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Home My WebLink About2013-03-27 Finance Committee PacketIILLP:// w w w.redumgma.goviragesir,eaamgA,iA_MeetmgUaUSU 1A455.. FINCOM Wednesday, March 27, 2013 at 7:30 PM Town Hall Conference Room Printer-Friendly Version Google Search i M2000 Discussion & Vote - Annual Town Meeting Warrant Article 6 - Amend FYI 3 budget Article 11 - Adopt FYI 4 budget Article 13 - Authorize settlement of litigation Requested information Police Overtime & Details Facilities - utlities expnses by building Association of Town Finance Committees meetings in May 2013 Approve Minutes - Open Sessions March 6, 2013 March 13, 2013 March 20, 2013 Approve Minutes - Executive Sessions (no amending) February 13, 2013 March 20, 2013 Town of Reading, Massachusetts 16 Lowell Street, Reading, MA 01867 Website Disclaimer Virtual Towns & Schools Website of 1 DRAFT 2013 Annual Town Meeting Monday April 22, 2013 WARRANT OUTLINE REVISED 03/27/2013 Art. Article Descrintion Sponsor Mover/ Comment 1 1 2 1 3 1 4 5 Election Reports Board of Selectmen Instructions Board of Selectmen Amend the Capital Improvement Board of Selectmen Program FY 2013-FY 2022 Appropriate funds to the Sick Leave Board of Selectmen Buyback Stabilization Fund Approve Payment of Prior Year's Board of Selectmen Bills Approve FY 2014 - 2023 Capital Board of Selectmen 9 ) #AdoptsFY ve Revolving Funds Board of Selectmen 10 e of surplus tangible properties Board of Selectmen 11 2014 Budget FINCOM 12/ [Fund OPEB Trust I Board of Selectmen Authorize debt - Lewis Street, Board of Selectmen Howard Street (West to County Road), and Charles Street (Main to Hamson sewer im rovements 3/27/2013 1 Moderator Notes 13 Authorizing settlement of litigation in School Committee excess of $50,000 DRAFT 2013 Annual Town Meeting Monday April 22, 2013 WARRANT OUTLINE REVISED 03/27/2013 16 Authorize debt - water distribution Board of Selectmen improvements 17 Accept Easement for on-street parking Board of Selectmen - Pierce Street 18 Accept Drainage Easement - Victoria Board of Selectmen Avenue 19 Adjust property boundaries - Birch Board of Selectmen Meadow and School Committee Approve Affordable Housing Trust Board of Selectmen v Fund Allocation Plan 21 Amend Reading General Bylaw Board of Health section 1.8 to make Board of Health regulations and Rubbish subject to 1.8 - non dis osition 22 Amend Reading General section 8.8 - Animal Control Bylaw criminal Bylaw Board of Selectmen Referendum Procedure, of the Readine Home Rule Charter. 25 Remove Town Meeting members Board of Selectmen pursuant to Section 2.6 of the Reading Home Rule Charter 3/27/2013 0 24 Amendment of Section 2-15, Board of Selectmen LeLacheur, Bob From: LeLacheur, Bob Sent: Tuesday, March 26, 2013 10:58 AM To: LeLacheur, Bob Subject: FW: Warrant Articles summary From: LeLacheur, Bob Sent: Tuesday, March 26, 2013 10:33 AM To: Barry Berman(h); David Greenfield(w); Hal Torman(h); Jeanne Borawski; Jeff Perkins(h); Karen G. Herrick; Mark Dockser(h); Paul McNeice(w); Paula Perry(h) Subject: Warrant Articles summary Here's what I have from my notes (note a corrected typo in the 3/13 Minutes from 4-0-0 to 8-0-1 vote) #4 8-0-1 /Perry reports #5 9-0-0/Dockser #6 9-0-0/Torman (you need to revote because of change in snow & ice) #8 9-0-0/Perkins #9 9-0-0/German #10 9-0-0/Borawski #11 voted this week #12 9-0-0/Herrick #13 voted this week #14 9-0-0/Torman #15 9-0-0/McNeice #16 9-0-0/Greenfield #20 9-0-0/Berman Thanks, Bob Robert W. LeLacheur, Jr. CFA Assistant Town Manager/Finance Director Town of Reading 16 Lowell Street Reading, MA 01867 blelacheurCa)ci. reading. ma. us (P) 781-942-6636 (F) 781-942-9037 www.readinamo.aov Please fill out our brief customer service survey at: htto://readinema-survev.virtualtownhall.net/survey/sid/19ab55aed08fbc96/ Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m. Tuesday: 7:30 a.m. - 7:00 p.m. Friday: CLOSED 1 3) LeLacheur, Bob From: Kinsella, Jane Sent: Tuesday, March 26, 2013 10:41 AM To: LeLacheur, Bob Subject: RE: S/I transfer Bob, At this point, we are at $816K and climbing. We still need to purchase/enter: a wage transfer ($3K) mailbox/fence repairs ($10K) salt replenishment ($15K) outstanding meal tickets ($3K) snow equipment repairs ($2K) Barring any additional snow events, if you could transfer $250K, we should be fine. Thanks, Jane From: LeLacheur, Bob Sent: Tuesday, March 26, 2013 10:15 AM To: Kinsella, Jane Subject: What should I ask FINCOM to approve on Wednesday night? I had put a $150k placeholder in,and read Jeffs comments about $800k+, then have this MUNIS report as background. Thanks! Background: The following budget amendments are proposed for the FY13 budget: General Fund - Waaes and Expenses Account Line Description Decrease Increase B99 - Benefits Health Insurance premiums - $380,000 $0 OPEB contribution +$380,000 C99 - Capital Schools: school space needs - $250,000 $200,665.02 Town Facilities: Main Street Fire station radio equipment repairs (paid by insurance claim) +$49, 334.98* D99 - Debt Service I Killam & Birch Meadow Green Repair projects I $30,000 191 - Finance wages . Two special elections (state may reimburse in FY13 $30,000 or FY14) 192 - Finance Two special elections (state may reimburse in FY13 $ 6,000 expenses or FY14) K91 - Community Sick leave buy-back / vacation, due to retirement $10,313** Services wages M91 - DPW wages Sick leave buy-back / vacation, due to retirements $38,129** (2) M92 - DPW expenses Highway - sidewalk repairs $6,000 $11,000 Highway - street signs $5,000 000> I / $250 M93 - Snow & Ice I , M94 - DPW Street $ 25,000 Lights M95 - DPW Rubbish I Collection & solid waste disposal 1$100,000 1 N91 - Public Safety Fire sick leave buy-back / vacation, due to- $125,089 wages retirement $15,089** Fire OT $110,000 N92 - Public Safety Police Academy tuitions - reimbursed by $16,500 expenses employees directly to the General Fund $12,000 New police officer - uniform $4,500 U99 - Schools I School Department - purchase new curriculum I I $250,000 1 Subtotals 1 $325,665.02 I $767,031 1 Net Operating Expenses