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Home My WebLink About2013-01-09 Finance Committee PacketFinance Committee Meeting January 9, 2013 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, Paul McNeice, Jeff Perkins and Paula Perry. Also present was Town Manager Peter Hechenbleikner, Assistant Town Manager /Finance Director Bob LeLacheur, Board of Selectmen Chairman Steve Goldy, Board of Selectmen Ben Tafoya, Selectman John Arena, Library Board of Trustees Chairman David Hutchinson, Vice Chairman Dick Curtis and Trustees Cherrie DuBois, Alice Collins, Andrew Grimes and Vicky Yablonsky and Library Director Ruth Urell, and resident Steve Crook; FINCOM member Hal Torman was absent. Mr. Greenfield called the meeting to order. Review January 28 Special Town Meeting Warrant Article 3 /Amend FY13 -22 Capital Plan: Mr. LeLacheur described three requests for the School Facilities to be funded in January and two changes to future general fund capital. The FY13 requests include $25,000 for Parker MS Eymnasium wall padding for student safety; $25,000 for RMHS furniture in light of the large 8 grade class entering for next year; and $27,500 for security system upgrades at various school buildings. On a motion by Mr. Berman seconded by Ms Borawski, FINCOM recommended the subiect matter of the Article by a vote of 8 -0 -0. Ms. Perry will give the report at Town Meeting. Article 4 /Amend FY13 Budget: Mr. LeLacheur described the requests which include the three capital items as previously described; $46,000 in interest costs to settle some long - standing Assessors abatements (interest cannot be paid from the overlay fund); $7,000 for Finance /election wages as the November Presidential election was about $10,000 over budget due to staffing needs to operate during heavy voter turnout while RMHS was in session; $10,000 for Finance/HR expenses to pay for an Assessment Center for Police promotions; and a shift of $11,000 from Community Services/Veterans wages to expenses in anticipation of joining a Veteran's District with Melrose, Wakefield and Saugus. Mr. Berman asked where the Police assessment center would be held, and Mr. Hechenbleikner replied that it would be held in Town Hall. He described previous assessment centers and stressed the importance of hiring the right person. on a motion by Mr. Greenfield seconded by Ms Herrick, FINCOM recommended the subiect matter of the Article by a vote of 8 -0 -0. Ms. Herrick will give the report at Town Meeting. Article 5/Prior Year Bill: Mr. LeLacheur reminded FINCOM that this $500 bill was discussed at November Town Meeting as a likely expense because a law firm forgot to send invoices out to several municipalities for about six months, crossing fiscal years. On a motion by Ms Perry seconded by Mr. Dockser, FINCOM recommended the subject matter of the Article by a vote of 8 -0 -0. Mr. McNeice will give the report at Town Meeting. Article 6 /Library building, renovation and expansion project: Mr. Hutchinson gave a background to the process which began in 2007/8 with evaluations of the building from both a structural and programmatic angle. He stated that early on five options were considered, including doing nothing, minimal fixes, a brand new building in a different location, significant renovations to the existing building, and those renovations plus an expansion of the floor space. Very strong feedback from the community through a series of public meetings directed the group to focus on keeping the present building and location. Mr. Hutchinson explained that the state grant allowed for a 5% change from the submitted plans, but any larger change would not be funded without reapplying. Mr. Hechenbleikner explained that the state requirement from a library program standpoint was to create a facility that would last for twenty years; from a building standpoint the structure should be thought of as a 30+ year investment. Ms. Perry asked to what level of detail was the state was involved. Ms. Urell replied that there were 13 functional areas examined, and the level of detail was right down to the seats, materials and computers available. Mr. Hutchinson explained that a library architect was hired because of this exacting level of detail required. Mr. Berman asked what the cost of doing nothing to the facility is, because it is surely not zero. He asked to distinguish between renovate and expand the floor plan, and what are the costs. Mr. Greenfield asked about the $9 million in construction costs and what the weaknesses in the building are and the specific repair costs. Mr. Hechenbleikner and Mr. Grimes explained that these were estimates, based on 31,000 square feet and costs of $258 /square foot for renovation. Ms. Herrick asked about the design contingency, and Ms. Urell replied that