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Home My WebLink AboutFY 2005 Budget Table of ContentsTOWN OF LEXINGTON, MASSACHUSETTS FISCAL YEAR 2005 APPROPRIATED BUDGET JUNE 8, 2004 4D Town of Lexington Organizational Chart Residents /Citizens of Lexington Town Board of School Meeting Selectmen Committee Library Educational Trustees Programs Cary Memorial Library Community Services Highway and Drains Grounds Services Building Maintenance Transportation Legal I I Town Counsel Manager Comptroller Community General Development Government Inspections Selectmen's Office Conservation Manager's Public Office Culture & Social Safety Public Health Recreation Animal Control Services Board of Combined Appeals Library Council on Planning Dispatch Systems Aging Police Recreation Veterans Services Fire Social Services Community General Development Government Inspections Selectmen's Office Conservation Manager's Historic Office Districts Town Public Health Committees Animal Control Finance Board of Town Clerk Appeals Management Planning Information Systems Enterprise Enterprise FY 2005 Appropriated Budget June 8, 2004 The Government Finance Officers Association of the United States and Canada (GFOA) has presented an award ofDistinguished Presentation to the Town of Lexington, Massachusetts for its annual budget for the fiscal year beginning July 1, 2002 Table of Contents In order to receive this award, a governmental unit mustpublish 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 to match the services desired by the community with the resources available to provide those services. This document details how the amounts recommended by the Town Manager and Board of Selectmen and appropriated by Town Meeting will be matched to the functions of town government. Both the operating and capital budgets are contained in this document. The effective period of this budget is from July 1, 2004 to June 30, 2005. The Budget Message is a letter to the Board of Selectmen from the Town Manager in support of the encl 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: How -To -Read the FY 2005 Budget How -To -Read The FY 2005 Budget provides a convenient guide to the organization of and information in the FY 2005 Appropriated Budget. Section II: Budget Overview The Budget Overview contains a narrative description of the budget process. In addition, the Budget Overview contains several summary tables which display expenditure and revenue history, proposed appropriations for the coming fiscal year, and three -year expenditure and revenue projections. Description of Budget Process II -1 FY2005 Expenditures Summary Graphs 11 -2 Summary of Expenditures, Appropriations, and Revenues 11 -3 Program Summary 11 -4 Three -Year Projections 11 -1 Section III: Revenues and Fund Accounting 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 Revenue Summary III -6 Appropriations by Fund III -1 Summary of Town Fund Balances — FY2003 Actuals III -8 Statement of Revenues, Expenditures & Fund Balances — Special Revenue III -9 Section IV: Capital Investment The Capital Improvement Section offers detail and descriptions about the Town's and practices. Capital Investment Overview IV -I FY2OO5 — FY2OO9 Capital Improvement Plan Overview IV -2 Section V: Debt The Debt Section offers detail and descriptions about the Town's debt management policies and practices. Debt Management Overview Debt Service Schedule Section VI: Program 1000: Education 1000 Education Program 1100 Lexington Public Schools 1200 Regional School V -1 V -3 VI- I VI -3 VI -9 Section VII: Program 2000: Shared Expenses 2000 Shared Expenses VII -I 2100 Employee Benefits VII -3 2110 Contributory Retirement VII -5 2120 Non - Contributory Retirement VII -6 2130 Insurance VII -1 2140 Unemployment Benefits VII -8 2150 Police & Fire Medical VII -9 2200 Debt Service VII -11 2210 Payment of Funded Debt VII -13 2220 Interest on Funded Debt VII -14 2230 Temporary Borrowing VII -15 2240 Exempt Debt VII -I6 2300 Operating Articles VII -11 2310 Reserve Fund VII -19 2320 Municipal Salary Adjustments VII -20 2400 Organizational Expenses VII -21 2410 Municipal Services and Expenses VII -23 Section VIII: Program 3000: Communitv Services 3000 Community Services VIII -I 3100 DPW Oversight VIII -3 3110 DPW Administration VIII -1 3120 Engineering VIII -8 3130 Street Lighting VIII -9 3140 Parking Operations VIII -10 3200 Highway VIII -11 3210 Highway Maintenance VIII -13 3220 Road Machinery VIII -14 3230 Snow Removal VIII -15 3300 Public Grounds VIII -11 3310 Park Division VIII -21 3320 Forestry VIII -22 3330 Cemetery VIII -23 3400 Environmental Services VIII -25 3410 Refuse Collection VIII -29 3420 Recycling VIII -30 3430 Refuse Disposal VIII -31 3500 Building Maintenance VIII -33 3510 Building Maintenance VIII -35 3600 Transportation VIII -31 3610 Lexpress VIII -39 3100 Water Enterprise VIII -41 3110 Water Operating Expenses VIII -43 3120 Water Regional Charges VIII -44 3800 Sewer Enterprise VIII -45 3810 Sewer Operating Expenses VIII -41 3820 Sewer Regional Charges VIII -48 Section IX: Program 4000: Public Safety 4000 Public Safety IX -I 4100 Law Enforcement IX -3 4110 Police Administration IX -9 4120 Patrol and Enforcement IX -10 4130 Parking Meter Maintenance IX -11 4140 Investigation /Prevention IX -12 4150 Combined Dispatch IX -13 4200 Fire Services IX -15 4210 Fire Administration IX -11 4220 Fire Prevention IX -18 4230 Fire Suppression IX -19 4240 Emergency Medical Services IX -20 Section X: Program 5000: Culture and Recreation 5000 Culture and Recreation X -1 5100 Cary Memorial Library X -3 5110 General Services X -1 5120 Adult Library X -8 5130 Children's Library X -9 5140 Branch Library X -10 5200 Recreation X -11 5210 Recreation Activities X -15 5220 Pine Meadows Golf Course X -I6 Section XI: Program 6000: Social Services 6000 Social Services XI -1 6100 Council on Aging XI -3 6110 Administration XI -1 6120 Nutrition XI -8 6130 Community Programs XI -9 6140 Support Services XI -10 6150 Adult Day Care XI -11 6200 Social Services XI -13 6210 Veterans Administration and Benefits XI -15 6220 Services for Youth XI -I6 6230 Developmentally Disabled XI -11 Section XII: Program 7000: Community Development 1000 Community Development XII -I 1100 Office of Community Development XII -3 1110 Building Inspections XII -1 1120 Regulatory Support XII -8 1130 Conservation XII -9 1140 Public Health XII -10 1150 Animal Control X11- 11 1200 Planning XII -13 1210 Planning XII -11 1300 Economic Development XII -19 Section XIII: Program 8000: General Government 8000 General Government XIII -I 8100 Board of Selectmen XIII -3 8110 Board of Selectmen Administration XIII -5 8120 Legal XIII -6 8130 Town Report XIII -1 8200 Town Manager XIII -9 8210 Organizational Direction and Administration XIII -13 8220 Human Resources XIII -15 8300 Town Committees XIII -11 8310 Appropriations Committee XIII -19 8320 Miscellaneous Boards and Committees XIII -20 8330 Public Celebrations Committee XIII -21 8400 Finance XIII -23 8410 Comptroller XIII -21 8420 Revenue XIII -28 8430 Assessor XIII -29 8500 Town Clerk XIII -31 8510 Town Clerk Administration XIII -35 8520 Board of Registrars XIII -36 8530 Elections XIII -31 8540 Records Management XIII -38 8600 Management Information Systems XIII -39 8610 MIS Administration XIII -43 8620 Web Site Development XI 11-44 Section XIV: Program 9000: Capital Budget 9000 Capital Budget XIV -1 9100 Education XIV -3 9200 Shared Expenses XIV -25 9300 Community Services XIV -29 9400 Public Safety XIV -41 9500 Culture and Recreation XIV -41 9600 Social Services XIV -51 9100 Community Development XIV -61 9800 General Government XIV -63 Section XV: Appendices Override Summary A -I Personal Services Data B -1 Lexington Community Profile C -1 Compilation of Budget Law D -1 Glossary E -1 Budget Message ` US MORH� e �77g o Town of Lexington ° m� s Town Manager's Office 3 a 5 APPIl19^ � � Richard I White, Town Manager Linda Crew Vine, Assistant Town Manager Tel: (781) 862 -0500 x276 Fax: (781) 861 -2921 August 1, 2004 Board of Selectmen Town of Lexington 1625 Massachusetts Avenue Lexington, MA 02420 Dear Board Members: Submitted herewith is the Town of Lexington's Appropriated Budget for Fiscal Year 2005. The requested budget includes funds for the general operation and maintenance of the municipal government and includes the schools as well as afive -year projection of capital improvements. A detailed description of each appropriation request is provided, as well as a complete description and justification for all capital requests. The appropriated budget includes expenditures of $125,740,365 balanced by non -tax levy revenues totaling $35,239,826 and an estimated (non - exempt) tax levy of $85,175,454, and an exempt debt service of $5,325,085. The debt service is exempt from the limitations of Proposition 2 1 /2 and is shown within the budget as a revenue and expenditure offset. Non -tax levy revenue is decreasing by 4.5% from the FY2004 appropriation. The Enterprise Funds (Water, Sewer and Recreation) will increase by 1.4 %. The tax levy will increase by $7,340,870 or 9.4% of which $4,224,340 is contingent upon approval of a general referendum operating override vote to be scheduled after Town Meeting. $85,175,454 or 67.7% of all revenue used to fund town services is raised via property tax. The preliminary tax rate for FY2005 is estimated to be $11.44 per $1000 of assessed valuation for residential property and $22.37 for commercial property. Revenue from sources other than the real estate tax can be identified in four broad categories: enterprise, state aid, local receipts and available funds. Enterprise fund revenues directly offset enterprise expenditures. State aid, local receipts and available funds are pooled together with revenue generated from the real estate tax to fund most municipal appropriations. THE PROCESS During the last several years, considerable effort has been made by the staff to develop budget decision - making processes that encouraged more collaboration between the staff and the Board of Selectmen, as well as the various interests that have a stake in the Town's budget development process. 1625 MASSACHUSETTS AVENUE • LEXINGTON_ MASSACHUSETTS 02420 This year, the Board of Selectmen and the School Committee, with involvement of the Finance and Capital Expenditures Committees, met in the fall to develop a common understanding of some of the decision making parameters that would affect the fiscal year 2005 budget. In addition, the boards and committees communicated policy guidance to both the school and municipal staff as it related to the development of the fiscal year 2005 budget. Several options were offered as a way of assisting the Board develop a set budget direction. A series of four collaborative policy guidance sessions were held during the fall and winter months (see the Budget Schedule in Budget Overview Section). These meetings enriched the town's budget decision - making competency, the efforts of which are represented throughout this document. The FY2005 budget includes a school appropriation that was representative of the actual needs of the schools as represented by the School Superintendent and approved by the School Committee. This budget also proposed an override of Proposition 2 1 /z, with the full support and understanding of all the major interests affected by the budget. The services placed on the override are summarized in the Appendix to the budget. Goal Setting- Staff Development- Board of Selectmen on Summits - Town Meeting - Override FY 2005 Goal Setting- Staff Development- School Committee Delibaation Budget July 1 January 1 June 30 Due to unfinished business from FY 2004, the entire budget decision - making process for FY 2005 began later than normal. This resulted in the delay of discussion of the financial articles at Town Meeting. With financial articles discussed in late April instead of late March, several additional summits were held and the budget process lasted well into the middle of May. The FY 2005 budget was concluded with the successful passage of a Proposition 2 1 /2 Override for $4,224,340 on June 8 Some Unrmished Business From 04 and Continuine Restraints on Revenue Growth. In total the incremental increase in revenue available to fund increases in 05 budget request is $8,097,175. $245,301 of the increase is dedicated revenue for water, sewer, and recreation programs. The remaining incremental increase is general fund or tax levy totaling $7,851,874. The failed override of June 2, 2003 coupled with a larger than anticipated decrease in state aid FY 2003 Snow & Ice Deficit $ 719,146 FY 2004 State Aid Reduction (from Town Meeting) $ 604,651 FY 2004 Local Receipts Adjustment $ 400,000 FY 2004 Snow & Ice Adjustment $ 200,000 (Element 3230 Snow Removal) FY 2004 Minuteman Tech Adjustment $ 61,000 (Suboroaram 1200 Regional Schools) Town of Lexington 2005 Appropriated Budget Page 2 of 16 Budget Message August 1, 2004 and a significant snow and ice deficit required a Special Town Meeting be called to make adjustments to the budget so that it was balanced. The snow and ice deficit, state aid reduction, lower receipt adjustments and increase in appropriation to the Minutemen Regional High School totaled $1,984,797. These required adjustments were met by drawing funds from the NESWC Stabilization Fund, tapping unanticipated tax levy growth and by reducing the pension assessment. NESWC Tipping Fee Reduction & Stabilization Fund Withdrawal $ 174,797 (Element 3410 Refuse Disposal) Unanticipated New Growth $ 400,000 Pension Holiday $ 1,410,000 (Line Item 2110 Contributory Retirement) The pension assessment reduction or pension holiday option was created by the Massachusetts Legislature as a special mechanism for coping with the drastic and unexpected reductions in state aid. A community's ability to reduce the pension assessment is limited to a two -year period. Town Meeting chose to utilize the pension holiday option as a stopgap reserve to avoid mid -year service reductions. This budget recommends full funding for the pension assessment. Consequently the $1,410,000 increase for the tax levy or general fund expense reduces the amount of tax levy revenue available to fund requests in fiscal year 2005 to slightly more than $1 million. Revenue Changes - FY 2004 to FY 2005 3500000 3000000 $2,950,957.00 2500000 2000000 1500000 1000000 500000 $55,958.00 $18,448.00 0 - 500000 - 1000000 $(568,551.00) State Aid Local Reciepts Available Funds Tax Levy Growth & 2 1/2 Total budget requests for departments increased by nearly $12.5 million for FY2005. Requests anticipate restoration of some services lost as a result of the failed override and account for product and service inflation within all budgets and increasing enrollment within the education Town of Lexington 2005 Appropriated Budget Page 3 of 16 Budget Message August 1, 2004 program. The remaining $1,046,812 in new incremental revenue does not allow for restoring programs, accounting for inflation and increasing school enrollment. Consequently a Proposition 2'h override is needed. OVERRIDE By February 25, 2004, the Town Manager's Office staff and the various affected Boards had met on several occasions to define the revenue limitations and expenditure demands as forecasted for fiscal 2005 and to develop collaborative strategies for dealing with the projected revenue gap. Building on previous efforts, the Board of Selectmen and School Committee met to determine what services would be placed at risk and presented to the community for funding approval at a to -be scheduled override general referendum election (target date late May, early June). Together the Boards came up with a list of over 75 programs totaling more than $5,750,000 to be considered as items to be placed at risk as part of the override election. Through a series of meetings between the Board of Selectmen, the School Committee, the Appropriations Committee and the Capital Expenditures Committee, that list was paired down to six questions placed before the voters totaling $4,224,340. FY 2005 Ovemide Total: $ 4,224,340 Amount I Running Total Education Subtotal: 3' 271 485: Education 3,271,485 3,271,485 Municipal Subtotal: 952,855 Transportation (Le press) $ 213,028 $ 3,484,513 Department of Public Works $ 194,693 $ 3,679,206 Libra $ 191,730 $ 3,870,936 Social Services &Town Support Services $ 179,961 $ 4,050,897 Public Safe $ 173,443 $ 4,224,340 The successful passage of the override by general referendum vote on June 8, 2004 is clear evidence that Lexington's citizen's are invested in its public services and value the quality of the product they receive. The Education budget had the most to gain by passage of the override and consequently the educational product presented to Lexington's school aged population will be enhanced tremendously particularly as the system attempts to keep up with the latest curriculum developments. Staffing levels in the general government category remain a big concern. There is not enough staff to respond to demand. Although Police staffing levels have been raised to higher levels than those funded in the fiscal year 04 budget, some continued investment needs to be made to increase staffing in future years so that the Chief is able to continue the department's very successful community policing program. Although the East Lexington Fire Station reopened, the Fire Chiefs administrative operation will continue to struggle as the Fire Department has no clerical support. No organization the size of Lexington should be without a Human Resource staff. Problems will develop that will cost the Town long term if this need is not addressed long term. Every department in the Town Office Building is staffed substantially below any of the town's Lexington compares itself with regularly except for the Board of Selectmen's Office. Here staffing levels exceed any of the comparables. There still remains opportunity to economize Town of Lexington 2005 Appropriated Budget Page 4 of 16 Budget Message August 1, 2004 if the Selectmen would be willing to reduce or eliminate staffing within the department within their immediate control. The Town Clerk and Town Manager's Office could more efficiently and effectively share many of the functions currently performed by the Selectmen's Office. The next Board will need to continue to roll up its sleeves and think creatively as next years budget will pose a significant challenge to the community. Further investment needs to be made in the areas of Finance, Community Development, Public Works, Police, Fire and Human Resources if the staff is to meet current service demands or the Board needs to be firmer in articulating service and financial limitations. A failure by a future Board of Selectmen to meet these service demands or articulate a reduced level of service offering to the community will eventually erode the overwhelming confidence the community has in the municipal organization. These departments cannot continue to operate at existing staffing levels and meet current service demands without putting the Town and Lexington's municipal employees at substantial risk with increased legal liability and unsafe working conditions. If the Board is to deal with the limitations projected in the staff and Appropriations Committee financial forecasts, they will need engage the community and its many constituencies in a dialogue about our limitations, take a risk by asking for their input and feedback and by clearly outlining for the community what is funded through their taxes and fees and how the programs and services funded contribute to the Town's culture and sense of community. The facts of the forecast lead me to believe that the scheduled need for and frequency of overrides is certain to increase. BUDGET GOALS This budget is submitted consistent with a series of major goals. They are as follows: 1.) To limit personnel costs; 2.) To maintain a minimum investment in the town's building and enterprise assets; 3.) To begin to reinvest in Public Safety as a priority funding area, 4.) To make a clear, concise and comprehensive presentation of all proposed capital expenditures; 5.) To adequately and appropriately display the organizational structure of the town as well as each department within it; 6.) To begin to identify the goals of the town's 2020 Strategic Vision within the budget where appropriate; 7.) To continue previous years efforts of including performance measures where appropriate; Town of Lexington 2005 Appropriated Budget Page 5 of 16 Budget Message August 1, 2004 8.) To identify emerging operational, capital and financial planning issues for future years; and 9.) Respond positively to Moody's Investor's "negative outlook ". Moody's Bond Rating and Lexington's Fiscal Health. After years of drawing down on reserves both in the General Fund and Enterprise Funds, Moody's Investor's Service assigned an Aaa rating and a negative outlook to the Town of Lexington in January 2004. Although the rating is not a downgrade, it is definitely a shot across our bow to encourage us to make some progress in building back up our cash reserves. Moody's rating analysts pointed to the reduction of cash reserves, the failed override of June 2 and the use of the pension holiday as signs of financial weakness. Moody's continues to be impressed with the management of the Town: "In many areas, the Town continues to demonstrate proactive management, both in implementing the (expendable) reduction, restructuring employee contracts to achieve benefit savings and conservative assumptions for the fiscal 2004 budget ". This budget proposal makes several recommendations aimed at responding to Moody's comments. They are as follows: 1.) Pension Holiday Full funding of the pension assessment is recommended. This action should address Moody's concerns about last "year's" use of the pension holiday. The commitment to aggressively fund the pension system will reinforce Lexington's reputation as a solid financial risk and leader in pension funding circles. Although a delay in fully funding the Town's pension liability may seem possible in the short term, it will only continue to erode Lexington's fiscal health. 2.) Cash Reserve Policy A revised cash reserve policy is being recommended to jump -start the Town's stalled free cash policy. The FY2005 uses no free cash to balance the budget with the hopes that cash reserves can be replenished. The Board voted and Town Meeting supported the establishment of a cash reserve policy in 1997. A ten -year plan or strategy was adopted by the Board so as to accumulate cash reserves of 5% of the tax levy at the end of that 10 -year period. Budget balancing issues caused the Board to suspend or defer for one year the policy in FY2000. This deferral was made whole in FY2002 as free cash balances grew to larger than expected levels. Balancing the FY2004 budget required another compromise of the cash reserve policy, as no money was set -aside in reserve and $640,333 was taken to balance the budget. Recovering this policy required fiscal discipline in the FY2005 budget and beyond, given all of the uncertainties of the economy, the strategic direction of the state government and the precarious world politic, combined with the overwhelming documented budget needs Town of Lexington 2005 Appropriated Budget Page 6 of 16 Budget Message August 1, 2004 identified within this budget. Pragmatism has always ruled at the end of the budget deliberation process and the cash reserve policy has often been compromised as a result. In future years, Boards will need to be more disciplined if there is the community wants to retain its bond rating as well as its position as a leader in progressive finical practices among Massachusetts municipalities. The new schedule as proposed will be as follows: Projected Free Gash Balance --assume 0.5% of Tax Levy added to Free Cash Balance each year FY1998 FY1999 FY2000 FY2001 FY02 +Catch Up FY2003 Prior Year Balance 290,000 569,314 858,836 858,836 1,197,995 1,860,114 Add 0.5% of Levy 279,314 289,521 defer one year 339,159 662,119 defer one year Balance After Appropriation 569,314 858,836 858,836 1,197,995 1,860,114 1,860,114 Free Cash Balance As % of Tax Levy: 1.02% 1.48% 1.40% 1.95% 2.74% 2.62% Projected Free Gash Balance -- assume 0.5% of Tax Levy added to Free Cash Balance each year FY2004 FY2005 FY2006 FY2007 FY2008 FY2009 Prior Year Balance 1,860,114 1,315,002 1,315,002 1,755,271 2,210,297 2,774,479 Add 0.5% of Levy compromised Unknown* 440,269 455,026 564,182 679,918 Balance After Appropriation 1,315,003 1,315,002 1,755,271 2,210,297 2,774,479 3,454,397 Free Cash Balance As % of Tax Levy: 2.01% 1.69% 2.06% 2.51% 3.05% 3.67% * Amount added to Free Cash will not be certified until December 2004 for FY 2005. Lexington has somewhat ambivalent history with regards to establishing policy and then deviating from it when challenged. Cause and effect are important to examine if only to help in the development of new policies. The effort has been made clear to us from Moody's. Hopefully it will cause us to change some of our behaviors. Lexington appropriates free cash when it is available. Graph 1 shows how much free cash has been certified in each year, and how much we have used for budgets. Graph 1: History of Free Cash Use 10, 000, 000 ........... ........... ........... ........... ........... ........... ........... 9,000,000 8,000,000 7,000,000 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 Certified Free Cash 0 Use of Free Cash Town of Lexington 2005 Appropriated Budget Page 7 of 16 Budget Message August 1, 2004 The use of free cash line shadows the availability of free cash line, so clearly when free cash is available, we use it, even in years with operating overrides (FY91, FY93, FY96, and FY01). The problem with using free cash for budgets is that free cash is not a recurring revenue. This was brought home in the early 1990's and again recently: the high level of free cash available in FY2003 (60% of which was used) was not perceived to be the abnormal spike that, in hindsight and in the current down economy, it seems to have been. Until FY1998 there was no formal policy to maintain cash reserves. Beginning with the adoption of the cash reserves policy, the lines on Graph 1 still track each other, but are farther apart, showing the impact of the policy. Graph 2: Free Cash Balance and Cash Reserves 3,500,000 ........... ........... ........... ........... ........... ........... 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 —X Free Cash Balance 0 Cash Reserves Policy Graph 2 provides further evidence that the policy was working (even though the target was deferred twice). The current cash reserves policy has been violated again in FY2004 (target of $2,240,706) by the use of $640,333 of free cash by the 2003 Town Meeting. We need to get our policy back on track. Keeping an eye on the goal is more important than getting there. Developing clearer guidelines for allocation when reserves accumulate will be important for future fiscal strategy. 1.) Cash Capital Policies a.) Large capital Projects The cash capital policy adopted by the Board in Fiscal Year 2000 anticipated a significant drop in tax levy supported debt service in FY2003 through FY2007. Town of Lexington 2005 Appropriated Budget Page 8 of 16 Budget Message August 1, 2004 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 Anticipated Debt Service, FY2002 - FY2007 (circa 2000) When adopted it was anticipated that this drop in debt service would be used to fund cash capital investments and all future debt for large capital projects would be approved for funding outside of the statutory limits of Proposition 2 1 /2. Past and present years' reliance on short-term borrowing to fund needed and necessary cash capital projects as well as "within- the -tax levy" debt approval for the library and school construction projects have slowed the anticipated drop in appropriation for debt service. This will require us to reserve or schedule a larger than anticipated appropriation for debt service and will make fewer dollars available for cash capital investments in future years. Within Levy Debt Service, FY2003 - FY2008 The uncertainty of the economy, the state situations as well as the future funding for operating services may require that the town rethink its large capital project strategy. The Board considered delaying, postponing or rescheduling capital but instead developed a strategy of using its temporary Town of Lexington 2005 Appropriated Budget Page 9 of 16 Budget Message August 1, 2004 FY2002 FY2003 FY2004 FY2005 FY2006 FY2007 Fiscal Year FY2003 FY2004 FY2005 FY2006 FY2007 FY2008 Fiscal Year borrowing powers in anticipation that eventually permanent debt service levels will decrease. b.) Strategically Set -Aside Cash Capital Some rethinking of our approach needs to be made. We have a recurring need for approximately $2,000,000 in tax levy cash capital appropriations. Originally we had hoped that the approximately $2,000,000 in decreased debt service appropriation would be filled by $2,000,000 in tax levy cash capital inventory. Unfortunately, we have lost this opportunity. Consequently I am proposing that we establish a capital set aside appropriation program so as to build up the Town's Stabilization fund. Primarily a Stabilization Fund is a cash reserve account for Capital. Currently we have a balance of $112,000 in our Stabilization. The FY 2005 Appropriated Budget commits an additional $807,322 into the stabilization fund. The eventual goal is to accumulate 7% of the tax levy as a reserve or Stabilization Fund available for the future by 2015. OTHER FISCAL POLICIES — ENTERPRISE FUND Water, Sewer and Recreation Enterprise Funds were created in the late 1980's. These three services are operated on a fee - for - service basis. Water, Sewer and Recreation operations cannot function properly without purchasing support and services from other Town operations. Since 1989, Enterprise Fund revenue has supported annual appropriations to other town budgets where service and oversight are provided (pensions, health insurance, engineering, revenue office, etc.). During the fall of 1998 and FY 2002, a utility rate expert was engaged to examine the inclining block rate structure used to recapture the costs of providing water and sewer services. This was the first rate study that the Town conducted since the Water and Sewer Enterprise Funds were Town of Lexington 2005 Appropriated Budget Page 10 of 16 Budget Message August 1, 2004 Proposed Stabilization Fund Plan FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 Prior Year Balance $ $ 111,142 $ 918,464 $ 1,708,464 $ 2,498,464 $ 3,288,464 Appropriation $ 111,142 $ 807,322 $ 790,000 $ 790,000 $ 790,000 $ 790,000 New Total $ 111,142 $ 918,464 $ 1,708,464 $ 2,498,464 $ 3,288,464 $ 4,078,464 %. Of Gen. Fund 0.14% 1.07% 1.92% 2.71% 3.44% 4.12% FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Prior Year Balance $ 4,078,464 $ 4,868,464 $ 5,658,464 $ 6,448,464 $ 7,238,464 $ 8,028,464 Appropriation $ 790,000 $ 790,000 $ 790,000 $ 790,000 $ 790,000 $ 790,000 New Total $ 4,868,464 $ 5,658,464 $ 6,448,464 $ 7,238,464 $ 8,028,464 $ 8,818,464 Fund 4.75% 5.34% 5.88% 6.39% 6.85% 7.28% The eventual goal is to accumulate 7% of the tax levy as a reserve or Stabilization Fund available for the future by 2015. OTHER FISCAL POLICIES — ENTERPRISE FUND Water, Sewer and Recreation Enterprise Funds were created in the late 1980's. These three services are operated on a fee - for - service basis. Water, Sewer and Recreation operations cannot function properly without purchasing support and services from other Town operations. Since 1989, Enterprise Fund revenue has supported annual appropriations to other town budgets where service and oversight are provided (pensions, health insurance, engineering, revenue office, etc.). During the fall of 1998 and FY 2002, a utility rate expert was engaged to examine the inclining block rate structure used to recapture the costs of providing water and sewer services. This was the first rate study that the Town conducted since the Water and Sewer Enterprise Funds were Town of Lexington 2005 Appropriated Budget Page 10 of 16 Budget Message August 1, 2004 created and as a result a number of timely and important recommendations were adopted that will protect the financial integrity of the water and sewer funds for the foreseeable future. These recommendations as implemented are identified below: 1.) The number of inclining block rates was reduced. 2.) Rates within the first two block rates were increased to cover the costs of water charged by the MWRA. 3.) The water rate for separate irrigation connections was adjusted to reflect the cost of the service, to better represent the discretionary nature of the service and to encourage water conservation. 4.) In -lieu of tax payments ($500,000 and $250,000 respectively) have been built into the water/ sewer rates for FY2004 and will appear within the rates in FY2005. 5.) The current rates adopted by the Board of Selectmen do not meet the full expenses incurred to the funds. Future rates should be set so that all the costs of the program are captured through the fees charged. Moody's does not limit its focus to the health of the general fund, it examines all of the Town's finances. 6.) An income -based rate subsidy program was adopted in FY 2000. Past policy initiatives, such as allowing for the installation of separate irrigation connections and purposely setting the first two block rates low to subsidize water and sewer services provided to seniors and low income users, and subsiding rates by allocating capital resources compromised the financial integrity of the water and sewer funds. As a result, retained earning balances and/or cash reserves for these funds are at their lowest levels in history. Six years ago, our fiscal policies regarding the Recreation Enterprise Fund were adjusted to reduce operational subsidies paid to Public Works and other town operations. An in -lieu of tax payment and a large indirect appropriation to support Public Works' field maintenance efforts were compromising the financial integrity of the Recreation Enterprise Fund. At the time, it appeared certain that the Fund would show a deficit unless policy changes were made. As a result, you proposed and Town Meeting approved the elimination of the in -lieu of tax payment that was charged against the Recreation Enterprise Fund. In addition, the indirect appropriations that supported Public Works' field maintenance efforts were severely reduced, shifting most of those costs to the tax levy, while the Recreation Enterprise Fund capital investment was limited to those capital facilities that support revenue producing programs. Other Recreation related capital investments were required to compete for tax levy funding. These adjustments, made through your initiative and Town Meeting's support, combined with record golf revenue receipts, have created a healthier Recreation Enterprise Fund. Retained earnings and /or cash reserves have increased and will provide the Town with significantly more flexibility in serving the recreation consumer in Lexington. Additional revenue will only increase our ability to add to or maintain our existing capital assets. Town of Lexington 2005 Appropriated Budget Page 11 of 16 Budget Message August 1, 2004 Accounting for the Water, Sewer and Recreation Enterprise accounts is done on an accrual basis. End of the year (June 30, 2003) Massachusetts Department of Revenue examination of Schedule A forms submitted by the Finance Department results in a balance for the Recreation Fund of $1,854,720, the Sewer Fund of $9,597,827 and the Water Fund at $9,225,741. As you know, this certification is just a moment's snap shot of the funds and does not account for the fact that by June 30 every year the Recreation Department has collected all of its revenue for its summer programs but has not expended funds for the implementation of their summer program effort. The available fund balances for the Water and Sewer Funds represent a rate structure that is tight but accurate. BUDGET FORMAT We continue to make incremental improvements to our budget process and budget document. Each year, we try to assess what has worked, what hasn't, and identify the unique information requirements that each year presents us. We have been fortunate that in each of the last seven years we have received the Distinguished Budget Presentation Award from the Government Finance Officers Association (GFOA). This is a special recognition for the staff and represents over fourteen years of effort to try to develop a budget format that meets the GFOA's award criteria. The program format was introduced during the FY1990 budget process. Each year we have built upon our efforts in an attempt to properly, appropriately and effectively communicate the funding needs as expressed by the staff. The GFOA reviews the budget document using established criteria in four overall separate categories. Our document is evaluated as a policy document, financial plan, operations guide and communications device. Although the four overall categories do not change frequently, GFOA consistently updates the evaluative criteria within each overall category. Our attempts to meet the GFOA's standards can only reinforce our desire to embrace continuous improvement as an operating value for the organization. This year, we continue to improve upon our efforts to tie our performance measurements to the goals of each program with a time frame for achievement. This project should complete this budget's evolution from a pure program document to a program/performance document. We have also attempted to integrate the Town's Strategic Planning's goals into our document where appropriate. The planning and visioning efforts of the 2020 Vision Committee have produced phenomenal results. We will continue to identify and align our budget with the goals identified in the 2020 plan. THE APPROPRIATED BUDGET The FY 2005 Appropriated Budget increases by $8,097,175 or 6.9% over FY 2004. Tax levy related expenses will increase by $7,175,297 or 9.2% over FY 2004. ' The amounts shown here are net of fixed assets for the water, sewer and recreation funds. As required by the DOR, in FY 2003 the Town of Lexington was required to show all fixed assets as part of end of the year fund balances. To accurately reflect the amounts shown on the Schedule A forms, the total end of year fund balances for FY 2003 were $2,268,015 (Recreation), $27,567,293 (Sewer), and $21,517,073 (Water). Town of Lexington 2005 Appropriated Budget Page 12 of 16 Budget Message August 1, 2004 BUDGET ASSUMPTIONS The following budget assumptions have been made: • $1,000,000 in new construction revenue. • 2 1 /2% real estate tax revenue increases generating $1,950,957 • A $4,224,340 million override. • Approx. 0.7% increase instate aid over the FY2004 appropriation. • Only an $18,448 increase in local receipts over the FY2004 appropriation. • $375,000 allocation of available funds to the operating budget, some $568,551 less than FY2004. • 100% funding of all direct and indirect water and sewer appropriations through user fees. • A $500,000 in -lieu of tax payment transfer from the Water Fund, $250,000 from the Sewer Fund to the General Fund. These payments were built into the rate for the first time in FY1999. • 100% funding of all direct and some indirect recreation appropriations through user fees. There are several issues within the budget that are worthy of mention. They are: 1.) Wages — A 0% wage adjustment increase has been budgeted for all municipal employees. All municipal contracts expire on June 30, 2004. 2.) Health Insurance — The 2005 recommendation for School/Town benefits is estimated at $13,794,127, a $1,932,713 increase over what will be appropriated for 2004 costs. Health insurance costs in Lexington have increased substantially since 1999 due to changes in plan administrators (one time run -out costs incurred in 2000), increased enrollments, claims, escalating administrative and reinsurance costs compounded by medical cost inflation. Claims trends are slowing while enrollment continues to increase. We should expect to see substantial increases in health care (60 new enrollees per year plus 12 to 18% in medical inflation) for the foreseeable future. The Board has asked that I work with the employees. 3.) Capital — Capital is accommodated in this budget along with Enterprise Funds. The limited funds pay for repairs to school buildings and the building envelope program. An additional $500,000 is allotted for street repairing through funds approved through a previous operating override. Capital funding through enterprise funds provide for Department of Public Works equipment, water main cleaning and relining, water distribution system Town of Lexington 2005 Appropriated Budget Page 13 of 16 Budget Message August 1, 2004 improvements and storm sewer improvements and golf course equipment are all funded within this budget. 4.) Education — Lexington's educational practices emanate from and support our long standing core values of individuality and diversity, continuous improvement, and shared responsibility. Building on the foundation laid during FY04, we continue to frame our discussions and decisions regarding our practice around the following principles: Commitment to the Core Values and System -wide Goals Our system -wide goals are to: o improve student learning in order that all students achieve at a high level o improve organizational and planning capacities through system -wide reorganization, school - based decision - making, and special education refinements, and o provide essential resources through managing cost effective operating and capital budgets and by expanding and renovating buildings Our programs, services, and allocation of resources have been designed in service of these goals. As classrooms become more academically diverse, teachers are faced with the dual challenge of employing a variety of instructional and assessment techniques that showcase student talents and skills while they simultaneously prepare students to succeed on state mandated standardized testing, which, unfortunately, appears to disregard academic variance among students. Classrooms are full of unique learners, and our mission is for each of them to reach high standards. Commitment to Qualitv Teacher - Student Relationships Children flourish when classes are smaller and intimate and when their parents take an active role in their educational experience. The Lexington Public School System supports quality teacher - student relationships through continued commitment to favorable class size. The School Committee's collective bargaining agreement with the Lexington Education Association calls for maintaining reasonable class sizes at the elementary level. It sets "preferred" class sizes of 18 -20 students in kindergarten, 22 -24 students in first and second grades, and 24 -26 in third through fifth grades. The contract also calls for the assignment of two -hours per day of classroom aides in classes that exceed "maximum" enrollment. Wherever feasible, class size is planned within these ratios. Given financial constraints, we have made a special effort to plan for classrooms that are within the established maximum range, applying all that we know to be educationally sound while being mindful of future costs. Students need the opportunity to build relationships with adults which foster familiarity, trust and respect, as well as exposure to new skills. Our budget efforts have focused on continuing to support reasonable class sizes at the elementary and middle school levels. At the high school, the FY03 budget provided us with the opportunity to better support students by establishing more equitable and effective course and student loads for teachers in mathematics. It had been our hope to do the same in social studies and world languages in the FY04 budget. However, with the failed FY 2004 override, this was not possible. Because of the anticipated increase in enrollment at Lexington High School ( +98 students), we have budgeted 5.0 FTEs to meet their needs. Next year's freshman class Town of Lexington 2005 Appropriated Budget Page 14 of 16 Budget Message August 1, 2004 will be the largest class at the high school since 1981. The principal along with his curriculum cabinet will work together to decide how best to allocate the additional staff. Acknowledgement of Fiscal Constraints in our Budget Planning Factors at the state, town and district level have significantly influenced the FY05 budget. Chapter 70 funds were reduced in FY04 and we anticipate another 5 -10% reduction in FY05. In addition, the METCO grant was reduced by nearly $168,000 in FY04 and we anticipate additional cuts. Commitment to Continuing to Work on Long Range Priorities In 2002 -03 we set out on a long -term course of action for our district. This is the third year of a plan that: o Promotes equity among and between schools and programs while allowing for flexibility and site -based decision - making to better meet students' interests and needs o Acknowledges fiscal constraints through thoughtful discussion and analysis and reallocation of existing resources (people, time, and money) o Contains future costs by making decisions that will leverage future resources while, at the same time, build our capacity to respond to changing needs o Represents the agreements arrived at through frequent discussions with Joint Council throughout the process o Upholds the 4 Cs: collegiality, collaboration, communication, and cooperation o Streamlined Goals and Realignment of Resources We have sought and will continue to seek economies by examining organizational functions and determining if such functions should be contracted out or be performed by LPS staff members. In collaboration with the Town, we are hiring a consultant to review the technology infrastructure in order to see how we can reduce costs and gain efficiencies on both sides. We have implemented better business practices to save costs, tightened procedures regarding services provided under contract, and have more closely managed vendor services. We have increased revenues for services such as building rentals and mailing. We will continue conservative practices and become more entrepreneurial to generate income for the district. Lastly, the budget reflects a continuation of efforts placed on calculating and allocating baseline per pupil costs required by program and by grade level. CONCLUSION The results of the failed override did not result in the cessation of government in Lexington. It did however create a new set of challenges for the staff and the community to meet. The staff carried on all during Fiscal Year 2004 with staffing levels that were 21% lower than those of a year earlier. Citizen expectations did not go away. What did emerge however, was a perception in the community that we are at greater risk today than we were a year ago. That the reductions in police staffing, the closing of the East Lexington Fire station, the reductions in the Health division of Community Services, elimination of education, library and general government programs make Lexington a less hospitable place. This budget attempts to restore some of the municipal and school programs lost in Town of Lexington 2005 Appropriated Budget Page 15 of 16 Budget Message August 1, 2004 the override. It does not however restore them all. Staffing levels in the municipal organization will still be lower in FY05 than FY04. Employees will still be asked to do more with less without an increase in their salary and perhaps a reduction in their health benefits. We need to continue to try to redefine responsibilities and develop new methods of service delivery if we are to meet future budget challenges. Forecasts for the future (see Section II pages II -7 thru II -9) are not optimistic. At the same time, we have to embrace our role as a progressive leader in municipal management. Moody's negative warning must be addressed head on and aggressively. Deviating from this proposed response plan would almost certainly result in a downgrade. We also must find the right balance in sharing the pain that goes with balancing a local government budget during difficult times. A protracted strategy of limiting employee compensation coupled with steady reductions in employee benefits may offer some temporary relief but in the end creates more damage than making the difficult decisions regarding raising more revenue or eliminating programs. APPRECIATION This budget and associated participation process is a job well done by the staff and they deserve our thanks and gratitude. I would like to extend my personal and professional thanks and appreciation to John Ryan, Finance Director; to Susan Bottan, Director of School Business and Finance; and to School Superintendent Joanne Benton whose consistent support has kept us together as one unit and on schedule. Special recognition, thanks and appreciation are extended to Management Analyst Candy McLaughlin, Management Intern Kerry Evans and Budget Officer Michael Young who extended themselves beyond the call of duty to pitch in and help manage the process of this document during some very difficult times. The cooperative relationship that has been developed between the School Committee and the Board of Selectmen has made this process tremendously rewarding. My thanks to you and the School Committee for your leadership and guidance during this process. Sincerely, 4 U Richard J. White Town Manager Town of Lexington 2005 Appropriated Budget Page 16 of 16 Budget Message August 1, 2004 Section I: How to Read the Budqet How To Read The FY 2005 Appropriated Budget The FY 2005 Appropriated Budget contains estimated expenditures and revenues for all departments, committees and functions that are funded by property taxes or fees for services that the Town charges for various services. This document details actual expenditures for fiscal year 2003, adjusted appropriation figures for the current fiscal year (Fiscal Year 2004) and projected revenues and expenditures for the next fiscal year (Fiscal Year 2005). There are three categories of funds: the General Fund, Enterprise Funds and Special Revenue Funds. Balance sheets for each fund are provided in the Revenue section of the budget. subprogram and the amount appropriated for each element. On the next several pages, a list of the goals, objectives and performance measures for each subprogram is provided. A further explanation of performance measures is provided for later in this section. White pages are element pages. These are the building blocks of the budget. They provide information about the service provided, accomplishments of the previous year, important budget issues and staffing levels. Appropriated revenues and expenses for the element are also included. The Budget is arranged into several major sections: Overview - An overview section containing summary information on revenues, expenditures, capital, debt and the budget message Programs - The program section, containing detailed information on each program, sub- program and element for each service the Town of Lexington provides; and Appendix - The appendix, which provides general information on the Town staffing levels, information on the community, information on the proposed override, a glossary and the index. The budget utilizes four different colors of pages Blue pages are covers. They mark the beginning of major sections of the budgets such as the Overview, the Debt Management section and Programs. Green pages show programs. Each green page has a summary of the program, a listing of the subprograms, and the amount appropriated for each subprogram on the front of the page, and the organizational chart for all of the departments included within the program. Yellow pages describe subprograms. The first yellow page has a summary of the subprogram, a listing of the elements contained within the The FY 2005 Appropriated Budget is a programmatic budget. The budget is arranged into programs for the purpose of identifying and describing the various functions of town government in broad terms. The Town of Lexington budget has nine programs: • Program 1000 —Education (Lexington Public Schools) • Program 2000 — Shared Expenses (Benefits, Debt service, Organizational Expenses) • Program 3000 — Community Services (DPW, Transportation, Water and Sewer Utilities) • Program 4000 — Public Safety (Police, Fire) • Program 5000 — Culture and Recreation (Cary Memorial Library, Recreation) • Program 6000 — Social Services (Council on Aging, Social Services) • Program 7000 —Community Development (Inspections, Conservation, Planning, Econ. Dev.) • Program 8000 — General Government (Board of Selectmen, Town Manager, Town Clerk, Town Committees, Finance, MIS - Management Information Systems) • Program 9000 — Capital Budget (Capital Improvements & Expenses) FY 2005 Appropriated Budget 1 - 1 How to Read the Budget Each Program, subprogram and element page looks similar. Program, Sub- program or Element Name and Number Highlights Budget Issues Summary of Performance Measures What are performance measures? Performance measurement is a management tool for determining how well a program is accomplishing its mission, goals and objectives through the delivery of its services. A performance measure identifies what will be measured to monitor accomplishment of objectives and progress toward goals. The Town of Lexington utilizes three different kinds of performance measures: workload or output measures, efficiency measures and outcome measures. Workload/ Output Measures — Workload indicators report the quantity or volume of products and services provided by the program without regard to quality. An example of this is shown on the next page. The number of 911 calls received by dispatch is a workload measure — it Subpmg=: DPW Oversigbt Element: 3110 DPWAdminishrntion Towed Lexutm coos Apprmriated Budget DESCRIPPION OF SERVICES: DPW Administration staff direct me department's activities, prepare budgets, monitor expenditures, develop bid specifications for DPW procurement add respond tocrens' Concerns and complaints Management also schedules work assignment, evaluates work performance, monitors admdance, sick leave and vacation time, and participat es in the contact negotiation process The administrative division supervises contracts f services relating to curbside refuse and recycling collectrons, the regional Minuteman Household Hazardous Products (MHHP) Facility event, Cathode Rey Tube recycling snow plowing traffic signal maintenance, hattick treet sign construction and repair street hie/mew alk painting Deco drain cleaning and transportation sere ices These Contract are awarded through a competitive b offing process. HIGHLIGHTS: • staff responded to numerous resident questrons and comments regarding the implementation and Cessation office Pay As You Throw DAYT) trash program. • In early 2003 ctart developed and managed the process ofreimbursing residents for the value ofinused PAYT tags and b aeel labels Staff assisted the Superintendent ofEnv vonmemal Services with trash and recycling information and education • Staff cwtuddesto be rep Fusible for the administrative support and record management for the MHHP Committee • Staff helped reorganize He dep artment add took on additional duties due to the loss of positrons through the failed IF epide, early retirement initiative, and general turnover BUDGET ISSUES: • The red d fth Management An lyst pontron topact ti has primarily b felt t lly as the Management Analyst h taken fewer duties with. He department and orgainzatron This has d me resdonsibilities chalked b office department, especially with regard to budget creatron The OfficagercentAndlyd 1 provides t add phone to and ads as daft support on several caffied committees The d d no. has p cted me level of,upportmat can be provided t those ruddiness and committees • The Manager fop t pontron was combined with th Highway S p to d t positron and added through He Highway D partm ntThis has impacted th level of strategic planning, priced g S and other tunctons done by me Manager of0perations in me past The reryonslbllitres will now have to be shared between the Director and the Highway Superintendent STAFFING: 1 Director 1 Office Manager/Executive Secretary 2 Department Amount Clerks 1Oftice Manager/Pranspertatron Coordinator 1 ParYmne Management Analyst FY mo5bepo El..(T.uh FY2003 Evendnd EY3oo4 Appmprol¢d R,.0 FY 3005 Rewnnpervled EY 3005 A0prtiprwted Compensation $336,,714 $351,508 $285,026 $285,026 $285,026 Benefits 0 0 0 0 0 Fro mses 31,503 30,250 30,250 30,250 30,250 T own Funded Erpemes $368317 $38],]58 $315,276 $315,276 $315,276 GenealFund $109,905 $91,379 $118,89] $118,841 $118,897 Farman se Funds 171,740 196,379 196,379 196,379 196,379 Directed Funding 100,000 100,000 0 0 0 Appropriated Reso ces $381AD $38],]58 $315,276 $315,276 $315,276 Description of Program, Subprogram or Element Staffing Levels Subprogram or element listing — three year collection measures the quantity of calls received, but does not describe the quality of the assistance provided the dispatcher or how quickly the emergency was resolved. Efficiency Measures — Efficiency measures indicate how well resources are being used. Efficiency indicators measure the cost, either in terns of dollars or personnel hours per unit of output or outcome. Efficiency measures indicate how well resources are being used. This type of measure is focused on productivity and/or cost - effectiveness. Using the dispatch example, dividing the number of calls received by dispatchers by the number of full -time employees is one form of efficiency measure. FY 2005 Appropriated Budget 1 - 2 How to Read the Budget Outcome Measures/ Effectiveness — Outcome indicators measure the results and accomplishments of the program or service provided. Outcome indicators can be defined as measures of the quality of the program outputs (for example, responsiveness, timeliness, compliance, accuracy and customer satisfaction). Outcome indicators can also be defined as measuring the degree to which programs accomplish their mission. Outcome measures should be important to the customers and/or the public. Some outcome measures reflect intermediate steps to achieving Subprogram Goal of Subprogram COMBINED DISPATCH the intended purpose. Therefore, not all of the measures in this category reflect end outcomes in and of themselves. In the case of dispatch, the desired outcome is to make sure that the call for help is answered by dispatch without transfer to another agency. The goal for this measure to make sure that all calls are answered by dispatch. In the last three years, the police has met this goal except for one call. OBJECTIVES To have 100% of 911 calls answered professionally at the dispatch center before transfer to aback up agency. lance Measure )e of Measure FY2001 FY2002 FY2003 FY2004 FY2005 umber of 911 calls received Workload 5,077 4,815 4,652 4,700 4,700 her of 911 calls answered per FTE Efficiency 634.6 601 581 671 600 her of 911 calls answered before transfer to back- Outcome p agency 1 100% 100% 99.4% 99% 99% Measure Performance measures such as the one shown above for dispatch follow a similar design throughout the budget. Goals that describe the departments' main tasks are broken up into objectives. All objectives are easily found by looking for the ► symbol. Particular objectives are then are broken into performance measures. Why Performance Measures? The Town of Lexington strives to provide the highest quality of services at the lowest possible burden to its taxpayers and citizens. Performance measures are Type of Measure I Five -Year Trend I increasingly being used by the Town of Lexington and municipalities throughout the country to evaluate the quality and quantity of services provided. Performance measures are included in the budget to show how departments perform the tasks they are assigned to do, how efficiently they use resources, and what services need improvement. Lexington 2020 Vision: Guide to the Future In 1998, Lexington 2020 Vision was launched as a town -wide effort to empower and engage residents to help determine what the town will FY 2005 Appropriated Budget 1 - 3 How to Read the Budget be like in the year 2020. The process is a comprehensive, long- range, public visioning and planning effort. Since �FX INGTQ� Spring 2001, town and l� school staff has begun 2 ! integrating the 2020 �I S O N Goals and Actions into Y 1 1 Y their annual planning efforts. One of the central planning efforts undertaken each year is the preparation of the annual budget. Adjacent to M selective objectives a 2020 symbol, such as the one shown at right, will appear. This symbol means that the particular budgetary objective shown addresses a recommended action or is aligned with a goal in 2020 Vision. Although the particular goal within 2020 Vision is not identified, the idea is to make citizens aware of the connection between Lexington's long -range vision and the short - term objectives within the budget. For more information on Lexington 2020 Vision, including a detailed report on the progress of the plan, please contact the Town Manager's Office at (781) 862 -0500 ext. 276 or go online to http://ci.lexington.ma.us. New for the FY 2005 Appropriated Budget The FY 2005 Appropriated Budget continues Lexington's tradition of providing the most accurate and detailed financial information about town services to its citizens. In addition to sections on programs, subprograms and elements, several sections have been revised for added clarity and transparency. They include: • Revenue: Easier to read diagrams which detail the budget process. • Fund Summaries: Easier to read & more comprehensive fund summaries show where the resources come from that make up the budget and how they are spent. • Override Section: A summary of the programs placed for vote and results of this year's override vote. FY 2005 Appropriated Budget 1 - 4 How to Read the Budget MOIAJanp IappnEl :11 uoilaaS 9 Town of Lexington - FY 2005 Budget Schedule & Process 2003'.2004 Significant Dates in the FY 2005 Budget Process September 2003 Board of Selectmen Goal Setting Session October 2003 Town Boards & Committees Summit I - Revenue Estimates, Budget Process Planning, Cash Capital Target, Cash Reserves /Free Cash December 2003 Presentation of Education Budgetto School Committee Presentation of Departmental Budget Requests to Board of Selectmen Town Boards & Committees Summit II - Budget Process Update January 2004 Presentation of Departmental Budget Requests to Board of Selectmen Public Hearings on School Budget Presentation of Capital Budget to Board of Selectmen Town Boards & Committees Summit III - Revenue Estimates, Gap Identification, Service Options February 2004 September 24 Public Hearings on Municipal Budget Februrary 2, 4, 9, 11, 22 Public Hearings on School Budget Februrary 3,20,23,24 Town Boards & Committees Summit IV - Gap Closing, February 25 October 20 Revenue Allocation& Capital Planning March 2004 Commencement of 2004 Town Meeting March 29 December 10,12 April 2004 December 15,17 Begin Discussion of 2005 Budget at Town Meeting April 26 December 18 May 2004 Final Town Meeting Vote on FY 2005 Budget May 12 June 2664 January 5, 7, 12, 14, 21, 26 Override Vote June January 6,13,20 July 2004 January 26 Commencement of 2005 Budget July 1 January 29 Implement Adopted Budget (ongoing) Establish Goals and Priorities Development: of Budget Requests :Department. Presentation of Requests To Selectmen Town. Boards: and Committees Review and Discussion Finance : : Committees: Consider Budget : Document: Town Meeting Discussion and Adoption of Budget July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June 2003'.2004 Significant Dates in the FY 2005 Budget Process September 2003 Board of Selectmen Goal Setting Session October 2003 Town Boards & Committees Summit I - Revenue Estimates, Budget Process Planning, Cash Capital Target, Cash Reserves /Free Cash December 2003 Presentation of Education Budgetto School Committee Presentation of Departmental Budget Requests to Board of Selectmen Town Boards & Committees Summit II - Budget Process Update January 2004 Presentation of Departmental Budget Requests to Board of Selectmen Public Hearings on School Budget Presentation of Capital Budget to Board of Selectmen Town Boards & Committees Summit III - Revenue Estimates, Gap Identification, Service Options February 2004 September 24 Public Hearings on Municipal Budget Februrary 2, 4, 9, 11, 22 Public Hearings on School Budget Februrary 3,20,23,24 Town Boards & Committees Summit IV - Gap Closing, February 25 October 20 Revenue Allocation& Capital Planning March 2004 Commencement of 2004 Town Meeting March 29 December 10,12 April 2004 December 15,17 Begin Discussion of 2005 Budget at Town Meeting April 26 December 18 May 2004 Final Town Meeting Vote on FY 2005 Budget May 12 June 2664 January 5, 7, 12, 14, 21, 26 Override Vote June January 6,13,20 July 2004 January 26 Commencement of 2005 Budget July 1 January 29 Budaet Overview The Town of Lexington operates under state statutes and the Town Charter as amended to establish the Selectmen - Town Manager form of government. The legislative body of Lexington is a representative Town Meeting comprised of approximately 200 elected Town Meeting Members. Town Meeting has the sole authority to appropriate funds for the operating budget and capital projects. Lexington's annual budget is initially proposed by the Town Manager, reviewed and recommended by the Board of Selectmen, and finally adopted by Town Meeting action. Specific requirements and responsibilities of the budget process are identified in the Compilation of Budget Law appendix. Budget Process & Development Lexington's budget in recent years has been developed through a highly collaborative and public process that engages the Selectmen, the School Committee, the financial committees, the Town and School staff, and the public. Town department heads review their budget requests at meetings of the Board of Selectmen starting in November. Feedback from citizens as well as the Board can thus be taken into consideration in preparing the Town Manager's proposals. The School Committee reviews and adopts its requested budget in a similar public process. The Town Manager reviews budget requests and makes recommendations for all Town programs, including the total budget for the Schools. At a series of working summit meetings the boards and the financial committees discuss budget issues and provide policy guidance to the Town and School staff in finalizing the budget recommendations. The goal is to produce a Town Manager's Recommended Budget document that has the support of the Board of Selectmen, the School Committee, the Appropriation Committee, and the Capital Expenditures Committee. A month before Town Meeting discusses financial articles, this budget is distributed to Town Meeting members and the finance committees; it is also available to citizens at the Library and the Town Manager's Office. Prior to the first session of the annual Town Meeting, all Lexington households are mailed a copy of the Town Warrant containing a draft of all financial and non - financial articles to be considered by Town Meeting. Generally, the annual Town Meeting begins in March with meetings held on weekday evenings. Town Meeting considers the Recommended Budget and the recommendations of the Selectmen, Appropriation Committee, and Capital Expenditures Committee and votes on final appropriation amounts after making any amendments it deems appropriate -- within the constraints of Proposition 2'/ and balanced budget requirements. The precise timing of the process varies somewhat from year to year. The figure on the proceeding page depicts the process for FY 2005 budget development. Only Town Meeting can amend the budget after adoption. Typically, the adopted budget is amended at the next Town Meeting. Three articles within the warrant are generally utilized: • `Supplementary AppropnationsforCurrentFiscal Year' —This is an annual article to permit adjustments to current fiscal year expenditures. `Prior Year's Unpaid Bills' —This is an annual article to request funds to pay bills received after the close of the fiscal year in which the goods were received or the services performed, and for which no money was encumbered. 'Supplementary Appropnahons forAuthorized Capital lmpravementProjects' —This is an annual article to request funds for capital improvement project expenditures that exceed the level of appropriation. If it is necessary to amend the budget after adoption prior to the next Annual Town Meeting, a special Town Meeting must be called. FY 2005 Appropriated Budget 11 - 1 Budget Overview FY2005 Appropriated Operating Expenditures by Category Total Operating Expenditures - $114,827,958 (Excludes Exempt Debt, Articles and Capital, and Intergovernmental Charges and Assessor's Overlay) Municipal Compensation Enterprise 11% Municipal Operating Expenses 14% 9% Debt Service (Excludes Exempt) 4% Municipal Benefits 3% Regional Vocational School Education 1% Compensation 40% Education Benefits 8% Education Expenses 10% Town Departments $ 47,542,016 Total Education $ 67,975,942 Operating Expenses $114,827,958 Exempt Debt $ 5,425,085 Articles &Capital(Al Funds) $ 2,587,322 Charges & Overlay $ 2,900,000 Total Expenditures $125,740,365 FY2005 Appropriated Operating Expenditures for Municipal Departments Community Development Recreation Enterprise 2 %($833,784) 3% ($1,417,355) Social Services 1 % ($397,682) Cary Memorial Library 3 %($1,677,172) i Shared Expenses 26% ($12,478,743) General Government 5% ($2,250,036) Water Enterprise 12% ($5,717,042) Sewer Enterprise 17% ($7,383,253) DPW General Fund 15% ($7,383,253) Public Safety 16% ($8,274,067) FY 2005 Appropriated Budget II - 2 Budget Overview Summary of Expenditures, Appropriations, & Revenues This spreadsheet summaries all revenues and expenditures for the Town of Lexington. Expenditures are shown first. All expenses related to the municipal operations, including newly issued capital and debt attributable to municipal projects is listed first. Next, operating and debt expenditures related to education operations, including that attributable to the Regional Vocational School, is shown. Third, The Town's enterprise funds, which include Water, Sewer and Recreation operations, and new capital appropriations are shown. Finally, any miscellaneous charges the Town incurs through the Commonwealth, money set aside for the assessors overlay and supplemental appropriations are shown. Offsetting those expenditures are a series of revenues. These include State Aid, Local Receipts, Available Funds (Parking and Cemetery revenues), Enterprise revenues and the property tax. More detail concerning the Town's revenues is provided in Section III: Revenues and Fund Accounting. FY 2001 FY 2002 <. FY 2003 FY 2004 FY 2005 , FY 2005 FY 2045 FY 2001 FY 2002 FY 2003 FY 2004 FY 2005 FY 2005 FY 2005 Expenditures'. Expended Expended ;Expended $ 9,976,815 $ Tax Recap Requested Recommended'. Appropriated Municipal Operating $29,176,128 $29,664,512 $ 31,636,536 $ 28,404,009 $ 34,492,045 $ 31,654,283 $ 31,341,169 Articles and Capital" 821,419 1,178,723 1,074,500 887,570 988,868 989,868 1,307,322 Town Exempt Debt 375,000 Enterprise Revenue 16,082,362 490,200 922,575 822,575 786,575 Total Town General Fund 29,997,547 30,843,235 32,711,036 29,781,779 36,403,488 33,466,726 33,435,066 Public Schools 53,081,796 58,147,242 61,490,887 62,787,454 67,399,798 67,047,468 66,357,468 School Capital" 78,000,157 Allowable 2 1/2% Inc. 185,000 125,000 0 0 0 School Exempt Debt 950,625 1,708,200 1,567,988 3,699,138 5,513,088 4,575,128 4,538,510 Regional Vocational School 811,455 787,116 843,566 901,431 928,474 928,474 928,474 Total Education 54,843,876 60,642,558 64,087,441 67,513,023 73,841,360 72,551,070 71,824,452 Water Enterprise Fund"" 5,115,572 5,297,552 5,899,376 6,275,048 6,869,048 6,554,170 6,554,170 Sewer Enterprise Fund "" 7,744,433 7,769,308 8,414,765 8,796,226 8,468,594 8,132,322 8,132,322 Recreation Enterprise Fund"" 1,239,616 1,253,313 1,342,288 1,554,272 1,514,355 1,614,355 1,614,355 Enterprise Articles" 590,000 635,000 853,000 710,000 1,730,000 1,280,000 1,280,000 Total Enterprise 14,689,621 14,955,173 16,509,429 17,335,546 18,581,997 17,580,847 17,580,847 Total Appropriations /Expenditures Prior Year Supplemental Appropriations Prior Year Deficits & Judgments Intergovt Charges, Offsets & Assessors Overlay 99,531, 044 106,440,966 113, 307,906 114, 630,348 128,826,845 123,598,643 122,840,365 542,148 50,000 79,753 384,232 601,532 719,146 2,924,537 3,088,401 2,466,679 2,328,681 3,047,827 2,900,000 2,900,000 Total Expenditures $102,535,334 $110,455,747 $116,426,117 $117,678,175 $134 $126,498,643 $125 FY 2001 FY 2002 <. FY 2003 FY 2004 FY 2005 , FY 2005 FY 2045 Revenue Actual Actual <. Actual Tax Recap Requested Recommended Appropriated State Aid $ 9,976,815 $ 10,466,658 $ 9,626,097 $ 7,894,598 $ 6,894,598 $ 7,950,556 $ 7,950,556 Local Receipts 10,586,536 10,118,108 9,722,316 9,314,985 9,333,423 9,333,423 9,333,423 Available Funds 1,663,694 2,379,737 3,557,418 943,551 288,000 375,000 375,000 Enterprise Revenue 16,082,362 13,244,521 16,509,429 17,335,546 18,581,997 17,580,847 17,580,847 Non -Tax Levy Revenue 38,309,407 36,209,024 39,415,260 35,488,680 35,098,018 35,239,826 35,239,826 Previous Year Levy 61,322,549 67,831,893 71,101,282 74,228,862 78,000,157 78,000,157 78,000,157 Allowable 2 1/2% Inc. 1,533,064 1,695,797 1,777,532 1,855,722 1,950,957 1,950,957 1,950,957 Allowable New Construction 1,535,451 1,573,592 1,350,048 1,915,573 700,000 1,000,000 1,000,000 Override 3,440,829 4,910,000 4,224,340 Tax Levy Limit 67,831,893 71,101,282 74,228,862 78,000,157 80,651,114 85,861,114 85,175,454 Actual Tax Levy (w /out Debt Excl.)""' 67,784,263 71,063,565 74,227,931 PAYT Tax Levy Reduction ($747,000) Debt Exclusion 950,625 1,708,200 1,567,988 4,189,338 6,435,663 5,397,703 5,325,085 Total Revenues $102,044,295 $108,233,789 i$115,211,179 $117,678,175 $122,184,795 i $126,498,643 $125,740,365x. Budget Deficit/Surplus 4,508,961 - 2,221,958 - 1,214,938 0 - 9,689,877 0 0 * Town Operating consists of gross appropriated /expended less direct and indirect enterprise funding. All In -levy debt sery ice also is included. ** Bonding for capital projects not included. Amount includes money for municipal cash capital and roads. ** By M G.L. Of 71 Sec. 34 requires most recent request of the regional school be placed within the budget It is likely that this number will change. * ** Enterprise Funds consist of Operating Appropriation /Expenditures, MW RA, Pine Meadows golf course operations and indirect costs. ***** In FY 2002, the Actual Tax Levy (w/out Debt Exclusion) is $70,316,565 after factoring in the FALL Reduction of $747,000. FY 2005 Appropriated Budget II -3 Budget Overview Program Summary This spreadsheet presents the appropriated budget by program. Information is provided for each major program or subprogram, and then divided by personal services and expenses. It is similar is design and order to the summary provided in the Annual Town Meeting Warrant recieved by citizens every Februrary and voted by Town Meeting annually in late spring. Detailed information on each program, subprogram and element can be found on pages VI -1 to XIII -44. 