Loading...
HomeMy WebLinkAbout2012-12-12 Finance Committee PacketBoard, Committee or Commission: Date: Location: Address: Purpose: Requested By: Public Notice Meeting Posting Town of Reading - Town Clerk Fincom 2012 -12 -12 Town Hall Conference Room Monthly Meeting Bob Lelacheur Time: 7:30pm Forth Last Revised 2012 -08 -20 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. Agenda Call to Order: Old Business: Topics of Discussion: ♦ Open session for topics not reasonably anticipated 48 hours in advance of the meeting ♦ Introduction - two new FINCOM members ♦ MA Town Association of Finance Committees update ♦ Update on FYI budget: a) state budget cuts - implications for Reading b) local budget news ♦ FYI 4 budget: key drivers and strategy ♦ Update on Reading Assessor division ♦ Library capital project - overview of January 28,2013 Special Town Meeting ♦ Reserve Fund transfer request - Library project Acceptance of Minutes: October 17, 2012 Adjourn: 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. 1 FINCOM Appointment Committee Meeting November i, 2012 The meeting convened at 6:30 pm in the Berger Room, 16 Lowell Street, Reading, Massachusetts. Present were Committee members Alan Foulds, David Greenfield and Ben Tafoya as well as Valarie Perry, Paul McNeice, Town Manager Peter Hechenbleikner and Assistant Town Manager/Finance Director Bob LeLacheur. Jeffrey Perkins arrived several minutes after the meeting commenced. Alan Foulds called the Committee to order at 6:30 pm. He said that the remainder of a three -year term (until 2015) on FINCOM was open, as well as the remainder of a one- year term (until 2013). He also mentioned that another opening was expected in June 2013 due to FINCOM term limits. Ms. Perry said that she was a six -year Reading resident and neighbor Jeanne Borawski had mentioned an opening on FINCOM. She is a financial analyst at EMC and is from upstate New York. Mr. Greenfield asked if this was her first entry into Reading town government and she replied that it was. Mr. Tafoya asked if she had seen any FINCOM meetings and she replied that she had watched some a few years ago on RCTV. Mr. Greenfield stated that some folks wish to join FINCOM in order to set priorities for the town, which is the realm of the Selectmen. He asked if she had any agenda or strong interests. Ms. Perry replied that she was a strong supporter of the Public Library. Mr. Foulds asked if she was a Town Meeting member and she replied that she was not. He asked Ms. Perry if she knew of any conflicts and she replied that she did not. Mr. Tafoya mentioned that she would need to become familiar with open meeting and ethics laws, and for example she could not speak to the Board of Selectmen on behalf of any other organizations. Mr. Greenfield asked if she was familiar with the FINCOM meeting schedule and if that posed any problems and Ms. Perry said she was and it did not. Mr. Foulds asked if she was comfortable speaking in front of crowds and she said that she was. Ms. Perry mentioned that in light of the strength of the other applicants she was happy to step back and await a FINCOM opening Mr. McNeice said that he joined Town Meeting when he moved to Reading about ten years ago. He has spent the last twelve years in public accounting, and is currently the Director of Finance at Edgewater Technologies. Mr. Greenfield asked him what his motivation was for applying to FINCOM. Mr. McNeice replied that he had a general interest from his time on Town Meeting, and that his children were not yet in school but he had an interest that the town spend money wisely. Mr. Greenfield mentioned that FINCOM was advisory to Town Meeting but had no spending authority. Mr. Tafoya agreed with that point and asked if the applicant had been to any FINCOM meetings? Mr. McNeice said that he had not but had watched a few on RCTV. Mr. Foulds asked if he was comfortable speaking in front of a large group and he replied that he was. Mr. Foulds G asked if he would be comfortable with a leadership role and he said that he would, and that the FINCOM meeting schedule was understood and fit into his schedule. Mr. Foulds addressed the same leadership question to Ms. Perry and she also replied in the affirmative. She mentioned that her work is quarter- driven. Mr. Foulds asked Mr. McNeice if he had any known conflicts and he said that he did not. Mr. Perkins said that he has been a Town Meeting member for six years and had also served on the Zoning Board of Appeals, including some time as the Chair when he left in June 2012. He said the FINCOM schedule was more attractive than the ZBA one, and he liked that FINCOM had a picture of the entire town compared to the narrow focus of ZBA. Mr. Greenfield asked if he had specific interest in any one area and Mr. Perkins replied that he had no agenda. Mr. Tafoya said that he was familiar with Mr. Perkins from his work on ZBA and had no questions. Mr. Foulds asked if he was comfortable speaking in public and if he would have any issues in a leadership role, and Mr. Perkins replied he was comfortable both speaking and in a leadership role. He said he was not aware on any conflicts. On motion by Mr. Tafova seconded by Mr. Greenfield, the FINCOM Appointment Committee nominated Valarie Perry, Paul McNeice and Jeffrey Perkins for a term expiring on June 30, 2015; and then voted 3 -0 -0 to appoint Mr. Perkins to that term. On motion by Mr. Tafova seconded by Mr. Greenfield, the FINCOM Appointment Committee nominated Valarie Perry and Paul McNeice for a term expiring on June 30, 2013; and then voted 3-0 -0 to appoint Mr. McNeice to that term. On a motion by Mr. Tafova seconded by Mr. Greenfield, the FINCOM Appointment Committee voted 340-0 to adjourn at 6:55pm. Respectfully submitted, Secretary C� TOWN OF READING Finance Committee Liaisons — as of 12/12/2012 Name /Address/Email Telephone Liaison Assignments David Greenfield ('05-14), Chair 781- 942 -2072 (H) Board of Selectmen 192 Woburn Street 617 - 662 -7210 (W) Audit Committee dgreenfieldna,statestreet.com Accounting/Finance /Assessors we4 greensny,comcast. net Barry Berman ('07-'14), Vice Chair 781 - 942- 7907(H) Schools 54 Longview Road 617- 478- 8507(W) Audit Committee bcbermanna.comcast.net bberman@firstrepublic.com Jeanne Borawski(' 12/-'l 5) 617 - 723- 5744(H) Community Services 3 Deer Path Lane 617 - 535- 8433(W) Public Safety ieanne borawski(aAhotmail.com Mark Dockser ('10- 13) 781- 942- 7586(H) RMLD 110 Beaver Road 617- 671- 5828(W) Public Works mdockser@p—mail.com Karen Herrick(' 13 -' 15) 781- 942 -2794 (H) Library karenherricka,remax.net Schools Paul McNeice ('13-13) 13) 781- 872- 1187(H) Schools 20 Johanna Drive 781- 246- 6994(W) pmcneice@edp-ewater.com JeffreyPerkins('13 -'15) 781- 854- 7468(H) 1 Coolidge Road 617 - 535- 8433(W) Jefff erkl999C&Yahoo.com Paula Perry ('I 0-'14) 781 - 944- 8224(H) Library 40 Beaver Road Assessors pjperap_comcast.net Harold S. Torman ('04-'13) 781- 942 -2794 (H) Public Works 77 Sunnyside Ave Economic Development Hal.Tormanklantheus.com Schools ADMINISTRATION Peter Hechenbleikner 942- 9043(W) Town Manager phechenbleikner@ci.readiniz.ma.us John Doherty 944- 5800(W) Superintendent of Schools idohegy_Areading.k 12.ma.us Sharon Angstrom san s(a,ci.readin .ma.us Mary DeLai mdelai(a-),reading.k 12.ma.us Bob LeLacheur blelacheur@ci.reading.ma.us 