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2011-03-09 Finance Committee Packet
The Town of Reading - FINCOM budget meeting http://www.readingrna.gov/Pages/ReadingMA__YeetingCal/SO1689C lX L~E~ , r t d t 1 t~ fik yll`I ~.....a<.e~ C a7 "NE c~`,~' di 'r' M ~ v~'•. ;~r'c- ~ 1 j ~ y Q < ti rr 4 1 p L l 'S,.§ -tea , Ol.:.. . P Ll .-fir { r ~ Y ¢ 7- Residents Businesses FINCOM budget meeting Wednesday, March 9, 2011 at 7:00 PM RMLD conference room Printer-Friendly Version Finance Committee FY12 Budget Review For budget information: please click here Location: Reading Muncipal Light'Department conference room (230 Ash Street) for directions: click here for parking map: click here Board of Assessors (text) and (funding) Community Services (text ) and (funding ) - Library (text) and (funding) "Google Search l CcaMati CAUSE I Next FINCOM budget meeting: March 16 - School Department and Facilities location: Reading Municipal Light Department COMMO,k C,ti>` A Town of Reading, Massachusetts 16 Lowell Street, Reading, MA 01867 Website Disclaimer Virtual Town Hall Website U 1 of 1 3/9/20115:33 M Community Services . FY12 Budget Overview Historically the Town Manager acted as the department head of the Community Services department. In 2007, the department was reorganized and the Town Planner, became the department head. This resulted in the creation of the Community Services Director/Town Planner position. The reorganization also included adding a Staff Planner position to manage the day-to- day planning functions. The Community Services Director/Town Planner focuses on managing the department and the larger planning and economic development projects. FY11 FY12 Change CS Administratio $227,576 $246,103 +8.1% Conservation $53,214 $29,630 -44.3% Planning $50,523 $51,580 +2.1% Inspections $179,818 $125,431 -30.2% Health $237,965 $207,736 -12.7% Elder Services $199,958 $166,876 -16.5% Veterans $165,988 $170,102 +2.5% Historical $1;000 $1,000 0.0% TOTAL $1,116,042 $998,458 -10.5% Community Services is comprised of 6 divisions: Conservation; Planning; Inspection/Zoning; Health; Elder/Human Services; and Veterans Services. The Community Services Department budget is largely comprised of salary expenses. The discrete service related expenses provided by Health, Elder/Human Services, Conservation, and Veterans include many expenses which are reimbursed by grants or other funding sources. Staffing (14.7 FTEs; -2.2 FTEs) Wage costs ($760,959; -13.1%) FYll FY12 Change FTE CS Administration $211,976 $232,303 +9.6% +0.5 Conservation $53,214 $29,630 -44.3% -0.5 Planning $50,523 $51,580 +2.1% none Inspections $179,818 $125,431 -30.2% -1.2 Health $173,055 $140,686 -18.7% -0.5 Elder Services $191,683 $161,727 -15.6% -0.5 Veterans $15,288 $19,602 +28.2% none Historical $0 $0 TOTAL $875,557 $760,959 -13.1% -2.2 Several changes in staffing are made as part of this FY12 budget. In the Community Services Administration division, an Administrative Assistant position is now being shared with the Town Administration department, causing a 12-hour/week (-0.3 FTE) reduction. A 0.8 FTE clerical position is added to this budget to ensure customer service and to assist in the new technology coming to the department. In addition to the new Licenses and Permits system, a backlog of documents are destined for the document storage system. The slow economy provides an opportunity to focus on long-range planning and economic development efforts, including rezoning, by-law FTEs FY07 FY08 FY09 FYI 0 FYII Community Services Admin. 4.1 4.0 4.0 4.0 4.0 Conservation 1.0 . 1.0 1.0 1.0 1.0 Planning 0.0 1.0 1.0 1.0 1.0 Inspections 4.1 4.1 4.1 3.1 3.1 Health 2.7 3.0 3.0 3.0 3.0 Elder/Human 4.5 5.1 5.1 4.9 -4.3 Veterans 0.5 0.5 0.5 0.5 0.5 TOTAL 16.9 18.7 18.7 17.5 16.9 updates, and streamlined permitting so that the permitting process is customer friendly and attractive to business when the economy improves. Adequate staffing of the planning division will ensure that Reading continues to move forward to reach its full potential with a proactive division that plans for the future. In conservation, health and elder/human services there are three division head positions that have had their hours reduced by 50% as attempts to regionalize these services with nearby communities are ongoing. At present Melrose, Wakefield and Reading have applied for a MA Department of Health grant to explore forming a Public Health District. The $6,000 annual offset to the conservation administrator's salary has been discontinued in this budget due to the low balances in the fund. The Inspections division has three changes: the elimination of 1.0 FTE permits coordinator and a reduction in hours from 20 to 16/week for both the plumbing and electric/gas inspectors. The latter two inspections positions are also included in the ongoing regionalization discussions. A combination of reduced activity FY12 4.5 0.5 1.0 2.0 2.5 3.8 0.5 14.7 related to the economic downturn and opportunities to streamline through the L&P system will ameliorate the impacts of the cuts. Increased funding will allow the Veteran's Services Officer to work more hours within the regional district that Reading has formed with Wilmington. Veteran's benefits paid by the Town have doubled to about $150,000 in the past few years, primarily due to an increased caseload during these difficult economic times. The state reimburses Reading for 75%0 of these Rinds during the following fiscal year. Expenses ($237,499; -1.2%) Aside from the $150000 set aside to fund veteran's services, there are relatively few expenses in this department. Professional development is reduced to the essential activities only. Public health services ranging from clinics to mosquito spraying are not negatively impacted by this budget. P 03/08/2011 15:25 TOWN OF READING PG 1 blelacheur (NEXT YEAR BUDGET HISTORICAL COMPARISON bgnyrpts PROJECTION: 20121 2012 General Fund FOR PERIOD 99 .ACCOUNTS FOR: PRIOR FY3 PRIOR FY2 LAST FYI CY CY REV PROJECTION PCT COMMUNITY SERVICES ACTUALS ACTUALS ACTUALS ACTUALS BUDGET LEVEL 3 CHANGE 0126 COMMUNITY SVC ADMINISTRATION 03 SALARIES 11263511 511001 TOWN PLANR .00 83,058.72 87,452.21 64,829.20 98,834.00 100,889.00 2.1% 11263511 511010 ADMIN ASST 36,389.92 39,451.71 41,201.94 26,861.28 40,951.00 28,414.00 -30.6% 11263511 511012 CLERK 61,191.44 64,333.85 67,872.58 44,360.90 67,691.00 98,500.00 45.5% 11263511 515000 OVERTIME 5,386.40 3,855.75 3,157.82 2,908.88 4,500.00 4,500.00 .0% TOTAL SALARIES 102,967.76 190,700.03 199,684.55 138,960.26 211,976.00 232,303.00 9.6% 05 EXPENSES 11265521 521309 WTR/SWR/SW 84.95 69.51 60.92 33.02 .00 100:00 .0% 11265521 521392 WRLS PHONE .00 813.48 688.65 404.37 .00 400.00 .0% 11265524 524900 EQUIP RPR 649.37 .00 .00 .00 .00 .00 .0% 11265530 530000 PROF SVCS 240.00 500.00 .00 .00 .00 .00 .0- 11265530 53,0100 ADVERTISNG 115.00 60.00 758.11 417.56 .00 500.00 .0% 11265530 530105 PRINTING 1,095.16 .00 .00 .00 .00 .00 .0% 11265531 531000 PRDEV TRN 11,081.62 3,419.60 894.18 178.00 4,800.00 2,500.00 -47.9% 11265531 531090 PRDEV REG .00 673.00. .00 .00 .00 .00 .0% 11265531 531901 PRDEV HLTH .00 155.00 761.00 423.00 .00 .00 .0% 11265531 531903 PRDEV INSP .00 494.00 887.88 697.95 .00 .00 .0% 11265531 531904 PRDEV VET .00 .00 203.03 35.00 .00 .00 .0% 11265531 531905 PRDEV CONS .00 .00 1,605.00 628.00 .00 .00 .0% 11265531 531906 PRDEV PLAN .00 490.00 1,392.86 1,170.00 .00 .00 .0% 11265542 542000 OFFC SUPPL 6,752.14 5,676.94 1,675.96 1,619.73 7,000.00 6,500.00 -7.1% 11265542 542901 OFCSP HLTH .00 266.89 688.15 524.05 .00 .00 .0% 11265542 542902 OFCSP E/H .00 187.54 1,219.01 937.73 .00 .00 .0% 11265542 542903 OFCSP INSP .00 .00 751.30 541.28 .00 .00 .0% 11265542 542904 OFCSP VET .00 .00 182.96 17.98 .00 .00 .0% 11265542 542905 OFCSP CONS .00 1.48 173.69 17.84 .00 .00 .0% 11265542 542906 OFCSP PLAN .00 19.35 570.17 560.31 .00 .00 .0% 11265542 542907 OFCSP TMGR .00 .00 666.65 181.46 .00 .00 .0% 11265571 571000 MILEAGE 5,970.16 5,907.81 5,341.46 2,287.13 3,800.00 3,800.00 .0% TOTAL EXPENSES 25,988.40 18,734.60 18,520.98 10,674.41 15,600.00 13,800.00 -11.5% TOTAL COMMUNITY SVC ADMINIST 128,956.16 209,434.63 218,205.53 149,634.67 227,576.00 246,103.00 8.1% 0171 CONSERVATION DIVISION 03 SALARIES 11713511 511003 CONS ADMIN 47,106.97 56,050.32 59,395.96 38,841.03 59,214.00. 