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HomeMy WebLinkAbout2012-09-24 Finance Committee Packet.... 1.. ri . a�jc�i a�caunl�lvltl 1v1GGUilb'l..Ql/ JV 1 Y 9&' I Go ogle Search FINCOM Monday, September 24, 2012 at 7.30 PM Town Hall Conference Room Printer- Friendly Version Agenda Consider Reserve Fund transfer for replacement of West Side Fire Station generator DRAFT email to Town Meeting members - October Finl Forum & need for FINCOM members Minutes September 10, 2012 September 12, 2012 Town of Reading, Massachusetts 16 Lowell Street, Reading, MA 01867 Website Disclaimer Virtual Towns & Schools Website 01 nP)ANn/'l in.nn A- of 1 OFIt HEADQUARTERS READING FIRE DEPARTMENT Reading, Massachusetts 01867 ►rrc0 GREGORY J. BURNS, Chief 757 Main Street BUS. Phone: 781- 942 -9181 STA. Phone: 781 -944 -3132 Fax: 781- 942 -9114 TO: Mr. Robert W. LeLacheur, Assistant Town Manager/Finance Director FROM: Chief Gregory J. Burns DATE: September 24, 2012 RE: Emergency Generator at West Side Fire Station The emergency electrical generator is out of service at the West Side Fire Station. Facilities has hired a vendor to make repairs. However, the vendor was not able to repair the generator due to the age of the unit and the lack replacement parts. We are currently waiting for the November Town Meeting to request funds to replace the generator with a new unit. As an interim measure, Facilities has installed a plug that would allow us to supply power to the building using a portable generator. The unit we have is a 6,800 watt generator and it does not have the capacity to run the entire building, only selected circuits can be powered. With this arrangement we will only be able to power selected lights, garage door opener, refrigerator, office computer, radio etc. Heat for the building cannot be provided with our portable generator. Facilities has been very responsive with this issue. They have brought in an electrical contractor to install the temporary generator connection and to identify what circuits can be provided with our portable generator. Facilities has also developed a plan to reduce the time it would take to install the new generator once the funds are received. This plan involves installing a concrete slab and completing the rough the of the gas line in advance of the November Town Meeting. I would like to request a transfer of funds to replace the generator from FINCOM prior to the November Town Meeting. I have several concerns with the current situation. These concerns include: the potential for serious injury if the temporary generator procedures are not followed, the inability to supply enough circuits for the building to be stand -alone (no heat), excessive noise for our neighbors (we need to locate the generator in the alley next to the building) and the potential for a delayed response. I am also concerned that if we wait until Town Meeting we will not see the new generator installed until January. Facilities has estimated the purchase and installation of the generator to be $30,000. We're Your Friends for Life U To: Finance Committee September 20, 2012 The emergency generator at the West Side Fire Station was installed as part of the original building project in 1957. The existing unit powers the radios, overhead doors, interior lighting and the plymovent vehicle exhaust system. This unit was scheduled for replacement in the 2013 capital plan but had been moved until 2015 since it was running with few issues. This summer the generator began to experience some issues with the electrical components and the unit could not maintain the proper output. Repairs were performed to rectify the issue. During August another failure occurred and due to the age of the unit parts have become hard to find and cost prohibitive to obtain. At this point we asked to have the replacement added to additional capital for the November 2012 Town Meeting. As a stop gap we have wired a portable generator to provide the basics. Since the temporary hook up is not automatic the chance of the station missing a call during an outage is greater. Therefore we would like to expedite the repair. The new unit will run most of the building and like the old one transfer power automatically. The new unit will also run the heating system and the pumps making west side fire fully operational during an outage. The cost of the unit will be $30,000.00 installed and once ordered have a 4 week delivery time. Our plan would be to do the following items in advance of delivery: Gas piping - Facilities dept. staff Rough wiring -YES electric Concrete pad installation -DPW staff Coring of building for conduits - Facilities dept. staff Permitting- Facilities dept. staff Thank you, Joseph P. Huggins