I I $34I6M.98 _ From Tax Levy, State Aid and Other Local $328,500)4 ( Receipts *From Insurance payments $49,334.98 **From Sick Leave Buyback Fund $63,531 Finance Committee Report: Bvlaw Committee Report: No report. ARTICLE 7 To see if the Town will vote to authorize the payment during Fiscal Year 2013 of bills remaining unpaid for previous fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Board of Selectmen 6 (00 DRAFT motions for FINCOM 3/27/13 Move to recommend the subject matter of Article 6 as amended Move to recommend the subject matter of Article 13 Move to recommend the subject matter of Article 11 Line B99 Benefits in the amount of $13,565,050 Line C99 Capital in the amount of $2,098,000 Line D99 Debt in the amount of $4,368,000 Line E99 Vocational Education in the amount of $341,250 Line G91 Town Administration wages in the amount of $229,480 Line G92 Town Administration expenses in the amount of $518,250 Line H91 Accounting wages in the amount of $158,630 Line H92 Accounting expenses in the amount of $2,300 Line 191 Finance wages in the amount of $1,062,100 Line 192 Finance expenses in the amount of $610,900 Line J92 FINCOM Reserves in the amount of $150,000 Line K91 Community Services wages in the amount of $749,575 Line K92 Community Services expenses in the amount of $519,700 Line L91 Library wages in the amount of $1,040,442 Line L92 Library expenses in the amount of $284,000 D Line M91 Public Works wages in the amount of $2,458,304 Line M92 Public Works expenses in the amount of $837,750 Line M93 Public Works Snow & Ice in the amount of $625,000 Line M94 Public Works Street Lights in the amount of $200,000 Line M95 Public Works Rubbish & Recycling in the amount of $1,490,000 Line N91 Public Safety wages in the amount of $8,477,625 Line N92 Public Safety expenses in the amount of $381,425 Line U99 School Department in the amount of $38,701,365 Line V99 Town Facilities in the amount of $704,633 Line W99 Water Enterprise Fund in the amount of $5,011,529 Line X99 Sewer Enterprise Fund in the amount of $5,741,407 Line Y99 Storm Water Enterprise Fund in the amount of $392,846 S FY13 Spending Scorecard Line Category FY11 Budget FY12 Budget FY13 Budget FY14 FINCOM i % FINCOM I% Bdgt ( revised revised revised Chang votes B99 Benefits $ 11,712,081 $12,845,486 $13,329,635 $13,565,050 1.8% 17.1°/a C99 Capital $ 1,223,000 $948,000 $2,011,000 $2,098,000 4.3% 2.6% D99 Debt service $ 6,158,003 $6,063,446 $4,539,575 $4,368,000 -3.8% 5.8% E99 Vocational Education $ 327,946 $419,343 $325,000 $341,250 5.0% 0.4% j Total Shared Costs $ 19,421,030 $ 20,276,275 $ 20,205,210 $ 20,372,300 0.8% 26.0% G91 Town Administration wages $ 211,646 $212,611 $270,279 $229,480 45.1% 0.3% G92 Town Administration expenses $ 442,000 $487,330 $491,350 $518,250 5.5% 0.6% H91 Accounting wages $ 155,770 $156,779 $159,709 $158,630 -0.7% 0.2% H92 Accounting expenses $ 1,550 $1,300 $1,100 $2,300 109.1% 0.0% 191 Finance wages $ 1,137,410 $1,089,226 $1,055,433 $1,062,100 0.6% 1.4% 192 Finance expenses $ 506,800 $458,321 $618,950 $610,900 -1.3% 0.8% J92 FINCOM reserves $ 150,000 $150,000 $150,000 $150,000 0.0% 0.2% K91 Community Services wages $ 885,557 $753,480 $739,282 $749,575 1.4% 0.9% K92 Community Services expenses $ 263,485 $372,999 $425,550 $519,700 22.1% 0.5% L91 Library wages $ 966,006 $987,717 $1,017,529 $1,040,442 2.3% 1.3% L92 Library expenses $ 268,817 $253,813 $283,000 $284,000 0.4% 0.4% M91 Public Works wages $ 2,351,314 $2,291,414 $2,348,947 $2,458,304 4.7% 3.0% M92 Public Works expenses $ 739,026 $836,930 $803,800 $837,750 4.2% 1.0% M93 Public Works Snow & Ice $ 525,000 $565,000 $600,000 $625,000 4.2% 0.8% M94 Public Works Street Lights $ 241,500 $253,575 $200,000 $200,000 0.0% 0.3% M95 Public Works Rubbish $ 1,560,770 $1,472,159 $1,500,000 $1,490,00b -0.7% 1.9% N91 Public Safety wages $ 7,543,727 $7,595,269 $8,204,302 $8,477,625 3.3% 10.5% N92 Public Safetv expenses $ 353,854 $366,014 1371 175 $3811425 2.8% 0.5% Total Municipal Gov't $ 18,304,232 $ 18,303,937 $ 19,240,406 $ 19,795,481 2.9% 24.7% U99 School Department $ 36,390,308 $36,005,307 $37,053,287 $38,701,365 4.4% 47.6% V99 Town Facilities $ 740,693 $699,877 $704,166 $704,633 0.1% 0.9% Total School & Facilities' $ 37,131,001 $ 36,705,184 $ 37,757,453 $ 39,405,998 4.4% 48.5% VOTED GENERAL FUND $ 74,856,263 $ 75,285,396 $ 77,203,069 $ 79,573,779 3.1 99.2% State Assessments $ 552,912 $ 585,896 $ 647,755 $ 644,369 -0.5% 0.8% TOTAL $ 75,409,175 $ 75,871,292 $ 77,850,824 $ 80,218,148 3.0% 100.0% W99 Water Enterprise Fund $ 5,055,924 $5,545,343 $5,067,954 $5,011,529 4.1% 46.2% X99 Sewer Enterprise Fund $ 5,214,720 $5,147,890 $5,508,348 $5,741,407 4.2% 50.2% Y99 Storm Water Enterprise Fund $ 347,826 $376,650 1388,312 5392,846 1.2% 15% (TOTAL ENTERPRISE FUNDS $10,618,470 $11,069,883 $10,964,614 $11,145,782 1.7% I GRAND TOTAL VOTED $ 85,474,733 ( $ 86,355,279 $ 88,167,683 $ 90,719,561 2.9% I Overtime by type FY12 Overtime $26,26' $16,606, 0 $69,880, 25% ■ Patrol Shift Coverage ■ Investigation / Court ■ Training ■ Special Assignments -35,551, 60% FY13 Overtime Year to Date $32,186, 13%_ $5,344,2% $50,187, 20`, ■ Patrol Shift Coverage' ■ Investigation / Court ■ Training ■ Special Assignments # 166,601, 65% The charts above show FY12 and FY13 (July-February) OT spending by category. As a percentage of the whole, the year over year differences are subtle. The biggest change in the spending is for shift overtime and is atributable to current vacancies. In FY13 the department also used overtime to complete our certification process (every three years) and conducted extensive interviews of patrol officer candidates as we had three vacancies and were hiring outside of Civil Service for the first time. This is some of the Overtime in the'Special Assignments' category. 0/0 Pol ice Details Town & Private Hiring FY2009 - 2013 1. Town Details are paid at an officer's OT rate. 2. Private Details at a flat rate which is negotiated annually. 