942- 6604(W) Town Accountant 942- 5800(W) Assistant Superintendent/ Finance & Administration 942- 6636(W) Assistant Town Manager/ 942- 9805(H) Finance Director FINCOM FY13 Schedule (All meetings are Wednesday at 7:30pm in Town Hall, unless noted) 2012 Austust 8 regular meeting September 10 Financial Forum I (at Coolidge MS) September 12 regular meeting September 25 Warrant closes for November Town Meeting October 10 Financial Forum II (at the Senior Center) October 17 regular meeting (TM Warrant Articles) November 13- I5 -19 -26 Subsequent Town Meeting (begins Tuesday at RMHS) December 12 regular meeting 2013 January School Committee School budget meetings (7 :30pm at RMHS) Januaryl5 -22 Selectmen Town budget meetings (Tuesday 7pm — location TBA) February 6 regular meeting February 26 Warrant closes for April Town Meeting March 6 FY 13 Budget Meetings March 13 FYI Budget Meetings March 20 FYI Budget Meetings March 27 FYI Budget Meetings April 2 Local elections April 22 -25 -29 -May 2 Annual Town Meeting (begins Monday at RMHS) June 26 Year -end meeting Association of Town Finance Committees Annual Meeting Recap Presented by Jeanne Borawski, Reading Finance Committee, December 12, 2012 Overview • The Association of Town Finance Committees is an affiliate of the Massachusetts Municipal Association. 226 of the 301 towns in the state are members. The annual meeting (held on October 20, 2012) provided a forum for FinCom members to meet, get exposure to best practices in municipal finance, and learn from the experiences of FinCom members and town officials in other communities. • Speakers included veteran FinCom members, Town Managers, Finance Directors, and other experts. Hot Top1CS • General pessimism about weakness of economic recovery, future state aid and uncertainty of "fiscal cliff " • Various FinCom Policies - OPEB, debt, financial management Where Reading Shines • Our Capital & Debt Policy • On -going discussions of OPEB Policy • Our Finance Director • High level of cooperation among town employees and various boards and commissions • Our FinCom is policy- driven Ideas io Consider • Debt Policy - A max debt service of 8 -10% of operating budget is standard • Creating and regularly revisiting a list of towns that we aspire to emulate; then, steal their best ideas • Look to the guidelines of the Government Finance Officers Association for excellence in budgeting • Use specific tax revenue for specific purposes (i.e. meals tax) • GIC - perhaps not now, but don't forget it's an option • Formation of a Capital Committee • Include in budget presentation: ■ An org chart for each department ■ A historic FTE chart (standardized) for all departments ■ A list of boards and committees with description and authorizing authority ■ A list of bond rating symbols and meanings LeLacheur, Bob SPECIAL ALERT TO THE MMA BOARD OF DIRECTORS Tues., Dec. 4, 2012 GOVERNOR CITES $540M STATE BUDGET SHORTFALL IN FY 2013 • Gov. Implements $225M in Program Cuts Using His 9C Budget Powers • Reduces Municipal and Education Accounts by $28.75M • Gov. Files Bill With Legislature to Cut Unrestricted Local Aid by $9M Earlier this afternoon, Governor Deval Patrick announced that the state is facing a $540 million shortfall in its fiscal 2013 budget, and he unveiled a plan to close the budget gap this year. He announced that he is using his "9C" emergency budget powers to implement $225 million in immediate cuts to state - funded programs in executive agencies under his control, and he proposed legislation to expand his 9C authority so that he can cut $9 million, or 1 %, from Unrestricted General Government Aid, as well as 1% cuts to the judiciary, constitutional offices, and the Legislature. His plan would also withdraw $200 million from the state's rainy day fund. Click here to link to the A &F website that contains the Governor's announcement, his budget reductions, and his legislation: http• / /www mass goy /anf /budget- taxes - and - procurement/ state - budget /fy13- budget- info /fy13- budget -cut- information/ $28.75 MILLION IN IMMEDIATE CUTS TO KEY SCHOOL AND MUNICIPAL PROGRAMS Using his existing authority to declare a fiscal emergency and reduce executive branch spending, generally referred to as 9C powers, the Governor has unilaterally reduced funding for state agency accounts under his control by $225 million. Many of these cuts will be painful for cities, towns and school districts. The MMA has identified the local government accounts impacted the most, listed in order of the size of the mid -year budget cut: • $11.5 million from the Special Education Circuit Breaker program (a 4.8% cut) • $6 million from Municipal Regionalization and Efficiencies Incentive Grants (a 41.2% cut) • $5.25 million from the McKinney -Vento homeless student transportation account (a 46.5% cut) • $2.5 million from the Chapter 70 "Pothole" account (a 71.4% cut) • $1.3 million from Veterans' Benefits reimbursements (a 2.9% cut) • $1 million from Regional School Transportation (a 2.2% cut) • $1 million from Charter School Reimbursements (a 1.4% cut) • $83 thousand from School -Based Health Programs (a 0.7% cut) • $68 thousand from Universal Pre - Kindergarten (a 0.9% cut) • $45 thousand from the Municipal Police Training Committee (a 1.8% cut) • In addition, a shortfall in sales tax collections will reduce the total sales tax revenue amount that flows to the School Building Assistance program by $20 million, which A &F officials say should not impact planned projects (we recommend contacting SBA if you have a project pending to receive an update on the status of your project and make sure there is no impact). ASK YOUR LEGISLATORS TO OPPOSE THE GOVERNOR'S LEGISLATION TO IMPOSE A $9 MILLION MID -YEAR CUT TO UNRESTRICTED GENERAL GOVERNMENT AID In a move that surprised the Legislature and local officials, the Governor has filed legislation requesting expanded 9C powers to reduce non - executive agencies by 1 %. This includes a proposal to have the Legislature approve a 1% cut in Unrestricted General Government Aid (UGGA) for every city and town, for a mid -year reduction of $9 million. The /� ) Governor's bill includes language saying that any unexpected increases in Lottery profits would go to cities and towns before the end of the year, potentially offsetting a portion of the cut, but this is no guarantee and, given the economy, very unlikely. The MMA will strongly oppose any cut to unrestricted municipal aid, because that would destabilize local budgets in the middle of the fiscal year, and force reductions in community services. Unrestricted municipal aid has already been cut 32%, or $416 million below original fiscal 2009 levels, and any additional cuts will be painful for cities and towns across the state. _Please Call Your Representatives and Senators Today and Ask Them to Oppose the Governor's $9 Million Cut to Municipal Aid. Geoffrey C. Beckwith Executive Director Massachusetts Municipal Association 1 Winthrop Square, Boston, MA 02110 617 - 426 -7272 fax) 617 - 695 -1314 www.mma.org DISCLAIMER: This message is a private communication. If you are not the intended recipient, please do not read, copy, use, or disclose this message or any attachments. Please notify the sender of the delivery error by replying to this message, and then delete it from your system. Any unauthorized disclosure, copying, or distribution of this message, including the attachments, is prohibited. Email may not be secure or error free. Information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender does not accept liability for any errors or omissions in the contents of this message that arise as a result of transmission. 