at this point the Town only had schematic designs, but for example a corridor might need to be added for traffic flow. Mr. Brown asked if the costs were for the roof structure or the roof itself, and Mr. Hechenbleikner described the last renovation where the roof was omitted to cut costs, then replaced within a few years. Ms. Urell described how the chimneys and turrets leak, but the structure itself is fine. Mr. Dockser asked about other projects and how costs compare, if there was any federal funding available, and if Reading would hire a project manager. Ms. Urell said she was not aware of any federal funding for library building projects, and that a project manager would be hired. Mr. Grimes added that a local donations discussion has started in the community. Mr. Greenfield asked what the Selectmen think about this project, and Mr. Tafoya replied that the Board was interested in the accuracy of renovation costs and who would be responsible during the construction process, both for longer term policy and then the day -to -day decisions. Mr. Hechenbleikner said that his view was that both the Facilities department and Library Director would report to the Town Manager on this project. He added that he was in favor of a Library Building Committee that would be advisory to both the Town Manager and the Facilities Director, and that it would include library staff, FINCOM, Trustees and residents. On the matter of project cost he stated that it was best to know the revised cost now and not after a bid process, and Mr. Hutchinson pointed out that the increases were not in reimbursable items so the Town did not miss out on any state aid. Mr. Van Magness said he didn't think his group was yet ready to go to Town Meeting. He asked what the project alternatives were, along with those costs. He reminded FINCOM about OPEB and all the other large -scale projects that might proceed as debt exclusions. Mr. Greenfield agreed that those other projects were important to consider, and that's why they were reviewed at November Town Meeting and will be again at January Town Meeting. He said that all we can do is make the best decision possible with the best information we have available. Mr. Hechenbleikner stated that the Library project was ranked highest by the ad hoc Municipal Building Committee a few years ago. Mr. McNeice asked if the figure of $20,000 for an extra election was correct, and Mr. LeLacheur replied that it was in that ballpark. Mr. Hechenbleikner said that one option was to defer this Town Meeting vote to the Annual Town Meeting, and then to have a special election. Mr. Greenfield wondered how FINCOM could vote on this project without knowing the costs of alternatives. He polled other FINCOM members. Mr. McNeice said that he could not vote tonight in the absence of such information, and Ms. Borawski agreed. She added that the project probably makes sense because of the grant, but there was not enough information to be certain. Mw. Herrick said that the Article should not go forward to Town Meeting if the FINCOM did not vote, and Ms. Perry agreed that a FINCOM vote was critical for Town Meeting to have. She said that while there was not exact information that she knew there was a significant cost to do nothing. Mr. Grimes said that the decision was made nearly seven years ago as to what alternative to select, and that's why a menu of choices and costs was not presented now. Mr. Berman said that he would vote now because he knew of all the past emergency repairs and that significant work was needed on the building. Mr. Arena stated that the project history is what it is, but the perception of new Town Meeting members was important to consider. He said that there would be only one shot at this, and said there was no reason to rush to failure — there was much risk in not taking the time needed and holding a special election instead. Mr. Greenfield said that the Article could be postponed to April Town Meeting if needed. Mr. Crook asked if there was a ballpark figure available for the repairs only portion of the project. He said it is important to consider longer -term costs as well as project costs. Ms. Urell said a specific number was not available for repairs only, and Mr. Hechenbleikner stated that it would be very expensive and time consuming to get a detailed alternative set of costs. Mr. Bonazoli said that the other projects and challenges would be presented at Town Meeting, and Mr. Berman said we didn't have perfect information on any of these projects. Mr. Bonazoli said that ultimately the residents of the Town will set the priorities. Mr. Dockser said he liked Mr. Crook's idea of looking at 10 -20 year costs for alternatives. Mr. Greenfield stated that FINCOM would not vote on Article 6 tonight. FINCOM agreed to join a