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HomeMy WebLinkAbout2014-01-08 Finance Committee PacketF Town of Reading Meeting Posting with Agenda o 'B Board - Committee - Commission - Council: Finance Committee Date: 2014 -01 -08 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Time: 7:30 PM RE CE IV60 iOWM CLERK �DIWC. MASS. 1014 JAN -b A It' ID-1 Location: Town Hall Conference Room Meeting Called By: Paula Schena on behalf of Chairman Barry Berman Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will no longer be accepted. Topics of Discussion: ♦ Open session for topics not reasonably anticipated 48 hours in advance of the meeting Discussion /Action Items 1. School Department Reserve Fund Transfer Request 2. School space working group update (Dockser) 3. Library Building Committee update (Herrick) ib34 4. Town & School FY15 budget meeting schedule January Selectmen Town budget meetings (Tuesday 14'h & 21") 36 January School Committee budget meetings - 5. FINCOM planning overview: Policies Budget Process FINCOM Manual FINCOM Website Page New member recruitment Seek Charter change on 9 -year term limits? Approval of Minutes a. September 11, 2013 b. October 30, 2013 This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page 1 i 2013 -09 -03 °FR Finance Committee �o fob Policy on Cash Reserves December 2006 ,SJe; INCORQ�pP The Finance Committee ( FINCOM) of the Town of Reading hereby establishes and adopts a Policy establishing a minimum target for cash reserves of 5% of Net Available Revenue (as defined below). Further, the FINCOM recognizes that circumstances may occur which would require the FINCOM to raise or lower this minimum from time to time. The FINCOM recognizes that the financial health of the Town of Reading is of paramount importance to its residents who receive essential services; to its bondholders who provide funding for long -term Town projects; to its vendors who provide services and equipment to the Town; and to its current and retired employees. This Policy on Cash Reserves is designed to protect the community from sudden and unexpected changes in revenues or expenses. Funds in excess of the current Cash Reserves Policy may be: • Added to reserves. This will increase the financial cushion against any sudden and unexpected changes in revenues or expenses. • Added to the Capital Improvement Program. This investment will reduce future maintenance and repair costs. • Added to the funding of any long term liability. This will reduce the need for future contributions towards the pension fund or other post - employment benefit costs. • Used for one -time expenses for community priorities. • Used to supplement the current fiscal year budget, including the opportunity to reduce property taxes or other fees for the Town's residents. Cash Reserves are defined as the sum total of free cash, uncommitted Stabilization Funds, and the FINCOM Reserve Fund. Other reserves (such as Sale of Real Estate funds, committed Stabilization Funds and overlay reserves) are excluded from the 5% minimum requirement, though these funds may be considered if circumstances require higher reserves. Net Available Revenue is defined as all general fund revenues, excluding any MSBA reimbursements made inside the tax levy, or any revenues collected outside the tax levy. The most recent set of certified financial statements will typically be used to calculate both Cash Reserves and Net Available Revenue. The FINCOM may use the best estimates from the Town's financial staff at other times. Finance Committee e Debt & Capital Policy 3-fNCO December 2006 6RQ�RP The Finance Committee ( FINCOM) of the Town of Reading hereby establishes and adopts a Debt & Capital Policy that a minimum of 5% of Net Available Revenue (`NAR' - as defined below) shall be devoted to construct and replace the capital plant of the community, both as debt repayment and annual payments as part of the budget for capital items. The FINCOM recognizes that a prudent Capital Improvement Program (CIP) will serve to avoid excessive maintenance and repair costs, and reduce the need for sudden and unexpected capital expenses that may have an adverse impact on the Town's operating budgets. The FINCOM also recognizes that from time to time additional capital expenses over this 5% minimum will be beneficial for the long term financial health of the Town. These additional expenses may be funded either by use of excess Reserves (as described in the FINCOM Cash Reserves Policy), from the general fund (by way of a budget increase above this 5% minimum Policy), or through other methods outside of the tax levy. The FINCOM encourages a prudent use of debt so as to spread out the cost of large capital assets over a period of time that should not exceed the expected useful life of the asset. If debt service of any new capital project is expected to exceed 0.25% of NAR in any single year, the project should instead be brought forward as debt or capital excluded from the tax levy. The Capital Improvement Program will be a minimum of five years of projected capital projects that reflect the prioritized needs of the Town, subject to the anticipated funding provided by this Policy. This CIP will be presented at least twice each year to the FINCOM by the Town's financial staff, in advance of both the Annual and Subsequent Town Meetings. Net Available Revenue is defined as all general fund revenues, excluding any MSBA reimbursements or revenues collected outside the tax levy. The most recent set of certified financial statements will typically be used to calculate Net Available Revenue. The FINCOM may use the best estimates from the Town's financial staff at other times. ( D3 Peer Communities Benchmarking Guidelines Finance Committee Adopted October 2013 The Finance Committee ( FINCOM) of the Town of Reading hereby establishes and adopts Benchmarking Guidelines, establishing a financial best practice of using Peer Communities when making financial comparisons. FINCOM recognizes that under Proposition 2 -1/2 in Massachusetts, communities are financially constrained by fundamental commercial /residential demographics and other economic factors. For purposes of any broad budget or financial comparison, FINCOM defines Peer Communities to be those deemed financially statistically similar to Reading by an independent study by Stone Consulting in December 2008. Updated studies are suggested to ensure that this list is kept up to date. Therefore the following list constitute Reading's 23 Peer Communities: Andover, Bedford, Belmont, Burlington, Canton, Danvers, Dedham, Lynnfield, Mansfield, Marshfield, Milton, Natick, North Reading, North Andover, Shrewsbury, Stoneham, Tewksbury, Wakefield, Walpole, Westborough, Westford, Wilmington and Winchester. FINCOM also recognizes that in some instances, a second set of comparisons with other Massachusetts communities can add valuable insight. 