29,630.00 -50.0% 11713511 596130 RVFND SUPP .00 -6,000.00 -6,000.00 -6,000.00 -6,000.00 .00 -100.0% TOTAL SALARIES 47,106.97 50,050.32 53,395.96 32,841.03 53,214.00 29,630.00 -44.3% 05 EXPENSES 11715524 524302 MATTERACBN .00 .00 1,878.00 .00 .00 .00 .0% 03/08/2011 15:25 blelaeheur PROJECTION: 20121 ACCOUNTS FOR: COMMUNITY SERVICES ( 2012 General TOWN OF READING NEXT YEAR BUDGET HISTORICAL COMPARISON Fund PRIOR FY3 PRIOR FY2 LAST FY1 ACTUALS ACTUALS ACTUALS Y ACTUALS Y REV BUDGET PG 2 bgnyrpts FOR PERIOD 99 PROJECTION PCT LEVEL 3 CHANGE TOTAL EXPENSES .00 .00 1,878.00 .00 .00 .00 . .0% TOTAL CONSERVATION DIVISION 47,106.97 50,050.32 55,273.96 32,841.03 53,214.00- 29,630.00 -44.3% 0175 PLANNING 03 SALARIES 11753511 511045 STAFF PLNR .00 49,151.85 53,013.97 33,720.86 50,523.00 51,580.00 2.1% 11753511 515000 OVERTIME .00 1,138.42 .00 .00 .00 .00 .0% 11753511 596130 RVFND SUPP .00 -51,032.00 -50,523.00 .00 .00 .00 .0-1., TOTAL SALARIES .00 -741.73 2,490.97 33,720.86 50,523.00 51,580.00 2.1% TOTAL PLANNING .00 -741.73 2,490.97 33,720.86 50,523.00 51,580.00 2.1% 0240 INSPECTIONS DIVISION 03 SALARIES 12403511 511070 PRMT COORD .00 13,605.90 48,125.44 31,470.90 47,978.00 .00 -100.0% 12403511 511071 PRMT COORD .00 32,628.22 .00 .00 .00 .00 00 .0% 0% 12403511 511215 ASTBLDG IN 52,069.50 37,238.17 .00 .00 .00 . . 12403511 511216 BLDG INSP 67,729.50 71,936.38 74,220.31 48,535.20 73,994.00 75,519.00 2.1% 12403511 511217 WIRE INSP 22,821.84 24,753.36 26,504.63 16,320.D2 26,423.00 21,706.00 -17.9% 12403511 511218 PLUMB INSP 22,821.84 24,753.36 26,504.63 16,319.99 26,423.00 21,706.00 -17.9% 12403511 511219 ALT INSP 1,280.00 1,315.66 4,365.40 3,223.65 5,000.00 6,500.00 30.0- 12403511 515000 OVERTIME .00 759.81 1,746.37 .00 .00 .00 0 .0% 0% 12403511 596130 RVFND SUPP -52,069.50 -54,164.00 -47,978.00 .00 .00 .0 . 12403517 517017 SICK LEAVE .00 .00 .00 12,908.10 .00 .00 .0% TOTAL SALARIES 114,653.18 152,826.86 133,488.78 128,777.86 179,818.00 125,431.00 -30.2% TOTAL INSPECTIONS DIVISION 114,653.18 152,826.86 133,488.78 128,777.86 179,818.00 125,431.00 -30.2% 0511 HEALTH 03 SALARIES 15113511 511003 HEALTH ADM 64,123.20 66,692..55 70,195.23 45,903.04 69,981.00 35,713.00 -49.0% 511561 15113511 PH NURSE 44,528.70 48,254.89 49,072.53 30,376.57 46,297.00 46,366.00 .1% " 15113511 511564 HLTH INSP 43,941:68 55,400.74 59,927.06 38,376.69 58,877.00 60,707.00 3.1% 15113511 515000 OVERTIME .00 307.46 20.47 .00 .00 .00 ..0% 15113511 596130 RVFND SUPP .00 -1,997.51 -2,100.00 .00 -2,100.00 -2,100.00 .0% TOTAL SALARIES 152,593.58 168,658.13 177,115.29 114,656.30 173,055.00 140,686.00 -18.7% 05 EXPENSES 15115530 530000 PROF SVCS 300.00 300.00 300.00 300.00 300.00 300.0.0 .0% 15115530 530520 WGHTS/MEAS 4,500.00 4,500.00 5,750.00 .00 5,750.00 5,750.00 .0% 15115530 530530 ANIM DSPSL 4,669.00 5,336.32 7,879.76 4,067.32 4,350.00 4,350.00 .0% 15115530 530550 MOSQ LRV C 2,176.00 2,224.00 3,440.00 3,100.00 4,988.00 5,000.00 .2% 15115530 530551 MOSQTO CTL 26,000.00 26,000.00 26,000.00 19,500.00 26,000.00 26,000.00 .0% i 03/08/201 1 15:25' (TOWN OF READING N ( PG 3 bgnyrpts blelacheu r NEXT YEAR BUDGET HISTORICAL COMPARISO PROJECT ION: 20121 2012 General Fund FOR PERIOD 99 ACCOUNTS FOR: PRIOR FY3 PRIOR FY2 LAST FY1 CY CY REV PROJECTION PCT COMMUNITY SERVICES ACTUALS ACTUALS ACTUALS ACTUALS BUDGET LEVEL 3 CHANGE 15115540 540000 SUPP/EQUIP SP SUPP .00 00 46.06 582 71 1 .00 07 1 539 .00 597.80 .00 2,222.00 .00 2,250.00 .0% 1.3% 15115540 15115540 540521 540524 IN CLINIC SUP . 2,007.03 . , 455.79 , . 626.43 520.05 1,800.00 1,800.00 .0%, 15115540 596130 RVFND SUPP .00 -2,100.00 -2,100.00 .00 -2,100.00 .00 -100.0% 15115571 571000 MILEAGE 2,349.68 2,434.83 2,540.97 1,324.11 1,600.00 1,600.00 .0- 15115577 577500 RIVERSIDE 7,500.00 7,000.00 7,000.00 4,666.68 7,000.00 7,000.00 .0% 15115577 577510 EMARC 11,275.00 13,000.'00 13,000.00 9,750.00 13,000.00 13,000.00 .0% TOTAL EXPENSES 60,776.71 60,779.71 65,976.23 43,825.96 64,910.00 67,050.00 3.3% TOTAL HEALTH 213,370.29 229,437.84 243,091.52 158,482.26 237,965.00 207,736.00 . -12.7% 0541 ELDER SERVI CES 03 ' SALARIES 15413511 511003 ELD ADMIN 58,450.95 62,157.00' 63,813.77 41,730.02 63,619.00 32,470.00 -49.0% 15413511 511523 VAN DRIVER 25,760.46 27,369.38 29,778.56 13,573.66 28,298.00 31,111.00 9.91 15413511 511524 SUB VN DRV 2,449.84 2,488.90 3,186.10 5,866.36 2,500.00 3,000.00 00 20.0% 1% 2 15413511 511525 SOCIAL WRK 44,239.50 47,821.09 51,895.39 33,936.18 51,737.00 52,815. . 1 4% 15413511 511527 SR CNT CRD 33,963.93 35,672.54 37,466.26 24,694.08 37,741.00 38,263.00 . 15413511 15413511 511528 511561 VOL COORD NURSE ADV 22,452.57 21,817.05 26,309.11 29,129.61 .00 30,609.49 .00 20,018.07 .00 30,518.00 .00 31,268.00 .0% 2.5% 15413511 517017 SCK LV BBK .00 .00 .00 4,468.58 4,470.00 .00 -100.0% 0% 15413511 596120 ST GR SUPP 16,603.58 -24,200.00 -24,200.00 -24,200.00 -24,200.00 -24,200.00 . 15413511 596150 PVTGR SUPP 3,000.00 00 -2,600.00 00 -3 000 .00 000 00 -3 .00 00 .00 000.00 -3 .00 000.00 -3, .0% .0% 15413511 596180 TRFND SUPP . , . . , . , , TOTAL SALARIES 238,737.88 201,147.63 189,549.57 120,086.95 191,683.00 161,727.00 -15.6% 05 EXPENSES 15415531 531010 PRDEV DUES .00 .00 816.87 56 71 626.02 796 16 730.0'0 750 00 750:00 00 200 2.7% -73 3% 15415531 15415531 531090 531091 PRDEV REG PRDEV TRAV .00 .00 29.65 511.39 1 . 344.15 . 26.70 . .00 . .00 . .0% 15415535 535304 PROGRAMS .00 .00 924.03 164.00 1,121.00 1,125.00 0 00 .4% 0% 15415536 540 536000 540000 LIC SFTWR SUPP/EQUIP .00 96 363 790.00 284.96 .00 1,553.67 893.00 205.97 900.00 1,325.00 90 . 1,325.00' . .0% 15415 15415540 540049 FURNISHING . .00 .00 1,557.00 .00 1,200.00 .00 -100.0% 15415548 15415551 548000 551000 AUTO MAINT VOLNTTRAIN _00 265.61 .00 141.51 .00 236.53 .00 75.11 400.00 250.00 .00 100.00 -100.0% -60.0% 15415571 571000 MILEAGE 1,006.38 587.41 657.77 _ 540.17 1,250.00 1,000.00 -20.0% 0% 15415577 577540 MEAL DELIV 5,593.00 5,593.00 5,593.00 5,593.00 5,600.00 5,600.00 00 . 0% 15415578 578000 OTHER EXPN .00 00 .00 00 450.00 500 00 .00 .00 .00 600.00 . .00 . -100.00 15415578 15415578 578018 596120 VOLUNTCOST ST GR SUPP . .00 . .00 . -5,851.00 -5,851.00 -5,851.00 -5,851.00 .0% TOTAL EXPENSES 7,228.95 7,937.92 6,938.73 3,069.13 8,275.00 5,149.00 -37.8% TOTAL ELDER SERVICES 245,966.83 209,085.55 196,488.30 123,156.08 199,958.00 166,876.00 -16.5% 0543 VETERANS 03 SALARIES 03/08/2011 15:25 TOWN OF READING PG 4 blelacheur ( NEXT YEAR BUDGET HISTORICAL COMPARISON bgnyrpts PROJECTION: 20121 2012 General Fund FOR PERIOD 99 ACCOUNTS FOR: PRIOR FY3 PRIOR FY2 LAST FY1 CY CY REV PROJECTION PCT COMMUNITY SERVICES ACTUALS ACTUALS ACTUALS ACTUALS BUDGET LEVEL 3 CHANGE 15433511 511003 VET SV OFF 13,810.68 16,104.44 18,169.02 9,173.42 15,288.00 19,602.00 28.20 TOTAL SALARIES 13,810.68• 16,104.44 18,169.02 9,173.42 15,288.00 19,602.00 28.2% OS EXPENSES 15435571 571000 MILEAGE .00 .00 .00 .00 700.00 500.00 -28.6% TOTAL EXPENSES 00 .00 .00 .00 700.00 500.00 -28.6% TOTAL VETERANS 13,810.68 16,104.44 18,169.02 9,173.42 15,988.00 20,102.00 25.7% 0544 VETERANS' AID 05 EXPENSES 15445577 577000 VETS BENEF 75,887.46 123,531.30 161,458.81 97,458.97 150,000.00 150,000.00 .0% 15445577 577506' MED BENEFI .00 .00 .00 13,409.30 .00 .00 .0% 15445577 577508 ONE TIME B .00 .00 .00 292.69 .00 .00 .0% TOTAL EXPENSES 75,887.46 123,531.30 161,458.81 111,160.96 150,000.00 150,000.00 .0% TOTAL VETERANS' AID 75,887.46 123,531.30 161,458.81 111,160.96 150,000.00 150,000.00 .0% 0691 HISTORICAL COMMISSION 05 EXPENSES 16915540 540000 SUPP/EQUIP 999.11 995.17 999.16 399.85 1,000.00 1,000.00 .0%' TOTAL EXPENSES 999.11 995.17 999.16 399.85 1,000.00 1,000.00 .0% TOTAL, HISTORICAL COMMISSION 999.11 995.17 999.16 399.85 1,000.00 1,000.00 .0% TOTAL COMMUNITY SERVICES 840,750.68 .990,724.38 1,029,666.05 747,346.99 1,116,042.00 998,458.00 -10.5% GRAND TOTAL 840,750.68 990,724.38 1,029,666.05 747,346.99 1,116,042.00 998,458.00 -10.5% END OF REPORT - Generated by Bob LeLacheur Page 1 of 3 LeLacheur,Bob From: LeLacheur, Bob Sent: Tuesday, March 08, 2011 4:49 PM To: Reading - Selectmen; Barry Berman(w); Bryan Walsh(h); David Greenfield(w); Frank Fardy(h); Hal Torman(w); Kevin Leyne(h); Mark Dockser(h); Marsie West(w); Paula Perry(h) Cc: Hechenbleikner, Peter; Delios, Jean Subject: Alternate budget proposal for this week Attachments: AN ALTERNATE 2012 BUDGET PROPOSAL FOR READING COMMUNITY SERVICES.docx; 2011 COMMUNITY SERVICE FINANCIAL PROPOSAL.docx; FY12 TM alt budget.xls; CS portion.ppt Attached please find four documents, and below please find the copy of four emails. You will get a full presentation on this Wednesday evening. As requested in email 1), 1 am forwarding this to FINCOM and the Selectmen. Documents 1) an alternate proposal - text from Bill Hecht, Chair of Conservation as well as list of others as shown . 