2 ri� LeLacheur, Bob From: Delai , Mary <Mary.Delai @reading.k12.ma.us> Sent: Wednesday, December 05, 2012 10:50 AM To: LeLacheur, Bob Cc: Doherty, John _ Subject: RE: Budget update S�i 1e' MXY � Jut �Y) r&J + s Hi Bob, Our current budget is loaded in MUNIS and there was a decrease in our accommodated cost estimate of $87,082. In my budget modeling, I have assumed an increase of $58,310 (66.96% of the increase) to our non - accommodated allotment based on this. I assume John will be updating Pete on where we stand next week. As for the 9C cuts, we do not anticipate any impact to our FY13 budget. Since we now pre -fund circuit breaker, if the FY13 amount were to be decreased, it would impact what we use as an offset for FY14. Even so, yesterday I was at a MASBO Bi- Monthly meeting and Jay Sullivan was there to speak on another topic. He had spent the morning preparing impact statements for the Commissioner on the proposed 9C cuts. He stated to us that for a number of reasons (conservative initial assumptions on the reimbursement rates, audit results, etc.), they would be able to deal with the cut internally and we should expect no change in our FY13 reimbursement amount, although we should not expect any supplemental end of year payment as we have sometimes received in the past. As for the other cuts to education accounts, none of those affect the school budget. We don't get regional transportation reimbursement. There will be cuts to charter school reimbursements (which is on the cherry sheet) but I don't think we get much of that either. There is a significant cut to McKinney Vento (homeless) transportation reimbursement but this was a new funding that Suzanne Bump pushed for that many felt would be the first to go if money got tight. We did not expect to receive any homeless reimbursement and even if we had, it would have been minimal (under $5K) so this is not a problem for us. From what I am hearing, it is un 70 which is good news for us. Let me know if you have any other questions Thanks, Mary aid tha6vill take more of the hit, unfortunately, but no cuts to Chapter need additional information. Mary C. DeLai 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 [ma ilto •blelacheur @ci. reading. ma. us] Sent: Wednesday, December 05, 2012 10:06 AM To: Delai , Mary Subject: Budget update �JI� "I I1Y216�L IV C.S. 1 -ER Commonwealth of Massachusetts Department of Revenue FY2013 NOTICE TO ASSESSORS OF ESTIMATED RECEIPTS General Laws, Chapter 58, Section 25A READING A. EDUCATION: Distributions and Reimbursements: 1. Chapter 70 9,903,702 2. School Transportation Chs. 71, 71A, 718 and 74 0 3. Charter Tuition Reimbursements Ch. 71, s. 89 9,479 4. Smart Growth School Reimbursements Ch. 40S 0 Offset Items — Reserve for Direct Expenditure: 5. School Lunch 1970, Ch. 871 17,152 6. School Choice Receiving Tuition Ch. 76, s. 128, 1993, Ch. 71 0 Sub - Total, All Education Items 9,930,333 B. GENERAL GOVERNMENT: Distributions and Reimbursements: 1. Unrestricted General Government Aid 2,742,082 2. Local Share of Racing Taxes 1981, Ch. 558 0 3. Regional Public Libraries Ch. 78, s. 19C 0 4. Urban Renewal Projects Ch. 121, ss. 53 -57 0 5. Veterans' Benefits Ch. 115, s. 6 194,301 6. Exemptions: Vets, Blind, Surviving Spouses & Elderly Ch. 58, s. 8A; Ch. 59 s. 5 98,936 7. State Owned Land Ch. 58, ss. 13 -17 37,284 Offset Item - Reserve for Direct Expenditure: 8. Public Libraries Ch. 78, s. 19A 25,436 Sub - Total, All General Government 3,098,039 C. TOTAL ESTIMATED RECEIPTS, FISCAL 2013 13,028,372 I, kid +--s 1L,", IL�g1 S,-7�y r C.S. 1 -EC Commonwealth of Massachusetts Department of Revenue FY2013 NOTICE TO ASSESSORS OF ESTIMATED CHARGES General Laws, Chapter 59, Section 21 READING A. County Assessments: For additional information about how the estimates were determined and what may cause them to change in the future, please click on the following link: Local Aid Estimate Program Summary. Released July 9, 2012 ,l I ko 1. County Tax: Ch. 35, ss. 30,31 0 2. Suffolk County Retirement Ch. 61, Acts of 2009, s. 10 0 Sub - Total, County Assessments 0 B. STATE ASSESSMENTS AND CHARGES: 1. Retired Employees Health Insurance Ch. 32A, s. 10B 0 2. Retired Teachers Health Insurance Ch. 32A, s. 12 0 3. Mosquito Control Projects Ch. 252, s. 5A 0 4. Air Pollution Districts Ch. 111, ss. 142B,142C 7,685 5. Metropolitan Area Planning Council Ch. 40B, ss. 26,29 7,796 6. Old Colony Planning Council 1967, Ch. 332 0 7. RMV Non - Renewal Surcharge Ch. 90; Ch. 60A 13,260 Sub - Total, State Assessments 28,741 C. TRANSPORTATION AUTHORITIES: 1. MBTA Ch. 161A, ss. 8- 9;1974, Ch. 825, ss. 6 -7 522,885 2. Boston Metro. Transit District 1929, Ch. 383; 1954, Ch. 535 0 3. Regional Transit Ch. 161B, ss. 9, 10, 23; 1973, Ch. 1141 0 Sub - Total, Transportation Assessments 522,885 D. ANNUAL CHARGES AGAINST RECEIPTS: 1. Special Education Ch. 71B, ss. 10, 12 0 2. STRAP Repayments 1983, Ch. 637, s. 32 0 Sub - Total, Annual Charges Against Receipts 0 E. TUITION ASSESSMENTS: 1. School Choice Sending Tuition Ch. 76, s. 128, 1993, Ch. 71 10 2. Charter School Sending Tuition Ch. 71, S. 89 3. Essex County Technical Institute Sending Tuition 1998, Ch. 300, s. 21 12,475 Sub - Total, Tuition Assessments 96,129 F. TOTAL ESTIMATED CHARGES, FISCAL 2013 647,755 For additional information about how the estimates were determined and what may cause them to change in the future, please click on the following link: Local Aid Estimate Program Summary. Released July 9, 2012 ,l I ko Finance Committee Meeting October 17, 2012 The meeting convened at 7:35 p.m. in the Town Hall Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman David Greenfield, Vice Chairman Barry Berman and members Jeanne Borawski, Mark Dockser, Karen Herrick and Hal Torman. Also present were Assistant Town Manager/Finance Director Bob LeLacheur, Superintendent Dr. John Doherty, School Committee Chairman Karen Janowksi and School Committee member Chuck Robinson. FINCOM member Paula Perry arrived at 7:45pm. Mr. Greenfield called the meeting to order. On a motion by Mr. Greenfield to go into executive session to consider the purchase, exchange, lease or value of real property because the Chair has declared that an open meeting may have a detrimental effect on the negotiating portion of the public body and to reconvene in open session at approximately 8:00 pm, seconded by Mr. Berman, the votes were as follows: Ms. Borawski — yes; Mr. Dockser — yes; Ms. Herrick — yes; Mr. Torman — yes; Mr. Berman — yes; Mr. Greenfield — yes. Mr. Greenfield called FINCOM to order back in open session at 8:15pm. Water System Master Plan Mr. LeLacheur said before he reviewed the November Town Meeting Warrant that he would respond to FINCOM's request to discuss a recent Water System Master Plan Final Report (WSMP) issued by Weston & Sampson to the Board of Selectmen at their meeting on October 9, 2012. Their findings concluded with three phases of water main replacement projects that should be completed as part of a (very) long -term