01 Town of Reading Budget Process �0 An annual Budget Process has evolved over the pasty twenty years that is guided by the rules of the Town Charter (Appendix A) and the General Bylaws (Appendix B) and is influenced by many years of collaborative work among all budget participants in the School Department and the Town Government. The budget process also adheres to some FINCOM policies, such as Debt & Capital (Appendix C) and Cash Reserves (Appendix D). Following is a brief outline of the Budget Process: July- August > Town and School departments begin to review & revise their Capital Plan as needed with the Town's Finance director. Priorities are established for possible funding at the November Subsequent Town Meeting. > Town and School management and finance staff meet to begin to discuss the next fiscal year's budget, as well as any other outstanding budget items for the current fiscal year. September > A Budget Meeting calendar is created which combines the planned public deliberations of the Finance Committee, Board of Selectmen and School Committee. The final budget will be adopted at the April Annual Town Meeting. > Review any open tasks since the previous Annual Town Meeting, such as Instructional Motions or other projects. October > A Financial Forum is held to finalize a revenue outlook for the next fiscal year. The Finance Committee runs the meeting which also includes the Board of Selectmen, the School Committee, and the Library Trustees. The Town Accountant presents a look at the financial results of the prior fiscal year, including the free cash and reserves balances, as well as a preliminary review of projected revenues. A preliminary forecast of accommodated costs (see Appendix E) is given. A discussion of the use of free cash in the budget is held. Finally, FINCOM recommends operating budget targets to the Town Manager for the Town and School departments. FINCOM also votes on any financial Articles that have been proposed for the Subsequent Town Meeting. September- November >The Town Manager will consider the Town Accountant's projected revenues and the FINCOM recommended use of cash reserves to establish operating budget guidelines. This then sets the stage for internal budget work by the Town and Schools in order to meet those guidelines. If changes to Accommodated costs are known during this period, then changes to the Operating Budget targets are possible. December > Town and School departments begin to review & revise their Capital Plan as needed with the Town's Finance director. Priorities are established for possible funding at the April Annual Town Meeting, but the focus is on the next fiscal year. >The Town Manager and Superintendent of Schools gather the budget information from their staffs to devise their budgets. Each follows a different process: the Town Manager, who is the formal budget authority for the entire budget designs a Town budget subject to the guidelines. The Superintendent of Schools designs a budget that is recommended to the School Committee, who is the formal budget authority for the School Department according to Massachusetts General Laws. This budget process is subject to School Committee policies and the guidelines. 9 January >The School Committee and Board of Selectmen hold several public meetings to discuss the proposed Town and School budgets. >An optional Financial Forum is held to consider any further budget developments. > By Charter, the School Committee must vote a School budget and then forward it to the Town Manager. February >By Charter, the Town Manager, with input from all budget participants, must present a balanced budget to the Finance Committee. March >By Charter, the Finance Committee holds several public budget meetings to review the entire Town Manager budget. At the end of this process, they vote any recommended changes, and the Finance Committee budget is then passed along to Town Meeting. FINCOM also votes on any financial Articles that have been proposed for the Annual Town Meeting. April -May > Annual Town Meeting hears a budget presentation from the Town and School departments, with FINCOM recommendations and votes a final approved budget for the fiscal year beginning in July. Comment on use of Cash Reserves Historically the Town does not use free cash in order to balance the Annual budgets. During the year free cash is used at Town Meetings for unexpected mid -year developments, such as a revenue shortfall or expenses that were underestimated. Each year in the budget process there are two significant unknown variables. Health insurance, which is about 10% of total expenditures, is not known until mid - February. By this time the budgets have already been publicly debated and are about to be passed along to the Finance Committee. State aid, which is over 15% of total revenues, is not known until sometime between March and July — possibly after Town Meeting has approved a budget. Because of these two significant unknowns, an informal policy was developed such that an estimate for each was established by October, and then free cash would either be used if there were a net shortfall or be added to if the combination left a surplus. Over time the surplus notion was discarded because of the constant difficulty in providing the levels of service desired by the community, and instead operating budgets were allocated any extra funding. For the past two years, free cash was explicitly used to assist the operating budgets because of reductions to revenues. As long as cash reserve balances remain well over 5% (see Appendix D) this practice is acceptable but should be carefully planned in order to avoid future `funding cliffs' where steep budget cuts must be made. While revenue estimates and expense budgeting have become more precise in recent years, there still remains a certain amount of `regeneration' that happens each year that adds to cash reserves. This will continue as long as the amount of unspent budget appropriations exceeds any shortfall in revenues. If the levels of reserves drop towards the 5% level and regeneration declines, then the use of free cash for anything but emergencies should cease. APPENDIX A. - TOWN CHARTER Section 7 -2: Submission of Proposed Budget At least four (4) months before the start of the fiscal year, the Town Manager shall submit to the