2) 2011 Comm Svc financing proposal - Bill's budget view on the written proposal I did not agree with their figures, and we have gone back and forth a bit. We are now in complete agreement on their intentions & the results: 3) Bob's version of the budget proposal 4) Bob's overview of the FY11-FY12 changes to Community Services under the Town Manager's budget, and then this alternate proposal Emails 1) from Bill - in agreement with my conclusions 2) from Bill, explaining why we differed by about $30,000 3) from Bill toFINCOM as an overview 4) from Bill to FINCOM as an overview (probably superceded by 3) above) 1) Tue 3/8/20114:0.5 PM Bob, I buy it. I ask you to share it with the Selelctmen and Peter as well. I am glad we could get the numbers to come out, as I believed they Would. Bill Hecht 2) From: Bill Hecht [mall Ito: bill hechtsr@verizon.net] Sent: Tuesday, March 08, 20113:04 PM To: LeLacheur, Bob Cc: Steven G. Oston Subject: Re: RE: RE: Bob and the Finance Committee Bob, We also are not recommending adding the clerical person, since we believe that at 60% time the staff retained will not need the added clerical staff. Bill 3) Tue 318120116:52 AM Dear Bob, I am sending this to you and to Peter as well. 6 3/8/2011 Page 2 of 3 Please pass this on to the Finance Committee. I will bring 10 copies to the meeting on Wednesday. We propose the attached Alternate' Budget for Community Services. It has been approved and endorsed by: Bill Hecht, Jamie Maughan,Tina Ohlson, Amuka Scanlon, Barbara Stewart, Brian Sullivan, Brian Tucker, Conservation Commissioners.. At their meeting on March 7th, the Council on Aging, as reported by their Chair Steve Oston, voted unanmously (7-0, 3 members absent) to approve and endorse this proposal as well. Barbara Meade, Chair of the Board of Health aprroves and endorses this proposal. The full Board will meet on Thursday March 10 and will vote on this matter William J Hecht Sr Chair Conservation Commission 4) From: Bill Hecht [mailto:biI[hechtsr@verizon.net] Sent: Monday, March 07, 20112:25 PM To: LeLacheur, Bob Cc: Steven G. Oston; meade.barbara@verizon.net Subject: Bob and the Finance Committee Bob, I am sending this on to you for the Finance Committee and to Peter as well. Please pass this on to the Fin Com. I will bring 10 copies of the memo to their meeting Wednesday. We propose the attached Alternate Budget for Community Servies. It has been approved and endorsed by: Bill Hecht, Jamie Maughan, Tina Ohlson, A.lniika Scanlon, Barbara Stewart, Brian Sullivan, Brian Tucker, Conservation Commissioners. At their meeting on March 8th, the Chair, Steve Oston, reported that The Council on Aging voted unanmously to approve and endorse this proposal as well. The Chair of the Board of Health, Barbara Meade approves and endorses this as well. The fall Board will meet on March 10th and will vote on this matter. William J Hecht Sr Chair Conservation Commission Bob LeLacheur Assistant Town Manager/Finance Director Town of Reading 16 Lowell Street Reading, MA 01867 (P) 781-942-6636 (F) 781-942-9037 3/8/2011 AN ALTERNATE 2012 BUDGET PROPOSAL FOR READING COMMUNITY SERVICES PLAN B We the undersigned ( see the covering memo for individuals) are deeply concerned about the impact on the citizens of Reading by the 2012 budget for Community Services proposed and approved by the Selectmen. We recognize the need to provide substantial savings in the tight approaching fiscal year. We propose this alternative fiscal plan, figures attached , which saves the required funds and distributes the savings among the Community Services unit. This proposal saves slightly more money $ 34,820. We believe that this solution is less like to permanently damage the services provided by Public Health, Council on Aging and Conservation for the following reasons: 1. The positions proposed to be cut under the original plan each provide real services to Reading citizens. While they are 'administrative in nature' the roles actually provide direct service to the community. The originally proposed cuts jeopardize the ability of the units and their volunteer boards to perform their mandated functions 2. If as is anticipated. planned building activity is lessened, then the reduction proposed in this plan to the Planning Staff should not affect the immediate services to the citizens. 3. This proposal to reduce the staffs of Health, Aging and Conservation reduces their hours to 60% time. This keeps the incumbents in the benefits pool and reducing but not eliminating the likelihood of the them leaving quickly given any opportunity to regain benefits. (Under the currently approved plan each of the incumbents, at 50% time loses benefits). 4. By increasing the total savings under this proposal it should cover the additional benefit costs. 5. This proposal is both more equitable, humane and gives opportunity to discover whether a regional approach is at all viable. 6. The modest reduction in this proposal to the planning budget should not seriously affect the ability of the Town, in this economic climate to respond to opportunities. 7. The proposed plan leaves the decision about how to meet the 85% time in the hands of the Town Manager and the Town Planner, who is department head. 8. While a reduction of the Aging, Health and Conservation staffs to 60% time isa challenge, it is obviously far better than the approved plan. March 7, 2011 William J Hecht Sr 2012 COMMUNITY SERVICE FINANCIAL PROPOSAL-PLAN B. i FY 2011 SALARY PLANING STAFF $140,465 .TOWN PLANNER (1 FTE) STAFF PLANNER (1 FTE) ELDER ADMIN $63,619 HEALTH ADMIN $69,981 CONSERVATION $53,214 PERMIT COORD $47,978 TOTAL SAVINGS IN THIS PROPOSAL PROPOSED 2012 PLAN B * (85%) $119,395 DISTRIBUTION TO BE DETERMINED BY TOWN MANAGER AND TOWN PLANNER (60%) $38,094 (60%) $41,541 (60%) $31,105 POSITION ELIMINATED IN BOTH AS OPPOSED TO THE APPROVED PLAN SAVINGS OF $109,940 INCREMENTAL SAVINGS OF PLAN B * Figures do' not reflect the proposed 2012 2% salary increase WILLIAM J HECHT SR 3/7/2011 SAVINGS * $21,070 $25,525 $28,078 $22,109 $47,978 $144,760 $34,820 10 Impact by Division Alt vs TMgr FYI 1 FYI 2 TM FYI 2 alt Budget FTE Division Budget Positions Wages Wages FTEs Wages FTEs Change Change Admin. Admin. Dept Head $ 49,417 $ 50,445 0.50 $ 50,445 0.50 Admin. Admin. Clerk $ - $ 27,000 0.80 $ - - $ (27,000) (0.80) Plan/Inspect Admin. Town Planner $ 49,417 $ 50,444 0.50 $ 35,311 0.35 Plan/Inspect Planning Staff Planner $ 50,523 $ 51,580 1.00 $ 43,843 0.85 $ (22,870) (0.30) Elder/Human Elder/Human Elder/Human Administrator $ . 