Director of Facilities Reading Public Schools 781- 670 -2824 direct line 781- 942 -5436 fax (5�) To: Reading Town Meeting members From: Reading Finance Committee Date: September 25, 2012 We are writing to you to ask for your assistance in filling out our membership, and to update you on some upcoming important community-wide meetings. Our current membership has two openings on the nine - member committee. Please look at the Town's website for more details on the role and responsibility of the Finance Committee at this link: h!lp://www.readingma.gov/Pages/ReadingMA BComm/finance. Meetings are held on the second Wednesday night of each month, and more often during the budget deliberations in March or as needed. For further information, please contact either Chair David Greenfield (dgreenfieldp_statestreet.com) or Assistant Town Manager/Finance Director Bob LeLacheur ( blelacheur(2ci.reading.ma.us). On October 10`h we will be holding our annual Fall Financial Forum at 7pm at the Senior Center (49 Pleasant Street). This meeting will include Board of Selectmen, the School Committee and the Library Trustees. In addition to the typical financial information we always discuss that will serve as background for the FYI budget, this year we want to point out three topics: an update on the status of the Library renovation project; an update on the Killam Elementary School renovation project; and the impacts of and plans to address a recent vote by the School Committee to pursue Full Day Kindergarten, as well as space needs created by other programmatic changes. A draft agenda may be found at this link: hqp:/ /www readingma o� v /Pages /ReadingMA MeetingCaUS01967D2F- 01967E14 ?formid =161 lie) Also please note the following broad "non - financial" community-wide upcoming meetings that you may be interested in. All meetings will be held at the Senior Center and begin at 7:30pm: October 16`h — Overview and public comment on draft Conservation Commission Local By -Law Regulations which have been revised to streamline and simplify requirements especially for residential properties. October 23rd — Town Forest Natural Resource Inventory and Conservation Vision Public Forum. The Town Forest Committee has been working on a plan with the help of Liz Newlands of the Mass. Audubon Ecological Extension. This is an opportunity to hear how the plan has progressed and to have a voice in future planning for this important town owned open space resource. October 30`h — Open Space & Recreation Plan Public Meeting, overview of draft updated plan which is a requirement of the State to be eligible for certain open space and recreation grants. Be part of an open dialogue about the Town's efforts to date and plans for the future. Date: September 10, 2012 Time: 7:30 p.m. Place: Coolidge Multipurpose Room Board of Selectmen Members Present Steve Goldy, Chair James Bonazoli Ben Tafoya, Vice Chair Rick Schubert John Arena School Committee Members Present Karen Janowski Hal Croft Chuck Robinson Arrived at 7:28 p.m. Lisa Gibbs Chris Caruso Rob Spadafora Conner Traugot, Student Representative FINCOM Members Present David Greenfield, Chair Barry Berman, Vice Chair Mark Dockser Jeanne Borawski Hal Torman aula Perry Visitors Mary Grimmer, resident Melissa Koster, resident Barbara Jones, Reading Chronicle Joint Meeting School Committee Board of Selectmen FINCOM Staff Members Present Peter Hechenbleikner, Town Manager Bob LeLacheur, Assistant Town Manager Sharon Angstrom, Town Accountant Staff Members Present John Doherty, Superintendent Patty de Garavilla, Assistant Superintendent Mary DeLai, Assistant Superintendent Alison Elmer, Director of Student Services Nadine Wandzilak, Reading Patch Tom Ryan, Resident Bill Brown, Resident Mr. Goldy called the Board of Selectmen to order at 7:30 PM. The School Committee had already been called to order as they began their meeting at 7:00 PM Continuation of Elementary Space Study Discussion Dr. Doherty provided an overview of the discussions the School Committee has had regarding the elementary space study. He pointed out that programmatic changes are driving the need for space in the elementary schools. Creation of additional full day kindergarten classrooms, special education district programming, the maintenance of adequate class size, the growth of the RISE Preschool program and the desire for dedicated art and music classrooms have contributed to the need for additional space. The commitment to support Fine Arts programing, space for future programs such as science & engineering, foreign language and 21s' Century skills are other contributing variables. Dr. Doherty provided an overview of the elementary school enrollment, reviewing the kindergarten and preschool