capital improvements plan. The projects stated in current costs were approximately $25 million. Mr. LeLacheur suggested that these costs had not been agreed to by the Selectmen yet and in any event should be viewed over several decades as water mains were expected to last about 100 years. Many replacement projects were for water mains built in the 1890s. He said that in contrast the capital plan only looked at the next ten years, and in fact there were already about $3 million of planned water main improvements mentioned in the WSMP that were in the capital plan. These included an H. Street/Ivy St. loop for $350,000; a Causeway Road loop for $276,000; $1.0 million for South/West/Gleason and $1.4 million of future miscellaneous water main projects from FY16 -FY22. The Water division had identified a total of $2.2 million of projects from the WSMP that should be considered a priority in order to assure the highest standards of water quality. In addition, about $0.8 million of other water main projects should be done as a priority because of paving and other improvement plans scheduled. Mr. LeLacheur reviewed a draft financial plan for accomplishing the Phase A work identified in the WSMP. He stressed that this was only a staff working document and had not been reviewed in detail with the Board of Selectmen yet. The four phases would begin in FY14 by selling $3 (1-11) million of six -year debt to accomplish the highest priorities listed above. The last of these phases would be completed by FY23. Financially the water capital/debt plan was approximately $2.0 million per year for the next five years (unchanged from FY13 levels) and then increasing to $2.5 million/year for the next ten years. Town Meeting Warrant Article 3 Amendments to the FY13 -22 Capital Improvements Plan Mr. LeLacheur mentioned that under this article the intention was to have brief presentations on the Library and Killam renovation projects as well as the School space needs status. He then reviewed the $42,000 request for Fire Station repairs as well as the $30,000 FINCOM transfer for a West Side generator that is now listed in the CIP; he also reviewed Senior Center kitchen repairs & improvements. There was a discussion that the latter was in the capital plan, some work was done, and then it was removed from the plan. Mr. LeLacheur reviewed a memo from Community Services Director /Town Planner Jean Delios that explained the current list of work that she had reviewed with Facilities Director Joe Huggins. Mr. LeLacheur reviewed a request from the School Committee to `re- purpose' their current FY13 $400,000 capital allocation for modular classrooms to instead more broadly examine the feasibility of other alternatives, as has been discussed in several public meetings for a few months. Mr. Berman expressed an interest to make sure any unused funds were returned to free cash this year when the feasibility work was completed, and Mr. LeLacheur indicated that was common practice with all capital projects and it met with the School Committee's-stated desire as well. Mr. Greenfield asked FINCOM if any additional restrictive wording should be placed on this request, and after a discussion no further changes were required. Mr. LeLacheur reviewed a request by the Selectmen to fund $350,000 of design work for a Downtown Phase II (DPII) improvements project primarily for the Haven and High Street neighborhood. He stated that the sources of funds would be $250,000 of the current balance of $330,000 from the Permits Revolving Fund and $100,000 from free cash. He quickly reviewed the scope of the project which included several traffic, roadway and streetscape improvements for a total cost of approximately $5 million. He showed a timeline where the DPII design work needed to be done quickly in order to be able to apply for partial funding under a MassWorks Grant. Previous grants were generally in the $0.75 million to $1.5 million range, but given the work was being done in a very successful Smart Growth area that the state may well provide a higher amount. FINCOM had a lengthy discussion of this project against a backdrop of other large projects including the Public Library renovation ($7 million local share), Killam School ($3 million), school space needs (unspecified between $2 million and $20 million), and the WSMP work ($25 million spread over many years). Most members had not heard of the DPII project before, and wondered why it was rushing past these other projects and being considered under the tax levy when by FINCOM policy a project of this size should be considered only as capital or debt exclusion — much as those other four projects are. Mr. LeLacheur said that if the grant were between $1 and $2 million, then the annual cost of the local share would be between $425k and $600k for the next ten years. FINCOM asked what existing capital projects would be ignored so that DPII could be completed. Mr. LeLacheur reviewed the capital plan which for the next ten years shows $1.8 million in requests that are not expected to be funded, and that this project would add another $5 million or so to that amount. FINCOM debated voting against including the DPII project under Article 3, but Mr. LeLacheur requested that they approve it under this Article which simply allowed a discussion at Town Meeting of the relative merits. If any member of FINCOM objected to the project, that was best expressed under Article 4 which funds specific capital projects. After more discussion, FINCOM agreed to this approach. FINCOM requested that both the Water System Master Plan Final Report and the Downtown Phase II projects be discussed at the beginning of this Article. On a motion by Mr. Berman seconded by Mr. Dockser, FINCOM recommended the subiect matter of Article 3 to Town Meeting by a vote of 7 -0 -0 Mr. Greenfield will do the Town Meeting report. Article 4 Amendments to the FYI Budgets Mr. Greenfield asked if there were any other discussion on the DPII project, and there was none. Mr. LeLacheur suggested that any motion on this project be made in the affirmative, and then voting should be done on that basis. On a motion by Mr. Berman seconded by Ms. Borawski, FINCOM recommended allainst the Downtown Phase II proiect by a vote of 0 -7 -0. Mr. LeLacheur reviewed the remainder of the budget amendments. Mr. LeLacheur explained that the Veteran's Services Officer (VSO) request was to allow for a regionalization discussion with several area communities to continue this winter. The current part-time VSO Frank Driscoll is doing an outstanding job in a current regional arrangement with Wilmington. The state has expressed some interest that Reading formalize whatever regional The larger budget requests, Town Manger transition and a new Police officer, had been well advertised and FINCOM did not have any reservations about any of the other individual budget requests. On a motion by Mr. Greenfield seconded by Mr. Dockser, FINCOM recommended the subiect matter of Article 4 with the exception of the Downtown Phase II by a vote of 7 -0 -0 Mr. Berman will do the Town Meeting report. Article 5 Prior Year Bills Mr. LeLacheur described one FY12 invoice from the school department for about $1,000 came in late as there was some confusion over who would be paying the bill. He explained that this Article would require