63,619 $ 32,470 0.50 $ 38,964 0.60 $ 6,494 0.1 Health Health Health Administrator $ _ 69,981 . $ 35,713 0.50 $ 42,856 0.60 $ 7,143 0.1 Conservation Conservation Conservation Administrator $ 53,214 $ 29,630 0.50 $ 35,556 0.60 $ 5,926 0.1 TOTAL $ 336,171 $ 277,282 4.30 $ 246,974 3.50 $ (30,308) (0.80) Savings versus TM Budget $ 30,308 E= C= Finance Committee March 9, 2011 Department Review: Community Services (pages 44-49) • Regionalize three administrative functions to 0.5 FTE each: - Conservation Administrator - Elder/Human Services Administrator - Health Administrator • Eliminate Permits Coordinator • Reduce Administrative Assistant by 0.4 FTE (share with Town Mgr) • Reduce plumbing/gas & wiring inspectors from 20 to 16hrs/wk • Eliminate conservation wage offset (fund is depleted) • Add 0.8 FTE clerk for customer service & document storage • Increase Veteran Service Officer's hours due to heavy caseload Finance Committee March 9, 2011 Department Revi ew: Community Services (pages 44.49) Allocating 4.5 FTE shared staff in Admi n budget by function: Finance Committee March 9 , 2011 Department Revi ew: Community Services (pages 44-49) Alternate budget proposed by the three BCCs: Elder/Human 4.7 4.3 -0.4 -9% FTEs FY1... ...F..._._. Y72 Change % Admin 1.5 2.0 +0.5 +32% ElderlHuman 4.7 4.2 -0.5 -11% Planllnspect 5.3 4.1 -1.2 -23% Health 3.9 3.4 -0.5 -13% Conservation 1.1 0.6 -0.5 -45% Vets 0.5 0.5 +0.0 +91 TOTAL. 16.9 14.7 •2.2 -13 F T E s " . . . . . . . . . . . . . . . . . FY71 FY12 Change Admin 1.5 1.2 -0.3 -20% Planllnspect 5.3 3.8 -1.b -28% Health 3.9 3.5 -0.4 -10% Conservation 1.1 0.7 -0.4 -36% Vets 0.5 0.5 +0.0 +9^/, TOTAL 16.9 13.9 -3.0 -18% C~ OF K 3 0 1~,'9+fNC0AQ~P~ Board. of Selectmen January 11, 2011 Additional proposed actions: Regionalization Q) L O v o a o Z a v o Z ~ ° co a co - o Q) 4:: Conservation Agent/Administrator Assistant Agent/Administrator Field Inspector Clerical Assistance TOTAL 1.0 0.5 1.0 0.4 0.5 1.0 0.55 1.0 0.5 1.0 0.19 1.0 0.13 10 0.4 0.5 10 0.36 0.2 2.5 0.5 0.0 3.0 0.8 0.5 0.5 2.0 1.2 11 O~ OFR G T ,QJ9rlYCORP~P~ Board of Selectmen January 11, 2011 Additional proposed anti s: ei a iati ~Q, o -8 ,2, o Services m g o z i 10 co ff Administrator/Director 1.0 1.0 1.0 1.0 1.0 0.8 1.0 1.0 098 1.0 Assist/Program Coord. 0.4 1.0 0.8 1.0 0.3 1.0 0.3 0.59 0.9 Social Worker 1.0 1.0 0.25 1.0 Nurse Advocate 1.0 0.13 0.5 Outreach Worker 1.3 0.1 0.4 0.9 0.34 Van Driver 2.2 0.8 0.4 1.0 1.0 1.0 0.79 0.9 Clerical Assistance 1.0 1.0 0.5 1.5 1.0 0.4 0.5 1.0 0.86 0.5 TOTAL 5.9 3.8 2.8 4.5 3.0 1.5 3.9 6.2 3.9 4.8 OFR c BJS: T,Vco 7~P Board of Selectmen January 11, 2011 Additional se actions: Regionalization, a a Public Health m a`~ z z ~ Q Director/Administrator 1.0 1.0 1.0 1.0 1.0 1.0 0.75 1.0 Agent 1.0 1.0 1.0 0.38 Environmental Engineer 1.0 0.13 .Inspector/Sanitarian 1.8 1.0 1.0 0.48 1.1 Nurse 1.0- 0.7 0.7 0.5 1.0 . 0.49 0.8 Clerk Assistance 1.9 1.5 1.0 1.0 1.0 0.80 0.8 TOTAL 5.9 2.0 5.0 3.7 2.0 1.5 0.0 4.0 3.01 3.7 U Page 1 of 1 LeLacheur, Bob From: Stephen A. Goldy [sgoldy@sgoldy.com] Sent: Wednesday, March 09, 20114:59 PM To: LeLacheur, Bob Subject: FW: Going to FinCom tonight? Bob, Some comments from Karl weld about the proposed alternate budget. Karl will not be there. Thanks, Steve stepfwn a. q 42 Berkeley Street, Reading 781-775-5805 (mobile) 781-779-1773 (home) stevegoldy.com From: k.weldi@verizon.net [mailto:k.weld1@verizon.net] Sent: Wednesday, March 09, 20112:50 PM To: sgoldy@sgoldy.com Subject: Going to FinCom tonight? Steve, If .you're going is it allowed for you to read the points I would make if I was able to attend? If so, here they are: 1.) Planned building activity is not decreasing. There is a 400-unit proposal to develop the Addison property, a hugely complex issue. The Atlantic property is slated to start construction this spring. There is the Charles building to redevelop. 2.) The Planning Department's primary function is to help develop new growth. THIS is the number one issue facing the Town: 3.) The Health & Conservation Administrator's primary function is to administer the Town's by-laws relevant to their departments. You could argue that these by-laws are too stringent and are inhibiting new growth. By revising these by-laws to meet state levels of regulation you can then have regional partnerships for these functions. The Town has to decide the cost/value of these functions. If the Town (i.e. the.Voters/Taxpayers) decide that lower costs and new growth are more important than more stringent regulations, then that is the route we should take. 4.) You can't regionalize Planning. You can Health & Conservation. 5.) The last thing we need is to encourage people to use our benefits package. It's out of control as it is. This is in response to the Community Services "Alternative" proposal for staff reductions. 3/9/2011 lJ' Library FY12 Budget Overview The Reading Public Library general fund budget for FY12 is $1,223,530 which is a 0.9% decrease compared to FYI 1. When a November 2010 Town Meeting one-time funding of sick- leave buyback ($5,145) for a retired employee is removed from the FYI I budget, the decrease of 0.5% is a bit better than the average decrease across all Municipal government departments. The Library is divided into these divisions: Administration Staff (3.0 FTEs): Director MLS (Master's in Library Science); Assistant Director MLS; Administrative Assistant. Responsibilities: Administration and Management, Planning, Policy, Budgeting, Accounting & Payroll, Data Collection, Reports, Grant Management, State Aid and Network Policy & Standards, Personnel, Technology, Volunteers, Staff Development, Public & Donor Relations. Circulation Staff (5.75 FTEs): Division Head 1.0 MLS; Library technicians 3.5 FTE (Eleven part-time); Pages 1.25 FTE (Five part-time). Responsibilities: Collection Management, Customer Assistance and Referral, General Information, Interlibrary Lending, Services for Groups and Community Organizations, Management of Meeting Rooms and Museum Pass Programs and other Public Services. Children's Division Staff (4.47 FTEs):. Division Head MLS; Children's Librarians 1.77 FTE (Three part-time MLS Librarians); Library Associate .6 FTE; Pages 1.1 FTE (Five part-time). Responsibilities: Programming, Collection Development, Education, Outreach, Summer Reading Program, Volunteen Program, Website Management, Readers and Parent Advisory Services. Reference Division Staff (4.5 FTEs): Division Head MLS; Staff Librarians 3.0 FTE (Five part-time MLS Librarians); Young Adult Librarians .5 FTE (Two part-time MLS Librarians). Responsibilities: Instruction, Research Assistance, Programming, Outreach, Information Services, Teen Services, Grantsmanship, NetGuides, Volunteens, Local History, Website Development & Management. Technical Services Staff (2.4 FTEs): Division Head MLS; Library Associates 1.0 FTE (Two part-time); Pages .4 FTE (One part-time). Responsibilities: Vendor Accounts, Purchasing Contracts, Acquisitions, Cataloging, Processing, Network Databases. Staffing (20.1 FTEs; no change - 42 staff members consisting of 7 full time librarians, 9 part-time librarians, 15 part-time library associates and technicians, and I 1 library pages).. Wages ($969,717; +0.4%) The library has recently introduced a new way to track wage costs by division. While there is not yet much history, in the future this method will provide more detailed insight into the different functions at the library. All employees are budgeted for a 2% step increase, but several staffing changes are described below. Funding for Sundays is tracked newly within appropriate. division accounts so "Sundays" don't appear as a separate line item. The anticipated amount for Sundays included in the,FY12 across three divisions is $28,772. Note that there is NO overtime budget for the library. Sick time, earned time off, and extended leaves have never been budgeted. In Administration an Administrative Assistant position was upgraded from Administrative Secretary and increased from part time to full time due to a retirement. In Circulation two pages positions are eliminated and one hour/week of paralibrarians staffing is reduced. In Children's the part time paralibrarians are reduced by 20%; two or three page positions are eliminated; one weekend paralibrarian is eliminated. In Reference one reference librarian is reduced by 1 hour/wk. In Tech Services two- part-time positions are reduced by a combined 1.5 hrs/wk. The Trustees forecast that with these changes the library may need to close during several Saturdays in the summer. Wages FYll FY12 Change Administration $189,509 $193,905 +2.3% Circulation $202,957 $201,958 -0.8% Children's $216,267 $212,421 -1.8% Reference $252,713 $256,467 +1.5% Tech Services $104,560 $105,666 +1.1% Total $966,006 $969,717 +0.4% Expenses ($253,813; -5.6%) Most expenses are level funded for FY12. Supplies have been reduced by $3,004 or about 10%. In FY11, the materials budget was funded at $178,000, or just over the 15% state requirement. In this budget. it is reduced to $173,000 or 14.1% of the proposed overall budget. Other sources of revenues will be sought to make up the difference. 