3. Private details are billed an additional 10% administrative fee that is deposited to the general fund. 4. The vast majority of Details are traffic related, creating a safer environment around utility and construction activity. Details are also hired for town elections, football games, etc. FY13 Detail payments - Year to Date $181,825, 50% Town Private FY09 $ 249,759 $ FYI 0 $ 252,029 $ FYI 1 $ 235,735 $ FYI 2 $ 346,768 $ 4 year average $ 271,073 $ (does not include M 3) Town Private FYI 3 1 $ 179,804 ( $ (year to date July - February) $179,804, 50% Total Town % 343,728 $ 593,487 42.08% 311,485 $ 563,514 44.72% 174,735 $ 410,470 57.43% 402,525 $ 749,293 46.28% 308,118 1 $ 579,191 146.80% Tota I Town % 181,825 1 $ 361,629 149.72% ■ Town ■ Private 9 LeLacheur, Bob From: Delai, Mary <Mary.Delai@reading.kl2.ma.us> Sent: Monday, March 25, 2013 3:50 PM To: LeLacheur, Bob Cc: torman@comcast.net Subject: RE: Changes from Superintendent to School Committee Budget Attachments: Energy & Utility Report 6 yrs Mar 2013.xis Hi Bob, The attached provides information in response to Hal's question below regarding energy and utility consumption and expenditure. I know he asked just for FY12, FY13 (budget and projected) and FY14, but we gave him five years of actual historical data as this is our basis for budgeting. We typically take the five year historical average for consumption and multiply by the known or estimated price. For electricity, we actually calculate both the volumetric consumption and rate as well as the demand charge. This is not shown here as it would be difficult to capture. Similarly, there is a volumetric and a flat charge component to water as well that is projected at that level of detail when budgeting but is not shown here. Natural gas has two price components - supply charges and distribution charges. Again, that is not captured in this spreadsheet but is used in budgeting. In essence, the imputed rate is not very meaningful but I calculated as it was requested. If there are any other questions, please let me know. Thanks, Mary Mary C. De Lai Assistant Superintendent, Finance & Administration Reading Public Schools 82 Oakland Road Reading, MA 01867 Tel: 781-670-2880 Fax: 781-942-9149 Twitter: @MaryCDeLai From: LeLacheur, Bob [mailto:blelacheur@ci.reading. ma.us] Sent: Wednesday, March 20, 2013 1:53 PM To: Doherty, John; Delai , Mary Subject: FW: Changes from Superintendent to School Committee Budget Importance: High From: Torman [mailto:torman(&comcast.netl Sent: Wednesday, March 20, 2013 1:52 PM To: LeLacheur, Bob Cc: dareenfield(@statestreet.com Subject: Re: Changes from Superintendent to School Committee Budget Bob, 1 Below are some questions on the School budget. I recognize it's last minute and understand if a response is not available for tonight's meeting. Page 79 Please explain the $85k increase in Substitute Teacher expense from FY2012 to FY2014 proposed. What is the estimate for FY2013? Is part of this to cover backfill for the additional Professional Development? Is the Aesop system meeting expectations? Page 97 Is it possible to provide the Electricity, Natural Gas and Water/Sewer expenses by rate and usage? A table as shown below would be helpful. The rate can be expressed as an average rate if that's appropriate. IFY2012 Actual IFY2013 Budget IFY2013 Estimate IFY2014 Proposed Electricity Usage Rate Total Expense Natural Gas Usage Rate Total Expense Water/Sewer Usage Rate Total Expense How much of the increase in Water/Sewer is due to meter corrections? Are the School and Town photocopiers under the same lease program? Page 134, Question 57 Where do "Friends Of donations appear in the budget? Thanks... Hal From: LeLacheur. Bob Sent: Wednesday, March 20, 2013 12:50 PM To: Barry Berman(h) ; David Greenfield(wl ; Hal Torman(h) ; Jeanne Borawski ; Jeff Perkins(h) ; Karen G. Herrick ; Mark Dockser(h) ; Paul McNeice(w) ; Paula Perry U Subject: FW: Changes from Superintendent to School Committee Budget From: Delai , Mary (mailto:Marv.Delai(dreadino.kl2.ma.usI Sent: Wednesday, March 20, 2013 12:53 PM To: LeLacheur, Bob Cc: karen Janowski Private; Hal Croft; Charles Robinson (crobinson(drrsins.com); Chris Caruso Private; Lisa Gibbs Private; (1 ?3 2,008 2,009 2,010 2,011 2,012 2,013 2,013 2,014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET PROJECTED BUDGET SCHOOLS Electricity Consumption 5,548,577 4,875,344 4,467,748 4,261,838 4,217,442 4,561,227 4,430,571 4,561,227 Expense $648,196 $659,699 $562,686 $529,261 $498,870 $618,376 $552,103 $603,049 Imputed Rate 0.12 0.14 0.13 0.12 0.12 0.14 0.12 0.13 Natural Gas Consumption 418,628 369,131 337,082 313,256 246,073 358,428 278,198 333,976 Expense $675,954 $534,842 $487,224 $478,367 $314,901 $456,359 $362,740 $417,341 Imputed Rate 1.61 1.45 1.45 1.53 1.28 1.27 1.30 1.25 Water/Sewer Consumption 662,880 458,100 394,900 486,700 458,400 423,836 528,860 592,200 Expense $76,495 $80,106 $72,500 $87,697 $86,984 $90,385 $111,242 $134,884 Imputed Rate $0.12 $0.17 $0.18 $0.18 $0.19 $0.21 $0.21 $0.23 D 2,008 2,009 2,010 2,011 2,012 2,013 2,013 2,014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET PROJECTED BUDGET TOWN Electricitv Consumption Expense Imputed Rate Natural Gas Consumption Expense Imputed Rate Water/Sewer Consumption Expense Imputed Rate 1,417, 933 1,306,850 1,257,608 1,272, 504 1,175,212 1,058,435 $165,600 $181,193 $159,959 $160,945 $146,501 $155,600 0.12 0.14 0.13 0.13 0.12 0.15 1,203,948 $154,641 0.13 1,252,409 $179,511 0.14 86,622 86,941 75,849 85,598 62,550 69,003 77,252 79,512 $145,870 $131,635 $117,446 $138,506 $89,539 $93,000 $103,726 $93,979 1.68 1.51 1.55 1.62 1.43 1.35 1.34 1.18 81,700 89,600 87,600 83,900 84,600 66,444 77,640 85,480 $13,944 $15,893 $16,054 $16,230 $17,185 $17,450 $17,542 $20,181 0.17 0.18 0.18 0.19 0.20 0.26 0.23 0.24 Association of Town Finance Committees One Winthrop Square, Boston, MA 02110 617-426-7272 www.mma.org join us for a workshop this sprine! The ATFC is offering 3 educational opportunities across the state this spring. There is no charge, but we do ask you to pre-register. Other local officials are welcome to attend as space allows. Thursday, May 2 MMA Office, Boston 11:30 a.m. Check-In, Sandwiches and