a 9/10 vote of Town Meeting. On a motion by Mr. Torman seconded by Ms. Herrick, FINCOM recommended the subiect matter of Article 5 by a vote of 7 -0 -0. Ms. Perry will do the Town Meeting report. Article 6 Smart Growth transfer (\_Z Mr. LeLacheur explained that $309,000 had been received in August from the state as unit density payments of $3000 /unit for the two Smart Growth areas. He added that Pulte Homes would generate a few more $150,000 payments in future years. This Article would move that $309,000 into the Smart Growth Stabilization Fund, and then in the future Town Meeting could allocate the funds as outlined by a plan to fund extra road improvements. On a motion by Ms Herrick seconded by Mr. Torman, FINCOM recommended the subiect matter of Article 6 by a vote of 7 -0 -0. Mr. Torman will do the Town Meeting report. Article 7 — Sick Leave Stabilization fund Mr. LeLacheur reviewed the balance of the Sick Leave Stabilization Fund will be about $3,800 if the transfer in Article 4 is approved. The Town has identified over $41,000 funds that will be needed in early 2013 so this Article requests a transfer of $50,000 from free cash. FINCOM discussed the merits of this method, which allows a better historical look at operating budgets without the distortion of these one -time payments. Mr. LeLacheur noted that sick leave buyout was being phased out. On a motion by Ms Borawski seconded by Ms. Perry, FINCOM recommended the subiect matter of Article 7 by a vote of 7 -0 -0. Ms. Borawski will do the Town Meeting report. Article 8 — Drainage easement Mr. LeLacheur reviewed the easement which will allow the Town to complete some drainage work that will alleviate neighborhood flooding concerns. FINCOM is asked to vote because the Town has offered $1 to each of the two parties granting the easement. FINCOM debated if the Town should be involved in private drainage problems or instead use the betterments process. On a motion by Ms Perry seconded by Mr. Dockser, FINCOM recommended the subiect matter of Article 8 by a vote of 7 -0 -0. Ms. Herrick will do the Town Meeting report. Article 9 — Authorize MWRA sewer debt Mr. LeLacheur reviewed the 45% grant/55% interest -free loan program offered by the MWRA to conduct sewer inflow & infiltration repairs. This Phase 8 allocation is for a total of $421,000 so $231,550 will be a five -year loan for the Town. On a motion by Mr. Greenfield seconded by Mr. Torman, FINCOM recommended the subiect matter of Article 9 by a vote of 7 -0 -0. Mr. Dockser will do the Town Meeting report. Article 11 — Jacob Way /South Street road configurations Mr. LeLacheur reviewed a required reconfiguration of Jacob Way and South Street during the Reading Woods project being built by Pulte Homes. The Town will pay Pulte no more than $100 each for two land transfers. On a motion by Mr. Berman seconded by Ms. Perry, FINCOM recommended the subiect matter of Article 11 by a vote of 7 -0 -0. Mr. Greenfield will do the Town Meeting report. �C� Update on Assessor's Telecommunication tax dispute Mr. LeLacheur reviewed the situation with old personal property tax assessments that were disputed by telecommunications firms throughout the state. The Reading Board of Assessor's have assessed the tax and collected, then reserved the full amounts in case a refund was needed. Changes to state law made this tax indisputably legal going forward, but a few past years are nearing the end of litigation. Although not yet final, one likely outcome is that Reading will needing to refund over $146,000 of FY09 taxes to Verizon NE, who will then cease claims for FY05, FY08 and FY09. By law there will be an 8% interest charge on this settlement that cannot be paid for from the overlay account. Mr. LeLacheur wanted to update FINCOM that approximately $45,000 of interest charges will need to be funded. In the past, small settlements have been made through the Town's debt interest budget, but this year there was no new issuance planned so there is no surplus to make such a payment. Minutes On a motion by Mr. Greenfield seconded by Ms. Herrick, FINCOM approved the minutes of September 24, 2012 by a vote of 6 -0 -1 (Mr. Berman abstaining). On a motion by Mr. Dockser seconded by Ms. Perry, FINCOM approved the minutes of October 10, 2012 as amended by a vote of 5 -0 -2 (Ms. Herrick and Mr. Torman abstaining). Mr. Greenfield asked for feedback from the capital projects portion of the Financial Forum held on October 10`h. FINCOM agreed that the Killam presentation for Town Meeting should be less detailed on the timeline and steps, but an overview of the proposed project and the repair `moratorium' were valuable information for Town Meeting. FINCOM reminded their wish to hear about all five capital projects previously mentioned under Article 3. On motion by Mr. Berman seconded by Mr. Torman the FINCOM voted to adjourn it's meeting at 10:50 p.m. by a vote of 7 -0 -0. Respectfully submitted, Secretary (1b, Finance Committee Meeting — Executive Session October 17, 2012 Mr. Greenfield called the Executive session meeting to order. Ms. Perry arrived. Dr. Doherty reviewed the School Space needs. Earlier this week Chief Burns notified Mr. LeLacheur and Dr. Doherty that if modular classrooms were pursued there was a recent law that mandated that schools that were connected to modular classrooms would have to become fully sprinklered. As they were recently constructed or renovated both Barrows and Wood End are fully sprinklered, but the other three elementary schools are not. For the proposed Killam renovation project, adding full sprinklers to that building represents a cost of $850,000 as an example. Dr. Doherty described that he and Mary DeLai had sought rental space in the community this past summer. This included discussions with Town churches, and St. Agnes was very interested for the space currently occupied by Reading Gymnastics Academy. They have a lease that expires sometime in 2013. Joe Huggins and an engineer went over during a second meeting and determined that the building was structurally sound. All new systems would be needed, for example a connection to natural gas and replacing electric fuses. It would be assumed that St. Agnes would prefer to sell and not lease the building as they have a major capital renovation project scheduled for their Parish Center in the rear of the property. Dr. Doherty believed the facility could house 12 classrooms (8 to 10 on the upstairs level; the reminder as well as open space, a cafeteria and community space that could be available at night on the lower level. He would like to get an appraisal of the property quickly and also issue an RFP for an architectural schematic drawing to be completed. This would allow by early spring of 2013 an estimate of what the renovation costs would be. He and Mr. Hechenbleikner have previously discussed that this space could possibly serve as one of the options to address library space during the Library renovation project. After a discussion with Town Counsel, he would like to begin negotiations for a Purchase and Sale agreement with St. Agnes, with specific conditions that they would have a period of exclusive negotiating rights for the property and that ultimate approval by Town Meeting and the voters would be needed. It is possible the new facility could open in September 2015 — or one year later if used by the Library. Dr. Doherty and the School Committee would plan to start an all -day Kindergarten program one year before that projected facility availability date. One major reason for that is the first year the Town will bear the cost of the tuition -free program, and therefore during the second year when a facility is ready and presents new costs, state aid from Chapter 70 should largely defray those costs. When ready, all of the kindergarten classes at the two most crowded elementary schools (Barrows and Joshua Eaton) as well as the RISE program (from 5 classrooms at RMHS and 2 classrooms at Wood End) would move in. He said it was also possible that some other kindergarten classes might move but they wished to try to avoid bussing costs, which occur when outside a 2 -mile radius. Ms. Perry asked if a kitchen and a gymnasium are needed? Dr. Doherty said yes a hot lunch was a requirement so a modest (less than full- serve) kitchen was necessary, but a gymnasium was not required. Mr. Greenfield asked if playgrounds would be needed? Mr. Berman asked if the RISE playground could be moved along with that program? Dr. Doherty said there was about 60 parking spaces and that use of that space would be part of the negotiations with St. Agnes. Presumably the church has an interest in preserving those parking spaces for weekend services. Dr. Doherty said that operational costs of a new facility would include shifting the RISE Director to be building Principal, but that additional costs for nurse, secretarial and custodial services would be needed. Ms. Borawski asked given that RMHS had a large class entering next year and the RISE program was so large how they would deal with the transition to a new facility? Dr. Doherty said he would not recommend Full Day Kindergarten until one year before the building was ready, so for one year they would make the best of things with crowded elementary schools. He said it was not a good risk for the Schools or for the community to begin the FDK program until a final long -term solution had been identified and approved. Mr. Dockser asked what the purchase price would be? Dr. Doherty said the building was assessed for $432,000 and insured for $1.2 million — so presumably the purchase price would be within those parameters. He reiterated his desire to fund an independent outside appraisal. He said he didn't know what the scope of renovation costs might be. He mentioned that after discussion with Town Counsel that there was no requirement to go out to bid, the Town could buy the property as a Unique Property Acquisition. Mr. Berman estimated the project could cost between $4 and $5 million, and Dr. Doherty agreed that it might, and clarified that no MSBA reimbursement was likely available. Ms. Borawski asked what the cost of portables was, and Mr. LeLacheur said that would also be easily be in the $4 million range for the 10 or so classrooms needed (if space could be found) when the costs of sprinklering were added in. FINCOM asked for Chief Burns to clarify what conditions trigger the need for full sprinklering school buildings. Dr. Doherty mentioned that in contrast a new school facility in the consultant's report was about $20 million. Mr. Berman said a one location solution with only modular would be far cheaper, as was done in a nearby community and previously described by Ms. DeLai. FINCOM asked what temporary usage costs were in the Library project budget, and Mr. LeLacheur replied that he would find out. Mr. Greenfield said it would be optimal to piggyback these two projects together. On a motion by Mr. Greenfield to 20 adiourn executive session at 8.15Am seconded by Mr. Berman, the votes were as follows: Ms. Borawski — yes; Mr. Dockser — yes; Ms Herrick — yes; Ms. Perry — yes; Mr. Torman — yes; Mr. Berman — yes; Mr. Greenfield — ye=s Respectfully submitted, Secretary MT Finance Committee: Request for Reserve Fund Transfer To: FINCOM From: Bob LeLacheur, Assistant Town Manager/Finance Director Date: December 121 2012 It is respectfully requested that transfers in the amount of $7,000 be made from the Reserve Fund to the account shown below which is an unforeseen or extraordinary expense: a) Town Facilities/Library: $7,000 for library project preparation work — update original cost estimates and design rough layout of potential temporary space. 71P o3?3- yy/ Z _ 52 930�— Current FINCOM Reserve Fund balance: $150,000 Resulting balance if all items approved: $143,000 Town Town Date: By a vote of the FINCOM at a meeting held on December 12, 2012 the transfer(s) for the above purpose(s) in the amount of $7,000 was: Approve Denied Finance Committee Chairman by a vote of: d Finance Committee Meeting December 12, 2612 The meeting convened at 7:30 p.m. in the Town Hall Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman David Greenfield and members Jeanne Borawski, Mark Dockser, Karen Herrick, Paul McNeice, Jeff Perkins and Hal Torman. Also present was Assistant Town Manager /Finance Director Bob LeLacheur. Vice Chairman Barry Berman arrived at 8:15pm; FINCOM member Paula Perry was absent. Mr. Greenfield called the meeting to order. Mr. Greenfield introduced two new FINCOM members Paul McNeice and Jeff Perkins, and they each described their backgrounds. Association of Town Finance Committees Ms. Borawski mentioned that she attended the annual meeting on October 20, 2012 and that as requested by the ATFC she was going to `report back to your Finance Committees' as follows: Overview • The Association of Town Finance Committees is an affiliate of the Massachusetts Municipal Association. 226 of the 301 towns in the state are members. • The annual meeting (held on October 20, 2012) provided a forum for FinCom members to meet, get exposure to best practices in municipal finance, and learn from the experiences of FinCom members and town officials in other communities. • Speakers included veteran FinCom members, Town Managers, Finance Directors, and other experts. Hot Topics • General pessimism about weakness of economic recovery, future state aid and uncertainty of "fiscal cliff " • Various FinCom Policies - OPEB, debt, financial management Where Reading Shines hines • Our Capital & Debt Policy • On -going discussions of OPEB Policy • Our Finance Director High level of cooperation among town employees and various boards and commissions • Our FinCom is policy- driven Ideas to Consider • Debt Policy - A max debt service of 8 - 10% of operating budget is standard • Creating and regularly revisiting a list of towns that we aspire to emulate; then, steal their best ideas • Look to the guidelines of the Government Finance Officers Association for excellence in budgeting • Use specific tax revenue for specific purposes (i.e. meals tax) • GIC - perhaps not now, but don't forget it's an option • Formation of a Capital Committee • Include in budget presentation: • An org chart for each department • A historic FTE chart (standardized) for all departments • A list of boards and committees with description and authorizing authority • A list of bond rating symbols and meanings Update on Budgets Mr. LeLacheur described the minimal impact that the Governor's proposed 9C cuts would have on Reading during FY13 —just over $27,000 in reduced local aid. He shared an email from Mary DeLai that described