space needs. He shared that the need for space has been created by a rN Finance Committee Meeting — September 10, 2012 — page 2 combination of the desire for additional full day kindergarten and preschool classes, an increase in Special Education In- District programs and the desire to maintain adequate class sizes and have dedicated art and music spaces. Dr. Doherty cleared up misconceptions regarding the RISE preschool program. It is an integrated preschool program that services students starting at age 3. The preschool must maintain a 51 % -49% ratio with a class size of 15. The enrollment is constantly changing during the course of the year as children requiring services turn 3 years old. If Reading did not have an integrated preschool the district would have to outplace students to fulfill their special education needs. Mr. Greenfield called the Finance Committee to order at 7:45 p.m. Dr. Doherty turned to the decision to offer full day kindergarten to all students and the implementation of the process. He reminded the boards that this is an educational decision. It is in the best interest of the children. He provided information on the benefits of full day kindergarten for all students both academically and social/emotionally. The Superintendent also is cognizant of the impact full day kindergarten will have on the budget. Ms. DeLai reviewed the financial impact of free full day kindergarten. There would be an increase in the Chapter 70 funding for 320 free full day kindergarten students and the cost of implementing full day kindergarten for all would include the addition of teachers and para- educators and 4 classrooms. Mr. Greenfield asked for Chapter 70 funding clarification. Ms. DeLai indicated that the town would not see the increase in funding until FYI 5. She added that there were funds available from all -day kindergarten that would help bridge the gap in that first transition year, but that the additional budgetary impact for the first year could be approximately $625K. Mrs. Perry asked about second year cost. Ms. DeLai said the staffing cost would remain the same but there would need to be an increase in the operating budget to cover the offset. Mr. Bonazoli asked about kindergarten enrollment. Dr. Doherty said there has been a steady increase in the enrollment for full day kindergarten. He also said that we see enrollment increases entering grade 1 from children that are coming from other settings. Mr. Arena asked if the assumption that 95% of eligible kindergarten students attend Reading Public Schools. The answer was yes. Ms. DeLai reviewed the space needs. Assuming RISE was not using their current spaces, an additional 10 to 12 classrooms would be needed for the program. She stated that in determining whether to lease or buy modular classrooms, there appears to be a "break even" point of approximately three years. If the town plans to use the modulars for three years or more, buying them makes more financial sense. If the town plans for use them for less than three years, renting them might be the better option. Dr. Doherty interjected that we are hoping to offer a five full day preschool option with before and after care. Mr. Berman asked about staff increases at the RISE Preschool. Ms. DeLai said it would depend on enrollment. Mr. Bonazoli asked what the highest RISE tuition is. The highest tuition is 4 full days at $630 /month. He asked if we needed to offer tuition based preschool. If we did not offer an integrated preschool the district would have to outplace students for services. 10 Finance Committee Meeting — September 10 2012 —page 3 Ms. DeLai reviewed the MSBA funding scenario. MSBA has not funded a PreK -K building in the past. The MSBA has worked with school districts to expand existing facilities for PreK -K. The District would need to file a statement of interest stating the problem. Core educational space would be the only reimbursable areas. Each request is reviewed on a case by case basis. She shared information on the North Andover preschool center and discussed the cost of constructing a new school to replace Killam. The cost for this project would be approximately $21 - $23 million. She then shared information on the cost of a modular building to be used for PreK -K. The cost for the building only would be $9 - $11 million. The cost of leasing of modular classrooms would be $15,000 /year and an additional $20,000 - $30,000 for site preparation per modular. The district could gain 2 additional classrooms and feels permanent modular construction is preferable to leasing. Ms. DeLai presented information of Full Day Kindergarten Competitive Grant Funding. One grant opportunity would be for transitioning to full day which