Finance Committee a proposed budget for the ensuing fiscal year with an accompanying budget message and supporting documents Section 7 -6: Action on the Budget (a) Public Hearing — The Finance Committee shall, forthwith upon receipt of the proposed budget, provide for publication in a local newspaper of a notice stating the date, time and place, not less than five (5) nor more than fourteen (14) days following such publication, when a public hearing shall be held by the Finance Committee on the proposed budget. (b) Finance Committee Meetings — The Finance Committee shall consider in public meetings the detailed expenditures for each Town agency proposed by the Town Manager, and may confer with representatives of any such agency in connection such considerations. The Finance Committee may require the Town Manager or any other Town agency to provide such additional information as it deems necessary or desirable in furtherance of its responsibility. (c) Presentation to the Town Meeting — The Finance Committee shall file a report of its recommendations with the Town Clerk in sufficient time to be distributed to all Town Meeting Members at least fourteen (14) days before the action on the budget article is to begin. The budget to be acted Reading Home Rule Charter 2 5 With all revisions through April, 2006 upon by the Town Meeting shall be the budget as proposed by the Finance Committee which budget may be amended by the Town Meeting. (d) All Warrant Articles requiring an appropriation in excess of five hundred dollars ($500.00) shall be integrated into the Town Manager's budget, and shall be considered and reported thereon by the Finance Committee. Section 7 -7: Capital Improvements Program The Town Manager shall submit a Capital Improvements Program to the Board of Selectmen and the Finance Committee at least thirty (30) days before the date fixed for submission of his proposed budget. It shall contain (a) a clear, concise general summary of its contents; (b) a list of all capital improvements proposed to be undertaken during the ensuing five (5) years, with supporting information as to the need for each capital improvement; (c) cost estimates, methods of financing and recommended time schedules for each improvement and (d) the estimated annual cost of operating and maintaining each facility and piece of major equipment involved. This information is to be annually revised with regard to the capital improvements still pending or in the process of being acquired, improved or constructed. APPENDIX B. — BYLAWS 3.4 Finance Committee 3.4.1 The Finance Committee shall consider all matters of business included within the Articles of any Warrant which involve the expenditure, appropriation and raising or borrowing of money. 3.4.2 The Finance Committee shall make a written recommendation on all Articles that it has considered, and the Town Clerk shall make said written recommendations available to each Town Meeting Member at least seven (7) days prior to the first adjournment of the Annual Town Meeting, seven (7) days prior to the second Monday in November and four (4) days prior to any Special Town Meeting. The said recommendations should be those of a majority of the entire Committee but recommendations may also be made by a minority of said Committee. The Committee's report shall also state the total amount of appropriations recommended by it on the entire Warrant and the approximate tax rate based on such recommendations. 3.4.3 The Finance Committee, or its duly authorized agents, shall have authority at any time to, and upon the petition of one hundred (100) inhabitants of the Town or a vote of the Town Meeting shall investigate at once the General Bylaws 11 Amended through July 2007 books, accounts, records and management of any official body or other committee, and to employ such expert and other assistants as it may deem advisable for that purpose; and the books, records and accounts of any department and office of the Town shall be open to the inspection of the Committee and any person employed by it for that purpose. The Committee shall have no power to incur any expenses payable by the Town without authority for such expenses having first been obtained from the Moderator, and such expenses shall be paid from the Finance Committee Reserve Fund. 3.4.4 The Finance Committee in making its report upon any subject referred to it shall arrange the report in clear and compact form, and shall divide it into separate propositions whenever in its judgment such divisions may be desirable. The Committee shall attach to each proposition its own recommendations. 3.4.5 The Finance Committee shall have a Clerk who shall be appointed by the Town Manager and who shall not be a member of the Committee. The Finance Committee shall meet at the call of said Clerk by July 10 of each year and shall then elect its Chairman and Vice Chairman. 3.4.6 Any member of the Finance Committee, who shall be appointed or elected to any official body or other committee, shall forthwith upon his qualification in such office, and any member who shall move from the Town shall upon such moving, cease to be a member of the Finance Committee. This provision shall not apply to the appointment of a Finance Committee member to serve as a member of any ad hoc board, commission or committee in the Town of Reading or to any board, commission or committee upon which a member of the Finance Committee shall serve in an ex officio capacity. 3.4.7 If any member of the Finance Committee is absent from three (3) or more successive meetings of the Finance Committee, the other members of said Committee may by an affirmative vote of its majority request the appointment committee, as defined in Section 2 -12 of the Charter, to remove such absenting member from his membership, and the appointment committee may thereafter so remove such member and shall notify him by mail of such removal. APPENDIX C. — FINCOM Debt & Capital Polic The Finance Committee ( FINCOM) of the Town of Reading hereby establishes and adopts a Debt & Capital Policy that a minimum of 5% of Net Available Revenue (`NAR' - as defined below) shall be devoted to construct and replace the capital plant of the community, both as debt repayment and annual payments as part of the budget for capital items. The FINCOM recognizes that a prudent Capital Improvement Program (CIP) will serve to.avoid excessive maintenance and repair costs, and reduce the need for sudden and unexpected capital expenses that may have an adverse impact on the Town's operating budgets. The FINCOM also recognizes that from time to time additional capital