the impact on the reduction to the circuit breaker for School Special Education costs as minimal for two reasons. First, over the past few years the schools have managed to put aside enough funding to use the current year's funding in next year's budget. Thus they are using a previously paid amount from FY12 during this year; and this cut to the FY13 funding only impacts their FY14 budget projections. Second, for the FY14 budget assumptions they have already presumed a lower figure, so there is no impact on the current FY14 budget planning process. For the FY14 budgets, we have slight increases in revenues due to a higher than anticipated FY13 new growth figure and some reductions to school accommodated costs. The result is an increase to the operating budgets of just under +3% as opposed to the 2.5% figure projected at the November Financial Forum. Mr. LeLacheur described the Town's efforts to balance the budget at that level as challenging, since initial budget requests from departments were almost $300,000 over the initial target level. He said the Schools were having similar challenges in balancing their FY14 budget. Update on Assessors Mr. LeLacheur said the Assessor's transition using a shared Appraiser from Wakefield was going well so far. The initial inspections were completed in early fall, town staff did a significant amount of quality control work with the data, and eventually the conversion to the new Patriot CAMA system was completed in time to issue tax bills late in December using the new software. He explained that at the Tax Classification hearing with the Board of Selectmen that Appraiser had inadvertently left the debt exclusion out of some calculations, but that was corrected in plenty of time before there was any negative impact from setting the tax rate with the state. Library Proiect Mr. LeLacheur explained that a Special Town Meeting would be held on Monday January 28, 2013 and the main purpose would be to describe the Library renovation project which received state approval for funding recently. If Town Meeting voted to approve the project (as debt exclusion) then it would go on the local elections ballot in April 2013. If the voters approve the project then the Library would need to relocate to temporary quarters as early as the Fall 2013. Discussions were currently underway that evaluated three different options for that relocation. In addition, budget figures were being checked and updated as needed before a Town Meeting vote. FINCOM would be asked to meet before the Special Town Meeting and at that time receive a full presentation on the project. Mr. LeLacheur presented FINCOM with a Reserve Fund transfer request in the amount of $7,000 for Town Facilities in order to update original cost estimates and design a rough layout of potential temporary space. On a motion by Mr. Greenfield seconded by Mr. Dockser, FINCOM recommended the Reserve Fund transfer of $7,000 to line #03954412 - 529302 by a vote of 8 -0 -0. Minutes On a _motion by Mr. Greenfield seconded by Ms. Herrick, FINCOM approved the minutes of October 17, 2012 by a vote of 6 -0 -2 (Mr. McNeice and Mr. Perkins abstaining). On a motion by Mr. Torman seconded by Mr. Dockser, FINCOM approved the Executive Session minutes of October 17, 2012 as written by a role call vote: Mr. Berman — yes; Ms. Herrick — yes; Ms. Borawski - yes; Mr. Torman — yes; Mr. Dockser — yes; Mr. Greenfield — yes; Mr. McNeice — abstain; Mr. Perkins — abstain. On motion by Mr. Berman seconded by Mr. Perkins the FINCOM voted to adiourn it's meeting at 9:10 p.m. by a vote of 8 -0 -0. Respectfully submitted, Secretary Association of Town Finance Committees Annual Meeting, October 20, 2012 Tri County Regional Vocational Technical High School, Franklin Agenda 8:15 -9:00 a.m. Registration, Breakfast, Networking School Foyer, Cafeteria 9:00 -9:15 a.m. President's Welcome, Joanne Marden, Finance Committee, Andover Auditorium Business Meeting 9:15 -10:15 a.m. Consolidation & Regionalizing Services Auditorium Mark Milne, Finance Director, Town of Barnstable Peter Hechenbleekner, Town Manager, Town of Reading Moderator: John Robertson, Legislative Director, MMA Towns are looking to save money at every turn. Consolidating services between town and school departments and regionalizing services are two examples of this. In 2004, Barnstable combined their finance and human resources function between school and town. Milne will discuss the process, how the system works day -to -day, the cost - savings as well as improvement to the quality of work and customer service. Last year, the town of Reading joined Melrose and Wakefield in a regional public health partnership. Hechenbliekner will review the fiscal rewards and economies of scale benefits the 3 municipalities realize with this partnership. 10:15 -10:30 a.m. Break 10:30 -noon Concurrent Workshops 1. New to the Finance Committee: Budgeting 101 This session will provide a good foundation for understanding the basics of municipal finance and budgeting. It will include a review of the timetable of the annual budget, developing a capital improvement plan, an overview of the tax recapitulation process and managing long- term debt. Bill Keegan, Town Administrator, Dedham Nancy Galkowski, Town Manager, Holden Moderator: Allan Tosti, Arlington Finance Committee Chair and ATFC Treasurer 2. Building and Facilities Maintenance Consolidation New this Following up on the opening session's theme of consolidation, this session will look at how the town of Lexington combined facilities management between the town and schools. Yom'! Patrick Goddard, Director of Public Facilities, Lexington Second speaker TBA Moderator: Martin Crowley, East Bridgewater and ATFC Director 3. Your Town's Credit and Bond Rating This workshop is designed to be a primer on municipal capital planning and debt management for finance committees. It will touch upon debt management policies; setting appropriate levels ratings and what ratings agencies look for when evaluating municipalities; and debt - related questions finance committees should be asking their municipal finance officials. Cinder McNerney, Managing Director, First Southwest Company and ATFC Past President Moderator: Richard Creem, Needham Finance Committee and ATFC Director 1 ' Noon Luncheon 12:30 —1:15 Cafeteria Speaker: Anne Danehy, President, Strategic Opinion Research, Inc. This is the perfect opportunity to hear from an experienced political pollster on what's happening in the presidential and congressional races as well as state ballot questions. 