Beverages 11:45 a.m. -1:00 p.m. Presentation, Q&A Topic: Legislative and Budget Update Speakers: John Robertson, MMA Legislative Director and Katie McCue, MMA Legislative Analyst Thursday, May 9 Amherst Town Hall 5:00 p.m. Check-In, Sandwiches and Beverages 5:30 -7:00 p.m. Presentation, Q&A Topic: Regionalism - Focusing on energy and solar purchasing, accounting services and public health Speakers: Geoff Rogers and Eric Weiss, Hampshire Council of Governments and Bob Dean, Franklin Council of Governments Thursday, May 16 Danvers Public Library 5:00 P.M. Check-In, Sandwiches and Beverages 5:30 -7:00 p.m. Presentation, Q&A Topic: Capital Planning: Buying the Big Stuff Speaker: Charlie Foskett, Arlington Capital Planning Chair Registration: Please register me for _ May 2, Boston _May 9, Amherst _May 16, Danvers Name and Title: Name and Title: Community: Email (a confirmation notice will be sent): Return form to MMA at 617-695-1314 or by email to dcosta@mma.org Directions to the meetings are on the reverse side and at www.mma.org 0 6 MMA Office, One Winthrop Square, Boston, 2°d Floor By Public transportation • Commuter rail trains into North Station. You may take the Orange Line from North Station to the Downtown Crossing stop. • The MBTA Orange Line to Downtown Crossing stop (3-5 minute walk). • The MBTA Red Line to Downtown Crossing stop (3-5 minute walk). • Commuter rail trains into South Station (5-7 minute walk). Walking from public transportation From Summer Street, take either Otis Street or Devonshire Street. One Winthrop Square is one block down. Peabody Institute Library, 15 Sylvan Street, Danvers FROM RTE. 128: Take exit 23N (Rte. 35 - High St.) and go right toward Danvers Square. At the lights for the main intersection in the Square, turn left onto Elm St. At the Town Hall (large white building), stay left. You are now on Sylvan St. The Library (large cream-colored building) is a short way beyond Town Hall on the right. OR Take exit 25B (Rte. 114 west toward Middleton). At the end of the exit ramp, bear right onto Rte. 114. Just before the third set of lights, bear right onto Sylvan St. (sign says "Sylvan St., Danvers"). The Library (large cream colored building) is one mile on the left. FROM RTE. 1 (going north or south) or RTE. 95 (going north): Take Rte. 62 east. Traveling on Rte. 62 from the Rte. 1 bridge for about 1.7 miles, you will see the Peterson-O'Donnell Funeral Home on your left and you will bear right, continuing on Maple St.. At the second set of lights, turn right onto Elm St. At the Town Hall (large cream-colored building), stay left. You are now on Sylvan St. The Library (large cream colored building) is a short way beyond Town Hall on the right. Amherst Town Hall, 4 Boltwood Avenue, Amherst From Points North When approaching from the North, take Exit 24 (Rts 5 & 10, Whately/So. Deerfield) off Interstate 91. At end of ramp turn left. At first traffic light turn right onto Route 116 South. Proceed approximately ten miles to the junction of Route 9 and I I6S . Turn left at the traffic light. Continue on Rte 9/116 into Amherst. At the third traffic light turn left onto South Pleasant Street. The Town Common is on your right. Continue to traffic light and turn right onto Main Street. The Town Hall is located on your right, one block down, on the corner of Main and Boltwood Avenue. Metered on- street parking is available, as well as, in the metered parking lots behind Town Hall, on Boltwood Avenue, the parking garage on Boltwood Walk, and behind CVS (located on N. Pleasant Street). From Points South When approaching from the South, take Exit 19 off Interstate 91, turn right onto Route 9. Proceed approximately six miles into Amherst. At the intersection of Route 9/116 and South Pleasant Street, turn left onto South Pleasant Street. The Town Common is on your right. Continue to traffic light and turn right onto Main Street. Follow directions above. From Lowell and Points East From 495 South take Exit for Route 2 West. Take Exit 16 for Route 202, Amherst. Travel approximately 12 miles to first flashing yellow light, turn right onto Amherst Road (later turns into Pelham Road). Travel approximately 8 miles, go straight through traffic lights at intersection of Main and North East Street. Go straight through next traffic light where Main intersects with Triangle and Dickinson Street. Town Hall is located on the comer of Boltwood and Main (four streets from light Webster, Seelye, Churchill, Boltwood Avenue) on your left. From Points West Follow Route 9 into Amherst. At the intersection of Route 9/116 and South Pleasant Street, turn left onto South Pleasant Street. The Town Common is on your right. Continue to traffic light and turn right onto Main Street. The Town Hall is located on your right, one block down, on the corner of Main and Boltwood Avenue. Metered on-street parking is available, as well as, in the metered parking lots behind Town Hall, on Boltwood Avenue, the parking garage on Boltwood Walk, and behind CVS (located on N. Pleasant Street). 0 Finance Committee Meeting March 6, 2013 The meeting convened at 7:30 p.m. in the Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Finance Committee Chairman David Greenfield, Vice Chairman Barry Berman, members Jeanne Borawski, Paula Perry, Hal Torman, Mark Dockser, Paul McNeice, Karen Herrick and Jeffrey Perkins, Assistant Town Manager/Finance Director Bob LeLacheur, Town Accountant Sharon Angstrom, Fire Chief Greg Burns, Library Director Ruth Urell, Police Chief James Cormier, Town Planner/Community Services Director Jean Delios, Elder Services Administrator Jane Burns, Health Director Ruth Urell, Library Trustee Cherrie Dubois, Office Manager Paula Schena, Conservation Commission member Bill Hecht and Tom Procopio. Review FY14 Town Manager Budget Mr. Greenfield noted he received a letter from Bill Brown regarding the funding of Veterans flowers. The trust fund money runs the risk of running out of money in the future and he is asking if the Finance Committee could aid the fund now or wait until it is gone. Mr. Torman asked