13,052 Attended Children's Programs 973 Teens in library classes, afternoon & evening programs 1,903 Hours 122 Library Volunteers worked 107,930 Books, Audio, and Video Holdings 1,324,770 Website hits 3047 Hours open total, includes 48 Saturdays, 31 Sunday afternoons 217,582 People visited the library 49,920 People used library computers 62,867 Consultations with Research & Children's Librarians 1,834 Museum Passes borrowed by residents Who does the library serve? The Reading Public Library serves the community from birth through old age. 20,676 Reading residents have current library cards (89.6% of Reading population of 23,052.) Using a national consulting firm, the library conducted a community- wide survey in 2007. A response rate of 201/o led to the following customer profile: ® 88% of residents visited in past year; 75% visit once a month or more ® 93% of library users borrow books; 58% of library users borrow dvds or a-v materials ® 99% of library patrons expressed satisfaction with service received Services Through its collections, classes, programs, and outreach The Value of Library Services activities, the Library supports and encourages reading and The value of library services for the average adult who uses the learning, and personal growth and development. library once a month is $3000.00. - You can measure your In 2010: family's value on our website at http://www.readingpl.org. 506,594 Books and AN borrowed (22 books per person in Reading) Q Budget Impact State Certification The Municipal Appropriation Requirement (M.A.R.) for FY12 is $1,251,170. The MAR is based on a formula of 102 %2 % of the average of the previous three years. The proposed FY12 budget is short by $27,640 of the MAR. In addition to the MAR, the library is required to spend 15% of its budget on books. The proposed book budget at 14.1% is short by 510,800 of this requirement. Service Levels The Trustees are committed to keeping the library open and all services fully available at all times. Current staff have delivered increasing amounts of service as circulation, attendance at programs, requests . for information and help, traffic and general library business have increased by approximately 8-10% annually. The library has maximized every opportunity to share resources, regionalize borrowing and lending, participate in purchasing cooperatives, take advantage of free and low-cost training possibilities, actively seek grants and private donations, encourage fundraising, and implement cost-savings across the board. The library is open seven days per week, 64 hours per week, for forty weeks per year and six days and 60 hours per week for the remaining twelve weeks per year. To ensure public safety, minimum staffing levels are essential for a public building with three floors and many blind spots, especially during long winter evenings. At a minimum, three public service desks must be staffed at all open times. The Trustees and administration carefully examined traffic patterns (the library has a people counter and uses software to collect exact visit statistics daily, hourly, weekly, and annually), circulation data, and past library history to weigh options for how to absorb the current budget reduction. We concluded that in order to manage a small but significant reduction in staffing levels, there will be an inevitable loss in service. To implement the proposed budget reduction, the plan is: ® to close the library on Saturdays from Memorial Day through Labor Day, a total of 13 Saturdays during June, July, and August. This would reduce the overall library hours by 3% over the course of the year; o to eliminate two pages from Circulation division, a reduction of 11 out of 47 page hours in Circulation, or - 23%; eliminate two to three pages from Children's services, a loss of 14.5 out of 40 page hours in Children's Services, or -36%; ® further reduce other support positions by approximately 2.5% in net hours; ® reduce the book budget below state recommended minimum and below requirement for certification. While meaningful in impact and painful to implement, these choices would enable the library to continue to meet the required minimum number of hours open to comply with state aid requirements. It would preserve long-term staff, mitigate the effects of layoffs and unemployment benefit consequences, and it would maintain professional staffing and the availability of high quality services during open hours year round. The Sunday afternoon October - May would be maintained at current levels, as would the four evenings per week that the library is open until 9 p.m. to serve all members of the community equitably. 02/21/2011 13:13 ( blel'acheur PROJECTION: 20121 2012 General ACCOUNTS FOR: LIBRARY TOWN OF READING NEXT YEAR BUDGET Fund PRIOR FY3 ACTUALS HISTORICAL COMPARISON PRIOR FY2 LAST FY1 ACTUALS ACTUALS Y ACTUALS Y REV BUDGET IPG 1 bgnyrpts FOR PERIOD 99 PROJECTION PCT LEVEL 3 CHANGE 03 SALARIES 0610 LIBRARY ADMINISTRATION 16103511 16103511 511010 511641 ADMIN ASST DIRECTOR .00 76,903.20 .00 83,093.64 .00 83,017.63 11,678.10 51,740.31 5,950.00 83,018.00 .00 84,678.00 -100.0. 2.0. 16103511 511642 ASST DIREC 60,839.10 48,306.23 67,686.72 41,905.42 67,507.00 68,857.00 2.0% 16103511 511643 ADMIN SECR 25,699.92 26,344.61 27,419.89 5,978.50 26,862.00 40,370.00 50.30 16103511 511644 DIVSN HEAD 216,770.65 228,161.43 233,224.73 .00 .00 .00 0 .0% 0. 16103511 511645 LIBRARIAN 292,971.44 283,370.12 289,742.79 .00 .00 .0 00 . 0% 16103511 511646 SR ASSOC 23,821.46 37,415.04 76,950.65 2,942.09 .00 . 00 . 0. 16103511 511647 LIBR ASSOC 23,037.27 11,863.55 .00 00 .00 00 . 00 . 0% 16103511 511648 SR TECH 9,906.39 10,579.59 10,477.65 .00 . . 00 . 0% 16103511 511649 CIRC TECH 104,836.82 112,443.36 98,070.57 .01 .00 . 00 . 0% 16103511 511651 PAGE OVERTIME 40,878.95 494 21 44,231.81 651 50 27 47,024.59 193.75 22 50.94 1,750.55 .00 1,027.00 . .00 . -100.0. 16103511 16103517 515000 517017 SCK IV BBK . .00 . , .00 , .00 5,145.00 5,145.00 .00 -100.0% 0612 LIBRARY CIRCULATION 16123511 511644 CIRC DIVHD .00 .00 .00 33,157.46 53,215.00 54,280.00 0 2.0% 2 0. 16123511 511646 SR. LIBRAR .00 .00 00 .00 00 16,920.46 239 89 58 28,553.00 659.00 94 29,124.0 140.00 94 . -.51- 16123511 511649 TECHNICIAN PAGE .00 00 . 00 . .00 . . , 12,431.53 , 19,684.00 , 16,731.00 -15.0. 16123511 16123511 511651 515000 OVERTIME . .00 . .00 .00 4,015.23 .00 .00 .0% 2 0% 16123511 515610 SUNDAY HRS .00 .00 .00 .00 6,846.00 6,983.00 . 0614 LIBRARY CHILDRENS DIVISION 16143511 511644 CHLD DIVHD .00 .00 00 .00 00 37,564.28 409 16 66 60,542.00 442.00 106 61,753.00 108,571.00 2.0% 2.0% 16143511 16143511 511645 511646 CHILD LIBR SRLIBASSOC .00 .00 . .00 . .00 . , 15,153.31 , 24,703.00 20,570.00 -16.7% 16143511 511649 TECHNICIAN .00 .00 00 .00 00 208.95 95 8 459 522.00 154.00 14 .00 11,425.00 -100.0% -19.3. 16143511 16143511 511651 515000 PAGE OVERTIME .00 .00 . .00 . .00 , . 5,216.53 , .00 .00 .0% 16143511 515610 SUNDAY HRS .00 .00 .00 .00 9,904.00 10,102.00 2.0% 0616 LIBRARY REFERENCE DIVISION- 16163511 511644 REF DIVHD .00 .00 .00 36,608.02 58,753.00 59,928.00 2.0% 1 3. 16163511 511645 LIBRARIANS .00 .00 .00 . 114,829.42 183,942.00 186,321.00 00 . 0% 16163511 515000 OVERTIME .00 .00 .00 00 3,364.22 00 .00 018 00 10 . 218.00 10 . 