would be $10,000 per half day classrooms and the other is Quality Full Day K grant which would award $10,000 per full day classroom. Dr. Doherty provided information received from a recent kindergarten survey sent to families via Edline and reviewed the short term and long term options. If nothing is done to resolve the space dilemma we will continue to implement the Superintendent's option and dealing with increased class sizes. Town Manager Peter Hechenbleikner then reviewed the steps /factors for decision making implementation of full day kindergarten. Included are the School Committee's decision to implement FDK for all, the establishment of a School Building Committee, modifications to the Capital Plan and a multiyear plan to the operating budget. He went on to review the general steps and which board actions would be needed. He reviewed a decentralized scenario, which involves additional classroom space at each building and then a centralized scenario which would involve a separate PreK -K structure. The centralized scenario would take longer and he cautioned that we would have to be sure to include all needs in the cost estimates. Mr. Hechenbleikner estimates total capital costs in the $1 M range. He cautioned the group that the Library and Killam projects are looming. He also reminded the group that there is $400,000 in the FY13 capital plan for modular classrooms. Mr. Greenfield voiced concerns about the irresponsible US Congress and looming tough financial decisions that will be required. Cuts are likely to put more pressure on State budgets to fill the voids and in turn on local budgets. Financial markets are going to force Congress to make difficult decisions at the same time Reading would be committing to expanding programs. Mr. Arena asked if the Chapter 70 funds were an all or nothing. The answer was yes. Melissa Koster, resident, asked if the decision to offer FDK to all is final. Dr. Doherty said that the School Committee has authorized the administration to develop a strategy for implementation but no timeline is in place. Mr. Hechenbleikner said there is a lot of information and the decision needs to be looked at thoroughly. He feels it is a community decision and does not feel that implementation in the fall .of 2013 is feasible. Mr. Goldy asked about the funding. Mr. Hechenbleikner indicated there are a couple of sources through free cash and possibly the stabilization fund. LVA Finance Committee Meeting — September 10, 2012 — page 4 Mr. Schubert asked when the high school bonds will be paid in full and then asked if there was any wiggle room in the enrollment numbers. There are no signs of significant growth at this point. The district is using the moderate growth numbers. Mrs. Janowski asked about the creation of a School Building Committee. Mr. Hechenbleikner feels this is the direction to go. There are many decisions to be made and we can't jump right in without looking at all of the data. Mr. Robinson agreed that a School Building Committee should be formed but the decision to implement FDK should not be tied into that. Mr. Hechenbleikner agreed that the decision is ultimately the School Committees but would like full information before making any decisions. Mary Grimmer, resident & Owner -Little Treasures School, feels these decisions are hurting small businesses in town. She does not think FDK and RISE should be considered together. She feels there are many quality and qualified preschools in town that can provide special education services required by law. She agrees that FDK is great for the community. Mrs. Janowski thanked Mrs. Grimmer for her input. Dr. Doherty pointed out that whatever decisions are made we will need additional space for the 2013 -14 school year. Mr. Schubert cautioned that due to the complexity of the problem enough information should be gathered and communicated to the community. He does not want to be put in a position that the community does not support whichever direction is taken. Ms. Perry feels there are some good resources for space in town. The Superintendent agreed and said that he and the administration were investigating space options in town. Mr. Berman is in favor FDK but feels that we need to look at every option available. We need to take our time determining the direction we should go as a community. Mr. Hechenbleikner feels we need to investigate both a FDK solution and an Early Childhood Center solution. There is $400,000 in the FY 13 capital plan for modular classrooms. The discussion turned to the creation of a School Building Committee. The town had a successful model in the past. The Town Manager indicated a warrant article would need to be created for the Fall Warrant. He thinks