what the balance is and Mr. LeLacheur noted it is $25,000. Barry Berman noted that people can make donations to that fund. Mr. Greenfield suggested that when it comes time to vote on the downtown flowers he will recommend a split. Ms. Angstrom addressed the Reading Ice Arena lease arrangement with the Town. She noted that they have repairs going on and they originally said they could pay the Town $100,000 this year, but she only received $50,000 because that's all they could afford. Mr. Berman asked if there is a mechanism for the Town to do due diligence and Ms. Angstrom noted that their audit firm will send her the details. Mr. Greenfield requested that this item be put on an agenda after budget season. Community Services - Ms. Delios noted that there are no significant changes in staffing. The Conservation Commission is requesting that the Conservation Administrator hours be increased from 23 hours/week to 26 hours/week. Ms. Delios noted that the Inspections Revolving fund offsets the hours for a backup building inspector hours. The regional health services are working very well. She is requesting a one time $75,000 for a consultant to do an update of the Zoning Bylaws. An overhaul of the Bylaws will help the department communicate better. Also, we need to outsource for the mosquito control because DPW staff should no longer perform this task. Mr. Greenfield asked how much of the $75,000 to update the Bylaws is actual cost and Ms. Delios noted that Boards, Committees and Commissions need to involved. The consultant will be given the resources and staff will schedule meetings, etc. She noted that the sign bylaws are 20 pages long. Mr. McNeice asked if we are losing businesses because of our Bylaws and Ms. Delios we are not, in fact she just met with two possible business owners who want to come to Reading but there is no space available. Mr. Perkins noted that he spent four years on the Zoning Board of Appeals and he agrees that 9 Finance Committee Minutes - March 6. 2013 - pane 2 this needs to be done. Mr. LeLacheur asked about the timeline to bring this to Town Meeting and Ms. Delios noted that she did this in Peabody and she had 32 meetings on it and it took one and half years. Ms. Herrick noted that she was looking for a bylaw that wasn't there because it got lost in the shuffle. Mr. Berman asked how the flu clinics worked out this year and Ms. Clay noted that the vaccines were pooled and there was enough for everybody. Mr. LeLacheur noted that page two of the handout explains the conservation wetland funds. We are spending $230,000 in veterans' aid. Mr. McNeice asked if any other towns are regionalizing veterans services and Mr. LeLacheur noted the state law requirements are difficult and it is not a true district we just provide coverage if needed. Mr. Torman asked what is driving the veterans' aid budget and Mr. LeLacheur indicated the number of cases and some individual cases can be very expensive. Library - Ms. Urell distributed the plan of service for the Library. She noted it supports the move to a temp location for 18 months. They have detailed plans on what will go to the temp location and what will go in storage. Mr. Greenfield asked if wages could be paid out of the building project fund and Mr. LeLacheur noted it could not for operations unless it was specialized. Mr. Hutchinson noted that they are committed to provide the same level of service and will try to stay within the budget. Ms. Perry asked if they will still spend the full amount on materials and Ms. Urell indicated they will. They will probably do double digital material and more magazines. Mr. Torman noted that on page 58 in the second paragraph it states that the expenses will likely decrease. Mr. Urell noted that is because the payments for their multifunction device will be moving to the Finance Department budget. Ms. Urell reminded everyone that the Library's Open House is March 16`h and they will be celebrating the Highland School. Police - Chief Cormier noted that they are full staffed and 42 officers are funded in personnel expenses. They are trying to get back to normal levels of training. Traffic light maintenance and repairs has been moved to Engineering. Ms. Perry asked about sick leave buyback and Chief Cormier indicated they have two more left and that's it. Mr. LeLacheur noted that RCASA grant was not renewed but another grant was received so the budget for RCASA is split between the general fund and grants. Ms. McNamara indicated that the first five years are complete. They applied for the grant for years 6 - 10 but it was not funded. Last year the state funded 130 grants and this year only 30. Mr. Greenfield asked when the money will run out and the Town will pick up the full amount. Ms. McNamara noted the money will run out in FY16. Mr. McNeice asked how the FTE lined up with what she needs and Ms. McNamara noted two is great. She is 0 Finance Committee Minutes - March 6. 2013 - pane 3 restricted to what the grant allows her to do but the second person is not restricted at all. Mr. Berman asked if the goal is to have a self sufficient program and Ms. McNamara indicated the Board of Directors can answer that better. The coalition work is hard to sell because companies want documentation. Chief Cormier noted that the coalition required the Town's help to get up and running but the hope of the Board of Directors is to make it a community based program at some point. Chief Cormier did note that they received another $5000 grant for underage drinking operations. Mr. Greenfield asked if the Police receive any other funding and Chief Cormier noted the only other funding they receive is for dispatch 911. Mr. Torman asked about the $72,000 for Police cruisers and Chief Cormier noted that they found a couple of Crown Victoria's for this year and next year they will need to go with something else and whatever they get will need retrofitting. Mr. LeLacheur indicated page 4 had the overtime account. Chief Cormier noted they are not doing well this year. There have been a lot of Officers out of work with