2.0% 16163511 515610 SUNDAY HRS .00 .00 . . . , , 0618 LIBRARY TECH SERVICES DIVISION 16183511 511644 TECH DIVHD .00 .00 .00 37,702.61 59,943.00 61,142.00 2.0% m m L 02/21/2011 13:13 (TOWN OF READING blelacheur NEXT YEAR BUDGET HISTORICAL COMPARISON PROJECTION: 20121 2012 General Fund ACCOUNTS FOR: PRIOR FY3 PRIOR FY2 LAST FY1 LIBRARY ACTUALS ACTUALS ACTUALS PG 2 bgnyrpts FOR PERIOD.99 CY CY REV PROJECTION PCT ACTUALS BUDGET LEVEL 3 CHANGE 16183511.511646 16183511 511648 16183511 511651 16183511 515000 16183511 515610 TOTAL SALARIES 05 EXPENSES 876,159.41 913,460.88 955,808.97 S98,880.21 966,006.00 969,717.00 .4% 0610 LIBRARY ADMINISTRATION 16105524 524000 MAINT/REPR 16105531 531090 PRDEV REG 16105531 '531091 PRDEV TRAV 16105536 536000 LIC SFTWR 16105540 540000 SUPP/EQUIP 16105542 542000 OFFC SUPPL 16105555 555000 TECH SUPP 16105556 556000 MATERIALS 16105556 556610 ADLT BOOKS 16105556 556611 CHLD BOOKS 16105556 556612 TEEN BOOKS 16105556 556620 ADLT AUDIO 16105556 556621 CHLD AUDIO 16105556 556630 ADLT VIDEO 16105556 556631 CHLD VIDEO 16105556 556640 PERIODICAL 16105556 556650 ELECTRONIC 16105556 5'56660 ONLINE DB TOTAL EXPENSES TOTAL LIBRARY N SR. LIBRAR .00 .00 .00 16,002.99 25,684.00 25,652.00 SR LIBTECH .00 .00 .00 6,155.24 10,789.00 10,564.00 -2.1% PAGE 00 .00 .00 4,358.10 7,244.00 7,390.00 2.0% OVERTIME 00 .00 .00 891.94 .00 .00 .0% SUNDAY HRS .00 .00 .00 .00 900.00 918.00 2.0% GRAND TOTAL 3,892.37 7,327.07 8,690.83 2,585.95 3,500.00 3,500.00 3,307.68 3,320.63 4,811.31 1,500.90- 3,500.00 3,500.00 .0% 1,710.54 3,616.99 3,063.12 731.12 2,135.00 2,135.00 .0% 47,498.00 47,224.98 47,147:98 31,438.68- 47,278.00 47,278.00 .0% 5,188.71 4,355.20 11,679.05 4,419.37 8,700.00 7,700.00 -11.5% 10,943.38 10,487.22 11,090.13 8,920.10 10,204.00 9,200.00 -9.8% .00 8,563.94 8,731.43 210.38 8,500.00 7,500.00 -11.8% .00 4,040.00 .00 16.70 .00 .00 .0% 72,389.23 81,753.60 73,713.19 41,117.96 76,000.00 72,000.00 -5.31 26,711.02 29,213.44 27,555.82 11,745.75 28,500.00 26,000.00 -8.8% .00 -.00 .00 .00 9,000.00 9,000.00 .0% 16,964.45 18,755.86 19,816.56' 8,641.03 15,000.00 14,000.00 -6.7% 4,036.55 4,958.32 6,607.05 1,248.55 6,500.00 5,500.00 -15.4- 18,508.70 22,802.22 23,012.87 14,058.72 22,000.00 20,000.00 -9.1% 6,.340.92 8,154.30 6,110.72 3,959.02 7,000.00 7,000.00 .0% 12,909.36 10,044.73 2,008.94 1,427.62 10,000.00 9,000.00 -10.0% 19.99 .00 .00 .00 .00 .00 .0% 10,984.10 6,032.50 10,428.00 5,530.00 11,000.00 10,500.00 -4.5% 241,405.00 270,651.00 264,467.00 137,551.85 268,817.00 253,813.00 -5.6% 1,117,564.41 1,184,111.88 1,220,275.97 736,432.06 1,234;823.00 1,223,530.00 -.9% 1,117,564.41 1,184,111.88 1,220,275.97 736,432.06 1,234,823.00 1,223,530.00 -.9% END OF REPORT - Generated by Bob LeLacheur Library Budget FY12 Revenue The Library relies on several sources of income for its annual operating budget: Library Revenue FY10 Municipal appropriation $1,225,328 93.70/,o Revolving Fund $ 8,760 0.6% Trust Income $ 1,972 0.1% Gifts $ 11,552 0.8% State Aid $ 23,472 1.8% State & Local Grants $ 2,341 0.4% Federal Grants (LSTA) $ 12,021 0.9% Other Grants $ 6,837 0.5% Friends & Foundation $ 14,500 1.1% $1,306,783 Reading Public Library Budget Narrative FY12 C`~),, Library Revenue FY10 (All Sources) Other 6% Municipal Appropriation 94% Library Revenue FY10 (Non-Municipal Sources = 6%) Revolving Fund ends & Foundation 11% 18% _i Trust Income 2%' Gifts OtherGrants 14% r =Tai - 8% al 4y,a i„ c ' `a Federal Grants (LSTA) 11 MR, - ° r s r 15 Eli- State & Local Grants - State Aid 3% 29% 1 Library Expenditures FY10 (Ail Sources) Library Expenditures FY10 Salaries $963,683 73.7% Books $195,024 14.9% Network $47,278 3.6% G Supplies & Equipment $23,046 1.8% Technology upgrades $8,731 0.7% Grants Implementation 12,021 0.9% Programs 16,645 1.3% Equipment & furnishings 3,000 0.2% Museum Passes 4,800 Network 0.4% 4% Professional Development 8,863 0.7% Carry Fwd $23,692 1.8% 1.383 Library Expenditures FY10 Reading Public Library Budget Narrative FY12 2 Programs Museums State Certification The State Municipal Appropriation Requirement (MAR) for FY12 is $1,251,170. The MAR is based on a formula.of 102 %2 % of the average of the previous three years. The FY12 budget is $-27,640 of the MAR. In addition to the MAR, the library is required to spend 15% of its budget on books. The FY12 is $-10,800 short of the requirement at 14.1%. The Town can apply. for a waiver of the MAR in order to remain eligible for state certification. Decisions regarding waivers are made by the Board of Library Commissioners based on overall town finances. Application for waiver would be made in August 2011 and a decision would be given in Fall 2011 regarding Reading's certification. It's likely that the Library Trustees would elect. to makeup the book expenditure shortfall of $10,800 through non-municipal revenue, like donations and Trust income and other sources described under "Revenue." Staff The FYI 2 budget eliminates student pages ($5,682) and reduces other staffing levels by 572 hours annually ($10,200) The library Trustees examined traffic patterns and circulation data and concluded. that the schedule that would be least difficult on the public and still allow the library to function with all services available during open hours would be to close completely for 12 Saturdays during the summer. This preserves professional staffing levels, keeps evening and Sunday hours fully staffed, and spreads out the reduction very broadly - the 572 annual hours represent six eight hour shifts on twelve Saturdays.. Many staff members actually work half-days every third Saturday, so we hope the loss will be absorbed without any lay-off or reduction for benefited staff. We are concerned about losing our student pages. Five of the twelve pages who work for the library are high school students, who work an average of six-eight hours per week after school and on Saturdays. The twelve pages have various jobs throughout three departments of the library, processing books, pulling book requests from shelves, checking late notices, and shelving the 480,000 books that are returned at the rate of approximately 1500 per day. We rely on them for their hard work and their enormous contribution to the functioning of the library. We believe the student pages gain valuable work experience at the library, learn how to use the library better, and. carry positive feelings about the role of the library in the community into their high school community and throughout their lives. They become avid supporters of libraries, and many student pages develop interests in learning, continuing education, and public service as a result of their association with us. We've seen students who are not thriving in school find new energy and optimism in a new setting. For many student pages, this is their first real "work" experience, and they learn valuable lessons in responsibility and time management through their library jobs. We've also seen student pages who become interested in children or elders through their work at the library and go on to careers in those fields. Reading Public Library Budget. Narrative FYI 2 3 v Income Trends Grants There has been a dramatic decrease in the availability of grant funding, particularly from state and federal sources. In FY09, grants made up $52,165, or 49%, of non-municipal library funding. (In FY09, non-municipal library funding was $107,531, or 8% of the library's budget. In FY10, it dropped to 6.3%. Grants made up 26% of that smaller amount, or $15,045 - a mere 28% of the available grant funds the previous year.) Many formerly consistent and reliable sources of "extra" funding for innovative programs and learning opportunities have simply dried up - agencies like "Libraries for the Future," which initiated the grant that we developed into the LiveWires Active Adult learning series, no longer exist. Other funding sources like Mass. Foundation for the Humanities, "Let's Talk About It/American Library Association", and Mass. Cultural Council grants, have had their own funding reductions which have resulted in our grant applications being denied more and more frequently - in fact, the last four grants we applied for were denied due to insufficient funding for the number of applications. We increasingly turn to Friends. and Foundation for