services is used to fully
support the costs of utility operations, such as Massachusetts Water Resources Authority (MWRA)
assessments, debt service obligations, personal service costs, and capital projects. Charges for services are
based on an eight -tier block rate structure corresponding to usage. Charges rise as usage increases. The
Town pays the MWRA assessments to supply quality water and dispose of Town sewage. Large increases
in water and sewer rates have and will continue to occur as the MWRA raises assessments to cover their
costs for sewage treatment and Boston Harbor clean -up efforts.
SPECIAL REVENUE FUND - A group of accounts that are funded by revenues from other sources such
as the Parking and Cemetery Funds.
STABILIZATION FUND — Massachusetts General Law Ch.40, Sec. 5B, allows a municipality to
appropriate in any year an amount not exceeding ten percent of the amount raised in the preceding fiscal
year; the aggregate amount in the fund shall not exceed ten percent of the equalized valuation of the
municipality. The treasurer shall be custodian of the fund and may invest the proceeds legally; any interest
earned shall remain with the fund. Money from the Stabilization Fund may be appropriated for any lawful
purpose by two - thirds vote of Town Meeting.
SUBPROGRAM - A group of related activities categorized within a related program by division or
department.
TAX LEVY - The total amount to be raised through real estate and personal property taxes. Lexington
property owners pay taxes to the Town based on the assessed value of their real and /or personal property.
Each year the Board of Selectmen conducts a tax classification hearing to determine a tax rate. The Town
Assessor makes adjustments to real estate values in order to properly reflect fair market value. In addition
to real estate, businesses may also pay a personal property tax (set at the commercial rate) based on the
value of their professional equipment, furniture and fixtures. The amount of taxes a property owner pays is
determined by multiplying the applicable tax rate by the valuation. For example, if the tax rate is $10 and a
property's assessed value is $100,000, the property owner will pay $10 times $100,000 /1,000, or $1,000.
Tax levy revenues are the largest source of funding for the Town. These revenues support most school,
police, fire, public works, library, and general governmental services to the community.
TAX LEVY LIMIT - The maximum amount that can be raised within Proposition 2 %2.
TAX RATE - The amount of tax levied for each $1,000 of assessed valuation.
USER FEES - Fees paid for direct receipt of a public service by the user or beneficiary of the service.
WORKLOAD MEASURES — Provide a count of activities of work produced without regard to how well
a service is accomplished.
FY 2007 Recommended Budget & Financing Plan B -6 Glossary
Appendix C: Community Preservation Act Summary
FY07 FY07 FY08
Estimated Actual Budget
Community Preservation Act - Revenue
Prior Year Balance (allocated and unallocated)
-
1
Property Surcharge
2 2
2
State Match
-
2
Investment Income
- 48
-
Donations /Other
20 20
-
Total Revenues
2,320,000 2,600,406
7,139,470
Use of Community Preservation Funds
Open Space Reserve Allocation
Beginning balance (Art. 25, 2006 ATM) 230 230 230
New Allocation* - -- 20 523
Current projected allocation 230 250 753
*Allocation reservation of UFB for Open Space Study
Appropriations for:
West Lexington Greenway Corridor (Art. 26(k) 2007 ATM) - - 62
Open Space/ Recreation Study - 20,000 -
(a) subtotal - appropriations - 20,000 62,500
(b) Open Space Reserve Balance at end of fiscal year
230,000 230,000
690,847
Historic Preservation Reserve Allocation
Beginning balance (Art. 25, 2006 ATM)
25 25
45
Donations
20 20
-
New Allocation
- -- - --
676
Current projected allocation
45 45
721
Appropriations for:
Munroe and Old Burial Grounds (Art. 26(b) 2007 ATM)
367,000
Historic Homes Fire Monitoring Systems (Art. 26(c) 2007 ATM)
18
Buckman Tavern Boiler (Art. 26(d) 2007 ATM)
10
Comprehensive Cultural Resource Survey (Art. 26(e) 2007 ATM)
90
East Lexington Library Study (Art. 26(g) 2007 ATM)
43
Cary Hall Performance Restoration (Art. 26(h) 2007 ATM)
147,130
Historic Signage (Art. 26(i) 2007 ATM)
18
Muzzey Condominium Study (Art. 26(1) 2007 ATM)
26
(a) subtotal - appropriations
- -
721,045
(b) Historic Preservation Reserve Balance at end of fiscal year
45,000 45,000
-
Community Housing Reserve Allocation
Beginning balance (Art. 25, 2006 ATM)
230 230
230
New Allocation
- -- - --
523
Current projected allocation
230 230
753
Appropriations for:
Greeley Village Window Replacement (Art. 26(f) 2007 ATM)
228
Douglas House Specialized Affordable Housing (Art. 266) 2007 ATM)
300
Muzzey Condominium Study (Art. 26(1) 2007 ATM)
26
(a) subtotal - appropriations
- -
555,154
(b) Community Housing Reserve Balance at end of fiscal year
230,000 230,000
198193
CPA Activity by Fund - FY 2007 -2008 C -1 January 14, 2008
Appendix C: Community Preservation Act Summary
FY07 FY07 FY08
Estimated Actual Budget
Undesignated Reserve (FB Available for Appropriation Reserve)
285,000
545,406 -
- Other
Beginning balance (Art. 25, 2006 ATM)
1
1
1
New Allocation
Police Station Repairs (Art. 28, 2006 ATM - for Hist Pres.)