expenses over this 5% minimum will be beneficial for the long term financial health of the Town. These additional expenses may be funded either by use of excess Reserves (as described in the FINCOM Cash Reserves Policy), from the general fund (by way of a budget increase above this 5% minimum Policy), or through other methods outside of the tax levy. The FINCOM encourages a prudent use of debt so as to spread out the cost of large capital assets over a period of time that should not exceed the expected useful life of the asset. If debt service of any new capital project is expected to exceed 0.25% of NAR in any single year, the project should instead be brought forward as debt or capital excluded from the tax levy. The Capital Improvement Program will be a minimum of five years of projected capital projects that reflect the prioritized needs of the Town, subject to the anticipated funding provided by this Policy. This CIP will be presented at least twice each year to the FINCOM by the Town's financial staff, in advance of both the Annual and Subsequent Town Meetings. Net Available Revenue is defined as all general fund revenues, excluding any MSBA reimbursements or revenues collected outside the tax levy. The most recent set of certified financial statements will typically be used to calculate Net Available Revenue. The FINCOM may use the best estimates from the Town's financial staff at other times. O APPENDIX D. — FINCOM Policy on Cash Reserves The Finance Committee (FINCOM) of the Town of Reading hereby establishes and adopts a Policy establishing a minimum target for cash reserves of 5% of Net Available Revenue (as defined below). Further, the FINCOM recognizes that circumstances may occur which would require the FINCOM to raise or lower this minimum from time to time. The FINCOM recognizes that the financial health of the Town of Reading is of paramount importance to its residents who receive essential services; to its bondholders who provide funding for long -term Town projects; to its vendors who provide services and equipment to the Town; and to its current and retired employees. This Policy on Cash Reserves is designed to protect the community from sudden and unexpected changes in revenues or expenses. Funds in excess of the current Cash Reserves Policy may be: • Added to reserves. This will increase the financial cushion against any sudden and unexpected changes in revenues or expenses. • Added to the Capital Improvement Program. This investment will reduce future maintenance and repair costs. • Added to the funding of any long term liability. This will reduce the need for future contributions towards the pension fund or other post- employment benefit costs. • Used for one -time expenses for community priorities. • Used to supplement the current fiscal year budget, including the opportunity to reduce property taxes or other fees for the Town's residents. Cash Reserves are defined as the sum total of free cash, uncommitted Stabilization Funds, and the FINCOM Reserve Fund. Other reserves (such as Sale of Real Estate funds, committed Stabilization Funds and overlay reserves) are excluded from the 5% minimum requirement, though these funds may be considered if circumstances require higher reserves. Net Available Revenue is defined as all general fund revenues, excluding any MSBA reimbursements made inside the tax levy, or any revenues collected outside the tax levy. The most recent set of certified financial statements will typically be used to calculate both Cash Reserves and Net Available Revenue. The FINCOM may use the best estimates from the Town's financial staff at other times. 9 APPENDIX E. — DEFINITIONS Accommodated Costs — A set of wages and expenses that have been mutually agreed to by the Finance Committee and Town and School financial staff that are the first priority to be paid for by the expected revenues in a future budget year. These costs have different reasons to be included in this category: some are paid for by specified revenues in the budget, such as the Cemetery division of Public Works; some are costs shared by the Town and School departments such as Benefits, Capital and Debt; some are volatile costs that cannot easily be controlled by internal financial management, such as energy, vocational education, out of district special education, property & casualty insurance, rubbish, veteran's assistance and snow & ice. The volatility of these last types of costs is therefore spread across the entire budget so that no individual department must absorb them. Operating Costs — The wages and expenses for the Town and School departments that are not classified as Accommodated Costs. Once Accommodated Costs are subtracted from Revenues, the remaining funds are divided up in a historic proportion between the Town and Schools (approximately 1/3 and 2/3). Community Priorities — A set of Operating Costs that have been mutually agreed to by the Finance Committee and Town and School financial staff that are a high priority to the entire community. For their first year they are treated as Accommodated Costs and given that priority on revenues. For example, the School Resource Officer, the cost of the MUMS financial software, and some additional funding of internal special education programming have split between the Town and Schools in the first year, then absorbed into the base operating budgets for future years. These Community Priorities are the only method that alters the historic proportion by which Operating Costs are divided. Capital Improvement Program (CIP) — A list of possible capital expenses for the Town and School departments. By Charter the CIP must be a minimum of five years, and in practice it has evolved into a ten -year plan. No capital expense may be funded that is not listed on the CIP; however inclusion on the CIP does not guarantee funding. Further information may be found in Appendix C. 101 TOWN CHARTER Section 2 -14: Meetings The Town Meeting shall meet at least twice in each calendar year. The Annual Town Meeting shall be held during the first six calendar months at a time fixed by bylaw, and shall be primarily concerned with the determination of matters that have a fiscal effect on the Town including, but not limited to, the adoption of an annual operating budget for all Town agencies. A Subsequent Town Meeting shall be held during the last three calendar months at a time fixed by bylaw. In addition to the two meetings required by this section, the Board of Selectmen may in any manner provided under the General Laws of the Commonwealth or the Charter, for the purpose of acting upon the