funding support and they have responded with consistent and successful renewed fundraising efforts. In FY2010, the Friends and Foundation picked up more and more of the library's programming expenses, museum pass funding, and continued to provide major support for many of the highly popular author visits, singalongs, outreach activities, and professional development that make the Reading Public Library a valuable community resource for all ages. (*It's important to note that the Friends and Foundation support many programs directly and don't appear as "Revenue" in the library budget.) State Aid Last year, direct State Aid to the Library was reduced by 30%, down to $23,472, a number lower than in 1999. For the past several years, the library has been able to carry its State Aid forward as the Town has fully funded the library's book budget at 15%. Here's a look at State Aid expenditures $128,721) over a five year period, ending in 2009: Books $30,244 24% Training $17,128 13% Supplies, Printing, Equipment Maint. $19,378 15% Building Assessment $15,000 12% Survey $4,220 3% Computers & Technology $10,235 8% Shelving $7,626 6% Equipment & Furnishings $24,890 19% Reading Public Library Budget Narrative FYI 2 4 Direct State Aid to Public Libraries is a small part of the whole State Aid to libraries story. In FY2001, the State provided $34 million, for libraries through statewide programs, including resource sharing initiatives, statewide delivery of books, network infrastructure that connects libraries to each other and allows people to borrow freely from neighboring towns, and support for technology that provides fast internet connections in libraries. Since 2009, state support for libraries has been reduced 33%, down to $21 million in the current Fiscal Year. If this trend isn't reversed, more and more of the costs of doing business will be transferred to local municipalities. For example, Reading Public Library has a shared operating system through the NOBLE network - (roughly equivalent to the MUNIS system for financial operations). All of the library's holdings and patron records and transactions are managed through this large network database. Our NOBLE assessment is shared with 27 other libraries in the network, and is substantially offset by State funding through the State's Technology & Resource Sharing Line (formerly $4.4 million - currently $1.9 million). If State funding continues to diminish, our assessment will inevitably increase and cut deeper into the operating budget.. Reading's NOBLE network assessment is currently $47,278 and has NOT increased in four years. Trusts The Library is fortunate to have ten trust funds and bequests that are designated for various specific purposes. The total principal of the Trusts is $52,663 and the interest income available as of March, 2011, is $8,691. In general, the Trusts generate approximately $1000 annually in expendable income, most of which can be used to purchase books. Gifts In FY10, the library received $11,552 in direct gifts. Many of these gifts are given for specific purposes and program support and include memorial donations given to honor loved ones. Gifts make up slightly less than 1% of the library's budget and come from both individuals, groups, charitable foundations, and local organizations. Summary Library business has continued a steady increase with notable jumps in interlibrary lending and borrowing (up over 400% in five years), circulation (up 33% in four years), and program attendance and participation dramatically increasing, particularly among adults and teens: 3,982 teens and adults took part in library classes and programs in 2010, and attendance at children's programs was 13,052 over the course of the year. Over 89% of Reading's citizens carry library cards and last year, during the 3,047 hours the library was open, we greeted 217,582 people. Reading Public Library Budget Narrative FYI 2 ASSESSING DEPT BEDFORD LEXINGTON Job Titles & Hrs/Year Associate Assessor 2080 Town Assessor Assistant Assessor 2080 Commercial Appraiser Admin Assistant 1 1820 Residential Analyst/Inspector Admin Assistant 1 1820 Residential Analyst/Inspector Administrative Assistant Municipal Clerk (hrly) Temporary (hrly; 50-100) Tax Work-Off (hrly) 7800 Software Assess Pro MUNIS, VISION, RRC, M/S OFFICE Functions Outsourced Personal Property listing and help setting the final values for CPI and residential property. The cost can be anywhere from $1 OK - $40K. Annual Budget $258,000 $258 Triennial Recert. Year Basically the DOR does a complete audit of unclear the department and wants a lot of documentation to prove your values an analysis. A field rep from the state comes out to the town and spends several weeks going thru the data. Board or Assessors 3 members Paid/Year $1,500 Personal Property valuations work is outsourced to RRC Corp. salaries & expenditures $450,000 Additional field work based on specific requests of DOR representative, additional analysis man-hours required for determinations and calculations, and we often do expand our recertification year budgets for consultants' work plus "temporary" workers are required for resulting spillover in surrounding non-cert, years to catch us up. 3 members Avg - $2,500/member 1820 1820 1820 1820 1820 832 75 400 10407 $450 unclear ASSESSING DEPT Job Titles & Hrs/Year Software Functions Outsourced Annual Budget Triennial Recert. Year Board or Assessors Paid/Year MELROSE NORTH READING Chief Assessor 1820 Assessing Manager (35/2010) 1820 Head Clerk 1560 Clerk 1300 4680 1820 Patriot Properties State Cama Personal Property/$8000 (includes inspections and software fee) $193,000 ($172,000 of which is salaries) $193 Personal property costs rise approximately unclear $4,000 for total portfolio review and adjustment of depreciation. We also pay an additional consultant fee of $15,000 to Patriot properties during reval year for which all residential and commercial values are reviewed and all reports needed by the Department of Revenue are prepared. 3 members $4,347 19 Revaluation: PP & RE $159,317 $159 PP is inspected 100% & RE is analyzed for unclear the Market & Cost Approaches to Value, C&I are analyzed through a Cost, Market & Income Approach to value. The interim adjusted values are mini Revaluations. 3 members $2,100 - $2,300 ASSESSING DEPT WAKEFIELD WILMINGTON Job Titles & Hrs/Year Director 1950 Principal Assessor 1820 Assistant Assessor 1950 Senior Clerk 1820 Clerk 1820 Senior Clerk 1820 Software AssessPro Functions Outsourced Personal Property Review and collection Est $5000. Triennial Certification Cost Varies 5720 5460 Vision Appraisal bldg permits tracked $15K - $25K re- evaluation $90 - $100K Annual Budget $162,000 $276,576 $162 $277 Triennial Recert. Year Triennial Certification DOR paperwork, valuation unclear Consultant works with Principal unclear and table adjustments and specialized valuation Assessor to analyze real estate sales expertise. occurring during the year, develop new computer model too generate values and conduct 100% field review. Board or Assessors 3 members Paid/Year 0 3 members $750 for 2 part-time ASSESSING DEPT WINCHESTER AVG READING Job Titles & Hrs/Year Director 1820 Appraiser ($78.5k) Administrative Secretary II 1820 Assistant Appraiser ($47.8k) Administrative Secretary II 1820 Administrative Assistant. ($40.2k) Senior Clerk 1092 Clerk ($19.8k) Seasonal ($231) Software Patriot Properties, MUNIS Functions Outsourced Patriot only helps in reval years - Annual cost est $2,000. Annual Budget $249,000 Triennial Recert. Year We pay Patriot approx. $9,000 for reval years. Board or Assessors 3 members Paid/Year No 1950 1950 1950 1170 900 6552 6063 7920 State CAMA $1800; NEW $10,000+ $21,000.misc. annual expenses $232,300 $249F$ 250 $232 Mike Flynn $41,000 ($27k for comm'l; $14k for initial work); PP outsourrd to RRC ($21,900) 9 $ 14 $ 64 3 members No ~9) SUMMARY OF ASSESSING OFFICE COSTS Taxing Assessor Assistant Admin Seasonal Personal Reval Total Taxable Cost Per Board of Jurisdiction Appraiser Appraiser