1:30 -3:00 p.m. Concurrent Workshops 1. Revenue Analysis & Forecasting This session will approach multi -year financial planning as a valuable tool for towns in the Proposition 2 1/2 environment. Planning revenues, operating expenses, capital expenditures and their impact on three -to -five year scenarios will be discussed. The relationship of these expenditures to the planning and use of balance sheet reserves such as free cash, overlay and stabilization funds is also addressed. Allan Tosti, Arlington Finance Committee Chair and ATFC Treasurer Moderator: Kim Roy, ATFC Past President 2. Improving the Effectiveness of Your Committee Every finance committee has its own unique protocols and procedures. All face similar New this committee by adopting written goals, policies, and procedures; working successfully with year! other boards, committees and department heads; and developing a communications plan to inform your voters. This session is ideal for experienced committee members who are looking for ways to improve the budget process in their communities. There will be ample opportunity for Q &A. Joanne Marden, Andover Finance Committee and ATFC President Andrea Llamas, Conway Finance Committee and Buckland Town Administrator Moderator: Ira Miller, Sharon Finance Committee and ATFC Director 3. Energy Cost Saving Opportunities and Best Practices Renewable energy projects are being proposed throughout the state. The panelists will New this walk you through a project pipeline, from conception to construction, including municipal year! contracting issues, state and federal grants and tax credits. They will highlight some best practices around the state. Richard Holland, Attorney and Chair of Green Practice Group, Kopelman & Paige Representative from the Department of Energy Resources Moderator: Jennifer Gonzalez, Holbrook Finance Committee and ATFC Vice President Finance Committee Meeting — Executive Session October 17, 2012 Mr. Greenfield called the Executive session meeting to order. Ms. Perry arrived. Dr. Doherty reviewed the School Space needs. Earlier this week Chief Burns notified Mr. LeLacheur and Dr. Doherty that if modular classrooms were pursued there was a recent law that mandated that schools that were connected to modular classrooms would have to become fully sprinklered. As they were recently constructed or renovated both Barrows and Wood End are fully sprinklered, but the other three elementary schools are not. For the proposed Killam renovation project, adding full sprinklers to that building represents a cost of $850,000 as an example. Dr. Doherty described that he and Mary DeLai had sought rental space in the community this past summer. This included discussions with Town churche annd Sf. Agnes was very interested for the space currently occupied by Reading Gymnastid A gdemy. They :have a lease that expires sometime in 2013. Joe Huggins and an engineer went over during a second meeting and determined that the building was structurally sound. Alf�A'ew systems would be needed, for example a connection to natural gas and replacing des. It vuld be assumed that St. Agnes would prefer to sell and not lease thq, buildmg�as fl*,,bvve a major capital renovation project scheduled for their Parish Center in tl xear of the Xoperty. Dr. Doherty believed the facility could"house 12 classrooms '(8 to 10 on the upstairs level; the reminder as well as open space, a ca *ria and tommu; "space that could be available at night on the lower level. He would like g n appriksal of the property quickly and also issue an RFP for an architectural schematic &*Ongtp be completed. This would allow by early spring of 2013 an estimate of what renova coW would be. He and Mr. Hechenbleikner have previously discussed thatthis spw*°bould,ssibly serve as one of the options to address library space during the Library ren ovates project. After a discussion with Town Counsel, he would like to begin negotiations for a Pbfthase and Sale agreement with St. Agnes, with specific conditions th *� wtndd have aperi od of exclusive negotiating rights for the property and that ultimate apoval' b Town Meetirig and the voters would be needed. It is possible the new facility coul&ppen in September 2015 — or one year later if used by the Library. Dr. Doherty and the Sch, Committee wpi uld plan to start an all -day Kindergarten program one year before that projected facility 10vailabil ty date. One major reason for that is the first year the Town will bear the c ' Hof the tuition, ee program, and therefore during the second year when a facility is ready and preg"ts new costs, state aid from Chapter 70 should largely defray those costs. When ready, all of the k1fidagtten classes at the two most crowded elementary schools (Barrows and Joshua Eaton) as well as the RISE program (from 5 classrooms at RMHS and 2 classrooms at Wood End) would move in. He said it was also possible that some other kindergarten classes might move but they wished to try to avoid bussing costs, which occur when outside a 2 -mile radius. Ms. Perry asked if a kitchen and a gymnasium are needed? Dr. Doherty said yes a hot lunch was a requirement so a modest (less than full- serve) kitchen was necessary, but a gymnasium was not required. Mr. Greenfield asked if playgrounds would be needed? Mr. Berman asked if the RISE playground could be moved along with that program? Dr. Doherty said there was about 60 parking spaces and that use of that space would be part of the negotiations with St. Agnes. Presumably the church has an interest in preserving those parking spaces for weekend services. Dr. Doherty said that operational costs of a new facility would include shifting the RISE Director to be building Principal, but that additional costs for nurse, secretarial and custodial services would be needed. Ms. Borawski asked given that RMHS had a large class entering next year and the RISE program was so large how they would deal with the transition to a new facility? Dr. Doherty said he would not recommend Full Day Kindergarten until one year before the building was ready, so for one year they would make the best of things with crowded elementary schools. He said it was not a good risk for the Schools or for the community to begin the FDK program until a final long -term solution had been identified and approved. Mr. Dockser asked what the purchase price would be? Dr. Doherty said the building was assessed for $432,000 and insured for $1.2 million — so presumably the purchase price would be within those parameters. He reiterated his desire to fund an independent outside appraisal. He said he didn't know what the scope of renovation costs might be. He mentioned that after discussion with Town Counsel that there was no requirement to go out to bid, the Town could buy the property as a Unique Property Acquisition. Mr. Berman estimated the project could cost between $4 and $5 million, and Dr. Doherty agreed that it might, and clarified that no MSBA reimbursement was likely available. Ms. Borawski asked what the cost of portables was, and Mr. LeLacheur said that would also be easily be in the $4 million range for the 10 or so classrooms needed (if space could be found) when the costs of sprinklering were added in. FINCOM asked for Chief Burns to clarify what conditions trigger the need for full sprinklering school buildings. Dr. Doherty mentioned that in contrast a new school facility in the consultant's report was about $20 million. Mr. Berman said a one location solution with only modular would be far cheaper, as was done in a nearby community and previously described by Ms. DeLai. FINCOM asked what temporary usage costs were in the Library project budget, and Mr. LeLacheur replied that he would find out. Mr. Greenfield said it would be optimal to piggyback these two projects together. On a motion by Mr. Greenfield to go adiourn executive session at 8:15pm seconded by Mr. Berman, the votes were as follows: Ms. Borawski — yes; Mr. Dockser — yes; Ms. Herrick — yes; Ms. Perry — yes; Mr. Torman — ves; Mr. Berman — yes; Mr. Greenfield — yes. Respectfully submitted, Secretary