the Committee should be established following similar criteria as a normal committee with a purpose and 3 year terms. Mr. Croft shared a website (nea.org) that had information on the benefit of full day kindergarten. Mrs. Gibbs felt that both options (full day kindergarten for all and PREK -K Center) should be explored. Mr. Robinson feels it is important to move quickly getting the information to the community. Finance Committee Meeting— September 10, 2012 — page 5 Mr. Greenfield reiterated his budgetary concerns. Mr. Dockser would like to look at as many options as possible. Ms. DeLai shared information on the make -up of a School Building Committee from the MSBA website. Dr. Doherty once again reviewed the reasons we are in a space crunch — programmatic changes and the district's ability to retain special education students in district by creating appropriate programs. Mr. LeLacheur reminded the group that the warrant closes on the 25h and feels a broadly stated article to establish the School Building Committee will be adequate. Mr. Greenfield moved, seconded by Mr. Dockser, to adiourn at 8:35 p.m. The motion carried 6 -0. Respectfully Submitted Secretary NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. C� Finance Committee Meeting September 12, 2012 The meeting convened at 7:30 p.m. in the Town Hall Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman David Greenfield, Vice Chairman Barry Berman, FINCOM members Jeanne Borawski, Mark Dockser and Hal Torman; Karen Herrick arrived 7:50pm. Member absent was Paula Perry. Also present were Town Manager Peter Hechenbleikner, Assistant Town Manager/Finance Director Bob LeLacheur, Fire Chief Greg Burns, Police Chief Jim Cormier and Police Business Administrator Andrew Scribner. Appraiser Victor Santaniello joined the meeting at 8:15pm. Mr. Greenfield called the meeting to order. Fire Department Chief Burns presented an overview of the services offered by the Fire Department, including Advanced Life Support and Emergency Management. Mr. Torman asked how reimbursement grants (eg. FEMA or MEMA) flowed back to the Town? Mr. LeLacheur replied that when the funds come back in the same fiscal year as the original expenses, it is applied as an offset to those costs. However the reimbursement process can take several months and therefore funds usually flow back to cash reserves. Mr. Greenfield asked in non -ALS communities what the process was. Chief Burns replied that usually those locations contract with a private provider. That unit would then join the local fire department at a scene, for example. Reading started ALS in 2003, and sometimes gives and receives mutual ALS aid. He described that there are four groups of firefighters that cover the 24/7 shifts. Each group is staffed with 11 FF, and a 45h FF is available to cover for injuries. Staffing from a group is used 3 in each of two fire engines; 2 in the ladder truck; and 2 in the ambulance. He added that Reading's ladder truck was returned today and the warranty would likely cover the damage from an engine fire, and he again thanked the City of Boston and the Boston Fire Department for the loan of a ladder truck for several weeks. Chief Burns reviewed OT figures from his department, and compared it to over a dozen other communities that Reading typically uses for other comparisons. Mr. Greenfield asked if other Fire departments combine full time employees with volunteers. Chief Burns said that presents a problem in attracting, training and retaining quality employees. Ms. Herrick joined the meeting. Chief Burns stated that the department returned about $27,000 in wages that were surplus in the FY 12 budget — after the two additional transfers he had requested earlier in the spring. He described how he used six specific months of OT data that spanned high and low time -off periods during the past year in order to determine the causes of OT. He added that with the new software system added last spring (identical to that used by the Police department) future OT discussions and comparisons would be much easier. The leading cause was time -off benefits, especially due to long -term injuries. Mr. Berman asked about Stoneham that showed as having an insurance policy for injuries. Chief Burns explained that policy paid $1,000 per week if a firefighter were injured on duty. Mr. Hechenbleikner stated that the town had looked at such disability policies in the past, but in the long run the premiums would be expected to exceed the l l� benefits. Chief Burns explained to FINCOM that hiring another `floater' FF to be available to fill in for injuries would reduce OT, but he could not state that the salary cost could be paid for by OT savings. The 45h FF was a clear