Assistant Clerk Lister Software Property Costs Budget Parcels FY09 Parcel Assessors Reading Yes Yes Yes Part Time Yes StateCAMA Outsourced PP $232,300 8,354 $27.81 $0 $7,000 $23,000 Inc. Lister Wakefield Yes Yes Yes No No AssessPro Outsourced PP & RP $162,000 8,960 $18.08 $0 $5,000 Substantial Wilmington Yes No No Two Yes Vision Outsourced PP & RP $276,576 8,279 $33.41 $750 N/A $90-$100 K Melrose Yes No Yes Yes Yes Patriot Outsourced PP & RP $193,000 8,995 $21.46 $4,347 $8,000 $19,000 N. Reading Yes N/A N/A Two No StateCAMA Outsourced PP & RP $159,317 5,609 $28.40 $2,200 All Costs Bedford Yes Yes Two No No AssessPro Outsourced PP & RP $258,000 4,500 $57.33 $4,500 $10-$40K All Costs q), SUMMARY OF COST PER PARCEL AND PER STAFF WORKER READING, MA 1~~X Assessor's Parcel . Staff Taxing Budget Counts Workers Parcels Cost Per Cost Per Jurisdiction FY 2011 FY 2011 FY 2011 Per Worker Parcel Worker Comments N. Reading $147,379 5,776 3.0 1,925 $25.52 . $49,126 Does Not include Revaluation Cost by RRC Bedford $204,467 4,955 4.0 1,239 $41.26 $51,117 Melrose $195,141 9,363 3.5 2,675 $20.84 $55,755 Outsourced Reval Report to Patriot Reading $232,165 8,998 4.0 2,250 $25.80 $58,041 Includes Shared Clerk and Part Time Lister Not being Replaced Westford $234,139 8,540 4.0 2,135 $27.42 $58,535 FY 2011 Revaluation Wakefield $181,217 9,523 3.0 3,174 $19.03 $60,406 Does Not include Revaluation Cost by Patriot Tewksbury $229,176 11,137 3.8 2,970 $20.58 $61,114 Walpole $261,120 8,903 4.0 2,226 $29.33 $65,280 FY 2011 Revaluation Wincester $249,863 7,732 3.6 2,148 $32.32 $69,406 FY 2011 Revaluation Andover $377,883 11,536 5.0 2,307 $32.76 $75,577 Arlington $308,498 14,687 4.0 3,672 $21.00 $77,125 Malden $436,966 13,030 5.0 2,606 $33.54 $87,393 N. Andover $307,320 9,887 3.5 2,825 $31.08 $87,806 Lexington $486,667 11,153 5.5 2,043 $43.64 $89,133 Belmont $371,930 8,122 3.5 2,321 $45.79 $106,266 * Revaluation Years Noted if FY 2011 Page 1 of 2 LeLacheur, Bob From: Burns, Greg Sent: Tuesday, March 08, 2011 1:54 PM To: Hechenbleikner, Peter; LeLacheur, Bob Cc: Zager, Jeff; LaPointe, Gail Subject: RE: Jan 11 & 12'storms w (2 Ox M~~tiM'~~" Peter, GLi9 MEMA is expected to release that Middlesex County and two others are eligible for 75% removal of snow removal costs incurred for the January 11-12 snow storm in the next day or so. We will know what to expect for reimbursement but, I would not expect to receive a check before the April Town Meeting. December 26-27 Storm We will not receive any reimbursement for this storm. Only one county (Plymouth) exceeded the county damage threshold established by FEMA, state-wide damage costs fell short of the state threshold by $1.71M. Accordingly, neither the state nor Plymouth County are eligible for disaster assistance under the PA Disaster Program or any other FEMA disaster program Greg Chief Gregory J. Burns Reading Fire Department 757 Main Street Reading, MA 01867 (P) 781.944.3132 (F) 781.942.9114 mww.readingmago Please let its know how we are doing -fill out our brief customer service survey at http://readingma- surve .virtualtownhall.net/surveylsid/887434dd9e2l3Ob7/ From: Hechenbleikner, Peter Sent: Tuesday, March 08, 20111:30 PM To: LeLacheur, Bob Cc: Burns, Greg; Zager, Jeff; LaPointe, Gail Subject: Re: Jan 11 & 12 storms I also assume we won't get it by then. Sent from my iPhone Pete On Max 8, 2011, at 1:25 PM, "LeLacheur, Bob" <blelacheur@ci.reading.ma.us> wrote: Any idea how much the reimbursement from FEMA will be for these snowstorms? I presume the funds will not come in time for our Annual Town Meeting in late April? Thanks, Bob 3/9/2011 (33 FAX: (781) 942-9071 Email: townmanager@ci.reading.ma.us Website: www. readingma.gov TOWN MANAGER (781) 942-9043 MEMORANDUM TO: Finance Committee FROM: Peter Hechenbleikrier P,.( DATE: March 8, 2011 RE: Town Manager's "Flexible Account" At its meeting on March 2, 2011, the Finance Committee asked for details on expenditures from the Town Manager's "Flexible Account." Attached are the Munis printouts from 2010 and from 2011 to-date. If you look at the comments column I believe it will be clear as to what the expenditure is for. In 2010, much of the expenditures were for the Mattera Cabin. We also replaced the Town Hall sign which was rotted, replaced one office chair, purchased A-frame signs announcing Town Hall new hours, and paid for Adopt an Island signs. In 2011 to-date, we have purchased safety equipment for DPW, paid for shipping for bike racks (the racks themselves were a grant from MAPC), reimbursed monies for trail supplies, paid for the review of the Oaktree Development Housing proforma, and reimbursed some expenses for the Mattera Cabin. PIH/ps (5 2 ° 03/'03/2011 09:31 TOWN OF READING I PG 1 pschena ( G/.L ACCOUNT DETAIL glactinq Org:. 11235578 Object: 578000 TOWN MGR OTHER UNCLASS ITEMS 0100-0 105-0000-0123- 05-57800-01-0000-578000 YEAR PER JOURNAL EFF-DATE SRC T PO/REF2 . REFERENCE AMOUNT P CHECK NO WARRANT VDR NAME/ITEM DE SC COMMENTS 2011 08 000787 02/17/2011API 1 11002353 W T1134 2,000.00 N 435538 T1134 B B CHAIN INC HIGH VISIBILITY JACKETS F .2011 06 '000345 12/09/2010API 1 11001051 W T1124 993.00 Y 433079 T1124 DEROVATIONS CORP DERO BIKE RACKS 2011 06 000344 12/09/2010APM 1 11001051 VOID -138.65 Y DEROVATIONS CORP DERO BIKE RACKS 2011 06 0.00282 12/09/2010API.1 W T1124 200.00 Y 433070 T1124 TOM COLTMAN REIMBURSEMENT - TRAIL CON 2011 06. 000078 12/02/2010API 1 11001051 W T1123 138.65 .Y DEROVATIONS CORP DERO BIKE RACKS 2011 05 00084811/24/2010API 1 11001742 W T1122 1,750.00 Y 432630 T1122 HOUSING PARTNERS INC REVIEW OF OAKTREE DEVELOP 2011 02 000521 08/19/2010API 1 W T1108 84.95 Y 429049. T1108 MOYNIHAN NORTH READING LUATTERA CABIN REA135-0002 Total Amount: 5,027.95 END OF REPORT- Generated by Paula Schena ~41 Z..©10 03/03/2011 09:33 TOWN OF READING I PG 1 pschena IG/L ACCOUNT DETAIL glactinq . Org: 11235578 Object: 578000 TOWN MGR OTHER UNCLASS ITEMS 0100-0105-0000-0123- 05-57800=01-0000-578 000 YEAR PER TOURNAL EFF DATE SRC T PO/REF2 REFERENCE AMOUNT P CHECK NO WARRANT VDR NAME/ITEM DESC COMMENTS 2010 12 001062 06/24/2010API 1 W T10S2 221.74 Y 426859 T1052 MOYNIHAN NORTH READING LWATTERA CABIN 2010 12 001062 06/24/2010API 1 W T1052 9.95 Y 426859 T1052. MOYNIHAN NORTH READING LHATTERA CABIN 2010 12 001062 06/24/2010API 1 W T1052 47.96 Y 426859 T1052 MOYNIHAN NORTH READING LHATTERA CABIN 2010 12 001062.06124/2010API 1 W T1052 214.79 Y 426949 T1052 REXEL CLS MATTERA CABIN . 2010 12 00106206/24/,2010API 1 W T1052 160.56 Y 426949 T1052 REXEL CLS MATTERA CABIN 2010 12 041062 06/24/2010API 1 W T1052 89.72 Y 426949 T1052 REXEL CLS MATTERA CABIN 2010 12 001062 06/24/2010API 1 W T1052 64.61 Y 426949 T1052 REXEL CLS MATTERA CABIN 2010 12 001062 06/24/2010AP2 1 W T1052 74.79 Y 426949. T1052 REXEL CLS MATTERA CABIN 2010 12 001062 06/24/2010API 1 W T1052 4.98 Y 426949 T1052 REXEL CLS MATTERA CABIN 2010 12 00024806/10/2010API 1 10005964 W T1050 250.00 Y 426272 T1050 SARDELLA SIGN & DISPLAY 2 A FRAME SIGNS WITH 22," 2010 11 000711 05/20/2010API 1 W T1047 161.73 Y 425313 T1047 AVON SUPPLY CO INC MATTERA CABIN 2010 11 05/20/2010API 1 000711 W T1047 180:22 Y 425313 T1047 AVON SUPPLY CO INC MATTERA CABIN 2010 11 . 00071105/20/2010API 1 W T1047 458-68 Y 425313 T1047 AVON SUPPLY CO INC MATTERA CABIN 2010 11 00071105/20./2010API 1 W T1047 402.71 Y 425313 T1047 AVON SUPPLY CO INC MATTERA CABIN_ 2010 11 000711 05/20/201.0API 1 W T1047 782.83 Y 425431 T1047 REXEL CLS MATTERA CABIN 2010 06 000986 12/31/2009API 1 10003633 W T1027 179.50 Y 420413 T1027 CVS SYSTEMS INC #Z02200103028P 3 X 5 MASS 2010 06 000266 12/10/2009API 1 10003095 W T1024 2,900.00 Y 419697 T1024 SIGN 'SOLUTIONS UNLIMITEDTown Hall Sign - Option 2 2010 02 000304 08/13/2009API 1 9005572 W T1007 353-64 Y 414982 T1007 NATIONAL BUSINESS FURNITHUROTECH HIGH BACK SWIVEL 2010 02 000304 08/13/2009API 1 9005571 W T1007 1,820.70 Y 414991 T1007 OFFICE HORIZONS INC FRIEGHT 2010 01 00042207/23/2009API 1 W T1004 60.50 Y 414146 T1004 ANN DICICCO SIGNS-ADOPT AN ISLAND Total Amount: 8,439-61 END OF REPORT - Generated by Paula Schena