Selectman's meeting on January 23, 2013 in order to get an update on alternative costs. Mr Greenfield will write a report to Town Meeting. Article 7/Pearl Street eminent domain: Mr. Hechenbleikner explained to FINCOM that the title to this property was not clear, the origins cannot be traced. He said there might be a $1 consideration fee, which is why FINCOM could vote this Article. On a motion by Mr. Berman seconded by Mr. McNeice, FINCOM recommended the subiect matter of the Article by a vote of 8 -0 -0. Mr. Dockser will give the report at Town Meeting. Article 8 /Walker's Brook easement: Mr. Hechenbleikner explained to FINCOM the desire for a bus shelter and the possibility of a $1 consideration fee also. On a motion by Mr. Greenfield seconded by Ms. Borawski, FINCOM recommended the subiect matter of the Article by a vote of 8 -0 -0. Ms. Borawski will give the report at Town Meeting. Article 10 /electronic billboard: Mr. Hechenbleikner explained to FINCOM the recent history of two test cases along rte. 93 and that late last fall the state changed the rules to allow electronic billboards. He stated that the only place in Reading that met the state's criteria was at the West Street Mobil station, where it would be placed to be visible for the highway traffic. He explained as host community the Town would receive an annual sum of between $25k and $50k from a vendor that was in negotiations. He said that other benefits would be that other billborads in town along Main street would be taken down within five years, and that the Town would get some advertising time on the electronic billboard. He reminded FINCOM that this idea came from a Financial Forum a couple of years ago about ways to raise revenue, and that FINCOM's role was the financial aspect of this proposal. On a motion by Mr. Dockser seconded by Ms. Herrick, FINCOM recommended the subiect matter of the Article by a vote of 8 -0 -0. Mr. Berman will give the report at Town Meeting. Minutes On a motion by Mr. Greenfield seconded by Mr. Dockser, FINCOM approved the minutes of December 12, 2012 by a vote of 7 -0 -1 (Ms. Perry abstaining). On motion by Mr. Dockser seconded by Ms. Perry the FINCOM voted to adiourn it's meeting at 10:10 p.m. by a vote of 8 -0 -0. Respectfully submitted, Secretary O Here you go. Any additional questions let me know. Security Systems $27,500 {Details not for public consumption — BobL} Parker Gymnasium Padding $25,00.00 The Parker Gymnasium because of its high level of use needs padding added to the perimeter walls. This would reduce injuries caused when players run off the court while playing. Similar size Gymnasiums such as the Coolidge have the padding and with the small amount of run -off space at Parker adding the padding makes good sense. The requested amount is $25,00.00 for fabrication and installation. Joe Joseph P. Huggins Director of Facilities Reading Public Schools 781 - 670 -2824 direct line 781 - 942 -5436 fax Board, Committee or Commission: Date: Location: Address: Purpose: Requested By: Public Notice Meeting Posting Town of Reading - Fincom 2013 -01 -09 Town Clerk Town Hall Conference Room 16 Lowell St. Prepare For January Town Meeting Bob Lelacheur Time: 7:30pm 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 ♦ Special Town Meeting 1/28/13 - review Warrant ♦ *Article 3 - Amend FY13 -22 Capital Improvement Program ♦ *Article 4 - Amend FY13 Budget ♦ *Article 5 - Approve Payment of FY12 Bills ♦ *Article 6 - Authorize Debt for Reading Public Library Project ♦ *Article 7 - Eminant Domain - Pearl Street ♦ *Article 8 - Easement - Bus shelter Walker's Brook ♦ Article 9 - Easement Summer Ave ♦ *Article 10 - Amend zoning bylaw - electronic billboards ♦ * indicates FINCOM votes Article ♦ Review FINCOM Meeting Schedule /Feb. Fin'I Forum ♦ other business Acceptance of Minutes: 12/12/12 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. Pag 11> DRAFT 2013 Special Town Meeting Monday, January 28, 2013 WARRANT OUTLINE REVISED 01/05/2013 Art. Mover/ Moderator # Article Description S onsor Comment Notes 1/5/2013 1 COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Reading: By virtue of this Warrant, I, on , 2012 notified and warned the inhabitants of the Town of Reading, qualified to vote on Town affairs, to meet at the place and at the time specified by posting attested copies of this Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Reading Police Station, 15 Union Street Precinct 3 Reading Municipal Light Department, 230 Ash Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Reading Library, Local History Room, 64 Middlesex Avenue Precinct 6 Barrows School, 16 Edgemont Avenue Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive Precinct 8 Wood End School, 85 Sunset Rock Lane Town Hall, 16 Lowell Street The date of posting