100,000
3
Current projected allocation
1
1
4
Appropriations for:
100, 000 -
Administrative Expenses*
25
Hancock Clark Restoration (Art 4, 2006 STM - for Hist. Pres.)
25
25
260 -
Lexington Depot (Art. 4, 2006 STM - for Hist. Pres.)
44
44
sub -total Year -End Surplus Appropriations
Cary Hall Records Vault (Art. 4, 2006 STM - for Hist. Pres.)
60
60
West Lexington Greenway Corridor (Art. 26(k) 2007 ATM)
Final CPA Fund Balance Available
62
Center Playfield Drainage Improvements (Art. 26(a) 2007 ATM)
40
Administrative Expenses
50
(a) subtotal - appropriations
129,000
129,000
152,500
(b) Undesignated Reserve Balance at end of fiscal year 1,401,000 1,401,000 4,759,231
sub -total all CPA Reserve Balances - Total of all (b) 1,906,000 1,906,000 5,648,271
sub -total all CPA Appropriations - Total of all (a) 129,000 149,000 1,491,199
Year -End Surplus Available for Appropriation
285,000
545,406 -
- Other
Appropriations for:
Police Station Repairs (Art. 28, 2006 ATM - for Hist Pres.)
100,000
100,000 -
Cary Hall Records Vault (Art. 28, 2006 ATM - for Hist. Pres.)
60
60 -
Fire Station Repairs (Art. 28, 2006 ATM - for Hist. Pres.)
100, 000
100, 000 -
Administrative Expenses*
25
926 -
subtotal - appropriations
285
260 -
*$20, 000 intended for Open Space /Recreation Study allocated to Open Space Reserve
sub -total Year -End Surplus Appropriations
285,000
260,926 -
Final CPA Fund Balance Available
284,480 -
FY 2007 Targets
10% Reserve / Spending Targets: $230,000 (10% of original revenue - $2,300,000 x 10% = $230,000)
Reserve Appropriations Total
Open Space Reserve 230 20 250
Historic Preservation Reserve 45 389 434
Affordable Housing Reserve 230 - 230
CPA Activity by Fund - FY 2007 -2008 C -2 January 14, 2008
Appendix C: Community Preservation Act Summary
2007 Use Summary
Reserve Appropriation Total Spent
Historic Preservation Projects
$
45,000 $
389,000 $
434,000
Open Space Projects
$
230,000 $
10,000 $
240,000
Affordable Housing Projects
$
230,000 $
- $
230,000
Recreation Projects
$
- $
10,000 $
10,000
Administrative Expenses
$
5,000
Balance left, Unallocated Reserve
$
1,401,000
Total Appropriation Summary $ 2,320,000
CPA Activity by Fund - FY 2007 -2008 C -3 January 14, 2008
Appendix C: Community Preservation Act Summary
2008 Use Summary Reserve - Lighter Appropriated - Darker
Total Appropriation Summary
$ 7,139,470
CPA Activity by Fund - FY 2007 -2008 C -4 January 14, 2008
Net Reserve Appropriation Total Spent
Historic Preservation Projects $ - $ 721,045 $ 721,045
Open Space Projects $ 690,847 $ 62,500 $ 753,347
Affordable Housing Projects $ 198,193 $ 555,154 $ 753,347
Recreation Projects $ - $ 102,500 $ 102,500
Administrative Expenses $ - $ 50,000 $ 50,000
Balance Left, Unallocated Reserve $ 4,759,231 $ 4,759,231