legislative business of the Town in an orderly and expeditious manner, call the Town Meeting into session at other times by the issuance of a Warrant. Section 7 -2: Submission of Proposed Budget At least four (4) months before the start of the fiscal year, the Town Manager shall submit to the Finance Committee a proposed budget for the ensuing fiscal year with an accompanying budget message and supporting documents. He shall simultaneously provide for the publication in a local newspaper of a general summary of the proposed budget, and a notice stating the times and places where complete copies of his proposed budget shall be available for examination by the public. Section 7 -3: School Committee Budget The budget adopted by the School Committee shall be submitted to the Town Manager in sufficient time to enable him to prepare the total Town budget he is required to submit by Section 7 -2. (a) Public Hearing — At least fourteen (14) days before the meeting at which the School Committee is to vote on its final budget request, the School Committee shall cause to be published in a local newspaper a general summary of its proposed budget. The summary shall indicate specifically any major variations from the present budget and the reasons for such variations and a notice stating (1) the times and places where complete copies of the budget shall be available or examination by the public, and (2) the date, time and place, not less than seven (7) nor more than fifteen (15) days following such publication, when a public hearing shall be held by the School Committee on the proposed budget. (b) Adoption — The action of the School Committee in adopting the budget following the public hearing shall be summarized and the vote shall be duly recorded. Section 7-4: Budget Message The budget message submitted by the Town Manager shall explain the proposed budget for all Town agencies, both in fiscal terms and in terms of work programs. It shall outline proposed financial policies of the Town for the ensuing fiscal year; describe Reading Home Rule Charter 2 4 With all revisions through April, 2006 9 important features of the budget; indicate any major variations from the budget for the current year in financial policies, expenditures and revenues together with the reasons for such changes; summarize the Town's debt position and include such other material as the Town Manager deems desirable. Section 7 -5: The Proposed Budget The proposed budget shall provide a complete financial plan of all Town funds and activities, including the budget as requested by the School Committee for the ensuing year. Except as may otherwise be required by General Law or by the Charter, it shall be in the form the Town Manager deems desirable. In his presentation of the budget, the Town Manager shall make use of modern concepts of fiscal presentation so as to furnish a maximum amount of information and the best financial control. The budget shall be so arranged as to show the actual and estimated income and expenditures for the previous, current and ensuing fiscal years and shall indicate in separate sections: (a) Proposed expenditures for current operations during the ensuing fiscal year, detailed by Town agency, function a3nd work programs, and the proposed methods of financing such expenditures. (b) Proposed capital expenditures during the ensuing fiscal year, detailed by Town agency, and the proposed method of financing each such capital expenditure. (c) Estimated surplus revenue and free cash at the end of the current fiscal year, including estimated balances in any special accounts established for specific purposes. (d) Set forth all encumbered funds from prior fiscal years. Section 7 -6: Action on the Budget (a) Public Hearing — The Finance Committee shall, forthwith upon receipt of the proposed budget, provide for publication in a local newspaper of a notice stating the date, time and place, not less than five (5) nor more than fourteen (14) days following such publication, when a public hearing shall be held by the Finance Committee on the proposed budget. (b) Finance Committee Meetings — The Finance Committee shall consider in public meetings the detailed expenditures for each Town agency proposed by the Town Manager, and may confer with representatives of any such agency in connection such considerations. The Finance Committee may require the Town Manager or any other Town agency to provide such additional information as it deems necessary or desirable in furtherance of its responsibility. (c) Presentation to the Town Meeting — The Finance Committee shall file a report of its recommendations with the Town Clerk in sufficient time to be distributed to all Town Meeting Members at least fourteen (14) days before the action on the budget article is to begin. The budget to be acted Reading Home Rule Charter 2 5 With all revisions through April, 2006 upon by the Town Meeting shall be the budget as proposed by the Finance Committee which budget may be amended by the Town Meeting. a (d) All Warrant Articles requiring an appropriation in excess of five hundred dollars ($500.00) shall be integrated into the Town Manager's budget, and shall be considered and reported thereon by the Finance Committee. Section 7 -7: Capital Improvements Program The Town Manager shall submit a Capital Improvements Program to the Board of Selectmen and the Finance Committee at least thirty (30) days before the date fixed for submission of his proposed budget. It shall contain (a) a clear, concise general summary of its contents; (b) a list of all capital improvements proposed to be undertaken during the ensuing five (5) years, with supporting information as to the need for each capital improvement; (c) cost estimates, methods of financing and recommended time schedules for each improvement and (d) the estimated annual cost of operating and maintaining each facility and piece of major equipment involved. This information is to be annually revised with regard to the capital improvements still pending or in the process of being acquired, improved or constructed. Section 7 -8: Financial Public Records Statements summarizing the budget and the Capital Improvements Program and related Warrant Articles, as adopted by the Town Meeting, shall be made available in the office of the Town Manager for examination by the public not more than twenty (20) days after their adoption. BYLAWS 2.1 General 2.1.1 The Annual Town Meeting shall be held on the third Tuesday preceding the fourth Mondav in April of each year for the election of Town Officers and for such other matters as required by law to be determined by ballot. Notwithstanding the foregoing, in any year in which presidential electors are to be elected, the Board of Selectmen may schedule the commencement of the Annual Town Meeting for the same date designated as the date to hold the Presidential Primary. 