illnesses and injuries plus three ranking officers retired. He is hiring two sergeants this month and he might break even due to the retirements. Mr. Greenfield asked for a breakdown of overtime showing regular time, overtime and overtime with details and send it to the Finance Committee next week. Police Capital - Chief Cormier noted that there is $25,000 in the capital plan for an Animal Control van. The current van is 1998 and has rust and holes in the floor. Mr. Scribner noted the interview recording equipment needs to be replaced. They are required to record the interviews and have it for court. They are looking at replacement systems and have received a quote for two. They have four areas to cover so they will have to buy two systems. Ms. Perry asked if it includes hardware and software and Mr. Scribner indicated it does. Our current system doesn't do back up, but the new one does it automatically. Mr. LeLacheur noted that the dispatch budget is on page 67. Chief Cormier noted that the FTE stays the same. All dispatchers have been through training. He noted that one dispatcher working is difficult with the medical emergency software. Mr. Greenfield asked about regional dispatch and Chief Cormier noted we are ahead of everyone else so there is no incentive to drive regionalization for dispatch. Fire - Chief Burns noted the non union pay increase will be according to the pay and class. He has an additional 24 hours of pay at the end of the fiscal year so that line will need to be increased. A requirement of EMS is to have an affiliate physician and he is Dr. Alex Walker at Melrose. The state is requiring more oversight by the medical affiliates and he is asking for a stipend of $6000. He has always done it in the past at no cost but he needs to recover his costs for the additional oversight. The budget also includes money to license an engine as class 5 to put medication on it. The overtime has increased 2.50% and the memo on page 9 of the handout explains the overtime. They 0 Finance Committee Minutes - March 6. 2013 - page 4 have had a number of injuries this year. Fire Fighters are required to work 182 shifts per year. They hired a Fire Fighter in July and he is already trained and that saved some overtime. Mr. Greenfield noted that the pay increases seem high and Chief Burns noted that his due to the additional 24 hours and two captains are going to receive an advanced degree. Mr. Berman asked if the advance degree is similar to the Quinn Bill and Chief Burns indicated it is a result of contract bargaining. Mr. Torman asked about the billing services. Chief Burns noted that he developed and RFP. The community pays a fee which is a percentage of what is collected. Mr. Berman noted that a private firm might not be as courteous as the Fire Department and Chief Burns noted that we can cancel the contract at any time. Fire Capital - Chief Burns noted the capital plan includes turnout gear, furniture for the station and replacement of fire hoses. Mr. Greenfield asked if there is a pipeline to give countries our old gear and Chief Burns indicated there is and he also saves some for new Fire Fighters to use at the academy. Ms. Herrick asked if there was any way to stagger the replacement of gear and Chief Burns noted he looked at that but he wants all the Fire Fighters in the same gear so it is better to replace all at once. Benefits - Ms. Angstrom reviewed the unfunded pension liability. She noted it will show in the budget in FY2015. This will be fully funded in 2030. Mr. Berman asked how much we will put in every year and Ms. Angstrom indicated $3 million. Mr. Berman asked what would happen if we don't fund it and Ms. Angstrom indicated it would affect our bond rating. Mr. LeLacheur reviewed the benefits budget and noted we are in good shape. Workers comp is at $266,000; unemployment costs are down some and health insurance is budgeted at 5.5%. Mr. LeLacheur suggested doing a presentation on benefits after the budget season. Capital and Debt - Mr. LeLacheur noted that $3.84 million should be spent on debt and capital. The sale of real estate fund has $200,000 in it. We need to develop a program for school roof repairs. The capital plan includes $60,000 for network upgrades; GIS flyover of $45,000; Hunt Park is the last park to be done over so Recreation won't be needing the money after that is done; and money for road improvements. Mr. LeLacheur noted that debt is $2.04 million inside the levy and $2.33 million excluded. In the pipeline we have the library project, the cemetery garage, Killam School and the DPW garage. Mr. LeLacheur noted he gave the Finance Committee the wrong Library Building Committee policy last week and the correct one in the handout. Also, DPW needs a liaison and it was decided the Jeffrey Perkins would fill that position. c' 2 Finance Committee Minutes - March 6. 2013 - na2e 5 Approval of Minutes A motion by Greenfield seconded by Perry to approve the Executive Session minutes of Januarv 22. 2013 as written was ap_ Droved on a roll call vote with all nine members, voting in the affirmative: A motion by Torman seconded by Berman to approve the minutes of January 22,, 2013 as amended was approved by a vote of 9-0-0. Mr. LeLacheur also noted that in Article 6 of the Annual Town Meeting Warrant the $49,000 for fire station radios was an insurance claim but still needs approval of Town Meeting. A motion by Greenfield seconded by Perrv to adiourn the meetine at 10:45 1).m. was approved by a vote of 9-0-0. Respectfully submitted, Secretary l% P Finance Committee Meeting March 13, 2013 The meeting convened at 7:31 p.m. in the Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman David Greenfield, Vice Chairman Barry Berman, FinCom members Mark Dockser, Jeanne Borawski, Karen Herrick, Jeffrey Perkins, Hal Torman, Paul McNeice, Assistant Town Manager/Finance Director Bob LeLacheur, Town Manager Peter Hechenbleikner (arrived at 8:30) and Office Manager Paula Schena. Review Annual Town MeetinLY Warrant Article 4 - Mr. LeLacheur noted that this Article is to amend the Capital