1000 Education 1100 Lexington Public Schools 1200 Regional Schools Total Education 2000 Shared Expenses 2100 Employee Benefits Contributory Retirement Non - Contributory Retirement General Insurance 2200 Debt Service Payment on Funded Debt Interest on Funded Debt Temporary Borrowng Exempt Debt 2300 Operating Articles Reserve Fund Municipal Salary Adjustment $ 53,081,796 $ 58,147,242 $ 61,490,887 $ 62,787,454 $ 67,399,798 $ 67,047,468 $ 66,357,468 811,455 $ 787,116 $ 843,566 $ 901,431 $ 928,474 $ 928,474 $ 928,474 $ 53,893,251 $ 58,934,358 $ 62,334,453 $ 63,688,885 $ 68,328,272 $ 67,975,942 $ 67,285,942 2,671,527 2,635,674 2,721,766 1,584,000 3,015,532 3,015,532 3,015,532 117,150 111,316 103,431 123,000 85,000 85,000 85,000 3,170,950 4,152,980 4,902,074 4,837,734 4,990,804 4,990,804 4,804,653 5,959,627 6,899,970 7,727,271 6,544,734 8,091,336 8,091,336 7,905,185 3,250,000 3,012,452 2,185,000 3,253,000 3,461,000 3,441,000 3,441,000 538,575 404,166 292,933 547,957 663,170 553,670 553,670 88,630 270,887 475,000 275,000 275,000 242,512 242,512 950,625 1,708,200 1,567,988 4,289,338 6,435,663 5,497,703 5,425,085 4,827,830 5,395,705 4,520,921 8,365,295 10,834,833 9,734,885 9,662,267 - - - 150,000 150,000 150,000 150,000 185,810 350,000 50,000 50,000 - - - 335,810 500,000 200,000 200,000 2400 Organizational Expenses Municipal Services and Expenses Personal Services 65,734 73,752 42,083 43,576 39,976 39,976 33,976 Expenses 93,592 80,053 94,589 97,400 102,400 102,400 102,400 159,326 153,805 136,672 140,976 142,376 142,376 136,376 Total Shared Expenses 3000 Community Services 3100 DPW General Fund 3500 Personal Services 2,801,758 Expenses 3700 Water Enterprise 3800 Sewer Enterprise 3600 Transportation 4,242,892 Personal Services 4,627,467 Expenses Total Community Services $ 10,946,783 $ 12,449,480 $ 12,384,864 $ 15,386,815 $ 19,568,545 $ 18,168,597 $ 17,903,828 3,300,117 3,244,220 3,500,939 2,873,647 3,147,937 2,873,965 2,801,758 4,365,121 3,596,674 4,464,710 3,974,600 5,147,725 4,067,463 4,020,096 4,242,892 4,396,026 4,627,467 5,437,920 6,031,920 5,717,042 5,717,042 7,456,954 7,312,908 7,174,309 8,047,157 7,719,525 7,383,253 7,383,253 19,365,084 18,549,828 19,767,425 20,333,324 22,047,107 20,041,723 19,922,149 33,253 64,706 67,950 - 65,184 65,184 65,184 219,955 247,603 278,770 388,844 225,844 225,844 253,208 312,309 346,720 - 454,028 291,028 291,028 $ 19,618,292 $ 18,862,137 $ 20,114,145 $ 20,333,324 $ 22,501,135 $ 20,332,751 $ 20,213,177 FY 2005 Appropriated Budget II -4 Budget Overview 4100 Law Enforcement Personal Services Expenses 4200 Fire Services Personal Services Expenses 3,635,807 3,850,602 3,873,317 3,305,920 3,891,362 3,855,631 3,855,631 370,820 387,243 405,789 415,140 415,140 415,140 415,140 4,006,627 4,237,845 4,279,106 3,721,060 4,306,502 4,270,771 4,270,771 3,205,313 3,278,795 3,505,567 3,159,420 3,928,792 3,571,007 3,571,007 304,537 292,433 462,234 385,673 481,011 432,289 432,289 3,509,850 3,571,228 3,967,801 3,545,093 4,409,803 4,003,296 4,003,296 Total Public Safety $ 7,516,477 $ 7,809,073 $ 8,246,907 $ 7,266,153 $ 8,716,305 $ 8,274,067 $ 8,274,067 5000 Culture and Recreation 64,280 68,257 153,843 76,181 104,951 - 6,000 $ 883,887 $ 934,034 $ 5100 Cary Memorial Library 978,963 $ 827,784 $ 833,784 Personal Services 1,172,695 1,366,312 1,530,513 1,204,181 1,463,791 1,400,313 1,400,313 Expenses 247,764 251,652 259,390 274,003 315,897 277,215 276,859 1,420,459 1,617,964 1,789,903 1,478,184 1,779,688 1,677,528 1,677,172 5200 Recreation Enterprise Personal Services 413,972 447,055 450,633 513,710 517,795 517,795 517,795 Expenses 739,953 711,036 761,235 813,562 899,560 899,560 899,560 5200 Recreation Enterprise 1,153,925 1,158,091 1,211,868 1,327,272 1,417,355 1,417,355 1,417,355 Total Culture and Recreation $ 2,574,384 $ 2,776,055 $ 3,001,771 $ 2,805,456 $ 3,197,043 $ 3,094,883 $ 3,094,527 6000 Social Services 6100 Council on Aging Personal Services 135,539 145,530 149,190 142,881 155,591 126,337 132,372 Expenses 175,485 164,024 162,579 179,140 181,542 179,140 151,999 311,024 309,554 311,769 322,021 337,133 305,477 284,371 6200 Human Services Veterans Admin & Benefits Personal Services 26,479 28,890 30,091 25,018 25,018 25,018 30,091 Expenses 22,498 32,187 24,963 23,381 23,381 23,381 23,381 Services for Youth 73,998 74,087 74,087 - 85,000 45,000 45,000 Developmentally Disabled 14,302 14,839 14,839 - 14,839 14,839 14,839 137,277 150,003 143,980 48,399 148,238 108,238 113,311 Total Social Services $ 448,301 $ 459,557 $ 455,749 $ 370,420 $ 485,371 $ 413,715 $ 397,682 7000 Community Development 7100 Office of Comm. Development Personal Services Expenses 7200 Planning Personal Services Expenses 7300 Economic Development Personal Services Expenses Total Community Development 572,897 585,965 608,457 537,348 622,705 576,477 576,477 45,918 53,342 58,271 38,360 58,360 58,360 58,360 618,815 639,307 666,728 575,708 681,065 634,837 634,837 148,460 176,528 191,032 168,734 184,497 184,497 184,497 52,332 49,942 38,172 8,450 8,450 8,450 8,450 200,792 226,470 229,204 177,184 192,947 192,947 192,947 55,918 57,596 78,859 19,480 28,374 - 6,000 8,362 10,661 74,984 56,701 76,577 - - 64,280 68,257 153,843 76,181 104,951 - 6,000 $ 883,887 $ 934,034 $ 1,049,775 $ 829,073 $ 978,963 $ 827,784 $ 833,784 FY 2005 Appropriated Budget II -5 Budget Overview 8000 General Government 8100 Board of Selectmen FY 2005 Appropriated Budget II -6 Budget Overview Board of Selectmen Admin. Personal Services 60,708 67,974 80,086 60,813 61,983 61,983 61,983 Expenses 44,503 55,353 60,288 69,150 69,150 69,150 69,150 Legal 284,998 325,000 322,785 225,000 225,000 225,000 225,000 Town Report 6,000 5,966 6,000 6,000 6,000 6,000 6,000 396,209 454,293 469,159 360,963 362,133 362,133 362,133 8200 Town Manager Personal Services 306,819 317,369 349,748 324,919 327,103 327,103 352,103 Expenses 14,389 15,323 11,494 14,667 14,667 14,667 14,667 321,208 332,692 361,242 339,586 341,770 341,770 366,770 8300 Town Committees Appropriations Committee 340 951 470 1,000 1,000 1,000 1,000 Misc. Boards and Committees 6,893 8,838 5,140 8,755 8,755 8,755 8,755 Public Celebrations Committee 17,477 24,910 23,936 25,000 25,000 25,000 25,000 24,710 34,699 29,546 34,755 34,755 34,755 34,755 8400 Finance Personal Services 722,504 773,785 824,318 731,128 729,231 658,902 658,902 Expenses 177,476 194,484 189,577 259,900 224,200 222,700 221,700 899,980 968,269 1,013,895 991,028 953,431 881,602 880,602 8500 Town Clerk Personal Services 155,506 162,794 171,775 135,160 164,149 126,446 126,446 Expenses 33,980 33,875 36,237 30,425 37,600 30,425 30,425 Elections Personal Services 46,935 46,226 63,430 40,170 64,240 64,240 64,240 Elections Expenses 22,097 31,955 25,545 22,050 28,700 28,700 28,700 258,518 274,850 296,987 227,805 294,689 249,811 249,811 8600 Management Information Systems Personal Services 143,008 146,141 160,388 153,280 165,065 165,065 165,065 Expenses 194,617 191,605 192,737 140,900 180,500 205,900 190,900 337,625 337,746 353,125 294,180 345,565 370,965 355,965 Total General Government $ 2,238,250 $ 2,402,549 $ 2,523,954 $ 2,248,317 $ 2,332,343 $ 2,241,036 $ 2,250,036 Total Operating $ 98,119,625 $ 104,627,243 $ 110,111,618 $ 112,928,443 $ 126,107,977 $ 121,328,775 $ 120,253,043 Tax Levy Cash Capital $ 821,419 $ 1,178,723 $ 1,074,500 $ 671,272 $ 989,868 $ 989,868 $ 1,307,322 School Cash Capital $ 185,000 $ 125,000 $ - $ - $ - Enterprise Cash Capital $ 590,000 $ 635,000 $ 853,000 $ 740,000 $ 1,280,000 $ 1,280,000 $ 1,280,000 FY 2005 Appropriated Budget II -6 Budget Overview Three -Year Projections METHODOLOGY The table on the next pages shows projections of total expenditure requirements and revenues for the next three years. Projections are calculated in the aggregate, using conservative assumptions, with the intention of giving an overall perspective on the Town's budget situation. The projections are presented in sequence with the currentyear and three prior years for comparisons. In the operating budget, wage projections are complicated by the fact that most contracts have not been settled beyond the current budget year. A base percentage increase in each year is augmented by program restorations and improvements for both school and municipal departments. Benefits are projected to increase around 15% on average for the next three years. This is a conservative estimate of growth for costs in an industry that is very volatile and difficult to predict. Expenses are projected to increase about 2.5% per year, plus increases and adjustments. On the municipal side, the final year of the NESWC contract in FY2006 will result in lower than previously anticipated expense costs. The additional increase for the schools is intended to reflect projected increased enrollment and special education costs in the upcoming years. Capital budget assumptions have been made according to the Cash Capital Investment Plan that has been adopted by the Board of Selectmen. General Fund cash capital is projected based on the five -year policy plan, these numbers are volatile because the policy is under review. Enterprise articles are projected based on actual departmental requests in the 5 -year Capital Improvements Program for future years, assuming most of the projects are funded with cash rather than borrowing. The FY 2006 through FY 2008 projections reflect the issuance of debt excluded from Proposition 2'/: $52 million for the secondary schools, $18 million of the elementary school project, the $3.4 million for Lincoln Park, and $2 m llion of the roads funding. School Building Assistance Board (SBAB) reimbursement for the secondary school project is projected to begin in FY2006. The amount and degree of reimbursement may change as more information becomes available in regards to reimbursement for school construction from the Commonwealth. On the revenue side, State Aid is projected to be level funded from FY 2006 through FY 2008. Local receipts are similarly projected at 90% of the prior fiscal years (FY 2004) actual amounts. Free cash to balance the budget is projected to taper off to zero, so that beginning this fiscal year, available funds consist only of Parking and Cemetery funds. Enterprise revenues are projected to keep pace with expenditure requirements. RESULTS These projections forecast a sizable gap between the cost of providing the current level of services and the revenue that may be generated over the next several years. In FY2006, the preliminary gap is projected to be roughly $5.23 million. No projection is made for the timing or amount of any future operating overrides or debt exclusions. The Town Manager, School Superintendent, and elected boards have discussed strategies for reducing the projected deficits. The School and Town leadership staff have pledged to work collaboratively and identify refinements in expenditures and revenues. FY 2005 Appropriated Budget II -7 Budget Overview Budget History and Three -Year Forecast Expenditures Town Wages Town Benefits Retirement, Workers Comp, Etc. Town Expenses (excl. debt) Total Town Gen. Fund (less debt) Public Schools Wages School Benefits /Medicare School Expenses Regional Vocational School Total Education $11,597,064 $13,068,454 $13,496,604 $14,275,760 1,952,636 2,467,168 3,557,810 $4,246,253 2,862,345 3,094,358 2,904,936 $3,019,812 6,365,258 6,668,943 6,017,657 $7,141,778 22,777,303 25,298,923 25,977,007 28,683,603 36,641,456 38,998,899 41,716,051 43,900,810 3,857,510 3,940,603 6,068,707 7,258,919 8,559,482 10,142,294 10,362,484 10,331,158 797,604 811,455 787,116 843,566 49,856,052 53,893,251 58,934,358 62,334,453 Existing Debt (Principal, Interest) 3,210,374 3,788,575 3,416,618 2,477,933 Authorized /Unissued and new Debt (Prin., Int.) 0 0 0 0 Cash Capital Policy 715,500 321,419 628,723 759,500 Other Capital 0 500,000 500,000 500,000 Total Capital and Debt 3,925,874 4,609,994 4,545,341 3,737,433 Temporary Borrowing 106,386 88,630 270,887 475,000 Existing /Projected Exempt Debt 69,375 950,625 1,708,200 1,567,988 MI. Capital & Debt (Including Exempt Debt) 4,101,635 5,649,249 6,524,428 5,780,421 Water Enterprise 4,856,688 5,115,572 5,297,552 5,899,376 Sewer Enterprise 7,751,713 7,744,433 7,769,308 8,414,765 Recreation Enterprise 1,180,991 1,239,616 1,253,313 1,342,288 Enterprise Articles 610,000 590,000 635,000 853,000 Total Enterprise 14,399,392 14,689,621 14,955,173 16,509,429 Town Meeting Articles 0 0 50,000 0 Supplemental Appropriation 0 0 542,148 50,000 Assessments and Offsets 2,905,273 2,924,537 3,088,401 2,094,060 Assessors' Overlay incl.above incl.above incl.above 372,619 Prior Year Deficits & Judgments 199,059 79,753 384,232 601,532 Total Suppl, Assmts, Prior Year 3,104,332 3,004,290 4,064,781 3,118,211 '.Total Expenditure Requirements $94,238,714 $102,535,334 $110,455,747 $116,426,117 Revenue State Ad* $8,528,199 $9,976,815 $10,466,658 $9,626,097 Local Receipts 9,177,275 10,586,536 10,118,108 9,722,316 Available Funds 2,627,943 1,663,694 2,379,737 3,557,418 Enterprise Revenue 14,787,907 16,082,362 13,244,521 16,509,429 Non -Tax Levy Revenue 35,121,324 38,309,407 36,209,024 39,415,260 Previous Year Tax Levy Allowable 2 1/2% Inc. Allowable New Constr. Voter Approved Override Real Est.Tax Levy Limit Actual Tax Levy (w /out Debt Excl. or PAYT) PAYT Tax Levy Reduction Existing /Projected Debt Exclusion 57,904,293 61,322,549 67,831,893 71,101,282 1,447,607 1,533,064 1,695,797 1,777,532 1,970,649 1,535,451 1,573,592 1,350,048 0 3,440,829 0 0 61,322,549 67,831,893 71,101,282 74,228,862 61,144,139 67,784,263 71,063,565 74,227,931 (747,000) 120,000 950,625 1,708,200 1,567,988 Budget Deficit /Surplus 2,146,749 4,508,962 (2,221,958) (1,214,938) *FY03 marked the end of SBAB funding for a 1986 school project. Stated aid reflected a decrease of $702,497. SBAB reimbursement for the secondary schools is projected to begin in FY2006. FY 2005 Appropriated Budget 11 -8 Budget Overview $12,082,531 $13,147,817 $14,042,252 $14,963,519 $15,912,425 3.0% inc. FY2006 -8, plus prog. Imp. 3,603,282 3,969,387 4,564,795 5,249,514 6,036,941 15% increase in BY 2005- FY2007 2,310,224 3,313,346 4,028,116 4,244,853 4,473,846 3.0% inc. in BY 2006 -8, 6.0% for retirement 6,548,253 6,673,438 7,024,274 7,199,881 7,379,878 2.5% inc. FY2006 -8, + / -NESWC adj, + prog. Imp. 24,544,290 27,103,988 29,659,436 31,657,767 33,803,090 43,712,525 45,192,933 47,813,637 50,466,468 53,253,035 3.0% COLA, 2% step,+ add.staff 8,934,443 9,757,962 11,221,656 12,904,905 14,840,640 15% increase in BY 2005- FY2007 10,140,486 11,406,573 12,332,899 13,113,999 13,849,405 Base 2.5% Inc., 10% for spec. ad. 901,431 928,474 956,328 985,018 1,014,569 3.0% increase in FY2006- FY2008 63,688,885 67,285,942 72,324,521 77,470,390 82,957,649 3,800,957 3,994,670 3,210,750 2,570,797 1,708,883 Based on debt schedule + projected issuance 0 0 1,518,720 1,164,216 1,124,712 Based on projected issuance + authorization 296,322 807,322 137,252 1,229,439 2,278,417 Based on Cash Capital 5% Policy 500,000 500,000 500,000 500,000 500,000 Level Funded at $500,000 4,597,279 5,301,992 5,366,722 5,464,452 5,612,012 275,000 242,512 275,000 275,000 275,000 Level Funded each year 4,289,338 5,325,085 6,658,313 6,655,026 5,924,513 Based on debt schedule + projected issuance 9,161, 617 10, 869, 589 12,300,035 12, 394, 478 11, 811, 525 6,275,048 6,554,170 6,852,385 7,164,168 7,490,138 Based on Water Enterprise Expense Trends 8,796,226 8,132,321 8,475,505 8,833,171 9,205,931 Based on Sewer Enterprise Expense Trends 1,454,272 1,614,355 1,682,965 1,754,491 1,829,057 Based on Rea. Enterprise Expense Trends 710,000 1,280,000 2,120,000 1,775,000 1,790,000 Based on Cash Capital Plan 17, 235, 546 17, 580, 846 19,130,855 19, 526, 831 20, 315,126 0 0 0 0 0 0 0 0 0 0 1,878,681 1,950,000 1,998,750 2,048,719 2,099,937 2.5% increase BY 2006 -2008 450,000 950,000 500,000 500,000 500,000 Varies. BY 2005 is a revaluation year. 719,146 0 0 0 0 3,047,827 2,900,000 2,498,750 2,548,719 2,599,937 $117,678,165 $125,740,365; $135,913,596 $143,598,184 $151,487,327 $7,894,598 $7,950,556 $7,950,556 $7,950,556 $7,950,556 Level funded at reduced level 9,314,975 9,333,423 8,383,478 8,383,478 8,383,478 Level funded BY 2006 -2008 at 90% of BY 2004. 943,551 375,000 400,000 400,000 400,000 Gradually reduce free cash use for budget 17,335,546 17,580,846 19,130,855 19,526,831 20,315,126 Equals Enterprise Expenses 35,488,670 35,239,825 35,864,888 36,260,864 37,049,159 74,228,862 78,000,158 85,175,455 88,054,841 91,006,212 Prev. Yr. Total Tax Levy 1,855,722 1,950,957 2,129,386 2,201,371 2,275,155 2.5% Established by Proposition 2 12 1,915,573 1,000,000 750,000 750,000 750,000 Level Funded at BY 2005 Level 0 4,224,340 0 0 0 No projection made 78,000,157 85,175,455 88,054,841 91,006,212 94,031,368 0 0 0 0 0 4,189,338 5,325,085 6,658,313 6,655,026 5,924,513 Equals Exempt Debt Expenses $117,678,165 _ $125,740,365; $130,578,043 $133,922,103 .: $137,005,040 , - (5,335,554) (9,676,082) (14,482,287) All out year projections are either School or Town staff estimates and have not been voted on by either the Board of Selectmen or the Schc FY 2005 Appropriated Budget 11 -9 Budget Overview 6uilunoaad punj pue sanuanaZI :III uoiJaaS Revenues and Fund Accounting Funding for services provided to Lexington residents comes from a variety of sources. The Town strives to maintain a diversified and stable revenue system that will provide shelter from short -nun fluctuations in any one revenue source and ensure the ability to provide ongoing services. Total budgeted revenue, regardless of the source, is equal to $125,740,365 in FY 2005. The information contained in this section is intended to accomplish the following goals: • Describe different revenues sources for the Town of Lexington; • Detail the composition of the general fund; and • Explain the basis for accounting and budgeting for the Town of Lexington; GENERAL FUND General Fund available resources for FY 2005 are anticipated to be $108,159,518. Property taxes revenues are the largest source of funding for the Town of Lexington general fund (83.7% - split 78.8% for tax levy services and 4.9 for debt service on exempt projects), followed by local receipts (8.6 %), state aid (7.4 %) and available funds (0.3 %). These revenues help support school, police, fire, public works, library, and general governmental services to the community. General Fund accounting is done on a modified accrual basis meaning that revenues are recognized when they become measurable or available (cash basis), while expenditures are accounted for in the accounting period incurred (accrual basis). Composition of the general fund: The Town of Lexington draws upon several sources for its revenue stream. The major funds are the general fund, water /sewer /recreation enterprise funds, local receipts, state aid and available funds. The Town of Lexington is most heavily reliant upon the property tax levy, which is explained in greater detail on the following pages. Enterprise funds are generated through direct fees for service. The percentage breakdown of revenues is provided for below. Descriptions of each revenue category are provided below. FY 2005 Revenue Breakdown Water/ Sewer Enterprise Recreation 12.6 °k Enterprise 1.4% State Aid 6.3% Local Receipts Property 7.4% Tax Available 72.0 °k Funds 0.3% General Fund Breakdown Exempt Debt (Tax Levy) 4.9% State Aid 7.4% Local Receipts 8.6% Available Funds 0.3% Property Tax Chapter 59, Section 21C, of the Massachusetts General Laws, a statute commonly known as "Proposition 2% ", limits the incremental increase in property taxes that may be assessed in any town to not more than 2' /z% of the previous year's tax levy (real estate and personal property) plus new construction. This level of overall growth determines the tax levy limit. Lexington's general practice has been to raise the property tax levy to the limit in accordance with Proposition 2%. A detailed chart showing the previous ten years of levy limits is shown at the beginning of the next page (Figure 1) FY 2005 Appropriated Budget III - 1 Revenues and Fund Accounting Two provisions within Proposition 2 % allow the citizens of a community to raise revenues outside of the tax limitation by popular vote. • An override vote allows a predetermined sum of tax revenues to be generated over and above the normally allowable growth in the previous year's tax levy limit. 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. • A debt exclusion is a specific voter approved bond authorization with a debt schedule that is funded outside the tax levy limit. These funds are raised and are tracked separate from those subject to the levy limit. They are not added to the tax levy limit for the following fiscal year. Lexington property owners pay taxes to the Town based on the assessed value of their real and/or personal property. Each year a tax rate is established for both residential and commercial property. The Town Assessor assesses real estate in order to properly reflect fair market value. In addition to real estate, businesses also pay a personal property tax (at the commercial rate) based on the value of their equipment, furniture, fixtures, and inventory used in conducting their business. The amount of taxes a property owner pays is determined by multiplying the applicable tax rate by each thousand dollars of assessed value. 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. The table below provides a history of the average residential tax bill (just single family dwellings which are state class 101), the average residential valuation, and the residential tax rate for the Town of Lexington. Figure 2: Average Single - Family Residential Tax Bill: Fiscal Year 1997 -2004 1997 Figure 1: Total Tax Levy Limit, FY 1996 -2005 1999* Dollars 2001 2002* 2003 2004 Average Bill $4,416.2 $4,541.30 $4,603.81 $90,000,000 $5,171.00 $5,391.84 $5,770.00 $6,429.00 6 $80 '. Average Value $318,174 $338,146 $359,954 $382,739 $427,000 $478,000 $527,000 $614,000 Tax Rate 13.88 13.43 12.79 12.25 12.11 11.28 10.95 10.47 $70 $60 N ro. $50 rn ro LQ Ld $40000000 o N �.. °� N m $30000000 $20000000 m M $10000000 $0 ' I Fiscal 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 Year Two provisions within Proposition 2 % allow the citizens of a community to raise revenues outside of the tax limitation by popular vote. • An override vote allows a predetermined sum of tax revenues to be generated over and above the normally allowable growth in the previous year's tax levy limit. 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. • A debt exclusion is a specific voter approved bond authorization with a debt schedule that is funded outside the tax levy limit. These funds are raised and are tracked separate from those subject to the levy limit. They are not added to the tax levy limit for the following fiscal year. Lexington property owners pay taxes to the Town based on the assessed value of their real and/or personal property. Each year a tax rate is established for both residential and commercial property. The Town Assessor assesses real estate in order to properly reflect fair market value. In addition to real estate, businesses also pay a personal property tax (at the commercial rate) based on the value of their equipment, furniture, fixtures, and inventory used in conducting their business. The amount of taxes a property owner pays is determined by multiplying the applicable tax rate by each thousand dollars of assessed value. 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. The table below provides a history of the average residential tax bill (just single family dwellings which are state class 101), the average residential valuation, and the residential tax rate for the Town of Lexington. Figure 2: Average Single - Family Residential Tax Bill: Fiscal Year 1997 -2004 1997 1998 1999* 2000 2001 2002* 2003 2004 Average Bill $4,416.2 $4,541.30 $4,603.81 $4,688.55 $5,171.00 $5,391.84 $5,770.00 $6,429.00 6 Average Value $318,174 $338,146 $359,954 $382,739 $427,000 $478,000 $527,000 $614,000 Tax Rate 13.88 13.43 12.79 12.25 12.11 11.28 10.95 10.47 " Note: Thisw saDepa&t tofRevenuereuzh"bnyvar. FY 2005 Appropriated Budget III - 2 Revenues and Fund Accounting State Aid The Commonwealth allocates a portion of generated revenue to municipalities each year for education and general governmental expenditures. These payments are derived primarily from the State Lottery and a percentage of State taxes including: personal income, sales and use, and corporate excise tax. The amount of state aid each community will receive is determined by formula and itemized in a financial statement, referred to as the cherry sheet, and traditionally printed on cherry colored paper. In FY 2005 the Town of Lexington expects to receive $7,950,556 in State Aid, approximately the same as in FY 2004. This amount will continue to change as policymakers continue to construct the budget at the state level. *Figure 3 Note: Amountshown for FY 2005 is suhjeet to change throughout FY 2005 as circumstances warrant. Local Receipts Local Receipts are those revenue sources collected by the Town. They include monies collected for the Lexington Public Schools, investments, fines & forfeitures, motor vehicle excise taxes, hotel/motel excise taxes and other fees & permits. The ten -year trend is shown in Figure 4. Figure 4: Total Local Figure 3: Total State Aid, FY 1996 - 2005" Dollars Dollars $12,000,000 ......... ......... ......... $12,000,000 ......... ......... $10,000,000 $10,000,000 $8,000,000 M N $6,000,000 n $8,000,000 m N LO $6,000,000 $4,000,000 N N (D $2,000,000 N t4 N M (O (O M $4,000,000 $0 N N N. N p) $2,000,000 N 1999 2000 2001 2002 2003 2004 2005 Year N N � $0 Fiscal 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 Year *Figure 3 Note: Amountshown for FY 2005 is suhjeet to change throughout FY 2005 as circumstances warrant. Local Receipts Local Receipts are those revenue sources collected by the Town. They include monies collected for the Lexington Public Schools, investments, fines & forfeitures, motor vehicle excise taxes, hotel/motel excise taxes and other fees & permits. The ten -year trend is shown in Figure 4. transportation fees is included in this category. Local Receipt Categories: 1. School Revenue Revenue received by Lexington Public Schools from athletic fees, rental of school facilities, and bus 2. Investment Income The Town cams interest on cash invested in short -term securities. The investment goal is to generate revenue, FY 2005 Appropriated Budget III - 3 Revenues and Fund Accounting Figure 4: Total Local Receipts, FY 1996 -2005 Dollars $12,000,000 ......... ......... ......... ......... ......... ......... $10,000,000 $8,000,000 M N $6,000,000 n m N LO LQ $4,000,000 $2,000,000 3 c e3 ea Fy . F» $0 Fiscal 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 Year transportation fees is included in this category. Local Receipt Categories: 1. School Revenue Revenue received by Lexington Public Schools from athletic fees, rental of school facilities, and bus 2. Investment Income The Town cams interest on cash invested in short -term securities. The investment goal is to generate revenue, FY 2005 Appropriated Budget III - 3 Revenues and Fund Accounting while minimizing risk, and ensure the availability of cash to meet expenditures. The amount of investment income is a function of the amount of funds invested and the interest rate. 3. Fines & Forfeitures Revenue collected from court fines, penalty charges for overdue taxes, non - criminal fines, and other minor property forfeitures, is included in this category. 4. Motor Vehicle Excise All 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' /z percent or $25 for each $1,000 of the vehicle's value. 5. Other Excise (Hotel/Motel & 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. Additionally, the State collects revenue from a jet fuel tax. Part of this revenue is re- apportioned to the towns whose property contains airfields. 6. Other Fees & Charges Revenue is received from fees or charges by the Office of Community Development, Planning Department, Engineering, and the Department of Public Works. Also included in this category are collections from licenses and permits, ambulance fees, municipal liens, and building rentals. ENTERPRISE REVENUE Enterprise revenues for FY 2005 are anticipated to be $17,580,846. The Town created enterprise funds for water and sewer operations in 1988. A similar fund was established for Recreation services when the Town purchased the Pine Meadows Golf Club. Enterprise funds are used for activities that are fully financed through user charges. Thus, all direct and indirect costs of the operation for the water and sewer functions, and all direct and most indirect costs of the recreation enterprise have been built into the fees /rates charged. The three Enterprise Funds -- Recreation, Water and Sewer -- are each operated as distinct, self - supporting entities. In each case, operating expenses are balanced against revenues generated from user fees over the long run. In most cases, capital projects have also been supported by Enterprise revenues with the purchase of Pine Meadows Golf Club being the major exception. Budgeting for all Enterprise Funds is done on a GAAP (Generally Accepted Accounting Principles) or full accrual basis. This means that expenditures and revenues are accounted for in the accounting period incurred. Water and Sewer Users of sewer and water services provided by the Town pay charges depending upon metered water consumption. Since FY 1988, water and sewer operations have been financially accounted for by the Town on an Enterprise Fund basis. Revenue received from charges for sewer and water services is used to fully support the costs of the utility operation, such as Massachusetts Water Resources Authority (MWRA) assessments, debt service obligations, personal service costs, and capital projects. Charges for services are based on a rate structure corresponding to usage. Charges rise as usage increases. The Board of Selectmen sets the water and sewer rates to cover expenditures. Actual revenues oscillate with the level of consumer use, depending on variables such as the weather. The Town pays the MWRA assessments to supply quality water and dispose of Town sewage. In FY2004, the MWRA water rate was assessed at $1,465.36 per million gallons. Recreation The Recreation Enterprise Fund includes Pine Meadows Golf Club, a nine -hole golf course purchased by the Town in 1988, and town wide recreational facilities including aquatics and tennis. Users of Town recreational facilities and teams participating in Town sponsored sports pay fees for these services. Revenue collected from these fees covers providing instructors, coaches, and referees, recreation program management, part of the cost of maintaining facilities, as well as some recreation related capital improvements for revenue - producing recreation facilities. SPECIAL REVENUE FUNDS Special Revenue funds are those funds that have a specific purpose that is restricted by law. A complete description and listing of those revenues is found on page III -9. FY 2005 Appropriated Budget III - 4 Revenues and Fund Accounting OTHER AVAILABLE REVENUE FUNDING "Free Cash" The surplus of revenue over expenditures at the end of each fiscal year less all outstanding tax receivables is called unreserved fund balance or "free cash." The "free cash" amount is certified annually by the Department of Revenue as of July 1. Town Meeting may appropriate these funds as a resource for the following fiscal year's operations. A surplus is generated when actual revenues exceed those estimated and/or expenditures are less than appropriations. Stabilization Fund The Town accumulates funds for multi -year capital projects, particularly equipment needs, through the use of the Stabilization Fund. Any money voted to the Stabilization Fund remains in the Fund until Town Meeting appropriates the money, and does not close out at the end of the fiscal year. In addition, any interest earned remains in the fund and is re- invested in capital projects. Town Meeting approved the establishment of this fund in FY 1998. In FY 2001, $123,050 was appropriated to the stabilization fund toward replacement of an ambulance. This money was appropriated in FY 2002 when the ambulance was purchased. In FY 2004, $111,142 was placed in the stabilization fund for the purpose of replacing Fire Engine 2 sometime in the future. In order to combine. Article Transfers and Trusts Projects from previous year Town Meeting article appropriations often 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. Receipts Reserved for Appropriation Revenue received in a fiscal year which was not anticipated and used in setting the tax rate can be set aside and reserved for appropriation by the appropriating body or revert to the General Fund at year end. Revenue received from the sale of real estate can be applied to retire debt service in accordance with M.G.L.C. 44, S. 63A. BASIS OF ACCOUNTING AND BASIS OF BUDGETING The following descriptions detail how the Town of Lexington performs its accounting and budgeting. General Fund Basis of Accounting: General fund accounting is done on a modified accrual basis meaning that revenues are recognized when they become measurable or available (cash basis), while expenditures are accounted for in the accounting period incurred (accrual basis). Basis of Budgeting: The budgetary data for the general fund and proprietary funds is based upon accounting principles that differ from generally accepted accounting principles (GAAP). Therefore, in addition to the GAAP basis financial statements, the results of operations of the general fund are presented in accordance with budgetary accounting principles to provide a meaningful comparison with budgetary data. Enterprise Fund Basis of Accounting: All proprietary (other than recreation enterprise), nonexpendable and pension trust funds are accounted for on a flow of economic resources measurement focus. The accrual basis of accounting is used by proprietary (other than recreation enterprise), nonexpendable and pension trust funds. Their revenues are recognized when they are incurred. Basis of Budgeting: Budgeting for all enterprise funds is done on a GAAP (Generally Accepted Accounting Principles) or full accrual basis. This means that expenditures and revenues are accounted for in the accounting period incurred. REVENUE TABLES The following pages detail the revenue sources for the Town of Lexington. Page III -6 shows the revenue summary. Page III -7 shows revenues by fund. Page I11-8 shows fund balances as of the close FY 2003. Finally, page III -9 shows a line -by -line accounting of all special revenue funds. FY 2005 Appropriated Budget III - 5 Revenues and Fund Accounting Revenue Summary This spreadsheet summarizes all revenues for the Town of Lexington. It is divided into the five major subgroups of revenue for the Town: State Aid, Local Receipts, Available Funds, the Property Tax Levy, and Enterprise Funds. Actual collections are shown for Fiscal Years 2001 through 2003. Projected collections are shown for Fiscal Years 2004 and 2005. State Aid State Aid (Operating) 9,068,615 9,602,681 9,464,610 7,708,779 7,708,779 7,764,737 7,764,737 55,958 Additional Lottery Receipts - - - - - - - - StateAid(Capital) 863,984 863,977 161,487 185,819 185,819 185,819 185,819 - Prior Year Overestimates 44,216 165,198 19,200 15,000 15,000 - - (15,000) Total State Aid $9,976,815 $10,466,658 $9,626,097 $7,894,598 $7,894,598 $7,950,556 $7,950,556 55,958 Local Receipts 1,663,694 2,379,737 3,557,418 943,551 303,218 375,000 375,000 (568,551) PAYT Revenue - 713,000 - - - - - - School Revenue 650,866 706,552 700,000 1,000,000 771,220 771,220 771,220 (228,780) Investment Income 1,233,616 699,446 600,000 350,000 396,111 396,111 396,111 46,111 Fines & Forfeitures 262,833 261,414 260,000 250,000 276,318 276,318 276,318 26,318 Motor Vehicle Excise Tax 3,921,089 3,782,090 3,900,000 3,800,000 3,748,998 3,748,998 3,748,998 (51,002) Other Excise Tax(Hotel/Motel) 548,187 428,688 425,000 400,000 396,418 396,418 396,418 (3,582) Other Fees and Charges 3,969,945 3,526,918 4,210,000 3,480,000 3,744,358 3,744,358 3,744,358 264,358 Total Local Receipts 10,586,536 10,118,108 10,095,000 9,280,000 9,333,423 9,333,423 9,333,423 53,423 Available Funds Free Cash 925,074 1,691,923 3,250,000 640,333 - - - (640,333) Stabilization fund - 123,050 - - - - - - Parking Meter Revenue 389,224 299,566 188,218 188,218 188,218 275,000 275,000 86,782 Receipts Reserved for Approp. 166,771 165,198 19,200 15,000 15,000 - - (15,000) Article Transfers & Trusts 182,625 100,000 100,000 100,000 100,000 100,000 100,000 Total Available Funds 1,663,694 2,379,737 3,557,418 943,551 303,218 375,000 375,000 (568,551) Tax Levy Previous Year Levy Limit 61,322,549 67,831,893 71,101,282 74,228,862 78,000,157 78,000,157 78,000,157 3,771,295 Allowable 212 %Increase 1,533,064 1,695,797 1,777,532 1,855,722 1,950,957 1,950,957 1,950,957 95,235 Allowable New Construction 1,535,451 1,573,592 1,350,048 1,915,573 1,000,000 1,000,000 1,000,000 (915,573) Voter Approved Override 3,440,829 4,910,000 4,224,340 4,224,340 Total Tax Lew Limit 67,831,893 71,101,282 74,228,862 78,000,157 80,951,114 85,861,114 85,175,454 7,175,297 PAYT Tax Levy Reduction (747,000) Total Debt Exclusion 950,625 1,708,200 1,567,988 4,189,338 6,435,663 5,397,703 5,325,085 1,135,747 General Fund Revenue Total j $ 90,961,933 $ 94,989,268 $ 99,075,355 $ 100,307,644 $ 104,918,016 $ 108,917,796 $ 108,159,518 7,851,8741 Enterprise Revenue Water /Sewer Enterprise 14,527,422 11,713,169 14,867,141 15,731,274 17,029,394 15,836,492 15,836,492 105,218 Recreation Enterprise 1,554,940 1,531,352 1,642,288 1,604,272 1,514,355 1,744,355 1,744,355 140,083 Total Enterprise Revenue 16,082,362 13,244,521 16,509,429 17,335,546 18,543,749 17,580,847 17,580,847 245,301 FY 2005 Appropriated Budget 111 -6 Revenue and Fund Accounting FY 2005 Appropriated Budget by Fund Education $ 67,285,942 $ - $ - $ - $ - $ - $ - $ 67,285,942 Shared Expenses $ 17,551,529 $ 159,179 $ 71,120 $ 122,000 $ - $ - $ - $ 17,903,828 Community $ 5,942,030 $ 6,170,655 $ 7,836,866 $ 75,000 $ 88,626 $ 100,000 $ - $ 20,213,177 Services Recreation Cemetery Development Capital p 1.4% 0.1% Receipts Social Public Safety $ 8,087,693 $ - $ - $ - $ 186,374 $ - $ - $ 8,274,067 Library $ 1,677,172 $ - $ - $ - $ - $ - $ - $ 1,677,172 Recreation $ - $ - $ - $ 1,417,355 $ - $ - $ - $ 1,417,355 Social Services $ 397,682 $ - $ - $ - $ - $ - $ - $ 397,682 Community $ 833,784 $ - $ - $ - $ - $ - $ - $ 833,784 Development Community General $ 1,801,364 $ 224,336 $ 224,336 $ - $ - $ - $ - $ 2,250,036 Government 16.1 % General Capital Budget $ 1,307,322 $ 400,000 $ 750,000 $ 130,000 $ - $ - $ - $ 2,587,322 Intergovt Charges/ $ 2 $ - $ - $ - $ - $ - $ - $ 2,900,000 Assessors Overlay 53.5% 14.2% *Includes funds from tax levy, local receipts, state aid, and Free Cash. FY 2005 Appropriated Budget by Fund FY2005 Appropriated Budget by Program Parking General 0.% 2 Community Government Recreation Cemetery Development Capital p 1.4% 0.1% Receipts Social 0.7% 1.8% Budget Intergovt Sewer 0.0% Services 03% 2.1% Charges/ 7.1% Recreation Assessor's Overlay Water . 11 % 2.3% 5.5% Library 1.3% Public Safety 6.6% Community Services 16.1 % General 85.7% Shared Education Expenses 53.5% 14.2% FY 2005 Appropriated Budget III - 7 Revenues and Fund Accounting Summary of Town Fund Balances Combined Summary of Revenues & Expenditures - FY 2003 Actuals This spreadhseet shows beginning and ending fund balances for FY 2003. Beginning balances (as of July 1, 2002) are shown on the first line, followed by all revenues received by category (Tax levy, integovernmental revenue /state aid, fees, etc.) on the left - hand side of the page. Expenditures are shown by service category (education, public safety, public works, etc.). FY 2003 actuals are provided because it is the most recent fiscal year for which data is available. Beginning Balances $ 8,129,124 $ 26,460,590 $ 20,254,050 $ 2,109,137 $ 4,354,579 $ 11,977,737 $ 1,605,105 $ 74,890,322 REVENUES General Government $ 3,895,493 $ 372,817 $ 50,440 Property Taxes, net $ 75,024,859 Public Safety $ 8,842,307 $ 1,082,061 $ 196,293 $ 108,426 $ 10,229,086 Education $ 75,024,859 Intergovernmental $ 8,322,274 $ 75,992,840 Public Works $ $ 4,416,576 $ 1,092,462 $ 2,840 $ 13,834,152 MV& Other Excise Tax $ 4,318,141 $ 212,801 $ 15,189,893 $ 16,014,470 Culture and Recreation $ 2,537,964 $ 1,272,670 $ $ 4,318,141 Departmental Fees &Charges $ 2,148,625 $ 7,915,541 $ 6,866,808 $ 1,493,333 $ 4,310,461 $ 1,250,000 $ 124,099 $ 24,108,867 Investment Income $ 1,477,561 $ 74,932,258 Pension /Insurance $ $ 178,236 20,940 $ 78,857 $ 1,734,654 Special Assessments $ 54,064 $ 54,064 In -Lieu Payments $ 1,084,567 $ 1,084,567 Penalties & Interest $ 230,594 $ 38,350 $ 3,076 $ 5,895 $ 277,915 Licenses & Permits $ 1,185,878 $ 1,185,878 Fines & Forfeits $ 287,831 $ 287,831 Bond Proceeds $ 1,320,000 $ 88,499,000 Employee Contributions/Other $ 13,733,441 TOTALREVENUM s $ 94,154;384 $ 7,953,881 $ .0,868,883 $ s 1,499,229 t$ 10,225,273 $ 90,841,,482 $ 13,959,257 $ 121,910,928 Transfers from other funds $ 1,981,100 $ 30,000 $ 830,000 $ 513,500 $ 3,354,600 EXPENDITURES General Government $ 3,895,493 $ 372,817 $ 50,440 $ 4,318,750 Public Safety $ 8,842,307 $ 1,082,061 $ 196,293 $ 108,426 $ 10,229,086 Education $ 62,709,090 $ 5,703,635 $ 7,580,115 $ 75,992,840 Public Works $ 6,855,432 $ 6,017,174 $ 4,566,218 $ 1,593,984 $ 909,466 $ 19,942,273 Health and Human Services $ 611,776 $ 212,801 $ 15,189,893 $ 16,014,470 Culture and Recreation $ 2,537,964 $ 1,272,670 $ 94,498 $ 8,150,797 $ 14,966 $ 12,070,895 State and County Assessments $ 770,027 $ 770,027 Debt Service $ 4,520,920 $ 296,338 $ 530,000 $ 69,585,000 $ 74,932,258 Pension /Insurance $ 7,735,614 $ 20,940 $ 7,756,553 Note: This table provides accounting information on all Town funds, both budgeted and unbudgeted. Most special revenue funds do not equire appropriat ion (ie., grants and gifts) and do not appear elsewhere in this document beyond pages III -9 through 111 -11. FY 2005 Appropriated Budget III -8 Revenues and Fund Accounting Statement of Revenues, Expenditures & Fund Balances - Special Revenue F4U DEG P11se»W 1111auaOtuwxy Special Revenues have a revenue source that is restricted to a specific purpose for expenditure by law. Various state and federal grants such as State Aid to Libraries and Chapter 90 Highway funds fall under this category. Many grants from the state and federal government, which are listed in this section do not require Town Meeting appropriation. In addition, numerous educational and activity funds such as school lunch programs, and gift accounts are accounted for under special revenues. One of the largest of the special revenue funds is the Parking Meter Fund. Revenue from town parking meters and parking lot stickers is deposited into the Parking Fund. This fund helps pay for LEXPRESS transportation services, police personal services, parking lot maintenance costs, and Department of Public Works expenses directly related to the maintenance of parking lots. School Special Revenue Off Duty Custodian 5,487 24,587 30,074 0 Driver Ed - Revolving 31,597 61,850 66,291 27,155 Lost Books - Revolving 3,880 1,634 6,217 10,717 1,013 1 Drama Foundation - Revolving 22,705 26,000 2,210 16,950 29,545 Athletics - Revolving 3,641 36,199 39,840 0 Adult Education - Revolving 331,800 16,147 313,855 343,258 318,544 Early Childhood - Revoloving 0 42,887 23,288 300 19,298 Competitve Speech - Revolving 0 10,700 6,069 4,632 Bowman Library 2,301 4,260 2,342 507 3,711 Elementary Gift 13,556 11,136 2,421 School Gift 5,174 30,338 5,274 30,238 Harrington School Gift 138 138 0 Bridge School Gift 2,105 2,000 1,243 2,862 Diamond School gift 5,000 5,000 0 Fiske Sch. Gift Account 6,481 2,056 4,425 C.A.S.IT Italian Lang Gift 0 5,000 5,000 0 Athletic Gift Account 1,622 1,622 0 Hastings Gift Account 2,005 (4,715) 6,720 Vivian Burns Fiske Memorial Fund 4,696 4,696 Misc Gifts 0 35,500 35,500 0 Hasting Anti -Bias Gift 9,345 9,345 0 Estabrook Gift 10,000 1,606 5,793 925 4,888 Kindergarten Trans Plan 6/02 (9,685) 9,685 0 Kindergarten Trans Plan 8/02 0 53,750 53,750 0 METCO 8/03 0 1,267,330 1,264,643 2,627 60 Enhanced School Health 6/03 0 119,873 119,873 0 Summer Success 8/02 0 18,425 18,425 0 Summer Academic Support 8/02 0 23,700 23,700 0 SPED Corrective Action 8/03 0 14,000 12,873 220 907 Academic Support 6/03 0 14,500 14,500 0 Early Childhood Training 8/03 0 3,000 3,000 Early Childhood Ment Health 8/03 0 7,000 5,913 700 387 SPED: Metco Spec Ed 8/03 0 159,632 159,632 0 Project Focus 8/03 0 3,000 3,000 Molecular Markers Integr w/ Wisconsin 6,813 4,000 10,813 0 SPED: 8/02 39,921 1,931 41,852 0 SPED: Early Childhood 8/02 22,744 1,895 950 25,589 0 SPED Professional Develop 8/02 (20,684) 2,737 24,189 6,242 0 Title VI 8/02 7,278 631 7,909 0 Eisenhower- Teacher Training 8/02 7,911 28 7,939 0 Safe & Drug Free Schools 8/02 895 895 0 Title 18/02 73,160 250 73,411 0 After School Drug Prevent 9/02 7,606 15,211 15,315 38,131 0 Title IV 8/03 0 20,838 20,425 413 Title V 8/03 0 16,961 7,931 573 8,457 Title 1118/03 0 23,145 23,145 0 Title IID 8/03 0 7,761 5,457 2,305 Title 11 Educator Quality 8/03 0 104,501 100,084 4,417 SPED: Early Childhood 8/03 0 42,326 41,649 463 214 FY 2005 Appropriated Budget 111 -9 Revenues and Fund Accounting Statement of Revenues, Expenditures & Fund Balances - Special Revenue SPED: SPED Prof Develop 8/03 0 64,156 26,976 2,934 34,246 SPED 8/03 0 945,039 906,030 15,862 23,147 Title 18/03 0 248,571 237,069 11,502 Drug Free Communities 9/03 0 89,182 100,000 77,005 6,865 16,129 Model Tech Integration 8/03 0 30,000 22,440 7,560 State Lang Assess Frog 8/03 0 1,148 1,076 72 50/50 Resi Sch Tuit Frog 8/03 0 92,113 91,367 2,165 747 SPED Early Childhood 8/03 0 29,036 2,880 82,739 4,260 2,880 School Special Revenue Total 597,492 75,964 4,003,287 4,048,223 49,940 578,580 School Lunch 3,872 1,435,206 1,437,176 37,502 1,902 School Lunch Total 3,872 0 1,435,206 1,437,176 0 1,902 Lexington Education Foundation 0 218,235 218,235 0 0 L.E.F. Total 0 0 218,235 218,235 0 0 Highway 122,296 7,401 35,157 59,320 105,534 Art 8G of 01 Street Improv 287,126 51,048 5,081 338,174 0 Art 1/02 STM Street Improv Exempt 0 7,000,000 23,822 6,976,178 Art 8C of 02 Traffic Improv 0 180,000 7,934 122,231 20,216 37,553 Art 8D of 02 Street Improv 0 650,000 1,325 180,246 62,523 407,231 MA 36985 989 937,559 918,538 989 MA 37344 13,500 6,166 5,283 18,907 759 0 Art 8H of 00 Street Improv 58,021 1,775 58,021 0 MA 37698 20,000 5,186 20,000 0 MA 38053 0 21,467 12,075 14,629 6,838 MA 38454 61,107 5,515 32,000 61,107 5,515 0 MA 235150 240,279 4,324 237,554 2,725 0 MA 253C155 0 239,418 44,500 5,726 8,759 224,933 Highway Total 681,023 8,153,613 0 1,080,418 100,497 7,653,722 Other Special Revenue Hanscom /Massport Litigation 15,216 15,216 H.A.T.S. 957 957 0 Sale of RE - Receipts Reserved 19,200 15,000 19,200 15,000 Verizon 47,290 89,182 29,644 158,190 7,926 Lexington Center Benches 29,437 7,000 5,821 30,616 Massport Intern Grant 0 3,480 3,480 0 Bikeway 2,276 5,385 5,241 2,165 254 Arch Comm /MWRA- Water Tower Gift 42,294 29,036 42,801 82,739 4,260 27,132 Nextel Communications 18,388 6,528 68,928 21,750 72,093 Cable TV Account 63,895 20,000 13,678 37,502 32,715 Peg TV Revolving Acct 0 103,885 103,885 Flexible Spending 43,712 34,911 9,347 69,276 Sch Project Earnings 1,673,978 178,236 1,852,214 0 Sprint Communications 122,296 7,401 35,157 59,320 105,534 N.O.I. Fees 12,486 5,081 5,373 12,194 Hardy Pond Brook 17,740 17,740 Lexington Center Committee Gifts 0 7,934 6,921 1,013 Liberty Ride Gifts 0 1,325 1,325 0 Off Duty Detail - Police (132,144) 937,559 918,538 (113,123) Police Dept Gift Fund 2,181 850 5,283 4,456 3,858 Firearms Record Keeping Fund 320 1,775 2,000 95 Cops Sch Bas Partnrshp 99 7/02 0 5,186 5,186 0 2001 Violence Against Women 9/02 (12,075) 4,666 12,075 4,666 0 Community Policing 03 0 32,000 28,236 3,764 Click it or Ticket 03 0 4,324 4,324 0 Local Law Enforce PS Equip 03 0 44,500 44,500 0 2002 Violence Against Women 9/03 0 10,000 13,885 6,115 (10,000) Off Duty Detail - Fire 7,756 11,788 10,524 9,020 Fire PS Equipment FY03 0 41,000 41,000 0 S.A.F.E. FY03 0 1,836 1,836 0 Fire Dept. Gifts 2,337 2,275 4,612 Firefighter Exam 0 2,910 2,910 0 DPW Revolving 58,539 56,909 56,603 58,845 FY 2005 Appropriated Budget III - 10 Revenues and Fund Accounting Statement of Revenues, Expenditures & Fund Balances - Special Revenue Lexpress Fare /Passes 7,750 72,327 77,677 2,400 MBTA Grant 0 80,000 80,000 0 Lexpress - Gift 5,085 18,000 23,085 Lexington Transit Guide 764 125 889 Hartwell Ave. Traffic Mgmt. Assoc. 10,000 10,000 0 Sale of Cemetery Lots 143,871 33,863 100,000 77,733 DPW Recycling /Composting Bins 1,241 2,705 1,960 1,986 Off Duty Custodian 5,503 5,503 Recycling Assistance Grants 56,520 67,908 56,500 67,927 Parking Receipts 133,783 339,985 188,218 285,550 Minuteman Hazardous Products 41,432 2,864 80,491 94,096 30,691 Off Duty Detail - DPW 13,687 36,605 39,502 10,789 Selectmens Tree Gift Account 3,329 1,500 1,710 3,120 Utility Imp.- Bedford /Harrington St. 113,879 113,879 0 Turn 2002 (75) 3,750 3,122 553 Receipt Res - MWPAT Loan Repaymts 6,442 1,879 2,304 6,017 Skin Cancer Gift 0 2,000 450 1,000 550 COA- Social Day Care - Revolving 100,093 167,346 258,617 8,822 COA Transportation Grant 0 7,000 7,000 0 C.O.A. Gift Fund 8,806 575 8,231 DEA Formula Grant 0 35,732 35,732 0 Library Development Officer 4,039 74,159 74,240 3,958 State Aid to Libraries 13,278 14,688 29,640 10,262 47,344 Recreation Gift Account 20,824 16,809 10,000 27,633 Insurance Reimbursment < 20K 12,812 21,007 20,937 12,881 Other Special Revenue Total 2,739,140 155,216 2,821,014 4,571,001 51,042 1,093,327 Special Revenue Fund Total 4,021,527 8,384,793 8,477,742 11,355,053 201,479 9,327,531 FY 2005 Appropriated Budget III - 11 Revenues and Fund Accounting 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 A capital project is a major, non - recurring expenditure involving one or more of the following: • Acquisition of land for a public purpose; • Construction of, or addition to, a facility such as a public building, water or sewer lines, play field, etc.; • Rehabilitation or repair of a building, facility; provided the cost is $25,000 or more and the improvement will have a useful life of 10 years or more; • Purchase of equipment costing $25,000 or more, with a useful life of 5 years or more all cars are defined to be non - capital items); • Any planning, engineering or design study related to a specific capital project. CAPITAL POLICY FRAMEWORK In 1991 the Board of Selectmen adopted a capital policy framework to ensure adequate planning and funding for capital investment, particularly cash capital projects within the general fund. This capital investment strategy was composed of the following major elements: • multi -year planning for capital investment; • debt exclusions for major capital projects; • allocating 5% of general fund revenues for cash funding of small capital projects; and • ensuring sufficient operating budget resources for maintaining capital assets. The Town was not able to meet the 5% cash capital policy goal in either the FY2003 or FY2004 budgets due to fiscal constraints. For FY2005, money raised through the cash capital policy was appropriated to the stabilization fund, while bond authorizations were approved by FY 2005 Appropriated Budget IV -1 Town Meeting for essential projects. This built up cash reserves in the stabilization fund as one way to address the negative outlook given in Moody's recent bond rating. A systematic review of Lexington's capital policies is ongoing. 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 be uneven, sometimes involving unique large projects such as a new fire engine or a new school building. Other capital investment needs are recurring. Lexington will continue to refine the five -year planning process in an attempt to determine an appropriate annual level of capital investment. The five -year Capital Improvement Program shown on the following pages includes all capital projects identified by school and municipal departments over the next five years. The program includes three major categories of projects that are described below. The Cash Capital Plan for the General Fund is a critical element of the integrated five -year Capital Improvement Program. Cash projects are those relatively small renewal capital investment projects such as the annual street resurfacing program, renewal of building systems, and replacement of large equipment. A second element of the Capital Improvement Program is five -year planning for Enterprise Funds. The Water and Sewer Enterprise Funds are financially able to support all capital needs projected over the five -year planning period. The Recreation Enterprise Fund is able to fund capital investment only for revenue producing assets, such as the golf course and the aquatics facilities, while other capital needs are requested from the General Fund. The final element in the Capital Improvement Program is proposing debt exclusions for large capital projects, generally those costing over $1 million that can be bonded for ten years or more. The debt service for these projects is repaid outside of the Proposition 2 -1/2 limit. Section IV: Capital FY 2005 -2009 CAPITAL IMPROVEMENT PLAN 7 Hastings Shingled Roof Replacement GF Debt 125,000 125,000 125,000 8 School Technology GF Debt 250,000 250,000 250,000 9 Harrington Boiler Replacement N/a 0 0 0 12 Bowman New Roof N/a 0 0 0 Cash Reserves in Stabilization Fund GF Cash 489,868 489,868 807322 Laconia Street Acceptance 0 0 335000 Radio Svstem- Replace. N/a GF Debt 5 Center Pool Complex N/a 0 0 0 6 Old Reservoir Management N/a 0 0 0 LIBRARY 1 E. Lexington Branch - Renovation (4) N/a 0 0 0 SOCIAL SERVICES 1 Senior Center (4) N/a 0 0 0 TOWN CLERK 1 Touch Screen Voting Equipment N/a 0 0 0 GENERAL GOVERNMENT (MIS) 1 Remote Network Access N/a 0 0 0 2 Electronic Pennitting N/a 0 0 0 3 Replace Phone System N/a 0 0 0 TOTAL 5,719,468 5,389,868 6,002,322 (1) The 2003 Town Meeting appropriated $65,000; FY2005 request is balance of project cost (3) $500,000 for in General Fund cash for streets is included every year as a result ofthe FY2001 override. In addition, $460,000 in Ch.90 street funding is anticipated for FY2005. (4) The estimates for the DPW Operations Facility, the East Lexington Branch Library and the Senior Center are not representative of any cost studies. The estimates simply serve as placeholders and require further evaluation. FY2005 Appropriated Budget IV -2 Section IV: Capital 4 High School Indoor Track GF Debt 100.000 100.000 100.000 4 Storm Sewer Improvements W/S Entemnse Cash 150.000 150.000 150.000 8 Sanitary Sewer Improvements W/S Enterprise Cash 600,000 600,000 600,000 9 DPW Operations Facility (4) N/a 0 0 0 School Indoor Track Hastings Shingled Roof Replacement 0 0 0 0 School Technology 0 0 0 0 Harrington Boiler Replacement 1.600.000 0 0 0 Bowman New Roof SHARED EXPENSES 100,000 415,000 275,000 125,000 250,000 1,600,000 972,000 200,000 600,000 270,000 85,000 200,000 150,000 750,000 50,000 50,000 550,000 Cash Reserves in Stabilization Fund 0 0 0 0 489,868 0 0 0 0 345,000 RECREATION Playground Improvements 85,000 200,000 54,000 35,000 409,000 Tennis and Basketball Improvements 90,000 0 80,000 0 300,000 Pine Meadows Equipment 0 50,000 0 50,000 100,000 Pine Meadows Improvement 400,000 0 0 200,000 600,000 Center Pool Complex 0 30,000 0 0 30,000 Old Reservoir Management 0 0 50,000 0 50,000 LIBRARY E. Lexington Branch - Renovation (4) 0 100,000 0 4,500,000 4,600,000 SOCIAL SERVICES Senior Center (4) 7,680,000 0 0 0 7,680,000 TOWN CLERK Touch Screen Voting Equipment 65,000 0 0 0 65,000 GENERAL GOVERNMENT (MIS) Remote Network Access 25,000 0 0 0 25,000 Electronic Permitting 0 0 0 150,000 150,000 Replace Phone System 0 60,000 0 0 60,000 TOTAL 16,560,650 19,180,000 7,321,000 10,905,000 59,701,518 FY2005 Appropriated Budget IV -3 Section IV: Capital Stone Sewer Improvements 335,000 345,000 360,000 365,000 1,555,000 Traffic Improvements 350,000 30,000 500,000 200,000 1,080,000 Sidewalk Improvements 105,000 110,000 115,000 115,000 545,000 Water Distribution System Improv. 850,000 800,000 800,000 500,000 3,800,000 Sanitary Sewer Improvements 525,000 600,000 600,000 600,000 2,925,000 DPW Operations Facility (4) 1,490,000 12,770,000 0 0 14,260,000 Two -Way Radio System- Replace. 0 0 190,000 0 190,000 FUNDING OF CAPITAL INVESTMENT The following funding sources are used to finance the town's capital investment: Cash for Immediate Capital Investment (Cash Capital) — The town regularly appropriates monies from the general fund and the enterprise funds to finance short -tern, small capital investment projects. Stabilization Fund —The Town occasionally makes use of the policy of appropriating a small portion of cash capital funding to a stabilization fund. This funding source is then set aside and used to mitigate the costs of capital items in future years. Debt Service — The Town has traditionally financed large capital projects with debt. In recent years budget constraints have squeezed out "cash capital" funds and some of these projects have also been funded through borrowing. Debt can be appropriated under the General Fund Tax Levy (either under the Proposition 2 % levy limit or from a voter approved debt exclusion — see glossary for definitions) or from the Enterprise Funds. • Other Sources — The town uses dedicated state aid and grant funding to finance capital investment when these funds are available. RELATIONSHIP BETWEEN OPERATING BUDGET AND CAPITAL INVESTMENT There are two critical aspects of the relationship between the operating and capital budgets that must be balanced as part of a decision about the appropriate size of the Town's overall budget. First, assets must be adequately maintained through a combination of capital and operating funding in order to give proper service. Major rehabilitation, renewal or replacement requires adequate capital funding. In addition, any capital projects taken on by the Town must have the operating resources necessary to support and maintain them over their useful life. Specifically, the technical, manpower and maintenance resources needed to protect the Town's capital investments must be accounted for in the operating budget in order to maintain long -term investments made in the Town's infrastructure. Secondly, the financial structure of the Town's capital program must be balanced between cash and debt. Stretching out the payment of a long- term asset through permanent borrowing can be beneficial. On the other hand, overuse of debt financing compromises the ability to fund needed projects with cash in future years. A more thorough discussion of Lexington's debt policy can be found in the Debt section of this document. FY2005 CASH CAPITAL FINANCING PLAN Review of FY2005 projects was undertaken within the following parameters: • Projection of a planning figure for cash capital of $489,868. As the budget was crafted, that amount varied and finally became $807,322. As previously mentioned, this amount was set aside in the stabilization fund in order to build up the Town's cash reserves. Consideration of projects appearing new in the budget year only under emergency circumstances. The integrity of the five - year capital planning process requires that future projects be identified as early as possible and projected in the out -years of the plan, moving forward on planned funding schedule. When debt financing is required for time - critical projects, the intention is to issue permanent financing. A total of $2,170,000 worth of general fund projects is proposed for bond authorization if FY2005. Funding of enterprise - related projects from enterprise funds. All requested water, sewer, and recreation enterprise fund projects are recommended for FY2005. Proposal of large capital projects for debt exclusion. At this point there are no specific proposals for future debt exclusion. FY 2005 Appropriated Budget IV -4 Section IV: Capital CASH CAPITAL FINANCING PLAN (General Fund) The following table projects cash capital policy amounts under the Selectmen's FY2001 policy. (1) This line shows debt service obligations from existing authorizations, as well as projected issuance of existing and proposed new bond authorizations. (2) The Town uses short-term borrowing in anticipation of State reimbursement for road and school projects and to provide cash for authorized capital projects in advance of obtaining permanent debt issuance. FY2005 General Fund Capital Plan Y 2005 Cash Capital. Projects FY2005 FY2006 FY2007 FY2008 FY2009 5% of General Fund Policy $4,806,314 $5,176,005 $5,397,102 $5,558,343 $5,723,634 Debt Service (1) (4,041,446) (4,729,470) (3,735,013) (2,833,595) (1,902,116) Short -Term Debt (2) (275,000) (275,000) (275,000) (275,000) (275,000) Adjustments for Cuts and O/R Indoor Track $100,000 $100,000 $100,000 High School Pr eliminary Cash Capital $807,322 $171,535 $1,387,089 $2,449,748 $3,546,518 Streets from FY2001 Override $500,000 $500,000 $500,000 $500,000 $500,000 Total Cash $125,000 Systemwide Technology $250,000 $0 Capital $1,307,322 $671,535 $1,887,089 $2,949,748 $4,046,518 (1) This line shows debt service obligations from existing authorizations, as well as projected issuance of existing and proposed new bond authorizations. (2) The Town uses short-term borrowing in anticipation of State reimbursement for road and school projects and to provide cash for authorized capital projects in advance of obtaining permanent debt issuance. FY2005 General Fund Capital Plan Y 2005 Cash Capital. Projects FY2005 I FY 2045 FY 2005 Appropriated Request Recommended '. General Fund '. Enterprise Hastings Stress Crack $85,000 $85,000 $85,000 Harrington Gym Floor* $55,000 $55,000 $55,000 Estabrook Roof Repairs $85,000 $85,000 $85,000 High School Indoor Track $100,000 $100,000 $100,000 High School Auditorium Lighting $165,000 $165,000 $165,000 High School Roof Repairs $75,000 $75,000 $75,000 Hastings Roof Replacement (shingled) $125,000 $125,000 $125,000 Systemwide Technology $250,000 $0 $250,000 SubtotatEdueadon $940,000 $690,000 $940,000 $ Stabilization Cash Reserves $489,868 $489,868 $807,322 Gen. Gov. Laconia Street Acceptance $0 $0 $335,000 SubtotalSharedEVenses $489,868 $489,868 .:$1,142,322 $.: DPW Equipment Replacement $500,000 $365,000 $370,000 Building Envelope Re- sleeve TOB Elevator $85,000 $85,000 $85,000 " Upgrade 1993 Facilities Study $100,000 $100,000 $55,000 " ADA Improvements $50,000 $50,000 $50,000 " Cary Hall Audio- Visual Upgrades $150,000 $150,000 $150,000 " Replace Visitors' Center Electric $100,000 $0 $0 DPW Street Related Improvements ** $1,000,000 $1,000,000 $1,000,000 DPW Storm Sewer Improvements $150,000 $150,000 $150,000 DPW Traffic Improvements $95,000 $0 $0 DPW Sidewalk Improvements at Schools $100,000 $100,000 $100,000 DPW Water Distribution Improvements $850,000 $850,000 $850,000 DPW Sanitary Sewer Improvements $600,000 $600,000 $600,00 FY 2005 Appropriated Budget IV -5 Section IV: Capital FY 2005 Cash Capital Projects FY2005 TV 2005 FY 7005 Appropriated Request Recommended general Fond Enterprise Sublotol DPW $3,780000 '. $3,450000'. $1,810000 $1,600,000 ` Fire la cc Engine #2 $344,600 $345,000 $345,000 $0 Sublotol Pubiie Softy $344,600 $345,000'. $345,000 $0 Recreation Kineen Playground Upgrade $35,000 $35,000 $35,000 $0 Recreation Adams Tennis, Basketball, Pla and $130,000 $130,000 $0 $130,000 Sublotal Culture &Recreation $$65,000 $165,000; $35,000 $130,000 Totals $5,719,468 '.. $5,139,868'. $4,272,322 '.. $1,730,000 Cash $2,769,868 '.. $2,269,868'. $1,307,322 $1,280,000 State Aid $460,000 $460,000 $460,000 Debt'. $2,989.600 $2,410.000 $3,505,000 $450,000 * $65,000 was appropriated at the 2003 Annual Town Meeting toward the $120,000 total project cost. ** The FY2001 override established an annual cash appropriation of $500,000. An additional $460,000 is anticipated from Chapter 90 funds. Note: Since the cash capital policy is under review, and future -year planning for a few capital areas needs to be further refined, no specific project recommendations have been made for FY2006 -9. It is projected that approval of this new debt will add the following debt service costs to future years' budgets: FY2006- $503,720; FY2007- $485,216; FY2008- $466,712; FY2009- $448,208. FY 2005 Appropriated Budget IV -6 Section IV: Capital Section V: Debt Debt INTRODUCTION Debt financing has long been one of the main methods of financing capital projects in the Town of Lexington. The use of debt allows the Town to afford large -scale capital projects today and be able to plan a systematic and structured method of paying for them. The information contained in this section is intended to accomplish the following goals: • Describe the laws governing the issuance of debt; • Describe the types of debt Lexington issues • Acknowledge the interrelationship between Capital Investment and Debt Policy; • Recognize the importance of multi -year planning for debt management; • Explain the current debt situation of the town. LAWS GOVERNING THE USE OF DEBT The Town of Lexington is governed by several ways in how it can use its debt privileges: the limit of debt and bond authorization Bond Authorization Process The Town of Lexington is authorized to issue debt pursuant to Massachusetts General Law, Chapter 44, Sections 7 and 8. General Obligation Bonds are secured by a pledge of revenues through property taxes and are authorized at Town Meeting by a two- thirds vote. Bond Anticipation Notes (BAN's) are utilized prior to the permanent issuance of bonds and are shown in this budget as Temporary Borrowing (Element 2230). Historically, the Town does not put in a call provision for bond refunding when selling bonds, as the Town is an Aaa rated community and as such enjoys competitive interest rates. The Town's credit rating was reviewed by Moody's Investors in February 2004 and was able to retain its Aaa rating with a "negative outlook." Debt Limits Chapter 44, Section 10 of Massachusetts General Law limits the authorized Indebtedness to 5% of the Town's equalized valuation. The most recent State - determined Equalized Valuation is $4,841,620,900 as of January 1, 2002. While this provides a limit to debt issuance for the Town, it is not realistic that the Town will come near this limit in the foreseeable future. Outstanding debt currently absorbs 38.6% of the allowable $304,178,680 in debt issuance. RELATIONSHIP BETWEEN CAPITAL INVESTMENT AND DEBT POLICY Large capital projects, generally costing over $1 million and having useful lives of ten years or more, are typically funded with debt to spread the cost out over many years. In order to prevent debt service costs from absorbing all the capital investment resources, Lexington's capital policy anticipates excluding large capital project debt service from the limits of Proposition 2 -1/2. Voter- approved debt exclusions provide for repayment of debt on specific projects outside of the tax levy limit, thus freeing up tax levy funding for smaller capital projects. These smaller projects can typically be funded with cash because the cost can be absorbed in one year. Cash capital projects may include replacement of or reinvestment in existing assets, such as replacing a fire engine, renewing a playground, or rehabilitating a building. Finally, the Town's current capital policy seeks to maintain the proper balance between the operating and capital budgets. An appropriate capital investment strategy will take into consideration the need for sufficient ongoing maintenance funding in the operating budget to keep assets in serviceable condition over their expected useful lives. TYPES OF DEBT Lexington has several types of debt. Debt comes in two formats: Exempt debt (debt which is not within the tax -levy) and non - exempt, or within - levy debt. The difference is that exempt debt is paid for outside of the tax levy limit, or with taxes raised in addition to the property tax levy limit as identified by proposition 2 %. Projects that are exempt require a public vote. Within -levy debt must be raised and paid for within the tax levy. FY 2005 Debt Service Each year the Town of Lexington sets aside money for servicing (paying down) the debt. A breakdown of the debt service is provided below. The total debt service paid through the tax levy for FY 2005 Appropriated Budget V -1 Debt FY 2005 is $3,994,670. (Note: The actual within levy debt service for FY 2005 is $4,259,870 - $265,200 is offset by a one -time payment by the Library to pay down costs of the Cary Memorial Library renovations.) Figure 1: Fiscal Year 2005 Appropriated Budget Debt Service $2,075,000 Exempt 3/25/02 $1,500,000 Exempt 3/31/03 $1,500,000 In -Levy Program Item In -Levy Principal $ 685,000 Interest 4/15/98 Total Education Schools $ 1,843,455 $ 190,639 $ 2,034,094 Public Safety Central Dispatch $ 160,000 $ 8,000 $ 168,000 Building Envelope, Community Services Landfill Closure, $ 754,931 $ 65,495 $ 820,426 Equipment Culture & Recreation Cary Library $ 475,000 $ 276,414 $ 751,414 General Government Software, Fiber Optics $ 207 $ 13 $ 220 Grand Total $ 3,441,000 $ 553,670 $ 3,994,670 Debt Process Nearly all of the debt Lexington issues exist in one of three forms: authorized, temporary and permanently issued. All debt that the Town of Lexington has is authorized — that is it has been approved by a vote of 2/3rds of Town Meeting. If the amount of debt is large enough, then the proposed debt goes to the voters for a debt exclusion vote. Debt is then either temporarily or permanently issued. Temporary borrowing is utilized both for smaller -scale projects and large -scale projects when the Town attempts to secure a better interest rate, state reimbursement or other fiscal advantage. In recent years, cash capital projects, including minor building renovations, equipment purchases and other facilities maintenance have been financed through short -term (three to five year) borrowing. The Town is trying to reduce its reliance on short -term debt financing of maintenance projects. A more in depth discussion of this issue is provided for in the Capital Investment section of the budget. The Town of Lexington has recently issued both temporary and permanent debt. Effective of February 1, 2004, $8,906,000 of permanent debt was issued for varying durations of between one and ten years. This is shown in Figure 2. Also shown on page 3 are Bond Anticipation Notes issued for a two -year duration on February 1, 2003. This is shown in Figure 3. These items have been issued for two -years on the anticipation that promised Commonwealth of Massachusetts school building assistance monies will become available to assist in the repayment of the debt. Once that money becomes available, this debt will also be permanently issued. Figure 2: Permanently Issued Debt as of February 1, 2004 Due: February 1, 2005 - February 1, 2023 Education Elementary Reconstruction Projects Community Services Street Improvements Education High School Acoustics Education School Technology Community Services 2002 Building Envelope Community Services Sewer Infrastructure Improvements Community Services 2001 Building Envelope 3/25/02 $2,075,000 Exempt 3/25/02 $1,500,000 Exempt 3/31/03 $1,500,000 In -Levy 4/4/01 $ 800,000 In -Levy 5/22/02 $ 685,000 In -Levy 4/15/98 $ 580,000 Enterprise 4/2/01 $ 566,000 In -Levy FY 2005 Appropriated Budget V -2 Debt Figure 2: Permanently Issued Debt as of February 1, 2004 (Con't) Due: February 1, 2005 - February 1, 2023 Community Services Landfill Closure 3/31/03 $ 450,000 In -Levy General Government Financial Software 4/2/01 $ 425,000 In -Levy Community Services Sewer Infrastructure Improvements 4/12/99 $ 300,000 Enterprise Culture & Recreation Library Improvements 5/16/01 $ 260,000 In -Levy Community Services 2003 Building Envelope 4/28/03 $ 180,000 In -Levy Community Services DPW Equipment 3/31/03 $ 100,000 In -Levy Education Gym Floor Replacement 4/2/03 $ 65,000 In -Levy Grand Total $ 8,906,000 *Note: Authorized means that a vote was taken on the date shown either by Town Meeting or the voters which authorized the future issuance of the debt. Figure 3: Bond Anticipation Notes (Temporary Borrowing) Lot B Issued: February 1, 2003 Due: February 1, 2005 Program Item Authorized Amount Categor Education Secondary School Projects 11/9/98 $32,235,000 Exempt 4/10/00 $2,800,000 In -Levy Education School Athletic Fields 4/12/99 $1,700,000 In -Levy Education Acoustic Modifications 3/25/02 $1,100,000 In -Levy Education School Technology 4/27/98 $300,000 In -Lev Total $38,135,000 On the following pages, the debt schedule for the Town of Lexington appears. It is arranged showing the individual projects, principal and interest amounts for the next five fiscal years individually and a summary of all years after FY 2009 where debt payments remain. The intent is to show the continual amount of debt to which Lexington has already committed itself. FY 2005 Appropriated Budget V -3 Debt Debt Service Schedule - FY 2005 -2023 T Within Levy (Non - Exempt) Debt rQ O D 0 m m n W c d m G A D Q ^. Issued Date Original Issued Mt Ifert1 FY2605 total FY 2006 itotal FY 4067 total FY4068 total FY 2009 total FY 2610-2028 Total TeGI Debt • FY 26053029 Principal Interest: '.Total 52,575 - - - - - - - - Education 53,225 10,875 1,088 3,688 - 22,570 6,450 29,025 11,388 35,800 530,000 schools 23/98 - - - - - - - 203,388 - 2,686,000 - 174,108 1,300,000 schools 1/98- partial - - - - - - - - - 675,000 schools 25/98- partial - - - - - - - 99,225 594,817 - - 540,000 6,760,000 260,000 - 95,805 2,574,177 5,200 350,000 schools 17/95 21,695 20,855 10,215 - - - 50,000 694,042 2,765 7,560,000 52,765 2,675,182 schools 17/95 17,247 16,617 15,975 15,327 - - 60,000 !dispatch 15/94 5,166 1 - 65,166 - 2,210,000 schools 21/96 204,442 196,672 183,870 - - - 550,000 Public Safety Subtotal 34,984 584,984 1,155,000 schools 22/97 11,498 11,078 10,650 10,218 - - 40,000 3,443 43,443 150,000 150,000 425,000 2,145,000 schools 19/94 225,750 - - - - - 215,000 5,166 3,625 16,948 10,750 65,166 103,625 441,948 225,750 725,000 450,000 schools 19/93 - - - - - - - 25,739 - 610,739 0 Feb -00 500,000 schools 1/99 104,850 - - - - - 100,000 4,850 104,850 Feb -00 600,000 schools 32/99 -tech 125,820 - - - - - 120,000 5,820 125,820 Feb -00 1,505,000 schools 33/99 195,225 187,950 180,450 172,950 165,375 157,725 900,000 159,675 1,059,675 Feb -03 250,000 schools 25/98- partial - - - - - - - - 0 Feb -03 800,000 schools 13/00 282,575 266,500 - - - - 530,000 19,075 549,075 Feb -03 1,150,000 schools 14 /00 218,333 213,990 209,165 204,340 190,550 - 957,000 79,378 1,036,378 Feb -03 100,000 schools 13 /01 19,193 18,810 18,385 17,960 15,450 - 83,000 6,798 89,798 Feb -03 80,000 schools 11 /02 - - - - - - - - 0 Feb -03 200,000 schools 1/98stm remaining portable 68,088 66,625 - - - - 130,000 4,713 134,713 Feb -04 65,000 schools 11 /03 gym Floor 66,300 - - - - - 65,000 1,300 66,300 Feb -04 800,000 schools 12 /01 -tech 284,455 278,634 268,813 - - - 800,000 31,902 831,902 Feb -04 1,500,000 schools 10 /03 h.s. acoustics 188,625 185,625 182,625 179,625 176,250 822,000 1,500,000 234,750 1,734,750 16,365,000 Education subtotal 2,034,094 1 ,463,355 1,080,148 600,420 547,625 979,725 6,100,000 605,367 6,705,367 Municipal Services Feb -00 Feb -03 Feb -03 Feb -03 Feb -03 Feb -04 Feb -04 Feb -04 Feb -04 Feb -04 500,000 450,000 50,000 108,000 50,000 566,000 100,000 450,000 180,000 685,000 building env 2659 building env 8al /00 DPW equipment 81b/00 DPW equipment 8b /01 street imp 8g /01 building env 8a51 DPW equipment 8a /03 Landfill Closure 8i /03 building env 8L53 building env MU2 65,075 157,125 15,713 26,813 - 201,251 22,100 99,450 43,775 189,125 62,650 153,750 15,375 26,250 - 197,136 21,700 97,650 37,975 180,625 60,150 - - 25,625 - 190,183 21,300 95,850 37,275 177,225 57,650 - - - - - 20,900 94,050 36,575 173,825 55,125 - - - - - 20,450 92,025 35,788 52,575 - - - - - - - - 300,000 300,000 30,000 75,000 - 566,000 100,000 450,000 180,000 685,000 53,225 10,875 1,088 3,688 - 22,570 6,450 29,025 11,388 35,800 353,225 310,875 31,088 78,688 0 588,570 106,450 479,025 191,388 720,800 3,139,000 Community Services Subtotal 820,426 793,111 607,608 383,000 203,388 52,575 2,686,000 174,108 2,860,108 Feb 00 Feb 03 Feb -04 900,000 7,150,000 260,000 library 14/96- partial library 14/96 remaining & 3/97 cary h library 15/01 supplemental-partial 117,135 634,279 265,200 112,770 625,617 - 108,270 615,992 - 103,770 606,367 - 99,225 594,817 - 94,635 6,257,107 - 540,000 6,760,000 260,000 95,805 2,574,177 5,200 635,805 9,334,177 265,200 8,310,000 Culture & Recreation Subtotal 1,016,6141 738,387 1 724,262 1 710,137 694,042 6,351,742 7,560,000 2,675,182 10,235,182 1,600,000 !dispatch 15/94 168,000 1 - - - - - 160,000 8,000 168,000 1,600,000 Public Safety Subtotal 168,000 160,000 8,000 168,000 Feb -03 Feb -04 150,000 150,000 425,000 land acq 24/96 Fiber Optic 8e /00 Financial Software 8i /01 17,247 52,375 151,114 16,617 51,250 148,030 15,975 - 142,804 15,327 - - - - - - - - 60,000 100,000 425,000 5,166 3,625 16,948 65,166 103,625 441,948 725,000 General Government Subtotal 220,736 215,897 158,779 15,327 585,000 25,739 610,739 13,774,000 Municipal Services Subtotal 2,225,776 1,747,395 1,490,649 1,108,464 897,429 6,404,317 10,991,000 2,883,029 13,874,029 Debt Service Schedule - FY 2005 -2023 Exempt Debt T ° o cn 0 m m n W c d m ^. Issued Date Original Issued Amt Ifert1 FY2605 total FY 2006 i total FY 4067 total FY4068 total FV 2009 total FY 2610-2028 Total ToGI Debt • FY 3605.2023 Principal Interest: '.Total Education Feb -02 Feb -03 Feb -03 Feb -04 1,700,000 20,000,000 14,000,000 2,075,000 School 23/97 Arch Services School 258sim Secondary Proj School 5/02sim Harrington School 5/02sim Harrington 371,450 1,422,625 2,485,538 273,038 361,250 2,056,875 1,125,538 268,638 351,050 1,823,125 1,073,413 264,238 - 1,694,375 1,057,163 249,838 - 1,662,875 1,037,663 240,113 - 18,564,875 11,745,040 1,096,000 1,020,000 19,325,000 13,525,000 2,075,000 63,750 7,899,750 4,999,352 316,863 1,083,750 27,224,750 18,524,352 2,391,863 Feb -03 37,775,000 1 Education Subtotal 4,552,650 3,812,300 3,511,825 3,001,375 2,940,650 31,405,915 35,945,000 13,279,715 49,224,715 Municipal Services lWater Enterprise Subtotal Feb 03 Feb 0 4 1,000,000 1,500,000 Streets 1/02sim Streets 1/02sim 220,500 331,500 216,000 325,500 211,000 319,500 206,000 313,500 - 306,750 - - 800,000 1,500,000 1,869,370 53,500 96,750 853,500 1,596,750 2,500,000 1 Community Services Subtotal 552,000 541,500 530,500 519,500 306,750 2,300,000 150,250 242,790 2,450,250 - - - - - Feb-031 3,400,000 1 Lincoln Park 3/02sim 334,575 329,513 323,888 318,263 311,513 2,434,725 1 3,150,000 35,408 902,475 81,740 4,052,475 - 3,400,000 1 Culture & Recreation Subtotal 334,575 329,513 323,888 318,263 311,513 2,434,725 3,150,000 - 902,475 - 4,052,475 - 5,900,000 IMunicipal Services Subtotal 886,575 871,013 854,388 837,763 618,263 2 ,434,725 5,450,0001 F 1,052,7251 F 6,502,725 Debt Service Schedule - FY 2005 -2023 Enterprise Debt G cn '.issued Date Original Issued Art Its FY2665 total FY 2006 : total '.FY 3667 total FY3666 total FY 2666'. total FY26i0 -36Y3 Total Total Debt - FY 2666 -2623 Principal Interest £ 'Total Municipal Services May -01 153,957 water thru MWRA -8G50 &1050 15,396 15,396 15,396 15,396 15,396 30,791 107,770 107.770 Feb -03 1 1,680,000 water8600,8f/01,11/01,9/02 222,088 213,150 208,900 199,650 194,700 723,113 1,505,000 256,600 1,761,600 1,833,957 lWater Enterprise Subtotal 237,483 228,546 224,296 215,046 210,096 753,904 1,612,770 256,600 1,869,370 242,790 sewers thru MWRA -10/98 - - - - - - - - 0 300,000 sewers 10/97 36,668 35,408 34,125 81,740 - - 170,000 17,941 187,941 600,000 sewers 20/91 - - - - - - - - 0 98,100 sewers thru MWRA -10/98 - - - - - - - - 0 995,000 sewer 10/98 & 9/98 - - - - - - - - 0 Feb -00 1,095,000 sewer 10/98 & 9/97 147,120 136,543 131,043 125,543 119,988 89,378 640,000 109,613 749,613 Feb -03 830,000 sewers 10/98,957,9/98 132,925 - - - - - 130,000 2,925 132,925 Feb -04 300,000 sewers 27/99 106,000 104,000 102,000 300,000 12,000 312,000 4,460,890 Sewer Enterprise Subtotal 422,713 275,951 267,168 207,283 119,988 89,378 1,240,000 142,479 1,382 ,479 D m Q Outstanding Debt As mentioned previously in this section, the Town of Lexington is limited to a maximum bonded indebtedness of 5% of the total equalized valuation. As shown in Figure 4, the total outstanding debt of $117,693,684 is well below the debt limit for the town. Of that Figure 4: Statutory Debt Limit v. Outstanding Debt Dollars $350,000,000 .............. $300,000,000 — $250,000,000 $200,000,000 $186,484,944 $150,000,000 $100,000,000 $50,000,000 $117,693,684 Debt ®Outstanding Debt ®Remaining Debt Within Limits $117,693,684, $79,558,684 has been permently issued and $38,135,000 has been temporarily issued. Figure 5 shows the percentage breakdown of all debt between within levy debt, exempt debt and enterprise debt. FY 2005 Appropriated Budget V -6 Debt Section VI: Education Program 1000 Lexington Public Schools Regional School Program: 1000 Education Town of Lexington FY 2005 Program Budget The program includes all expenditures associated with the regular operation and maintenance of the Lexington Public Schools, as well as the Town's assessment for the Minuteman Science - Technology High School. The amounts shown in the recommended columns on the Lexington Public School program and subprogram pages represent the actual amounts approved and voted upon by the School Committee. Subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 1000 Expended Appropriated Dept Request Recommended Appropriated 1100 Lexington Public Schools 1200 Regional Schools Program Totals $61,490,887 $61,501,836 $67,399,798 $67,047,468 $66,357,468 $843,566 $901,431 $928,474 $928,474 $928,474 Compensation $43,900,810 $43,084,052 $45,364,307 $ 45,192,933 $ 45,192,933 Benefits 7,258,919 $8,812,968 $10,448,918 10,157,962 9,757,962 Expenses 11,174,724 $11,791,865 $12,515,047 12,625,047 12,335,047 Town Funded Expenses $62,334,453 $63,688,885 $68,328,272 $67,975,942 $67,285,942 General Fund $62,345,524 $63,688,885 $68,328,272 $67,975,942 $67,285,942 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $62,345,524 $63,688,885 $68,328,272 $67,975,942 $67,285,942 VI_ 1 4D Program 1000 - Education (Lexington Public Schools) School Committee Superintendent Coordinator METCO Coordinators Supervisors - Grades K -8 Special Education / Director Director Director Grants & of Special [Education Development Education Coordinators Supervisors - Grades K -8 Special Education / Evaluation Team Leaders Assistant Associate Principals C Principals and Deans Gades 9 -12 & Grades K -8 Grades 9 -12 Deprtmen Chairs Director Director Director Business and Human Facilities and Finance Resources Grounds Director Administrative Computing Accounting / I I Support Payroll Services Assistant Facilities Manager Maintenance Staff Assistant to Superintendent Department Heads Grades K -12 Principals FY 2005 Appropriated Budget VI _2 June 8, 2004 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Lexington Public Schools provide educational programs for the development of children between the ages 5 to 18. Special Education is offered to children between the ages of 3 and 22. The School Committee is an elected, five - member board that serves as the policy- making body for the School Department. The appointed School Superintendent is the chief administrative officer for the Lexington Public School System and reports to the School Committee. School facilities consist of six elementary schools, two middle schools and one high school and are valued in excess of $96,000,000. This Subprogram reflects operating and personnel expenses, including health, life and dental insurances. The Lexington Public School System has earned a reputation for educational excellence by creating exciting leaming environments for our students, demanding the best from our talented staff and fostering cooperation and collaboration between our schools and the town. We live in a community that has always valued education as an investment in our Town's future. Together we have done the right things for the school children of Lexington and our public schools will continue to benefit from these efforts. At the same time, few challenges have been as difficult as funding education today. We have been placed in the very difficult position of having to reduce, eliminate, or hold static educational programs and initiatives that the community wants and supports in our schools. While our curriculum may have changed and there are fiscal constraints placed upon us, the commitment to our students is stronger than ever. In Lexington, we are dedicated to implementing curriculum, instruction, and assessment practices designed to help all students reach their full potential. To this end, we continually refine curriculum (what we teach) to ensure that it is current, relevant and aligned with state and national standards. We engage in ongoing professional development to improve our instructional repertoire (how we teach) to ensure that we are reaching and challenging ALL learners. And, we search for better ways to measure and evaluate student achievement so that assessments become tools that further advance the learning process. We are dedicated to ensuring that our schools are safe, nurturing and responsive places where all students can thrive and excel. Our goals for this budget are to continue supporting initiatives that create equitable classrooms that address the needs of learners of all abilities, continue to provide teachers with support and skills in differentiated instructional techniques, and employ economical and cost effective ways to address our students' needs. See the School Department Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 1100 Expended Appropriated Dept Request Recommended Appropriated Program Totals Compensation $43,900,810 $ 43,084,052 $ 45,364,307 $ 45,192,933 $ 45,192,933 Benefits 7,258,919 8,812,968 10,448,918 10,157,962 9,757,962 Expenses 10,331,158 10,890,434 11,586,573 11,696,573 11,406,573 Town Funded Expenses $61,490,887 $62,787,454 $67,399,798 $67,047,468 $66,357,468 General Fund $61,501,836 $62,787,454 $67,399,798 $67,047,468 $66,357,468 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $61,501,836 $62,787,454 $67,399,798 $67,047,468 $66,357,468 VI -3 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget GUIDING PRINCIPLES: Lexington's educational practices emanate from and support our long - standing core values of individuality and diversity, continuous improvement, and shared responsibility. Building on the foundation laid during FY04, we framed our discussions and decisions regarding our practice around the following principles: System -Wide goals include: ► Improve student learning through instructional strategies that interweave technology and anti - racist practices into the curriculum Improve organizational and planning capacities through system -wide reorganization, school -based decision making, and special education refinements, and Provide essential resources through managing cost effective operating and capital budgets and by expanding and renovating buildings. Our programs, services, and allocation of resources have been designed in service of these goals. As classrooms become more academically diverse, teachers are faced with the dual challenge of employing a variety of instructional and assessment techniques that showcase student talents and skills while they simultaneously prepare students to succeed on state mandated standardized testing, which, unfortunately, appears to disregard academic variance among students. Classrooms are full of unique learners, and our mission is for each of them to reach high standards. Children flourish when classes are smaller and intimate and when their parents take an active role in their educational experience. The Lexington Public School System supports quality teacher- student relationships through continued commitment to favorable class size. The School Committee's collective bargaining agreement with the Lexington Education Association calls for maintaining reasonable class sizes at the elementary level. It sets "preferred" class sizes of 18 -20 students in kindergarten, 22 -24 students in first and second grades, and 24 -26 in third through fifth grades. The contract also calls for the assignment of two -hours per day of classroom aides in classes that exceed "maximum" enrollment. Wherever feasible, class size is planned within these ratios. Given financial constraints, we have made a special effort to plan for classrooms that are within the established maximum range, applying all that we know to be educationally sound while being mindful of future costs. Students need the opportunity to build relationships with adults that foster familiarity, trust and respect, as well as exposure to new skills. Our budget efforts have focused on continuing to support reasonable class sizes at the elementary and middle school levels. At the high school, the FY03 budget provided us with the opportunity to better support students by establishing more equitable and effective course and student loads for teachers in mathematics. It had been our hope to do the same in social studies and world languages in the FY04 budget. However, with the failed override, this was not possible. Because of the anticipated increase in enrollment at Lexington High School ( +98 students), we have budgeted 5.0 FTEs to meet their needs. Next year's freshman class will be the largest class at the high school since 1981. The principal along with his curriculum cabinet will work together to decide how best to allocate the additional staff. Factors at the state, town and district level have significantly influenced the FY05 budget. Chapter 70 funds were reduced in FY04 and we anticipate another 5 -10% reduction in FY05. In addition, the XIETCO grant was reduced by nearly $168,000 in FY04 and we anticipate additional cuts. In 2002 -03 we set out on a long -term course of action for our district. This is the third year of a plan that: Promotes equity among and between schools and programs while allowing for flexibility and site -based decision - making to better meet students' interests and needs Acknowledges fiscal constraints through thoughtful discussion and analysis and reallocation of existing resources (people, time, and money) VI -4 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget Contains future costs by making decisions that will leverage future resources while at the same time build our capacity to respond to changing needs Represents the agreements arrived at through frequent discussions with Joint Council throughout the process Upholds the 4 C's: collegiality, collaboration, communication, and cooperation. We have sought and will continue to seek economies by examining organizational functions and determining if such functions should be contracted out or be performed by LPS staff members. In collaboration with the Town, we are hiring a consultant to review the technology infrastructure in order to see how we can reduce costs and gain efficiencies on both sides. We have implemented better business practices to save costs, tightened procedures regarding services provided under contract, and have more closely managed vendor services. We have increased revenues for services such as building rentals and mailing. We will continue conservative practices and become more entrepreneurial to generate income for the district. Lastly, the budget reflects a continuation of efforts placed on calculating and allocating baseline per pupil costs required by program and by grade level. In addition, all of the Principles included here are consistent with Lexington 2020 Vision. The Lexington Public Schools is committed to the long -range planning and visioning of Lexington 2020 Vision and to continuing coordination with the Town Departments and the Lexington Community. STATISTICS Measure Service Level I FY 2002 FY 2003 FY 2004 Enrollment District -wide 5981 5992 6162 Per Pupil Cost (less fees) District -wide $9,498 $10,156 $10,650 Per Pupil Cost (less SPED & Transportation District -wide $9,007 $9,649 $10,034 Measure Service Level FY 2002 FY 2003 FY 2004 Average Class Size Elementary 20 18 22 • Continuing education Seconda 24 22 25 % Of staff holding Advanced Degrees District -wide 81% 82% 82% Measure Service Level Class Of 2001 Class Of 2002 Class 0 2003 # Of Graduates District -wide 346 348 396 • Continuing education District -wide 93.7% 97.9% 91.6% • Attending 4— year college District -wide 89.4% 95.1% 87.5% • Attending 2-year college District -wide 4.0% 2.2% 3.7% • Other schooling District -wide 0.3% 0.6% 0.4% %Employment District -wide 3.6% 1.8% 3.0% %Armed services District -wide 2.7% 0.3% 0.9% BUDGET ISSUES: The FY05 budget document reflects the collective and collaborative efforts of administrators across the district. The central office administrative team began meeting with the principals, assistant principals and curriculum leaders in early fall to frame the FY05 budget. Taking into account a decrease of town revenue, a reduction of state funding, elimination of some grants and an increase in health care benefits, we asked them to identify "what was sacred ?" with regard to the budget. In addition, we met with the Lexington Education Association Executive Board to hear their priorities. Overwhelmingly, the response was class size, programs and maintaining direct service in reading and mathematics. We were presented with quite a challenge. Our work began with a commitment to continue to move forward on the priorities defined in the FY04 budget. Secondly, we had to take into account the following: • Contractual Obligations — step, level, degree, contract wages • Enrollment Projections — impact on class size, bulge classrooms, teaching loads • Utilities and other maintenance and operations contracted services • Transportation for Fiske students to Harrington VI -5 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget In December, as requested, we presented a budget to the School Committee that was 2 1/2% above the FY04 budget In order to fulfill contractual obligations, $3,195,000 was needed. Therefore we needed to make $1.5 million dollars in reductions. It became very apparent to the School Committee that the Lexington Public Schools could not sustain the high quality of services that Lexington was accustomed to within this budget. The cumulative impact of reductions made over the past two years has had an impact on the quality of the educational experience for Lexington's students. Therefore, in February, the School Committee instructed the Superintendent to come forward with a budget that she believed could maintain the level of services that Lexington parents have come to expect. That budget totaled $ 67,399,798. The budget included $617,215 worth of restorations from FY02 and FY03. As the weeks wore on it became evident that the expected revenue for FY05 would not support this budget. We searched for ways to find more savings. For example, we made a conscious decision to replace 15 full time tutor positions with less than 20 -hour positions in order to save $129,000 in benefits. In addition we recalculated the benefit increase to 15% and made some other small reductions. The School Committee approved this revised budget that totals $66,357,468 and reflects a 5.8% increase over FY04. While this budget does not restore all the reductions that the schools have had to take over the past three years, it reflects a budget that can sustain enrollment growth, increases in operating costs and increases in health benefits. In addition, it supports the vision that the Lexington Public Schools will provide adequate materials, supplies and equipment, sufficient administrative support and infrastructure for a 6100 + - school system, comprehensive curriculum and fair and equitable student teacher loads. A summary of the major budget issues is included below: Enrollment and Class Size: The FY05 budget reflects an increase of an unallocated 3 FTE's at the elementary level to address large class sizes at certain grade levels in various schools. This practice was adopted three years ago and has proven beneficial to accommodate surges in enrollment that would otherwise create situations where class sizes exceed maximum levels. Without the unallocated staffing, some class sizes in previous years would have exceeded maximum levels and student learning would have been impacted. By including the unallocated staffing in the FY05 budget, we will be able to add teachers to reduce class sizes that may exceed maximum levels next year. Maintaining the unallocated staffing for FY05 is important because enrollment projections indicate that 7 elementary classrooms will be at or above maximum levels. Also, a new housing development on Bedford Street with approximately 20 single family homes will certainly increase the number of elementary students in FY05 beyond the projected enrollment figures. At the middle school level, the budget includes an increase of 3 FTE's. This increase will help reduce class size, support the number of electives available to students, sustain the effort to differentiate instruction, and strengthen the quality of services to students. At the high school, enrollment is projected to increase by 98 students. In order to address this issue, particularly at grade 9 where there will be an increase of 64 students, the budget includes an additional 5.0 FTEs. Meeting Contractual Obligations: Salaries for teachers, tutors, secretaries, custodians, and assistant principals are subject to collective bargaining agreements. Central office administrators and principals are not members of a union and negotiate individual contracts with the Superintendent of Schools. We are currently in the process of negotiating new contracts with mid -level administrators, teachers, secretaries and tutors. Consistent with town -wide compensation strategy, the School Committee has sought to maintain competitive salaries and wages for its employees. ► Special Education Costs: It is anticipated that special education costs will be level funded for FY05. Past cost increases for tuition for out of district placements, transportation and services have been contained at the funded level for FY04. The projected costs reflect the current student population and include funds for unanticipated out of district enrollments for students moving into the district or currently enrolled students whose needs will be better met in an out of district learning environment. By continuing to focus on program review and development, we are better able to identify student needs and to provide for those needs within the district. Our concerted efforts to manage the data of special education are assisting us in being more able to project anticipated costs and to plan more adequately for future needs. Our focus for this school year has been on communication and the TEAM process. This allows the Special Education Department to work with all constituents and to be responsive to the ever changing needs of the Lexington school community. ► Elementary Capital School Project: The new Harrington School will open in the fall and we hope that construction will begin on the new Fiske School in January. We are grateful for the support of the town in undertaking these important construction projects. With the change in funding of the School Building Assistance program, Lexington will need to re- examine its Elementary Capital Plan for the remaining four elementary schools. VI -6 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget ► Operational Services: Benefits will increase by more than $1.3 million in FY05. Our utility costs, especially electricity, also are projected to increase. Transportation costs will increase, as we will need to negotiate a new contract this year. In addition, we must plan for the transportation of the Fiske students to the Harrington campus in January. Fifty thousand dollars will be restored in the FY05 budget for the maintenance of the schools. These funds were lost due to the failed override in 2003. The funds will provide some preventive maintenance and repairs to all school buildings. ► Maintenance of Ongoing Initiatives: A series of ongoing initiatives necessary to maintain the high quality of Lexington Public Schools is factored into the FY 2004 budget request they include: Professional Development: As the Lexington Public School system continues to address the diverse learning needs of its students, it is imperative that educators have access to an expanding body of knowledge in regard to subject area, teaching strategies, uses of technologies, and other essential elements in teaching to high standards. Our mission is to provide relevant and meaningful professional development opportunities that ensure high - quality preparation of educators whose competence and actions influence the teaching and learning environment. The goal of professional development in Lexington is to help educators learn new roles and teaching strategies that will improve student achievement As the North Central Regional Educational Laboratory points out, the value of professional development is measured by the essential role it plays in the improvement of student learning. To this end, a Professional Development Committee was formed to begin planning system -wide professional development activities for the 2003 -04 academic year. The committee is composed of 26 members that represent the elementary, middle, and high school levels and includes teachers, department heads, administrators, guidance, nursing, fine and performing arts, special education, METCO, central office, and the Lexington Education Association president. The purpose of the committee is to give teachers and other participants considerable control over the process and content of the five scheduled professional development days. In addition to the more than 50 course offerings that are available to staff on the release days, there are a myriad of courses being offered by the Lexington Public Schools and outside providers, such as Primary Source, Teachers As Scholars, EDCO, and Empowering Multicultural Initiatives, to take online, during school, after school, and in the summer months. Recruitment and Retention of Teachers: In FY04, we hired 45 new teachers, 6 were beginning teachers. Thirty - three of our new hires have advanced degrees and 5 have ten or more years of teaching experience. We came close to achieving our affirmative action goal, hiring 6 faculty of color, or 13% of our new employees. People left our system for a variety of reasons — 21 resigned, going to jobs in other districts, moving to other areas of the country with spouses or to be closer to family, or changing careers. Seventeen teachers retired and twenty -three teachers requested a leave of absence, notably for parenting and family reasons. As we look to next year, we can expect that approximately 15 faculty members will be retiring. In June 2003, we reduced our teaching staff by 23.1 FTE. Art, music, physical education and health were some of the programs that were reduced as a result of the failed override. A Transition Assistance Plan was designed to maximize employee support during lay —offs. Workshops on unemployment insurance, the job search and the employee assistance program were made available to employees in need of services. During FY04, the Lexington Education Foundation continued to support our Induction Program efforts. The Lexington Public Schools continued to expand the teacher mentoring program that previously had been developed and piloted with grants from the Department of Education. Recognizing that year two for beginning teachers presents unique challenges such as rising expectations regarding professional development, curriculum and instruction skills that must develop rapidly and closer supervision and observation with an eye toward professional status, we expanded the Induction Program so that selected second year teachers were able to continue in the structured mentoring relationship. Although in FY04, Lexington's induction program was included in the operating budget request as acknowledgement that this program is vital to the ongoing excellence of education in our community, full funding was not realized due to budgetary constraints. By supporting the various aspects of the induction program in our operating budget, we can be assured that these components become institutionalized and expected, predictable features of our professional development offerings for teachers. In FY05, we are allocating resources from the operating budget to support our Induction Program. Providing an induction program to new teachers not only serves as an enticement during recruiting, but also serves as an essential benefit for retaining, nurturing and grooming excellent teachers and colleagues who continually contribute their talents and skills to the system. It also is a requirement of the Department of Education that districts provide comprehensive, multi- faceted induction programs for beginning teachers. VI -7 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget Lexington's induction program includes the following components: o Training for mentors o Orientation for new and beginning teachers o One -on -one mentoring for one year and selected year two beginning teachers o Site -based seminars o Beginning teacher support network o Peer observation and feedback Over the course of the FY05 school year we look forward to training new mentors, evaluating the success and impact of the FY04 program, and continually refining the features of our induction/mentoring program. Anecdotal evidence collected from program participants indicates that this is a valuable resource. Formal evaluation of the program continues to assist us in refining components as we proceed. We plan to explore ways that veteran master teachers can play an increasing role in modeling lessons, coaching and supporting new and beginning teachers. Curriculum and Instruction Initiative: The Lexington Public Schools provides a curriculum that is appropriately aligned to the state curriculum frameworks, while at the same time allows each teacher adequate autonomy and discretion to instruct students in a manner that best meets their needs. The district established a curriculum renewal cycle in 1998 that allows for the periodic review and modification of curriculum areas. This five -stage curriculum cycle features a specific discipline for assessment, revision, and the development of new lessons and instructional skills related to that discipline. Typically during Stage 4 (Implementation Phase) of the curriculum renewal cycle, funding is provided to purchase materials, supplies, and equipment necessary for the implementation of proposed curriculum and instruction initiatives. Additionally, funding supports the systematic professional development related to the relevant content, pedagogy, and assessment specific to any new methods and materials used. Curriculum and instruction initiative funds in the amount of $85,000 are being restored to the FY05 budget after being totally eliminated from the FY04 budget. The work that was begun in the fall of 2002 in the area of Reading/Language Arts (K -5) as part of Stage 3 (Developing, Drafting, Piloting) of the curriculum renewal cycle and adoption process has moved forward. Since September 2002, the Reading/Language Arts Department has been exploring core curriculum options for the elementary grades. As part of that effort, two anthology programs (Harcourt and Scott Foresman) are being piloted in the six elementary schools. A total of 14 classroom teachers are working with these materials: Kindergarten (2), Grade 1 (3), Grade 2 (3), Grade 3 (2), Grade 4 (3), and Grade 5 (3). Furthermore, the Reading/Language Arts Department is continuing to search for and work on alternatives to a reading series. These efforts include: investigating "Making Meaning," a comprehension strand, produced by Developmental Studies Center, "Write Source" and "Daybooks" produced by Great Source, as well as some internally developed comprehension, writing, and word study strands. A Core Curriculum Committee, comprised of pilot teachers, classroom teachers, reading specialists, a principal, the Director of Education and the Reading/Language Arts Department Head, convened in November 2003 for a series of meetings with the anticipation of coming to a decision regarding the direction of the Reading/Language Arts curriculum for the elementary schools by early March 2004. During the FY03 budget year, curriculum leaders met regularly to develop learning benchmarks for all students in each of the Middle School subject areas. This was a yearlong project culminating in FY04 with the creation of The Middle School Benchmarks Handbook that is currently available in hard copy and also available electronically on the Lexington Public Schools website. The document represents a collective effort on the part of district program leaders and Middle School educators to portray, in a consistent and clear format, the standards and their accompanying benchmarks. The benchmarks are learning objectives that help to clarify the content standards as outlined in the Massachusetts Curriculum Frameworks. They provide indicators of student performance along various developmental levels. The identification of these programmatic benchmarks portrays the first step in a more long term project designed to develop specific lessons, instructional practices, and activities that can individualize and enhance a student's acquisition of essential skills in each of the curricular areas. The Middle School Council continues its work in this endeavor during the current fiscal year and intends to advance this undertaking even further in FY05. Curriculum initiative funds in the FY05 budget are being earmarked to support both the Reading/Language Arts and Middle School Benchmarks initiatives. Pursuing Outside Resources to Supplement District Funds: The grants outlook for FY05 is even less optimistic than it was last year. We find that there are fewer opportunities to apply for grants, especially through state offices, and there is greater competition for the funds that are available as applications are often restricted to communities identified as "needy." The same holds true for funds from private foundations. Those private foundations and corporations that support public education have restricted their giving and in some cases, eliminated some long- standing grant programs. Federal grants under the No Child Left Behind Act (Congress' reauthorization of the Elementary and Secondary Education Act) and Special Education authorizations have become the primary source of VI -8 Program: Education Subprogram: 1100 Lexington Public Schools Town of Lexington FY 2005 Program Budget grant funding for districts like Lexington. The continued bleak fiscal situation in Massachusetts is affecting the district's ability to secure outside funding for new and innovative programs. Nevertheless, we continue to seek grants to o Support innovative curricular and instructional initiatives o Enhance and expand services to students o Pilot innovative or model programs o Provide professional development to staff In FY04 thus far, we have received $3,218,534 in federal and state grants through the Department of Education, the Department of Public Health and the US Department of Justice. Competitive state grants for services not only have diminished in number, but also have become more inaccessible for districts like Lexington. As a result of this depressed funding environment, we will need to be more creative, aggressive and innovative in seeking and securing outside funds. In addition, the district has become more diligent in charging and collecting fees and reimbursements for services such as building rentals, mailing fees, and services delivered that are outside our primary role of student services. STAFFING: 826.34 Employees For more information on staffing, please see the Appendix under Personnel Services Data. VI -9 VI -10 Program: Education Subprogram: 1200 Regional Schools Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: 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, and out -of- district students paying school established tuition or state - regulated CHOICE tuition. 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. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 1200 Expended Appropriated Dept Request Recommended Appropriated Program Totals Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 843,566 901,431 928,474 928,474 928,474 Town Funded Expenses $843,566 $901,431 $928,474 $928,474 $928,474 General Fund $843,566 $901,431 $928,474 $928,474 $928,474 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $843,566 $901,431 $928,474 $928,474 $928,474 VI_ 11 VI -12 Section VII: Shared Expenses Program 2000 Employee Benefits Debt Service Operating Articles Organizational Expenses Program: 2000 Shared Expenses Town of Lexington FY 2005 Program Budget The Shared Expenses program accounts for costs not included as personal services or expenses in departmental budgets. These include pensions, miscellaneous health and life insurance costs, property and liability insurance, workers' compensation costs, and debt service payments. Subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 2000 Expended Appropriated Dept Request Recommended Appropriated 2100 Employee $7,727,271 $6,544,734 $8,091,336 $8,091,336 $7,905,185 Benefits 2200 Debt Service $4,520,921 $8,365,295 $10,834,833 $9,734,885 $9,662,267 2300 Operating Articles $0 $335,810 $500,000 $200,000 $200,000 2400 Organizational $136,672 $140,976 $142,376 $142,376 $142,376 Expenses Program Totals Compensation $187,786 $856,373 $579,464 $279,464 $262,313 Benefits 7,166,929 5,414,782 7,349,419 7,349,419 7,174,419 Expenses 5,030,149 9,115,660 11,639,662 10,539,714 10,467,096 Town Funded Expenses $12,384,864 $15,386,815 $19,568,545 $18,168,597 $17,903,828 General Fund $12,249,309 $15,019,216 $19,215,946 $17,815,998 $17,551,229 Enterprise Funds 242,676 352,599 352,599 352,599 352,599 Directed Funding 19,200 15,000 0 0 0 Appropriated Resources $12,511,185 $15,386,815 $19,568,545 $18,168,597 $17,903,828 VII -1 VII -2 Program: Shared Expenses Subprogram: 2100 Employee Benefits Town of Lexington FY 2005 Program Budget Included in the Employee Benefits subprogram are costs associated with retirement, workers' compensation, property and casualty insurance, Medicare, and unemployment insurance for school and town employees. While traditional retirement for schoolteachers is funded through the State Teachers Retirement System, early retirement programs developed and offered by the School Committee are funded directly within the School budget. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 2100 Expended Appropriated Dept Request Recommended Appropriated 2110 Contributory Retirem ent 2120 Non - Contributory Retirem ent 2130 Insurance 2140 Unemployment Benefits 2150 Police & Fire Medical Program Totals $2,721,766 $103,431 $1,584,000 $123,000 $3,015,532 $85,000 $3,015,532 $85,000 $3,015,532 $85,000 $4,789,485 $4,300,545 $4,866,839 $4,866,839 $4,691,839 $39,002 $483,224 $70,000 $70,000 $58,849 $73,587 $53,965 $53,965 $53,965 $53,965 Compensation $145,703 $626,987 $189,488 $189,488 $178,337 Benefits 7,166,929 5,414,782 7,349,419 7,349,419 7,174,419 Expenses 414,639 502,965 552,429 552,429 552,429 Town Funded Expenses $7,727,271 $6,544,734 $8,091,336 $8,091,336 $7,905,185 General Fund $7,489,610 $6,296,255 $7,842,857 $7,842,857 $7,656,706 Enterprise Funds 239,189 248,479 248,479 248,479 248,479 Directed Funding 0 0 0 0 0 Appropriated Resources $7,728,799 $6,544,734 $8,091,336 $8,091,336 $7,905,185 VII -3 VII -4 Subprogram: Employee Benefits Element: 2110 Contributory Retirement Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES The Comptroller/Finance Director, in conjunction with the Retirement Board, administers the Contributory Retirement System, which provides pension benefits to Town employees (excluding schoolteachers) eligible for pension benefits. Employees who work a minimum of 18 hours per week are required to contribute 5 - 9% of their salary depending on their date of entry into the Retirement System, and an additional 2% if an employee's salary is over $30,000. The Retirement Board's staff advises and computes pension allowances for employees contemplating retirement, pays out monthly pensions, and provides pension calculations, actuarial data, and portfolio performance to the Public Employees Retirement Administration Commission (PERAC) for their review and approval, as required by law. The five member Lexington Retirement Board monitors the investment of Town and employee retirement funds and implements policies and procedures in accordance with pertinent laws and regulations. Professional managers who invest in equities and bonds manage the retirement funds. Schoolteachers participate in the State Teachers Retirement System and neither contribute to, nor receive pensions from the Town. Benefits for all other eligible School and Town employees are included in this element. HIGHLIGHTS: • 387 retirees and dependents receive pension allowances ranging from $1,013 to $76,731 per year. Of these former employees, 33 receive disability benefits. The number of members in the system has grown significantly over the past few years and now has 551 active and 214 inactive members. • 67% of the pension account was invested in equities or stocks, 31% in fixed - income bonds, and 2% in cash equivalents (certificates of deposit, savings, etc.) as of December 31, 2002. • The rate of return for 2003 was 18.1 % • The market value of the system at December 31, 2002 was approximately $82.9 million. • Mellon conducted an actuarial valuation of the Lexington Retirement System as of January 1, 2004. The system was 85% funded at that time. The Retirement Board has adopted a funding schedule, which has been approved by P.E.R.A.C., which will fully fund the system by 2015. BUDGET ISSUES: • Contributory retirement is funded through contributions from both the Town and its employees. The Town appropriates funds each year to pay actual retirement benefits, plus an additional amount to fund pension liabilities for active employees. The retirement system has a funding schedule, which requires that the system be fully funded by the year 2028. The Retirement Board has adopted a funding schedule that will fully fund the system by 2015. • In addition to the pensions, the Town pays an equal percentage of the health insurance premium for retired employees as it does for active employees. STAFFING: The Retirement Administrator provides staffing for the Retirement Board. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 2,721,766 1,584,000 3,015,532 3,015,532 3,015,532 Expenses 0 0 0 0 0 Town Funded Expenses $2,721,766 $1,584,000 $3,015,532 $3,015,532 $3,015,532 General Fund $2,639,563 $1,501,797 $2,933,329 $2,933,329 $3,015,532 Enterprise Funds 82,203 82,203 82,203 82,203 0 Directed Funding 0 0 0 0 0 Appropriated Resources $2,721,766 $1,584,000 $3,015,532 $3,015,532 $3,015,532 VII -5 Subprogram: Employee Benefits Element: 2120 Non - Contributory Retirement Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Non - Contributory Retirement program provides pensions to retired employees who began employment with the Town prior to July 1, 1939. The Town Comptroller/Finance Director oversees the Non - Contributory Retirement program. HIGHLIGHTS: • Five (5) former Town employees and/or their surviving spouses receive an annual allowance ranging from $9,477 to $23,508 per year. BUDGET ISSUES: None STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 103,431 123,000 85,000 85,000 85,000 Expenses 0 0 0 0 0 Town Funded Expenses $103,431 $123,000 $85,000 $85,000 $85,000 General Fund $123,000 $123,000 $85,000 $85,000 $85,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $123,000 $123,000 $85,000 $85,000 $85,000 VII -6 Subprogram: Employee Benefits Element: 2130 Insurance Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The insurance program has four components: group health, dental and life insurance, and general municipal insurance. Budget estimates for health, dental and life insurance comprise approximately 90% of the entire insurance budget. Benefits for school employee subscribers are shown in the Public School's subprogram and benefits for subscribers in municipal departments are shown in this element. The Town offers employees their choice of three health insurance plans: Blue Choice, HMO Blue, and Harvard Pilgrim Health Plan. The Town covers 80 -85% of the cost of an employee's coverage, depending on the plan chosen. In addition, Medex coverage (supplemental health insurance for medical expenses not covered by Medicare) is offered to all retired employees. The Town also covers 50% of the costs of an employee's dental coverage for employees who choose to purchase dental insurance. As of June 2003, there were 1,984 active and retired Town and School employees enrolled in health plans, and 1,462 enrolled in dental plans. General municipal insurance is purchased from private providers to cover the Town's liability, property, vehicle, and professional insurance needs. HIGHLIGHTS: • In light of escalating health care costs, the town and the employee coalition bargaining group are reexamining collective bargaining agreements under Massachusetts General Law Chapter 32b section 19 Coalition Bargaining. BUDGET ISSUES: Health insurance costs have increased substantially since 2000 due to increased enrollments, claims, escalating administrative and reinsurance costs compounded by medical and prescription drug cost inflation. The FY05 budget includes slightly more than a 10% increase in health insurance costs. Medicare costs have been rising steadily in recent years due to legislation requiring the Town to pay 1.45% of each new employee's salary for Medicare benefits. General municipal insurance rates increased substantially in FY 03 & 04 due to September l l 10.5% increase is budgeted for FY 05. STAFFING: Staff support for Benefits Administration and Risk Management is provided by the Town Manager's Office. A portion of the wages for these functions is appropriated in this element. The Town contracts with Health Resources for claims management for workers compensation. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $106,701 $143,763 $119,488 $119,488 $119,488 Benefits 4,341,732 3,707,782 4,248,887 4,248,887 4,073,887 Expenses 341,052 449,000 498,464 498,464 498,464 Town Funded Expenses $4,789,485 $4,300,545 $4,866,839 $4,866,839 $4,691,839 General Fund $4,640,882 $4,134,269 $4,700,563 $4,700,563 $4,525,563 Enterprise Funds 156,986 166,276 166,276 166,276 166,276 Directed Funding 0 0 0 0 0 Appropriated Resources $4,797,868 $4,300,545 $4,866,839 $4,866,839 $4,691,839 VII -7 Subprogram: Employee Benefits Element: 2140 Unemployment Benefits Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town maintains a fund from which it pays for unemployment benefits. This fund pays unemployment benefits to all former municipal and school employees whose positions have been eliminated, for part-time employees who have not been given reasonable assurance of future work, for past employees separating from a subsequent employer, and for those who have otherwise become involuntarily separated from the Town. The maximum collection period is 30 weeks. HIGHLIGHTS: • In FY'00 the maximum weekly benefit was $427, and the costs were $58,951 for 36 claims • In FY'01 the maximum weekly benefit was $477, and the costs were $38,248 for 30 claims • In FY'02 the maximum weekly benefit was $512, and the costs were $62,774 for 32 claims • In FY'03 the maximum weekly benefit was $507, and the costs were $75,695 for 24 claims • In FY'04 the maximum weekly benefit was $508, and the costs were $199,362 for 45 claims BUDGET ISSUES: • In FY'02 there was an increase in claims' duration from an average of 10 -13 weeks to an average of 20 or more weeks due to the weakened economy. • In FY'03 the unemployed employees continued to require more weeks on benefits due to the economy, claims filed as of 3/03 can extend benefits 13 weeks beyond the 30 week benefit period. • In FY'04 claims increased as a result of the failed override. STAFFING: Staff in the Town Manager's Office provides administrative support. The Town contracts with Jon Jay Associates for claims management. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $39,002 $483,224 $70,000 $70,000 $58,849 Benefits 0 0 0 0 0 Expenses 0 0 0 0 0 Town Funded Expenses $39,002 $483,224 $70,000 $70,000 $58,849 General Fund $32,000 $483,224 $70,000 $70,000 $58,849 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $32,000 $483,224 $70,000 $70,000 $58,849 VII -8 Subprogram: Employee Benefits Element: 2150 Police & Fire Medical Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Fire and Police Medical pays for employment - related medical expenses for public safety employees. It is the equivalent of workers' compensation for all uniformed fire and police officers, both active and retired, who have sustained a work related injury. Payments are made in compliance with State law Chapter 41, Section 100 for active employees, Section 10013 for retired employees, and Section I I IF for injuries received in the line of duty. Most claims are paid to retired public safety employees. Through the Section I I IF benefit, injured police and fire personnel receive regular pay until they return to work or retire. HIGHLIGHTS: • FY00 actual costs were $30,890. • FY01 actual costs were $60,400. • FY02 actual costs were $46,628. • FY03 actual costs were $80,923. • FY04 actual costs were $50,169. BUDGET ISSUES: • The State has a mandated wellness program for police and fire employees. A cooperative effort through the Employees Strategy Group, Minuteman Science Technology High School and the police union allowed the town to create their own fitness center for employees. • As disability retirees age, costs incurred in this program will increase. • Actual costs for each fiscal year are higher than payments due to June bills carried forward. STAFFING: The Town contracts with Health Resources for claims management. The Assistant Town Manager along with the Police & Fire Chiefs oversee this program. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses $73,587 $53,965 $53,965 $53,965 $53,965 Town Funded Expenses $73,587 $53,965 $53,965 $53,965 $53,965 General Fund $53,965 $53,965 $53,965 $53,965 $53,965 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $53,965 $53,965 $53,965 $53,965 $53,965 VII -9 VII -10 Program: Shared Expenses Subprogram: 2200 Debt Service Town of Lexington FY 2005 Program Budget Debt service includes general fund principal and interest payments for both exempt and non - exempt debt as well as temporary borrowing. Enterprise funds support their own debt service. A statement of all outstanding debt by category is included in the Capital Investment/Debt Management section. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 2200 Expended Appropriated Dept Request Recommended Appropriated 2210 Payment on Funded Debt $2,185,000 $3,253,000 $3,461,000 $3,441,000 $3,441,000 2220 Interest on Funded Debt $292,933 $547,957 $663,170 $553,670 $553,670 2230 Temporary Borrowing $475,000 $275,000 $275,000 $242,512 $242,512 2240 Exempt Debt $1,567,988 $4,289,338 $6,435,663 $5,497,703 $5,425,085 Program Totals Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 4,520,921 8,365,295 10,834,833 9,734,885 9,662,267 Town Funded Expenses $4,520,921 $8,365,295 $10,834,833 $9,734,885 $9,662,267 General Fund $4,146,143 $8,250,295 $10,834,833 $9,734,885 $9,662,267 Enterprise Funds 0 100,000 0 0 0 Directed Funding 19,200 15,000 0 0 0 Appropriated Resources $4,165,343 $8,365,295 $10,834,833 $9,734,885 $9,662,267 VII -11 VII -12 Subprogram: Debt Service Element: 2210 Payment on Funded Debt Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town assumes debt to finance some capital projects. Lexington's debt is funded through bond issues. State statutes permit maximum terms of bond issues to vary from 5 to 20 years, depending on the purpose of the issue. Lexington has an aggressive debt repayment policy. The Town can only issue new debt with the approval of two - thirds of Town Meeting. Current outstanding debt is attributable to the following: various school projects, public safety dispatch center, land acquisition, Town building renovation, recreational improvements, road improvements, Lincoln Park and the Library project. HIGHLIGHTS: • Additional information can be found in Section V: Debt. BUDGET ISSUES: • The combined capital appropriation demand for maintaining buildings, streets, equipment, and the Town's other physical assets cannot be met in the current budget. The Board of Selectmen continues to support a staff recommended "cash capital policy" that will assist in managing the Town's capital needs as well as its dependency on long term debt issues. The implementation of the cash capital policy will work toward further reducing this expense. At the present time staff is reviewing the "cash capital" policy and will make recommendations to the Board of Selectmen. STAFFING: Staff in the Finance Department work with the Town's financial advisors to manage the debt portfolio. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 2,185,000 3,253,000 3,461,000 3,441,000 3,441,000 Town Funded Expenses $2,185,000 $3,253,000 $3,461,000 $3,441,000 $3,441,000 General Fund $2,165,800 $3,253,000 $3,461,000 $3,441,000 $3,441,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 Appropriated Resources $2,165,800 $3,253,000 $3,461,000 $3,441,000 $3,441,000 VII -13 Subprogram: Debt Service Element: 2220 Interest on Funded Debt Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The interest rate paid on the Town's long -term debt is a product of the economy at the time of the sale. The Town was recently rated "AAA" by Moody's Investor's with a "Negative Outlook" The Town's "AAA" bond rating allows the Town to sell bonds at very competitive interest rates, thus minimizing the cost of bond - financed capital projects. HIGHLIGHTS: • Additional information can be found in Section V: Debt. BUDGET ISSUES: • The Town's policy of an aggressive repayment results in lower annual interest costs for a shorter period. The saving on total interest costs over the life of the bonds is significant. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 200'_ Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 292,933 547,957 663,170 553,670 553,670 Town Funded Expenses $292,933 $547,957 $663,170 $553,670 $553,670 General Fund $292,933 $547,957 $663,170 $553,670 $553,670 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $292,933 $547,957 $663,170 $553,670 $553,670 VII -14 Subprogram: Debt Service Element: 2230 Temporary Borrowing Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Interest charges are minimized by initially obtaining short-term financing then using long -term financing to pay off the short-term debt. Short-term interest rates are generally 1 - 1.5% lower than long -term rates. The Town can borrow with the intent of issuing long -term financing, using Bond Anticipation Notes (Bans). Bans must be fully retired within five years of their original dates of issuance. Bans for school projects approved by SBAB can be for a term up to seven years. Bond Anticipation Notes are used to provide flexibility in the timing of issuing permanent debt, to avoid locking in artificially high interest rates and to allow several years' authorizations to be grouped together in one issue. The increased use and management of temporary borrowing in conjunction with the newly implemented cash capital policy will further allow the Town to take advantage of favorable short term interest rates versus long term debt issuance. All temporary borrowing is competitively bid in order that the Town benefits from the lowest possible rates. Some municipalities use temporary borrowing to finance operations in anticipation of revenue receipts. The Treasurer, with the approval of the Selectmen, can obtain temporary loans in anticipation of the revenue to cover operating shortfalls. Lexington's automated collection policy avoids this practice. The Town has not had to utilize this type of financing option in over 25 years. Implementing a quarterly billing and collection system for property taxes has stabilized our collections, which further decreases the Town's need to rely on temporary borrowing to meet operational expenses. The Treasurer may also borrow in anticipation of authorized federal and state aid. Temporary borrowing is utilized to fund capital projects such as State Chapter 90 supported road improvements and water pollution control projects. These are projects for which the Town must first spend the funds, then seek reimbursement. The interest on borrowing is charged to this account. The Town also uses temporary borrowing to finance interest payments on abatements of real estate tax payments, some banking charges, and debt issuance costs. The Town must refund the tax overpayment with an additional 8% interest, in accordance with state statutes. HIGHLIGHTS: • Additional information can be found in Section V: Debt. BUDGET ISSUES: STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 475,000 275,000 275,000 242,512 242,512 Town Funded Expenses $475,000 $275,000 $275,000 $242,512 $242,512 General Fund $347,875 $275,000 $275,000 $242,512 $242,512 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $347,875 $275,000 $275,000 $242,512 $242,512 VII -15 Subprogram: Debt Service Element: 2240 Exempt Debt Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Exempt Debt is voter- approved debt service that is funded outside of the Proposition 2 -1/2 tax levy limitations. The voters of Lexington passed a debt exclusion in the amount of $52,235,000 on December 7, 1998. The purpose of the debt exclusion is to construct, equip, furnish and/or remodel Lexington High School, Clarke and Diamond Middle Schools. Lexington is eligible for 59% reimbursement from the Commonwealth of Massachusetts for the debt and interest costs associated with this project. The annual reimbursement will be used to offset the debt service incurred as a result of the project. In June 2002 the voters approved a debt exclusion for the following capital projects: Street Related Improvements $7,000,000, Lincoln Park Improvements, $3,400,000, Remodeling and Reconstruction of the Harrington and Fiske Schools, $32,150,000. HIGHLIGHTS: • Additional information can be found in Section V: Debt. BUDGET ISSUES: • Planning future exempt debt issues, in accordance with a town wide debt/capital program is a possible strategy for funding capital projects in the future. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 1,567,988 4,289,338 6,435,663 5,497,703 5,425,085 Town Funded Expenses $1,567,988 $4,289,338 $6,435,663 $5,497,703 $5,425,085 General Fund $1,339,535 $4,289,338 $6,435,663 $5,497,703 $5,425,085 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $1,339,535 $4,289,338 $6,435,663 $5,497,703 $5,425,085 VII -16 Program: Shared Expenses Subprogram: 2300 Operating Articles Town of Lexington FY 2005 Program Budget The Reserve fund provides for extraordinary and unforeseen expenses during the year. Municipal Salary Adjustments also are appropriated in a lump sum and are distributed to the appropriate accounts during the year. Elements within FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 Subprogram 2300 Expended Appropriated Request Recommended Appropriated 2310 Reserve Fund $ 0 $150,000 $150,000 $150,000 $150,000 2320 Municipal Salary Adjustment $0 $185,810 $350,000 $50,000 $50,000 Program Totals Compensation $0 $185,810 $350,000 $50,000 $50,000 Benefits 0 0 0 0 0 Expenses 0 150,000 150,000 150,000 150,000 Town Funded Expenses $0 $335,810 $500,000 $200,000 $200,000 General Fund $474,181 $331,990 $496,180 $196,180 $196,180 Enterprise Funds 3,487 3,820 3,820 3,820 3,820 Directed Funding 0 0 0 0 0 Appropriated Resources $477,668 $335,810 $500,000 $200,000 $200,000 VII -17 VII -18 Subprogram: Operating Articles Element: 2310 Reserve Fund Town of Lexington FY 2005 Program Bu DESCRIPTION OF SERVICES: The Reserve Fund is used for extraordinary, unforeseen, and unanticipated expenditures, which cannot be paid through regular program appropriations. The Appropriations (Finance) Committee approves transfers from the Reserve Fund. HIGHLIGHTS: • In FY2003 the Appropriation Committee approved the following transfer from an appropriation of $145,000: 1. Legal $125,398 2. Elections $24,602 BUDGET ISSUES: None STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 0 150,000 150,000 150,000 150,000 Town Funded Expenses $0 $150,000 $150,000 $150,000 $150,000 General Fund $150,000 $150,000 $150,000 $150,000 $150,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $150,000 $150,000 $150,000 $150,000 $150,000 VII -19 Subprogram: Operating Articles Element: 2320 Municipal Salary Adjustment Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: This element provides funding for compensation increases for non -union Town of Lexington employees and for union employees without settled contracts. Funds are distributed to specific accounts during the year as employee raises are granted to non -union employees or union contracts are settled. All union & association contracts are up for renewal in FY 05, this represents six (6) unions and two (2) associations. HIGHLIGHTS: • The FY 2003 allocation for municipal salary adjustment represented a 3.0% increase. • The FY 2004 allocation for municipal salary adjustment represented 2% July and 1% January increase. • The FY 2005 request provides no COLA, but does budget for step increases. BUDGET ISSUES: • FY 04 - the formation of the Senior Manager's Association that includes all Senior Managers for the town organization. • FY 04 - the formation of Lexington Municipal Employee Association that includes middle managers and all other previously non -union line staff. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation Benefits $0 $185,810 $350,000 $50,000 $50,000 Expenses 0 0 0 0 0 Town Funded Expenses SO $185,810 $350,000 $50,000 $50,000 General Fund $324,181 $181,990 $346,180 $46,180 $46,180 Enterprise Funds 3,487 3,820 3,820 3,820 3,820 Directed Funding 0 0 0 0 0 Appropriated Resources $327,668 $185,810 $350,000 $50,000 $50,000 VII -20 Program: Shared Expenses Subprogram: 2400 Organizational Expenses Town of Lexington FY 2005 Program Budget The Organizational Expenses subprogram funds organizational activities and expenses that apply to multiple departments. Common expenditures within the municipal organization include activities and expenses that relate to many departments. These include Professional Development and Services, Parking Hearing Officer, Temporary Help and Overtime. These expenses require the review and approval of the Town Manager. Elements within FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 Subprogram 2400 Expended Appropriated Request Recommended Appropriated 2410 Municipal Services and Expenses 2420 Wide Area Network Program Totals $136,672 $140,976 $137,376 $137,376 $131,376 $0 $0 $5,000 $5,000 $5,000 Compensation $42,083 $43,576 $39,976 $39,976 $33,976 Benefits 0 0 0 0 0 Expenses 94,589 97,400 102,400 102,400 102,400 Town Funded Expenses $136,672 $140,976 $142,376 $142,376 $136,376 General Fund $139,375 $140,976 $142,376 $142,376 $136,376 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $139,375 $140,976 $142,376 $142,376 $136,376 VII -21 VII -22 Subprogram: Organizational Expenses Element: 2410 Municipal Services and Expenses Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Municipal Services and Expenses element funds organizational activities and expenses that require the review and approval of the Town Manager. These common expenditures include Professional Development and Services, Tuition, Travel, Permanent Building Clerk and Parking Ticket Hearing Officer, and Temporary Help and Overtime. HIGHLIGHTS: • Employees participated in a variety of professional development workshops that included: Domestic Violence, Interrogation, Eyewitness, Rifle & Munitions, Crime Scene and Traffic Safety Training for police personnel, Building Code, Camp & Pool Inspection, Professional Food Manager, 40 -B Housing, Health Officer Meeting for Community Development personnel, Information and Records Management Conference; Emergency Medical Dispatch Training, Massachusetts Fire Fighting Program for fire personnel; International Association of Police Chiefs, International City Manager's Association, Massachusetts Municipal Association to name a few. • Employee Recognition efforts were held through the on -going efforts of the Town Manager's Office and the Employee Strategy Group. BUDGET ISSUES: • This element has been level funded for several years. • Employee development becomes more important as pressures on the organization increase to upgrade services and technology. • Increased participation of volunteer groups and committees require increased staff support. STAFFING: 1 Management Intern and miscellaneous part -time and seasonal employees FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $42,083 $43,576 $39,976 $39,976 $33,976 Benefits 0 0 0 0 0 Expenses 94,589 97,400 97,400 97,400 97,400 Town Funded Expenses $136,672 $140,976 $137,376 $137,376 $131,376 General Fund $139,375 $140,976 $137,376 $137,376 $131,376 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $139,375 $140,976 $137,376 $137,376 $131,376 VII -23 Subprogram: Organizational Expenses Element: 2420 Wide Area Network Town of Lexington FY 2005 Program Budge DESCRIPTION OF SERVICES: In 1989 the Town of Lexington began to create its first generation of network infrastructure. This network, known as the I- net, was replaced with faster and more reliable fiber optic Wide Area Network. This network, which connects 27 town, school and library buildings, must be maintained for reliability. This element funds costs for upgrades, equipment replacement and maintenance. It will also more clearly define operating roles and responsibilities by delineating the line between Local Area Networks and the WAN. Internal staff resources will continue to be budgeted under the XIIS Subprogram 8600 and in the School Budget. 111MIMMUlki BUDGET ISSUES: • This is a new element in the budget for FY 2005. A matching $5,000 appears within the Subprogram 1100: Lexington Public Schools expenses. STAFFING: Support for this element is shown under Element 8610. FY2003 FY2004 FY 2005 FY 2005 FY 200'_ Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 0 0 5,000 5,000 0 Town Funded Expenses $0 $0 $5,000 $5,000 $5,000 General Fund $0 $0 $5,000 $5,000 $5,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $0 $0 $5,000 $5,000 $5,000 VII -24 Section VIII: Communi Services Program 3000 DPW Oversight Highway Parks and Grounds Waste Management Building Maintenance Transportation Water Enterprise Sewer Enterprise Program: 3000 Community Services Town of Lexington FY 2005 Program Budget The Community Services program contains all Public Works divisions and is the largest municipal department. The services provided by Public Works include the maintenance, repair, and construction of the Town's infrastructure, roads, buildings, equipment, and property. The Department of Public Works is responsible for 284 lane miles of road, 154 miles of water mains, 34 miles of trunk sewer line, 119 miles of street sewer line, 4,500 catch basins, 14 public buildings, 141 pieces of equipment, 9 parks, 4 cemeteries, a golf course, a parking lot operation, and the 5.5 mile -long Jack Eddison Memorial Bikeway. Public Works supports Town functions through the maintenance and repair of facilities such as the Police and Fire Stations, playing fields, and the Jack Eddison Memorial Bikeway. This program includes the Town's water and sewer operations, which operate as separate enterprise funds. subprograms within FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 Program 3000 Expended Appropriated Request Recommended Appropriated 3100 DPW Oversight $ 1,055,814 $1,048,864 $1,038,548 $1,035,270 $1,028,761 3200 Highway $2,406,621 $1,662,984 $1,848,613 $1,700,677 $1,689,819 3300 Public Grounds $ 1,165,297 $1,032,359 $1,176,012 $1,055,885 $1,052,290 3400 Environmental Services $2,632,795 $2,476,319 $3,443,941 $2,444,328 $2,382,716 3500 Building Maintenance $705,119 $628,021 $788,548 $705,268 $668,268 3600 Transportation $346,720 $0 $454,028 $291,028 $291,028 3700 Water Enterprise $4,627,467 $5,437,920 $6,031,920 $5,717,042 $5,717,042 3800 Sewer Enterprise $7,174,309 $8,047,157 $7,719,525 $1,383,253 $7,383,253 Program Totals Compensation $4,351,719 $3,674,171 $4,046,359 $3,734,139 $3,661,932 Benefits 0 0 0 0 0 Expenses 15,762,426 16,659,453 18,454,776 16,598,612 16,551,245 Town Funded Expenses $20,114,145 $20,333,624 $22,501,135 $20,332,751 $20,213,177 General Fund $6,519,127 $5,661,624 $7,395,897 $6,041,663 $5,922,089 Enterprise Funds 13,744,575 14,467,304 14,733,612 14,082,462 14,082,462 Directed Funding 179,193 179,193 371,626 208,626 208,626 Appropriated Resources $20,442,895 $20,333,624 $22,501,135 $20,332,751 $20,213,177 VIII -1 k D Program 3000 - Community Services Public Works Director Transportation Coordinator Clerk Parking Operations L Supervisor Parking Attendant Town Mgr. Of Oper. /Supt. Management Engineer I I Of Equip /Hwy /Drain I I Analyst Town Engineer Civil Engineer ering Assistant erina Aide Administrative Staff Office Manager Department Clerk Office Manager/ Executive Secretary Department Account Clerk Building Maintenance Superintendent Working Foreman Bldg. Maint. Tech Custodian Supt. Of Environmental Services Recycling Heavy Equipment Operator Snow and Ice Equipment Resurfacing/ Traffic Patching Crew/ Painting Drains Equipment Foreman Crew Chief Mechanic Information Coordinator Grader-Shovel Operator Laborer/Truck Driver Light Equipment Operator Heavy Equipment Operator Public Grounds Superintendent Ground Improvement/ Park Maintenance Cemetery Tree Turf Maintenance Athletic Field Maintenance Aquatics & Park Maintenance Cemetery Foreman Crew Chief Tree Climber Heavy Equipment Operator Light Equipment Operator Leadman Laborer /Driver Public Grounds Clerk Water /Sewer Superintendent Water Distribution Waste Water Distribution Construction Water Quality Crew Chief Cross Connection Inspector Grader /Shovel Operator Heavy Equipment Operator Laborer /Driver Meter Reader FY 2005 Appropriated Budget VIII -2 June 8, 2004 Program: Community Services Subprogram: 3100 DPW Oversight Town of Lexington FY 2005 Program B udget Public Works administrative staff plans, manages, coordinates, schedules and monitors the department's activities. They develop strategic plans in conjunction with the division heads and coordinate the various activities of the department in support of the Town's needs. The DPW Oversight subprogram includes the compensation and expenses for operating the DPW Administration, Engineering, Parking Operations and Street Lighting programs. See the Department ofPublic Works Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 3100 Expended Appropriated Dept Request Recommended Appropriated 3110 DPW Administration 3120 Engineering 3130 Street Lighting 3140 Parking Operations Program Totals $368,217 $387,758 $315,276 $315,276 $315,276 $369,438 $327,935 $349,064 $349,064 $349,064 $256,616 $268,702 $308,489 $305,211 $298,702 $61,546 $64,469 $65,719 $65,719 $65,719 Compensation $739,662 $716,013 $685,910 $685,910 $685,910 Benefits 0 0 0 0 0 Expenses 316,155 332,851 352,638 349,360 342,851 Town Funded Expenses $1,055,817 $1,048,864 $1,038,548 $1,035,270 $1,028,761 General Fund $541,346 $486,137 $490,102 $486,824 $480,315 Enterprise Funds 414,471 462,727 462,727 462,727 462,727 Directed Funding 100,000 100,000 85,719 85,719 85,719 Appropriated Resources $1,055,817 $1,048,864 $1,038,548 $1,035,270 $1,028,761 VIII -3 3100 Department of Public Works (Oversight) - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The mission of the DPW Administration is to provide executive direction and leadership to all aspects of the public works department. We are a team of professionals committed to promoting good management practices, administering town policies, and providing prompt, courteous service to internal and external customers. We provide the necessary support and resources to secure public safety and achieve the goals and objectives of the department OBJECTIVES No. Keep website up -to -date and accurate. Utilize mailings, voice mail messages, e -mail, press releases, and the cable access network to keep residents informed. OBJECTIVES No. Respond to customer complaints within 48 hours. Effectively use the phone systems and voice mail to direct customers. OBJECTIVES Use media to update residents. No. Record data and keep records of customer comments. Analyze and/or report on customer issues to decision makers. OBJECTIVES Timely tam around of accounts payable. No. Timely receipt of accounts receivable. Meet deadlines for the budget process. OBJECTIVES Promote employee participation in seminars, conferences and workshops. No. Encourage employee advancement when there are position vacancies. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming yea. VIII 4 3100 Department of Public Works (Oversight) - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: DPW Engineering is committed to improving the quality of life throughout the community. We strive to protect and enhance the Town's infrastructure by fostering teamwork with the public and all Town departments and by maintaining an atmosphere in which independent and creative thinking can spawn solutions in concert with the highest engineering and performance standards. OBJECTIVES No. Continue to implement new and renewal projects to add to, rehabilitate and replace infrastructure, buildings, and facilities. QD Improve on- schedule capital project completion percentage to 100 %. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of capital projects Workload 6 16 14 15 6 Number of capital projects completed on schedule Efficiency 4 16 14 13 6 % Capital projects completed on schedule Outcome 67% 100% 100% 87% 100% Improve the condition and life of the Town's roadway system through careful application of the principles of pavement management. (ED No. Improve water quality through rehabilitation of the water distribution system. Improve the structural integrity of and reduce infiltration into the sanitary sewer system through the sewer rehabilitation program. Make sewer available to all dwellings in Lexington where it is economically feasible through the sewer collection system program. Improve the condition and life of public buildings through prioritized maintenance investment in the building envelope. Maintain capital project completion on or under budget 100% of the time. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of capital projects completed Workload 6 16 14 13 6 Number of capital projects completed on or under Efficiency 6 16 14 13 6 budget % Capital projects completed on or under budget Outcome 100% 100% 100% 100% 100% FY2004 statistics indicate the beet data for the current year FY2005 statistics indicate projected goals for the upcoming yea. VIII -5 3100 Department of Public Works (Streetlights) - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The streetlight maintenance program strives to proactively maintain a cost effective lighting system that enhances Public Safety along Lexington roadways, while considering all characteristics of light source quality. OBJECTIVES Reduce the annual outage percentage. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of outages repaired Workload 1632 969 807 550 Number of roll -over outages at the end of the fiscal Workload - 24 156 67 100 year Outcome - -13% 30% -70% 15% Average number of new outages reported per month Workload - 140 96 74 75 Average number of unresolved outages per month Efficiency - 152 98 150 150 Average percent of unresolved outages per month Outcome - 4.6% 3% 5% 5% compared to the entire system OBJECTIVES No. Reduce the average time electric repairs are resolved by the contractor. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of outages resolved by the contractor Workload 87 441 175 163 150 Average days to resolve outages by contractor Efficiency 64 72 50 70 60 Percent reduction in the Contractor's repair time Outcome - -13% 30% -70% 15% Achieve an average resolution rate of 14 days or less for bulb and sensor replacement. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of outages resolved by DPW staff Workload 776 1215 794 644 400 Average days to resolve requests by DPW staff Efficiency 13.7 27 14 28 21 Average resolution time compared with 14 day Outcome 0.98 1.94 1 2 1.5 FY2004 statistics indicate the beet data for the current year. FY2005 statistics indicate projected goals for the upcoming year. VIII -6 Subprogram: DPW Oversight Element: 3110 DPW Administration Town of Lexington FY 2005 DESCRIPTION OF SERVICES: DPW Administration staff direct the departments activities, prepare budgets, monitor expenditures, develop bid specifications for DPW procurement and respond to citizens' concerns and complaints. Management also schedules work assignments, evaluates work performance, monitors attendance, sick leave and vacation time, and participates in the contract negotiation process. The administrative division supervises contracts for services relating to curbside refuse and recycling collections, the regional Minuteman Household Hazardous Products (MHHP) Facility events, Cathode Ray Tube recycling, snow plowing, traffic signal maintenance, traffic /street sign construction and repair, street line /crosswalk painting, storm drain cleaning, and transportation services. These contracts are awarded through a competitive bidding process. HIGHLIGHTS: • Staff assisted the Superintendent of Environmental Services with trash and recycling information and education. • Staff continues to be responsible for the administrative support and record management for the MHHP Committee. • Staff helped reorganize the department and took on additional duties due to the loss of positions through the failed override, early retirement initiative, and general turnover. BUDGET ISSUES: The reduction of the Management Analyst position to part time has primarily been felt internally, as the Management Analyst has taken on fewer duties within the department and organization. This has increased the responsibilities of other members of the department, especially with regard to budget creation. The Management Analyst also provides counter and phone customer service and acts as staff support on several citizen committees. The reduction in hours has impacted the level of support that can be provided to those customers and committees. The Manager of Operations position was combined with the Highway Superintendent position and funded through the Highway Department. This has impacted the level of strategic planning, project management, and other functions done by the Manager of Operations in the past. The responsibilities are now shared between the Director and the Highway Superintendent. STAFFING: 1 Director 1 Part Time Management Analyst 1 Office Manager/Executive Secretary 2 Department Account Clerks 1 Administrative Assistant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $336,714 $357,508 $285,026 $285,026 $285,026 Benefits 0 0 0 0 0 Expenses 31,503 30,250 30,250 30,250 30,250 Town Funded Expenses $368,217 $387,758 $315,276 $315,276 $315,276 General Fund $109,905 $91,379 $118,897 $118,897 $118,897 Enterprise Funds 171,740 196,379 196,379 196,379 196,379 Directed Funding 100,000 100,000 0 0 0 Appropriated Resources $381,645 $387,758 $315,276 $315,276 $315,276 VIII -7 Subprogram: DPW Oversight Element: 3120 Engineering Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Engineering Division includes all engineering programs and engineering support services provided to all divisions of the Department of Public Works, the Fire and Police Departments, School Administration, Council on Aging, Board of Appeals, Conservation Commission, Planning Board, Traffic Safety Committee, Transportation Advisory Committee, LexHAB, Permanent Building Committee, and other Town committees. The Division is responsible for administering the Capital Budget for all Town infrastructure and buildings, with the exception of the School Department buildings. A cooperative effort has been established to include some School Department projects in oversight contracts. The Division prepares and reviews specifications and bids for related building and construction projects, and is active in seeking grants. The Engineering Division inspects and keeps records concerning water, sewer, drain construction, and oversees water and sewer service installation. Division staff also issue appropriate permits, inspects all subdivision construction for conformance to Town standards, and maintain public records concerning street lines, grades, land and lotting. HIGHLIGHTS: • In FY2004, this Division provided design and/or construction supervision for approximately $3.4 million in public works construction including street resurfacing, sanitary sewer main cleaning and lining, water main replacement and building envelope improvements. BUDGET ISSUES: • Meeting public infrastructure demands and expectations with current staffing continues to be a challenge. • As a result of the override failure and resulting staff reduction, the hours during which sewer, water, drain, driveway, gas, electric, telephone and street occupancy permits are issued have been reduced to coincide with the Engineering Aide's schedule. STAFFING: 1 Town Engineer 1 Assistant Town Engineer 1 Senior Civil Engineer 3 Engineering Assistants 1 Part Time Engineering Aide FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $360,184 $317,108 $338,237 $338,237 $338,237 Benefits 0 0 0 0 0 Expenses 9,254 10,827 10,827 10,827 10,827 Town Funded Expenses $369,438 $327,935 $349,064 $349,064 $349,064 General Fund $80,910 $61,587 $62,716 $62,716 $62,716 Enterprise Funds 242,731 266,348 266,348 266,348 266,348 Directed Funding 0 0 20,000 20,000 20,000 Appropriated Resources $323,641 $327,935 $349,064 $349,064 $349,064 VIII -8 Subprogram: DPW Oversight Element: 3130 Street Lighting Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The street lighting program includes 3,343 streetlights needed to illuminate the Town from dusk to dawn. These include 1,055 incandescent, 196 high - pressure sodium, 1,992 mercury vapor and 100 test lights. The Town purchased the streetlights from Boston Edison Company in September 1999. This budget element pays for the cost of electricity, repairs and associated maintenance costs. The Town operates a call center for incoming requests and tracks the status of requests until completed. The call center schedules and coordinates work, manages customer expectations, collects performance data and prepares reports. Requests are initially inspected for proper bulb and photo- sensor operation by the Public Works Forestry Division staff. If bulb and photo- sensor replacement does not correct the outage, an electrical contractor is dispatched to troubleshoot and resolve the problem. The Engineering Division, in cooperation with the Lexington Lighting Options Committee, is involved in a Demonstration Street Lighting Projecttesting cost - effective, energy- efficient streetlights. HIGHLIGHTS: • A Call Center at the DPW operations receives requests 24 hours a day. The phone number is (877) 349 -5267. • Approximately 1,000 requests for service were received in FY2003. The street light electrical contractor repaired approximately 175 outages and the Forestry Division Staff repaired approximately 790 outages. • The Forestry Division Staff performs the initial inspection and then repairs bulbs and sensors. An outside contractor repairs all other electrical problems. • The Police Department and DPW worked cooperatively to identify outages for repair prior to requests being made. BUDGET ISSUES: • This budget includes the restoration of funds for staff overtime ($20,000) and supplies ($10,000). This will positively impact the initial response time for inspection, the length of time for repairs and the number of outages that will be repaired. • Forestry Division staff will once again address streetlight outages on overtime. The average time to inspect an outage once it is called into the Call Center will be 2 -3 weeks. Staff will repair the bulbs and sensors as needed. If there is an electrical problem, the contractor response time will be an additional 3 -4 weeks. • The program to replace the older incandescent, sodium and mercury vapor light fixtures remains a goal of the department although no funding has been designated as yet. Burnt -out fixtures along arterial roads will be replaced with metal- halide fixtures as recommended by the Lighting Options Committee. STAFFING: Work is done by the Forestry Division Staff and an outside contractor. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $20,000 $20,000 $20,000 Benefits 0 0 0 0 0 Expenses 256,616 268,702 288,489 285,211 278,702 Town Funded Expenses $256,616 $268,702 $308,489 $305,211 $298,702 General Fund $323,220 $268,702 $308,489 $305,211 $298,702 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $323,220 $268,702 $308,489 $305,211 $298,702 VIII -9 Subprogram: DPW Oversight Element: 3140 Parking Operations Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town maintains and operates an attended parking lot off Meriam Street with a parking capacity for 300 cars and stacking capacity for 60 cars. There is an all -day parking program and approximately 500 parking meters in the Center Business District. Revenue from parking operations goes into the Parking Meter Fund. Maintaining a viable mix of long- term and short -term parking in the Center Business District is an ongoing objective of the Town. Any changes in the program are developed with input from other Town staff, civic, and community groups, and are subject to approval by the Board of Selectmen. The Town sells all -day parking permits for Center employees: 117 spaces at the attended lot, 68 spaces at the Church of Our Redeemer and 6 spaces on Fletcher Avenue. The Town leases the spaces at the Church of Our Redeemer. The Department of Public Works maintains, sweeps and plows all of these areas. DPW Administration oversees the parking program. HIGHLIGHTS: • FY2003 parking receipts included $186,425 from parking meters, $115,156 from the attended lot and $38,404 from all - day permit sales, yielding a total combined parking revenue of $339,985 (revenue generated from parking fines is not included). • Due to undermilization of the Church of Our Redeemer lot, the Selectmen approved the sale of five additional permits increasing the number of parking permits available in this lot from 63 to 68. • Attended lot receipts were up 15 %. Overall parking revenues were up 3 %. STAFFING: 1 Part-time Parking Attendant Supervisor 4 Part-time Parking Attendants FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $42,764 $41,397 $42,647 $42,647 $42,647 Benefits 0 0 0 0 0 Expenses 18,782 23,072 23,072 23,072 23,072 Town Funded Expenses $61,546 $64,469 $65,719 $65,719 $65,719 General Fund $0 $0 $0 $0 $0 Enterprise Funds 0 0 0 0 0 Directed Funding 68,143 64,469 65,719 65,719 65,719 Appropriated Resources $68,143 $64,469 $65,719 $65,719 $65,719 VIII -10 Program: Community Services Subprogram: 3200 Highway Town of Lexington FY 2005 Program Budget The Highway subprogram provides for the safety and maintenance of all public streets and sidewalks, drains and brooks, traffic regulators and street signs. The Operations Manager/Highway Superintendent oversees the Town's Highway Maintenance and Snow Removal Operations and is responsible for the repair and preventive maintenance of Town -owned vehicles. The Highway subprogram includes the Highway Maintenance and Road Machinery divisions as well as the Snow Removal elements. See the Highway subprogram's Mission Statement Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 subprogram 3200 Expended Appropriated Request Recommended Appropriated 3210 Highway Maintenance $833,215 $752,675 $883,656 $785,560 $774,702 3220 Road Machinery $385,941 $413,264 $464,957 $420,992 $420,992 3230 Snow Removal $1,187,465 $497,045 $500,000 $494,125 $494,125 Program Totals Compensation $1,332,391 $826,421 $955,925 $816,414 $809,414 Benefits 0 0 0 0 0 Expenses 1,074,230 836,563 892,688 884,263 880,405 Town Funded Expenses $2,406,621 $1,662,984 $1,848,613 $1,700,677 $1,689,819 General Fund $1,367,933 $1,280,383 $1,443,765 $1,295,829 $1,284,971 Enterprise Funds 343,149 382,001 381,941 381,941 381,941 Directed Funding 0 0 22,907 22,907 22,907 Appropriated Resources $1,711,082 $1,662,984 $1,848,613 $1,700,677 $1,689,819 VIII -11 3200 Highway Division - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The mission of the Highway Division is to maintain the town streets, sidewalks and storm water management inlets in a safe and clean condition and to provide for the safe movement of vehicular traffic by performing minor construction repairs, removing snow and ice from streets, installing traffic signs and lane or line markers and supervising the work of contractual service providers who perform repairs, cleaning or maintenance work. In addition, the Road Machinery Division ensures that the Town's fleet is always operational and well maintained by providing an efficient and effective maintenance and repair program and fuel management system. OBJECTIVE No. Minimize the time blockages back up the normal flow of storm water in order to reduce the chances of street flooding as much as possible and to keep costs low. (00 Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of basins Workload 4,700 4,700 4,700 4,700 4,700 Average cost per basin to maintain Efficiency $610 $610 $610 $610 $510 Average cost per basin to repair Efficiency 560 560 560 560 $520 Average response time from notification to repair Outcome - 45 days 45 days 45 days 40 days Provide program to protect wetlands, streams, and ponds. QD OBJECTIVE No . Ensure that the lines, crosswalks, stop bars, parking tees etc. are properly maintained and that we are making the most efficient use of the funds and labor available. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total roadway lane miles Workload 284 284 284 284 284 Number of roadway miles marked Workload Cost per lane mile marked Efficiency Data collection system is being implemented. Percent of system marked Outcome OBJECTIVE 0- Repair all vehicles in a timely manner. OBJECTIVE To reduce breakdowns and reduce vehicle downtime. OBJECTIVE No . Replace aged and obsolete equipment before it becomes too costly to repair. FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. VIII -12 Subprogram: Highway Element: 3210 Highway Maintenance Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Highway Division provides for the safety and maintenance of all public streets and sidewalks. Highway staff members are responsible for the condition of 284 lane miles of road, over 250 street and traffic signals, 400,000 feet of street lines, 10,300 traffic and street signs, and 25,000 feet of crosswalks. Staff in the Highway Division patch roads, repair potholes, resurface, sweep, sand and plow the streets, maintain 52 miles of sidewalk, repair parking meter posts and traffic signs, oversee contracts for the maintenance of electronic traffic signals, the painting of street lines and crosswalks and maintenance of traffic and street signs. They are also responsible for the cleaning of 4,700 catch basins and maintaining the drain system and associated brooks. Highway staff, in partnership with the Parks Division, various Town committees and private citizens, install and repair benches in the Center, and assist with the maintenance of the Jack Edison Memorial Bikeway. Highway employees also provide support to the composting facility. HIGHLIGHTS: • In FY2004, Division staff repaired 44 catch basins and drain manholes. • In FY2004, the repair crews used over 1,200 tons of bituminous concrete to repair potholes, trenches, and sidewalks. • Recent capital street repaving projects continue to cut down on the number of pothole requests enabling staff to address other projects including cleaning large debris from various brooks, installing berm to correct drainage problems and repairing sidewalks. • Staff continued cleaning Lexington Center on a regular basis. • Highway employees continued to provide support at the Hartwell Avenue Composting Facility, the Minuteman Hazardous Products Facility and with other recycling initiatives such as recycling bin distribution, compost bin sales, and CRT collections. BUDGET ISSUES: • The FY2005 budget loss of two positions due to early retirement, combined with another year with a 80% reduction in overtime, will result in continued delays in response /repair time. Repair of potholes, requests for berm and curb repair, catch basin repair, special event staffing, line painting, and center cleaning will be impacted. The division will maintain only one street sweeper on the roads during the April to November peak period, except for the spring cleanup that takes place after the snow melts. The reduction in expenses will mean fewer resources for supplies such as asphalt, traffic signs and line paint, and contracted services such as catch basin cleaning, traffic signal maintenance and street line painting. Snow operations will be impacted by the loss of two more employees during a time when it is difficult to attract outside contractors for plow operations. The loss will also have an impact on our ability to staff and move people around to cover emergency work without severely impacting other planned daily work. • The combining of the Highway Superintendent with Manager of Operations positions will also have an impact on the day -to -day Highway Division operations. STAFFING: 1 Manager of Operations /Superintendent Highways 2 Laborers 3 Crew Chiefs 3 Heavy Equipment Operators or Painter 1 Grader - Shovel Operator 2 Light Equipment Operators 1 Information Coordinator FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $637,842 $548,651 $664,081 $565,985 $558,985 Benefits 0 0 0 0 0 Expenses 195,373 204,024 219,575 219,575 215,717 Town Funded Expenses $833,215 $752,675 $883,656 $785,560 $774,702 General Fund $778,629 $567,740 $675,814 $577,718 $566,860 Enterprise Funds 148,310 184,935 184,935 184,935 184,935 Directed Funding 0 0 22,907 22,907 22,907 Appropriated Resources $926,939 $752,675 $883,656 $785,560 $774,702 VIII -13 Subprogram: Highway Element: 3220 Road Machinery Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Road Machinery Division services, repairs and supplies fuel for 141 pieces of DPW equipment, 8 School Department vehicles, and small engine equipment (lawn mowers, snow blowers, leaf blowers, etc.). Fuel, parts and supplies account for the majority of Road Machinery Division expenditures. All equipment and supply inventories have been on a computer database since 1989. The division reviews Public Works equipment every year and makes recommendations for the Capital Budget. The current DPW equipment fleet replacement value is approximately $6,100,000. A comprehensive Preventive Maintenance Program was established in 1983 and a Vehicle Restoration Program was instituted in 1989 as a way to reduce costly repairs. This program ensures that each piece of equipment is diagnosed, repaired if necessary, and given a complete tune -up (changing fluids, checking brakes, oiling doors, etc.). Restoration work that includes body repairs and painting is performed on an as- needed basis to extend the life of high - dollar equipment. HIGHLIGHTS: • The Road Machinery Division continues to evaluate each vehicle annually with respect to the replacement program to ensure that vehicles are replaced in a timely fashion to reduce future maintenance costs and minimize vehicle downtime. • With each mechanic skilled in vehicle repair, welding, and fabrication, the staff has the ability to custom design and fabricate special equipment for other divisions, which was especially helpful in keeping the plows and sanders online to clean the Town streets safely and efficiently during snow fighting operations. BUDGET ISSUES: • The FY2005 budget includes a reduction in staff from 4 to 3 mechanics. The impact on the shop's production will be felt in the loss of time dedicated to preventative maintenance, which means that each vehicle will not be scheduled for regular maintenance as often as before. • The FY2005 budget reduction in expenses will again result in repair parts being ordered as needed. There will be fewer "on hand" parts, which will slow down repair time and impact other divisions' work schedules. • Due to the budget reduction in overtime, emergency work will be done on regular time resulting in longer vehicle downtime. • A request for an additional $35,069 in Expenses will fund contracting out the maintenance of diesel engines required by new Federal regulations. STAFFING: 1 Equipment Foreman 3 Mechanics FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $173,662 $200,845 $211,844 $173,504 $173,504 Benefits 0 0 0 0 0 Expenses 212,279 212,419 253,113 247,488 247,488 Town Funded Expenses $385,941 $413,264 $464,957 $420,992 $420,992 General Fund $292,259 $216,258 $267,951 $223,986 $223,986 Enterprise Funds 194,839 197,006 197,006 197,006 197,006 Directed Funding 0 0 0 0 0 Appropriated Resources $487,098 $413,264 $464,957 $420,992 $420,992 VIII -14 Subprogram: Highway Element: 3230 Snow Removal Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Highway Division is responsible for the removal of snow from Town streets, sidewalks, and parking lots. Snow operations include salting, sanding, plowing, and occasionally hauling or removing snow piles. The Highway Division Superintendent oversees the entire DPW operations staff as well as private contractors performing snow removal activities. Approximately 50% of the snow removal effort is performed by private contractors. Working foreman and lead workers from all divisions are designated as supervisors of particular areas throughout the town. When snow removal operations occur outside of regular work time, DPW employees are paid on an overtime basis. Lexington averages 58 inches of snow per year. It takes approximately 6 hours to clear the Town after an average snowfall of 2 to 3 inches. Highway Division staff have organized 39 plow routes to clear snow from 284 lane -miles of road and 52 miles of sidewalk and parking lots. The Division uses 8 sanders and over 60 vehicles to clear snow, only 29 of which are Town - owned. Additional vehicles are rented or supplied by on -call contractors during storm alerts. HIGHLIGHTS: • The Boston area experienced a below average winter snowfall in 2003 -2004. Through the end of February Lexington accumulated 41 inches of snow through 10 winter storms. Of the 10 storms, 4 required plowing, and one was an accumulation of 26 inches or more. The winter started out in early December with a major weekend snowstorm and turned extremely cold in January with little snowfall. • The FY04 budget exceeded the Snow Removal appropriation, since much of the budget is based on and used for vehicle preparation and stockpiling supplies of sand and salt. BUDGET ISSUES: • The FY2004 expense budget was increased by $200,000 to better reflect the cost of snow removal. • The early retirement of 511ighway, Cemetery, Sewer and Equipment employees in December 2003 will affect the ability to put full staff on plowing operations. This was in addition to 5 positions that were eliminated in the FY2004 budget. It will take longer to plow, sand, clean schools' access and do sidewalks. STAFFING: All DPW staff is on call for snow removal and their time is charged to this budget. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $520,887 $76,925 $80,000 $76,925 $76,925 Benefits 0 0 0 0 0 Expenses 666,578 420,120 420,000 417,200 417,200 Town Funded Expenses $1,187,465 $497,045 $500,000 $494,125 $494,125 General Fund $297,045 $497,045 $500,000 $494,125 $494,125 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $297,045 $497,045 $500,000 $494,125 $494,125 VIII -15 VIII -16 Program: Community Services Subprogram: 3300 Public Grounds Town of Lexington FY 2005 Program Budget The Public Grounds Subprogram includes the Park, Forestry and Cemetery Divisions. The Public Grounds Superintendent also manages the Street Light Maintenance Program (Element 3130). The Park Division maintains approximately 630 acres of Town -owned land including parks, commons, public grounds, athletic fields, conservation areas and recreation facilities. The Forestry Division plants trees and maintains approximately 15,000 trees on Town property, including schools, park land, recreation land, conservation land, building properties and public rights -of -way. The Cemetery Division operates the Town's four cemeteries, two active and two historic, and maintains approximately 30 acres of cemetery grounds. The Public Grounds Superintendent supervises park, forestry, street light, and cemetery maintenance, prepares specifications on the purchase of related equipment, develops maintenance schedules, develops and oversees the division budgets, develops and oversees improvement projects and works in cooperation with the Recreation Department, Conservation Commission and School Department with regards to improvements and maintenance projects. Public Grounds also assists the Recreation Department with maintenance at the golf course, Old Reservoir and Pool Complex. Seethe Parks and Grounds Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 3300 Expended Appropriated Dept Request Recommended Appropriated 3310 Parks Division $7 20,245 $657,331 $757,955 $699,160 $699,160 3320 Forestry $202,336 $177,121 $204,190 $184,923 $184,923 3330 Cemetery $242,716 $197,907 $213,867 $171,802 $168,207 Program Totals Compensation $1,032,396 $941,634 $1,005,112 $939,055 $935,460 Benefits 0 0 0 0 0 Expenses 132,901 90,725 170,900 116,830 116,830 Town Funded Expenses $1,165,297 $1,032,359 $1,176,012 $1,055,885 $1,052,290 General Fund $1,113,715 $957,359 $1,001,012 $880,885 $877,290 Enterprise Funds 75,000 75,000 75,000 75,000 75,000 Directed Funding 0 0 100,000 100,000 100,000 Appropriated Resources $1,188,715 $1,032,359 $1,176,012 $1,055,885 $1,052,290 VIII -17 3300 Public Grounds - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Parks and Grounds Division acts cooperatively with other Town Departments, user groups and concerned citizens to enhance the quality of life for Lexington's citizenry and employees. We support Town services and recreational opportunities through proactive maintenance programs designed to build community, preserve the Town's green character and open spaces and promote public safety. The Cemetery Division staff provides compassionate, courteous and professional service to bereaved families and strives to maintain a tranquil, well - maintained environment with perpetual care and beautiful historic cemetery grounds. OBJECTIVES No. Maintain the landscapes /trees at each of the Town's park and recreational facilities to provide a consistent appearance without visible signs of deterioration. 4B� No. Ensure the Park, Tree and Cemetery Division's maintenance programs accurately reflect the needs of its customers. No. Begin a phased irrigation system installation at West View Cemetery to improve turf quality. No. Develop comprehensive turf management programs for parks, athletic fields, commons, recreation areas and cemeteries. QD Performance Measure - Cemeteries Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Vumber of hours of turf maintenance Workload 1,515 1,480 1,444 892 900 Total number of complaints Workload - - 52 29 14 Percent reduction in patron complaints Outcome - - - 45% 50% Performance Measure - Park Areas Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of hours of turf maintenance Workload 4,166 5,254 4,031 2,398 2,500 Total number of complaints Workload - - 20 12 6 Percent reduction in user complaints Outcome - - - 40% 50% OBJECTIVE No. Identify and treat public shade trees that could threaten the public and/or private property, pedestrians and vehicular traffic. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of hazard trees found Workload 32 48 51 71 75 Number of precincts inspected per year Workload 3 3 3 3 3 Percent of hazardous conditions resolved within Outcome - - - 66% 75% two weeks Percent of trees inspected according to the Outcome 33% 33% 33% 33% 33% hazardous tree inspection schedule Percent of trees inspected in each precinct per year Outcome 100% 100% 100% 100% 100% FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year. VIII -18 3300 Public Grounds - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No. Implement a playground inspection program to reduce risk and perform repairs in a timely manner. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of hours of inspection performed Workload 97 197 257 235 300 Number of hours of tot lot repair Workload 282 307 313 283 300 Average time from identification of Efficiency - - - Emergency -24 Emergency - park/playground equipment/facility deficiency until Ins; Important 24 Ins; the repair is completed. 72 Ins; Important - Routine -2wks 72 Ins; Routine -2 Percent of playground equipment inspected for Outcome - 100% 100% 100% 100% structural integrity FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year. VIII -19 VIII -20 Subprogram: Public Grounds Element: 3310 Parks Division Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Park Division staff is responsible for maintaining 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. The assistance of local residents, contractors and civic associations helps to cooperatively maintain 30 traffic islands. Park personnel mow and trim cultivated turf areas, mow roadsides and conservation areas, collect rubbish at parks and playgrounds, line athletic fields for youth, recreation, adult, school and special events, weed, edge, plant and mulch shrub beds, and prune shrubs. The Park staff also constructs and/or maintains bleachers, playground equipment, picnic tables, drinking fountains, fencing, and park and playground benches. Park staff maintain all sports fields and turf areas including the mowing, trimming, watering, fertilization, aeration, over - seeding, sodding and in some instances complete rebuilding of fields. The staff prepares and cleans up sites for special events and assists with snow plowing and April 19" events. The Park staff performs general upkeep and maintenance on the pool facility and the Old Reservoir. Park staff also installs and maintains the teak benches and trash receptacles throughout town. HIGHLIGHTS: • The Park staff installed new swings and performed playground safety repairs as per inspections; installed new safety surface at Bow Street; assisted the School Department with playground renovations at the Bridge School; installed a new drinking fountain at Sutherland Park, assisted with special events including April 19d' and Emery Park events; installed new teak benches and new trash receptacles at various locations throughout the Town; assisted with installation and removal of the barrel planters in the Center and in East Lexington; performed irrigation repairs; set up flags for special events; cleared trails, performed mowing and assisted with cleanups on Conservation land; and performed landscape improvements and turf maintenance /renovations throughout Town. • Park staff assisted with the operation and maintenance of the Pool complex and the Old Res. swimming area. • Park staff performed renovations to baseball and softball infields, sod repairs to the field hockey field and the Clarke soccer field, repairs to the football field turf and installed field drainage at the Clarke School; measured and lined athletic fields for initial layout of football, baseball, softball, soccer, lacrosse and field hockey and provided oversight of the lining contractor; constructed and modified benches; and repaired backstops /fencing at various ball fields. • Park staff painted, repaired, constructed and installed picnic tables and trash receptacles throughout the town; assisted the Building Maintenance staff with projects at Town Buildings; and assisted other Divisions with various tasks. BUDGET ISSUES: • Additional funds were included in the budget for contractual services and utilities. This will help to improve the quality of the overall maintenance program. • A budget request to properly fund the supplies needed for the turf maintenance program was not approved. This will affect the quality, safety and playability of turf throughout the Town. • Staffing levels were not increased and coupled with the retirement of one Cemetery Division employee, the Park Staff will have to assist the Cemetery staff when needed and further reduce the Parks tasks being accomplished. Further reductions in the number of playgrounds will have to be considered. The traffic islands will be maintained strictly by volunteers. Roadside and conservation area mowing will once again be limited. The athletic field - lining program has already been eliminated on regular time. The Park Division will continue mowing responsibilities at the Munroe, Colonial and Robbins Cemeteries. • A budget request for overtime was not approved. Park Staff will only perform overtime tasks for the April 19� events and pool maintenance. All other overtime requests such as bike path maintenance and special projects will be billed. STAFFING: 1 Superintendent of Public Grounds 2 Heavy Equipment Operators 2 Leadmen 4 Crew Chiefs 2 Light Equipment Operators 4 Laborer -Truck Drivers FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $633,165 $616,681 $662,290 $631,810 $631,810 Benefits 0 0 0 0 0 Expenses 87,080 40,650 95,665 67,350 67,350 Town Funded Expenses $720,245 $657,331 $757,955 $699,160 $699,160 General Fund $601,426 $582,331 $682,955 $624,160 $624,160 Enterprise Funds 75,000 75,000 75,000 75,000 75,000 Directed Funding 0 0 0 0 0 Appropriated Resources $676,426 $657,331 $757,955 $699,160 $699,160 VIII -21 Subprogram: Public Grounds Element: 3320 Forestry Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Forestry Division maintains the Town's urban forest resource of approximately 15,000 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 public right -of -ways. The Division provides support to the Parks Division and the Cemetery Division as needed. The Division is responsible for roadside and right -of -way weed control and spraying. The objectives of the tree maintenance program are to identify and reduce hazardous conditions that threaten public and private property; to resolve requests for service and emergencies in a timely fashion, and to increase the health of the urban forest through planning, replanting and a proper maintenance program. The Division also implements and supervises a program to combat insect and disease infestations, most notably Dutch Elm Disease. This involves systemic injection, emergency sanitation, fertilization, pruning. and in some extreme cases, removal of diseased trees to reduce infection to healthy trees. Staff oversee the insect suppression program to control Gypsy Moth infestations and other uncommon pests. Tree staff also support other departments and DPW divisions during periods when demand for services is exceptionally high. The Division performs street light maintenance, inspecting and changing bulbs and sensors, as per requests received. HIGHLIGHTS: • Staff resolved over 300 requests for service; pruned trees for the cemeteries, schools, conservation areas, recreation areas including the Pine Meadows Golf Course and other trees in the public right -of -ways as part of a preventative maintenance program; cleared street lights in the vicinity of requests. Staff removed and pruned trees damaged during storms and performed street light maintenance. • Staff removed 112 dead, diseased or hazardous trees. Staff ground 53 stumps along with adding loam to grade and seeding of site. Staff pruned a total of 71 trees throughout town. • Staff inspected Precincts 7, 8, and 9 for hazardous trees as part of a proactive approach to prevent damage before it occurs. • A total of 77 trees were planted including the Arbor Day tree at the Visitor's Center, trees at the High School, Lincoln Park, and Fletcher Avenue, and at other locations throughout the Town. The trees were funded through a MASS Releaf Grant, local donations, Town projects, private funding sources, and the program budget. • The Division assisted the Chamber of Commerce with tree lighting, installed and removed Liberty Ride and voting banners, and worked with other Town departments to provide aerial lift services. • Staff chipped over 3,000 Christmas trees as part of the recycling program. • The Town applied for and received Tree City USA status for 2002. • The Tree Bylaw was instituted in October 2001. A total of 148 sites have been inspected with 198 trees approved for removal and 444 new trees required to plant. BUDGET ISSUES: • A request for $15,000 to fund an ongoing tree - planting program was not approved in this budget. Without a proper planting program, the ratio of trees removed to trees planted throughout the town will remain at 3:1 or greater. Trees will only be planted if citizens purchase the trees, if there are available funds at the end of the fiscal year, or through other donations. • Staff levels were not increased, and coupled with the retirement of one Cemetery Division employee, the Forestry Staff will have to assist Cemetery staff when needed and further reduce the Forestry tasks being accomplished. The roadside, island and sidewalk herbicide - spraying program has been eliminated. Preventative tree maintenance such as watering, fertilizing and staking has been greatly reduced. The stump - grinding program has been greatly reduced. Staff will focus primarily on hazard reduction. • Other budget requests for contractual services and supplies were not approved. This will impact the timeliness of large tree removals, tree pruning, tree planting and inspections. STAFFING: 2 Crew Chiefs 2 Tree Climbers FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $182,247 $159,696 $167,860 $167,498 $167,498 Benefits 0 0 0 0 0 Expenses 20,089 17,425 36,330 17,425 17,425 Town Funded Expenses $202,336 $177,121 $204,190 $184,923 $184,923 General Fund $212,488 $177,121 $204,190 $184,923 $184,923 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $212,488 $177,121 $204,190 $184,923 $184,923 VIII -22 Subprogram: Public Grounds Element: 3330 Cemetery Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Cemetery Division is responsible for the administration and maintenance of four cemeteries: approximately 21.5 acres in Westview Cemetery, 6.9 acres in Munroe, 1.28 acres in Colonial (Ye Olde Burial Ground), and approximately half an acre in Robbins, a small family lot on Massachusetts Avenue. An additional 28 acres is available for development in Westview Cemetery. The Cemetery staff handles burials, stone installations, general maintenance, inspections and the sale of burial lots. They maintain cemetery buildings and equipment and perform grounds- keeping duties including mowing, trimming, and landscaping. A contractor has been hired to perform turf maintenance including weed, insect, and disease control, seeding, aeration, lime applications, and soil tests. Operations of the Cemetery Division are supported by the general fund and by the Perpetual Care Trust fund. Forty -five percent (45 %) of the revenue received from the sale of burial lots is allocated to the Town and fifty -five percent (55 %) to the Perpetual Care fund. Trustees of the Perpetual Care Fund invest the revenue from burial lot sales and annually allocate the interest from this trust for the maintenance and beautification of cemetery property. Grave boxes and sealed burial vaults for interments in Westview Cemetery maybe purchased directly from the Town at rates below retail. This provides increased revenue to the Town and a reduced rate to the consumer. HIGHLIGHTS: • In FY03, there were 118 interments in Westview Cemetery and 7 in Munroe Cemetery. At Westview Cemetery, 100 new lots were sold and 104 foundations for flush markers were installed. • Total revenue collected in FY03 was $227,699. • The decision was made in December 1998 to allow grave boxes and burial vaults to be purchased from and installed by outside vendors for an inspection fee. In FY2003, the Town sold a total of 66 grave boxes (94 %) and 30 vaults (60 %). Inspection fees were collected for 4 grave boxes and 20 vaults, which were installed by outside contractors. • Phases 1 and 2 of the irrigation system, which targets the left front entry of Westview Cemetery and the right hand side to the end, are complete and operational. Phase 3 is targeted for the spring of 2004. • A new contractor was hired to perform turf maintenance at Westview Cemetery. • Staff is reviewing and updating the Cemetery Rules and Guidelines. BUDGET ISSUES: Rates for Cemetery services and grave sales are being reviewed to determine their competitiveness and the percentage of operating costs recovered. The laborer /truck driver employee retired in December 2003 and a budget request to rehire this position has not been approved. The loss of this position coupled with staff reductions from FY2003, will significantly impact the quality and timeliness of turf and grave maintenance at the cemeteries. Landscape projects, including mulching, plantings and shrub care, will be delayed or not performed at all. A budget request for contractual services, utilities, and supplies was not approved. This will impact the timeliness and quality of service and the appearance of the cemetery. STAFF: 1 Cemetery Foreman 1 Department Clerk 1 Heavy Equipment Operator FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $216,984 $165,257 $174,962 $139,747 $136,152 Benefits 0 0 0 0 0 Expenses 25,732 32,650 38,950 32,055 32,055 Town Funded Expenses $242,716 $197,907 $213,912 $171,802 $168,207 General Fund $259,062 $197,907 $113,912 $71,802 $68,207 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 100,000 100,000 100,000 Appropriated Resources $259,062 $197,907 $213,912 $171,802 $168,207 VIII -23 VIII -24 Program: Community Services Subprogram: 3400 Environmental Services Town of Lexington FY 2005 Program Budget The Town's residential waste management programs, which include refuse collection and disposal, recycling, composting, special collections of televisions, computers and other electronic equipment and household hazardous waste collection operations, are funded in the Environmental Services subprogram. The Director of Public Works supervises the solid waste programs, which are managed by the Superintendent of Environmental Services who oversees the collection contracts, promotes recycling education, and responds to general information requests concerning the solid waste programs for Lexington residents. In 1988 the Town Meeting adopted a mandatory recycling by -law that requires the separation of certain recyclable materials from the rubbish of Lexington residents. All municipal buildings including schools, apartment and condominium complexes are included in the Town's trash and recycling program. Residents are encouraged to reduce the volume of packaging they bring home, and to buy and use recycled products in order to support markets for recyclable materials. Trash generation during FY03 compared to the same period during FY02 (9 months with PAYT) resulted in producing 1,242 additional tons of trash delivered by Lexington to the incinerator (a 15% increase). The increase reduced the number of tons available to broker with other NESWC communities. The Town is contractually obligated to deliver 11,396 tons of trash (Guaranteed Annual Tonnage) each year to the incinerator. During FY03 Lexington was able to sell more than 2,070 tons of disposal capacity to other towns at a rate of $85 per ton. This produced nearly $176,000 to underwrite part of the cost of waste management services. A $90 per ton rate has been negotiated for Lexington's GAT tons available in FY04. Another development in FY03 was the loss of 14 curbside yard waste collections. As a result of the override failure and a cut of $84,000, the curbside yard waste collection program was eliminated. Recycling tonnage compared to the same period resulted in 127 additional tons recycled (a 2% increase). A fluorescent (mercury) bulb recovery program was developed and implemented by the DPW for all public schools and municipal buildings in July 2003. More than 5,000 linear feet or nearly one mile of these fluorescent bulbs were collected and recycled. The results of Lexington's comprehensive solid waste and recycling program have saved the Town and its residents several thousands of dollars. Each year the Lexington Department of Public Works coordinates the management of thousands of tons of residential trash, recyclables, leaves and yard waste, electronics, appliances and hazardous household products for Lexington residents and municipal offices. In 2004 the Town maintained its commitment to go forward with a comprehensive solid waste and recycling educational program that will provide long -term environmental and economic benefits. The DPW will continue to assess and measure the effectiveness of its solid waste and recycling programs and will look to implement public space recycling containers in the coming year and revise its Solid Waste and Recycling regulations. The superintendent continues to work with the Solid Waste Action Team (SWAT), other civic organizations and with assistant school principals, managers and custodial staff of all municipal buildings to assess and measure the effectiveness of its solid waste and recycling programs. See Environmental Services Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 3400 Expended Appropriated Dept Request Recommended Appropriated 3410 Refuse Collection $ 651,420 $651,300 $727,408 $727,408 $727,408 3420 Recycling $805,283 $749,076 $893,173 $892,923 $831,311 3430 Refuse Disposal $1,176,092 $1,075,943 $1,823,360 $823,997 $823,997 Program Totals Compensation $61,909 $60,366 $130,726 $130,726 $69,114 Benefits 0 0 0 0 0 Expenses 2,570,886 2,415,953 3,313,215 2,313,602 2,313,602 Town Funded Expenses $2,632,795 $2,476,319 $3,443,941 $2,444,328 $2,382,716 General Fund $2,658,742 $2,476,319 $3,443,941 $2,444,328 $2,382,716 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $2,658,742 $2,476,319 $3,443,941 $2,444,328 $2,382,716 VIII -25 3400 Environmental Services - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The mission of Waste Management is to reduce the generation of solid waste within the community by working to educate the residents to reduce the solid waste they generate, accelerate recycling and composting efforts, commit the remainder of the solid waste to energy disposal, and reduce the toxicity of the waste stream. OBJECTIVES To increase the curbside recycling rate by implementing a comprehensive solid waste and recycling educational program. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total tons of municipal solid waste collected curbside Workload 11,963 8,083 9,326 9,800 10,300 Total number of households provided with solid waste Workload 10,939 10,959 10,979 10,999 11,019 collection services Workload 8278 8732 9000 9000 Total tons of recyclables (paper & containers) collected Workload 4,414 5,425 5,573 5,500 5,600 curbside Efficiency 0.73 0.77 0.79 0.79 Total number of households provided with curbside Workload 11,313 11,333 11,353 11,373 11,393 collection of recycling Efficiency 0.04 0.11 0.12 NA 0.11 Average tons of solid waste generated per household Efficiency 1.09 0.74 0.85 0.89 0.93 Average tons of recycling collected per household Efficiency 0.41 0.48 0.49 0.48 0.49 Percentage of total curbside materials picked up that is Outcome 27% 40% 37% 36% 35% recycleable Percentage change in trash generation Outcome - -32% 15% 5% 5% Percentage change in recycling tonnage Outcome - 23% 3% -1% 2% Special Wastes: Total tonnage of computers and television sets collected Workload 17.8 42 47 55 60 Total number of white good units collected Workload 1760 1650 2187 2300 2500 To increase the amount yard waste accepted at the Hartwell Avenue compost site or collected curbside and promote the diversion of household organic matter. 01) Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total tons of yard waste collected curbside Workload 434 1,254 1,397 0 1250 Number of curbside yard waste collections Workload 13 17 14 0 12 Total tons of yard waste accepted at compost facility Workload 8278 8732 9000 9000 Number of compost bins sold Workload 75 103 90 100 Average tons of yard waste collected per household Efficiency 0.73 0.77 0.79 0.79 Average tons of yard waste collected curbside per household Efficiency 0.04 0.11 0.12 NA 0.11 Percentage change in curbside yard waste tonnage Outcome - 189% 11% - 100% 100% FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. VIII -26 3400 Environmental Services - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE To operate the Minuteman HHP Facility and promote the diversion of Hazardous Household Products generated by Lexington residents to the Minuteman Facility on the 8 Saturdays it is open every year. number of vehicles that use the Minuteman ty )er of Lexington vehicles that use the Minuteman y ige cost per car for Lexington residents ntage of Lexington households that use the Workload 4,118 4,324 4,704 4,366 4,500 Workload 1,432 1,504 1,854 1,461 1,500 Efficiency $33.81 $29.61 $26.59 $29.00 $32.00 Outcome 35% 35% 39% 33% 33% * The Minuteman Facility is open 8 Saturdays from April to November. These measurements are based on a calendar year versus a fiscal year . ** The cost per car for Lexington residents is subject to a number of factors including the total number of Lexington residents that use the Minuteman facility annually. FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. VIII -27 VIII -28 Subprogram: Environmental Services Element: 3410 Refuse Collection Town of Lexington FY 2005Program Budget DESCRIPTION OF SERVICES: This program supports the curbside collection of non - recyclable residential solid waste. Weekly curbside collection of solid waste was established in July 1980 with collection routes arranged roughly by voting precinct. The Town contracts by competitive bid for this service. The Superintendent of Environmental Services oversees the contractor's day -to -day operations. While Lexington residents should be applauded for their efforts to reduce waste and increase recycling, Lexington disposed of 1,242 additional tons of solid waste in FY03 compared to 8,083 tons generated in FY02. It appears that more can be done to bring the recycling numbers up and reduce the trash tonnage. The Town is contractually obligated to deliver 11,396 tons of trash each year to the incinerator. Additional program enhancements that continued after PAYT ended include: weekly curbside collection of recyclables including number 3 — 7 plastics, a drop -off recycling container for cardboard and the provision of a second free recycling bin for each household. HIGHLIGHTS: • In FY2003, Town residents generated 9,326 tons of solid waste, an increase of 15 percent from the previous year. • For the second consecutive year, Lexington did not exceed its guaranteed annual tonnage and successfully brokered 2,070 tons of disposal capacity to another NESWC community at $85 per ton. This produced nearly $176,000 to underwrite the total cost of funding waste management services. • Nearly 300 tons of yard waste was collected in the 5 weeks of spring curbside yard waste collections in FY03. The eight fall curbside yard waste collections were cut from the FY04 budget. • In July 2003, Waste Management, Inc. began the third year of an amended contract through FY 2007 for solid waste collection at $619,500, which did not include any curbside yard waste collections. • A fluorescent (mercury) bulb recovery program was developed and implemented by the DPW for all public schools and municipal buildings in July 2003. More than 5,000 linear feet or nearly one mile of these fluorescent bulbs have been collected and recycled since the inception of this program. • The Lexington DPW initiated an outreach and education pilot program through a technical assistance grant with the Department of Environmental Protection to promote the recovery and reuse of building materials from demolition/ construction projects. Preliminary results that demonstrate the advantages of removing building materials prior to demolition were presented at the DEP's Waste Reduction forum. BUDGET ISSUES: • The FY2005 cost of the fourth year of the amended contract with Waste Management, Inc. is $729,408, which includes 12 curbside yard waste collections. • The challenge in the next few years will be to continue developing incentives to reduce the Town's volume of solid waste through education, promoting source reduction, increasing recycling and encouraging the purchase of recycled - content products to stimulate the recycling markets. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 651,420 651,300 727,408 727,408 727,408 Town Funded Expenses $651,420 $651,300 $727,408 $727,408 $727,408 General Fund $651,420 $651,300 $727,408 $727,408 $727,408 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $651,420 $651,300 $727,408 $727,408 $727,408 VIII -29 Subprogram: Environmental Services Element: 3420 Recycling Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Superintendent of Environmental Services oversees the Town's recycling programs that include curbside collection of recyclable products and appliances, the drop -off of leaves, brush and other yard waste and Christmas trees at the Hartwell Avenue compost site, the special drop -off collections for household hazardous products, corrugated cardboard, televisions, computers and other electronic equipment (CRTs). The Town contracts by competitive bid for the collecting, transporting and marketing of recyclable solid waste. Lexington was the first community to sponsor an annual one -day Hazardous Waste Collection Day in 1982, and since May 1998, is the site of the first regional Hazardous Household Products Collection Facility in the state. Lexington and seven other nearby communities jointly operate the facility that offers 8 drop -off collection events annually. It is a cooperative effort by the Boards of Health, Public Works, and League of Women Voters' volunteers. The mandatory curbside recycling program is a highly successful program. Special bins are provided for commingled and mixed paper recyclable products. In July 2001, #3 - #7 plastics and aluminum food containers were added to the program and residents were given a second free recycling bin. In January 2002 weekly curbside pick up was instituted. Leaves, grass clippings, and other approved yard waste can be dropped off at the Hartwell Avenue Recycling Facility. A full -time employee is responsible for monitoring yard waste drop -off, tinning yard waste and chipping brush. Home composting bins are also available. Christmas trees may be dropped off at the DPW facility on Bedford Street for recycling into wood chips. 12 curbside collections of yardwaste and Christmas trees were reinstated for FY05. HIGHLIGHTS: • In FY2003 residents recycled 5,573 tons of glass, metal, plastics and mixed paper. These recyclables were delivered to the KTI recycling facility in Charlestown where the materials were sorted and baled and later manufactured into recycled content products. This was just a 2% increase, or more than 110 tons, over the FY2002 recycling tonnage figures. • There were 8 collection events in 2003 at the Minuteman Hazardous Household Products Facility (MHHP). Lexington residents represented 1,461, or nearly 34 %, of the 4,366 total participants. The contractor that provided collection services in the final year of the current contract was Clean Harbors, Inc. who acquired Safety - Kleen, Inc. in September 2002. • More than 100 tons of hazardous materials were removed from the waste stream at the 2003 MHHP events. They included the following: 15 tons of automobile batteries; 7,500 linear feet of fluorescent bulbs and 160 pounds of mercury - containing items; nearly 10 tons of propane tanks; 3,400 gallons of waste oil and 605 gallons of antifreeze; and over 120,000 pounds of paint products. • In early 2004 the Minuteman HHP committee awarded a new, one year hazardous waste collection contract to Clean Harbors, Inc. beginning in April. • The Town continued the collection of Cathode Ray Tube-containing televisions and computer monitors at three special collections in FY2003. Residents disposed of 1,644 CRT units for a total of 88,683 pounds of CRTs and electronics (more than 44 tons). Three CRT special collections are planned in FY04 and DPW staff are exploring alternative collection options for the future. • Since January 2003 Lexington no longer receives the $50,000- $60,000 annual grant it qualified for during the prior two years, as State funding was eliminated from the Municipal Recycling Incentive Program (MRIP). • Several new recycling education and outreach activities were initiated in 2003 including public space recycling, educational demonstrations, training sessions for custodians, school audits and clean-out projects and multi- family unit recycling. • Residents and private contractors delivered approximately 8,700 tons of yard waste leaves, brush and grass clippings during 2003 - to the Hartwell Avenue compost facility. In response to the elimination of curbside yard waste collection, the weekend hours at the compost facility were expanded. Residents purchased approximately 100 home composting bins during FY03. • In FY03 yard waste permit and punch card programs for contractors generated $49,310 in revenue deposited into the General Fund. BUDGET ISSUES: • The FY2005 cost of the fourth year of the amended contract with Waste Management, Inc. will be $677,972. • The Revolving Fund for the purchase and sale of biodegradable bags recorded $24,064 in revenue and no cost in FY03. STAFFING: 1 Superintendent of Environmental Services 1 Heavy Equipment Operator FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 Element Totals Expended Appropriated Request Recommended Appropriated Compensation $61,909 $60,366 $130,726 $130,726 $69,114 Benefits 0 0 0 0 0 Expenses 743,374 688,710 762,447 762,197 762,197 Town Funded Expenses $505,253 $749,076 $593,173 $592,923 $531,311 General Fund $711,715 $749,076 $893,173 $892,923 $831,311 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $711,715 $749,076 $593,173 $592,923 $531,311 VIII -30 Subprogram: Waste Management Element: 3430 Refuse Disposal Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Lexington is one of 23 communities that comprise the North East Solid Waste Committee ( NESWC). FY2005 is the 20' year of a 20 -year contract with the refuse -to- energy incinerator in North Andover, operated by Wheelabrator North Andover, Inc. This contract will end in September 2005. Like all NESWC members, the Town is obligated to deliver guaranteed annual tonnage (GAT). The incinerator charges a tipping fee per ton for every ton the Town delivers. The tipping fee is reviewed and/or adjusted annually by the NESWC Board of Directors. The Director of Public Works is the Town's representative on the NESWC Board of Directors. Through the recycling and conservation efforts of residents, the Town continues to save a considerable amount of money in reduced tipping fees while contributing to the conservation of natural resources and the preservation of the environment. HIGHLIGHTS: • In FY2003, the Town was responsible for delivering 11,396 tons of refuse under the Guaranteed Annual Tonnage clause of the NESWC agreement The Town actually delivered 9326 tons from Lexington residents. • The Town brokered the 2,070 tons of unused capacity at a rate of $85 per ton to another NESWC community in FY2003. • The FY2004 budget included the payment of $230,500 to the Town. This was the final installment of a three -year state grant though the Massachusetts Technology Partnership. • For FY2004, the cost of disposal in the M]ZI incinerator (tipping fee) was $142.50 per ton. BUDGET ISSUES: • The FY2005 tipping fee is $142.50 per ton while the GAT remains at 11,396. • Superintendent of Environmental Services negotiated an agreement to broker all of Lexington's unused GAT to Andover at $90 per ton in FY2004. He will continue to explore opportunities to sell tons of Lexington's excess capacity at the Wheelabrator facility in FY2005. • The NESWC Board of Directors negotiated a post -2005 tip fee agreement with Wheelabrator North Andover, Inc. The FY2006 tip fee is expected to be $64.00 per ton with no Guaranteed Annual Tonnage. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 1,176,092 1,075,943 1,823,360 823,997 823,997 Town Funded Expenses $1,176,092 $1,075,943 $1,823,360 $823,997 $823,997 General Fund $1,295,607 $1,075,943 $1,823,360 $823,997 $823,997 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $1,295,607 $1,075,943 $1,823,360 $823,997 $823,997 VIII -31 VIII -32 Program: Community Services Subprogram: 3500 Building Maintenance Town of Lexington FY 2005 Program Budget Costs for utilities and the cleaning and maintenance of the following Town -owned buildings and properties are funded through this program: Town Office Building, Cary Memorial Hall, Police Station, Visitors' Center, Public Works Facility, Animal Shelter, Westview Cemetery building, Cary Library buildings and the Senior Center. The Building Maintenance Superintendent supervises custodial services, preventive maintenance and repairs and renovations to these properties. He monitors utility use and expense, and oversees the work of private repair and maintenance contractors. This division also performs maintenance and/or repairs at the Fire Stations, Center Pools and Recreation Facilities when necessary. See Building Maintenance's Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 Dept FY 2005 FY 2005 subprogram 3500 Expended Appropriated Request Recommended Appropriated 3510 Building Maintenance Program Totals $705,119 $628,021 $788,548 $705,268 $668,268 Compensation $334,581 $324,613 $370,264 $301,860 $301,860 Benefits 0 0 0 0 0 Expenses 370,538 303,408 418,284 403,408 366,408 Town Funded Expenses $705,119 $628,021 $788,548 $705,268 $668,268 General Fund $532,183 $565,522 $726,049 $642,769 $605,769 Enterprise Funds 59,131 62,499 62,499 62,499 62,499 Directed Funding 0 0 0 0 0 Appropriated Resources $591,314 $628,021 $788,548 $705,268 $668,268 VIII -33 3500 Building Maintenance Division - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Building Maintenance Division is dedicated to proactively maintain safe, clean, healthy and energy- efficient municipal facilities for the public and Town employees while respecting the historic integrity of the Town of Lexington. OBJECTIVES Develop a comprehensive work order system. OD Continue to improve the quality and efficiency of custodial services to internal and external customers. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of production hours Workload - 13,690 11,300 11,300 9,300 Number of routine requests received Workload - 750 750 750 750 Average time to complete a routine request Efficiency - 2 -3 days 2 -3 days 2 -3 days 3 -5 days Percentage of time spent on: Outcome - Custodial - 68% 70% 70% 75% Preventative Maintenance - 1% 20% 15% 15% Repairs - 23% 5% 10% 5% Special Requests - 8% 5% 5% 5% Percentage of routine requests completed in 2- Outcome - 75% 75% 75% 60% 3 da s OBJECTIVE 1 Monitor all Town buildings for energy consumption based on a utility category / type to formulate a 3 year moving average. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of buildings Workload 12 12 12 12 Oil, electricity, gas, water usage Efficiency Data collection system is being Percentage of buildings where baseline has Outcome developed. been established FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming yea VIII -34 Subprogram: Building Maintenance Element: 3510 Building Maintenance Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Building Maintenance Division provides custodial services, preventive maintenance, and repairs or renovations of Town buildings, including the Town Office Building, Cary Memorial Hall, the Police Station, Visitors' Center, Public Works Operations Facility, Senior Center, Animal Shelter and the Westview Cemetery building. This amounts to over 200,000 square feet of floor space. This division also maintains the newly renovated Cary Library, which opened in April 2004 with an additional 22,000 square feet. This budget includes all utility costs, routine maintenance and emergency repair contracts for all mechanical and office equipment, repair or replacement of office furniture and one -time infrastructure repairs. The superintendent addresses all building maintenance needs, oversees the work of contractors on projects or repairs requiring technical and/or professional assistance, and supervises Public Works employees who perform winter carpentry or renovations projects. Custodians sweep, mop, clean floors and carpeting, dust and clean surfaces, clean restrooms, collect and dispose of refuse, and perform other tasks as requested. Staff members prepare Town buildings for public meetings, arrange chairs and tables, and provide audiovisual equipment and set up. They maintain the exterior walkways including leaf pick up, snow removal and sanding. HIGHLIGHTS: • Staff oversaw renovation of restroom facilities at the Visitors' Center. • Staff re -tubed the boiler at the DPW Operations Facility. • Staff repaired damaged air conditioning coils in Cary Hall. • Staff oversaw the installation of Glycol to the air conditioning system for Cary Hall and the Town Office Building. • Staff replaced a section in the boiler at the Main Fire Station. • Staff prepared for the renovations to restore Cary Hall. • Staff helped the Library employees re -open the newly renovated Cary Library. BUDGET ISSUES: • The loss of one position due to early retirement has added responsibilities to the remaining staff. • A request for $100,000 had been made in order to outsource the cleaning of the new Cary Library and the Senior Center. $60,000 was approved for cleaning the library, but Building Maintenance employees still clean and maintain the Senior Center. STAFFING: 1 Building Maintenance Superintendent 1 Building Maintenance Technician 2 Night Custodians 1 Working Foreman 3 Day Custodians 1 P -T Custodian FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $334,581 $324,613 $370,264 $301,860 $301,860 Benefits 0 0 0 0 0 Expenses 370,538 303,408 418,284 403,408 366,408 Town Funded Expenses $705,119 $628,021 $788,548 $705,268 $668,268 General Fund $532,183 $565,522 $726,049 $642,769 $605,769 Enterprise Funds 59,131 62,499 62,499 62,499 62,499 Directed Funding 0 0 0 0 0 Appropriated Resources $591,314 $628,021 $788,548 $705,268 $668,268 VIII -35 VIII -36 Program: Community Services Subprogram: 3600 Transportation Town of Lexington FY 2005 Program Budget The Transportation Services Office oversees contracts and manages day -to -day operations for the Town's public transportation services, specifically the fixed -route mini -bus system, LEXPRESS. It also provides transportation information and schedules to the public. It works closely with the Transportation Advisory Committee which recommends transportation policies to the Board of Selectmen, the Planning Board, and the Town Manager. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 3600 Expended Appropriated Dept Request Recommended Appropriated 3610LEXPRESS 3620 Chair Car $325,046 $18,523 $0 $454,028 $0 $0 $291,028 $0 $0 $291,028 Program Totals Compensation $64,261 $0 $65,184 $65,184 $65,184 Benefits 0 0 0 0 0 Expenses 279,308 0 388,844 225,844 225,844 Town Funded Expenses $343,569 $0 $454,028 $291,028 $291,028 General Fund $264,376 $0 $291,028 $291,028 $291,028 Enterprise Funds 0 0 0 0 0 Directed Funding 79,193 0 163,000 0 0 Appropriated Resources $343,569 $0 $454,028 $291,028 $291,028 VIII -37 3600 Transportation - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Transportation Services Office, working with other town departments and committees, seeks to provide viable, cost - effective, multi -modal transportation services to local businesses and neighborhoods. Services emphasize the needs of seniors, students and persons with special needs. OBJECTIVES Expand community awareness of LEXPRESS. Market service through monthly newspaper articles, transit guides, schools and senior center. Performance Measure Type of Measure FY2001 FY2002 FY2003 *FY2004 FY2005 Annual ridership Workload 75,500 78,100 86,000 25,500 60,000 Number of passes sold Workload 225 230 240 170 200 Percent increase in Outcome - 4% 10% -70% 135% ridership *Reduction from 6 to 4 routes and 12 months to 10 months Increase alternatives to single occupancy vehicles. OBJECTIVES Develop route links between LEXPRESS and adjacent transportation systems. Promote inter -town public transportation. Improve public transportation and "on- call" taxi. Provide incentives for non - driving alternatives to school. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year VIII -38 Subprogram: Transportation Element: 3610 LEXPRESS Town of Lexington FY 2005 Pi DESCRIPTION OF SERVICES: Through a competitive bidding process, the Town contracts with a private carrier for service on the mini -bus system. The wheelchair lift- equipped LEXPRESS vehicles connect Lexington neighborhoods with the Senior Center, senior housing, libraries, schools, recreation centers, shopping areas and MBTA stops. LEXPRESS also connects with Burlington B -Line and Lowell Regional Transit Fares for LEXPRESS rides are $1.50 for General (age 6 to 64), $.75 for Senior Citizens and individuals with special needs, and $.25 for Children under six. LEXPRESS passes are available at the Transportation Services Office in Town Hall. Discounted books of tickets are sold at Town Hall, Michelson's Shoes, and the Lexington High School office. HIGHLIGHTS: • In FY2003, LEXPRESS provided 86,000 passenger rides, an increase of 10% from the previous year. Rider distribution was 60% Students, 21% Adults and 18% Seniors. • Fare box, tickets and pass revenue was $71,528.60. Pass sales increased 4 %. Ticket sales increased 6 %. • In FY2003, the contractor, M & L Transit Systems, Inc., completed its first year of a five -year contract with little downtime. • In FY2004, through the efforts of the Transportation Advisory Committee and interested residents, donations were solicited and received to fund a 4 -route LEXPRESS system from September 2003 through June 2004 after the failed override and cessation of service. The Board of Selectmen approved this concept along with a fare increase. BUDGET ISSUES: • For FY2005, voters approved the reinstatement of LEXPRESS service to tax levy funding with some changes from FY03. In FY2005, LEXPRESS will run a 4 route system in July and August, a 6 route system September — June 30 and will not run on weekends. • M & L Transit Systems, Inc., which holds the contract for service, will be in the third year of a five -year contract. STAFFING: 1 Transportation Coordinator 1 Part-time Municipal Clerk FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $58,311 $0 $65,184 $65,184 $65,184 Benefits 0 0 0 0 0 Expenses 275,420 0 388,844 225,844 225,844 Town Funded Expenses $333,731 $0 $454,028 $291,028 $291,028 General Fund $245,853 $0 $291,028 $291,028 $291,028 Enterprise Funds 0 0 0 0 0 Directed Funding 79,193 0 163,000 0 0 Appropriated Resources $325,046 $0 $454,028 $291,028 $291,028 VIII -39 VIII -40 Program: Community Services Subprogram: 3700 Water Enterprise Town of Lexington FY 2005 Program Budget The Water Division maintains and repairs the entire water system comprised of 154 miles of pipe, 1500 fire hydrants, and two water towers used to store 3.24 million gallons. The Superintendent of Water and Sewer oversees the provision of quality water and sewer service and repair of water and sewer equipment. Water Division staff read approximately 12,000 water meters twice a year, and test the water weekly from nine designated spots for coliform bacteria, in compliance with the strict Drinking Water Regulations of Massachusetts. The system has been operated as an enterprise fund since 1988, which means that fees charged to customers are calculated to cover all operating and capital expenses. These expenses include the purchase cost of water, the operating expenses of the Water Division, and depreciation of the fixed assets of the Town's water system. In FY03, approximately 50% of the Water Enterprise funds were used to purchase water from the Massachusetts Water Resource Authority (MWRA). The Water Enterprise subprogram includes expenses for operating the Water Division and for purchasing water from the MWRA. The percent distribution of the FY03 Water Enterprise expenditures was as follows: MWRA 50% Indirect Expenses 17% PILOT 9% Personal Services 9% Debt 2% Depreciation 8% Operating Expenses 5% See the Water and Sewer Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 3700 Expended Appropriated Dept Request Recommended Appropriated 3710 Water Operating Expenses 3720 Water Regional Charges Program Totals $1,875,215 $1,937,920 $2,181,920 $2,181,920 $2,181,920 $2,752,252 $3,500,000 $3,850,000 $3,535,122 $3,535,122 Compensation $535,250 $551,125 $562,231 $562,231 $562,231 Benefits 0 0 0 0 0 Expenses 4,092,217 4,886,795 5,469,689 5,154,811 5,154,811 Town Funded Expenses $4,627,467 $5,437,920 $6,031,920 $5,717,042 $5,717,042 General Fund $0 $0 $0 $0 $0 Enterprise Funds 4,911,735 5,437,920 6,031,920 5,717,042 5,717,042 Directed Funding 0 0 0 0 0 Appropriated Resources $4,911,735 $5,437,920 $6,031,920 $5,717,042 $5,717,042 VIII -41 3700/3800 Water /Sewer Enterprise - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Water /Sewer Division strives to enhance the quality of life in Lexington by providing quality drinking water, by ensuring the proper and safe discharge of our wastewater and by maintaining our commitment to improving the infrastructure. We support other Town departments and serve the needs of our customers in a friendly, respectful and nrofessional manner. OBJECTIVES Provide the opportunity for employees to attend safety training, education and water operations courses annually. OBJECTIVES Submit articles to the local newspaper and cable television. Insert informational materials with water bills to better inform our customers. OBJECTIVE Conduct annual water system flushing program consisting of half the Town's total number of hydrants. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of hydrants Workload 1500 1500 1500 1500 1500 Number of hydrants flushed Workload 750 0 750 750 750 Number of hydrants that are accessible Efficiency 750 750 750 750 750 Percentage of water systems flushed Outcome 100% 0%(-) 60% 100% 100% 1 Maintain an inclining rate system that encourages water conservation. QD OBJECTIVE 1 Continue with flushing 100% of trouble spots in the sewer system. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of sewer main lines flushed in feet Workload 179,000 144,680 225,000 225,000 225,000 Number of blockages per year Workload 12 31 18 12 15 Percentage of trouble spots flushed Outcome 100% 72%(-) 100% 100% 100% FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming yea VIII -42 Subprogram: Water Enterprise Element: 3710 Water Operating Expenses Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Lexington's water system includes the gates, hydrants, water mains, water service lines to commercial and residential structures, and meters. Calculation of water rates includes an annual depreciation amount based on an estimated useful life of 75 years. Division staff is responsible for repairing curb and water control boxes, installing water meters, taking water samples, performing hydrant maintenance, maintaining and updating water gate location records, responding to all service calls, and investigating water bill complaints. The Water Division has a four -block inclining rate structure to encourage water conservation. As a customer uses more water, the water rate increases. Customers are billed twice per year based on water consumption from which a sewer charge is determined. Water Division staff continue to give high priority to the leak detection program by investigating reported water leaks and repairing them as soon as possible. A leak detection inspection of the entire water system was conducted in 2002 with encouraging results. Only 22 leaks were detected and repaired, which is 1 leak per 7 miles of water main, high above what is generally expected of 1 leak per 1 mile of main. Another leak detection inspection was started on February 23 and the results will be posted as soon as they are available. The Division also displays water conservation materials during Discovery Day and again during Water Conservation Week. Pamphlets relating to water conservation are available at the Tax Collector's Office in Town Hall and the Public Works Operations Facility at 201 Bedford Street. HIGHLIGHTS: • In FY2003, division staff repaired 38 water main breaks, 10 residential water service leaks and 29 hydrants, painted 163 hydrants, removed 2 hydrants, and replaced 6 hydrants. • A separate outdoor water metering system for residential and commercial users has been available since 1995. A total of 2,369 meters have been installed so far including 199 that were installed in FY2003. • In FY03, the average annual residential water bill was approximately $302.08 or 83 cents per day. • Due to the rehabilitation of the MWRA's delivery infrastructure, flushing has been postponed until the fall of2004. • Division staff attended training seminars on cross connection control, MWRA procedures for drinking water sampling, hydrant maintenance and courses relating to the State Certification Exams. Four employees are State Certified Drinking Water Facility Operators; three are a grade 3, and one is a grade 1. Three employees are State Certified Backflow Testers and four are Cross Connection Surveyors. • A decision to install the new automatic water meters in -house has saved the ratepayers approximately $67,174.94, accounting for inflation, between April 1998 and December 2001. A total of 5,818 meters were installed during that period. • A low- income discount for customers approved by the Board of Selectmen in January 1999 has been implemented. BUDGET ISSUES: • The salary of the Superintendent is paid one -half each from the Water and the Sewer Operating budgets. • A $500,000 Payment -In- Lieu -of Taxes (PILOT) is included in the expense budget for this element and is raised within the rates. STAFFING 1 Superintendent of Water and Sewer (% time) 2 Heavy Equipment Operators 2 Foremen 2 Laborers Truck Drivers 1 Grader - Shovel Operator 2 Meter Readers/Laborers 1 Cross Connection Inspector FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $535,250 $551,125 $562,231 $562,231 $562,231 Benefits 0 0 0 0 0 Expenses 1,339,965 1,386,795 1,619,689 1,619,689 1,619,689 Town Funded Expenses $1,875,215 $1,937,920 $2,181,920 $2,181,920 $2,181,920 General Fund $0 $0 $0 $0 $0 Enterprise Funds 1,817,181 1,937,920 2,181,920 2,181,920 2,181,920 Directed Funding 0 0 0 0 0 Appropriated Resources $1,817,181 $1,937,920 $2,181,920 $2,181,920 $2,181,920 VIII -43 Subprogram: Water Enterprise Element: 3720 Water Regional Charges Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Lexington, along with 60 other Massachusetts communities, belongs to the Massachusetts Water Resource Authority (MAVRA). The MWRA manages the system of reservoirs, aqueducts, and pipes extending from the Quabbin Reservoir eastward to Boston. Lexington purchases approximately two billion gallons of water from the MWRA each year. The Town provides this water to the approximately 99.8% of Lexington residences and businesses who use Town water, as well as to the Town of Bedford, the Veterans' Hospital and Hanscom Air Force Base. The Director of Public Works is the Town's representative on the MWRA Advisory Board, a watchdog group that oversees decisions made by the MWRA to ensure proper management and budget control. The Advisory Board has held its commitment to a cleaner Boston Harbor, and improved water and sewer systems, while fighting for ratepayer equity through increased state and federal involvement. The Advisory Board also functions as a liaison between the communities and the MWRA. The Town continues to work with the other members of the MWRA Advisory Board to review the operational expenses and capital improvement expenses of the MWRA. HIGHLIGHTS: • For FY2004, the MWRA water rate is $1,465.36 per million gallons. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 2,752,252 3,500,000 3,850,000 3,535,122 3,535,122 Town Funded Expenses $2,752,252 $3,500,000 $3,850,000 $3,535,122 $3,535,122 General Fund $0 $0 $0 $0 $0 Enterprise Funds 3,094,554 3,500,000 3,850,000 3,535,122 3,535,122 Directed Funding 0 0 0 0 0 Appropriated Resources $3,094,554 $3,500,000 $3,850,000 $3,535,122 $3,535,122 VIII -44 Program: Community Services Subprogram: 3800 Sewer Enterprise Town of Lexington FY 2005 Program Budget The Sewer Division maintains the entire sewer system and insures the safe and proper discharge of the Town's wastewater. The sewage system has 34 miles of trunk line sewers, 119 miles of street line sewers and 9,524 sewer services. There are nine sewage - pumping stations within the Town. The main pumping station, the North Lexington Pumping Station, is off Bedford Street near Route 128/95. Sewer rates are calculated to recover all costs associated with the disposal of sewage, operating expenses, indirect costs of the Sewer Division, and depreciation of fixed assets. This system has operated as an enterprise fund since 1988, which means that fees charged to customers are calculated to cover all operating and capital expenses. In FY02, approximately 64% of Sewer Enterprise funds were paid to the Massachusetts Water Resource Authority (MWRA) for sewage disposal. The Sewer Enterprise subprogram includes expenses for operating the Sewer Division, and for paying the MWRA for sewage treatment and disposal. The percent distribution of FY2003 Sewer Enterprise expenditures was as follows: MWRA 64% Debt 15% Depreciation 7% Indirect Expenses 6% PILOT 3% Personal Services 3% Operating Expenses 2% Please refer to page VIII -42 for the Water and Sewer Enterprise Mission Statemen4 Goals and Objectives. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 3800 Expended Appropriated Dept Request Recommended Appropriated 3810 Sewer Operating Expenses $2,382,198 $2,247,157 $1,889,525 $1,851,277 $1,851,277 3820 Sewer Regional Charges $4,792,111 $5,800,000 $5,830,000 $5,531,976 $5,531,976 Program Totals Compensation $247,580 $253,999 $271,007 $232,759 $232,759 Benefits 0 0 0 0 0 Expenses 6,926,729 7,793,158 7,448,518 7,150,494 7,150,494 Town Funded Expenses $7,174,309 $8,047,157 $7,719,525 $7,383,253 $7,383,253 General Fund $0 $0 $0 $0 $0 Enterprise Funds 7,941,089 8,047,157 7,713,525 7,383,253 7,383,253 Directed Funding 0 0 0 0 0 Appropriated Resources $7,941,089 $8,047,157 $7,719,525 $7,383,253 $7,383,253 VIII -45 VIII -46 Subprogram: Sewer Enterprise Element: 3810 Sewer Operating Expenses Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Town sewers serve 98% of Town residences. The Sewer Division is responsible for two types of pump stations: submersible stations located at Brigham, Worthen, and Constitution Roads, and tube pumping stations located at Hayden Avenue, Concord Avenue, North Street, Potter Pond, and Marshall Road. The Town's main pumping station, the North Lexington Pump Station located off Bedford Street near Route 128/1-95, became operational in January 1995. Since 1989, extensive pump and control work has been completed on the seven satellite pump stations built between 1966 and 1968. The installation of a new Hayden Avenue Pump Station was completed in March 1996. Replacement of this station incorporated new pumping technology, enhanced operating efficiency and improved safety standards. Customer sewer rates are determined based on water usage over the same period, although alternative billing methods are being explored. Annual depreciation amounts included in the sewer rates are based on an estimated useful life of 50 years for the pumping stations and 75 years for the sewer mains. HIGHLIGHTS: • In 1995, the Board of Selectmen adopted a policy to allow residential and commercial water users the opportunity to install a separate meter for outdoor watering. This policy allows the participants to reduce their sewer bills. As of FY2003, there have been 5,818 of these meters installed. • In FY2003, 53 residences connected to Town sewer service, some as the result of Title V legislation that restricts conditions under which homeowners may continue subsurface disposal of sanitary sewage. • During FY2003, division staff responded to 15 sewer main blockages, 18 residential service blockages, and repaired 5 sewer services and sewer manholes. • During FY2003, division staff used a high - pressure water machine to clean 138,500 feet of sewer mains. • In FY2004, the average annual residential sewer bill is projected to be $768.60, approximately $ 2.11 per day, and as expected, 64% of this bill is attributed to the MWRA assessment • A lifeline or low- income discount for customers was approved by the Board of Selectmen in January 1999 and continues to provide assistance to some residents. BUDGET ISSUES: One -half of the Superintendent's salary is paid from the Sewer Operating, and one -half from the Water Operating budget. A $250,000 Payment -In- Lieu -of Taxes (PILOT) is included in the expense budget for this element and is raised within the rates. STAFFING: Superintendent of Water and Sewer (% time) 2 Heavy Equipment Operators 1 Foremen 1 Laborer FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $247,580 $253,999 $271,007 $232,759 $232,759 Benefits 0 0 0 0 0 Expenses 2,134,618 1,993,158 1,618,518 1,618,518 1,618,518 Town Funded Expenses $2,382,198 $2,247,157 $1,889,525 $1,851,277 $1,851,277 General Fund $0 $0 $0 $0 $0 Enterprise Funds 2,579,772 2,247,157 1,889,525 1,851,277 1,851,277 Directed Funding 0 0 0 0 0 Appropriated Resources $2,579,772 $2,247,157 $1,889,525 $1,851,277 $1,851,277 VIII -47 Subprogram: Sewer Enterprise Element: 3820 Sewer Regional Charges Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Lexington pays the Massachusetts Water Resource Authority (MWRA) to treat and dispose of the Town's sewage. The Superintendent of Water and Sewer is the Town's representative on the MWRA Advisory Board, a watchdog group that oversees decisions made by the MWRA to ensure proper management and budget control. The Advisory Board has held its commitment to a cleaner Boston Harbor, and environmentally sound wastewater treatment, while fighting for ratepayer equity through increased state and federal involvement. The Advisory Board also functions as a liaison between the communities and the MWRA. The Town continues to work with the other members of the MWRA Advisory Board to review the operational expenses and capital improvement expenses of the MWRA. HIGHLIGHTS: • FYI 996 marked the introduction of the new MWRA sewer rate methodology based primarily on wastewater flows and loads, and population. Previous assessments were based on a population and population equivalency methodology. BUDGET ISSUES: • The MWRA is 64% of the Sewer Enterprise Budget. STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 4,792,111 5,800,000 5,830,000 5,531,976 5,531,976 Town Funded Expenses $4,792,111 $5,800,000 $5,830,000 $5,531,976 $5,531,976 General Fund $0 $0 $0 $0 $0 Enterprise Funds 5,361,317 5,800,000 5,830,000 5,531,976 0 Directed Funding 0 0 0 0 0 Appropriated Resources $5,361,317 $5,800,000 $5,830,000 $5,531,976 $5,531,976 VIII -48 Section IX: Public Safe Program 4000 Law Enforcement Fire Services Program: 4000 Public Safety Town of Lexington FY 2005 Program Budget The Public Safety program is composed of the Police Department and Fire Department. Together these departments provide a full range of services to ensure 24 -hour protection of persons and property in Lexington. subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 4000 Expended Appropriated Dept Request Recommended Appropriated 4100 Law Enforcement $4,279,106 $3,721,060 $4,306,502 $4,270,771 $4,270,771 4200 Fire Services $ 3,967,801 $3,545,093 $4,409,803 $4,003,296 $4,003,296 Program Totals Compensation $7,378,884 $6,465,340 $7,820,154 $7,426,638 $7,426,638 Benefits 0 0 0 0 0 Expenses 868,023 800,813 896,151 847,429 847,429 Town Funded Expenses $8,246,907 $7,266,153 $8,716,305 $8,274,067 $8,274,067 General Fund $7,201,534 $7,157,128 $8,529,931 $8,087,693 $8,087,693 Enterprise Funds 0 0 0 0 0 Directed Funding 109,025 109,025 186,374 186,374 186,374 Appropriated Resources $7,310,559 $7,266,153 $8,716,305 $8,274,067 $8,274,067 IX -1 k D Program 4000 - Public Safety Law Enforcement - Subprogram 4100 Police Chief Office Manager Department Clerk Captain of Operations Captain of Administration Account Clerk Mechanic Lieutenants I I Lieutenant Detective Dispatchers Sergeants Parking Control Officer Detectives School Resources Family Services I Prosecutor Auxiliary I I Patrol Officers I I Cadets Fire Services - Subprogram 4200 Fire Chief Assistant Fire Chief Captain I I Captain Lieutenants I I Lieutenants Firefighters I I Firefighters Captain I I Captain Lieutenants I I Lieutenants Firefighters I I Firefighters FY 2005 Appropriated Budget IX -2 June 8, 2004 Program: Public Safety Subprogram: 4100 Law Enforcement Town of Lexington FY 2005 Program Budget The Police Department staff provides services to protect the people and property in Lexington through the Law Enforcement subprogram. These services include police administration, patrol and enforcement, parking control and meter maintenance, investigation, crime prevention and combined dispatch for the police and fire departments. See the Police Department Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 4100 Expended Appropriated Dept Request Recommended Appropriated 4110 Police 0 Expenses 405,789 415,140 Program Totals Compensation Administration $939,607 $913,800 $955,130 $919,399 $919,399 4120 Patrol and 0 0 0 Expenses 405,789 415,140 Enforcement $2,438,736 $1,999,594 $2,410,249 $2,410,249 $2,410,249 4130 Parking Meter $4,270,771 Maintenance $46,672 $51,201 $52,814 $52,814 $52,814 4140 Investigation/ Prevention $427,310 $343,162 $484,674 $484,674 $484,674 4150 Combined Dispatch $426,781 $413,303 $403,635 $403,635 $403,635 Program Totals Compensation $3,873,317 $3,305,920 $3,891,362 $3,855,631 $3,855,631 Benefits 0 0 0 0 0 Expenses 405,789 415,140 415,140 415,140 415,140 Town Funded Expenses $4,279,106 $3,721,060 $4,306,502 $4,270,771 $4,270,771 General Fund $4,147,337 Enterprise Funds 0 Directed Funding 109,025 Appropriated Resources $4,256,362 $3,612,035 $4,120,128 0 0 109,025 186,374 $3,721,060 $4,306,502 IX -3 $4,084,397 $4,084,397 0 0 186,374 186,374 $4,270,771 $4,270,771 4100 Law Enforcement - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Lexington Police Department is committed to providing quality service, working in partnership with the community to solve problems and promote values, which enhance the quality of life in Lexington. OBJECTIVES To reduce criminal activity through prevention, problem solving and enforcement initiatives. Performance Measures Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of responses made to crimes Workload 818 890 800 720 760 Number of individuals processed for criminal Workload 1,297 1,350 1,284 700 1,000 activity (including warrants) Workload 2,326 1,741 2,080 1,200 1,600 • adults Workload 370 332 453 300 360 • juveniles Workload 65 50 34 25 35 Cost of patrol and enforcement per capita Efficiency $76.66 $74.82 $69.64 $62.49 $69.00 Ratio of persons charged (or held accountable) to Outcome 435/897 346/955 487/870 40% 50% all crimes reported Maintain regional policing affiliations for training and personnel support. QD Improve traffic services to reduce community complaint, fear and concern about unsafe driving behaviors and practices. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of motor vehicle citations issued • warnings Workload 1,297 1,350 1,284 700 1,000 • civil infractions Workload 2,326 1,741 2,080 1,200 1,600 • criminal complaints Workload 129 109 207 120 160 • arrests Workload 71 59 62 40 50 Total number of accident responses Workload 1,003 1,022 1,017 1,000 1,000 Number of traffic citations per FTE Efficiency 103.3 148 139 60 110 Number of accidents per 1,000 residents • fatal Outcome 0.16 0.03 0.03 0 0 • other injuries Outcome 6.19 4.6 4 5 5 • withoutinjuries Outcome 17.03 14.0 17.0 16.8 17.0 Continue affiliation with TSAC. '® FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. IX -4 PATROL & ENFORCEMENT 4100 Law Enforcement - Mission Statement, Goals & Objectives, Performance Measures COMBINED DISPATCH Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of 911 calls received Workload 5,077 4,815 4,652 4,700 4,700 Number of 911 calls answered per FTE Efficiency 634.6 601 581 671 600 Number of 911 calls answered before transfer to Outcome 100% 100% 99.4% 99% 99% back -up agency 100% Percent of survey respondents who agree or ► Maintain a 100% compliance standard with Criminal History System Board Audits for record input, security and maintenance of CHS records. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of records randomly audited for Workload - 23 23 23 23 compliance Workload 818 881 800 750 750 Number of CHS operators trained, tested, certified Workload - 54 54 54 54 Criminal History System Board Audits for Outcome 100% 100% 100% 100% 100% ► Promote a culture within the dispatch center that mandates that all calls for service will be handled in a professional and courteous manner. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of service calls dispatched requiring: • police (with crime) Workload 818 881 800 750 750 • police (without crime) Workload 11,625 10,396 12,352 12,000 12,000 • fire Workload 3,553 3,438 3,548 3,500 3,500 Percent of survey respondents who agree or strongly agree that calls are handled professionally 1999 Survey achieved 96% satisfaction and courteously. Outcome rate. ► Promote an open and accessible relationship with the community. QD FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. IX -5 OBJECTIVES ► To have 100% of 911 calls answered professionally at the dispatch center before transfer to a back up agency. 4100 Law Enforcement - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVES Successfully clear assigned cases through solvability factors. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of NIBRS reported crimes assigned to the Workload 1,891 2,199 2,715 1,086 2,172 bureau Workload 12 10 12 5 10 • felony Workload 154 159 124 75 90 • misdemeanor Workload 93 104 90 30 45 Number of investigations per FTE investigator Efficiency $22.00 $22.00 $25.27 • Detectives Efficiency 79.3 91 *48 *50 80 • School Resource Officers Efficiency 27 43.5 *39.5 *15 30 • Drug Task Force Detective Efficiency 24 19 *5 Percent of assigned crimes cleared v felony Outcome 44.1 39% 35% 30% 35% v misdemeanor Outcome 49.5 51% 66% 40% 60% Note: Bureau cuts began in FY03 even before override Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of hours spent in the schools Workload 1,891 2,199 2,715 1,086 2,172 Number of youth diverted from court Workload 12 10 12 5 10 Cost of School Resource Officers per student 90 100(+) 100(+) • middle school Efficiency $25.32 $25.32 $29.33 • high school Efficiency $22.00 $22.00 $25.27 • Minuteman Techmcal School Efficiency $63.02 $63.02 Percent of School Principals and key staff rating Outcome the School Resource Officer Program as beneficial Bureau cuts elimirtated services* Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of Drug Task Force Cases investigated Workload 70 73 50 Number of hours spent with Task Force Workload 1,891 2,199 1,451 Number of drug dealers identified and prosecuted (Suburban Middlesex Task Force). Outcome 90 100(+) 100(+) FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. IX -6 INVESTIGATION-PREVENTION 4100 Law Enforcement - Mission Statement, Goals & Objectives, Performance Measures PARKING METER AND FLEET MAINTENANCE Number of parking tickets issued by Parking Workload 5,539 5,107 5,425 5,200 5,200 Control Officer FY2004 FY2005 Number of meters maintained Workload - 500 500 500 500 Cost of Lexington Center meter enforcement Efficiency - $31,532 $28,350 $29,301 $30,000 Dollar amount of parking meter revenue collected Outcome - $191,554 $186,424 $186,000 $186,000 ► Maintain Parking Control Officer Program QD ► To maintain the fleet of vehicles to meet the needs of the department. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of vehicles maintained Workload 18 20 21 21 21 Number of vehicles: • traded Workload 0 1 2 2 • transferred to another department Workload 2 3 2 2 • taken out of service Workload - 0 0 0 0 Availability of the fleet (average monthly): • markedvehicles Outcome - 94.6% 95% 95% 95% • unmarkedvehicles Outcome - 98% 98% 98% 98% FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. IX -7 OBJECTIVES ► To ensure equitable turnover of parking spaces at meters in the center. IX -8 Subprogram: Law Enforcement Element: 4110 Police Administration Town of Lexington FY 2005 Pros DESCRIPTION OF SERVICES: The Chief and Captains serve the community and our employees by overseeing administrative and operational functions including, budget, planning and research, training, records, information systems, fleet and equipment, purchasing, union affairs, policy, special events, personnel, traffic office, performance measurement, communications, patrol, investigation, special services and programming. Each of four Lieutenants leads a team consisting of patrol officers, dispatchers and a supervisor, providing 24%7 policing services. An office manager and clerks provide critical support through records management, accounting and statistical reports, payroll, public information, billing, scheduling and database applications. A mechanic is responsible for the transportation and fleet needs of the department including purchasing, equipping, maintaining, repairing and replacing vehicles and other specialized equipment. HIGHLIGHTS: • Administrative staff continued to focus on organizational changes in the aftermath of FY04 budget reductions that resulted in significant downsizing of police department staff and impact on programs, personnel and unions. • The town's Early Retirement Program included a captain, a lieutenant, 2 patrol officers and a traffic office account clerk. • Four laid off police officers were rehired. The captain and lieutenant positions will be filled, however the account clerk position will not be filled due to budget reduction BUDGET ISSUES: • FY05 request includes the restoration of 3 part time cadets. These civilian employees are used to mitigate peak workloads as call takers, traffic controllers and assistants to our clerical staff. • FY04 cut of department account clerk position is not requested for funding this year. • FY04 reduction of 2 part time cadet positions (5 total in FY04) is not requested for restoration this year. • A $38,000 State Community Policing (CP) Grant was received to fund CP initiatives. STAFFING: 1 Chief of Police 1 Captain of Operations 1 Captain of Administration 4 Lieutenants 1 Department Clerk 1 Office Manager/Executive 3 Part-time Cadets 1 Mechanic FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $888,931 $862,349 $903,679 $867,948 $867,948 Benefits 0 0 0 0 0 Expenses 50,676 51,451 51,451 51,451 51,451 Town Funded Expenses $939,607 $913,800 $955,130 $919,399 $919,399 General Fund $943,290 $864,599 $905,929 $870,198 $870,198 Enterprise Funds 0 0 0 0 0 Directed Funding 25,000 49,201 49,201 49,201 49,201 Appropriated Resources $968,290 $913,800 $955,130 $919,399 $919,399 IX -9 Element: 4120 Patrol and Enforcement Subprogram: Law Enforcement Town of Lexington FY 2005 Pros DESCRIPTION OF SERVICES: The patrol division consists of 30 officers, of whom 24 are patrol officers and 6 are supervisors (Sergeants). They provide a wide variety of front -line services 24/7 that include, intervening in emergencies, promoting traffic safety, suppressing crime and responding to a multitude of service needs within the community. Lexington is 16 square miles with 130+ miles of roadway, two major highways (Rte 2 and Rte 95) and has 30+ thousand residents. The patrol division uses a deployment plan that divides the Town into four sectors and assigns one officer to each. They respond to almost 14,000 police /fire /medical calls. Many of the over 150 different classifications of calls require more than one officer, such as car accidents, domestic incidents and arrest situations. HIGHLIGHTS: • Officers responded to 13,976 calls for police service including 777 reported crimes. • 400 individuals were prosecuted for various criminal offenses. • Patrol officers cited 2,537 driving infractions. BUDGET ISSUES: • The FY05 request restoration of 3 patrol officers will anchor our 4 sector patrol deployment and will reintroduce daytime center officer foot patrol on a more regular basis. • FY04 reduction of 5 police desk officer positions is not requested for restoration this year. STAFFING: 6 Sergeants 27 Police Officers FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $2,146,519 $1,712,398 $2,123,053 $2,123,053 $2,123,053 Benefits 0 0 0 0 0 Expenses 292,217 287,196 287,196 287,196 287,196 Town Funded Expenses $2,438,736 $1,999,594 $2,410,249 $2,410,249 $2,410,249 General Fund $2,360,274 $1,990,971 $2,325,890 $2,325,890 $2,325,890 Enterprise Funds 0 0 0 0 0 Directed Funding 39,675 8,623 84,359 84,359 84,359 Appropriated Resources $2,399,949 $1,999,594 $2,410,249 $2,410,249 $2,410,249 IX -10 Subprogram: Law Enforcement Element: 4130 Parking Meter Maintenance Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: A civilian parking control officer ensures that parking spaces are regularly available and roadways are not obstructed, through strict but fair attention to parking issues. This officer educates regular users about alternative parking options, collects meter money, cites violators and inspects and maintains 500 parking meters. HIGHLIGHTS: • Meter income totaled $186,425. • 5,776 parking tickets were issued. BUDGET ISSUES: • Funds for this element are derived entirely from parking receipts, not tax levy. STAFFING: 1 Parking Control Officer FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $31,283 $29,201 $30,814 $30,814 $30,814 Benefits 0 0 0 0 0 Expenses 15,389 22,000 22,000 22,000 22,000 Town Funded Expenses $46,672 $51,201 $52,814 $52,814 $52,814 General Fund $0 $0 $0 $0 $0 Enterprise Funds 0 0 0 0 0 Directed Funding 44,350 51,201 52,814 52,814 52,814 Appropriated Resources $44,350 $51,201 $52,814 $52,814 $52,814 IX -11 Subprogram: Law Enforcement Element: 4140 Investigation /Prevention Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: A Lieutenant leads a team of 3 detectives. The Bureau Commander coordinates investigations to identify and prosecute criminals and develop public safety prevention programs. Additional responsibilities include: evidence and property control; firearms licensing; youth diversion program; coordinator /supervisor of Lexington's Domestic Violence Response Team (DVRT), internal investigations, and managing the accreditation process. Two specialized detectives (one assigned days and one in the evening) process crime scenes for forensic evidence and investigate cases involving a variety of serious crimes including, but not limited to, armed robbery, burglary, threats to kill, arson, identify fraud, grand theft and weapons offenses. They are responsible for working closely with State, Federal and regional investigators targeting criminal activity that impacts Lexington. One school resource officer (SRO) is assigned to the Minuteman Regional Vocational School for the 12 -month school year and summer program. This position is fully grant funded through the `04 -`05 school year. HIGHLIGHTS: • 214 crimes were investigated. • 29 burglaries were investigated with 5 persons prosecuted. • 129 domestic /family related incidents were investigated. • A Level 3 (high risk) sex offender was arrested and pled guilty after a home invasion and assault on a resident. • Staff assisted regional agencies to identify, locate and arrest a former resident who shot a local woman. • A suspect was identified and charged after investigation of 2 armed robberies at gas stations. • A career criminal was arrested after a lengthy investigation for a robbery in 2001 of a local antique store. • A suspect was identified, arrested and pled guilty to a rash of indecent exposures over a 3 -year period. BUDGET ISSUES: The FY05 request of restoration of 3 detectives is as follows: one family services detective to investigates sexual assaults, missing persons and domestic abuse cases. This detective will also be project coordinator for the Lexington Domestic Violence Response Team (DVRT); one detective to investigate persons distributing drugs within or near our community and to work with the Suburban M ddlesex Drug Task Force, and one detective assigned as the school resource officer (SRO) at the senior high in support of maintaining a campus environment conducive to learning, through strategies that involve prevention, intervention, education, support services and investigation. The SRO also manages our Youth Court Diversion program, providing qualifying first time offenders a chance to avoid court by completing a community service plan. The FY04 reduction of a middle school resource officer position is not requested for restoration this year. $45,000 was grant received to fund the new school resource officer (SRO) position assigned to the Minuteman Regional Vocational School. STAFFING: 1 Lieutenant Detective 2 School Resource Officers 1 Family Services Officer 2 Detectives 1 Narcotics Investigator FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $406,041 $313,244 $454,756 $454,756 $454,756 Benefits 0 0 0 0 0 Expenses 21,269 29,918 29,918 29,918 29,918 Town Funded Expenses $427,310 $343,162 $484,674 $484,674 $484,674 General Fund $435,320 $343,162 $484,674 $484,674 $484,674 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $435,320 $343,162 $484,674 $484,674 $484,674 IX -12 Subprogram: Law Enforcement Element: 4150 Combined Dispatch Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: A communication center under joint authority of the fire and police chiefs is located at the police station. Proficient and responsive civilian dispatchers direct the proper resources in response to over 14,000 medical, fire or police service calls. The center is also a critical information and communication link for police, public works and fire department field units and other regional public safety agencies. HIGHLIGHTS: • A total of 13,976 police, fire and medical calls for service were dispatched for the year. • The Emergency 9 -1 -1 system logged 4,652 calls. BUDGET ISSUES: • FY05 request restores one full time dispatcher for 24%7 staffing schedule. STAFFING: 8 full -time Dispatchers FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $400,543 $388,728 $379,060 $379,060 $379,060 Benefits 0 0 0 0 0 Expenses 26,238 24,575 24,575 24,575 24,575 Town Funded Expenses $426,781 $413,303 $403,635 $403,635 $403,635 General Fund $408,453 $413,303 $403,635 $403,635 $403,635 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $408,453 $413,303 $403,635 $403,635 $403,635 IX -13 IX -14 Program: Public Safety Subprogram: 4200 Fire and Medical Services Town of Lexington FY 2005 Program Budget The Fire Department provides fire, ambulance and emergency services to the Lexington community. This includes Fire Prevention, Fire Suppression, Emergency Medical Services, and Administration. The Town has one operational fire station: Fire Headquarters is located at 45 Bedford Street. See the Fire Department Mission Statement Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 4200 Expended Appropriated Dept Request Recommended Appropriated 4210 Fire 0 Expenses 462,234 385,673 Administration 4220 Fire Prevention 4230 Fire Suppression 4240 Emergency Medical Services Program Totals $189,675 $158,246 $240,645 $175,882 $175,882 $70,812 $80,866 $148,125 $92,885 $92,885 $3,091,570 $2,669,635 $3,368,047 $3,089,770 $3,089,770 $615,744 $636,346 $652,986 $644,759 $644,759 Compensation $3,505,567 $3,159,420 $3,929,792 $3,571,007 $3,571,007 Benefits 0 0 0 0 0 Expenses 462,234 385,673 481,011 432,289 432,289 Town Funded Expenses $3,967,801 $3,545,093 $4,410,803 $4,003,296 $4,003,296 General Fund $3,836,970 $3,545,093 $4,410,803 $4,003,296 $4,003,296 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $3,836,970 $3,545,093 $4,410,803 $4,003,296 $4,003,296 IX -15 4200 Fire Services - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The mission of the Lexington Fire Department is to protect the lives and property of the community from emergencies involving fire, medical, hazardous materials and environmental causes. This mission will be achieved through public education, code management, and emergency response. OBJECTIVES No. Develop a strategic plan for delivery of EMS for the Community. No. Implement a Paramedic ALS Program. To have at least 98% of EMS service recipients rate the services as good or better. Number of Emergency runs Workload 3,674 3,458 3,467 3,500 3,500 Number of Emergency Medical Service Workload 508 493 525 525 525 (EMS) runs Workload 1,981 1,974 2,054 2,262 2,262 Percent of Fire Department EMT certified Efficiency 92% 93% 94% 94% 94% Percent of EMS service recipients rating Outcome services as good or better Outcome 99% 99%(+) 99% 99% 99% No. Provide timely and effective Fire Suppression. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of structure fires Workload 23 21 23 28 28 Percent of fire incidents without fire fighter njury Outcome 96% 96% 95% 96% 96% No. Provide fire prevention services through code compliance measures. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of smoke detector inspections Workload 508 493 525 525 525 All other inspections Workload 147 276 320 290 290 Percent of quarterly inspections completed Outcome on time 88% 96 %( +) 96% 96% 96% Percent of quarterly inspected properties in Outcome ,",roAia.O'misan., 0F0/ ono, onoi I► Promote the Fire Department as a source of community service hours and as a learning opportunity for those interested. No . Introduce Advanced Life Support services full time. 4D No . Provide public education to the community on fire safety and disaster preparedness. 01) GOAL: Revise capital needs plan in view of changing mission. OBJECTIVES No . Develop apparatus replacement program; explore grants as an additional source of funding for capital needs. No . Determine current fire alarm system needs. OBJECTIVES No . Update current operations manual; format to minor emergency management needs. No . Determine future needs; develop and implement new policies. No . Monitor and improve customer service delivery. FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. IX -16 Element: 4210 Fire Administration Subprogram: Fire and Medical Services Town of Lexington FY 2005 Program Bu DESCRIPTION OF SERVICES: Fire Administration staff directs Fire Suppression personnel at all major incidents and manages department budgets. The administrative staff participates in union negotiations and administers collective bargaining agreements. The Fire Chief is also responsible for community preparedness in the event of a natural or man -made disaster. The administrative staff supervises training for emergency response, the Fire Prevention and Fire Safety Education programs, and assists the Police Department Administration in the operation of the combined Public Safety Dispatch Center. HIGHLIGHTS: • Implementation of a full time Advanced Life Support response program has been completed. • An in house apparatus maintenance program is being implemented. • Revisions to the operations manual continue and will be a perpetual task as technology and the mission changes. • The Department received a Department of Homeland Security grant to implement a strength and agility program. • An evolving partnership to replace an aging radio system infrastructure is imminent BUDGET ISSUES: • It is important to maintain and fund the apparatus replacement schedule in future years as the equipment continues to age. • It will be necessary to continue to look at planning for future building needs. STAFFING: 1 Fire Chief FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $127,740 $95,489 $146,592 $95,826 $95,826 Benefits 0 0 0 0 0 Expenses 61,935 62,757 94,053 80,056 80,056 Town Funded Expenses $189,675 $158,246 $240,645 $175,882 $175,882 General Fund $200,679 $158,246 $240,645 $175,882 $175,882 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $200,679 $158,246 $240,645 $175,882 $175,882 IX -17 Subprogram: Fire and Medical Services Element: 4220 Fire Prevention Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Fire Prevention Bureau staff advises on compliance with the Commonwealth's Code of Massachusetts Regulations (CMR) 527, and Chapter 148 of the Massachusetts General Laws. The staff ensures compliance of new construction with applicable sections of the State Building Code through review of plans for fire protection and detection systems and acceptance testing. The bureau oversees the installation of all oil fired heating appliances, the installation and removal of underground storage tanks and the permitting of all propane and compressed natural gas storage. Fire Prevention staff issues blasting permits and monitors every blast that takes place. The bureau is also proactive in the area of life safety code compliance. Inspections of facilities that are required by code are done routinely each quarter and are not complaint driven. Some of the facilities that are inspected include all public and private schools, licensed day care centers, nursing homes, intermediate care facilities, hotels, motels and theatres. The Fire Prevention staff frequently conducts educational programs in the schools and for corporate and civic groups, to reinforce the fire safety message. The staff also manages day to day, the municipal fire alarm system, and monitors the radio system and dispatch center in conjunction with the Police Department. The Fire Prevention Division oversees the activities of the Fire Investigation Unit. HIGHLIGHTS: • The Fire Prevention Division issues certificates of smoke detector compliance, permits for oil burner installation and/or alteration and underground storage tank removal permits. These issued permits require an on -site inspection by a Department staff person. • Effective utilization of operational personnel to perform permitted inspections. • Organization of the Fire Investigation Unit, in conjunction with the Lexington Police Department. BUDGET ISSUES: None. STAFFING: 1 Assistant Fire Chief (with assistance from fire suppression personnel as needed) FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $67,889 $72,266 $128,929 $74,285 $74,285 Benefits 0 0 0 0 0 Expenses 2,923 8,600 19,196 18,600 18,600 Town Funded Expenses $70,812 $80,866 $148,125 $92,885 $92,885 General Fund $77,000 $80,866 $148,125 $92,885 $92,885 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $77,000 $80,866 $148,125 $92,885 $92,885 IX -18 Subprogram: Fire and Medical Services Element: 4230 Fire Suppression Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Fire Department provides 24 -hour fire protection and emergency services for the community. The staff responds to and aggressively attacks fires to minimize fire spread and reduce further property damage and loss. The Fire Suppression personnel work with the EMTs assigned to the ambulance to extricate victims from motor vehicle accidents and also provide treatment for sick and injured persons as well as help to transfer them to the ambulance. The staff is called upon to deal with a broad range of emergency situations, including fires, hazardous materials incidents and natural disasters. Each duty shift is comprised of people who staff fire engines, an aerial ladder truck, and an ambulance. The firefighters are schooled in handling many types of fires, including structural, flammable liquids and propane and natural gas fires. Personnel receive in -house training on various fire - related subjects and everyone is encouraged to enhance their knowledge by attending advanced level training at state and national training facilities. The suppression staff also performs specific fire inspection duties. HIGHLIGHTS: • The Department responded to 3,572 emergency incidents in FY 2003. There were 28 fires that resulted in losses exceeding 3 million dollars to the structures and their contents. • The Department responded to 3 level 2 hazardous materials incidences, one on Route 128 involving radioactive waste, two others located at properties on McGuire Road and Hartwell Ave. • An on going partnership with the Water Department continues to test hydrant flow for essential water supply for fire suppression. Hydrants were checked for proper marking. The marking assists in locating a hydrant that may be covered with snow. • A quartermaster program is underway to provide NFPA compliant station uniforms to all operational personnel. BUDGET ISSUES: • A $14,100 Program Improvement Request to maintain the municipal fire alarm system has not been included for funding. STAFFING: 4 Captains 8 Lieutenants 32 Firefighters FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $2,866,128 $2,455,282 $3,126,485 $2,875,417 $2,875,417 Benefits 0 0 0 0 0 Expenses 225,442 214,353 241,562 214,353 214,353 Town Funded Expenses $3,091,570 $2,669,635 $3,368,047 $3,089,770 $3,089,770 General Fund $2,926,381 $2,669,635 $3,368,047 $3,089,770 $3,089,770 Enterprise Funds Directed Funding 0 0 0 0 0 Appropriated Resources $2,926,381 $2,669,635 $3,368,047 $3,089,770 $3,089,770 IX -19 Subprogram: Fire and Medical Services Element: 4240 Emergency Medical Services Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Providing emergency medical services is a valuable component of the Fire Department mission. The Fire Department delivers emergency medical care to the community, staffing two emergency transport ambulances, having two vehicles enables the department to handle multiple calls within the town as well as to provide back -up service to neighboring communities. All Emergency Medical Technicians that staff the ambulance are certified by the Commonwealth of Massachusetts and must maintain their skills through approved continuing education programs and a bi- annual refresher course. As of April 2004 the fire department will operate at the Advanced Life Support level full time. Future hires will be Massachusetts Paramedic Certified. Additional revenue generated by the program will significantly offset the increased costs in the first year. HIGHLIGHTS: • The Emergency Medical response by the Department remains at a high level. The ambulances responded to 2,054 calls for emergency medical assistance and transported 1791 patients. • The members of the Lexington Fire Department now provide advanced Life Support. BUDGET ISSUES: • Funding has been included to complete an Advanced Life Support Program in FY 2004. The cost of providing this new program is projected to be offset by the new revenue that will be generated from providing ALS services as well as from modest increases in basic life support fees. STAFFING: 8 Firefighter/Paramedics FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $443,810 $536,383 $526,786 $525,479 $525,479 Benefits 0 0 0 0 0 Expenses 171,934 99,963 126,200 119,280 119,280 Town Funded Expenses $615,744 $636,346 $652,986 $644,759 $644,759 General Fund $632,910 $636,346 $652,986 $644,759 $644,759 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $632,910 $636,346 $652,986 $644,759 $644,759 IX -20 Section X: Culture and Recreation Program 5000 Cary Memorial Library Recreation Program: 5000 Culture & Recreation Town of Lexington FY 2005 Program Budget The Culture and Recreation Programs provide library service and recreational activities to Lexington residents. subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 5000 Expended Appropriated Dept Request Recommended Appropriated 5100 Cary Memorial Library $1,789,903 $1,478,184 $1,779,688 $1,677,528 $1,677,172 5200 Recreation $ 1,211,868 $1,327,272 $1,417,355 $1,417,355 $1,417,355 Program Totals Compensation $1,981,146 $1,717,891 $1,981,586 $1,918,108 $1,918,108 Benefits 0 0 0 0 0 Expenses 1,020,625 1,087,565 1,215,457 1,176,775 1,176,419 Town Funded Expenses $3,001,771 $2,805,456 $3,197,043 $3,094,883 $3,094,527 General Fund $1,757,651 $1,478,184 $1,869,771 $1,677,528 $1,623,172 Enterprise Funds 1,244,608 1,327,272 1,327,272 1,417,355 1,471,355 Directed Funding 0 0 0 0 0 Appropriated Resources $3,002,259 $2,805,456 $3,197,043 $3,094,883 $3,094,527 X -1 4D Program 5000 - Culture & Recreation Cary Memorial Library - Subprogram 5100 Board of Trustees I Advisory Committee Director Office Manager /Executive Secretary Assistant Director & Division Head - Technical Services Circulation Division Head Division Head Division Head Branch Librarian Library Supervisor Children's Services Reference Technology Supervisor Associate (part-time) (Tech Serv.) AV Library Librarian Librarians Librarian Associate Library Techs Library Techs Library (Tech Sew.) Associate Part-Time Library Staff Part-Time Techs Library Techs Staff Part-Time Staff (Tech Sew.) Part-Time Staff Part -Time Staff Recreation Deoartment - Subproaram 5200 Recreation Director Pine Meadows Recreation Golf Course Committee Assistant Director of Recreation Seasonal Staff Administrative Municipal Assistant Account Clerk Recreation Supervisor Seasonal Staff FY 2005 Appropriated Budget X -2 June 8, 2004 Program: Culture and Recreation Subprogram: 5100 Cary Memorial Library Town of Lexington FY 2005 Program Budget The Cary Memorial Library and the East Lexington Branch Library provide library services to the Town of Lexington. The governing body of the library is the Board of Library Trustees. The Board is comprised of the "settled ministers ", or principal clergy of each congregation of the Town, Selectmen, and School committee members. The full board numbers 29 members. The Board members elect an Executive Committee of five Trustees: two members of the clergy, two Selectmen, and a member of the School Committee. The Executive Committee is responsible for hiring the Library Director, overseeing library finances, establishing library policy and the library's endowment. The Executive Committee appoints a citizen's Advisory Committee to assist the Trustees. The Board of Library Trustees budget for FY04 is $162,165. This budget has not been increased in four years. Revenue sources for the Trustees budget are fines and fees, investment income, and State Aid. The Trustees budget is responsible for the purchase of the entire adult collection, fiction and non - fiction, reference materials and databases, young adult material, magazines and newspapers, and microfilm and microfiche. The Trustees budget also funds equipment, staff development, supplies and children's programs. The total collection is 221,649 items. The total number of items circulated in FY03 at the main library and the branch was 389,200 items. Attendance at the main library for the year was 380,487 and the total number of residents who have library cards is 18,368. Beginning July 1, 2004 the main library will be open 64 hours a week, 6 days a week during the summer and 68 hours, seven days a week during the winter. The East Lexington Branch Library is open 25 hours a week, four days a week, Monday — Thursday. The Massachusetts Board of Library Commissioners (MBLC) is the state agency responsible for the state standards for libraries and implementing library initiatives. The library must meet a number of state standards for public libraries to be certified to receive State Aid. In the fall of FY04 the Town submitted a request for a waiver to the MBLC since the Town did not meet the Municipal Appropriation Requirement (MAR) of the state standards. The library's FY04 budget was $181,000 short in meeting the MAR. An appearance before the Commissioners in January 2004 resulted in a waiver being granted to the Town with reservation and the town received $27,282 in State Aid. The FY05 Budget restores Saturday and Sunday and 1 full -time and 7 part-time staff positions eliminated in FY04. The library will now meet the municipal appropriation requirement and other standards established by the MBLC. In March 2004 the library will discontinue its temporary operation from Cary Hall and move back to the newly renovated library that opened on April 20, 2004. See the Cary Memorial Library Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 5100 Expended Appropriated Dept Request Recommended Appropriated 5110 Library General Services $467,116 $504,128 $553,598 $476,170 $4,746,170 5120 Adult Library $ 901,417 $614,132 $837,627 $837,101 $837,101 5130 Children's Library $329,276 $279,142 $314,159 $292,363 $292,363 5140 Branch Library $92,094 $80,782 $74,304 $71,894 $71,538 Program Totals Compensation $1,530,513 $1,204,181 $1,463,791 $1,400,313 $1,400,313 Benefits 0 0 0 0 0 Expenses 259,390 274,003 315,897 277,215 276,859 Town Funded Expenses $1,789,903 $1,478,184 $1,779,688 $1,677,528 $1,677,172 General Fund $1,757,651 $1,478,184 $1,779,688 $1,677,528 $1,677,172 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $1,757,651 $1,478,184 $1,779,688 $1,677,528 $1,677,172 X -3 5100 Cary Memorial Library - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVES Provide information and independent learning resources that are technologically advanced. '® Promote community awareness of library services and resources. OD Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Production of Cary Lantern quarterly* Workload 2,000 2,000 1,500 500 500 Production of Little Lantern monthly Workload 0 1,800 500 500 500 Write and submit newspaper articles Workload 12 24 36 12 24 Cost for printing Efficiency $8,000 $8,000 $9,000 $6,000 $6,000 Increase in publications percentage Outcome - 90% 12% -33% 0% Create and maintain excellent customer service with a well trained and motivated library staff. Serve as a child's door to learning while promoting the enjoyment of reading. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of children's programs offered Workload 167 175 360 360 400 Cost for programs Workload $2,000 $2,500 $3,000 $3,000 $3,000 Number of children participating in programs Workload 5,332 5,500 12,897 13,000 13,000 Percentage increase in children attending programs Outcome - 3% 135% 1% 0% OBJECTIVES Continue to expand and improve the collections. In addition to maintaining a level of acquisitions for all collections, review and update certain subject areas annually. Increase the acquisition of books on tape and other non -print media to meet public demand. Display and visual presentation of materials that will market collections and improve the circulation of all materials. Maintain, but consistently evaluate and improve, the provision of traditional public library services. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year X -4 MISSION STATEMENT: The Cary Memorial Library seeks to provide the Lexington community with materials, resources and services that promote lifelong learning and cultural enrichment. We endeavor to provide collections in a variety of formats to a culturally and educationally diverse population. We are committed to providing a knowledgeable, responsive staff to facilitate the retrieval of information and use of the library's resources. Provide state of the art library facilities through planning and funding. '® Provide effective and efficient procedures to maintain and monitor internal library operations. 5100 Cary Memorial Library - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVES Ensure that training needs are fully met and that training is continually improved and expanded. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of training opportunities provided Workload 104 125 156 74 74 Number of staff attending training sessions Workload 35 35 55 37 37 Percent of training sessions rated as good or better Outcome 75% 85% 95% 95% 95% 1 Expand orientation programs, technology training and cross - departmental training. Ensure that staffing allocation and patterns are equitable and are sufficient to meet workload demands, the physical size of two facilities and the hours of operation for both libraries. Continue to pursue the professional growth and development of the professional staff and para - professional staff. OBJECTIVES Ensure that the library's network (N4LN) cataloging, circulation and information systems are fast, efficient, accurate and easy to use. Study the use of technology to enhance library access by people with disabilities. Implement systems in the new building. Provide better, faster internet access to all service points. *Decrease in the number of publications is a result of them now being available on -line. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year X -5 X -6 Subprogram: Cary Memorial Library Element: 5110 Library General Services Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Library's General Services is the Administrative Office and Technical Services Department. The Administrative staff is comprised of the Library Director, Assistant Director, and Office Manager/Executive Secretary. The Library Director is hired by the Board of Library Trustees and is in charge of the day -to -day operations of the library and reports monthly to the Trustees. The office provides administrative support for the Trustees and the department. The Assistant Director is responsible for personnel, collection development for the adult collection, and oversight of the technical services department. The Technical Services staff is responsible for the acquisition, cataloging, mending, and processing of all library material for the main and branch library. The Technical Services staff works with all of the departments to maintain the collections and they are regularly assigned to public service desks in all departments and the branch library. HIGHLIGHTS • The Board of Library Trustees approved the library's strategic plan, and meeting room policies. • The construction and renovation page has provided residents and other interested parties with information about the renovation as it progresses. Information can be found at www.carylibrarY org BUDGET ISSUES • The FY05 budget will be the first year of operation at the new library. While the library is designed to be energy efficient, the increase in square footage will mean an increase inutility bills. • The loss of positions in the Technical Services Department has resulted in delays in processing and cataloging of library materials. STAFFING: 1 Library Director 1 Assistant Library Director 1 Office Manager/Executive Secretary 1 Library Associate — Technical Services 1 Library Technician — Technical Services FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $366,344 $283,495 $301,117 $252,681 $252,681 Benefits 0 0 0 0 0 Expenses 100,772 220,633 252,481 223,489 223,489 Town Funded Expenses $467,116 $504,128 $553,598 $476,170 $476,170 General Fund $607,069 $504,128 $553,598 $476,170 $476,170 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $607,069 $504,128 $553,598 $476,170 $476,170 X -7 Subprogram: Cary Memorial Library Element: 5120 Adult Library Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Adult Services Department is comprised of the circulation, audio - visual, reference, and technology departments. The Adult Services Department maintains a collection of over 146,659 items in various formats, including books, magazines, newspapers, pamphlets, books on tape, CD's, DVD's, microfilm /fiche, and electronic databases. As a member of the Minuteman Library Network, library users have access to over 5.8 million items located in 36 public and 4 academic libraries and other Massachusetts library networks. The Reference Department provides information in all types of formats and it trains library users in the use of the library databases and the Internet. The Reference staff participated in the Lexington Public Schools' orientation program for new schoolteachers and works with the school librarians in supporting the curriculum. Reference librarians assume other areas of responsibilities: interlibrary loan and government documents, local history and genealogy, magazines, young adult, and collection development for the department. The Technology Department is responsible for implementing the library's technology plan and the purchase, installation, and maintenance of all equipment including assistive technology. The staff also schedules library staff training for new programs and software and they oversee the library's web site. HIGHLIGHTS • In FY2003 163,674 items were circulated by the Adult Department and 18,368 residents of Lexington have library cards. • The Library provided 7,004 interlibrary loans to other libraries and received 24,497 items from other libraries. • In July the Minuteman Library Network moved to a new library database for the staff and a new OPAC for the public. • The Library Web Team completed the navigation redesign of the library web site, www.carvlibrgy.org and the 130,886 "hits" were recorded on the site. BUDGET ISSUES • It is anticipated that circulation levels will increase 100 %. On average 10,000 books are returned to the library each week. If staff positions (library pages) are not restored, library hours will be reduced to allow staff to handle the volume of material being returned. • The MA Board of Library Commissioners state telecommunication budget was reduced from $3,838,471 to $341,811. These costs have become the responsibility of local libraries. Databases previously paid for and available throughout the state continue to be eliminated. • Equipment renewal is necessary in the library due to its constant use by the public. The equipment budgets have not kept up with the need. STAFFING 1 Head of Reference Services 1 Circulation Supervisor 2 Part-time Student Pages 3 Reference Librarians 1 Library Associate 4 Permanent Part-time Adult Pages 1 Head of Technology 7 Library Technicians 6 Permanent Part-time Librarians 1 Librarian - Technology 4 Permanent Part-time Library Technicians FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $800,280 $606,377 $828,872 $829,346 $829,346 Benefits 0 0 0 0 0 Expenses 101,137 7,755 8,755 7,755 7,755 Town Funded Expenses $901,417 $614,132 $837,627 $837,101 $837,101 General Fund $718,920 $614,132 $837,627 $837,101 $837,101 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $718,920 $614,132 $837,627 $837,101 $837,101 X -8 Subprogram: Cary Memorial Library Element: 5130 Children's Library Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Children's Library is a vital and active department serving children from birth through age 12. The collection contains 74,990 items including books, audiocassettes, CD -ROMs, videocassettes and magazines. A reference collection and a Parent/Teacher collection are a well -used part of the collection. The major portion of the children's collection was brought to Cary Hall during construction with only duplicate fiction and holiday books, totaling 1,500 items being placed in storage. HIGHLIGHTS • The children's room staff promoted the summer reading program, "Read! Think! Create!" with the Lexington elementary school librarians and the annual Cary Library/Lexington Public Schools' cooperative Summer Reading List was distributed to every child in the Lexington public elementary and middle schools. A children's room staff member designed the cover. • 1,287 children participated in the summer reading program and read for a total of 24,480 hours. • 12,897 children and parents attended 360 children's programs in FY 2003. These programs were held at the East Lexington Branch Library and a film program was held at Town Hall. • The second annual "Truck Day," was held in July in cooperation with the Department of Public Works, Fire Department, and Police Department. • The children's department distributed a children's services survey that was also available on the library's web site. This survey will be used to review and plan children's services and programs at the new library. • The CaryKids Book Club continues to very popular. • The children's department construction updates appear on the website, www.carylibrary.org • The " Little Lantern: the Cary Memorial Library Children's Room Newsletter," is published monthly. BUDGET ISSUES: • The children's materials budget was reduced from $42,280 to $38,487. Fewer materials will be available to meet the general demand or support the school curriculum. STAFFING $286,997 1 Head of Children's Services 2 Library Technicians 1 Librarian 2 Permanent Part-Time Librarians 1 Library Associate 1 Permanent Part-Time Library Technician FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $286,997 $243,142 $271,879 $256,363 $256,363 Benefits 0 0 0 0 0 Expenses 42,279 36,000 42,280 36,000 36,000 Town Funded Expenses $329,276 $279,142 $314,159 $292,363 $292,363 General Fund $333,722 $279,142 $314,159 $292,363 $292,363 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $333,722 $279,142 $314,159 $292,363 $292,363 X -9 Subprogram: Cary Memorial Library Element: 5140 Branch Library Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES The East Lexington Branch Library is located at 735 Massachusetts Avenue in the historic "Stone" Building in East Lexington. The branch provides a recreational reading collection of approximately 10,000 items for children and adults. In coordination with the main library, the branch offers children's programs and limited reference services including Internet access. The branch is open Monday — Thursday for a total of 25 hours a week. HIGHLIGHTS • Library staff from the main library continued to cover the additional hours of sery ice at the branch library. • All children's programs were held at the branch along with a book discussion group. • 40 children participated in the summer reading program, "Read! Think! Create!" and they read for 630 hours. • Material is being weeded, re- cataloged, re- labeled, and replaced as needed. BUDGET ISSUES • The East Lexington Branch is one of the town's most historic buildings. It was placed on the National Register of Historic Places in 1976. The community must discuss a capital program to address ADA, structural issues, and mechanical issues that have developed for this valuable asset of the town. • The branch library materials budget has been reduced from $8,240 to $3,793. The branch library will have to rely on the main library's collection to supplement the branch collection. • When staffing levels at the main library are inadequate, the branch library is closed and staff are moved to the main library. STAFFING 1 Permanent Part-Time Branch Librarian 2 Permanent Part-Time Library Technicians FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $76,892 $71,167 $61,923 $61,923 $61,923 Benefits 0 0 0 0 0 Expenses 15,202 9,615 12,381 9,971 9,615 Town Funded Expenses $92,094 $80,782 $74,304 $71,894 $71,538 General Fund $97,940 $80,782 $74,304 $71,894 $71,538 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $97,940 $80,782 $74,304 $71,894 $71,538 X -10 Program: Culture and Recreation Subprogram: 5200 Recreation Town of Lexington FY 2005 Program Budget The Lexington Recreation Department offers a wide variety of leisure and recreational opportunities for individuals of all ages and abilities. Recreation Program Areas include: Summer Camp, Preschool Camp, Sports Clinics, Tennis, Aquatics, Skiing, Adult Programs, Youth Programs, Preschool Programs, Senior Programs, Youth Leagues, Adult Leagues, and Drop -in Gym. Recreation programs have operated as an Enterprise Fund since 1991, recreation programs are self- supported by setting user fees to cover all expenses. 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. Surplus revenue generated through the Recreation Enterprise (Recreation and Pine Meadows Golf Club) helps fund Capital Improvement Projects and financially supports some services provided to Recreation by the Department of Public Works, Parks Division. In 1997, the fiscal policies regarding the Recreation Enterprise Fund were reviewed and evaluated. An in lieu of tax payment and a large indirect appropriation to support Public Works were compromising the financial integrity of the Recreation Enterprise Fund. Unless a policy change was made, the Fund would show a deficit. As a result, the Board of Selectmen proposed, and Town Meeting approved, the elimination of the in lieu of tax payment that was charged against the Recreation Enterprise Fund. In addition, the indirect appropriations that supported the field maintenance efforts of Public Works were reduced and the Recreation Enterprise Fund capital investment was limited to those facilities that support revenue producing programs. All other Recreation related capital investments would compete for tax levy funding. In addition to indirect payments to Public Works and General Government, the Recreation Enterprise Fund contributes $100,000 annually towards the Lincoln Park Debt. Recreation staff plan, schedule and coordinate recreation activities and special events using facilities such as Schools, Playgrounds, Tennis and Basketball Courts, Playing Fields, the Pool Complex, the Old Reservoir, Pine Meadows Golf Club, the Jack Eddison Memorial Bikeway, Teresa & Roberta Lee Fitness - Nature Path and other Hiking/Nature Trails. Program descriptions and registration information are mailed to all residents seasonally. See the Recreation Department Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 5200 Expended Appropriated Dept Request Recommended Appropriated 5210 Recreation Activities $726,852 $831,549 $844,632 $844,632 $844,632 5220 Pine Meadows Golf Course $485,016 $495,723 $572,723 $572,723 $572,723 Program Totals Compensation $450,633 $513,710 $517,795 $517,795 $517,795 Benefits 0 0 0 0 0 Expenses 761,235 813,562 899,560 899,560 899,560 Town Funded Expenses $1,211,868 $1,327,272 $1,417,355 $1,417,355 $1,417,355 General Fund $0 $0 $0 $0 $0 Enterprise Funds 1,244,608 1,327,272 1,417,355 1,417,355 1,417,355 Directed Funding 0 0 0 0 0 Appropriated Resources $1,244,608 $1,327,272 $1,417,355 $1,417,355 $1,417,355 X -11 5200 Recreation - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: Lexington Recreation strives to provide affordable, quality recreation programs meeting the needs of the community. We are committed to providing quality recreational services that are educational, fun and rewarding. The Recreation Department promotes participation by all Lexington citizens in diverse, interesting and high quality recreational and leisure opportunities in safe, accessible and well - maintained Park and Recreation facilities. OBJECTIVES No. Use 'state-of-the-art' technology for program planning and to track revenue and expenses. 4M Educate everyone we work with and do business with that we operate as an enterprise. Explore means for controlling costs and expanding sources of revenue. QD No. Develop strategic capital improvement plan. QD No. Increase the number of volunteer hours used to support the recreation programs. QP To have 100% cost recovery for all of the recreational programs provided. QD Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of volunteers Workload 330 341 311 320 325 Number of volunteer hours Workload 6,384 5,197 5,518 5,675 5,800 Number of recreation programs Workload 267 312 356 356 360 Number of recreation participants Workload 116,053 124,14 113,497 115,000 120,000 Average cost per recreation participant served Efficiency $6.58 $5.92 $6.57 $6.78 $6.78 OBJECTIVE Improve recruitment and retention of instructors and seasonal employees. No. Develop a plan to support expanded collaboration with other Town departments. No. Plan and develop a recreation community center. QD Provide necessary resources to achieve this goal (supplies, equipment, space). QD No. Enhance the orientation and training programs for all Recreation employees. Supervise and coach seasonal employees. Provide for continual enhancement and updating of program services. No. To have 95% of registered recreation participants rate the quality of recreation programs as good or better. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 \umber of Golf and Recreation participants Workload 160,146 170,324 152,392 160,000 170,000 Percent of Recreation participants rating the Workload 259 298 349 343 350 )rograms as good or better Outcome 90% 92.8% 97.6% 98% 100% To have at least 95% of the programs offered have sufficient registration to be provided. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of Recreation programs offered Workload 267 312 356 356 360 Total number of Recreation programs provided Workload 259 298 349 343 350 Percent of offered programs provided Outcome 97% 95% 98% 96% 97% FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. X -12 5200 Recreation - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No . Develop 'Resource Guide" with information about resources at each park. Provide accessable recreation facilities. '® No . Perform formal safely checks at each location on a monthly basis and informally on a weekly basis. No . Continue to update and implement the capital improvement plan. (8b No . Meet with the Superintendent of Public Grounds weekly to review Park and Recreation facilities. No . Provide adequate outdoor recreation facilities. OD Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of Aquatics hours of operations Workload 1,605 1,519 1,545 1,548 1,550 Percent satisfaction with Aquatics facilities Outcome 12,250 survey data being collected Percent satisfaction with field and tennis permit No . To have 95% rate field and tennis scheduling and support as good or better. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of permitted hours of tennis use Workload 11,081 7,734 12,202 12,250 12,250 Percent satisfaction with field and tennis permit Outcome 100% 95% 95% 100% 100% support. No . To have 90% rate field size and conditions as good or better. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of permitted hours on athletic fields Workload 42,300 42,200 42,406 43,600 44,400 Percent satisfaction with field size and Outcome 63% 66% 67% 75% 80% onditions No . To have 95% of golfers rate Pine Meadows Course as good or better. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of golf rounds played Workload 44,093 46,183 38,895 40,000 45,000 Percent of golfers at Pine Meadows rating the Outcome - 100% 100% 100% ;ourse as good or better FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. X -13 X -14 Subprogram: Recreation Element: 5210 Recreation Activities Town of Lexington FY 2005 DESCRIPTION OF SERVICES: Recreation offers a wide variety of recreational and leisure opportunities for individuals of all ages and abilities. More than 113,400 people participated in recreation programs in FY 2003. The Department has responded to the demand for youth activities during the school year by offering additional programs. A sample of recreation programs includes: Preschool - Sports & Games, Arts & Crafts, Soccer and Basketball Clines, and Summer Camps, Youth/Teen — Archery, Karate, Soccer, Chess, Fishing, Junior Golf League, Theater, after School Sports, Skiing & Snowboarding, Summer Camps & Sports Clinics, Tennis Lessons, Red Cross Swim Lessons, Golf Lessons, Adult- Karate, Ballroom Dance, Indoor Soccer, Basketball and Volleyball, Golf, Aerobics, Tennis Lessons, Basketball & Softball Leagues, Cross Country and Downhill Skiing, Yoga & Tai Chi Classes. The athletic playing fields have been in greater demand due to an increase in youth and adult leagues, which include: Soccer, Lacrosse, Baseball, Softball, Volleyball, Flag Football and Ultimate Frisbee. We currently have more demand than available space. HIGHLIGHTS: • Lexington Recreation is certified as a National Youth Sports Coaches Association Certification facility. • 102,553 individuals participated in the summer aquatics program. • The Recreation Scholarship Program provided financial assistance to 20 families. • The Recreation Youth Basketball League & Clinic enrolled 382 children in grades 2 -6. • The Recreation Fall Soccer program enrolled 942 children in grades K -4. • The Recreation Junior Golf League continues to be successful. • The "Learn to Fish" program continues to be successful in partnership with the State Division of Wildlife. • Ski & Snowboarding program continues to be successful with 348 participants. • The Recreation Department had over 311 volunteers last year. A tot lot for ages 2 -5 was built at the Justin Street Playground through capital appropriation. The secondary school athletic facility improvement is project 95% complete. More than 50 different organizations (including the schools) requested season field permits for their teams, with over 42,400 reservation hours. BUDGET ISSUES: • Loss of program space continues to be an obstacle/barrier to providing services. • Reduction in school custodial coverage will impact after school and evening recreation programming. • Loss of athletic fields with the renovations /elementary school construction. • Loss of the athletic field - lining program will impact field permitting process, youth, and adult league and clinic fees. • Governmental Accounting Standard Board Statement 34, GASB 34, is requiring the Recreation Enterprise Fund to show depreciation for fixed assets. This expense will show in the FY04 operating budget. STAFFING: $450,633 1 Recreation Director 1 Municipal Clerk 1 Assistant Director 1 Administrative Assistant 200 ( + / -) part -time seasonal employees 1 Recreation Supervisor FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $450,633 $513,710 $517,795 $517,795 $517,795 Benefits 0 0 0 0 0 Expenses 276,219 317,839 326,837 326,837 326,837 Town Funded Expenses $726,852 $831,549 $844,632 $844,632 $844,632 General Fund $0 $0 $0 $0 $0 Enterprise Funds 758,958 831,549 844,632 844,632 844,632 Directed Funding 0 0 0 0 0 Appropriated Resources $758,958 $831,549 $844,632 $844,632 $844,632 X -15 Subprogram: Recreation Element: 5220 Pine Meadows Golf Course Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Town contracts with a professional golf management and maintenance company to oversee the operations at the Pine Meadow Golf Course. The budget and management contract is administered by the Recreation Director. The Recreation Director works in partnership with the Park Superintendent to facilitate day -to -day operations and market the golf course. Both Recreation and Park staff work closely with the Recreation Committee in setting policy and fees, and overseeing the contract. A full -time professional golf superintendent maintains the course and a golf professional provides a full scope of programs, including lessons, youth clinics, golf leagues and a snackbar. HIGHLIGHTS: • New England Golf Corporation is in the second year, of a three -year contract. New England Golf has managed the facility since 1996 and has made significant improvements partnering with the Recreation Department and the Park Division. • The Tree Division staff pruned and removed trees to contribute to shot value, increase light and air circulation to greens and tees, and eliminate hazards. • The driving cages to provide a warm -up /practice area for golfers prior to play are heavily used. • The management company repaired the drainage on the 1 A , 2 "d and 4 fairway. • The Minuteman Science and Technology School Golf Team played 255 rounds of golf. • The Lexington High School Golf Team played 262 rounds of golf at no charge. • The summer Junior Golf League co- sponsored by the Lexington Recreation Department and New England Golf Corporation continues to be successful. • In FY2003, 291 people played in 12 adult golf leagues and 1 Jr. golf leagues. (A -276, Jr -15) • In FY2003, 38,895 rounds of golf were played at Pine Meadows. • 4 new trees were planted by the practice putting green and behind the 2 " green. • Landscape retaining walls were built by the 4 6 and 7 tee boxes. • The sand bunkers received a face -lift. Each bunker received new sand. • The forward tee box was moved and rebuilt on the 4 hole. • The access road was widened and rebuilt. A service bay area was built with a new duel fuel tank. • New safety nets were installed along the 3` 5 and 9 hole. • The parking lot and maintenance construction project approved by Town Meeting is 95% complete. BUDGET ISSUES: • Additional landscaping and tree planting to improve shot selection value will be added, and continued focus and cooperation with the management company to improve course infrastructure and playability will be ongoing. A variety of special projects have been identified, including: cleaning the upper pond. • Extensive cracks in the upper pond - retaining wall have caused the wall to leak water at a rate of 10 gallons per minute. An engineers report confirms that the entire retaining wall needs to be replaced. • The golf course management contract expires on 12/31/04. • Extremely rainy spring & summer resulted in less rounds played and revenue received STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 485,016 495,723 572,723 572,723 572,723 Town Funded Expenses $485,016 $495,723 $572,723 $572,723 $572,723 General Fund $0 $0 $0 $0 $0 Enterprise Funds 485,650 495,723 575,723 572,723 572,723 Directed Funding 0 0 0 0 0 Appropriated Resources $485,650 $495,723 $575,723 $572,723 $572,723 X -16 Section XI: Social Services Program 6000 Council on Aging Social Services Program: 6000 Social Services Town of Lexington FY 2005 Program Budget The Social Services Department provides services and support for Lexington's seniors, youth, veterans, disabled, and their families. subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 6000 Expended Appropriated Dept Request Recommended Appropriated 6100 Council on Aging $311,769 $322,021 $337,133 $300,404 $284,371 6200 Social Services $143,980 $48,399 $148,238 $113,311 $113,311 Program Totals Compensation $179,281 $167,899 $225,609 $207,463 $207,463 Benefits 0 0 0 0 0 Expenses 276,468 202,521 259,762 206,252 190,219 Town Funded Expenses $455,749 $370,420 $485,371 $413,715 $397,682 General Fund $464,042 $370,420 $485,371 $413,715 $397,682 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $464,042 $370,420 $485,371 $413,715 $397,682 XI -1 4D A Program 6000 - Social Services Social Services Director Administrative Assistant Support Services Youth Services Social Services Community Programs/ Nutrition *Outreach Social Worker Youth Services Social Services Coordinator/ Department Clerk Coordinator *Intake COA Social Worker *Adult Day Care Director *Assistant Day Care Coordinator Day Care Assistants Veterans' Agent *Indicates positions that are funded through fee - for - service or grant revenue (the Outreach Social Worker is 1/2 funded by a grant and the Intake COA Social Worker portion of the Social Services Position is funded by a grant). FY 2005 Appropriated Budget XI -2 June 8, 2004 Program: Social Services Subprogram: 6100 Council on Aging Town of Lexington FY 2005 Program Budget The Social Services Department is host to Lexington's services and program to benefit seniors and their families Activities for citizens 60 years of age and older and the disabled, are found at the Lexington Senior Center, 1475 Massachusetts Avenue. Services include: • Classes and Shared Interest Programs. These include volunteer led shared interest groups, fee - for - service classes, exercise sessions and games, political forums, and sessions with experts in areas like the arts and financial interests. • Health and Wellness. Professionals in the fields of health hold appointments and information sessions. On site at the Senior Center, screenings include blood pressure, vision, and hearing, as well as podiatry services. • Travel. Day and overnight trips to places of interest in the Boston area and throughout New England • Senior Center Library. Run by volunteers, books, videos, audio book tapes and puzzles are available to borrow, along with used books to purchase. A selection of used books is also sold through the Library. • Elmer Bull Fix -It -Shop. Senior volunteers repair household items for the community. • Crisis Intervention. Needs assessment, service coordination, and information referral. • Support Groups. Group support for caregivers, bereaved spouses, Parkinson's sufferers and their families, and prostate cancer support. A support group for recent Asian immigrants is also held twice a month. • Senior Health Monitor Program. In home health assessment, care referrals and blood pressure screenings. • Adult Day Care Program. Provides supervised, socially structured program for seniors who would otherwise be isolated and alone during the day, or perhaps require institutional care. The program also provides support for care - giving families. • Nutrition/Meals on Wheels. In collaboration with an outside agency, this program offers a daily lunch at the Senior Center as well as daily meal delivery to individuals who are unable to shop and/or cook for themselves. Special event luncheons are held regularly at the Senior Center and off site locations. • Senior Tax Work Off Program. Seniors work for town and school departments in exchange for tax abatements. • AARP Income Tax Assistance. Offered by trained volunteers during February, March and April. • Medical Insurance Counseling. Offered by professionally trained Service Health Information Needs of the Elderly (SHINE) counselors. Weekly appointments are scheduled with these volunteers. • Fuel Assistance. Assistance filing applications for those with limited incomes is available November through April. • Friend to Friend. A program that offers friendly visits and assistance with shopping for homebound seniors. See the Socials Services Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 6100 Expended Appropriated Dept Request Recommended Appropriated 6110 COA Admin & 0 Expenses 162,579 179,140 Outreach 6120 COA Nutrition 6130 COA Community Programs 6140 COA Support Services 6150 AdultDay Care Program Totals $173,461 $160,250 $172,867 $165,111 $165,111 $2,777 $5,125 $5,125 $5,125 $5,125 0 0 Expenses 162,579 179,140 $34,282 $34,311 $36,165 $13,800 $13,800 $55,986 $76,302 $76,943 $70,335 $70,335 $45,263 $46,033 $46,033 $46,033 $30,000 Compensation $149,190 $142,881 $155,591 $132,372 $132,372 Benefits 0 0 0 0 0 Expenses 162,579 179,140 181,542 168,032 151,999 Town Funded Expenses $311,769 $322,021 $337,133 $300,404 $284,371 General Fund $322,935 $322,021 $337,133 $300,404 $284,371 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 Appropriated Resources $322,935 $322,021 $337,133 $300,404 $284,371 XI -3 6100/6200 Social Services - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Lexington Social Services Department works to ensure the provision of core social services, including direct services, promoting health and well being, advocacy, financial support, educational and support programs, cultural outreach, and recreational programs for residents of all ages and backgrounds. In collaboration with other Town and school departments, community groups, and government agencies, the Lexington Social Services Department is committed to providing leadership in identifying unmet needs and working to provide appropriate programs and services. We are dedicated to the delivery of services in a professional manner that respects the dignity of all individuals we serve. OBJECTIVES Senior Center programming includes music, dance, art, art history lectures, literature discussion, financial, medical and government education, day and overnight travel. Number of sessions of classes held at Senior Center Workload 1,610 1,757 1,700 1,700 1,452 Number of participant visits Efficiency 17,612 18,841 19,000 19,000 20,376 Percent of participants rating the educational programs as good or better Outcome 98% NA 98% 98% NA Provide opportunities for seniors to have significant volunteer roles at the Senior Center. Provide opportunities for volunteers of all ages to provide meaningful service to those in need. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of senior volunteers Workload 225 127 150 150 136 Number of volunteer hours Workload 19,189 17,316 20,000 20,000 16,446 Average hours per volunteer Efficiency 85 136 140 140 122 OBJECTIVES Promote and provide exercise programs addressing issues regarding the physical impact of aging. QD Provide health education and screenings to Lexington's Seniors to improve early detection of life threatening illnesses and situations. Address mental health issues of Lexington's Senior citizens who, through the aging process, are likely to suffer from these problems and unlikely to seek assistance. FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. XI -4 6100/6200 Social Services - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVES NO 2A PP Froviae a structures say program to assist ana support marviauais ana tneir caregivers Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Staff ratio to participant Workload 8.5 to 1 8.5 to 1 8.5 to 1 8.5 to 1 7 to 1 Cost to participant Efficiency $34 $34 $35 $37 TBD Percent of participants rating the program as good or better. Outcome 97% 100% ( +) 100% 100% 100% Provide a Senior Health Monitor Program. Provide nutritional assistance in conjunction with Minuteman Senior Services, Meals -on- Wheels and congregate meals. Provide a daily telephone check in. Provide assistance to Seniors in finding them help in their homes. Provide a comprehensive assessment of each case and make appropriate service referrals. Provide emergency financial assistance. Provide a property tax work off program. OBJECTIVE Offer cultural interchanges to share the talents of all our citizens, offer support groups for recent immigrants, and investigate discrimination complaints. OBJECTIVE Provide prevention activities. Provide individual youth and family counseling. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of counseling and prevention hours Workload 1,157 1,394 1,400 0 0 Cost per youth client assisted Efficiency $64 $53 $53 $0 $0 Percent of participants meeting counseling goals Outcome 89% 89% 90% 0% 0% OBJECTIVE Offer assistance to mentally challenged adults with finding employment. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year XI -5 XI -6 Subprogram: Council on Aging Element: 6110 COA Administration & Outreach Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The administrative staff provides oversight of the Senior Center and establishes innovative programs and activities for seniors. The staff supports and advocates for elders and other clients of the Social Service Department. In addition, the staff provides supplies, facility oversight and office and administrative support for all social service programming for citizens of every age. Activities at the Senior Center are supported by the Council on Aging Board, whose members are appointed by the Town Manager, and the Friends of the Council on Aging, a group that raises funds and provides other support to the organization. Volunteers are key to the functioning of the Senior Center providing office support and reception desk services. Volunteers run the fix-it shop and repair mechanical and electrical problems for all community members. Volunteers also operate the Center's own professionally catalogued library which accommodates more than 2,000 volumes, magazines, jigsaw puzzles, medical information, over 180 videotapes, and 200 large print books. Groups of seniors come together monthly to sort and collate the over 4000 newsletters sent out. Additionally, high school students often fulfill their community service requirements at the Senior Center. The Council on Aging newsletter is published monthly, and all citizens 60 and older are on the mailing list. HIGHLIGHTS: • The annual satisfaction survey found 90% of people ranking programs as good or excellent. Most concerns were about parking at the facility, while many others cited facility limitations as a major issue. BUDGET ISSUES: • In 2003 Lexington's approximately 7,200 seniors constituted almost one - quarter of the town population. By the year 2020, according to the Metropolitan Planning Council and the Bureau of the Census, Lexington's senior population will increase to almost one -third of the town's population. Senior Center programming is limited by the facility at the Muzzey Condominiums. Because of the continuing annual increases in the Senior population, the Council on Aging is working toward developing a new site that will adequately accommodate the space needs of Lexington's seniors. • The Council on Aging secured $30,000 in funding for preliminary studies of a new Senior Center facility. A final decision on a site is still outstanding although the current DPW site is being closely examined. STAFFING: 1 Director of Social Services 1 Administrative Assistant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $95,726 $88,413 $98,628 $97,774 $97,774 Benefits 0 0 0 0 0 Expenses 77,735 71,837 74,239 67,337 67,337 Town Funded Expenses $173,461 $160,250 $172,867 $165,111 $165,111 General Fund $163,499 $160,250 $172,867 $165,111 $165,111 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $163,499 $160,250 $172,867 $165,111 $165,111 XI -7 Element: 6120 COA Nutrition Subprogram: Council on Aging Town of Lexington FY 2005 Pro: DESCRIPTION OF SERVICES: A Minuteman Senior Services staff person, with support from Town employees, manages the nutrition programs at the Senior Center: both the congregate meals and meals -on- wheels. The congregate meal program provides an opportunity for seniors to gather informally five days per week at noon to enjoy a hot and healthy lunch while developing a sense of community. An average of 25 seniors participate each day. Approximately 95% of participating seniors contribute to the cost of the meal. Volunteers bring home delivered meals to eligible Lexington residents primarily in the Meals -On- Wheels program. Both of these programs are federally funded with participants requested to make at $2.00 donation. HIGHLIGHTS: • In FY2003, 5,149 Congregate Meals were served to 162 different seniors. • In FY2002, the Meals on Wheels Program supplied 18,334 meals to 119 different clients, an increase of over 2,000 meals from the previous year, and 7,000 meals in the past two years. BUDGET ISSUES: None STAFFING: No town staff FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 2,777 5,125 5,125 5,125 5,125 Town Funded Expenses $2,777 $5,125 $5,125 $5,125 $5,125 General Fund $5,125 $5,125 $5,125 $5,125 $5,125 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $5,125 $5,125 $5,125 $5,125 $5,125 XI -8 Subprogram: Council on Aging Element: 6130 COA Community Programs Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: A variety of educational, recreational, social and support groups, classes, trips and other activities are offered to Lexington Seniors. Formal instruction and classes are taught in yoga, muscle strengthening, osteofitness, poetry appreciation, arts and crafts, quilting, and dancing. Lectures are offered on issues such as fitness, current events, housing, health, and financial planning to inform and educate seniors. Groups of citizens meet to discuss current events and books, learn about computers, engage in exercise together, view movies, play bridge, scrabble, and mahjong, sing in a chorus, or play in a band. Many of these activities are led by volunteers and are free to participants. Trips, primarily organized by volunteers, send Lexington Seniors to local concerts, regional museums, out of state sites of interest and for the first time, on an international cruise. Programs at the Senior Center are supported by a variety of other organizations. The Lexington Youth Commission serves lunch at two annual parties and high school students often provide entertainment. Lexington Community Education also sponsors daytime adult education classes for seniors. HIGHLIGHTS: • In FY03 there were 33 individuals participating in the Senior Tax Work Program. • 817 different recreation/socialization opportunities occurred at the Senior Center. • There were 12,080 visits for exercise and fitness activities. • Program funding provided by the Lexington Arts Council allowed for a wide variety of new programming, which included museum and historic home visits, an art history lecture series, Chinese Brush painting, several performances, a flag history lecture, and other events with high attendance. BUDGET ISSUES: None STAFFING: 1 Part-time Department Clerk Over 20 Volunteer Program Leaders FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $33,316 $33,111 $34,965 $12,600 $12,600 Benefits 0 0 0 0 0 Expenses 966 1,200 1,200 1,200 1,200 Town Funded Expenses $34,282 $34,311 $36,165 $13,800 $13,800 General Fund $33,185 $34,311 $36,165 $13,800 $13,800 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $33,185 $34,311 $36,165 $13,800 $13,800 XI -9 Subprogram: Council on Aging Element: 6140 COA Support Services Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Support services are available to seniors in their homes and at the Senior Center. In -home assessment, crisis intervention, telephone reassurance, Meals -on- Wheels, and food shopping assistance are available to those unable to attend the Senior Center. The Senior Health Monitor team, consisting of a nurse and social worker, provide health assessments, develop in -home care plans and make regular visits to people in their homes. Health screenings and educational programming, weekly blood pressure clinics, and podiatry services are available at the Senior Center. Support groups, educational programs, tax preparation assistance, fuel assistance and health insurance counseling are also available at the Senior Center. HIGHLIGHTS: In FY 2003 • Case management, support and in -home care were provided to over 180 seniors. • 132 seniors participated in support groups for bereavement, Parkinson's disease, prostate cancer, and caregivers support. Social workers also brought in speakers to describe available benefits and service in Chinese. • Food - shopping assistance and friendly visits through the Friend -to- Friend Program were provided to 25 seniors, with many others on a growing waiting list. • The Senior Health Monitor program supported 72 people in their homes • Outreach to Asian - American Seniors to 133 people. • Daily "check in" phone calls to many homebound seniors. BUDGET ISSUES: None STAFFING: 1 Outreach Social Worker (Salary partially funded by the Executive Office of Elder Affairs) 1 Part-time Intake Social Worker (Salary partially funded by the Executive Office of Elder Affairs) FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $20,148 $21,357 $21,998 $21,998 $21,998 Benefits 0 0 0 0 0 Expenses 35,838 54,945 54,945 48,337 48,337 Town Funded Expenses $55,986 $76,302 $76,943 $70,335 $70,335 General Fund $75,093 $76,302 $76,943 $70,335 $70,335 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $75,093 $76,302 $76,943 $70,335 $70,335 XI -10 Subprogram: Council on Aging Element: 6150 Adult Day Care Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Adult Day Program is held at 20 Mill Street on the Lexington/Lincoln border. A fee for service program, it provides stimulating activities for seniors with impaired physical, social, emotional or psychological functions. The Adult Day Program offers a safe, supervised day that includes structured and purposeful activity to maintain and improve cognitive functioning. The Adult Day Program is a resource for family members and caregivers providing respite time from the care giving role. Counseling, information sharing and in -home assessments are provided. The program charges a fee for its services, which include round trip transportation and meals. HIGHLIGHTS: In FY2002 • Served 86 seniors with an average of 27 attending each day for 5,465 total visits. BUDGET ISSUES: A lower than requested appropriation for FY 2005 made possible by an increase in transportation fees. STAFFING: * 1 Adult Day Care Director 1 Assistant Day Care Coordinator 2 Part- time assistants *All positions funded by fee for - service: FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 45,263 46,033 46,033 46,033 30,000 Town Funded Expenses $45,263 $46,033 $46,033 $46,033 $30,000 General Fund $46,033 $46,033 $46,033 $46,033 $30,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $46,033 $46,033 $46,033 $46,033 $30,000 XI -11 XI -12 Program: Social Services Subprogram: 6200 Social Services Town of Lexington FY 2005 Program Budget The Social Services Coordinator, part of the Social Service Department staff, is available on a part time basis to assist citizens with their needs. Services include: • Veterans assistance and financial aid • Emergency financial assistance • Crisis intervention in collaboration with other town departments • Information, referral and intervention services for citizens experiencing financial hardship Two types of emergency funds are available: the Human Service fund for emergencies (assistance less than $500) and the Fund for Lexington, which provides more substantial amounts after an interview with the Social Service Coordinator and presentation and approval of the case by the Trustees of the fund. The Commission on Disability, formerly the Enablement Committee, serves in an advisory role to the Town Manager and is also supported by the Social Service Coordinator. Significant reductions were made within this subprogram in the FY05 budget. • Youth and family services will be no longer be offered through Wayside Replace. The Human Services Committee, in collaboration with the School Department, has put together an initiative creating a Youth Services Coordinator that redefines and restores these lost services. • Services to developmentally disabled adults will be limited. • Reduction of staffing in program development allows for reinstatement of Social Worker hours lost in FY04. For more information, please seethe Social Service Mission Statement, Goals and Objectives on page XI-4 andXI --S. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 6200 Expended Appropriated Dept Request Recommended Appropriated 6210 Veterans Admin and Benefits 6220 Services for Youth $55,054 $48,399 $48,399 $53,472 $53,472 $74,087 $0 $85,000 6230 Developmentally Disabled Program Totals $14,839 $0 $14,839 $45,000 $14,839 $45,000 $14,839 Compensation $30,091 $25,018 $70,018 $75,091 $75,091 Benefits 0 0 0 0 0 Expenses 113,889 23,381 78,220 38,220 38,220 Town Funded Expenses $143,980 $48,399 $148,238 $113,311 $113,311 General Fund $141,107 $48,399 $148,238 $113,311 $113,311 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $141,107 $48,399 $148,238 $113,311 $113,311 XI -13 XI -14 Subprogram: Social Services Element: 6210 Veterans Admin and Benefits Town of Lexington FY 2005 P DESCRIPTION OF SERVICES: The Town provides financial assistance, including medical benefits and case management /information and referral services, to veterans and their dependents as required by Mass. General Law, Chapter 115. The Veteran's Agent, in conjunction with the Social Service Coordinator, administers these expenditures and assists veterans in applying for other services. Assistance for food, fuel, housing, living expenses, medical bills, and pharmacy expenses is given in response to unexpected crises such as physical disability or unemployment. Long -term living and medical expenses are disbursed for elderly veterans and widows of veterans according to budgets mandated by the state legislature. The Town pays for living expenses according to budgets determined by the state legislature and for medical and dental expenses according to rates set by the Mass. Rate Setting Commission. The Commonwealth later reimburses the Town for 75% of these payments. BUDGET ISSUES: • Reinstatement of Social Service Coordinator hours lost in FY04 will allow for more collaboration with the Veteran's Agent, which will help the department serve those needing social work assistance. STAFFING: 1 Veterans Agent (part-time) 1 Social Service Coordinator (part-time) FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $30,091 $25,018 $25,018 $30,091 $30,091 Benefits 0 0 0 0 0 Expenses 24,963 23,381 23,381 23,381 23,381 Town Funded Expenses $55,054 $48,399 $48,399 $53,472 $53,472 General Fund $52,181 $48,399 $48,399 $53,472 $53,472 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $52,181 $48,399 $48,399 $53,472 $53,472 XI -15 Subprogram: Social Services Element: 6220 Services for Youth Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: After the loss of youth services in the FY04 Budget, a task force was convened to review current services and recommend options for consideration for FY05. The task force was composed of representatives of the Human Services Committee, Health Protection Advisory Council, school and town Social Services administrators and a school committee member. The Committee reviewed current services, gaps in services since the loss of RePlace and the reports of the Human Services Committee regarding mental health and community services for youth. They found that existing services lack coordination, place stress on caregivers and place students at highest risk at risk of falling through the cracks. As a result of the findings, the FY 2005 Budget attempts to begin to develop a continuum of services for youth, building on what is working well, exploiting the strengths in this community, and filling identified gaps in services. To do so requires strong and continued communication and collaboration among the schools, police and social services personnel as well as outreach to community agencies and committees focused on youth and family services. In order to achieve this, a multi- level approach aims to create and sustain community awareness, attention, and funding for a range of services for youth, including the following described below: • Development of a Youth Services Council • Creation of a youth services clinician position in the Department of Social Services dedicated to youth intervention, case management and coordination of services for youth • Creation of a fund, to be administered by the Department of Social Services, that will allow youth without insurance coverage to access services from local practitioners at an agreed -upon rate, as established by the rate setting commission (currently $62.70/hour for individual psychotherapy and $20.90/1.5 hours for group therapy). • Reinstatement of the position of School Resource Officer, with funding jointly shared by the school and police departments. STAFFING: 1 Youth Services Coordinator FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $45,000 $45,000 $45,000 Benefits 0 0 0 0 0 Expenses 74,087 0 40,000 0 0 Town Funded Expenses $74,087 $0 $85,000 $45,000 $45,000 General Fund $74,087 $0 $85,000 $45,000 $45,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $74,087 $0 $85,000 $45,000 $45,000 XI -16 Subprogram: Social Services Element: 6230 Developmentally Disabled Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: Prior to the June 2 °d override, the Town contracted with the Central Middlesex Association for Retarded Citizens ( CMARC Industries) to train and assist developmentally disabled adults to become gainfully employed. CMARC, with a workshop /instructional site in Woburn, trains developmentally disabled adults in academic and vocational skills (including assembly operations, electronics soldering, direct mailing, light machine work, inspection, collating and insertion, packaging and salvage work), job - seeking skills, resume preparation, and travel training. Once trained, workers continue at a sheltered workshop or are employed in industry. For workers placed in industry there is a continuation of CMARC support through on- the -job training and long -term follow -up. Job contracts are obtained through CMARC's Job Procurement Officer. Town funding pays for a portion of the salary of this position. In recent years there has been a shift in emphasis away from the Job Procurement Officer finding jobs and towards training workers to become more active participants in finding their own employment, as does the general population. Family members, friends and neighbors are included injob - seeking efforts to increase the networking capacity for those seeking employment. CMARC also provides constructive social interaction and recreational opportunities for its workers. BUDGET ISSUES: • Asa result of the failure of the FY04 override, the town's contribution to CMARC was eliminated. This cut, combined with cuts in the appropriation from the state, has placed significant stress on CMARC's finances. This money has been reinstated in the FY05 Budget STAFFING: No Town staffing FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 14,839 0 14,839 14,839 14,839 Town Funded Expenses $14,839 $0 $14,839 $14,839 $14,839 General Fund $14,839 $0 $14,839 $14,839 $14,839 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $14,839 $0 $14,839 $14,839 $14,839 XI -17 XI -18 Section XII: Community Development Program 7000 Office of Community Development Planning Economic Development Program: 7000 Community Development Town of Lexington FY 2005 Program Budget The Community Development program includes the Office of Community Development, Planning Department, and the position of Economic Development Officer. This program supports municipal inspections and community development activities. All Town functions involving building inspections, public health, conservation, zoning appeals, historic districts, planning, and economic development are provided by this program. subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 7000 Expended Appropriated Dept Request Recommended Appropriated 7100 Office of Comm. D e v't 7200 Planning Dept 7300 Economic Dev $666,728 $575,708 $681,065 $634,837 $634,837 $229,204 $177,184 $192,947 $192,947 $192,947 $153,843 $76,181 $104,951 $0 $6,000 Program Totals Compensation $878,348 $725,562 $835,576 $760,974 $766,974 Benefits 0 0 0 0 0 Expenses 171,427 103,511 143,387 66,810 66,810 Town Funded Expenses $1,049,775 $829,073 $978,963 $827,784 $833,784 General Fund $1,066,734 $829,073 $978,963 $827,784 $833,784 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $1,066,734 $829,073 $978,963 $827,784 $833,784 XII -1 4D Program 7000 - Community Development Office of Community Development - Subprogram 7100 Director Department Clerks Building Commissioner Inspector of Wires Building /Electrical Inspector Zoning Enforcement Officer Plumbing /Gas Inspector Assistant Director/ Conservation Admin. Conservation Assistant Director of Public Health Public Health Nurse Health Agent Animal Control Officer Planning Department - Subprogram 7200 I Planning Director I Assistant Director I I Planning Intern I Admin. Assistant I FY 2005 Appropriated Budget XIII -2 June 8, 2004 Program: Community Development Subprogram: 7100 Office of Community Development Town of Lexington FY 2005 Program Budget The Office of Community Development integrates several regulatory divisions comprised of Building, Conservation, Public Health, Zoning, Board of Appeals, Historic Districts, and Animal Control, in order to streamline a wide range of services related to code enforcement and permit issuance for the continued protection of public health and safety. The office administers and enforces state laws and local codes, bylaws and regulations, issues permits, and conducts inspections, as well as provides health and safety educational programs for Lexington residents. The Director, with assistance from the Assistant Director, oversees Building, Conservation, Public Health, Zoning, Board of Appeals, Historic Districts, and Animal Control programs. See the Office of Community DevelopmentMission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 7100 Expended Appropriated Dept Request Recommended Appropriated 7110 Building Inspection $357,838 $313,366 $335,561 $308,333 $308,333 7120 Regulatory Support $43,432 $0 $33,000 $33,000 $33,000 7130 Conservation $85,220 $117,882 $95,604 $95,604 $95,604 7140 Public Health $140,549 $144,460 $196,309 $177,309 $177,309 7150 Animal Control $39,689 $0 $20,591 $20,591 $20,591 Program Totals Compensation $608,457 $537,348 $622,705 $576,477 $576,477 Benefits 0 0 0 0 0 Expenses 58,271 38,360 58,360 58,360 58,360 Town Funded Expenses $666,728 $575,708 $681,065 $634,837 $634,837 General Fund $644,149 $575,708 $681,065 $634,837 $634,837 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $644,149 $575,708 $681,065 $634,837 $634,837 XII -3 7100 Community Development - Mission Statement, Goals & Objectives, Performance Measures AIISSION STATEMENT: The Office of Community Development seeks to protect and improve the quality of life of the citizenry by providing leadership in promoting and preserving a safe, healthy and desirable living and working environment. The department integrates several different regulatory services including building, conservation, health, zoning and historic districts in order to streamline code enforcement, outreach and educational activities. Through this collaborative effort, the department can better manage the many and varied changes that occur as the community develops and provide the community with a comprehensive perspective on the impact of regulations on both public and individual issues. OBJECTIVES Increase the use of press releases, booths at public events, informational brochures, newsletters, community programs, volunteers, and the Internet to educate the public on health, safety and environmental issues. (ED Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of informational press releases Workload 5 6 9 12 1 Percent increase in press releases Outcome - 20% 50% 33% Community Skin Cancer Program implemented through grant money which allowed the Health Department and the Recreatioi Department to educate campers about the dangers of sun Continue to increase use of recently formed Development Review Team, comprised of various town departments, to review and comment on proposed development projects collectively Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of times Interdepartmental Review Team met Workload - 1 7 10 12 Number of projects reviewed Outcome - 2 12 16 20 OBJECTIVES Work to improve the turn- around time for permit reviews while maintaining a high - caliber review Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of building permits issued Workload 944 960 907 950 950 Average time to issue building permit (in days) Efficiency - 21 18 25* 14* Percent of building permits issued within 14 days Outcome - - 74% 70 %* 85 % ** *The increase in permit review time is due to a decrease in staffing levels and an increase in workload * *It is anticipated that the review time will decrease due to reorganization, increases in efficiency (through technology) and possible reinstatement of some lost positions Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number ofwedand applications reviewed Workload 41 71 80 81 83 Number ofwedand applications permitted Workload 39 64* 82 ** 81 83 Number of building permits reviewed for wetland 66% 71% implications Workload 280 417 447 450 460 Number of building permits held for wetland issues Efficiency - 18 33 35 36 *5 applications withdrawn; 2 continued into FY 03 * *2 permits were denials and are under appeal ll� Respond to and answer inquiries within 48- hours. Performance Measure Measure FY2001 FY2002 FY2003 FY2004* FY2005 Number of conservation inquiries received Workload - 2,089 2,110 2,210 2,300 Number of inquiries answered within 48 -hours Efficiency - 1,613 1,593 1,457 1,631 Percent of inquiries answered within 48 -hours Outcome - 77% 75% 66% 71% *Efficiency decreased due to reductions in staffing levels * *Estimates account for partial restoration in staffing levels FY2003 statistics indicate the best data for the cwrent year. FY2004 statistics indicate projected goals for the upcoming year. XII -4 7100 Community Development - Mission Statement, Goals & Objectives, Performance Measures ► Develop flexible work schedules to allow for inspection times that best meet customers' needs. ► Expand health care services available to senior residents. op Percent increase in influenza vaccines provided to seniors Outcome - 83% -46% -56% 84% *Supply of vaccine provided from the Massachusetts Immunization Program equalled 580; however, with loss of funding to the Health Department, the distribution of the vaccines was limited to two hours paid for by donated funds from Carlson Real Estate. The amount of vaccinations to seniors declined due to elimination of the yearly town clinics and minimal awareness of private funded clinic. OBJECTIVES ► Increase the use of the internet to provide a 24 -hour information center. (EM ► Work toward converting existing paper files to electronic files such as CD -ROM to improve access. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Percentage of paper files more than 3 years old that have been converted to CD -ROM or Microfilm Outcome - 25% 35% 40% 35 %* Percentage of health paper files reduced and substituted with web-based information sources Outcome - 25% 35% 45% *A decrease is anticipated due to a lack of funding, making it impossible to keep pace with new submittals OBJECTIVES ► Continue to develop systems to reduce the number of paper files thereby increasing the physical space. OBJECTIVES ► Continue to attend training seminars to maintain and expand skills ► Explore national certification and cross - discipline certification for inspectors FY2003 statistics indicate the best data for the crarent year. FY2004 statistics indicate projected goals for the upcoming year. XII -5 ► Maintain and build upon recently created electronic permitting systems C" XII -6 Subprogram: Office of Comm. Dev't Element: 7110 Building Inspection Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Building Inspection staff enforces state building codes, local zoning laws, and Architectural Access Board Regulations, as well as electrical, gas, mechanical, and plumbing codes. Staff issue permits, inspect construction sites, conduct periodic safety inspection of restaurants, schools, religious institutions, museums, and other places of assembly, and levy fines or prosecute when necessary to maintain code compliance. HIGHLIGHTS: • Permit activity remained at a high level. Permits were issued for construction in a new subdivision at Johnson Farm (Cider Mill Road), the new Harrington School, and for major alterations at Grace Chapel. • Construction continued at the High School, Cary Library and Lexington Christian Academy. • Construction of new houses continued at Old Smith Farm and Lexington Park, as well as on numerous scattered sites throughout the Town. • Major alterations of existing office space for new tenants remained at a very high pace, including extensive alterations 59 Hartwell Ave and at 1, 3 and 5 Forbes Road. • The relatively recent phenomenon involving the demolition of existing houses and the construction of new larger houses on scattered sites continues at a high pace. In calendar year 2003, permits were issued to demolish 47 existing houses, while 66 permits were issued for the construction of new houses. Permit activity remained at a high level. BUDGET ISSUES: • Due to the large number of documents received each year, and the lack of storage space, off -site storage of original records, purchase of records management software, and purchase of computer hardware for this task may have future budget implications. • The department is reviewing the availability of permit management software to more easily track and manage permits, and to coordinate permit issuance between various departments. STAFFING: 1 Building Commissioner 1 Electrical/Building Inspector 1 Plumbing /Gas/Mechanical Inspector 1 Part-time Department Clerk 1 Part-time Building Inspector 1 Part-time Zoning Enforcement Officer 1 Part-time Sealer of Weights & Measures FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $299,567 $275,006 $298,792 $271,564 $271,564 Benefits 0 0 0 0 0 Expenses 58,271 38,360 36,769 36,769 36,769 Town Funded Expenses $357,838 $313,366 $335,561 $308,333 $308,333 General Fund $343,218 $313,366 $335,561 $308,333 $308,333 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $343,218 $313,366 $335,561 $308,333 $308,333 XII -7 Subprogram: Office of Comm. Dev't Element: 7120 Regulatory Support Town of Lexington FY 2005 Program Budget This new element combines the services that were previously provided for under two elements: 7120 Board of Appeals and 7140 Historic Districts. The combination of these two elements into one within the budget allows the staff support needs of the Board of Appeals and Historic Districts Commission to be better served. DESCRIPTION OF SERVICES: The Board of Appeals consists of five members with six associate members appointed by the Board of Selectmen. The Board grants variances, special permits, and Comprehensive Permits (MGL c. 40B, § 20 -23, as amended) to allow activity or construction standards not otherwise permitted by the Zoning Bylaw and hears appeals of decisions made by the Building Commissioner and Zoning Officer. The Historic Districts Commission also consists of five members appointed by the Board of Selectmen. The Commission issues Determinations and Certificates of Appropriateness to ensure compliance with all historic district regulations in order to preserve the historical context and architectural character of the Town's four historic districts known as the Battle Green, Hancock - Clark, Munroe Tavern, and East Village. Staff provide administrative support to boards and commissions and coordinates their daily operations. The staff schedules and coordinates hearings, sets agendas, processes petitions for variances, special permits, comprehensive permits, appeals, determinations and certificates of appropriateness, explains the Zoning Bylaw and Historic District regulations to petitioners, receives and reviews all applications for hearings, prepares legal notices for publication, files petitions with the Town Clerk, maintains files, circulates petitions among Town boards and officials, prepares meeting notices and agendas, determines, notifies and communicates with abutters, attends meetings, drafts decisions and files all final documents. HIGHLIGHTS: • In calendar year 2003, the Board of Appeals dealt with over 100 petitions, including 51 for a variance from the Zoning By -Law, 51 for a Special Permit, and 1 for a Comprehensive Permit. • There were over 100 hearings, of which 8 were for 1 Comprehensive Permit. • There were 2 appeals of a decision made by the Building Commissioner or Zoning Officer, drawing abutter concern and participation. • In calendar year 2003, the Historic Districts Commission held approximately 90 hearings (not including informal hearings), issuing 81 Certificates of Appropriateness. • Some of the more significant approvals were changes to the library exterior, signage for the Liberty Ride, signage for the National Heritage Museum, and a steeple replacement for the First Parish Church. BUDGET ISSUES: • As a result of the budget reductions in FY 04, the two support staff, consisting of a full -time clerk for the Board of Appeals and a part -time clerk for Historic Districts, were eliminated which placed additional burden on the remaining limited staff in Community Development and on the volunteer Board of Appeals and Historic Districts Commission members, all of whom were called upon to perform the functions no longer provided by dedicated clerks. This budget requests restoration of a full -time clerk to provide support for the Board of Appeals and Historic Districts Commission needs and reduce the town's liability risk. STAFFING: 1 Department Clerk FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $43,432 $0 $33,000 $33,000 $33,000 Benefits 0 0 0 0 0 Expenses 0 0 0 0 0 Town Funded Expenses $43,432 $0 $33,000 $33,000 $33,000 General Fund $41,763 $0 $33,000 $33,000 $33,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $41,763 $0 $33,000 $33,000 $33,000 XII -8 Subprogram: Office of Comm. Dev't Element: 7130 Conservation Town of Lexington FY 2005 DESCRIPTION OF SERVICES: Pursuant to the Conservation Commission Act (M.G.L. c.40, s. 8c), the Lexington Conservation Commission was established for "the promotion and development of the natural resources and for the protection of watershed resources." The Lexington Conservation Commission serves the community by administering and enforcing the State's Wetlands Protection Act (M.G.L. Ch.131, S.40) and the Town's Wetland Protection Code (Ch. 130), by managing over 1,300 acres of conservation land, by acquiring land and advocating for the protection of open space, and by providing outreach and education about Lexington's natural and watershed resources. The Assistant Director of Community Development/Conservation Administrator assists in the management and supervision of the Office of Community Development staff and operations and performs administrative, supervisory, professional, and technical work in connection with managing and directing comprehensive environmental programs. Conservation responsibilities include administering, interpreting, and enforcing all applicable laws and codes, counseling, guiding, and educating the public on environmental issues, researching and reporting on relevant issues for the Commission meetings to aid the Commission in key decision making, enforcing permit conditions through construction inspections, and managing conservation areas and the Land Stewardship Program. HIGHLIGHTS: • Staff and the Commission continued to review a consistent high level of projects pursuant to State and Local wetland laws and regulations. In FY 2003, staff reviewed 80 permit filings under the State and Town Wetlands Protection laws compared to 71 filings in FY 2002. • In the spring of 2003, the Code of the Town of Lexington, Section 1 -6 noncriminal disposition was revised by Town Meeting (and approved in the fall of 2003 by the Attorney General) to increase the fine schedule for all offenses with regards to Chapter 130, Wetland Protection and Chapter 145, Conservation Commission. • The Conservation Commission gained ownership of the following parcels of land: the 14.7 -acre parcel of town land at the end of Highland Avenue abutting the Upper Vine Brook Conservation Area, a 33,360 s.f. parcel of land off Myrna Road, and a 13,000 s.f. parcel of land at the end of Valleyfield Street abutting Hayden Woods Conservation Area. • Staff assisted the engineering division in the development of the Town's NPDES Stormwater General Permit Notice of Intent for Discharges from Small Municipal Separate Storm Sewer Systems Q\4S4s) to comply with Federal permit requirements under the NPDES Storm Water Program. • Staff managed 1300 acres of conservation land with the help of David Kaufman and other volunteer land stewards, Eagle Scouts, and the Department of Public Works and provided outreach and educational programs as follows: sponsored a Land Stewardship meeting on "Proper Trail Design and Construction" presented by Bicycle Advisory Committee member Mike Tabaczynski, presented a Conservation Land Tour to Field and Garden Club members, and assisted high school students with their Environmental Stewardship projects. BUDGET ISSUES: • This Budget reflects a reduction from the FY 2004 Appropriated Budget since the Clerk position was eliminated due to the Early Retirement Incentive. When the Clerk position was eliminated, the Conservation Commission raised fees to fund the Conservation Assistant position to replace the Clerk. • This budget does not restore funds for the summer trail maintenance crew eliminated in FY 2004. STAFFING: 1 Assistant Director of Community Development/Conservation Administrator 1 Conservation Assistant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $85,220 $117,882 $95,604 $95,604 $95,604 Benefits 0 0 0 0 0 Expenses 0 0 0 0 0 Town Funded Expenses $85,220 $117,882 $95,604 $95,604 $95,604 General Fund $79,496 $117,882 $95,604 $95,604 $95,604 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $79,496 $117,882 $95,604 $95,604 $95,604 XII -9 Subprogram: Office of Comm. Dev't Element: 7140 Public Health Town of Lexington FY 2005 Program DESCRIPTION OF SERVICES: The Board of Health manages resources and programs designed to protect the health of the community. The public health program in Lexington serves to evaluate community health needs and develop intervention programs to prevent disease and disability. Enforcement of State and local health codes, administration of health screening and vaccination programs, and cooperative prevention programs with different town agencies are other core functions and responsibilities of the Board of Health. The Board also continues to work on preparedness for emergencies including a potential influenza pandemic, bioterrorism, and natural disasters, in addition to researching new insights and innovative solutions to health issues. HIGHLIGHTS: • Reestablished the Local Emergency Planning Committee in partnership with Fire, Police, and other members required under the Superfand and Reauthorization Act of 1986 (SARA, Title III). • Initialized in depth Sanitary Survey of Old Reservoir swimming area to identify, isolate, and reduce bacteria levels. Includes Health Department cooperatively working with the Recreation, Parks, and Conservation Departments along with a professional from the Board of Health • Continued development of Grease Trap Regulations to implement in calendar year 2004. Grease Trap Regulations will assist in reducing sewer blockages and backups into resident homes and businesses. • Identified Emergency Preparedness items that can be purchased by Lexington under a Federal and State grant. Will allow purchase of emergency products before July 2004. BUDGET ISSUES: • Due to the override failure, the Public Health Nurse and Mosquito Control Program were eliminated from the budget in FY 04. The FY 05 budget requests funds to restore the part -time Public Health Nurse and restore the mosquito control program. STAFFING: 1 Director of Public Health 1 Department Clerk 1 Health Agent 1 Part-time Public Health Nurse FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $140,549 $144,460 $176,309 $157,309 $157,309 Benefits 0 0 0 0 0 Expenses 0 0 20,000 20,000 20,000 Town Funded Expenses $140,549 $144,460 $196,309 $177,309 $177,309 General Fund $143,635 $144,460 $196,309 $177,309 $177,309 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $143,635 $144,460 $196,309 $177,309 $177,309 XII -10 Subprogram: Office of Comm. Dev't Element: 7150 Animal Control /Rabies Clinic Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Animal Control Officer works with the Board of Health to assess and address zoonotic diseases (e.g., rabies) and other health issues related to animals and their interaction with the community. The Lexington Animal Control Officer acts as the Inspector of Animals on behalf of the Commonwealth of Massachusetts and the Board of Health. In this capacity, the Animal Control Officer investigates all reports of contagious or infectious diseases affecting animals as well as the quarantine of any such animal, and enforces local health regulations for the keeping of animals. The Animal Control function also enforces the Town and State Animal by -laws and laws, enforces sanitation standards at facilities where animals are kept, and manages the care, maintenance and operation of the Town shelter facilities. HIGHLIGHTS: • Partnered with the Police Department to continue to provide emergency animal control services. • Collected birds for testing by State as part of West Nile virus surveillance program, 25 bird related calls in which 2 birds that tested positive were submitted to the state. • Quarantined more than 40 domestic animals as part of rabies control program BUDGET ISSUES: STAFFING: 1 Part-time Animal Control Officer FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $39,689 $0 $19,000 $19,000 $19,000 Benefits 0 0 0 0 0 Expenses 0 0 1,591 1,591 1,591 Town Funded Expenses $39,689 $0 $20,591 $20,591 $20,591 General Fund $36,037 $0 $20,591 $20,591 $20,591 Enterprise Funds 0 0 0 0 C Directed Funding 0 0 0 0 0 Appropriated Resources $36,037 $0 $20,591 $20,591 $20,591 XII -11 XII -12 Program: Community Development Subprogram: 7200 Planning Department Town of Lexington FY 2005 Program Budget The Planning Department encompasses the five member elected Planning Board and the Planning Department staff that serves it The purview of Planning involves both the short-term perspective, in the form of land development regulation, and the long -range view, in the form of comprehensive planning and growth management. In between, Planning is involved with the conception, review and/or implementation of large -scale intertown and intratown development projects, involving old public institutional sites, such as the Metropolitan State Hospital parcel, as well as private land. Planning also acts as the conduit and authority for proposed zoning amendments and rezoning proposals, prior to moving on to town meeting. On a daily basis, the department staff also provides a broad array of technical support services to individuals, groups, town departments and boards and committees. In addition, the Board and/or staff continue to participate from time -to -time in the dialogue around regional issues, of transportation, development and environmental impact Most often, this involves the Hanscom/Ivlassport civil airport, but sometimes Hanscom Air Force and other regional development nodes along the Route 2A -2 corridor as well. Since late fall of the year 2000, the Board and staff have been intensively involved in the preparation of a new Comprehensive Plan for Lexington, the first in more than 35 years. With a broad -based participation process, and the work of the planning consultant and the staff, this large effort will culminate in a real action agenda in at least the following planning areas: land use, economic development, housing, natural and cultural resources, and transportation. The Comprehensive Plan is the logical extension of the Vision 2020 process that the Selectmen began in 1999, and will provide the first detailed, across - the -board blueprint for the Town's future in decades. Even as the Comprehensive Plan continues, the Planning Board has moved forward aggressively with initiatives from the ComPlan in FY03 and FY04 to come, and anticipates further implementation actions for years to come. Initial efforts involve community character preservation and affordable housing incentives, but in the years to follow, initiatives from every part of the ComPlan are anticipated. At the beginning of the 21" century, the challenges of the mature suburb are as great as the issues that faced the Town during past eras of suburban development in Lexington. To mention just a few: erosion/preservation of community character, affordability of housing, finding new ways to protect dwindling open space, establishing a philosophy of economic development and balanced community growth, defining the future of Lexington Center; finding ways to reduce automobile trips, and addressing Hanscom/Iviassport issues. The Planning Board and departmental staff play an integral role in these and other dialogues and initiatives. See the Planning Department Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 7200 Expended Appropriated Dept Request Recommended Appropriated 7210 Planning $ 229,204 $177,184 $192,947 $192,947 $192,947 Program Totals Compensation $191,032 $168,734 $184,497 $184,497 $184,497 Benefits 0 0 0 0 0 Expenses 38,172 8,450 8,450 8,450 8,450 Town Funded Expenses $229,204 $177,184 $192,947 $192,947 $192,947 General Fund $213,584 $177,184 $192,947 $192,947 $192,947 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $213,584 $177,184 $192,947 $192,947 $192,947 XII -13 7200 Planning Department - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: To engage in both short and long term planning in regard to all growth and development issues and proposals in Lexington. Specific duties include the following: To prepare the Comprehensive Plan; administer Subdivision Regulations in accordance with the state subdivision control law; review residential special permit applications; participate in specific intertown land use projects, such as the Metropolitan State Hospital, the former Middlesex hospital, the Raytheon site and other proposals; review and make recommendations required in regard to zoning amendments and rezoning petitions, and to prepare the Planning Board's proposed zoning changes. The Planning Department staff also analyzes economic, demographic and development trends occurring in Lexington and the region to assist the Planning Board, the Town Manager and various town departments and committees, and provides numerous responses on a daily basis to unanticipated individual requests for help and information from a wide variety of parties. OBJECTIVES No. Continue to bring forward implementation measures from Comprehensive Plan, with zoning initiatives such as improvements to cluster by -law for impervious surface, open space and related definitions; updating of home occupation provisions; update /consolidate small business districts; broadening of uses in central business district; and other measures. QD Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of meetings /workshops conducted in relation to preparing implementation Workload 3 6 5 7 measures Number of zoning by -law amendments Outcome 0 1 1 2 prepared for Town Meeting Outcome 2 3 4 4 Number of general by -laws prepared for Outcome NA 0 0 1 Town Meeting Number of non - regulatory tools prepared Outcome NA 1 1 1 Continue to provide coordinating and technical support to the extensive affordable housing efforts implemented in FY 03- 04, including the Housing Partnership; membership in the Home Consortium; pursuit of further regulatory incentive zoning measures; monitoring of Met State implementation, as applicable; help and advocacy in specific projects, pursuit of funds and other activities. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of meetings held in support of these Workload NA 1 11 23 efforts Number of major regulatory measures from Outcome 0 1 1 2 Housing Element of ComPlan put forth Number of non - regulatory measures put forth Outcome NA 0 2 2 to promote housing programs Provide support, as feasible, to the Transportation Advisory Committee and other citizen volunteers in efforts to promote implementation measures from the Comprehensive Plan, and to retain and enhance existing transit. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of meetings and work sessions Workload 0 1 7 Unknowr promoting Transportation Element FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year X I -14 7200 Planning Department - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No. Work closely with selected developer Avalon Bay and Lexington Met state Task Force, to refine development plan for Met State main campus, in accordance with the adopted Reuse Plan and Second Amendment, and bring it to Town Meeting 2004 for plananed development rezoning. '® Performance Measure Tvoe of Measure FY2001 FY2002 FY2003 FY2004 FY2005 1 ,er of public meetings held or attended Workload 6 12 7 4 ards to the Avalon Bay Proposal to formulate alternative strategies that Outcome NA NA NA 100% ;t town interests if Avalon fails. OBJECTIVE No. Continue to provide high level technical support to the Planning Board for the subdivision control, residential special permit, street construction plans, and other regulatory functions. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of new regulatory case filings 10 -21 in Unknown; at any stage of Board review, and could be in resubmission requiring staff analysis and Workload 34 11 16 10 -30 additional Board consideration range Number of Public Hearings/Meetings years Number of zoning articles produced or Workload/Outcome 34 11 17 30 held/scheduled for regulatory purposes Outcome 4 5 9 8 Number of Properties /Sites involved (all 27, plus 7 9, plus 1 11 plus 4 Number of other articles or TM items for Workload 1 -4 in 16 types of review) Outcome ANR's* ANR* ANR's 4 Number of Residential Units involved Workload/Outcome 94 50 63 40 -65 Number of application attaining Definitive Outcome 6 2 7 8 means approval not OBJECTIVE No. Provide detailed analysis, hearing(s) and written reports to Town Meeting, both in regard to citizen petition and rezonings and Planning Board - instituted items. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 10 -21 in Number of meetings attended linked to Town Workload 21 Unknown recent 20 Meeting support services (Town Meeting session and related meetings preceding TM) years Number of zoning articles produced or Outcome 4 5 9 8 reviewed/heard by the Board Number of other articles or TM items for 1 -4 in Outcome 2 4 4 which significant services were rovided recent FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year X' I -15 7200 Plann Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No. Provide technical support to other boards, departments, committees & organizations for special projects and studies, as staff time allows. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of special projects emanating from or managed by other parties, for which technical support was provided by planning staff (examples include Public Works Workload 5 3 1 Unknown Facility Committtee, Capital Budget Committee, and Town Manager's Office). Number of projects involving special committees for which department provided Workload 21 19 5 Unkno technical assistance. Provide management and/or technical support for major projects not included anywhere above. Performance Measure Type of Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of major projects not otherwise included above, in which Planning was extensively involved (examples of unanticipated projects include Raytheon site Workload 1 2 1 Unknown redevelopment and proposed Lexington electric utility and power plant zoning). FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year X' I -16 Subprogram: Planning Department Element: 7210 Planning Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES Statutory functions include: administer Subdivision Regulations in accordance with the state subdivision control law, review and issue residential special permit applications, review and make recommendations required in regard to zoning amendments and rezoning petitions before town meeting, prepare the Comprehensive Plan, and prepare proposed zoning changes emanating from Planning Board. The Planning Department staff also participates in intertown land use projects, such as Metropolitan State Hospital and other proposals; conducts special studies on a variety of development - related issues; and analyzes economic, demographic and development trends occurring in Lexington and the region to assist the Planning Board, the Town Manager and other Town departments and committees. Staff also provide responses on a daily basis to unanticipated requests for help and information from a wide variety of parties. HIGHLIGHTS: • Comprehensive Plan (ComPlan): the planning elements completed (Land Use, Housing, Economic Development, Natural Resources & Cultural Resources, integrated Implementation Plan) are now being increased with a Transportation Element, which was completed in spring, 2003. • After a decade of involvement with the reuse planning process for the former Metropolitan State Hospital land located in Lexington, Waltham, Belmont, the project is well into the implementation phase. The selection of Avalon Bay Development in April 2003 began an iterative process between the community and the developers to establish a design concept. The development will be presented with a planned development - rezoning proposal at the 2004 Annual Town Meeting. • The Board chose to move ahead with major initiatives from the Comprehensive Plan in FY04. Affordable Housing will be a major area of emphasis in ComPlan implementation, with other initiatives anticipated for years to come in Land Use, Economic Development, Natural & Cultural Resources and Transportation. Continued work in the area of affordable housing will focus staff support for multi- faceted efforts such as the Housing partnership and the HOME Consortium. • Development activity — residential development in Lexington has continued to proceed, despite a general economic slowdown. We estimate up to 20 residential development cases being filed in FY05. BUDGET ISSUES: • The Planning Department, in the last three years, has increased its workload by a large margin, assuming all of the work outlined in the bullet items above, including an aggressive long -range planning and implementation program. Minimum staffing levels had been attained in the preceding three years by piecing together a patchwork of part time, student and full time interns, but this is a highly inefficient means of meeting all of the project commitments. As the Board and staff assume an increasing level of responsibility for implementing the ComPlan, and as citizen groups and committees request more support for various endeavors, staff resources will become increasingly limited. STAFFING: 1 Director 1 Part-Time Planning Intern 1 Assistant Director 1 Administrative Assistant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $191,032 $168,734 $184,497 $184,497 $184,497 Benefits 0 0 0 0 0 Expenses 38,172 8,450 8,450 8,450 8,450 Town Funded Expenses $229,204 $177,184 $192,947 $192,947 $192,947 General Fund $213,584 $177,184 $192,947 $192,947 $192,947 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $213,584 $177,184 $192,947 $192,947 $192,947 XII -17 XII -18 Program: Community Development Subprogram: 7300 Economic Development Town of Lexington FY 2005 Program Budget Economic Development functions for the Town of Lexington are no longer performed by a separate office. The office was eliminated due to the failure of the 2004 override. Some functions of the office have been decentralized and now provided by the Town Manager's Office, Planning and Community Development Departments. The Office provided comprehensive services to existing and prospective businesses and individuals, provided data and services to the community on matters of interest and concern to businesses, and monitored local economic indicators and labor market statistics, local development plans and other useful data. Another program that received funding within Economic Development, The Liberty Ride, has been removed from the budget entirely. Since the program is designed to be revenue neutral, a recommendation was approved by Town Meeting Town Meeting for the creation of a revolving account. Revenue from fares, grants, donations and other sources are to be deposited in the revolving account and used for operating expenses of the program. These funds do not require a budgetary appropriation. An appropriation of $6,000 was moved from 2410 Organizational Expenses to pay stipends for historical guides. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 7300 Expended Appropriated Dept Request Recommended Appropriated 7310 Economic Development $153,843 $76,181 $104,954 $0 $6,000 Program Totals Compensation $78,859 $19,480 $28,374 $0 $6,000 Benefits 0 0 0 0 0 Expenses 74,984 56,701 76,577 0 0 Town Funded Expenses $153,843 $76,181 $104,951 $0 $6,000 General Fund $153,843 $76,181 $104,951 $0 $6,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $153,843 $76,181 $104,951 $0 $6,000 X11- 19 XII -20 Section XIII: General Government Program 8000 Board of Selectmen Town Manager Town Committees Finance Town Clerk Management Information Systems Program: 8000 General Government Town of Lexington FY 2005 Program Budget The General Government program accounts for the management of Town administrative and financial operations. This program funds the Board of Selectmen, Town Manager, Finance, Legal Counsel, and the Town Clerk's Offices. Services include executive and legislative functions, tax collection, property assessment, legal assistance, and election activities. Subprograms within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Program 8000 Expended Appropriated Dept Request Recommended Appropriated 8100 Board of $1,649,745 $1,445,470 $1,511,771 $1,403,739 $1,428,739 Selectmen $469,159 $360,963 $362,133 $362,133 $362,133 8200 Town Manager $361,242 $339,586 $341,770 $341,770 $366,770 8300 Town Committees $2,523,954 $2,248,317 $2,332,343 $2,241,036 $2,250,036 General Fund $29,546 $34,755 $34,755 $34,755 $34,755 8400 Finance $1,013,895 $991,028 $953,431 $881,602 $880,602 8500 Town Clerk $296,987 $227,805 $294,689 $249,811 $249,811 8600 Management $2,427,181 $2,248,317 $2,332,343 $2,241,036 $2,250,036 Information Systems $353,125 $294,180 $345,565 $370,965 $355,965 Program Totals Compensation $1,649,745 $1,445,470 $1,511,771 $1,403,739 $1,428,739 Benefits 0 0 0 0 0 Expenses 874,209 802,847 820,572 837,297 821,297 Town Funded Expenses $2,523,954 $2,248,317 $2,332,343 $2,241,036 $2,250,036 General Fund $2,002,611 $1,799,646 $1,883,672 $1,792,365 $1,801,365 Enterprise Funds 424,570 448,671 448,671 448,671 448,671 Directed Funding 0 0 0 0 0 Appropriated Resources $2,427,181 $2,248,317 $2,332,343 $2,241,036 $2,250,036 XIII -1 4D Program 8000 - General Government Selectmen's Office - 8100 Town Manager's Office - 8200 Executive Clerk Town Manager I Recording Assistant Secretary Town Manager Office Manager/ Management Executive Secretary Analyst Department Clerk Finance Department - 8400 Finance Director/ Comptroller Retirement Town Revenue Officer/ Assistant Admin. Services Administrator Assessor Benefits Mgr. Finance Director Supervisor Appraiser --Administrative Staff /Analyst Asst. Accountant Administrative Financial Asst. Clerk *This Department Account Clerk han- dles water billing and is fully funded Dept. by the Water Enterprise Fund. Account Clerk* Town Clerk's Office - 8500 Town Clerk Municipal Clerk Information Specialist Budget Officer Management Info. Systems - 8600 MIS Coordinator Network Administrator I Network Administrator FY 2005 Appropriated Budget XIII -2 June 8, 2004 Program: General Government Subprogram: 8100 Board of Selectmen Town of Lexington FY 2005 Program Budget The Board of Selectmen appoint an Executive Clerk to oversee the daily operations of the Selectmen's Office, assist in the interpretation of Town By -Laws and implement Selectmen's policies and procedures. In addition, staff gives assistance to several committees of the Town as well as the Town Counsel. This subprogram includes activities in the Board of Selectmen's Office, Legal Counsel, and the production of the Town's Annual Report. See Board of Selectmen Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 8100 Expended Appropriated Dept Request Recommended Appropriated 8110 Board of Selectmen Admin. $140,374 $129,963 $131,133 $131,133 $131,133 8120 Legal $322,785 $225,000 $225,000 $225,000 $225,000 8130 Town Report $6,000 $6,000 $6,000 $6,000 $6,000 Program Totals Compensation $80,086 $60,813 $61,983 $61,983 $61,983 Benefits 0 0 0 0 0 Expenses 389,073 300,150 300,150 300,150 300,150 Town Funded Expenses $469,159 $360,963 $362,133 $362,133 $362,133 General Fund $365,339 $356,250 $357,420 $357,420 $357,420 Enterprise Funds 4,155 4,713 4,713 4,713 4,713 Directed Funding 0 0 0 0 0 Appropriated Resources $369,494 $360,963 $362,133 $362,133 $362,133 XIII -3 8100 Board of Selectmen - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Board of Selectmen is a representative policy making body. It is the mission of the Board to work together in a collegial way that is respectful of the full range of views, not only of the Board itself, but the entire community. The Board is committed to assuring that all of those views are fairly heard, presented in a way that is open and honest and in a way that brings together a wider group of people and move forward together for the good of the community. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year XIII -4 Subprogram: Board of Selectmen Element: 8110 Board of Selectmen Admin. Town of Lexington FY 2005 Proer, DESCRIPTION OF SERVICES: The Board of Selectmen is the executive policy setting branch of Town government, as established by the Town's charter. The Board consists of five members, each elected for a three -year term, who serve without salary or financial compensation. The Selectmen are responsible for the general direction and management of the property and affairs of Town government. The Executive Clerk is appointed each year by the Board to assist the Board and to perform such duties as the Board may direct Selectmen Office staff provide support to the Board and serve as liaison between the public and the Board. They answer correspondence addressed to the Board and assist the Chairman and the Town Manager in answering the public's questions about the decisions and work of the Board. Office 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 video game machines. Annually, the staff maintains over 250 Selectmen appointments to more than 30 committees. The Selectmen's Office notifies Lexington residents of all national, state and local elections through the warrant and prepares the warrant for the Annual and Special Town meetings. HIGHLIGHTS: • In 2003 the Selectmen's Office issued licenses and permits, collecting in excess of $51,000. • Staff processed hundreds of trust fund transactions, including the Fund for Lexington, the LEF and Scholarship Funds and several other funds for the Trustees of Public Trusts. BUDGET ISSUES: STAFFING: 1 Executive Clerk 1 Part-time Recording Secretary FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $80,086 $60,813 $61,983 $61,983 $61,983 Benefits 0 0 0 0 0 Expenses 60,288 69,150 69,150 69,150 69,150 Town Funded Expenses $140,374 $129,963 $131,133 $131,133 $131,133 General Fund $134,339 $125,250 $126,420 $126,420 $131,133 Enterprise Funds 4,155 4,713 4,713 4,713 0 Directed Funding 0 0 0 0 0 Appropriated Resources $138,494 $129,963 $131,133 $131,133 $131,133 XIII -5 Subprogram: Board of Selectmen Element: 8120 Legal Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Board of Selectmen appoints a Town Counsel to provide legal service to Town departments and committees and to represent the Town in litigation. The Town currently contracts for legal representation with the Boston law firm of Palmer & Dodge LLP. Town Counsel prepares and reviews contracts and other legal documents for Town departments and committees. The Town uses legal counsel to handle a variety of matters. Town Counsel also prepares the articles for the Town Meeting Warrant and attends the Town Meeting and all meetings of the Board of Selectmen. Town Counsel reports on the status of all litigation affecting the Town in the Annual Town Report. HIGHLIGHTS: • Litigation involving land use issues and contractual disputes arising out of major construction projects continues to consume a significant amount of time. In addition, there appears to be arising number of tort claims against the Town. • Review of regulations of various boards and review of contracts were performed with the objective of avoiding potential litigation. BUDGET ISSUES: None STAFFING: None FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 322,785 225,000 225,000 225,000 225,000 Town Funded Expenses $322,785 $225,000 $225,000 $225,000 $225,000 General Fund $225,000 $225,000 $225,000 $225,000 $225,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $225,000 $225,000 $225,000 $225,000 $225,000 XIII -6 Subprogram: Board of Selectmen Element: 8130 Town Report Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town's Annual Report provides information on the activities of Town departments, boards and committees, and provides financial information on the Town. Publication of the Town Report is required by State law and the Town's General By -Laws. The Town Report Committee, comprised of volunteers and appointed by the Board of Selectmen, produces the Report with the help of the departments, boards and committees. The Committee gathers information, edits drafts, proofreads final copies, and prepares a camera -ready copy for publication. Staff in the Town Manager's Office provide review and editorial assistance. The Town Report is completed in March of each year. Copies are distributed annually at Town Meeting and are also available, free of charge, at the Town Office Building, Cary Library, and the Lexington Senior Center. The Town Report is also posted on the town's web page. BUDGET ISSUES: Financial constraints will force a reduction in the number of printed copies available to the public. STAFFING: Staff support for this element is provided by various departments and committees. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 6,000 6,000 6,000 6,000 6,000 Town Funded Expenses $6,000 $6,000 $6,000 $6,000 $6,000 General Fund $6,000 $6,000 $6,000 $6,000 $6,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $6,000 $6,000 $6,000 $6,000 $6,000 XIII -7 XIII -8 Program: General Government Subprogram: 8200 Town Manager Town of Lexington FY 2005 Program Budget The Board of Selectmen appoints the Town Manager to oversee the daily operations of the Town, advise and administer the policies and procedures of the Board, and enforce Town by -laws and actions passed at Town Meeting. The Manager's authority and responsibilities are established in the Selectmen -Town Manager Act of 1968. The Town Manager is the Chief Executive Officer of the Town. The Town Manager submits to the Board of Selectmen a proposed annual budget that includes revenue, expense, and tax rate projections for the upcoming fiscal year. The Manager and staff also submit a Capital Budget and a five -year Capital Improvement Plan to the Board on an annual basis. Staff in the Town Manager's Office is responsible for managing the personnel and risk management functions of the Town. See the Town Manager Mission Statement Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 8200 Expended Appropriated Dept Request Recommended Appropriated 8210 Organizational Direction and Administration $319,002 $297,656 $299,995 $299,995 $324,995 8220 Human Resources $ 42,240 $41,930 $41,775 $41,775 $41,775 Program Totals Compensation $349,748 $324,919 $327,103 $327,103 $352,103 Benefits 0 0 0 0 0 Expenses 11,494 14,667 14,667 14,667 14,667 Town Funded Expenses $361,242 $339,586 $341,770 $341,770 $366,770 General Fund $274,353 $270,469 $272,653 $272,653 $297,653 Enterprise Funds 58,560 69,117 69,117 69,117 69,117 Directed Funding 0 0 0 0 0 Appropriated Resources $332,913 $339,586 $341,770 $341,770 $366,770 XIII -9 8200 Town Manager's Office - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The employees of the Town Manager's Office respond to the needs of our community. We are committed to providing quality and innovative service in a supportive and creative environment. We work cooperatively with the citizens and municipal employees of Lexington in setting the direction for the Town organization. OBJECTIVES ll� Internal newsletter - Continue to provide a newsletter for Town employees that informs employees about issues regarding the Town operation, provides informal news about others within the organization and promotes enjoyment and camaraderie among employees. ll� Service Request Form - Continue using a standard form and procedure to communicate with the appropriate departments in order to respond to citizen requests. ll� Organizatiortal Communication - Work with the Senior Management Team, Management Strategies Group and the Employee Strategies Group to identify ways to ensure consistent and effective communication throughout the organizational hierarchy. Website - Maintain an up -to -date TMO webpage. QD Intranet - Contribute to an intranet for Town employees, so that employees have easy access to pertinent information and an avenue to communicate informally with their peers. Staff Support - Provide the necessary support and assistance to Town boards and committees. Publications - Develop and follow an updating schedule for the following publications, and make them available in the office and/or on the website: The Annual Town Report, Services Directory, Booklet of Fees and Charges, Annual Operating and Capital Budgets, 2020 Vision Reports, and The Citizens' Guide. QD OBJECTIVES Budget Process - In collaboration with the Finance Department, develop a plan for integrating the budget development process into overall management of resources throughout the organization. High Performance Team Approach - Empower the Management Strategies Group and Employee Strategies Group to identify ways to improve and enhance the current service delivery systems for Town operations. Lexington 2020 Vision Strategic Planning Process - Engage Senior Management Team in connecting the 2020 Vision plan to the budget and organizational work plans. Project Management - Support organizational efforts to enhance and standardize project management techniques for planning, approving, implementing, monitoring and closing out organizational projects. Performance Measurement - Ensure that systems exist for collecting data, tracking, monitoring and reporting on departmental performance measures. QD OBJECTIVES Employee Training - Focus training resources on organizational needs, in particular project management, performance measurement, diversity and internal leadership development. Employee Benefits & Wages - Maintain an equitable and competitive structure of employee compensation and benefits and distribute information to the Board of Selectmen, Senior Management Team and Town employees. Employee Retention - Reduce the regular employee turnover rate to 7 percent. FY2004 statistics indicate the beet data for the current yea. FY2005 statistics indicate projected goals for the upco yea. X111- 10 8200 Town Manager's Office - Mission Statement, Goals & Objectives, Performance Measures Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Total number of employees served Workload 350 346 347 298 300 Number of benefit eligible employees who turnover Efficiency 35 31 36 30 10 Regular (benefit eligible) employee turnover rate Outcome 10% 9%(+) 10 %( -) 10% Safety Program - Maintain the number of Workers' Compensation lost time cases at 23 or fewer. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of Workers' Compensation lost time cases Workload 19 23 24 23 20 Percent decrease in Workers' Compensation cases Outcome - ( 21%) ( -) (4 %) ( -) 4% ( +) Health and Wellness Program - Maintain the ratio of sick leave hours used at 1 per 36 hours worked. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Ratio of sick leave hours used to total hours worked in the organization Outcome 1:30 1:36 + 1:36 1:30 - 1:30 Recruitment - Reduce the average number of days to recruit and screen for a position to 24 days. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 OBJECTIVES Recruitment Diversity - Increase percentage of applicants that meet EEOC guidelines. Mentoring - Support a mentoring program for and by employees to help support staff and to assist in the retention of employees. Diversity Behavior Incentive - Modify the employee performance tool to expand on relationships with others. Engaging Employees in Diversity Issues - Continue to identify different ways to engage employees in thinking and behaving toward others in ways that welcome diversity. QD FY2004 statistics indicate the beet data for the current year. FY2005 statistics indicate projected goals for the upco year. XIII -11 JNumber of position recruitments conducted Workload 38 31 18 15 10 1 XIII -12 Subprogram: Town Manager Element: 8210 Organizational Direction and Admin. Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town Manager is appointed by the Board of Selectmen to oversee the daily operations of the Town, advise and administer the policies and procedures of the Board, and enforce Town by -laws and actions passed at Town Meeting. The Town Manager submits to the Board of Selectmen a proposed annual operating budget, also a capital budget and five -year capital improvements program. The Manager's authority and responsibilities are established in the Selectmen -Town Manager Act of 1968. The organization's high performance culture involves senior managers with the Town Manager in setting the direction and making decisions for the organization. The Town Manager and members of the Senior Management Team collaboratively define mission, set goals and objectives, and produce and measure results. The organization is assisted by a Management Strategies Group representing middle management, an Employee Strategies Group representing rank and file employees, and numerous cross - functional project teams. Staff in the Town Manager's Office provide information, research, analysis, coordination, technical assistance, and materials to other departments, boards, committees, and the public. HIGHLIGHTS: The High Performance Team concept has been introduced to all municipal employees. Employees continue to be engaged in training and team based projects that cross - traditional lines and hierarchies, for example: • Cary Hall Re -Use Team composed of staff and citizens is working to bring Cary Hall back on line now that the Library has moved into its newly renovated facility. Restorative interior painting, improved lighting for the stage and a new sound system are included in the plans. • Communications Team composed of municipal and school department staff is working to provide town -wide information to the public via newspaper articles and the website. This group also prepared information for the Town's website about the FY2005 Override. • A Downsizing Team consisting of representatives of several departments met with Personnel Advisory Board members to develop plans and schedules for implementing staff reductions when the June 2, 2003 override failed. These plans were implemented when the override failed. • The No Place for Hate Steering Committee is continuing to work to develop a community standard of respect for diversity and anti -bias efforts both within the town organization and in the larger community. • Project Management Steering Committee is coordinating a process for implementing project management within the organization, including employee training, procedures for authorizing new projects, and software. • Budget Team provides necessary coordination among the Town Manager's Office, the Finance Department, and the School Department in producing the Town's annual budget. BUDGET ISSUES: • The collaborative spirit that has guided the budget preparation process in recent years continues to be challenged, as fewer budget resources are available. The FY2005 budget process demanded a high level of effort and goodwill on the part of staff, elected and appointed officials. • Maintaining a high performance culture under the stress of implementing staff reductions and identifying potential future cuts will continue to require the focused attention of the entire organization. STAFFING: 1 Town Manager 1 Office Manager/Executive Secretary 1 Part-Time Grants - writer 1 Assistant Town Manager 1 Management Analyst FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $309,956 $285,656 $287,995 $287,995 $312,995 Benefits 0 0 0 0 0 Expenses 9,046 12,000 12,000 12,000 12,000 Town Funded Expenses $319,002 $297,656 $299,995 $299,995 $324,995 General Fund $234,240 $228,539 $230,878 $230,878 $255,878 Enterprise Funds 58,560 69,117 69,117 69,117 69,117 Directed Funding 0 0 0 0 0 Appropriated Resources $292,800 $297,656 $299,995 $299,995 $324,995 XIII -13 Subprogram: Town Manager Element: 8220 Human Resources Town of Lexington FY 2005 Pi DESCRIPTION OF SERVICES: Staff members in the Town Manager's Office are responsible for managing the personnel, benefits, and risk management functions of the Town. These include the formulation and implementation of personnel guidelines, collective bargaining, compensation administration, recruitment, workers' compensation, police /fire medical administration, and unemployment benefits. Personnel records are managed and maintained by staff in this office. The staff provides administrative support for the Town's Employee Benefits program. The Town Manager appoints new employees and determines employee compensation. In addition, the Manager negotiates all contracts with the Town's union and association employees. HIGHLIGHTS: • The Town Manager's Office worked with the Personnel Advisory Board and Senior Management Team to develop and implement a downsizing plan that was used when the override failed. Thirty -eight employees were laid off from the municipal side of the organization in June 2003. • The Town Manager's Office through the Early Retirement Incentive Program exited an additional twenty -four from the municipal side of the organization in December 2003. • The Town Manager's Office and the Senior Management Team are working to reengineer the organization in light of reduced staffing levels and current service demands. • Recruitments will be active in FY 04 with the search for Finance Director & Fire Chief as well as reorganization of the Departments of Community Development and Social Services. Promotional testing is scheduled in both the Police & Fire Departments, and recruitment for several part time interdepartmental clerical positions is currently underway. • The Town Manager's Office provided staff assistance to the Personnel Advisory Board. BUDGET ISSUES: • The Human Resource Generalist position was removed from the FY04 budget to compensate for reduced revenues throughout the organization. • The Benefit Manager position was combined with the Revenue Officer Position. • Portions of the Human Resource function will be decentralized in the organization, some functions will be moved to departments, other functions will be evaluated to decide if existing staff can continue to support i.e. new employee orientation, Myers Briggs Testing, and exit interview process for all retiring/departing employees. STAFFING: 1 Department Clerk (Wages for staff support for benefits and insurance programs appear in the General Insurance Element) FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $39,792 $39,263 $39,108 $39,108 $39,108 Benefits 0 0 0 0 0 Expenses 2,448 2,667 2,667 2,667 2,667 Town Funded Expenses $42,240 $41,930 $41,775 $41,775 $41,775 General Fund $40,113 $41,930 $41,775 $41,775 $41,775 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $40,113 $41,930 $41,775 $41,775 $41,775 XIII -14 Program: General Government Subprogram: 8300 Town Committees Town of Lexington FY 2005 Program Budget The Town Committee subprogram includes the Appropriations Committee, Miscellaneous Boards and Committees, and Public Celebrations Committee elements. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 8300 Expended Appropriated Dept Request Recommended Appropriated 8310 Appropriations Committee $470 $1,000 $1,000 $1,000 $1,000 8320 Misc. Boards and Committees $5,140 $8,755 $8,755 $8,755 $8,755 8330 Public Celebrations Committee $23,936 $25,000 $25,000 $25,000 $25,000 Program Totals Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 29,546 34,755 34,755 34,755 34,755 Town Funded Expenses $29,546 $34,755 $34,755 $34,755 $34,755 General Fund $34,755 $34,755 $34,755 $34,755 $34,755 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $34,755 $34,755 $34,755 $34,755 $34,755 XIII -15 XIII -16 Subprogram: Town Committees Element: 8310 Appropriations Committee Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Appropriations Committee is a nine- member board appointed by the Town Moderator. Members are appointed to three -year overlapping terms. The Committee's charge is to evaluate fiscal policies and priorities set by the Board of Selectmen for Town Meeting. The Committee advises Town Meeting members on financial proposals, analyzes operating budget proposals, makes fiscal projections, and reviews funding for proposed capital improvements. In addition, the Committee's approval is required to use reserve funds for unanticipated operating costs (see element 2310, "Reserve Fund," for details). In addition to its statutory responsibilities, the Committee has been involved in promoting a clear and accurate presentation of financial information to members of Town Meeting. The committee also encourages the timely distribution of financial information to Town Meeting members and other decision makers. They are responsible for maintaining relationships with regional and statewide organizations devoted to exploring solutions to municipal finance and budgeting problems. This budget request funds the production of both the Appropriation Committee and Capital Expenditure Committee reports to Town Meeting and attendance at an annual finance committee conference. HIGHLIGHTS: None BUDGET ISSUES: None STAFFING: The Comptroller is an Ex Officio (non - voting) member of the Committee. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 470 1,000 1,000 1,000 1,000 Town Funded Expenses $470 $1,000 $1,000 $1,000 $1,000 General Fund $1,000 $1,000 $1,000 $1,000 $1,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $1,000 $1,000 $1,000 $1,000 $1,000 XIII -17 Subprogram: Town Committees Element: 8320 Nlisc. Boards and Committees Town of Lexington FY 2005 Program Budg DESCRIPTION OF SERVICES: The Miscellaneous Boards and Committees program funds expenses of boards and committees not individually supported through departmental operating budgets. Among the committees receiving funding are the Arts Council, Youth Commission, Human Services Committee, No Place for Hate Steering Committee, Capital Expenditures Committee, and the Historical Commission. This program provides funding for committee reports, town newsletter and youth awards. HIGHLIGHTS: • Funding to print Tree Manual • Printing and copier supplies for Town Meeting materials • Funding for various committees' legal notices BUDGET ISSUES: None STAFFING: Staff support for this element is provided by the Town Manager's Office. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 5,140 8,755 8,755 8,755 8,755 Town Funded Expenses $5,140 $8,755 $8,755 $8,755 $8,755 General Fund $8,755 $8,755 $8,755 $8,755 $8,755 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $8,755 $8,755 $8,755 $8,755 $8,755 XIII -18 Subprogram: Town Committees Element: 8330 Public Celebrations Committee Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Town holds public celebrations for Patriots' Day, Veterans' Day, and Memorial Day. There are two parades held on Patriots' Day, one on Veterans' Day, and one on Memorial Day. The Public Celebrations Committee, a volunteer body of ten members appointed by the Board of Selectmen, plans these celebrations. A four- member subcommittee also assists in the planning of Town celebrations. The Public Celebrations Committee oversees a reenactment of the Battle of Lexington on the Lexington Battle Green on Patriots' Day. The reenactment attracts well over 12,000 spectators each year and is nationally recognized for its historical authenticity. The Celebrations Committee also directs and coordinates numerous other Patriots' Day activities, including a Youth of Lexington Sunrise Parade from East Lexington to the Battle Green, a five -mile run sponsored by the Lions Club, the reenactment of Paul Revere's arrival in Lexington from Boston, and an afternoon parade. On Memorial Day and Veterans' Day, the Committee holds services, flag - raising ceremonies, and parades to honor the men and women who have served in the armed forces. HIGHLIGHTS: • In FY 04 the Liberty Ride guided sightseeing tour bus that operates July 1 through Columbus Day provided service Patriots Day week, except for Patriots Day. BUDGET ISSUES: • Town funding accounts for only a portion of the total cost of these celebrations. Most of the costs are covered through citizen contributions, corporate sponsors, and private donations. STAFFING: Staff support for the Public Celebrations Committee is provided by the Town Manager's Office. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 23,936 25,000 25,000 25,000 25,000 Town Funded Expenses $23,936 $25,000 $25,000 $25,000 $25,000 General Fund $25,000 $25,000 $25,000 $25,000 $25,000 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $25,000 $25,000 $25,000 $25,000 $25,000 XIII -19 XIII -20 Program: General Government Subprogram: 8400 Finance Town of Lexington FY 2005 Program Budget The Finance Department oversees the financial operations for the Town. This department includes the offices of the Assessor, Comptroller, Procurement, Revenue and Retirement. See the Finance Department Mission Statement, Goals and Objectives on the next page. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 8400 Expended Appropriated Dept Request Recommended Appropriated 8410 Comptroller $474,923 $473,598 $492,572 $491,072 $490,772 8420 Revenue $287,698 $261,309 $235,804 $204,007 $203,307 8430 Assessor $251,274 $256,121 $225,055 $186,523 $186,523 Program Totals Compensation $824,318 $731,128 $729,231 $658,902 $658,902 Benefits 0 0 0 0 0 Expenses 189,577 259,900 224,200 222,700 221,700 Town Funded Expenses $1,013,895 $991,028 $953,431 $881,602 $880,602 General Fund $707,066 $672,315 $634,718 $562,889 $561,889 Enterprise Funds 306,829 318,713 318,713 318,713 318,713 Directed Funding 0 0 0 0 0 Appropriated Resources $1,013,895 $991,028 $953,431 $881,602 $880,602 XIII -21 8400 Finance Department - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: It is the mission of the Finance Department to provide accurate and timely financial services and information to citizens and all other customers while adhering to applicable laws and regulations. We will accomplish this through the use of current and future technologies as well as staff development OBJECTIVES Achieve at least a 99% accuracy rate when processing accounts payable checks. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of accounts payable checks (bi- Workload 43,900 43,968 44,752 44,000 45,000 Number of personal property tax bills issued Workload 550 582 580 580 580 weekly) Workload 27,851 29,911 28,165 29,000 29,500 Number of invoices (bi- weekly) Workload 1,100 1,195 1,200 1,200 1,200 Average time to process accounts payable Outcome 99% 99% 99% 99% 99% _,_ _ _,__ Efficiency 4 days 4 days 4 days 4 days 4 days of accounts payable checks processed Outcome 99% 99% 99% 99% 100% =ately Achieve a 99% accuracy rate when processing payroll checks. 'erformance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 dumber of payroll checks/ direct deposit per Workload 43,900 43,968 44,752 44,000 45,000 Number of personal property tax bills issued Workload 694 897 925 925 900 )ay- period Workload 27,851 29,911 28,165 29,000 29,500 \verage time to process payroll- checks Efficiency 3 days 3 days 3 days 3 days 3 days 'o of payroll checks processed accurately Outcome 99% 99% 99% 99% 99% Train all Town departments on the new Financial System: Accounts Payable, Payroll and HR. OD OBJECTIVE No. Achieve at least a 98% collection rate on real estate tax bills and personal property tax bills. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of real estate tax bills issued Workload 43,900 43,968 44,752 44,000 45,000 Number of personal property tax bills issued Workload 3,960 3,968 3,452 4,000 4,000 Number of motor vehicle excise bills issued Workload 27,851 29,911 28,165 29,000 29,500 Cost of processing bills (mailing and Efficiency $46,500 $47,000 $47,000 $48,000 $49,000 rate Outcome 99% 99% 99% 99% 99% FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year XIII -22 8400 Finance Department - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE Estimate fair and equitable values based on market data. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of real estate & personal property Workload 22,968 23,174 23,117 23,000 24,000 Number of abatements Workload 11,810 11,867 11,865 12,000 12,000 accounts Outcome 4.4% 5.2% 4.8% 4.8% 5.0% Number of abatement applications Workload 123 138 150 200 300 IN of abatement applications Outcome 1 0 /0 1.2% 1.3% 1.7% 2.5% OBJECTIVE No. Process Department of Motor Vehicle abatements based upon vehicular transfers. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number ofDMV accounts * ** Workload 22,968 23,174 23,117 23,000 24,000 Number of abatements Workload 1,009 1,210 1,100 1,100 1,200 IN of abatement applications Outcome 4.4% 5.2% 4.8% 4.8% 5.0% ** *Number of DMV accounts includes first commitment of year only OBJECTIVE No. To conduct pro inspections for permits, abatements, sales analysis, and routine neighborhood evaluations. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Inspection goals Workload 1,000 1,000 1,000 1,000 200 Actual inspections Workload 982 1,090 1,000 1,000 200 IN completed Outcome 98 0 /0 109 0 /0 100 0 /0 100 0 /0 OBJECTIVE Working in conjunction with the Library, School Department, Town Manager's Office and the Department of Public Works, provide the financial management supports needed to complete the LibrariRenovation Project and the Elementary School Project on time and within budget. OBJECTIVES No. To continue to use the budget document as an informational tool to describe and explain the Town's fiscal process. No. Provide the public with greater access to the Town Manager's Proposed Budget by posting it each year on the Town's Website. No. Continue to further develop and refine the internal budget process to both improve communication and increase efficiency. No. In order to broaden our information sharing efforts, post the Official Statement of debt issuance for large projects such as the Secondary School Project on the Town's Website. FY2004 statistics indicate the best data for the current year FY2005 statistics indicate projected goals for the upcoming year XIII -23 XIII -24 Subprogram: Finance Element: 8410 Comptroller Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Board of Selectmen appoints a Comptroller to fulfill the statutory responsibilities of this position. The Manager appoints the Finance Director to manage the financial operations of the Town. The Comptroller/Finance Director oversees property assessment, revenue collection, the Town's retirement plan, purchasing and billing for property taxes. The Comptroller's staff manages the payment of bills and payroll, maintains accounting records, prepares financial reports for all departments, and participates in an annual audit of financial operations. The Comptroller/Finance Director serves on the Appropriations Committee as secretary and non - voting member, provides staff support for Committee activities. The Comptroller/Finance Director also serves as Ex Officio member of the Retirement Board. HIGHLIGHTS: • The Comptroller's Office, specifically the Assistant Finance Director, has been heavily involved in the implementation of GASB 34. These efforts are reflected in the audited financial statements as of June 30, 2003. BUDGET ISSUES: • One position has been eliminated. The duties of the Procurement Officer have been redistributed amongst the remaining staff. STAFFING: 1 Finance Director /Comptroller 1 Administrative Services Supervisor 1 Assistant Finance Director /Town Accountant 1 Budget Officer 1 Retirement Administrator 1 Staff Accountant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $365,622 $339,398 $356,572 $356,572 $356,572 Benefits 0 0 0 0 0 Expenses 109,301 134,200 136,000 134,500 134,200 Town Funded Expenses $474,923 $473,598 $492,572 $491,072 $490,772 General Fund $342,683 $285,089 $304,063 $302,563 $302,263 Enterprise Funds 184,521 188,509 188,509 188,509 188,509 Directed Funding 0 0 0 0 0 Appropriated Resources $527,204 $473,598 $492,572 $491,072 $490,772 XIII -25 Subprogram: Finance Element: 8420 Revenue Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Revenue Officer, acting as the Town's Tax Collector and Treasurer, is appointed by the Town Manager and supervised by the Comptroller/Finance Director. The Revenue Officer issues over 100,000 bills each fiscal year, including real estate and personal property taxes (quarterly), motor vehicle excise tax (annually) and water and sewer charges (semi - annually). The Revenue office processes parking ticket payments and issue refunds for abatements granted by the Board of Assessors. The office pursues timely collection of all bills and maintains a collection rate of over 98% of property tax bills. The Revenue Officer establishes and maintains Tax Title accounts on delinquent real estate tax accounts. As Treasurer, the Revenue Officer is responsible for the receipt, investment and disbursement of all Town funds. The Revenue Office staff manages all town bank accounts, conducts both short term and long term borrowing for the Town and invests available funds. Revenue Office staff members also manage School Student Activity Accounts, specialized bank accounts set up for each elementary and secondary school for the processing of collection and spending of funds supplied by the students for their extracurricular activities. HIGHLIGHTS: • New Securities and Exchanges Commission (SEC) regulations require significantly increased disclosure for debt issuance. The Revenue Officer, with the Comptroller's Office, continues to produce Official Statements for all debt issuance including short-term borrowing. BUDGET ISSUES: • One position was eliminated in Fiscal 2004. The duties have been redistributed amongst the remaining staff. This may result in delays in response time for inquiries requested. STAFFING: 1 Revenue Officer/Benefits Manager 1 Financial Clerk 1 Administrative Assistant 1 Department Account Clerk FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $236,473 $207,009 $180,804 $149,007 $149,007 Benefits 0 0 0 0 0 Expenses 51,225 54,300 55,000 55,000 54,300 Town Funded Expenses $287,698 $261,309 $235,804 $204,007 $203,307 General Fund $165,183 $145,598 $120,093 $88,296 $87,596 Enterprise Funds 110,122 115,711 115,711 115,711 115,711 Directed Funding 0 0 0 0 0 Appropriated Resources $275,305 $261,309 $235,804 $204,007 $203,307 XIII -26 Subprogram: Finance Element: 8430 Assessor Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Assessor's Office is responsible for the valuation of Lexington's real and personal property. The Town Assessor is appointed by the Town Manager and supervised by the Comptroller/Finance Director. The Town Manager also appoints a three- member Board of Assessors to review requests for abatements, approve tax exemptions, and provide policy guidance regarding the operations of the Assessor's Office. The Assessing staff collect, compile, and verify data for the valuation of all real estate and personal property. According to Massachusetts General Laws, assessments must undergo a recertification program every third year that is audited and certified by the Department of Revenue (D.O.R.). Additionally, Lexington annually updates the values. The updated values must be approved by the D.O.R each year. Values are adjusted annually to reflect market value as of the assessment date. The date of assessment for Fiscal 2004 is January 1, 2003 and the year of analysis is 2002. For residential properties, sales in 2002 were considered for valuation purposes. For commercial properties, income and expense information and sales from 2002 were analyzed. HIGHLIGHTS: • The office continues to update and verify an extensive database comprised of information on all real estate within the Town. This information is available to the public by a computer located in the Assessor's Office. • The Growth in Fiscal 2004 is as follows: Residential property accounted for $836,241, Commercial/Industrial property was $125,767 and Personal Property was $953,565 for a Grand Total of $1,915,573. • In fiscal year 2003, the staff assessed 10,540 residential and 471 commercial /industrial properties as well as 854 personal property accounts. The staff also administers approximately 30,000 auto excise accounts. BUDGET ISSUES: • The staffing levels indicate the loss of two positions in Fiscal 2004. The duties have been assigned to the remaining staff. Response to inquiries may be delayed. STAFFING: 1 Town Assessor 1 Residential Appraiser /Analyst 1 Administrative Assistant FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $222,223 $184,721 $191,855 $153,323 $153,323 Benefits 0 0 0 0 0 Expenses 29,051 71,400 33,200 33,200 33,200 Town Funded Expenses $251,274 $256,121 $225,055 $186,523 $186,523 General Fund $231,535 $241,628 $210,562 $172,030 $172,030 Enterprise Funds 12,186 14,493 14,493 14,493 14,493 Directed Funding 0 0 0 0 0 Appropriated Resources $243,721 $256,121 $225,055 $186,523 $186,523 XIII -27 XIII -28 Program: General Government Subprogram: 8500 Town Clerk Town of Lexington FY 2005 Program Budget The Town Clerk, assisted by staff, serves as the Town's recording officer, registrar of vital statistics, licensing officer, chief election officer, and public records officer. The Town Clerk also serves as a member of the four- member Board of Registrars. See the Town Clerk Mission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 Subprogram 8500 Expended Appropriated Dept Request Recommended Appropriated 8510 Town Clerk Administration 8520 Board of Registrars 8530 Elections 8540 Records Management Program Totals $176,476 $140,335 $169,324 $131,621 $131,621 $20,386 $23,125 $23,125 $23,125 $23,125 $88,975 $62,220 $92,940 $92,940 $92,940 $11,150 $2,125 $9,300 $2,125 $2,125 Compensation $235,205 $175,330 $228,389 $190,686 $190,686 Benefits 0 0 0 0 0 Expenses 61,782 52,475 66,300 59,125 59,125 Town Funded Expenses $296,987 $227,805 $294,689 $249,811 $249,811 General Fund $286,179 $227,805 $294,689 $249,811 $249,811 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $286,179 $227,805 $294,689 $249,811 $249,811 XIII -29 8500 Town Clerk - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Office of the Town Clerk strives to serve as a primary provider of information and quality services to the community, working cooperatively and in coordination with departments and groups while performing a variety of responsibilities to achieve established goals and comply with state and local statutes. OBJECTIVES No. Achieve a good or better satisfaction rating from 95% of voters on the election services under the oversight of the Town Clerk's Office. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of elections conducted Workload 3 3 4 2 3 Percentage of voters rating elections services as good or better. Outcome - 99% 99% 99% 99% No. Conduct Election Officer outreach efforts and provide voter and officer education. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of outreach efforts Workload 3 3 3 3 3 Number of election officers appointed Efficiency 136 142 148 147 180 Percent increase of election officers 2,000 2000 vote Workload 868 appointed Outcome - 4.41% 4.22% 0 22% No. Increase first -time voter registrants in the Town annually by 5 %. QMD Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of first -time voter registrations Workload 2,133 655 1329 1197 1400 Percent increase in first -time voter FY2004 registrations Outcome - - 69.29% 100% -10% 17% No. Promote voter registration for 18 -22 year -olds via outreach to high school students. '® Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of persons 18 -22 years old Workload 1772 2065 1928 2000 2027 Number of persons 18 -22 yrs registered to Workload 2,045 1,800 1,970 2,000 2000 vote Workload 868 951 1075 1352 1051 Percent of persons 18 -22 yrs registered to vote Outcome 49% 46% 56% 67% 52% No . Promote municipal /school liaison for ongoing assessment of poll facilities in response to building renovation projects. OBJECTIVE Communicate licensing and registration information and requirements to licensees and registrants clearly and concisely No . to promote timely licensing and registration. Manage collection, compilation and maintenance of licensing, registrations, certifications and filing information and data to ensure accurate basis for immediate and long -term access. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of vital events recorded Workload 730 701 683 665 650 Number of filings Workload 2,045 1,800 1,970 2,000 2000 FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. XIII -30 8500 Town Clerk - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No . Enhance materials and information provided to elected officials regarding public meeting requirements and the means by which meeting notices, agendas and minutes serve as a means of communication among boards, committees, departments and residents. r® No . Implement board/committee inventorying and coordination of filing formal minutes for long -tern access. Maintain postings to Public Meeting calendar to provide for most current listings. ?erformance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 ,umber of Boards and Committees Workload 72 75 79 105 110 ,umber of Boards and Committees archived Outcome 20% 40% 50% :ompiling minutes for long -term Efficiency - - - 0 50 'ercent of Boards and Committees :ompiling minutes for long -term Outcome - - - 0 45 ,umber of Boards and Committees minutes Workload fled. Efficiency 0 0 0 0 50 ,umber of public meetings filed and posted Workload m web Efficiency 920 950 999 1000 1050 No . Promote Lexington's history through preservation of historical records and manuscripts. QD No . Promote and coordinate collaborative efforts between municipal departments, historical society and historical commission regarding collections and coordination of resources. QD Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 # of record units to be treated/archived/preserved Workload - - - - - Number of record units treated/archived/preserved Efficiency 8 8 4 0 0 Percent of record units treated/archived/preserved Outcome - - - - - ' Coordinate municipal census information and initiatives with other municipal /school efforts to increase census response rate. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of census forms mailed Workload 10,832 10,935 10,935 10,935 10,980 Percentage of households responding to archived Outcome 20% 40% 50% census Outcome 88% 95% 95% 95% 90% No . Manage, in coordination with MIS, Electronic Documents Project to address priorities and develop plan for archiving electronic documents and computer generated data. No . Review, organize and prioritize indexing archived records of the Town Clerk's Office. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of records to be organized and archived Workload survey tool being developed Number of records organized and archived Efficiency data being compiled* Percentage of records organized and archived Outcome 20% 40% 50% No . Continue coordination and training for information management efforts among Town departments. Conduct needs assessments for vaults, off -site storage and records preservation, and develop long -range implementation plan. No . Coordinate Records Management efforts to develop microfilming /digitizing procedures for archiving electronic data. FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. XIII -31 XIII-32 Element: 8510 Town Clerk Administration Subprogram: Town Clerk Town of Lexington FY 2005 DESCRIPTION OF SERVICES: The Town Clerk acts as the Town's recording officer, registrar of vital statistics, and licensing officer. The Clerk certifies official actions of the Town, including Town Meeting legislation and appropriations, signs notes for borrowing and certifies official documents with the Town Seal. The Clerk also registers all vital events within Lexington, records and preserves birth, marriage and death records to provide a basis for the Commonwealth's central vital records system. The Clerk administers the oath of office to elected and appointed members of local committees and boards, provides access to public records, provides certified copies of vital records and assists with genealogical research. The Clerk also maintains records of adopted municipal codes, regulations, bylaws, oaths of office, resignations and appointments, and submits general bylaws and zoning bylaws to the Attorney General of the Commonwealth for approval. The Clerk's staff issue licenses and permits and are designated as Passport Agents for the purpose of accepting applications for US Passports. Staff respond to inquiries from the public and serve as the central information point for the Town. HIGHLIGHTS: Fiscal Year 2003 • A total of 217 births, 135 marriages and 348 deaths recorded • Over 179 fish and game licenses sold • 212 businesses registered • 2,312 dogs licensed • Over 1000 US Passport applications processed BUDGET ISSUES: • Proposed Vital Statistics legislation will automate and preserve the vital records system in the Commonwealth. Enactment will increase availability of and requests for vital records. Maintenance of proposed system, and increased costs related to providing records, will be absorbed by the operating budget. • Loss of a Municipal Clerk position unfunded in FY04 budget necessitated eliminating public Notary services, terminating issuing MA Fish & Game licensing, delays in fulfilling on- demand records requests, and telephone coverage shortage both in the Town Clerk's Office and as organizational telephone default STAFFING: 1 Town Clerk 1 Part-time Municipal Clerk 1 Information Specialist FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $170,065 $133,335 $162,324 $124,621 $124,621 Benefits 0 0 0 0 0 Expenses 6,411 7,000 7,000 7,000 7,000 Town Funded Expenses $176,476 $140,335 $169,324 $131,621 $131,621 General Fund $167,184 $140,335 $169,324 $131,621 $131,621 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $167,184 $140,335 $169,324 $131,621 $131,621 XIII -33 Subprogram: Town Clerk Element: 8520 Board of Registrars Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Board of Selectmen appoints three citizens to the Board of Registrars for a three -year term. Registrars are responsible for promoting voter registration and participation, maintaining voter records, and monitoring adherence to M.G.L. election law. The Town Clerk serves as the Board's fourth member and acts as Clerk of the Board of Registrars. Staff regularly participates in the certification of ballot question petitions promulgated throughout the state. This budget element funds stipends for registrars, voter registration materials, annual town census, and the annual street list. HIGHLIGHTS: • Lexington is fully operational in the State's Central Voter Registration Information System (CVR). • Expanded technological capabilities provide residency and voter information in a computerized version. • As of June 2003, there were 18,868 registered voters in Lexington, comprised of 2,843 Republican, 7,888 Democrat, 9,046 Unenrolled, 36 Massachusetts Green Party, 31 Libertarian and 976 political affiliations. • Annual Street Listing/Census was sent to over 10,800 residences BUDGET ISSUES: • Enhancement of the Central Voter Registry requires ongoing financial support for technology and enhancement of computer skills and expertise. • Costs for voter confirmation and census mailings continue to rise due to postage rate increases. STAFFING: Three Registrars appointed by the Board of Selectmen, with the Town Clerk serving as the fourth Registrar. Chairman Mary C. Abegg (D), Luanna E. Devenis (R) and Ann H. Miller (R) [replacing retiring Registrar Connie Foster (R)]. The Town Clerk's Office provides staff support. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $1,710 $1,825 $1,825 $1,825 $1,825 Benefits 0 0 0 0 0 Expenses 18,676 21,300 21,300 21,300 21,300 Town Funded Expenses $20,386 $23,125 $23,125 $23,125 $23,125 General Fund $23,125 $23,125 $23,125 $23,125 $23,125 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $23,125 $23,125 $23,125 $23,125 $23,125 XIII -34 Subprogram: Town Clerk Element: 8530 Elections Town of Lexington FY 2005 DESCRIPTION OF SERVICES: Elections in Lexington, town, state or federal, are administered by the Town Clerk's Office. Administration includes monitoring of the candidate certification process and referenda and initiative Petitions. Staff also provide information on State Campaign Finance Law, election procedures for candidates, ballot initiatives, and voter information. Town Clerk's Office staff recruit and train poll workers, prepare election materials and absentee ballot requests, and oversee election preparations in coordination with support from various town departments including Public Works and Police Department personnel. Election results are tabulated by the Town Clerk's office. HIGHLIGHTS: • Following two unscheduled elections, a May 2002 Debt Exclusion vote and a successful June 2002 Special Election overturning the vote of Town Meeting amending the General Bylaw pertaining to a trash disposal fee, three elections scheduled for FY03 included the September 2002 State Primary, November 2002 State Election and March 2003 Annual Town Election. Additionally, a Proposition 2'h Override Vote was held June 2, 2003. School and municipal building renovations continue to impact voting facilities. • Redrawn State Senate and State Representative districts became effective January 2003, electing in November 2002 the Senator in General Court from the 3` & 4"' Middlesex Districts, and Representative in General Court from the 9 d ' & 15 Middlesex Districts. BUDGET ISSUES: • This element covers election staffing, the purchase of election materials and supplies, programming for Optical Scan operation and printing of paper ballots for Town Election. Budgeted expenses do not cover unscheduled election activity occurring on a more frequent basis. • The FY04 budget changes reflect a decrease from 3 in FY03 to 2 elections in FY04 — March 2004 Annual Town Election and March 2004 Presidential Primary. • While Lexington is well served by the Accu -Vote optical scan election system implemented in March 1999, election reform at the federal level (Help America Vote Act 2002) will impact the conduct of elections in 2004. • Ongoing improvements to town facilities at which polls are located necessitate continual adjustments to polling facilities to accommodate elections and ensure voter accessibility, often incurring additional facility overtime charges. STAFFING: Staff support is provided by the Town Clerk's Office. Reduction in one staff person due to budget cuts from the FY04 Override failure places a significant strain on election preparation. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $63,430 $40,170 $64,240 $64,240 $64,240 Benefits 0 0 0 0 0 Expenses 25,545 22,050 28,700 28,700 28,700 Town Funded Expenses $88,975 $62,220 $92,940 $92,940 $92,940 General Fund $83,370 $62,220 $92,940 $92,940 $92,940 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $83,370 $62,220 $92,940 $92,940 $92,940 XIII -35 Subprogram: Town Clerk Element: 8540 Archives & Records Management Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Records Management Program for the organization addresses inventory and retention of records and documents, proper maintenance and storage of records, preservation of historic documents, and public access to public records and information. Limited on -site storage and vault facilities and record retrievability needs support pursuit of electronic document management. HIGHLIGHTS: • Research, planning and initial phase -in of Electronic Document Management • Inventory of departmental records, including historical and vital records • Assessment of document preservation needs and development of Records Management Long Range Plan • Inclusion of the Zoning Bylaw and Development regulations in the updated Code of Lexington • Indexing of historic records and documents • Budget reductions made prior to defeated June 2, 2003 Proposition 2 % Override vote eliminated all funding for records preservation and proposed Archivist/Records Manager position for FY04. BUDGET ISSUES: • Funding for a dedicated staff Archivist (part- time), vital in overseeing the Records Management Program, remains unfunded due to budget restrictions. • Individual departmental staffing cuts jeopardize staff availability for records management responsibilities and initiatives. • Document retention and storage requirements emphasize the role of electronic document management and permanent storage and access to microfilm versions. • Approaches and funding requirements for preservation and microfilming of documents of permanent nature, including historic documents, will determine long -term record and information management plan and help to establish town archives. All funds have been eliminated for FY04. Future funding is critical to program viability. • Vault and storage facilities require enhancement/expansion to safely maintain all town records. • Codification of the Town's ordinances requires ongoing updates, with associated costs dependent upon enacted changes in bylaws, rules and regulations, etc. FY04 funding level is not expected to cover full cost of codification update. STAFFING: The Town Clerk serves as the Records Manager, with the assistance of a Records Management Committee comprised of representatives from various Town departments. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 11,150 2,125 9,300 2,125 2,125 Town Funded Expenses $11,150 $2,125 $9,300 $2,125 $2,125 General Fund $12,500 $2,125 $9,300 $2,125 $2,125 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $12,500 $2,125 $9,300 $2,125 $2,125 XIII -36 Program: Management Information Sys. Subprogram: 8600 Management Information Systems Town of Lexington FY 2005 Program Budget The NUS Department plans, implements and coordinates the use of technology in government operations to meet the business and information needs of the community. See the MIS DepartmentMission Statement, Goals and Objectives on the nextpage. Elements within FY2003 FY2004 FY 2005 FY 2005 FY 2005 subprogram 8600 Expended Appropriated Dept Request Recommended Appropriated 8610 MTS Admin_ $13,700 Program Totals XIII -37 8620 Webpage Dev $ 12,708 $13,700 $13,700 $13,700 $13,700 Program Totals Compensation $160,388 $153,280 $165,065 $165,065 $165,065 Benefits 0 0 0 0 0 Expenses 192,737 140,900 180,500 155,900 190,900 Town Funded Expenses $353,125 $294,180 $345,565 $320,965 $355,965 General Fund $302,584 $238,052 $289,437 $264,837 $355,965 Enterprise Funds 55,026 56,128 56,128 56,128 0 Directed Funding 0 0 0 0 0 Appropriated Resources $357,610 $294,180 $345,565 $320,965 $355,965 XIII -37 8600 Management Information Systems - Mission Statement, Goals & Objectives, Performance Measures MISSION STATEMENT: The Management Information Systems Department's mission is to provide high quality, cost effective information technology services to Town administration and staff so that they can best service citizens of the Town of Lexington. OBJECTIVES Upgrade and manage the Wide Area Network. '® No. Upgrade and manage the Local Area Network. No. Assure that the network is available and properly functioning during normal working hours 99.9% of the time. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of Town buildings connected to 2* Managers spend on troubleshootin 150 212 230 wide area network. Workload 0 8 9 9 9 Number of hours (weekly) wide area 61* 61* network is supported Workload 35 35 168 168 168 Percent of time wide area network is up and running properly. Efficiency /Outcome - 99.97% 99.9% 99.9% 99.9% Replace remaining category 3 wiring in the Town buildings with the most economical solution. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of buildings that need rewiring Outcome 4 2 1 1 1 OBJECTIVES No. Offer a variety of training opportunities to all employees. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of training classes held in training room Workload 25 154 46 62 70 Continue to support and enhance the Computer Managers' training. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of hours per month Computer Workload 1 1 1.5 2* 2* Managers spend on troubleshootin 150 212 230 Provide technical support to users so that workflow is uninterrupted. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of computer users supported Workload 150 212 230 184 184* Number of computer users served per FTE Efficiency 43.6 48 77 61* 61* FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. XIII -38 8600 Management Information Systems - Mission Statement, Goals & Objectives, Performance Measures OBJECTIVE No Provide support for all systems. Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of PCs supported Workload 155 188 200 195 195* Number of servers supported Workload 15 18 17 16 16* Number of workstations served per FTE Efficiency 50 62 67 70 70* Average monthly number of hours to correct Workload 3 21 20 18 18 systems problems Efficiency 20 50 20 20 20* OBJECTIVES Re- evaluate the function of the Town's Website. CZM Performance Measure Measure FY2001 FY2002 FY2003 FY2004 FY2005 Number of visitors to Website per month Workload 5,018 10,686 16,955 17,600 6 17,600 Total Number of Website Hits Workload * * * 39,000 39,000 Website Traffic generated monthly Workload 5gb 4.43gb* 4.43gb Number of Department Web Editors Workload 3 21 20 18 18 Hours /week Department Web Editors spent Workload NA 1 2 2 2 Percent of department webpages with Outcome 12% 80% 100% 80% 80% Size of Town Website Workload 70mb 200mb 1.0 b 1.44 b 1.5 b Notes Reflects wiring needs for the Town Hall Building 2 Training Classes Reduced in FY 2003 due to lack of access to training room and the end of Munis training 3 Estimated Training Classes for FY 2004 ° Number of Computer users has declined to reflect ERI and department consolidations 5 Number of Computers has remained constant due to use of temporary employees 6 Number of unique visitors to Website per month through 1/31/04 FY2004 statistics indicate the best data for the current year. FY2005 statistics indicate projected goals for the upcoming year. XIII -39 XIII -40 Element: 8610 MIS Administration Subprogram: Management Information Sys. Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: The Management Information Systems element supports the management of information technology. Maintenance of hardware and software for both school and town systems includes the financial system, Mums, as well as Facilities Maintenance Management Software. MIS also monitors hardware and software for property and excise tax billings, water, sewer, and recreation enterprise programs, payroll and retirement. MIS co- manages the Town Metropolitan Area Network that connects 27 buildings. Another significant area is operation and management (especially security) of the local area network that connects all 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. HIGHLIGHTS: • Wide Area Network reliability is constant at 99.9% • MIS partners with Town Finance Department for implementation of next phase of Munis Financial Software. • MIS installs and DPW Operations implements Workflow Software • All servers are now consolidated into one location due to integrity of Metropolitan Area Network • Servers were upgraded to Windows 2003. BUDGET ISSUES: • The MIS staff is responsible for maintaining, upgrading, troubleshooting all network and end -user equipment. • MIS manages training and support for end - users. • MIS is responsible for the back up and security of data on the Town Network. • MIS manages Annual Support Contracts for cross - department software. • MIS is also responsible for maintaining the Town's Web Site. • Additional funding is requested for equipment replacement, restoring funding to FY03 levels. STAFFING: 1 MIS Coordinator 2 Network Administrators FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $160,388 $153,280 $165,065 $165,065 $165,065 Benefits 0 0 0 0 0 Expenses 180,029 127,200 166,800 192,000 177,200 Town Funded Expenses $340,417 $280,480 $331,865 $357,065 $342,265 General Fund $288,884 $224,352 $275,737 $300,937 $286,137 Enterprise Funds 55,026 56,128 56,128 56,128 56,128 Directed Funding 0 0 0 0 0 Appropriated Resources $343,910 $280,480 $331,865 $357,065 $342,265 XIII -41 Subprogram: Management Information Sys. Element: 8620 Web Development Town of Lexington FY 2005 Program Budget DESCRIPTION OF SERVICES: This element supports the maintenance and further development of the Town's Web presence to provide more interactive services, a "Virtual Town Hall ", to the community. HIGHLIGHTS: • An average of 16,000 visitors per month access the Town of Lexington Web Site. • Content Management plans have been implemented to ensure accuracy and timeliness of information posted to the Web. Departments will now post information directly to the Web site. • Tourism site has been upgraded. • Assessors' records go online. • The town website will provide fillable forms that allow customers to send information to town departments. BUDGET ISSUES: • Costs associated with the existing site maintenance and development includes annual outsourcing fees and enhancements such as the electronic version of the Town Code and Assessor's Records. Other enhancements are under consideration for future development. STAFFING: Web development is managed and maintained by MIS and Web Editors from all Town Departments. FY2003 FY2004 FY 2005 FY 2005 FY 2005 Element Totals Expended Appropriated Dept Request Recommended Appropriated Compensation $0 $0 $0 $0 $0 Benefits 0 0 0 0 0 Expenses 12,708 13,700 13,700 13,700 13,700 Town Funded Expenses $12,708 $13,700 $13,700 $13,700 $13,700 General Fund $13,700 $13,700 $13,700 $13,700 $13,700 Enterprise Funds 0 0 0 0 0 Directed Funding 0 0 0 0 0 Appropriated Resources $13,700 $13,700 $13,700 $13,700 $13,700 XIII -42 Section XIV: Capital Budaet Program 9000 Program: 9000 Capital Budget Town of Lexington FY2005 Program Budget This program accounts for the Recommended FY2005 Capital Budget and five -year Capital Improvements Program. FY2005 capital projects within the General Fund are all recommended for bond authorization, in order to add funds to the Stabilization Fund. Enterprise capital projects are recommended for cash or debt financing dependindg on the magnitude of the projects and the balance in the funds. See Capital Investment/Debt Management section for further explanation of the policy framework and current issues. Specific capital projects and recommendations are detailed on each subprogram and element page. GENERAL FUND CASH CAPITAL 9100 Education $ 185,000 $ 185,000 $ - $ - $ - 9200 Shared Expenses $ - $ - $ 489,868 $ 489,868 $ 807,322 9300 Community Services $ 1,044,500 $ 1,044,500 $ 500,000 $ 500,000 $ 500,000 9400 Public Safety $ - $ - $ - $ - $ - 9500 Culture and Recreation $ 30,000 $ 30,000 $ - $ - $ - 9600 Social Services $ - $ - $ - $ - $ - 9700 Community Development $ - $ - $ - $ - $ - 9800 General Govemment $ - $ - $ - $ - $ - ENTERPRISE CASH CAPITAL 9300 Community Services $ 553,000 $ 553,000 $ 1,150,000 $ 1,150,000 $ 1,150,000 9500 Culture and Recreation $ 300,000 $ 300,000 $ 130,000 $ 130,000 $ 130,000 h 11 ►111. 10 DINO CI 1101.11 9100 Education $ 1,180,000 $ 1,180,000 $ 940,000 $ 690,000 $ 940,000 9200 Shared Expenses $ - $ - $ - $ - $ 335,000 9300 Community Services $ 685,000 $ 685,000 $ 1,220,000 $ 890,000 $ 850,000 9400 Public Safety $ - $ - $ 344,600 $ 345,000 $ 345,000 9500 Culture and Recreation $ - $ - $ 35,000 $ 35,000 $ 35,000 9800 General Govemment $ - $ - $ - $ - $ - ENTERPRISE FUND DEBT State Aid $ 610,000 $ 610,000 $ 460,000 9300 Community Services $ 400,000 $ 400,000 $ 450,000 $ 450,000 $ 450,000 OTHER METHODS OF FINANCING (Debt Exclusion, State Aid) 1,307,322 Enterprise Cash 9100 Education $ 32,150,000 $ 32,150,000 $ - $ - $ - 9300 Community Services $ 7,610,000 $ 7,610,000 $ 460,000 $ 460,000 $ 460,000 9400 Public Safety $ - $ - $ - $ - $ - 9500 Culture and Recreation $ 3,400,000 $ 3,400,000 $ - $ - $ - Program Totals General Fund Cash $ 1,259,500 $ 1,259,500 $ 989,868 $ 989,868 $ 1,307,322 Enterprise Cash $ 853,000 $ 853,000 $ 1,280,000 $ 1,280,000 $ 1,280,000 General Fund Debt $ 1,865,000 $ 1,865,000 $ 2,539,600 $ 1,960,000 $ 2,505,000 Enterprise Fund Debt $ 400,000 $ 400,000 $ 450,000 $ 450,000 $ 450,000 Debt Exclusion $ 42,550,000 $ 42,550,000 $ - $ - $ - State Aid $ 610,000 $ 610,000 $ 460,000 $ 460,000 $ 460,000 Total Resources S 47,537,500 S 47,537,500 S 5,719,468 S 5,139,868 S 6,002,322 XIV -1 XIV -2 Subprogram: 9100 Education Program: Capital Budget Town of Lexington FY2005 Program Budget Facilities of the Lexington Public Schools include six elementary schools, two middle schools, and one high school complex, along with furniture, technology, and equipment. Total capital assets are valued in excess of $96,000,000. A comprehensive renovation project for the high school and two middle schools at a total project cost of $52,235,000 is nearly completed, but 59% state reimbursement has not yet begun. Planning funds were requested in FY2001 for a comprehensive renovation project for the elementary schools. These planning cost will be included in the project as submitted for state reimbursement approval. On May 20, 2002, voters approved a debt exclusion to design, construct, originally equip and furnish two new elementary schools to replace the current Fiske and Harrington Elementary Schools; a total project cost of $32,150,000 was authorized by a Special Town Meeting. Approval has been given for state reimbursement but the timing is uncertain. The overall capital plan is being scrutinized in light of a likely delayed schedule for renovating or replacing the six elementary schools. Remodeling/ Construction of Tow 32,150,000 - - - - Schools (DE) School Capital Project - Diamond Middle 1,100,000 - - - - School & High School (GD) School Technology (GC) 185,000 - - - - Clarke Gym Floor Replacement (GD) 80,000 - - - - High School Accoustical Modifications _ 1,500,000 - - - (GD) Diamond Gym Floor Replacement (GC) - 125,000 - - - Hastings Stress Crack (GD) 85,000 85,000 85,000 Harrington Gym Floor Replacement _ 65,000 55,000 55,000 55,000 (GC /GD) Estabrook Roof (GD) 85,000 85,000 85,000 High School Indoor Track (GD) 100,000 100,000 100,000 High School Auditorium Upgrades (GD) 165,000 165,000 165,000 High School Partial Roof Replacement 75,000 75,000 75,000 (GD) Hastings - Replacement of Shingle Roof _ _ 125,000 125,000 125,000 (GD) Technology Upgrades (GD) 250,000 (a) 250,000 Total Capital 33,515,000 1,690,000 940,000 690,000 940,000 Subprogram Totals General Fund Cash 185,000 125,000 - - - Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) 1,180,000 1,565,000 940,000 690,000 940,000 Enterprise Fund Debt - - - - - Debt Exclusion 32,150,000 - - - - State Aid - - - - - Total Resources The School 33,515,000 was moved to the 1,690,000 940,000 override in order to establish 690,000 940,000 annual Letters in parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid XIV -3 XIV -4 Subprogram: Education Element: Hastings Foundation Stress Crack Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 The funds requested are for evaluation of the repair of the foundation stress crack at the Hastings Elementary School. A minor crack from nine years ago has expanded along the rear exterior wall starting at the loading dock. The estimated cost includes design and repair. This project will address serious safety concerns. The foundation at the end of the building, where this crack appears, was built partially on ledge and partially in soil. The soil based portion of the foundation has experienced some settling. The foundation wall continues to be a problem and the services of a structural engineering consultant will be employed to determine the proper resolution. PROJECT TIMEFRAME: This project will be started in FY05. OPERATING BUDGET IMPACT: The on -going maintenance involved with the crack would be reduced. Such maintenance includes the caulking of the windows when the wall pulls away from the frame, and the pointing of joints in the block wall. The Maintenance Department would have to empty the storage room and, after construction, paint the room and restore all the supply stock. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 85,000 0 0 0 0 85,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $85,000 $0 $0 $0 $0 $85,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 85,000 0 0 0 0 85,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $85,000 $0 $0 $0 $0 XIV -5 $85,000 Subprogram: Education Element: Harrington Gym Floor Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 The Harrington Elementary School gym floor needs to be replaced. Requested funds are for the removal and replacement of the gym floor. This project was pushed back a year after it was determined that asbestos abatement will be required, which increased the project cost. An amount of $65,000 toward the project cost was appropriated and placed in a stabilization fund by the 2003 Town Meeting This project will address serious safety issues. Normal wear of the maple wood gym floor over its life has deteriorated the playing surface. Broken floorboards, dead spots, and floorboard separation are apparent and area safety concern. The sub floor tested positive for asbestos containing materials. The mastic under the floor is considered hazardous material and must be appropriately abated. Removal of the mastic will be done by shot blasting. Then a contractor will prepare the floor surface for the installation of the new floor. PROJECT TIMEFRAME: The construction for this project will be performed during the summer. There should be minimal impact with school activities. OPERATING BUDGET IMPACT: Anew gym floor will save time in repairing and cleaning. Otherwise, the gym floor will minimally impact the operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 55,000 0 0 0 0 55,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $55,000 $0 $0 $0 $0 $55,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 55,000 0 0 0 0 55,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $55,000 $0 $0 $0 $0 $55,000 XIV -6 Subprogram: Education Element: Estabrook Roof Town of Lexington FY 2005 DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 3 The roof at the Estabrook Elementary School is in need of replacement. Repairs in FY2005 will provide a three to five -year fix. Completely replacing the roof is in the five year plan for FY2009. PROJECT TIMEFRAME: This project will be started in FY05 and completed in the least amount of time possible so as not to disrupt the students and staff. OPERATING BUDGET IMPACT: Anew roof will reduce roof repair and interior cleanup costs. Construction will be outside with minimal impact to the school staff Custodians will not have to protect the interior, saving manpower time. Contractors will not have to be hired to patch roof leaks, which will save money. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 85,000 0 0 0 550,000 85,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $85,000 $0 $0 $0 $550,000 $85,000 General Fund Cash $0 $0 $0 $0 $550,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 85,000 0 0 0 0 85,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $85,000 $0 $0 $0 $550,000 $85,000 XIV -7 Subprogram: Education Element: High School Indoor Track Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 4 The high school indoor track is in need of replacement to address serious safety concerns. The track is a 35- year -old rubber and cork track that has caused increased incidents of sports related injuries. The total cost of replacement is $183,000, $83,000 has been raised through private fundraising efforts. PROJECT TIMEFRAME: This project will be done during FY2005. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 100,000 0 0 0 0 100,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $100,000 $0 $0 $0 $0 $100,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 100,000 0 0 0 0 100,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $100,000 $0 $0 $0 $0 $100,000 XIV -8 Subprogram: Education Element: High School Auditorium Upgrades Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 5 The High School Auditorium lighting project is needed to replace a very old system that is currently in place. The current system is in very poor condition. Further repair to the equipment becomes increasingly expensive and unsatisfactory. The Auditorium also is in need of repairs to seating, handicap access, and stage area. These upgrades will address serious safety concerns. PROJECT TIMEFRAME: The lighting equipment will be purchased and installed in FY2005. Other repairs are scheduled for FY2009. OPERATING BUDGET IMPACT: A new lighting system will reduce repair costs. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 165,000 0 0 0 250,000 165,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $165,000 $0 $0 $0 $250,000 $165,000 General Fund Cash $0 $0 $0 $0 $250,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 165,000 0 0 0 0 165,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $165,000 $0 $0 $0 $250,000 $165,000 XIV -9 Subprogram: Education Element: High School Partial Roof Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 6 The High School recently went through a renovation project. However, replacement of some roof sections were not part of the project. The roofs over the Science Building and the Gym now need to be replaced. The roofs are currently at the end of their design life and patching in various places is on going. Additional roof work will be needed in FY2008. PROJECT TIMEFRAME: This project will be started in FY05 and completed in FY08. OPERATING BUDGET IMPACT: Anew roof will reduce roof repair and interior cleanup costs. Construction will be outside with minimal impact to the school staff Custodians will not have to protect the interior, saving manpower time. Contractors will not have to be hired to patch roof leaks, which will save money. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 75,000 0 0 200,000 0 75,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $75,000 $0 $0 $200,000 $0 $75,000 General Fund Cash $0 $0 $0 $200,000 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 75,000 0 0 0 0 75,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $75,000 $0 $0 $200,000 $0 $75,000 XIV -10 Subprogram: Education Element: Hastings Shingled Roof Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 7 The roof over the gym area at the Hastings Elementary School needs to be replaced. It is a shingle roof at the end of its design life. The roof leaks and eventually minor patching will not suffice. PROJECT TIMEFRAME: This project will be started in FY05. OPERATING BUDGET IMPACT: Anew roof will reduce roof repair and interior cleanup costs. Construction will be outside with minimal impact to the school staff Custodians will not have to protect the gym floor, saving manpower time. Contractors will not have to be hired to patch roof leaks, which will save money. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 125,000 0 0 0 0 125,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $125,000 $0 $0 $0 $0 $125,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 125,000 0 0 0 0 125,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $125,000 $0 $0 $0 $0 $125,000 XIV -11 Subprogram: Education Element: Technology Upgrades Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 8 Lexington Public Schools has developed a technology plan based on the Massachusetts Department of Education Technology Standards that focuses on integrating technology into the curriculum. The advancement of technology continues to make our existing equipment obsolete. Classrooms, which were converted to computer labs, are inadequately powered and lack sufficient data drops. Funding for the maintenance of technological equipment, replacement of student computers, and upgrading the server was originally submitted as a multi -year capital request At a summit meeting on February 25, 2004 it was decided to include this funding on a list of items for an override referendum. Throughout the budget process and at Town Meeting, it was decided that more time was necessary to holistically study and plan the district's technology needs. This request is just to meet the anticipated technology needs during FY 2005. The project will fund: • 10 laser printers • 4 servers • Peripherals, small equipment & supplies for hardware • 194 computers • Contingencies PROJECT TIMEFRAME: Machines will be purchased as needed throughout FY2005 and beyond. OPERATING BUDGET IMPACT: Machines purchased through this one -time capital purchase will require ongoing maintenance and support from school technology staff. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 0 250,000 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $0 $250,000 General Fund Cash 0 0 0 0 0 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 250,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $0 $250,000 XIV -12 Subprogram: Education Element: Harrington Boiler Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 9 The boilers at the Harrington School need to be replaced. This will be a worthwhile effort, especially if the building will be used for swing space while other schools are under construction. PROJECT TIMEFRAME: This project is planned for FY2006. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 1,600,000 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $1,600,000 $0 $0 $0 $0 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 1,600,000 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $1,600,000 $0 $0 $0 $0 XIV -13 Subprogram: Education Element: Hastings Mechanical Upgrades Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 10 Hastings mechanical systems are in need of upgrades in FY2006. Maintenance of these units is becoming an everyday occurrence. Upgrades will improve air circulation throughout the school. Final conversion of mechanical systems at Hastings are requested for FY2008. PROJECT TIMEFRAME: This project will be implemented in FY2006 and FY2008. OPERATING BUDGET IMPACT: Upgrading a mechanical system with new efficient equipment, in general, has a positive impact on an operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 872,000 0 0 Equipment 0 100,000 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $100,000 $0 $872,000 $0 $0 General Fund Cash $0 $100,000 $0 872,000 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $100,000 $0 $872,000 $0 $0 XIV -14 Subprogram: Education Element: Estabrook Emergency Generator Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 11 Estabrook is without an emergency generator. If funding is ever received for a new Estabrook, this generator could be used at the new school. PROJECT TIMEFRAME: This request is for FY2006. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2004 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 200,000 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $200,000 $0 $0 $0 $0 General Fund Cash $0 $200,000 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $200,000 $0 $0 $0 $0 XIV -15 Subprogram: Education Element: Bowman Elementary Roof Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 12 The flat roof at the Bowman Elementary School leaks in various places. A short-term solution of re- seaming the joints of the rubber roof was considered, but at this point a completely new roof is needed. PROJECT TIMEFRAME: This project will be started in FY07. OPERATING BUDGET IMPACT: Anew roof will reduce roof repair and interior cleanup costs. Construction will be outside with minimal impact to the school staff Custodians will not have to protect the interior floor, saving manpower time. Contractors will not have to be hired to patch roof leaks, which will save money. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 600,000 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $600,000 $0 $0 $0 General Fund Cash $0 SO $600,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $600,000 $0 $0 $0 XIV -16 Subprogram: Education Element: Clarke Middle School Roof Repair Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 13 Clarke Middle School recently went through a renovation project However, replacement of some roof sections was not part of the project. These sections need to be replaced. These roofs are currently at the end of their design life and patching in various places is ongoing. PROJECT TIMEFRAME: This project will be started in FY07. OPERATING BUDGET IMPACT: Anew roof will reduce roof repair and interior cleanup costs. Construction will be outside with minimal impact to the school staff Custodians will not have to protect the interior, saving manpower time. Contractors will not have to be hired to patch roof leaks, which will save money. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 270,000 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $270,000 $0 $0 $0 General Fund Cash $0 $0 $270,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $270,000 $0 $0 $0 XIV -17 Subprogram: Education Element: High School Facia Repairs on Fieldhouse Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: The High School Fieldhouse is in need of facia repairs. PROJECT TIMEFRAME: This project will be started in FY07. OPERATING BUDGET IMPACT: DEPARTMENT PRIORITY: 14 Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 85,000 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $85,000 $0 $0 $0 General Fund Cash $0 $0 $85,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $85,000 $0 $0 XIV -18 $0 Subprogram: Education Element: Diamond Generator Town of Lexington FY 2005 Program Budg DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 15 The Diamond Middle School generator is not large enough to run the refrigerator units within the school, and there have been losses as a result of this. The new generator may be usable in another location depending on the outcome of a report from Power Products. PROJECT TIMEFRAME: This project will be started in FY07. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 200,000 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $200,000 $0 $0 $0 General Fund Cash $0 $0 $200,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $200,000 $0 $0 $0 XIV -19 Subprogram: Education Element: Diamond Theatrical Lighting Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 16 The theatrical lighting at the Diamond auditorium needs to be replaced. The existing lighting does not work correctly with the new stage, and currently many in the audience are not able to see performances due to the lighting and location not being correct. The electrical wiring is the original wiring to the school. PROJECT TIMEFRAME: This project will be started in FY08. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 150,000 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $150,000 $0 $0 General Fund Cash $0 $0 $0 $150,000 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $150,000 $0 $0 XIV -20 Subprogram: Education Element: Harrington Window Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 17 The windows at the Harrington School are the original wooden sash windows. The windows are not economical and need to be replaced. PROJECT TIMEFRAME: This project is planned for FY2008. OPERATING BUDGET IMPACT: Replacement windows would save money on energy. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2004 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 750,000 0 0 Equipment 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $750,000 $0 $0 General Fund Cash $0 $0 $0 $750,000 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $750,000 $0 $0 XIV -21 Subprogram: Education Element: Bridge Mechanical Upgrades Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 18 Mechanical upgrades to the current original boiler and burner need to be considered. PROJECT TIMEFRAME: This project will be implemented in FY2009. OPERATING BUDGET IMPACT: Upgrading a mechanical system with new efficient equipment, in general, has a positive impact on an operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 50,000 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $50,000 $0 General Fund Cash $0 $0 $0 $0 $50,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $50,000 $0 XIV -22 Subprogram: Education Element: Bowman Mechanical Upgrades Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 19 Mechanical upgrades to the current original boiler and burner need to be considered. PROJECT TIMEFRAME: This project will be implemented in FY2009. OPERATING BUDGET IMPACT: Upgrading a mechanical system with new efficient equipment, in general, has a positive impact on an operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 50,000 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $50,000 $0 General Fund Cash 0 0 0 0 50,000 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $50,000 $0 XIV -23 Subprogram: Education Element: Central Office Building Repairs Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 20 The School Administration Building is in need of much work. This work will not only be cosmetic, but much of the work will be structural in nature to address serious safety concerns. Some of the structural needs are foundation issues, electrical issues, fire alarm problems, and building settling issues. The possibility exists to fund this project in conjunction with a grant from the state to restore the exterior of the building. PROJECT TIMEFRAME: This project will be implemented in FY2009. OPERATING BUDGET IMPACT: This project will save money and staff time on building maintenance. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 550,000 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $550,000 $0 General Fund Cash $0 $0 $0 $0 $550,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $550,000 $0 XIV -24 Program: Capital Budget Subprogram: 9200 Shared Expenses Town of Lexington FY2005 Program Budget This subprogram provides for capital investment in shared school -town physical assets, such as support for technology and the wide area network. In addition, funding mechanisms in support of long -term capital policies are included in this subprogram. Specific examples include stabilization fund appropriations and short-term borrowing costs. Stabilization Fund (GC) 111,142 489,868 489,868 807,322 Laconia Street Acceptance (GD) - - - - 335,000 Total Capital 111,142 489,868 489,868 1,142,322 Subprogram Totals General Fund Cash - 111,142 489,868 489,868 807,322 Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) _ _ _ 335,000 Enterprise Fund Debt _ _ _ _ _ Debt Exclusion - - - State Aid _ _ _ Total Resources 111,142 489,868 489,868 1,142,322 * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid XIV -25 XIV -26 Subprogram: Shared Expenses Element: Stabilization Fund Town of Lexington FY 2005 Prc DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 A stabilization fund is one mechanism for a municipality to accumulate cash reserves for future needs. Several times in recent years funds have been appropriated into the stabilization fund in one year with the intent of using the funds in a subsequent year toward the large cost of a specific project. This was done with the ladder truck in FY98 and 99, and with an ambulance in FY2001. The 2003 Annual Town Meeting appropriated $111,142 to the stabilization fund with the intention of applying these funds toward the cost of replacing Engine 2 in FY2005. Lexington recently maintained its Aaa bond rating from Moody's, but this was cautioned with a negative outlook. The Moody's report pointed to reduced cash reserves, the failed override, and the use of the pension holiday as signs of financial weakness. One of the steps to address these issues is a recommendation to build up the stabilization fund by retaining the $111,142 balance in the stabilization fund, and adding to it $807,322 for FY2005. This will establish just under one million dollars in the Stabilization Fund and creates a good start for creating long -term reserves. PROJECT TIMEFRAME: OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 484,868 0 0 0 0 807,322 Total Cost Estimates $484,868 $0 $0 $0 $0 $807,322 General Fund Cash $484,868 $0 $0 $0 $0 $807,322 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $484,868 $0 $0 $0 $0 $807,322 XIV -27 Subprogram: Shared Expenses Element: Laconia Street Acceptance Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 At the 2004 Annual Town Meeting, neighborhood residents petitioned the Town to accept and improve 1900 feet, more or less of Laconia Street, as laid out by the Selectmen and shown upon a plan on file in the office of the Town Clerk, dated January 5, 2004. Through conditions of the acceptance, the neighborhood has agreed to create a betterment district to pay for the improvement of the street. In order to expedite the project, Town Meeting agreed to borrow funds to complete the project and allow citizens to repay the money over time. PROJECT TIMEFRAME: Funds will be borrowed in FY 2005, construction should occur in 2005. OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 335,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $0 $335,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 335,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $0 $335,000 XIV -28 Program: Capital Budget Subprogram: 9300 Community Services Town of Lexington FY2005 Program Budget The Department of Public Works is responsible for maintenance, repair, and construction of water and sewer infrastructure, streets, buildings, equipment, and recreational facilities. Funding comes from a combination of enterprise funds, the general fund, and state aid. On May 20, 2002, voters approved a debt exclusion for improvements to Town streets; a total project cost of $7,000,000 was authorized by a Special Town Meeting. Landfill Closure (GD) - 450,000 - - - DPW Equipment (GC) 214,500 - - - - DPW Equipment (GD) - 100,000 500,000 365,000 370,000 DPW Equipment (EC) 113,000 35,000 - - - Town Building Envelope (GC) - 60,180 - - - Town Building Envelope (GD) 685,000 180,000 485,000 385,000 340,000 Street Improvements (SA) 450,000 460,000 460,000 460,000 460,000 Street Improvements (GC) 650,000 500,000 500,000 500,000 500,000 Street Improvements (GD) - - 40,000 40,000 40,000 Street Improvements (DE) 7,000,000 - - - - Storm Sewer Improvements (EC) 100,000 150,000 150,000 150,000 150,000 Traffic Improvements (GC) 180,000 - - - - Traffic Improvements (GD) - - 95,000 - - Sidewalk Improvements (GD) - - 100,000 100,000 100,000 Water Disfn Improvement Program (EC) 340,000 400,000 400,000 400,000 400,000 Water Disfn Improvement Program (ED) 400,000 340,000 450,000 450,000 450,000 Water Disfn Improvement Program (SA) 160,000 160,000 - - - Sanitary Sewer Improvements (EC) - 75,000 600,000 600,000 600,000 Total Capital 10,292,500 2,910,150 3,750,000 3,450,000 3,410,000 Suboroeram Totals General Fund Cash 1,044,500 560,180 500,000 500,000 500,000 Enterprise Fund Cash 553,000 660,000 1,150,000 1,150,000 1,150,000 Gen. Fund Debt (Levy Limit) 685,000 730,000 1,220,000 890,000 850,000 Enterprise Fund Debt 400,000 340,000 450,000 450,000 450,000 Debt Exclusion 7,000,000 - - - - State Aid 610,000 620,000 460,000 460,000 460,000 Total Resources 10,292,500 2,910,150 3,750,000 3,450,000 3,410,000 XIV -29 * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED)= Enterprise Fund Debt, (DE)= Debt Exclusion, and (SA) =State Aid XIV -30 Subprogram: Community Services Element: Equipment Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 The Department of Public Works has an inventory of 146 pieces of equipment. There are 118 vehicles ranging from sedans to construction vehicles and 28 pieces of specialized equipment including pumps, rollers, sprayers and mowers. Each piece of equipment is inventoried with original and current replacement cost, state of condition and replacement time interval. Replacement intervals vary from 5 to 25 years, and are based on Manufacturer's recommendations. The selection of vehicles to be replaced begins with the proposed replacement date. Then each vehicle is assessed as to its mechanical condition and work requirements. A lack of a detailed replacement schedule would cause haphazard inventory and replacement of machinery. This could lead to budget problems if a piece of machinery had to be replaced in an emergency and personnel safety issues if the machinery was operated beyond its reasonable life span. The systematic replacement program defines what equipment is expected to need replacement during the next five years, with the intent of preventing any unexpected emergency purchases. Annual updates are conducted by the Road Machinery Division and reviewed by the Manager of Operations and the Director of Public Works. The following equipment will be replaced in FY 2005: • 10 -wheel dump with plow /underscraper (1967) — replace with 6 -wheel • 1 ton pickup with plow package (1989) • 1 ton truck with plow /plow package (1990) • 1 ton dump with plow /plow package and boom (1990) • utility vehicle (1989) • sander bodies (1994) • pothole patch trailer (new) PROJECT TIMEFRAME: This is an annual capital request. OPERATING BUDGET IMPACT: This program impacts the operating budget by saving staff time and money. DPW employees spend less time repairing old and aging pieces of equipment and buying parts to fix equipment that is beyond its useful life. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 365,000 370,000 350,000 300,000 340,000 370,000 Contingency 0 0 0 0 0 0 Total Cost Estimates $365,000 5370,000 $350,000 $300,000 5340,000 $370,000 General Fund Cash $0 $370,000 $222,000 $160,000 $340,000 $0 Enterprise Fund Cash 0 0 128,000 140,000 0 0 General Fund Debt 365,000 0 0 0 0 370,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $365,000 5370,000 $350,000 $300,000 $340,000 $370,000 XIV -31 Subprogram: Community Services Element: Building Envelope Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 This request contains construction repair /replacement projects for the maintenance and upgrade of municipal buildings systems. The 2003 -2004 Statement of Values set the value of Town Buildings at $36.4 million exclusive of school buildings. Thus far in the program, projects that are given top priority are those that are considered most vital to preventing deterioration and those that present a safety hazard. Many of the projects that fall under the umbrella of this program can have a considerable impact on future operating and capital costs. This Building Envelope proposal contains a $50,000 annual request towards improving Americans with Disabilities Act (ADA) accessibility standards in public buildings, like ramps, entrances, doors, doorways, restrooms, signs and curb cuts. These improvements are important because achieving accessibility will greatly benefit people with disabilities, the elderly, and parents with small children. Safety will be enhanced for the above populations, as well as their ability to receive Town services. FY 2005 Appropriation- $340,000 1. Re- sleeve Town Office Building Elevator - $ 85,000 2. Cary Hall Audio /Visual - $ 150,000 3. ADA Auto Open Cary Hall Front Doors - $ 50,000 4. Facilities Studies - $ 50,000 FY 2006 Possible Request - $1,000,000 1. Upgrade and Expand Westview Cemetery Bldg 2. Police Station Elevator 3. Old Res. Bldg., Golf Course Club House & Park Dept. Bldg. Upgrades 4. ADA Upgrades The longer we postpone needed building repairs /replacements, the more time and money we will spend responding to leaky roofs, aging plumbing systems or antiquated electrical systems. As a rule, it will cost more to make a repair on an emergency basis than it would if the same repair /replacement could have been scheduled on a non - emergency basis. Preparing for building facility repair and replacement will keep the costs of those repairs down and keep the public buildings in good shape. The value of requests for years FY05 through FY09 is based upon 2.5% of the total asset value of non - school public buildings, an industry standard. PROJECT TIMEFRAME: This is an on -going capital request, as the public building infrastructure will always need to be maintained, repaired, and up graded. OPERATING BUDGET IMPACT: The projects within this program do not increase the size of the public building stock and therefore do not result in increased utility usage or maintenance costs. The building systems improvements tend to be more efficient than the systems they replace and tend to decrease operating and maintenance costs but the exact amount is difficult to quantify in the aggregate. Town construction administration costs are $60,000 to $80,000 per year. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 385,000 1,000,000 1,000,000 1,000,000 1,000,000 340,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $385,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $340,000 General Fund Cash $0 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 385,000 0 0 0 0 340,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $385,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $340,000 XIV -32 Subprogram: Community Services Element: Street Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 3 This request is for the annual street resurfacing program. This funding will allow for the proper maintenance and repair of Lexington's streets, increasing their quality and safety. This funding request is in addition to the 2002 override $7 million resurfacing program which will begin its second of four phases this summer. The request includes $500,000 of Town funds from the 2001 override, along with Chapter 90 funds which are estimated to be $460,000 in FY2005, the balance of $40,000 will be bonded with the other cash capital projects. PROJECT TIMEFRAME: Spring 2005 OPERATING BUDGET IMPACT: The operating impact of the program is labor costs for construction inspection and administration. For the base funding level, these costs are about $100,000 per year. For any supplemental funding level inspection would not be funded out of the operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 75,000 75,000 100,000 100,000 110,000 75,000 Construction 925,000 1,025,000 1,100,000 1,200,000 1,290,000 925,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $1,000,000 $1,100,000 $1,200,000 $1,300,000 $1,400,000 $1,000,000 General Fund Cash $500,000 $640,000 $730,000 $830,000 $920,000 $500,000 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 40,000 0 0 0 0 40,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 460,000 460,000 470,000 470,000 480,000 460,000 Total Resources $1,000,000 $1,100,000 $1,200,000 $1,300,000 $1,400,000 $1,000,000 XIV -33 Subprogram: Community Services Element: Storm Sewer Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 4 This request will provide funds for drainage system repairs associated with the Annual Street Improvement Program. Recent experience has shown that in some instances drainage structures on streets to be resurfaced are seriously deteriorated. These funds will be used to repair existing drainage structures on streets to be resurfaced in order to eliminate damage to the new pavement. PROJECT TIMEFRAME: This is an on going program. OPERATING BUDGET IMPACT: This project will have no impact on the operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 SO Design/Engineering 0 25,000 25,000 30,000 30,000 0 Construction 150,000 310,000 320,000 330,000 335,000 150,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $150,000 $335,000 5345,000 $360,000 $365,000 $150,000 General Fund Cash $0 $0 $0 $0 $0 SO Enterprise Fund Cash 150,000 335,000 345,000 360,000 365,000 150,000 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $150,000 $335,000 5345,000 5360,000 $365,000 $150,000 XIV -34 Subprogram: Community Services Element: Traffic Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 5 These funds are requested for design engineering services related to signalization and geometric improvements at Mass. Avenue & Maple Street, and a signal upgrade at Concord Avenue & Waltham Street. Funds will be requested in FY06 for the construction at Mass Ave. an Maple Street, and in FY08 to fund traffic calming improvements on Bedford Street at the Battle Green. This project would replace the neckdowns and traffic islands put in place coincident with the reopening of Harrington Road with penn anent materials. PROJECT TIMEFRAME: OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 350,000 30,000 500,000 200,000 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $350,000 $30,000 $500,000 $200,000 $0 General Fund Cash $0 $350,000 $30,000 $500,000 $200,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $350,000 $30,000 $500,000 $200,000 $0 XIV -35 Subprogram: Community Services Element: Sidewalk Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 6 This request is for $100,000 to begin a sidewalk maintenance /construction program. The work will focus on school areas to increase the safety of children walking to school. New sidewalks will be constructed at Bowman and Hastings Schools. In addition, it is planned to update the 1981 Sidewalk Master Plan. Sidewalks have been neglected for many years, and as with the streets when they were neglected, they have suffered significant deterioration. These funds will allow improvements to existing sidewalks as well as limited installation of new sidewalks approaching schools. This program will improve pedestrian safety and will diminish liability for injuries to pedestrians. PROJECT TIMEFRAME: This is an on going program. OPERATING BUDGET IMPACT: The cost for construction, inspection, and administration for this program is expected to be about $25,000 per year. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 100,000 105,000 110,000 115,000 115,000 100,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $100,000 $105,000 $110,000 $115,000 $115,000 $100,000 General Fund Cash $100,000 $105,000 $110,000 $115,000 $115,000 $100,000 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $100,000 $105,000 $110,000 $115,000 $115,000 $100,000 XIV -36 Subprogram: Community Services Element: Water Distribution System Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 7 We request $850,000 to fund improvements to the Town's water distribution system. The objectives of this program are to improve water quality, pressure, and fire protection capabilities and to reduce the frequency and severity of water main breaks. 2007 will mark the completion of a program to replace or reline all small diameter unlined water mains in Lexington. Expenditures in future years are based on keeping pace with the depreciation of the system. Requested FY2005 Appropriation - $850,000 2005 Relay Audubon Rd. 2005 Relay Marrett Road from Ric. 128 to near Forbes Road 2005 Relay Marrett Road from Rte. 128 to Wilson Road 2005 Relay Bird Hill Road 2005 Relay Fern Street 2005 Relay Rockville Avenue Supplemental Roadway Work Allowance FY2006 - $850,000 2006 Clean & Line Hill St. Bedford St. Golf Course 6 3000 2006 Clean & Line Hilltop Ave. 6 720 2006 Clean & Line Lockwood Rd 6 500 2006 Clean & Line Prospect Hill Rd 6 1550 2006 Clean& Line Revere St. 6 1937 2006 Service Work Bedford St. Worthen Rd. N. Hancock 6 4500 Connect Hancock Ave. Hancock Ave. Camilla Place 8 100 Relay Marrett Rd Lincoln Elena 8 560 Supplemental Roadway Work Allowance FY2007 - $800,000 Relay Waltham St. Mass. Ave. Forest St. 8 1500 Service Work Waltham St. Forest Grapevine 8 3500 Relay Hancock St. Mass. Ave. Bikepath 6 500 Relay School St. Marrett Rd 300 6 300 Relay Hastings Rd 6 430 Relay Lincoln School Middleby 12 1560 These water mains were installed prior to 1929, have poor water quality and in some cases do not provide adequate fire protection. The program also addresses water mains which have had multiple breaks. This program would reline, replace or abandon all small diameter unlined water main and reduce the frequency and severity of water main breaks. PROJECT TIMEFRAME: This is an annual program. OPERATING BUDGET IMPACT: The operating impact of the program is labor costs for construction inspection and administration which is expected to be about $90,000 per year. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 850,000 850,000 800,000 800,000 500,000 550,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates 550,000 550,000 500,000 500,000 500,000 $550,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 400,000 0 0 0 0 400,000 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 450,000 850,000 800,000 800,000 500,000 450,000 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $550,000 $550,000 $500,000 $500,000 $500,000 $550,000 XIV -37 Subprogram: Community Services Element: Sanitary Sewer Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 8 This request will provide funds for sanitary sewer system repairs in the Grant Street/Brookwood Road Area. A study was conducted over the last year to try to determine the causes of sewer overflows in the Grant Street/Brookwood Road area. We have received a report and recommendations for improvements to the system, including a new connection to the MWRA Millbrook Valley Sewer. These funds will be used to repair and modify the existing sewer system in order to prevent future overflows. PROJECT TIMEFRAME: This project will begin in September 2004. OPERATING BUDGET IMPACT: This project will utilize the time of one employee. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 75,000 0 75,000 75,000 75,000 75,000 Construction 525,000 525,000 525,000 525,000 525,000 525,000 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $600,000 $525,000 $600,000 $600,000 $600,000 $600,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 600,000 525,000 600,000 600,000 600,000 600,000 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $600,000 $525,000 $600,000 $600,000 $600,000 $600,000 XIV -38 Subprogram: Community Services Element: DPW Operations Facility Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 9 The DPW facility at 201 Bedford Street was not designed for a modem public works operation and limits the effectiveness of the Department and will present a safety risk to employees if conditions are not improved. A new facility will improve the DPW's effectiveness, as it will be designed for the present and future operational needs of the department, and it will meet all the regulated safety standards. PROJECT TIMEFRAME: OPERATING BUDGET IMPACT: A new facility will have an impact on the operating budget, but until the design is complete and site location is chosen, it is difficult to assess what that impact will be Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 1,490,000 0 0 0 0 Construction 0 0 12,770,000 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $1,490,000 $12,770,000 $0 $0 $0 General Fund Cash $0 $0 $0 $0 $0 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 1,490,000 12,770,000 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $1,490,000 $12,770,000 $0 $0 $0 XIV -39 Subprogram: Community Services Element: Electricity Municipalization Study Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: N/A This request, submitted by the Electric Utility Ad -Hoc Committee, it is to hire consultants to evaluate and inventory Nstar's capital assets in Lexington. This is the first step towards exploring electric municipalization. $150,000 was requested from the committee, but not recommended in the budget and no funding approved by the 2004 Annual Town Meeting. More information was needed at the time of Town Meeting before money can be appropriated. PROJECT TIMEFRAME: The study will commence after funding approval. OPERATING BUDGET IMPACT: This project would have no operating budget impact Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 SO Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates SO SO SO SO SO SO General Fund Cash $0 $0 $0 $0 $0 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources SO SO SO SO SO XIV -40 SO Subprogram: 9400 Public Safety Program: Capital Budget Town of Lexington FY2005 Program Budget This subprogram includes capital investment in public safety infrastructure, primarily Fire Department equipment and vehicles. Engine -2 Replacement(GD) - 344,600 345,000 345,000 Total Capital _ _ 344,600 345,000 345,000 Subprogram Totals General Fund Cash - - 344,600 345,000 345,000 Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) - - - - - Enterprise Fund Debt - - - - - Debt Exclusion - - - - - Stabilization Fund - - - - - Total Resources - 344,600 345,000 345,000 * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid MV -41 XIV -42 Subprogram: Public Safety Element: Replace Engine 2 Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 The project seeks funding for the replacement of the 1988 KME Fire Pumper in FY2005. The engine is equipped with a 1,250 gallon per minute pump and carries 500 gallons of water and 1000 feet of 4° supply hose line. The present engine was moved to mutual aid/reserve status in 1997. Replacement will allow us to rotate the current frontline engine in the East Lexington station to a back -up role and place the new piece of apparatus in frontline service. This would exceed the sixteen -year replacement cycle for front line firefighting apparatus by one year. The present vehicle caught fire in 1999 and was repaired but not refurbished. It has numerous areas on the body that show signs of corrosion that would require significant cost to repair. PROJECT TIMEFRAME: The purchase of this pumper has been delayed for two years. The full cost is requested for FY2005, because the $111,142 placed within a stabilization fund by the 2003 Annual Town Meeting is proposed to remain there in order to build up cash reserves. OPERATING BUDGET IMPACT: Replacement at recommended intervals keeps a reliable fleet in service, lowering the impact to the operating budget. Aging apparatus results in higher maintenance costs and readily available parts can also be a significant issue. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 345,000 0 0 0 0 345,000 Contingency 0 0 0 0 0 0 Total Cost Estimates $345,000 $0 $0 $0 $0 $345,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 345,000 0 0 0 0 345,000 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $345,000 $0 $0 $0 $0 XIV -43 $345,000 Subprogram: Public Safety Element: Replace Rescue 2 Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 This project seeks funding for the replacement of the 1999 Ford E -350 Road Rescue Ambulance with a projected mileage of approximately 90,000. The ambulance responds as a second unit on major incidents and responds as the primary vehicle on calls when the main ambulance is committed on a call. It also functions as a primary unit when the other unit is out of service for repairs. The unit responds about 400 times in a normal year. This vehicle was originally slated to be replaced in 2005. The date of replacement has been extended one year to get the Department on track with the new 8 year replacement cycle for the heavier duty vehicles we have recently begun purchasing. This will allow the Department to rotate the front line ambulance every 4 years. This rotation should minimize down -time, keep maintenance costs down and ensure a good trade -in value. As a result of adhering to the replacement cycle for light duty vehicles, we will be able to keep a quality vehicle on the road at all times to better serve our citizens. The vehicle that is purchased would be one with a greater gross vehicle weight, that in addition to providing substantially better performance and reliability should also lower annual maintenance and repair costs. PROJECT TIMEFRAME: The ordering of this ambulance would occur after the approval of funding, with delivery within one year. OPERATING BUDGET IMPACT: The purchase of this unit would provide for a safe operating vehicle and reduce the likelihood of major repair costs. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 190,650 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $190,650 $0 $0 $0 $0 General Fund Cash $0 $190,650 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $190,650 $0 $0 $0 $0 XIV -44 Subprogram: Public Safety Element: Replace Engine 1 Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 3 This project seeks funding for the replacement of the 1990 KME fire pumper in FY2007. At the time of replacement, Engine 1 will be 17 years old. The engine is equipped with a 1,250 gallon per minute pump and carries 500 gallons of water and 1000 feet of 4" supply hose line. The engine will be moved to mutual aid/reserve status in 2005. Replacement will allow us to rotate the current frontline Engine 3 to a backup role and place the new piece of apparatus in front line service. This would come very close to the desired sixteen -year replacement cycle for front line firefighting apparatus. The vehicle would meet NFPA specifications for a triple combination pumper (hose, tank, and pump) as well as carry some ground ladders. PROJECT TIMEFRAME: The ordering of this pumper would occur after the approval of funding, with delivery within one year. OPERATING BUDGET IMPACT: The purchase of this unit would provide for a safe operating vehicle and reduce the likelihood of major repair costs. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 380,000 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $380,000 $0 $0 $0 General Fund Cash $0 $0 $380,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $380,000 $0 $0 $0 XIV -45 Subprogram: Public Safety Element: Replace Radios and Software/Hardware Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 4 This request includes a request for funds to design and replace the base stations, mobile units, portable radios, as well as dispatch software and hardware (Fire Department's share) in FY2008. At the time of replacement, the radio system will be over 10 years old. The current dispatch software operated on a Unix platform and does not relate to other systems in use in the Town. Significant software and hardware improvements will be made to the dispatch center. The focus teams will work to integrate reporting, dispatching and communications software and hardware. This will enhance data collection as well as dispatch and response efficiency and interoperability. A public notification system would be added to the existing system. The greatest challenge to the project will be the integration of Fire, Police and Dispatch operations as well as meeting the needs of the community. PROJECT TIMEFRAME: Subject to funding, the system, software, and hardware would be designed and implemented within a year of funding approval. OPERATING BUDGET IMPACT: The purchase of this equipment would have limited impact on the operating budget. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 190,000 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $190,000 $0 $0 General Fund Cash $0 $0 $0 $190,000 $0 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $190,000 $0 $0 XIV -46 Subprogram: 9500 Culture and Recreation Program: Capital Budget Town of Lexington FY2005 Program Budget This subprogram includes capital investment in municipal library and recreation facilities and infrastructure. Capital investment for revenue generating recreation facilities is funded from the Recreation Enterprise fund, while other assets call on the General Fund. On May 20, 2002, voters approved a debt exclusion to reconstruct the Lincoln Park athletic fields and parking lot; a total project cost of $3,400,000 was authorized by a Special Town Meeting. Lincoln Field Improvements (DE) Skate Park (EC) Playground Improvements (EC) Playground Improvements (ED) Tennis & Basketball Improvements (EC) Pine Meadows Equipment (EC) Pine Meadows Im Total Capital Subprogram Totals 35,000 35,000 35,000 130.000 130.000 130.000 JVV,VVV - - - - 3,730,000 80,000 165,000 165,000 165,000 General Fund Cash 30,000 - - - - Enterprise Fund Cash 300,000 80,000 130,000 130,000 130,000 Gen. Fund Debt (Levy Limit) - - 35,000 35,000 35,000 Enterprise Fund Debt _ _ _ _ _ Debt Exclusion 3,400,000 - - - - State Aid _ Total Resources 3,730,000 80,000 165,000 165,000 165,000 * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid MV -47 XIV -48 Subprogram: Culture and Recreation Element: Renovate Branch Library Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 A major renovation of the East Lexington Branch Library is required if the building is to continue to provide library service. Presently there are evident structural problems, public safety issues, inefficient mechanical systems code issues, and non - compliance with the Americans with Disabilities Act. Library service issues are impacted regularly by the age of the building and the inability of the building's services to handle technology applications and other library uses. The branch is a town -owned building and is governed by the will of Miss Ellen Stone who donated the building to the town in 1892 and defined the uses of the building. A thorough renovation will bring the building into compliance with safety, code, and ADA requirements. Library services will be better addressed by redesigning the interior functions of the library. PROJECT TIMEFRAME: Pending funding approval, design and engineering will occur in 2007 and construction in 2009. With the completion of the main library renovation the branch library's building needs are the number one priority for the library. OPERATING BUDGET IMPACT: Renovation of the branch library will increase operating costs to the library. To address ADA issues the square footage of the library will have to be increased resulting in additional staffing needs, increased utilities and other operating expenses. Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 100,000 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $100,000 $0 $4,500,000 $0 General Fund Cash $0 $0 $100,000 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $100,000 $0 $4,500,000 $0 XIV -49 Subprogram: Culture and Recreation Element: Park and Playground Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 This is a yearly request from the Recreation Committee to provide for recreation facility improvements and to purchase and update playground equipment and safety surfacing. The FY05 request is for $35,000 to upgrade the playground at Kineen Park Kineen Park is located on Burlington Street and has an existing swing set, slide, wooden play apparatus in addition to a 1 basketball court and open space. The current play equipment is aging and does not meet current Consumer Product Safety Commission, American Society for Testing and Materials or Americans with Disabilities Act standards or guidelines. The Recreation Committee has received many requests from neighborhood residents to provide a safe, accessible playground for children at Kineen Park. The playground will be in compliance with the Americans with Disabilities Act (ADA), which requires accessibility to all new and renovated facilities. Renovations to the Kineen Park play equipment are part of a plan that was originally approved on September 19, 1990 by the Recreation Committee and modified in 2002 and 2003. 2006- Center Basketball Court Resurfacing was moved from a "stand - alone" capital project to Park and Playground Improvements. It can be viewed as phase one of a 3 -year capital renovation of the entire Center Playground Complex. The request is for $50,000 to resurface the basketball courts at the facility, replace two backboards and reline the courts. The courts at the Center Playground are used year round and are the busiest and most well utilized outdoor basketball courts in the area. The courts, although periodically repaired, are showing signs of wear and have cracks that the crack filler does not permanently repair. Ground shifting (frost heaves) and asphalt shrinking cause the majority of cracking in the courts. Crack filling to waterproof the cracks and cosmetically enhance the appearance will help keep the court playable and prevent water infiltration, but eventually crack sealing is no longer effective. The current court was last resurfaced 17 years ago. The court will be repaired using the "Fibre Reinforced Method ". A layer of Petromat pavement reinforcing fabric will be laid down, then a new I'' /z" layer of bithrrdnous concrete will be rolled on the entire court, followed by three coats of Latexite Acrylic Color sealer and new lines. This resurfacing process comes with a two -year guarantee, and has been used on our tennis courts in the past. Project cost is based upon an estimate done by Craig Swain of New England Seal Coating provided on June 30, 1999. 2006- Franklin Playground is located on Stedman Road. The field and playground are used by the tenants of the surrounding Condominium complex, as well as by the Clarke Middle School students, Little League, softball and soccer participants. The current playground has one metal slide; two sets of swings and a medium sized climbing structure. The FY06 request for $35,000 is to purchase new and upgrade the existing play equipment to be in compliance with CPSC, ASTM, and ADA standards and guidelines. 2007 Center Playground, located on Park Drive, is the most heavily used playground in Town. The Robert Leathers Wooden Play Structure is almost 20 years old. In the past year the Recreation Department and DPW Parks Division have fielded numerous calls for maintenance on the structure. Issues have included splintering, protruding nails, loose boards, and questions about the type of preservatives used on the wood. The normal lifespan of a wooden play structure is 15 - 20 years. In 2001 the Department hired a Playground Safety Consultant to perform a Certified Safety Audit on the equipment to provide a detailed analysis of the structure and its compliance with current Consumer Product Safety Commission, American Society for Testing and Materials and ADA regulations, standards and guidelines. While the wood sample test results indicated that there was no serious danger of arsenic poisoning, the Safety Audit proved less positive. The FY2007 request is for $200,000 to remove and replace the Center Playground. The new structure would be in compliance with current CPSC, ASTM and Americans with Disabilities Act (ADA) regulations and standards. The Recreation Committee has received many requests from the community at large to provide safe play apparatus for children, and to address the needs of toddlers. The new structure would provide play equipment suitable for children ages 5 - 12 separate from that for children ages 2 - 5. PROJECT TIMEFRAME: 2005 - Kineen 2006 - Franklin, Center Basketball 2007 - Center Playground 2008- Center 2 Lights 2009 -Adams OPERATING BUDGET IMPACT: Reduced maintenance will be required. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $2,000 $7,000 $40,000 $0 $4,000 $2,000 Design/Engineering 0 0 0 0 0 $0 Construction 11,000 44,000 40,000 15,000 9,000 $11,000 Equipment 20,000 30,000 110,000 35,000 20,000 $20,000 Contingency 2,000 4,000 10,000 4,000 2,000 $2,000 Total Cost Estimates $35,000 $85,000 $200,000 $54,000 $35,000 $35,000 General Fund Cash $0 $85,000 $200,000 $54,000 $35,000 $0 Enterprise Fund Cash 0 0 0 0 0 $0 General Fund Debt 35,000 0 0 0 0 $35,000 Enterprise Fund Debt 0 0 0 0 0 $0 Debt Exclusion 0 0 0 0 0 $0 State Aid 0 0 0 0 0 $0 Total Resources $35,000 $85,000 $200,000 $54,000 $35,000 $35,000 XIV -50 Subprogram: Culture and Recreation Element: Tennis and Basketball Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 The FY2005 request is to reconstruct the two tennis courts and resurface the basketball court at the Adams Playground. The tennis courts were resurfaced in the late 1980's. Periodically the courts have been patched by DPW, but they have reached a point where crack filling and patching is no longer cost effective. The playing surfaces are irregular and inconsistent. Frost heaves and cracks interfere with the quality of tennis and basketball play and present a potential hazard to players. The project will include: • Grind down the existing surface of the tennis courts. • Rebuild, surface and stripe the courts • Replace the existing fence around the courts • Install new posts and nets on the tennis courts • Remove the six basketball standards • Resurface and stripe the basketball comt(s) • Install 4 new basketball standards • Purchase site amenities The FY2006 request of $90,000 will be to engineer and reconstruct the 2 tennis courts at Valley. The project will include grinding down the existing courts, rebuilding, surfacing and painting them. The project will also include replacement of the existing perimeter fencing around the two courts. In FY2008 $80,000 is requested for replacing the existing the lighting at the Center Tennis Courts with more cost efficient fixtures and bulbs, and to replace the existing wooden tennis bang board with a more environmentally efficient and maintenance free bang board. PROJECT TIMEFRAME: FY2005—Adams FY2006 — Valley FY2008 -- Center OPERATING BUDGET IMPACT: The Tennis Courts at these sites can no longer be repaired in a cost effective manner. The standard maintenance costs at each site are increasing yearly due to the ongoing deterioration of the surface. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 15,000 0 0 0 0 $15,000 Construction 80,000 83,000 0 74,000 0 $80,000 Equipment 25,000 0 0 0 0 $25,000 Contingency 10,000 7,000 0 6,000 0 $ 10,000 Total Cost Estimates $130,000 $90,000 $0 $80,000 $0 $130,000 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 130,000 90,000 0 80,000 0 $130,000 General Fund Debt 0 0 0 0 0 $0 Enterprise Fund Debt 0 0 0 0 0 $0 Debt Exclusion 0 0 0 0 0 $0 State Aid 0 0 0 0 0 $0 Total Resources $130,000 $90,000 $0 $80,000 $0 $130,000 XIV -51 Subprogram: Culture and Recreation Element: Pine Meadows Equipment Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 3 This request is for $50,000 from the Recreation Enterprise Fund to purchase new equipment at Pine Meadows Golf Club in FY 2007. As equipment comes closer to the end of its life expectancy, it does not operate as efficiently and effectively. When the equipment is out of service for repairs, the golf course is not being groomed properly. If the turf is not maintained properly, it will affect the quality of play and the Town will lose customers, thus decreasing revenue. In addition to the financial loss, employee safety issues arise if machinery is operated beyond its reasonable life span. The overall aesthetic quality of a golf course is very important to its ultimate financial success. The good maintenance of a golf course requires equipment that operates efficiently, effectively and safely. The quality of the turf and grooming of the course is critical to the overall operation. PROJECT TIMEFRAME: 2007 OPERATING BUDGET IMPACT: N/A Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 50,000 0 50,000 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $50,000 $0 $50,000 $0 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 50,000 0 50,000 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $50,000 $0 $50,000 $0 XIV -52 Subprogram: Culture and Recreation Element: Pine Meadows Improvements Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 4 In FY06, $400,000 is being requested from the Recreation Enterprise Fund to replace the Pine Meadows Upper Pond Dam. The dam consists of a concrete retaining wall approximately 117 feet in length, projecting a maximum height of about 7 feet above the pond bottom, and an earth embankment against the downstream face of the retaining wall. The problem was discovered in June of 2000, when a major sinkhole was found in the middle of the cart path by the 9 d ' green. After tests were performed, it was determined that the concrete wall was leaking indifferent locations. A temporary fix was performed by the Public Works staff, but water continues to leak through the dam at a rate of approximately 7 to 10 gallons per minute. Based on the engineer's findings and recommendations, this project will replace the existing 48 -inch CMP culvert with a 48 -inch RCP culvert, and replace the existing stone headwall with new concrete headwall. In FY09, $200,000 is being requested from the Recreation Enterprise Fund to rebuild and lengthen the 3` hole at Pine Meadows. The Pine Meadows Master Plan, developed in 1993 by a golf course landscape architect, recommended this item. Town Meeting approved this project, Article 19 of 96, but due to financial instability of the Recreation Fund, the Recreation Committee requested that Town Meeting rescind the article a year later. The Master Plan noted that the 3` Hole is wide open, has a substandard length for a Par 4, and is extremely wide. Currently the shot value on this hole is very low. The 4,600 sq. ft. green presents no significant challenge and rewards many poor and missed shots. The architects recommended that the hole be tightened through the installation of tree plantings and fairway bunkering. Also recommended was the relocation of the green to the wooded area 60 — 80 yards northeast of the existing green. Modifications to the placement of the 3` green will require work in a previously undeveloped area of less than one acre. Creating this dog -leg left set up for the fairway and green will provide the opportunity to greatly upgrade the challenge and dramatically improve the shot value of the hole. . Closely tied to the need to continually upgrade the golf course from a playability and credibility standpoint is the strong potential for increasing the number of annual rounds and revenue realized by the Town. Past and current improvements at Pine Meadows have had positive effects on the number of rounds played annually. In 1990, 42,842 rounds were logged. By 2001 the rounds had increased to 46,183. The proposed capital proj ect for FY09 will improve the overall status of the course, draw more golfers to the facility and increase revenues. PROJECT TIMEFRAME: 2006 — retaining wall 2009 — 3` hole OPERATING BUDGET IMPACT: Until the wall at the Upper Pond is replaced, the engineers recommend that the area be visually inspected daily for any sign of erosion, sink holes, "soft" soil conditions or displacement of the retaining wall or embankment. They also recommend maintaining the water level in the upper pond 2.5 feet below normal. Daily inspections and temporarily repairs by DPW incur costs to the Town and the Recreation Enterprise Fund. Replacing the wall will have a positive effect on the environment, water quality and financial stability of Pine Meadows. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 SO Design/Engineering 0 0 0 0 15,000 0 Construction 0 375,000 0 0 175,000 0 Equipment 0 0 0 0 0 0 Contingency 0 25,000 0 0 10,000 0 Total Cost Estimates $0 $400,000 $0 $0 $200,000 $0 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 400,000 0 0 200,000 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $400,000 $0 $0 $200,000 $0 XIV -53 Subprogram: Culture and Recreation Element: Center Pool Complex Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 5 The Recreation Committee requests $30,000 from the Recreation Enterprise Fund to hire a consultant to evaluate the Center Pool infrastructure and provide a written report with recommendations of the findings. The pool infrastructure (pipes, skimmers, filtration, chlorinators, etc.) has not been updated since 1980. The consultant's report will provide the Town and the Recreation Department with a detailed list of the recommended upgrades and repairs needed to continue to operate the pools efficiently and safely. PROJECT TIMEFRAME: FY2007 OPERATING BUDGET IMPACT: The FY07 request for an evaluation of the infrastructure at the Center Pool Complex, will allow the Recreation Department to efficiently budget for a needed upgrade of the pipes, filtration system and other infrastructure items at the pools. The pools are an integral part of the Recreation Department's programming. It is vital that the facility operate efficiently and safely. Since there have been no infrastructure upgrades since 1980, the internal systems now require a high, costly level of maintenance and repair. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 50 Design/Engineering 0 0 30,000 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates 50 50 530,000 50 50 50 General Fund Cash $0 $0 $0 $0 $0 50 Enterprise Fund Cash 0 0 30,000 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources 50 50 530,000 50 50 50 XIV -54 Subprogram: Culture and Recreation Element: Old Reservoir Management Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 6 The Recreation Committee's FY2008 request is for $50,000 from the Recreation Enterprise Fund. The project is to improve the Old Reservoir parking lot on Marrett Road. The current parking lot has a stone dust surface. It is constantly eroding and deteriorating. DPW efforts to add materials and roll the surface periodically are helpful, but not seen as more than a stopgap solution to the drainage problems and erosion at the site. The parking lot is used heavily during the summer months by Lexington residents swimming at the Old Reservoir, and from September through May by commuters. The proposed project will address drainage issues in the lot by providing a stable, bituminous concrete surface. PROJECT TIMEFRAME: 2008 OPERATING BUDGET IMPACT: DPW will no longer need to grade or roll the surface. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $20,000 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 25,000 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 5,000 0 0 Total Cost Estimates $0 $0 $0 $50,000 $0 $0 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 50,000 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $50,000 $0 XIV -55 $0 XIV -56 Subprogram: 9600 Social Services Program: Capital Budget Town of Lexington FY2005 Program Budget This subprogram includes capital investment in facilities and infrastructure supporting the Social Services Programs. Total Capital Subprogram Totals General Fund Cash - - - - - Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) - - - - - Enterprise Fund Debt - - - - - Debt Exclusion - - - - - State Aid - - - - - Total Resources * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid XIV -57 XIV -58 Element: New Senior Center Subprogram: Social Services Town of Lexington FY 20051 DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 This project requests funds to build a new Senior Center. The current Senior Center is too small to adequately serve a senior population of 7,200 people. A new center would allow expansion of programs and hours to better serve the senior population. PROJECT TIMEFRAME: • COA Long Range Planning Committee 1998 • Town meeting appropriates feasibility study money 2000 • Selectmen's Sighting Committee recommends 3 sites 2000 • COA updates Town Meeting on status Spring 2004 • Project Proposal goes to community for override vote 2005 • Building occurs over 2006 • Doors open 2007 OPERATING BUDGET IMPACT: The operating impact of this project is that the opening of a new senior center would eliminate the need to rent space in Lincoln for department programs, which costs approximately $13,000 a year. Other cost savings could be achieved by centralizing the programs. However, there will be an unknown increase in utility and maintenance costs due to the increase in facility size. The size of the facility has not yet been determined. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 7,680,000 0 0 0 0 Equipment 0 0 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $7,680,000 $0 $0 $0 $0 General Fund Cash $0 $0 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 7,680,000 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $7,680,000 $0 $0 $0 $0 XIV -59 XIV -60 Program: Capital Budget Subprogram: 9700 Community Development Town of Lexington FY2005 Program Budget This subprogram includes capital investment in facilities and infrastructure supporting the Community Development Programs. There is no planned capital investment at this time in Community Development between FY 2005 -2009. Total Capital Subprogram Totals General Fund Cash - - - - - Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) - - - - - Enterprise Fund Debt - - - - - Debt Exclusion - - - - - State Aid - - - - - Total Resources - - - - - * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid XIV -61 XIV -62 Subprogram: 9800 General Government Program: Capital Budget Town of Lexington FY2005 Program Budget This subprogram includes capital investment in equipment supporting the General Government Programs. Total Capital Subprogram Totals General Fund Cash - - - - - Enterprise Fund Cash - - - - - Gen. Fund Debt (Levy Limit) - - - - Enterprise Fund Debt - - - - - Debt Exclusion - - - - - State Aid - - - - - Total Resources - - - - - * Letters in Parentheses after projects indicate funding source: (GC) = General Fund Cash, (EC) = Enterprise Fund Cash, (GD) = General Fund Debt within Prop 2 1/2, (ED) = Enterprise Fund Debt, (DE) = Debt Exclusion, and (SA) = State Aid XIV -63 XIV -64 Subprogram: General Government Element: Touch Screen Voting Equipment Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 The Help America Vote Act of 2002 (HAVA) implements initiatives to address national election reform needs identified during the 2000 Presidential election. HAVA mandates equipping each polling location with one touch - screen voting system to serve the needs of the handicapped voter. Federal reimbursement may be available. PROJECT TIMEFRAME: Spring 2006 — for readiness at the November 2006 State Election. OPERATING BUDGET IMPACT: Election reform will result in many changes to election operations. Full impact of implementing touch- screen voting system is uncertain. Increases in annual election budget are anticipated to fund programming, service and maintenance as well as possible added storage space and transportation needs. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 SO Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 65,000 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates SO $65,000 SO SO SO SO General Fund Cash $0 $65,000 $0 $0 $0 0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources SO $65,000 SO SO SO SO XIV -65 Element: Remote Network Access Subprogram: General Government Town of Lexington FY 2005 Proerm DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 1 This project would allow employees to access files from remote locations, especially their home offices. PROJECT TIMEFRAME: OPERATING BUDGET IMPACT: Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 25,000 0 0 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $25,000 $0 $0 $0 $0 General Fund Cash $0 $25,000 $0 $0 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $25,000 $0 $0 $0 XIV -66 $0 Subprogram: General Government Element: Electronic Permitting Automation Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 2 This request is for purchase of proprietary permitting software for use by all the various departments that issue permits and maintain separate databases for these permits. These databases do not communicate with each other. Therefore, if one department has an issue with a property, another department may not be aware of the issue. The use of proprietary software that tracks permits, tracks conditions, and automatically notifies all relevant departments of issues will result in better communication and reduce the chance of conflicting information being given to property owners. PROJECT TIMEFRAME: This project is part of a larger program to apply technology to improve efficiency and customer service. A preliminary step in FY2005 will be to make fillable forms available on the Website. OPERATING BUDGET IMPACT: The operating impact would be an annual cost for maintenance. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 0 150,000 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $0 $150,000 $0 General Fund Cash $0 $0 $0 $0 $150,000 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $0 $150,000 $0 XIV -67 Subprogram: General Government Element: Telephone System Replacement Town of Lexington FY 2005 Program Budget DESCRIPTION OF PROJECT: DEPARTMENT PRIORITY: 3 This project requests replacement of the Town Hall telephone system. The existing telephone system is over 10 years old and the technology has changed dramatically. PROJECT TIMEFRAME: FY 2007 or 2008 OPERATING BUDGET IMPACT: The newer phone technologies, specifically voice over ip, could provide a cost savings with regard to maintenance and service issues. The IT Department would be able to manage the system since the operation would be similar to current network management. Project Cost Estimates FY2005 FY2006 FY2007 FY2008 FY2009 FY 2005 Recommended Requested Requested Requested Requested Appropriated Site Acquisition $0 $0 $0 $0 $0 $0 Design/Engineering 0 0 0 0 0 0 Construction 0 0 0 0 0 0 Equipment 0 0 0 60,000 0 0 Contingency 0 0 0 0 0 0 Total Cost Estimates $0 $0 $0 $60,000 $0 $0 General Fund Cash $0 $0 $0 $60,000 $0 $0 Enterprise Fund Cash 0 0 0 0 0 0 General Fund Debt 0 0 0 0 0 0 Enterprise Fund Debt 0 0 0 0 0 0 Debt Exclusion 0 0 0 0 0 0 State Aid 0 0 0 0 0 0 Total Resources $0 $0 $0 $60,000 $0 $0 XIV -68 Section XV: Appendices Override Summary Personal Services Data Lexington Community Profile Compilation Budget Law Glossary Override Summa Override Summary As stated in greater detail in Section III: Revenues, the citizens of Lexington have two options available to them within Proposition 2 % to raise revenues outside of the tax limitation by popular vote; an operating override and a debt exclusion. Since the adoption of Proposition 2 % by the Commonwealth of Massachusetts in 1980, Lexington has held taken 10 operating override and debt exclusion votes. The results of those votes are listed below. History of Proposition 2 1/2 Override Votes in 'Lexington Pct 1 Date of Vote' FY Proposition 2 1 12 Overrides Amount Result Jun 2004 2005 Override $ 4,224,340 Approved Jun 2003 2004 Override 4 Not Appr. Jun 2002 2003 Debt Exclusion - Schools Roads Lincoln Park 42 Approved May /June 2000 2001 Override — Town /School Services and Roads $ 3,440,829 Approved Dec 1998 2000 Debt Exclusion — School Building Project I 52 5 000 Approved Dec 1997 - Debt Exclusion — School Building Project $ 68,200,000 Not Appr. Jun 1995 1996 Override — Town /School Services 1 A roved Schools 1 82proved 0 n Space 29 82proved Police 102 A2proved Fire 196 Approved Jun 1992 1993 Override — Trash Collection 2 718 092 A roved Jun 1990 1991 Override — Town /School Services 1 097 829 A Aug 1988 1989 Debt Exclusion — Pine Meadows Golf Course $ 11,000,000 Approved For FY 2005, the voters of Lexington approved an operating override of $4,224,340 for a variety of municipal and school programs and services. This sum of $4,224,340 was added to the tax levy in FY 2005 and will become a permanent addition to the tax levy limit for future years. What follows in the succeeding pages is the precinct by precinct results for each question as well as the items maintained as a result of the override passage. Override Election of June 2, 2004 — Official Results FY 2005 Appropriated Budget A -1 Appendices: Override Summary Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL Total Registered Voters 2034 2435 2087 2327 2337 2351 2315 2227 2173 20286 Total Votes 1255 1567 1184 1539 1423 1562 1514 1469 1358 12871 Percent 62% 64% 57% 66% 61% 66% 65% 66% 62% 63% FY 2005 Appropriated Budget A -1 Appendices: Override Summary Shall the Town of Lexington be allowed to assess an additional $3,271,485 in real estate and personal property taxes for the purpose of restoring and preserving school services to meet educational goals including elementary art, elementary music, elementary physical education, classroom teachers, materials, supplies, equipment, educational and administrative support and infrastructure, maintenance and operations, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 575 988 672 969 744 938 879 885 693 7343 NO 673 577 509 564 672 618 633 582 664 5492 BLANKS 7 2 3 6 7 6 2 2 1 36 List of items maintained in Question 1: FY 2005 Appropriated Budget A -2 Appendices. Override Summary Total: 3,271,485 Education Education Revise Curriculum Coordination Model 140,827 1 $ 140,827 Education Art music and PE 225 365,827 Education Unallocated Staffing 3.0 Elem, 3.0 MS $ 300,000 $ 665,827 Education MS Foreign Language $ 108,129 $ 773,956 Education Materials and supplies by 50% $ 284,660 $ 1,058,616 Education 5.0 FTE at HS to support equitable student /teacher ratio $ 275,000 $ 1,333,616 Education Partial tutor budget $ 100,000 $ 1,433,616 Education 1.0 Health Education at elements level 50 000 1 483 616 Education Fund METCO if State reduces budget 100 1 583 616 Education MS Asst. Principals and 1.5 FTE Elem. Asst. Principals 142 1 725 831 Education Buildings and grounds 50 000 1,775,831 Education Partial funding of instrumental music $ 50,000 $ 1,825,831 Education Elementary curriculum specialists $ 103,800 $ 1,929,631 Education Eliminate 1.0 FTE Technology Integration Specialists $ 44,000 $ 1,973,631 Education Partial technology facilitators $ 70,000 $ 2,043,631 Education Partial library aide budget $ 100,000 $ 2,143,631 Education Partial professional development $ 50,000 $ 2,193,631 Education Secretaries 60 000 2 253 631 Education Debate transportation 25 000 2 278 631 Education Curriculum initiative 85 000 2 1 Education Dean at LHS 75 000 2 1 Education Director of Seconds Education 100 000 2 31 Education Nurses $ 28,000 $ 231 Education Drama specialist $ 25,000 M4363 $ 231 Education Curriculum secretaries $ 25,000 $ 231 Education Library aide $ 59,854 $ 25 Education Intramurals $ 30,000 $ 25 Education Tutors $ 100,000 $ 25 Education Instrumental music $ 50,000 $ 2,,5 Education Custodial staff 68 000 2 924 485 Education Textbooks 75 000 2 999 485 Education Maintenance 50 000 3 049 485 Education Mentor Training 10000 3059485 Education Textbooks $ 150,000 $ 3,209,485 Education IV Hockey $ 18,000 $ 3,227,485 Education Reduce 1.0 FTE Custodian Position $ 44,000 $ 3,271,485 FY 2005 Appropriated Budget A -2 Appendices. Override Summary Shall the Town of Lexington be allowed to assess an additional $213,028 in real estate and personal property taxes for the purpose of the operation of six -route Lexpress transportation system for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 563 932 646 875 699 885 864 796 610 6870 NO 683 624 531 656 716 664 643 666 743 5926 BLANKS 9 11 7 8 8 13 7 7 5 75 List of items maintained in Question 2: Tansportation (Lexpress) Total: $ 213,02T Lexpress Operations, Personnel and Supplies (Actual Cost is DPW $387,843 - Estimated Offsetting Revenues include $8,000 for TDM, $ 213,028 $ 213,028 $75,000 in fares, $78,000 from the Tax Levy and $80,000 from M BTA Shall the Town of Lexington be allowed to assess an additional $194,693 in real estate and personal property taxes for the purpose of Department of Public Works, including restoring curb -side yard waste pickup, cleaning, street light and other maintenance, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 645 1100 718 1009 808 1032 907 943 745 7907 NO 600 453 455 513 605 517 596 522 610 4871 BLANKS 10 14 11 17 10 13 11 4 3 93 List of items maintained in Question 3: Department of Public Works Total: $ 194,693 DPW Istreet Light Maintenance 32,000 32 DPW ICatch basin cleaning 11 693 43 DPW DPW ICenter cleaning (including weekend trash collections 10 weeks of Curbside yardwaste pickup $ 18,000 70 61 693 131 693 DPW Ca Librar Cleanin 3.000 1 $ $ 194,693 194,693 Totals: QUESTION 4 Shall the Town of Lexington be allowed to assess an additional $191,730 in real estate and personal property taxes for the purpose of restoring library services including personnel and Saturday and Sunday hours of operation, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 573 1012 689 1002 759 992 916 888 689 7520 NO 677 549 486 525 656 562 590 577 665 5287 BLANKS 5 6 9 12 8 8 8 4 4 64 FY 2005 Appropriated Budget A -3 Appendices: Override Summary List of items maintained in Question 4: Shall the Town of Lexington be allowed to assess an additional $179,961 in real estate and personal property taxes for the purpose of Social Services and Town Support Services, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 532 941 633 888 677 880 802 803 635 6791 NO 714 612 539 634 730 669 701 654 715 5968 BLANKS 9 14 12 17 16 13 11 12 8 112 List of items maintained in Question 5: QUESTION 6 Shall the Town of Lexington be allowed to assess an additional $173,443 in real estate and personal property taxes for the purpose of Public Safety, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 673 1113 NO 573 447 BLANKS 9 7 746 1028 1: 1018 928 429 Social Sewices &Town Soc. Serv. Support Services New Youth services coordinator position Tota 45,000 $ 179,961 45 7 Planning Part -Time Planning Interns 17 96 082 62 Backup defibrillator BOS Selectmen's Personal Services 16 Comm. Dev. 78 health nurse BOS Selectmen's Expenses 14,000 Mosquito Control Program 92 154 Town Manager Part -Time Grantswnter 25 173443 117 Clerk Request covers increase for part -time municipal clerk 12 129 MIS MIS Technology Equipment Replacement 50.000 179.961 Totals $ 179,961 QUESTION 6 Shall the Town of Lexington be allowed to assess an additional $173,443 in real estate and personal property taxes for the purpose of Public Safety, for the fiscal year beginning July first, two thousand and four? Pct 1 Pct 2 Pct 3 Pct 4 Pct 5 Pct 6 Pct 7 Pct 8 Pct 9 TOTAL YES 673 1113 NO 573 447 BLANKS 9 7 746 1028 803 1018 928 429 504 610 536 577 9 7 10 8 9 952 755 8016 513 600 4789 4 3 66 List of items maintained in Question 6: FY 2005 Appropriated Budget A -4 Appendices: Override Summary Public Safety Police One Police Crusier Total: $ $ 26,411 $ 173,443 26,411 Police Three cadet positions s 31,113 57,524 Police One Public Safety Dispatcher 38 96 082 Fire Backup defibrillator /cardiac monitors stem 19 115 Comm. Dev. Part -time public health nurse 19 044 134 Comm. Dev. Mosquito Control Program 20 000 154 Comm. Dev. Animal Control officer 19 000 173443 Totals $ 173,443 FY 2005 Appropriated Budget A -4 Appendices: Override Summary Personal Services Data Personal Services This section includes historical and requested compensation funding and staffing level information for the Town. The compensation account and staffing levels are applicable to employees, including enterprise- funded departments. The historical personal services comparison, salary schedules and performance indicators include information on most employees of Lexington Public Schools and Town Government. Performance Pay grades are established to equitably classify employees according to the type and level of work performed. For non -union members, salary or wage increases are across the board regardless of merit and length of service. For association and union members, salary or wage increases within the salary range follow established "steps" based upon merit and length of service. Eleven labor organizations represent many school and town employees. All contracts except the school custodians expire at the end of FY2004. The FY2005 budget includes funding for step, level and degree changes but does not provide for any cost of living increases for School or Town employees. The five labor organizations representing five bargaining units of school employees are: • The Association of Lexington Administrators (affiliated with the Massachusetts Association of Professional School Administrators); • The Lexington Education Association representing teachers and nurses jointly; • Service Employees International Union (Local 999 AFL -DIO) representing the custodians; • The Lexington Educational Services Association (LEXED) representing the tutors; • The Lexington Educational Secretaries Association (LESA) representing the support staff. There are four labor organizations representing six municipal bargaining units: • The International Association of Fire Fighters (Local 1491) represents most Fire Department employees; • The International Brotherhood of Police Officers (Local 377 and Local 501) represents patrol officers and superior officers; • The American Federation of State and County Municipal Employees (AFSCME) AFL -CIO Massachusetts State Council 93 (Local 1703) represents public safety telecommunications employees as well as many employees of the Department of Public Works; • Many employees of the Cary Memorial Library are members of Local 4928 MLSA, NTT, AFT, AFL -CIO. In addition, in FY2004 formerly non -union municipal employees organized two associations for the purpose of collective bargaining: The Lexington Municipal Employees Association includes benefit- eligible employees of the Lexington Town Hall and other office, administrative, and supervisory positions within the Police, Fire, Social Services, Library, and Public Works departments not otherwise belonging to any other union or association. The Senior Managers Association includes members of the municipal Senior Management Team. At the time of approval of the budget by Town Meeting and the citizens via the override, no contracts had been settled with any of the 11 collective bargaining units. FY 2005 Appropriated Budget B -1 Appendices: Personal Services FY2005 Personal Services Comparison Salaries' Lexington Public SchooIS $ 43,900,810 $ 43,712,525 $ 45,192,933 44% Town Government' $ 14,275,760 $ 12,082,531 $ 13,147,817 13% Total Salaries $ 58,176,570 $ 55,795,056 $ 58,340,750 56% Medical, Dental, & Life Insurance Lexington Public Schools $ 6,770,091 $ 8,445,106 $ 9,735,240 9% Town Government $ 4,084,095 $ 3,433,282 $ 4,058,887 4% Other Employee Benefits and Insurance School and Town Combined Coveraqe $ 3,670,798 $ 2,669,561 $ 4,012,682 4% Includes wages, overtime, merit, and longevity expenses. 2 FY03 expenses do not include funding for athletic officials and coaches. 3 Does not include wages charged to Enterprise funds (indirects). ° Includes Retirement, Workers Compensation, Medicare and Unemployment Expenses Staffing History Full -Time Town Employees 300 290 280 270 260 250 240 230 7 7 N M V N (D r N T O N M V N m m m m m m m m o 0 0 0 0 0 m m m m m m m m o 0 0 0 0 0 } } } } } } } } } } } } } } LL LL LL LL LL LL LL LL LL LL LL LL LL LL —— Including enterprise Fiscal Year Excluding enterprise *This graph excludes Permanent Building Committee positions FY 2005 Appropriated Budget B -2 Appendices: Personal Services Town Compensation Account PROGRAM NAME Full -Time FY 2003 Full-Time School Funds FY 2004 Appropriated Appropriated FY 2005 Equivalents Equivalents Equivalents Administration 7.60 7.60 7.40 Principals /Assistant Principals 21.84 19.34 20.92 Teachers /Education Staff 557.66 531.32 562.63 Full Part 101.60 $ 43,146,862 98.67 $ 45,192,933 Full Part 77.92 79.97 Full Part 49.00 49.00 Municipal Funds Time Time Appropriated Time Time Appropriated Time Time Appropriated General Fund DPW' 71 9 $ 3,174,054 65 8 $ 2,873,647 60 8 $ 2,801,758 Joint Dispatch 8 0 $ 381,878 8 0 $ 388,728 8 0 $ 379,060 Police Department 57 5 $ 3,489,912 46 0 $ 2,917,192 51 3 $ 3,476,571 Fire Department 55 0 $ 3,381,744 54 0 $ 3,159,420 54 0 $ 3,571,007 Library 30 25 $ 1,491,257 25 15 $ 1,204,181 25 22 $ 1,400,313 Transportation 1 1$ 64,261 0 0$ - 1 1$ 65,184 Social Services 6 4 $ 173,185 7 3 $ 167,899 7 4 $ 207,463 Community Development 11 5 $ 585,789 10 4 $ 537,348 9 6 $ 576,477 Planning Department 4 0 $ 175,134 3 1 $ 168,734 3 1 $ 184,497 Economic Development 1 0 $ 57,596 0 0 $ 19,480 0 0 $ 6,000 Board of Selectmen' 1 1 $ 64,404 1 0 $ 60,813 1 1 $ 61,983 Town Manager's Office 6 1 $ 318,246 7 0 $ 324,919 5 1 $ 352,103 Temporary Help & Overtime NA NA $ 41,975 NA NA $ 43,576 0 0 $ 33,976 Finance Department' 18 0 $ 826,330 15 0 $ 731,128 13 0 $ 658,902 MIS 3 0$ 152,390 3 0$ 153,280 3 0$ 165,065 General Insurance 0 0 $ 65,046 0 0 $ 23,763 0 0 $ 19,488 Town Clerk's Office 4 0 $ 220,784 3 0 $ 175,330 2 1 $ 190,686 Salary Adjustments NA NA $ 327,668 NA NA $ 185,810 0 0 $ 50,000 Total Town General Fund 276 51 $ 14,991,653 247 31 $ 13,135,248 .242 48 $ 14,200,533.'. Enterprise Funds Recreation Enterprise 5 0 $ 498,744 5 0 $ 513,710 5 0 $ 517,795 Water Enterprise Operating 11 0 $ 535,250 11 0 $ 551,125 11 0 $ 562,231 Sewer Enterprise Operating 4 0 $ 247,580 4 0 $ 253,999 4 0 $ 232,759 Total Enterprise Funds 20 4 $ 1,281,574 20 0 $ 1,318,834 20 0 $ 1,312,785.'. Total Municipal Funds 296 51. $ 16,273,227 267 31. $ 14,454,082 1 262 48 $ 15,513,318 Note: FY 2004 includes 14 FT positions lost to the Early Retirement Incentive midyear. 'includes Seasonal employees in FY03. No seasonal in FY04 or FY05. Includes Solid Waste Coord position, (but salary in revolv. fund). 'Social Services part-time includes staff not paid from Town funds 'Recording secretary wages included here but staffed by existing employee in FY2004. 'Finance includes Board of Assessors stipends 'Staff support of Benefits & Workers' Comp is provided by employees assigned to the Manager's Office and the Finance Department. 'Town Clerk compensation includes election workers and registrars FY 2005 Appropriated Budget B -3 Appendices: Personal Services Full -Time Full -Time Full-Time School Funds Appropriated Appropriated Appropriated Equivalents Equivalents Equivalents Administration 7.60 7.60 7.40 Principals /Assistant Principals 21.84 19.34 20.92 Teachers /Education Staff 557.66 531.32 562.63 Aides /Secretaries 115.24 $ 44,371,966 101.60 $ 43,146,862 98.67 $ 45,192,933 Tutors 72.84 77.92 79.97 Custodians/Maintenace 53.00 49.00 49.00 Technology 13.84 12.45 7.75 Total School Funds i 1842.02 i $ 44,371,966 <799.23 i $ 43,146,862 i 826.34 i $ 45,192,933.'. Note: School Employees shown in Full -Time Equivalent positions * Until FY 2003, Tech Facilitators were reflected in the Aides/Secretaries category ** For comparison purposes, tutor hours have been converted to 37.5 hours = 1 FTE FY 2005 Appropriated Budget B -3 Appendices: Personal Services Lexinqton Communitv Profile Lexington Community Profile Lexington Then and Now Lexington is a suburban community located 11 miles northwest of Boston. First settled in 1642, the Town has grown to encompass 16.64 square miles with a population of approximately 30,000. Settlement originally occurred on the best farmland; housing development occurred with the growth of the Boston urban area and the decline of agriculture. The Town was named after Lord Lexington, an English nobleman. The first battle of the American Revolution was fought in Lexington on April 19, 1775 and the Town is now referred to as the "birthplace of American liberty". The historic setting of the Battle Green and the number of colonial era buildings and exhibits annually draw thousands of visitors. The Battle of Lexington is re- enacted early in the morning of Patriot's Day. Since the construction of a railroad connection to Boston in the 1850's, Lexington has evolved from an agricultural community to a bedroom suburb of Boston. Construction of state highways and expressways has reinforced Lexington's role as a desirable residential suburb. In the post -World War II era, suburban office park development, particularly of "high - technology" firms, has provided a diversified commercial and employment base within the town. The Town of Lexington is a community that prides itself on the beauty of town land, the safety of its residents and the excellence of its public school system. The town has numerous parks, conservation lands, museums and libraries that provide exceptional opportunities for recreational and cultural activities. Town Government In the spring of 1713, Lexington was incorporated as a Town and its residents established Lexington's first Town Meeting. Lexington abolished the open Town Meeting in 1929 and established a representative Town Meeting to appropriate funds for Town services and to establish Town policies. In 1973, the Town was redistricted from six to nine precincts, and today, twenty -one citizen representatives from each precinct are elected for three -year rotating terms. In addition, the Moderator and several at large members participate in Town Meeting by virtue of their positions in Town government. Town Meeting convenes for a series of meetings in the spring, and at other times when necessary, to approve annual appropriations and by -law changes for the coming year. Town Meeting approves funding for the operating and capital budgets for the upcoming fiscal year, which runs from July 1st to June 30 Lexington has operated under a Town Meeting — Board of Selectmen — Town Manager form of government since 1969. Each member of the unpaid, five - member Board of Selectmen is elected for a three -year term to establish policy directives for Town government. The Selectmen appoint a Town Manager, the chief executive officer of the Town, who is responsible for the implementation of the Board's directives and daily administration of municipal services. Town government relies on over 500 citizen volunteers who serve on approximately fifty permanent and ad hoc committees, commissions, and boards. These citizens provide advice and help administer programs relating to waste management, Lexington Center revitalization, bio- safety, personnel, transportation, human services, recreation, land use, tourism, and other important community issues. Lexington Community Profile The following pages give demographic information and other pertinent facts about the Town of Lexington. The information is drawn from a number of different sources, which are listed at the bottom of the last page in the section. FY 2005 Appropriated Budget C -1 Appendices. Lexington Community Profile Statue of Captain John Parker, leader of the Lexington Militia Total Area Land Area Population Population Density Median Family Income State Rank Per Capita Income State Rank 16.64 square miles 16.40 square miles 30,355 1,851 per square mile $111,899 12 $46,119 15 FY 2005 Appropriated Budget C -2 Appendices: Lexington Community Profile 9th 12tlt Grade Grade School 0-4 Asian or Other 6% Pacific 0.34% 19% 19 American Islander some College Degree/PhD 10% Indian, 11.07% Associates Eskimo or % Bachelors 5 19 Aleut 2] 22% 0.08% 55 -64 Black 11% 1.15% 20 -34 <.. 9% White 3 87.37% 33% 3% FY 2005 Appropriated Budget C -2 Appendices: Lexington Community Profile 9th 12tlt Grade Grade School 2% 1% HS Graduate 13% Graduate some College Degree/PhD 10% 43% Associates % Bachelors 2] FY 2005 Appropriated Budget C -2 Appendices: Lexington Community Profile Total Employment Total Annual Payroll Average Annual Wage Number of Establishments 19,411 $688,870,000 $35,489 1,032 17,838 $775,064,183 $43,450 1,182 21,437 $1,390,681,678 $64,873 1.253 Labor Force 15,735 15,462 16,258 Employed 15,253 15,041 15,866 Unemployed 482 421 392 Unemployment Rate 3.1% 2.7% 2.4% Year Single Family Multi - Family 1995 35 1 1996 56 2 1997 40 3 1998 38 2 1999 64 0 2000 73 3 2001 81 2 2002 72 0 FY 2005 Appropriated Budget C -3 Appendices: Lexington Community Profile Workers, 16& over, Working at Home (Lexington & surrounding towns) , Source: 2000 US Census, SF3 Selected Changes, 1990.1000: Thelotal number of commuting workers (residing in Lexington) has deereasedfiem 15,082 to 14,482. The average length of commute hip has increased from 24.87 to 28.75 minutes The time leaving for work has very slightly dispersed Both the total number andmodal share ofcarpoolers have decreased —firm 1105 to 877 and 7.33% to 6.06%, respectively. Both the total number and modal share of subway riders have increased —from 387 to 615 and 2.57%to 4.25 %, respectively. FY 2005 Appropriated Budget C -4 Appendices: Lexington Community Profile 3000 2500 12 2000 0 �' ❑ 2000 0 1500 ❑ 1990 a 1000 E Z 500 0 .C CO C C a �a � c3y `cam h� a `cam c c�` c 3y o� F ^�F ��` 'bt� o§� oP� CP Commute Trip Selected Changes, 1990.1000: Thelotal number of commuting workers (residing in Lexington) has deereasedfiem 15,082 to 14,482. The average length of commute hip has increased from 24.87 to 28.75 minutes The time leaving for work has very slightly dispersed Both the total number andmodal share ofcarpoolers have decreased —firm 1105 to 877 and 7.33% to 6.06%, respectively. Both the total number and modal share of subway riders have increased —from 387 to 615 and 2.57%to 4.25 %, respectively. FY 2005 Appropriated Budget C -4 Appendices: Lexington Community Profile Compilation Budget Law Budget Law - Table of Contents Action of Page TOWN MANAGER Departmental Budget Information, Request for D -2 School Budget Information, Request for D -2 Capital Expenditures Information, Request for D -2 & D -3 Town Budget, Submission to Selectmen D -3 Capital Expenditures Budget, Submission to Selectmen D -4 BOARD OF SELECTMEN Town Budget, Recommendations on D -5 Capital Budget, Recommendations on D -5 Submission of Budget to Town Meeting D -6 APPROPRIATION COMMITTEE Town Budget, Report on D -7 Town Budget Report, Explanation of D -7 CAPITAL EXPENDITURES COMMITTEE Capital Expenditures Report D -8 This document summarizes local and state law regarding town budget preparation and submission. References are made to Massachusetts General Laws, the By -Laws of the Town of Lexington, the Lexington Selectmen -Town Manager Act, and the Administrative Directives of the Lexington Town Manager. Those references offering the greatest amount of information on the given topic have been listed first. FY 2005 Appropriated Budget D -1 Appendices: Budget Law The Town Manager The Town Manager is appointed by the Board of Selectmen to oversee the daily operations of the Town, to administer the policies and procedures of the Board, and to enforce all by -laws and actions passed at Town Meetings. The Manager is the Chief Executive Officer of the Town, and his /her authority and responsibilities are established in the Selectmen -Town Manager Act of 1968 (at page A20107 — Appendix §A201 Special Acts). REQUEST FOR DEPARTMENTAL BUDGET INFORMATION TO OCCUR: Annually, at Town Manager's request REFERENCE: Selectmen -Town Manager Act §13 (Appendix §A201 Special Acts at page A20113) The Town Manager may request all boards, departments, committees, commissions and officers of the Town, except the School Committee, to submit to him/her in writing a detailed estimate of the appropriations required for the efficient and proper conduct of the respective departments and offices during the next fiscal year. REQUEST FOR SCHOOL BUDGET INFORMATION TO OCCUR: Annually, at Town Manager's request REFERENCE: Selectmen -Town Manager Act §13 (Appendix §A201 Special Acts at page A20113) The Town Manager may request from the School Committee a total budget estimate for the next fiscal year. FY 2005 Appropriated Budget D -2 Appendices: Budget Law The Town Manager (con't) REQUEST FOR CAPITAL EXPENDITURES INFORMATION TO OCCUR: Annually, at Town Manager's request REFERENCE: Selectmen -Town Manager Act §12 (Appendix §A201 Special Acts at page A20113) Sections 29 -13 and 29 -14 of the Code of the Town of Lexington All boards, departments, committees, commissions and officers of the Town shall annually submit to the Town Manager and to the Capital Expenditures Committee in writing a detailed estimate of the capital expenditures (as defined below) required for the efficient and proper conduct of their respective departments and offices for the next fiscal year and the ensuing four year period. Definitions of Capital Expenditures Per Section 29 -14 of the Code of the Town of Lexington, "Capital Expenditures shall mean any and all expense of a non - recurring nature not construed as an ordinary operating expense, the benefit of which will accrue to the Town over an extended period of time." Per the Manager's budget, "A capital project is defined as a major, non - recurring expenditure including at least one of the following: • acquisition of land for a public purpose; • construction of, or addition to, a facility such as a public building, water or sewer lines, or playfields, etc.; • rehabilitation or repair of a building, facility, or equipment; provided the cost is $25,000 or more and the improvement will have a useful life of 10 years or more; • purchase of equipment costing $25,000 or more, with a useful life of 5 years or more (all cars are defined to be non - capital items); • any planning, engineering or design study related to an individual capital project." FY 2005 Appropriated Budget D -3 Appendices: Budget Law The Town Manager (con't) SUBMISSION OF TOWN BUDGET TO SELECTMEN TO OCCUR: On the specified date REFERENCE: Section 90 -12 of the Code of the Town of Lexington Selectmen -Town Manager Act §13 (Appendix §A201 Special Acts at page A20113) Section 12. The Town Manager shall annually submit to the Selectmen, the Appropriation Committee, and the Capital Expenditures Committee for their consideration a proposed budget, revenue statement and tax rate estimate on a date specified no later than September 30 by the Selectmen after consultation with the School Committee, Appropriation Committee and the Capital Expenditures Committee. OF CAPITAL EXPENDITURES BUDGET TO SELECTMEN TO OCCUR: Annually REFERENCE: Selectmen -Town Manager Act §12 (Appendix §A201 Special Acts at page A20113) The Town Manager shall submit in writing to the Board of Selectmen and to the Capital Expenditures Committee a careful, detailed estimate of the recommended capital expenditures for the next fiscal year and the ensuing four year period, showing specifically the amount necessary to be provided for each office, department and activity and a statement of the amounts required to meet the interest and maturing bonds and notes or other indebtedness of the Town. FY 2005 Appropriated Budget D -4 Appendices: Budget Law The Board of Selectmen Lexington's charter establishes an elected five member Board of Selectmen to oversee the executive branch of Town government. Selectmen are elected for three -year terms and are responsible for the general direction and management of the property and affairs of the Town. RECOMMENDATIONS ON TOWN BUDGET TO OCCUR: Prior to the annual Town Meeting REFERENCE: Selectmen -Town Manager Act §13 (Appendix §A201 Special Acts at page A20113) Mass. General Law Ch. 41, § 60 The Selectmen shall consider the proposed budget submitted by the Town Manager and make such recommendations relative thereto as they deem expedient and proper in the interest of the Town. The Selectmen shall transmit a copy of the budget together with their recommendations relative thereto to the Appropriation Committee and, for its information, a copy to the Capital Expenditures Committee. RECOMMENDATIONS ON CAPITAL BUDGET TO OCCUR: Prior to the annual Town Meeting REFERENCE: Selectmen -Town Manager Act §12 -13 (Appendix §A201 Special Acts at page A20113) The Selectmen shall consider the capital budget submitted by the Town Manager and make such recommendations relative thereto as they deem appropriate and proper in the interests of the Town. The Selectmen shall transmit a copy of the capital budget together with their recommendations relative thereto to the Appropriation Committee and to the Capital Expenditures Committee. FY 2005 Appropriated Budget D -5 Appendices: Budget Law Board of Selectmen (con't) SUBMISSION OF BUDGET TO TOWN MEETING TO OCCUR: At least four weeks prior to the date when the Annual Town Meeting is scheduled to consider the budget. REFERENCE: Section 90 -13 of the Code of the Town of Lexington The Selectmen shall submit a budget at the annual Town Meeting. The Selectmen's proposed budget shall be distributed to the Appropriations Committee, the Capital Expenditures Committee, and to each Town Meeting Member at least four weeks prior to the date when the Annual Town Meeting is scheduled to consider it. FY 2005 Appropriated Budget D -6 Appendices: Budget Law The Appropriation Committee The Appropriation Committee is a nine - member board appointed by the Town Moderator. Members are appointed to three -year overlapping terms and serve to evaluate the fiscal policies and priorities set by the Board of Selectmen and the Town Meeting. The Committee advises Town Meeting Members on financial proposals, analyzes operating budget proposals, makes fiscal projections, and reviews funding for proposed capital improvements. The Committee's approval is required to use reserve funds for unanticipated operating costs. APPROPRIATION COMMITTEE REPORT ON TOWN BUDGET TO OCCUR: Prior to the annual Town Meeting REFERENCE: Section 29 -11(A) of the Code of the Town of Lexington Mass. General Law Ch. 39, § 16 The Committee shall prior to each annual town meeting for the transaction of business prepare, publish and distribute by making copies available at the Office of the Town Clerk and at Cary Memorial Library, and by mailing or otherwise distributing to each town meeting member areview of the budget adopted by the Board of Selectmen to be considered at the Annual Town Meeting. This review will include the Committee's advice and recommendations with reference to the various appropriations of town funds, and other municipal matters coming before such town meeting. The Appropriation Committee shall include in its report an assessment of the budget plan based on all the data available to it concerning the next year's revenues and expenses as well as a projection for future years' revenues and expenses. This publication may be combined with and distributed at the same time as the Capital Expenditures Committee Report (Section 29 -13(B) of the Code of the Town of Lexington). EXPLANATION OF APPROPRIATION COMMITTEE REPORT TO OCCUR: At the annual Town Meeting REFERENCE: Section 29 -11(B) of the Code of the Town of Lexington The Appropriation Committee shall explain its report with advice and recommendations and it shall also at each special Town meeting give its advice and recommendations with reference to any appropriation of the Town funds or other municipal matter coming before such special Town meeting. FY 2005 Appropriated Budget D -7 Appendices: Budget Law The Capital Expenditures Committee The Capital Expenditures Committee is a five- member board appointed by the Town Moderator. Members are appointed to three -year overlapping terms and consider the relative need, timing and cost of capital expenditure projects proposed for the ensuing five -year period. CAPITAL EXPENDITURES REPORT TO OCCUR: Prior to the annual Town Meeting REFERENCE: Section 29 -13 of the Code of the Town of Lexington The Capital Expenditures Committee shall consider the relative need, timing and costs for those capital expenditure requests submitted to the Committee for the ensuing five -year period, and the effect these expenditures might have on the financial position of the Town. The Capital Expenditures Committee shall prepare, publish and distribute a report of its findings, setting forth a list of all such capital expenditures together with the Committee's recommendations as to the projects that should be undertaken within the five year period and the approximate date on which each recommended project should be started. This report shall be distributed by making copies available at the Office of the Town Clerk and at Cary Memorial Library, and by mailing a copy to each Town Meeting Member. This publication may be combined with and distributed at the same time as the Appropriation Committee Report. FY 2005 Appropriated Budget D -8 Appendices: Budget Law Glossa 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 2005 Appropriated Budget E -1 Appendices: Glossary 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. 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. 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 FY 2005 Appropriated Budget E -2 Appendices: Glossary 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 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 'h 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 FY 2005 Appropriated Budget E -3 Appendices: Glossary 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 ' / z. 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 Parking Fund. This fund helps offset the costs of LEXPRESS transportation services, Police 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 '/2 - 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 FY 2005 Appropriated Budget E -4 Appendices: Glossary 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 '/z 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 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. 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 FY 2005 Appropriated Budget E -5 Appendices: Glossary 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 ' / z. 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 2005 Appropriated Budget E -6 Appendices: Glossary