2.1.3 All business of the Annual Town Meeting, except the election of such Town Officers and the determination of such matters are required by law to be elected or determined by ballot, shall be considered at an adjournment of such meeting to be held at 7:30 p.m. on the fourth Monday in April, except if this day shall fall on a legal holiday, in which case the meeting shall be held on the following day or at a further adjournment thereof. 2.1.4 A Special Town Meeting called the Subsequent Town Meeting shall be held on the second Mondav in November, except if this day shall fall on a legal holidav, in which case the meeting shall be held on the following day. The Subsequent Town 9 Meeting shall consider and act on all business as may properly come before it except the adoption of the annual operating budget. 3.4 Finance Committee 3.4.1 The Finance Committee shall consider all matters of business included within the Articles of any Warrant which involve the expenditure, appropriation and raising or borrowing of money. 3.4.2 The Finance Committee shall make a written recommendation on all Articles that it has considered, and the Town Clerk shall make said written recommendations available to each Town Meeting Member at least seven (7) days prior to the first adiournment of the Annual Town Meeting, seven (7) days prior to the second Monday in November and four (4) days prior to anv Special Town Meeting. The said recommendations should be those of a majority of the entire Committee but recommendations may also be made by a minority of said Committee. The Committee's report shall also state the total amount of appropriations recommended by it on the entire Warrant and the approximate tax rate based on such recommendations. 3.4.3 The Finance Committee, or its duly authorized agents, shall have authority at any time to, and upon the petition of one hundred (100) inhabitants of the Town or a vote of the Town Meeting shall investigate at once the General Bylaws 11 Amended through July 2007 books, accounts, records and management of any official body or other committee, and to employ such expert and other assistants as it may deem advisable for that purpose; and the books, records and accounts of any department and office of the Town shall be open to the inspection of the Committee and any person employed by it for that purpose. The Committee shall have no power to incur any expenses payable by the Town without authority for such expenses having first been obtained from the Moderator, and such expenses shall be paid from the Finance Committee Reserve Fund. 3.4.4 The Finance Committee in making its report upon any subject referred to it shall arrange the report in clear and compact form, and shall divide it into separate propositions whenever in its judgment such divisions may be desirable. The Committee shall attach to each proposition its own recommendations. 3.4.5 The Finance Committee shall have a Clerk who shall be appointed by the Town Manager and who shall not be a member of the Committee. The Finance Committee shall meet at the call of said Clerk by July 10 of each year and shall then elect its Chairman and Vice Chairman. 3.4.6 Any member of the Finance Committee, who shall be appointed or elected to any official body or other committee, shall forthwith upon his qualification in such office, and any member who shall move from the Town shall upon such moving, cease to be a member of the Finance Committee. This provision shall not apply to the appointment of a Finance Committee member to serve as a member of any ad hoc board, commission or committee in the Town of Reading or to any board, commission or committee upon which a member of the Finance Committee shall serve in an ex officio capacity. 3.4.7 If any member of the Finance Committee is absent from three (3) or more successive meetings of the Finance Committee, the other members of said Committee may by an affirmative vote of its majority request the appointment committee, as defined in Section 2 -12 of the Charter, to remove such absenting member from his membership, 0 and the appointment committee may thereafter so remove such member and shall notify him by mail of such removal. 4.1 Capital Improvements Program 4.1.1 All official bodies shall submit their proposed capital outlays to the Town Manager as required by said Town Manager. 4.1.2 After submission of the Capital Improvements Program to the Board of Selectmen and the Finance Committee, the Town Manager shall present to each Subsequent Town Meeting such Program to be adopted by Town Meeting with or without amendment. The Capital Improvements Program may be amended by action of any regular or special Town Meeting. 4.1.3 Adoption of the Program shall not constitute authorization of the expenditure of any funds. No funds may be appropriated for any capital item unless such item is included in the Capital Improvements Program, and is scheduled for funding in the Fiscal Year in which the appropriation is to be made. ire Town of Reading Finance Committee Mission Statement / Guiding Principles The Reading Finance Committee will use all available authority and resources to advise Town Meeting on fiscal matters in accordance with the Reading Home Rule Charter and applicable state statutes, recommending the most responsible allocation of funds to deliver the highest quality municipal services to the citizens of Reading. This will be accomplished by: • Establishing clear financial policies to provide guidance in the conduct of the fiscal affairs of the Town • Recommending and adhering to fiscally sound management practices • Working collaboratively with Town staff, boards and committees to ensure a financial planning process that is inclusive of all interests • Monitoring budget developments and expenditures vigilantly • Considering longer term fiscal impacts of recommendations on Town finances • Factoring in community priorities and fiscal sustainability of services in recommending financial positions • Upholding the Reading Home Rule Charter and By -Laws The Finance Committee of the Town of Reading will be guided by the following values adopted by the Board of Selectmen: Integrity and Transparency • Reading municipal government and its employees and officials will be guided by the highest standards of ethics and integrity. • Municipal business will be conducted in