Improvement Program. There was one item included in the plan that is in the big budget but wasn't listed and that is $80,000 for bathrooms in FY15. The $50,000 for radios will pass through the insurance claim; $250,000 is the remainder of what is left of the $400,000 for space needs; we are" taking $45,000 out of roads and putting it in sidewalks; we are moving the water main in as a higher priority in FY14 at $550,000. We are also removing the loops because that is part of the water main project. A motion by Perrv seconded by McNeice to recommend the subject matter of Article 4 of the 2013 Annual Town Meeting Warrant was approved by a vote of 8-0- 1. Article 5 - Mr. LeLacheur noted that this Article will transfer money into the Sick Leave Stabilization Fund. Mr. LeLacheur noted that it is impossible to project retirements and this would prevent the budgets from going up and down. Sick leave has been phased out and he suggests $100,000 per year for 3 years or at least $60,000 which is what we need this year. We don't have to have a stabilization fund if we don't want and the authorization will come from Town Meeting either way. Mr. Berman asked if there is a downside to the stabilization fund and Mr. LeLacheur noted if the money is not needed it just sits there because it can only be used on sick leave buyback. We don't have to put the whole $100,000 we can just put in what is needed now. A motion by Dockser seconded by Torman to recommend the subject matter of Article 5 of the 2013 Annual Town Meeting Warrant revised to the amount of $65.000 and to remove the second and third paragraphs of the background material. The motion was approved by a vote of 9-0-0. Article 6 - Mr. LeLacheur reviewed the budget amendments in Article 6. He noted that money will be moved to a line item for OPEB and then into the trust in a later Article. We need to fully fund two special elections; put money into the sick leave buy back; fund some small DPW items; add $150,000 to snow and ice (the Town Manager wrote a letter regarding funding snow and ice and is attached to these minutes); we also need to fund (172-3 Finance Committee Minutes - March 13. 2013 - naae 2 Police Academy tuitions which will be reimbursed by the employees afterwards. The bottom line is we will be using $228,000 out of free cash. A motion by Torman seconded by Berman to recommend the subject matter of Article 6 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9-0- 0. Article 8 - Mr. LeLacheur reviewed the summary of the FY14 - FY23 Capital Improvement Plan. A motion by Perkins seconded by Berman to recommend the subject matter of Article 8 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9-0- 0. Article 9 - The Town Manager reviewed the Revolving Funds. He noted that the Conservation consulting fund has $25,000 and that is for consultant to the Conservation Commission, not the applicant. The Inspections revolving fund is for when projects are spread out over years and he will keep Oaktree in because we have not finished with the appraisal yet. The Town Manager noted that the Library replaces lost books with their fund; the Mattera fund is in the black; the Town Forest harvesting has not begun yet but is scheduled for 2014 so we will keep that in place. A motion by Greenfield seconded by Herrick to recommend the subject matter of Article 9 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9-0- 0. Article 10 - Mr. LeLacheur noted that Article 10 authorizes the disposal of surplus items. A motion by Berman seconded by Perrv to recommend the subiect matter of Article 10 of the 2013 Annual Town Meeting Warrant as written was approved by a vote of 9-0-0. Article 12 - Mr. LeLacheur noted this puts $800,000 in the irrevocable trust for Other Post Employment Benefits which is half of one year's liability. Mr. Berman asked if this trust is governed the same as pensions and Mr. LeLacheur noted it is a little different and he will talk about this more in the summer. A motion by Dockser seconded by Jeanne Borawski to recommend the subject matter of Article 12 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9-0-0. Article 14 - Mr. LeLacheur noted that Article 14 appropriates Chapter 90 funds. The only problem is we won't know what the sum is until right before Town Meeting so the Finance Committee can vote to accept whatever is offered. Finance Committee Minutes - March 13. 2013 - naee 3 A motion by Torman seconded by McNeice to recommend the subject matter of Article 14 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9- 0-0. Article 15 - Mr. LeLacheur noted that Article 15 allows us to take I/1 money from the MWRA for sewer repairs. A motion by Greenfield seconded by Perrv to recommend the subject matter of Article 15 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9- 0-0. Article 16 - The Town Manager noted this Article authorizes debt for water main work. Some work needs to be done before paving. He hopes to get a local match from downtown for Phase 2. Mr. Berman noted that there was not a lot of enthusiastic support for the downtown project and asked why we should do it. The Town Manager indicated we still have to do the water main work and this would give us credit towards 40b. Mr. Greenfield suggested that the Finance Committee have a joint discussion with the Board of Selectmen this summer on this. A motion by Perrv seconded by Berman to recommend the subject matter of Article 16 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9-0-0. Article 20 - The Town Manager noted that the balance in the Affordable Housing Trust Fund is $259,077. The second piece of the Planned Production Plan is allocation of the trust fund. That has not been presented to the Board of Selectmen yet so he used the same language as last year except he changed to $10,000 or a maximum of 5% for administration of the affordable housing. The regional effort could cost approximately $10,000. A motion by Torman seconded by Herrick to recommend the subject matter of Article 20 of the 2013 Annual Town Meeting Warrant was approved by a vote of 9- 0-0. Snow and Ice Approval - The Town Manager noted that pursuant to Chapter 44 Section 31 d of the MGL he needs the Finance Committee to concur with his incurring of liability and making expenditures in excess of available appropriations for snow and ice removal. On motion by Greenfield seconded by Dockser the Finance Committee voted to accept the letter regarding snow and ice appropriations and concurs with the Town Managers' action. The motion was approved by a vote of 9-0-0. Approval of Minutes A motion by Greenfield seconded by Herrick to approve the minutes of Februarv 13. 