being not less than fourteen (14) days prior to , 2012, the date set for Town Meeting in this Warrant. also caused a posting of this Warrant to be published on the Town of Reading website on '2012. , Constable A true copy Attest: Laura Gemme, Town Clerk TOWN WARRANT 19 COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. To any of the Constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the Reading Memorial High School Performing Arts Center, 62 Oakland Road, in said Reading, on Monday, January 28, 2013 , at seven -thirty o'clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Board of Selectmen, Town Accountant, Treasurer - Collector, Board of Assessors, Director of Public Works, Town Clerk, Tree Warden, Board of Health, School Committee, Contributory Retirement Board, Library Trustees, Municipal Light Board, Finance Committee, Cemetery Trustees, Community Planning & Development Commission, Conservation Commission, Town' Manager and any other Board or Special Committee. Board of Selectmen Background: This article appears on the Warrant for all Town Meetings. At this Special Town Meeting, the following report(s) are anticipated: Finance Committee Report No report. Bylaw Committee Report: No report. ARTICLE 2 To choose all other necessary Town Officers and Special Committees and determine what instructions shall be given Town Officers and Special Committees, and to see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of funding Town Officers and Special Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be "warned" as to the 9 subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 3 To see if the Town will vote to amend the FY 2013 - FY 2022, Capital Improvements Program as provided for in Section 7 -7 of the Reading Home Rule Charter, or take any other action with respect thereto. Board of Selectmen Background: The following amendments are proposed to the FY 2013 — FY 2022 Capital Improvements Program (CIP) as previously approved at Annual Town Meeting in April 2012 and amended at Subsequent Town Meeting in November 2012. These amendments need to be included in the CIP in order for Town Meeting to consider funding them under the various Articles at Town Meeting. The full revised CIP is included in the blue pages in the back of this report. General Fund FYI 3: +$77,500 ♦ $25,000 School Facilities (Parker MS) padding for gymnasium walls ♦ $25,000 School Facilities (RMHS) furniture ♦ $27,500 School Facilities (various) security systems upgrade FYI 4: +$15,000 ♦ $15,000 Town Facilities (Main Fire Station) furniture ♦ Killam debt exclusion moved out one year to FY15 FY15 to FY22: ♦ No other changes made Finance Committee Report: At the meeting on January 9, 2013, the Finance Committee voted to recommend the subject matter of this Article by a vote of x -x -x. This Article allows capital items to be placed in the plan for consideration and a vote in a later Article at this and future Town Meetings. A 10- year balanced capital plan is a prudent fiscal tool that facilitates long range planning and prioritization. Bylaw Committee Report: No report. ARTICLE 4 To see if the Town will vote to amend one or more of the votes taken under Article 13 of the April 23, 2012 Annual Town Meeting relating to the Fiscal Year 2013 Municipal Budget, and amended under Article 4 of the November 13, 2012 Subsequent Town Meeting and see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate as the result of any such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee Background: r!5� General Fund — Wages and Expenses Account Line Description Decrease Increase C99 - Capital $25,000 School Facilities — padding for Parker MS $77,500 gymnasium walls $25,000 School Facilities — RMHS furniture, ordered in time for summer 2013 installation $27,500 School Facilities — upgraded security systems D99 —Debt Service Interest paid on Assessor abatement settlements: $46,000 Verizon $40,903.88 (from 5/1/09) 413 Main St. $205.31 (from 5/1/11 &12) HD Dev. $4,485.25 from 5/1/11 &12 191 — Finance wages November Presidential election — extra Police $7,000 details and election workers Elections 192 — Finance Police promotion assessment center (HR) $10,000 expenses K91 — Community Regionalize Veteran's Service District, shift some $11,000 Services wages wages to expenses K92 — Community Regionalize Veteran's Service District, shift some $11,000 Services expenses wages to expenses Subtotals $11,000 $151,500 Net Operating Expenses $140,500 From Tax Levy, State Aid and Other Local $140,500 Receipts Finance Committee Report: The Finance Committee voted to recommend the subject matter of this Article by a vote of xxx at their January 9, 2013 meeting. Bylaw Committee Report: No report. ARTICLE 5 To see if the Town will vote to authorize the payment during Fiscal Year 2013 of bills remaining unpaid for previous fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Board of Selectmen Background: An invoice was received in the November accounts payable warrant that pertains to FY12. The invoice is for Nixon Peabody LLP in the amount of $500.00. The invoice is for legal work on an escrow account set up on the March 2012 bond refunding. The vendor mistakenly forgot to bill municipalities for these services rendered in the first half of CY 2012. This article will require a 9/10 super- majority vote by Town Meeting. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of xxx at their January 9, 2013 meeting. O Bylaw Committee Report: No report. ARTICLE 6 To see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of renovating and expanding the Reading Public Library located at 64 Middlesex Avenue, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services, temporary relocation and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the Board of Library Trustees and the Town Manager; and to see if the Town will authorize the Board of Library Trustees, Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a grant or grants, to be used to defray the cost of all, or any part of, said improvements; and to authorize the Board of Library Trustees and /or the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article, subject to approval by the voters of the Town of a Proposition 2'h debt exclusion for the Town portion of the cost of the project, or take any other action with respect thereto.. Board of Library Trustees Background In October 2012, the Massachusetts Board of Library Commissioners awarded Reading a General Construction Provisional Grant award of $5,105,114. The award is conditional upon the Town's securing funding for its share of the project cost by June 2013. WHAT IS THE LIBRARY GENERAL CONSTRUCTION AWARD FOR? The State approved a plan presented by the Reading Public Library calling for a complete renovation of the current 31,000 SF Library building and a 7596 SF addition on the east side. HOW DID THIS PLAN COME ABOUT? Since 2007 the Reading Public Library Trustees and the Town administration have acknowledged that the current library building requires a major capital investment in order to function into the future. After consulting with community members, town and facilities staff and administration, the Trustees engaged a team of professionals, including engineers and architects to perform a building assessment of the current library to gauge its long -term suitability as a library and its capacity to serve the Town for the next twenty years. Based on the subsequent report and approval from the Town, Trustees applied for a General Construction Grant to modernize the facility while preserving the historic character and comfortable feel of the current library. The design specifications required the continued use of the Highland School, sensitivity to the neighborhood setting, and that the project be minimally disruptive both during and after construction. THE LIBRARY LOOKS FINE TO ME -WHY IS THIS BIG CONSTRUCTION PROJECT NECESSARY? While everyone works hard to keep the library looking clean and comfortable, and high ceilings, bright windows, and a cheerful decor make it feel spacious and open, there are both structural and system issues are interfering with the library's ability to function. In spite of the best efforts to keep up with repairs and preventative maintenance, there has been an increase of costly and urgent issues in recent years. Moreover, when the old Highland School building was converted for library use in 1983, it was done on a cost - conservative basis using local funding exclusively. The final budget of $997,000 did not address major items such as floor loading, roof restoration, electrical service, HVAC, windows, and other structural and functional issues. While the library has been very well -served by inheriting the lovely old Highland School and everyone associated with the library greatly appreciates the efforts that went into making it useful for the library, the problems associated with modestly adapting a nineteenth - century school building for a twenty -first l 1, century library are taking a toll on budgeting and planning for the future. SO WHAT ARE THE PROBLEMS? Here's a brief list to begin with: • Floor Load — Built originally as a school, the wooden floors were not sufficiently reinforced to withstand typical library load. That is why most of the adult collections at the Library are in the basement. • Building envelope — including inadequate insulation, poor drainage, damaged gutters and downspouts, etc. • Windows — All of the windows on the main and second floor need to be replaced, except eight that were done at great expense and time a few years