an open .manner with opportunities for public discussion and input into decisions. • The community will be kept informed with open communication. • All official business will be conducted in a civil, professional, and mutually respectful manner. Excellence • Excellence will be the standard for all municipal services, with continuous review and evaluation of best practices, incorporating new methods and technologies, striving for efficiency and cost effectiveness. • Reading municipal government will make decisions based on careful planning consistent with town -wide goals. Diversity • Municipal government will encourage diversity and respect for differences in the conduct of its business and in recruiting and hiring personnel and in providing enrichment opportunities for the.community. Community The following are values that the community holds in high regards: • Social, Environmental, and Financial Sustainability • Tolerance, Civility and Cultural Diversity • Volunteerism and Civic Engagement • Historic Preservation and Open Space • Recreational, Cultural, and Educational Opportunities lug Town of Reading Finance Committee July 6, 2009 Introduction — Current Finance Committee information Section 1 — Mission Statement & FINCOM Policies Section 2 — Reading Home Rule Charter Section 3 — Reading General Bylaws Section 4 — MA DOR/DLS Finance Forum Handbook Section 5 — RMLD Agreement FINCOM FY14 Schedule (All meetings are Wednesday at 7:30pm in Town Hall, unless noted) 2013 dtt-24 fegUlff Meeting neuss 21 Fincanei l lti.,..,,.... l.-Alebufn 8t Seheel eper-Ming (Pleasant St ( t \ Oet..beE 1 o ular- fnee ng (November- TAd �i7a,.,a t A i4ieles) iv ivguawzaz Oetober 30 F: ~ane -awl Fea.im H: FY15 budget t (a4 the Pleasant St G t. a 1 a 1a a s a✓ Vla�a� . Ale r aL b, L 12 Subsequent * T . a iat; (begins T, . d y at ?A177 ) December 11 regular meeting 2014 January January January 8 January 29 February 25 February 26 March 4 March 5 March 12 March 19 March 26 April I April 28 June 25 Selectmen Town budget meetings (Tuesday 147h & 2157) School Committee budget meetings (16- 21- 23- 27 -31�J 3 regular meeting Financial Forum III: FYI budget (at the Pleasant St. Center) BOS close Warrant for April Town Meeting FYI Budget Meetings (Town) State Primary election FYI Budget Meetings (Town) FYI Budget Meetings (Schools) Annual Town Meeting Warrant Articles FYI Budget Meetings (Vote FYI Budget & State & Local elections Town Meeting Articles) Annual Town Meeting (begins Monday at RMHS) Year -end meeting TOWN OF READING Finance Committee Liaisons — as of 11/30/2013 Name /Address/Email Telephone Liaison Assienments *Barry Berman ('07 -14), Chair 781 - 942- 7907(H) Board of Selectmen 54 Longview Road 617 - 478- 8507(W) Audit Committee bcbermanna comcast.net bberman@firstrepublic.com Mark Dockser ('10 -16), Vice Chair 781- 942- 7586(H) RMLD 110 Beaver Road 617- 671- 5828(W) mdockser@gmail.com School Space project *David Greenfield ('05 -`14), Chair 781- 942 -2072 (H) 192 Woburn Street 617- 662 -7210 (W) Library dsreenfield i ,statestreet.com Public Works we4 P-reens(a.comcast. net Karen Herrick(' 13 -' 15) Library & Lib Bldg Committee karenherrick(a,remax. net Paul McNeice ('13 * -'16) 781 - 872- 1187(H) Audit Committee 20 Johanna Drive 781- 246- 6994(W) pmcneice@edaewater.com JeffreyPerkins ('13 -15) 781 - 854- 7468(H) Finance 1 Coolidge Road 617 - 535- 8433(W) Public Safety Jeffperk 1999@Yahoo.com Paula Perry ('10 -14) 781- 944- 8224(H) Schools 40 Beaver Road popeM@comcast.net vacant(2) Schools, Public Works, Community Services terms expire '15 & '16 *term limit expires 6/30/14 ADMINISTRATION Bob LeLacheur 942- 6636(W) Town Manager blelacheur@ci.reading.ma.us 942- 9805(H) John Doherty 944- 5800(W) Superintendent of Schools idoherty_@reading.k 12.ma.us Sharon Angstrom 942- 6604(W) Town Accountant san =s trom(a)ci.readin . na.us Mary DeLai 942- 5800(W) Assistant Superintendent/ mdelaigreading.kl2.ma.us Finance & Administration OF a •1 b fic ,QJ8' IWOR40�! Town of Reading Meeting Minutes Board - Committee - Commission - Council: Finance Committee Date: 2013 -09 -11 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:30 PM Location: Conference Room Chair Barry Berman, Vice Chair Mark Dockser, members Jeanne Borawski, Paula Perry, Valarie Perry, David Greenfield, Karen Herrick, Jeffrey Perkins, Paul McNeice Members - Not Present: Others Present: Town Manager Bob LeLacheur, resident Demetra Tseckares (arrived at 7:45pm) and Selectmen Marsie West (arrived 8:45pm); Minutes Respectfully Submitted By: Bob LeLacheur Topics of Discussion: DRAFT MINUTES School space working group - Mr. Berman gave an overview of the search for school space for all day kindergarten and pre - school, through the recent decision not to pursue the Woburn Street option. He also noted that Ms. Borawski had been appointed to fill a vacant position on the School Committee, but had not yet resigned from FINCOM or been sworn in to her new position. Ms. Borawski thanked the FINCOM members, and while she looked forward to the challenges brought by her new role, she would miss the group. Mr. Dockser said that FINCOM would be back in search mode for a replacement candidate. Mr. Berman asked for volunteers to serve on the School space working group, and Mr. Dockser volunteered to represent FINCOM. Ms. Paula Perry said she would be available to attend meetings as needed to back up Mr. Dockser. Mr. Berman asked the Town Manager to communicate this selection to the Superintendent. OPEB Trust document - Mr. LeLacheur reviewed a handout prepared by Town Accountant Sharon Angstrom. Five members were listed as a typical example of a Board of Trustees for OPEB, including Chairman of the Board of Selectmen, Chairman of the Finance Committee, Chairman of the Personnel Board, Treasurer and Town Accountant. After some discussion, FINCOM recommended to remove the Personnel position, and then add three members of the public. At least one member from the public should have a legal background and one should have an investment background. Mr. LeLacheur mentioned the possibility of the Retirement Board as an oversight option, but FINCOM did not like that suggestion. Preparation for October 91h Financial Forum - Mr. LeLacheur reviewed the financial handouts in detail. Free cash usage in the FY14 budget will be lowered even after adding some expenses because of higher revenues. Mr. LeLacheur briefly reviewed his proposed re- organization of Town government, which has not yet been approved by the Board of Page 1 1 0-1;I/ Selectmen. He also reviewed handouts about the annual budget process, the Town Charter's view