savings in his analysis done a few years ago. Mr. Berman reminded FINCOM that hiring an extra FF would not be wasted funding even if OT savings did not pay the full cost. Ms. Herrick asked if OT was a way of doing business. Chief Burns described that FF average regular hours were 42 /week. Mr. Berman noted that even while calls for service were increasing, ambulance revenues had declined. Chief Burns explained this was due to lower reimbursement rates, especially at the federal level and due to MA Health. The Town had forecast this decline during the annual revenue forecast process for a few years. Mr. Torman asked about using third party billing, and Chief Burns said this was on his to -do list as he has gathered RFQs from other communities. Police Department Chief Cormier directed FINCOM to page 10 of tonight's packet to a chart that showed Reading versus those same dozen or so similar communities. By any measure, the OT in Police is comparatively low, indicating that the department is efficient. A discussion ensued about specific communities and their OT policies. Chief Cormier referenced a chart that depicted 5,000 OT hours per year for the past several years. For a staff of 39 that worked out to be about 128 hours each. He said when there is staff turnover a wage surplus often will help cover some OT expenses. He noted that of the $25k transfer request requested last spring about $15k turned out to be surplus and was returned to cash reserves at year end. He also noted the significant long- term concessions gained through collective bargaining in reducing time off benefits, including both vacation and sick time available, and how that would put downward pressure on OT. Mr. Greenfield asked about moving employees' schedules around, and Chief Cormier said he was not allowed to engage in a practice known as `bouncing' from week to week. However he is able to make a schedule change for a long -term injury. Mr. Berman asked if other Police departments use bouncing, and Chief Cormier stated he was not aware of an agency that did that any more. Mr. Hechenbleikner updated FINCOM on the recent exam where nearly 400 candidates applied for an opening in the department, and contrasted the hiring process with that under civil service. In response to a question Chief Cormier stressed that education was the top criteria in the hiring process. He finished his review of OT and Ms. Herrick asked why Lynnfield was not included. Both Chiefs agreed it was a much smaller community and not comparable to Reading. Assessing Appraiser Victor Santaniello described his background in Chelsea, Melrose and Wakefield to FINCOM. Currently he is shared between Wakefield and Reading. His background includes using Patriot software for over ten years — the new system that Reading is installing. He described his approach to budgeting and handed out a worksheet for FYI to FYI 7. He prefers to spend funds evenly as often as possible in order to avoid large expenses in a given year. Mr. Greenfield asked if the Wakefield Board of Assessors (BOA) were elected or appointed. Mr. Santaniello replied that issue came up two years ago in a Town meeting and the BOA remains elected. He reports to the Town Administrator on a day -to -day basis but to the BOA on matters pertaining to assessing. Mr. Hechenbleikner reminded FINCOM the Reading/Wakefield agreement was an 18 -month trial period which would last through next year's revaluation. If the arrangement was successful, then Town Meeting in each community would be asked to formalize it under laws specific to the regionalizing the assessing function. Mr. Greenfield said he met with state officials to discuss the Reading assessing function, and his conclusion was that the BOA should be appointed by the Board of Selectmen because they would be able to staff the BOA with the proper balance of financial expertise. This is in contrast to the current voting process. He stated that he does not vote for Assessor because he does not understand the qualifications of candidates relative to the needs of the BOA. Mr. Berman said clearly there have been communication issues in the past. He sees the larger problem as the BOA's ability to appoint and direct staff that should be working in harmony with other Town staff. He said it doesn't matter as much how the BOA members are selected. Mr. Hechenbleikner asked Mr. Santaniello for an update, and the reply was high praise of Pat Sullivan and the rest of the office. The inspections are going along well and nearly complete, and the conversion to Patriot is effectively complete. Mr. Hechenbleikner mentioned the scheduled October tax classification preview and November hearing and said that FINCOM should have a couple of members