2013 as amended was approved by a vote of 9-0-0. l`/ Finance Committee Minutes - March 13. 2013 - paize 4 A motion by Torman seconded by Dockser to approve the minutes of Februarv 27, 2013 as amended was approved by a vote of 7-0-2 with Berman and Perkins abstaining. A motion by Greenfield seconded by Dockser to adiourn the meeting at 9:40 p.m. was approved by a vote of 9-0-0. Respectfully submitted, Secretary 9 Town of Reading x 16 Lowell Street Reading, MA 01867-2685 FAX: (781) 942-9071 Email: townmanager&l.reading.ma.us Welmite: www. readingma.gov TOWN MANAGER (781) 942-9043 March 11, 2013 Finance Committee 16 Lowell Street Reading, MA 01867 Re: Snow and Ice Removal Dear Finance Committee Members: Pursuant to Chapter 44 Section 31 d of the Massachusetts General Law, I am hereby approving incurring of liability and making expenditure in FY2013 in excess of available appropriations for snow and ice removal, subject to approval by the Finance Committee. It is my intent, as we have in past years, to amend the snow and ice budget at the Annual 2013 Town Meeting and therefore be able to rescind this action. cerely„, ~y Peter I. Hechenbleikner Town Manager PIWps cc: Board of Selectmen 0~1~ Reading Public Schools Reading, Massachusetts Regular Meeting of the Finance Committee Open Session Date: March 20, 2013 Time: 7:00 p.m. Place: Town Hall Conference Room Fincom Members Present David Greenfield Paula Perry Paul McNeice Mark Dockser Jeanne Borawski Hal Torman, Jeffrey Perkins Karen Herrick Arrived at 7:50 p.m. Arrived at 7:40 p.m. Visitors: John Doherty, Superintendent Mary DeLai, Assistant Superintendent Karen Janowski, School Committee Hal Croft, School Committee Chuck Robinson, School Committee Chris Caruso, School Committee Rob Spadafora, School Committee 1. Call to Order Staff Members Present Bob LeLacheur, Town Finance Director Peter Hechenbleikner, Town Manager James Bonazoli, BOS Gary Brackett, Town Counsel Chairperson Greenfield called the Finance Committee to order at 7:30 p.m. Mrs. Janowski called the School Committee to order. Mr. Greenfield moved, seconded by Mr. Torman to enter into executive session at 7:32 p.m. to discuss strateev with resvect to litieation and the acquisition and/or the sale of Real Estate and, to return to oven session at avvroximately 8:00 v.m. The roll call vote was 6-0. Mr. Greenfield. Ms. Borowski. Mr. Dockser. Mr. McNeice, Mrs. Perrv and Mr. Torman. Mrs. Janowski moved. seconded by Mr. Caruso to enter into executive session at 7:32 p.m. to discuss strateev with resvect to lineation and the acquisition and/or the sale of Real Estate and to return to oven session at avvroximately 8:00 v.m. The roll call vote was 5-0. Mrs. Janowski. Mr. Croft. Mr. Robinson, Mr. Spadafora and Mr. Caruso. Mr. Greenfield returned to the meeting at 8:37 p.m. Mr. Croft, Mr. Hechenbleikner, Mr. Brackett and Mr. LeLacheur left the meeting at 8:39 p.m. (Of The Finance Committee and School Committee were call back to order at 8:39 p.m. II. Recommended Procedure A. Continued Business FY2014 School Department Budget Dr. Doherty and Ms. DeLai reviewed the changes between the Superintendent's Recommended and School Committee approved budgets. Dr. Doherty explained that the School Committee will request that Town meeting approve the allocation of $250,000 from free cash in the FY2013 Capital budget to be used to purchase curriculum materials. If this request is approved the School Committee budget would be reduced by that amount. Mrs. Perry asked about the additional staffing to address behavioral health needs in the district and wondered if we could capitalize on funding from health insurance companies. Dr. Doherty indicated we could not but we can recommend and direct families to seek out other services that private health insurance may cover. Dr. Doherty reviewed enrollment and class sizes trends. He pointed out that the additional staffing requests are need to address the large incoming grade nine. Ms. DeLai reviewed the foundation budget and how the Foundation budget is determined for each district. Mr. Spadafora left the meeting at 9:00 p.m. Ms. DeLai reviewed the district per pupil spending and how our per pupil spending ranks with other comparable communities. Superintendent Doherty reviewed the budget drivers used in developing the budget. The drivers include salaries, the implementation of curriculum initiatives, a large grade nine class, significant increases in out of district tuitions, the continued need to provide behavioral health supports for middle and high school students, and a reduction in circuit breaker reimbursement amounts. Ms. DeLai reviewed information on energy and utility usage and grant and revenue offsets. Dr. Doherty reviewed the School Department Cost Centers and reviewed the budget drivers for each.. Mr. Dockser asked how Reading's Special Education spending compared to comparable communities. Ms. Delai responded that we are close to the state average. Ms. DeLai reviewed the Town electricity, natural gas and water consumption over a five year period. Ms. DeLai answered previously submitted questions. Mr. Greenfield appreciated the level of transparency that allows for open and frank discussions. He also appreciates the level of trust that is a result of the transparency. III. Information IV. Future Business V. Adiournment Mr. Torman moved. seconded by Mr. Dockser. to adiourn. The motion carried 7-0. Meeting adjourned at 10:05 p.m._ NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. 3