of the budget process, the Bylaws that pertain to FINCOM, and FINCOM policies. After the discussion, FINCOM preferred to delay the Financial Forum to later in October in order to have better estimates on the accommodated costs. They also agreed to discuss whether to have a formal policy on Peer Communities at a regular meeting in October. Mr. Berman stated that he heard the Economic Development Committee discuss a possible linkage between meals tax revenues and funding for economic development, and he wanted to go on record as opposed to any such earmarking of funds.' Preview of Subsequent Town Meeting in November - Mr. LeLacheur reviewed a draft 16- Article Warrant for the upcoming Town Meeting, which looks to be two nights in duration. Half of the Articles are financial and would benefit from FINCOM review and votes. Finance Committee Minutes - Financial Forum August 21, 2013 A motion by Mr. Berman seconded by Ms. Borawski to approve the Minutes as amended was approved by a vote of 7 -0 -0. A motion by Mr. Dockser seconded by Ms. Herrick to adiourn the meeting at 9:10 p.m. was approved by a vote of 7 -0 -0. Respectfully submitted, Secretary Page 1 2 Z OF o ��o INC05t40Pe� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Finance Committee Date: 2013 -10 -30 Building: Pleasant Street Senior Center Address: 49 Pleasant Street Purpose: Financial Forum Attendees: Members - Present: Time: 7:30 PM Location: Great Room Chair Barry Berman, Vice Chair Mark Dockser, Karen Herrick, Varlarie Perry, David Greenfield, Jeffrey Perkins, Paul McNiece and Paula Perry Members - Not Present: Others Present: Town Manager Bob LeLacheur, Selectmen Ben Tafoya, Daniel Ensminger and Marsie West; Superintendent of Schools John Doherty, Assistant Superintent of Schools Mary DeLai, School Committee members Chuck Robinson, Hal Croft and Jean Borawski; Community Services Director /Town Planner Jean Delios, Police Chief James Cormier, Fire Chief Greg Burns, Library Director Ruth Urell, Public Works Director Jeff Zager, DPW Business Administrator Jane Kinsella, Library Trustees Alice Collins and Vicki Yablonsky Minutes Respectfully Submitted By: Bob LeLacheur Topics of Discussion: Discussion /Action Items Update on Final FY13 Financials - The Town Manager noted that we had a good year. The FY13 budget was under $1.2 million. Reserves are at an all -time high at $9.1 million. Projected FY15 Revenues - There are no big surprises in FY15. The local revenue is flat but the wildcard is State aid. He budgeted 2.50% for State aid and revenues at an increase of 1.6 %. Projected FY15 Accommodated Costs - Spending is less in capital and debt. His estimate for health insurance is an increase of 7 %. As a side note, a Proposition 2.50% override every 10 years is overdue. Projected FY15 Operating Budget - The Town Manager noted that if we use $0 reserves in FY15 then the reserves will be at 11 %. If we use $1 million in reserves that gives us an operating budget of 2.1% and leaves us with 9.6% in reserves. Using $1.25 million gives us an operating budget of 2.50% and leaves us with 9.3% in reserves. Using $1.5 million in reserves gives us 3% operating budget and leaves us with 9% in reserves. Using $2 million gives us an operating budget of 4% and leaves 8.4% in reserves. Mr. Berman noted that we could put back some things that were cut, but we also have to look forward to union negotiations. Mr. Greenfield asked about the time of the health insurance renewal numbers and the Town Manager indicated we usually get that around the end of January - beginning of February. Page 1 1 D If we have an unhappy surprise he would like to use free cash. Mr. Greenfield noted he supports using $1.5 million to start. Mr. Perkins noted he had concerns about using $1.50 million in reserves. Ms. West noted that we are giving back each year and she would support going with $1.5 million in reserves. The Town Manager noted it seems like we are returning an extra $1 million each year and the revenues do not always come from the same place. Mr. Robinson suggested using $1.5 million but if benefits come in high use $1.25 million. Ms. Perry recommended using $1.25 as a starting point and any downside use free cash. Mr. Greenfield indicated he wouldn't leave it open ended. Ms. West indicated she is comfortable at $1.5 million because reserves are so high. Mr. Berman asked the Town Manager about a 3% operating budget and the'Town Manager noted it is easier to add things than to cut. The question is whether we can keep squeezing the same level of service at 2.50 %. Mr. McNeice noted he is comfortable using $1.50 million. A motion by Greenfield seconded by Dockser to use $1.50 million in free cash for the FY15 budget was approved by a vote of 7 -1 -0 with Perkins opposed. Library Update - Library Director Ruth Urell handed out website information where all of the reports are available. She noted the Library Building Committee has been meeting. The schedule is to do the design through the winter and move to the temp space in the spring. She suggested people go to the website for more information. Superintendent John Doherty noted that a working group has been formed to look at space needs. They have come with 15 options and they are cutting those down and looking at the feasibility of each. He also noted that the School Department applied for MSBA money for Killam with no luck so the projects are in the Capital Plan. Mr. Berman asked when they will have recommendations on space and Dr. Doherty indicated within two months and they will not be doing a full day kindergarten next year. A motion by West seconded by Ensminger for the Board of Selectmen to adjourn at 8:05 R.M. was approved by a vote of 3 -0 -0. Town Meeting Warrant - Mr. LeLacheur reviewed Articles 10 and 11 with FINCOM, who had deferred voting on Article 11 until the Selectmen had voted on Articles 10 and 11. Mr. LeLacheur noted some changes from what is printed in the Warrant: H91 is $178,630 and I91 is $480,430. This change allows a $20,000 FINCOM reserve fund transfer from last summer to move from Accounting to Finance, as the rest of the department is proposed to do. Also for the Enterprise Funds, the motion will read $750,000 from Water Reserves and the other totals ($14,625 in Water and $9,611 in Sewer) will come from revenues /charges. A motion by Berman seconded by Perkins to recommend Article 11 as amended was approved by a vote of 8 -0 -0. A motion by Berman seconded by Herrick to adjourn at 8:25pm and root the Red Sox to a World Series victory was approved by a vote of 8 -0 -0. Respectfully submitted, Secretary Page 1 2 2S