attend. Liaison Assignments Mr. LeLacheur reviewed the FINCOM assignments and an overview of the purpose of the liaison role. FINCOM asked to change a couple of the assignments. Mr. Greenfield reminded everyone that the Committee was currently short by two members and if anyone had suggestions to please pass them along. October Financial Forum Mr. Dockser asked that all reserve funds, revolving funds and enterprise funds be added to the discussion of the general fund. FINCOM agreed to email Town Meeting about the upcoming October Financial Forum, as well as the two openings on FINCOM. Mr. LeLacheur will prepare the correspondence. On a motion by Mr. Torman seconded by Mr. Dockser, FINCOM approved the minutes of August 8, 2012 by a vote of 5 -0 -1 ( Dockser abstaining). On motion by Mr. Greenfield seconded by Mr. Torman the Finance Committee voted to adiourn it's meeting at 10:15 p.m. by a vote of 6 -0 -0. Respectfully submitted, Secretary E Department of Assessing — Budgetary Projections for Valuation Services Expenses FY 13 .. FY 14 R FY 15 FY 16 FY 17 R Appraisal Svs $ 5,000 $ 5,000. $ 5,000 $ 5,000 $ 5,000 Professional Devp $ 1,500 $ 1,500 $ 1,500 $ 1,500 $ 1,500 Publications $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 Mileage $ 1,250 $ 1,250 $ 1,250 $ 1,250 $ 1,250 RE Reval Services $ - $ 32,500 $ - $ - $ 32,500 RE Data Recollection $ 92,000 $ - $ - $ - $ - PP FOL Review and Listing $ 6,500 $ 6,500 $ 6,500 $ 6,500 $ 6,500 r(lolw Department of Assessing — Budgetary Projections for Valuation Services The cost estimates listed below for the next 5 fiscal years represent a smart spending plan for the assessing department that, if adhered to, will serve to maximize the utility of each and every dollar spent on assessing services. This is the plan that I adapted in Melrose and Wakefield to great success and I do expect similar results for Reading as well. I'm sure that no one is happy that we are going to spend $92,000 in FY 2013 for Data Collection services to measure and list approximately 3500 parcels which is necessary to complete a major requirement of our FY 2014 Triennial Certification however; I do not see where the Town will ever have to spend money like that again. The Plan: The central component to the plan is to have a mix of departmental staff and vendors complete all necessary projects. Real Estate Revaluation Services: As you can see, I projected a cost of $32,500 every three years to have Patriot Properties complete our revaluation. Having them complete all the necessary state paperwork gives us a clear path to a timely certification. It's similar to buying an insurance policy since they are the most up to date on the ever - changing state recertification requirements and communicate regularly with DOR staff and field reps. Their knowledge and expertise is well- received by the DOR and yields very timely results. Personal Property Services: The estimated cost for this'service is $6,500 per year. For that price, Real Estate Research Consultants, Inc. reviews all Forms of Lists provided to the Assessors by local business owners and tax representatives. They also physically inspect approximately 100 accounts yearly and list all new accounts. When completed, their expertise generally results in greater new growth than assessing staff alone can book usually making several times more than our cost of their services. Tradeoff: By having vendors complete these tasks in their respective areas of expertise we are assured of meeting and exceeding the prevailing DOR requirements for future certifications as well as maximizing efforts related to new growth. Moreover, it frees assessing staff to implement and execute an effective data recollection effort in an ongoing and coordinated manner so that we will never have to dedicate future funds for this project. Also, both vendors will offer assistance and guidance as needed to resolve valuation issues. ".1;I G Finance Committee: Request for Reserve Fund Transfer To: FINCOM From: Bob LeLacheur, Assistant Town Manager/Finance Director Date: September 24, 2012 It is respectfully requested that transfers in the amount of $30,000 be made from the Reserve Fund to the account shown below which is an unforeseen or extraordinary expense: a) Town Facilities capital /West Side Fire Station $30,000 for new generator (03948582 - 582025 Energy Mgmt). Current FINCOM Reserve Fund balance: $150,000 Resulting balance if all items approved: $120,000 Town Manager Recommendation: Approve,) Disapprove Date: Town Manager §igna re: By a vote of the FINCOM at a meeting held on September 24, 2012 the transfer(s) for the above purpose(s) in the amount of $30,000 was: Approved Denied by a vote of: Finance Committee hairman