ago. The most of these windows are original to the 117 - year -old building and are not energy efficient or, in some cases, functioning. • Roof — The roof leaks. Leaks that have overflowed the buckets in the attic, or sprung up in unexpected places have caused water damage in the children's room ceiling and some of the materials in the children's collection. . • Masonry — The exterior of the library has suffered erosion from water and other environmental factors, leading to additional water leakage and damage in the building, particularly the basement. The brick needs to be repointed and masonry repaired. • Electrical - While the service coming into the library is sufficient, the power distribution within the building is grossly insufficient. Most of the building lacks adequate outlets to support laptops use, essential lighting, or modern equipment like copiers, laminators, scanners, and computers and printers. There are many other major system problems that are described and illustrated with photographs and examples in the library's Construction Grant Application, including ventilation, heating and cooling, accessibility, data lines, security and safety, and energy inefficiency. Codes have changed drastically in the thirty -years and the overall structures and systems are overdue for replacement and upgrades. Copies of the Grant Application (200+ pages) are available at the library. WHY DO WE NEED TO BUILD AN ADDITION? In order to qualify for the construction grant award, the library's design plans have to include sufficient functional space for the library to serve the community for at least twenty years. Based on modest (10 %) growth predicted for Reading, some functional areas are severely inadequate and need to be relocated and expanded. These include space for quiet reading and silent study, space for children's programs, space for more computers for public use, and expanded and accessible conference and meeting rooms. WHY CAN'T WE JUST "FIX" THE BUILDING? There is no state construction money for fixing the building. DO PEOPLE STILL USE THE LIBRARY? ISN'T EVERYTHING ONLINE? Reading citizens are using the library more than ever every year! Circulation of library materials has almost doubled since 1983, to over 500,000 annually. The library received over 200,000 visitors last year and has over 16,000 active library card users. Over the past 30 years, the library has added essential services including computers for public use, teen services, book discussion groups, tax form distribution, museum pass program, parent/child story times, Sing - alongs, and places for group study. Here's a snapshot comparing library use from 1984 -2010: 211 500000 400000 300000 200000 100000 0 50000 40000 30000 20000 10000 0 Interlibrary Loans Books borrowed 1984 -2010 !010 110 ■ 1984 * 2010 ■ 1984 ■ 2010 Teen Collection Children's Collection Collections Growth 1984 -2010 The plan that has been developed for the future recognizes the Reading Public Library as a beloved center of the community. It is planned with flexible spaces for public use and a cost - effective design to deliver library services for young and old to explore their world and discover their future through books and other media, programs, and with the expert assistance of librarians trained to navigate the ongoing explosion of knowledge and information and online learning. Wherever the future of "the book" lies, people will continue to seek out a place to learn and grow and discuss and explore, to build community, and to be greeted by friendly, knowledgeable people who understand how to make the latest gizmo work! QUOTES OF SUPPORT "After a review of this documentation and presentation, the Commission has determined that the proposed F, project will comply with the spirit of the renovation and construction guidelines enumerated by the Secretary of the Interior for buildings listed on the National Register." Reading Historical Commission, January 2011 "As the Director of Community Services /Town Planner I applaud the efforts by all involved in this endeavor to update, expand, and rehabilitate and breathe new life into the Reading Public Library .... The library's plan is consistent with the Reading Master Plan because it will preserve a vital educational, cultural, architectural, and historic resource. Likewise, it is located within walking distance of downtown and reinforces the attractiveness of our "village style" town center. The availability of more space for community meeting rooms, children's activities, reading rooms and quiet study, and new computer areas will completely transform the Reading Public Library. The green roof and energy efficiency elements of the plan are especially noteworthy and consistent with our plans for sustainable development." Jean Johnson Delios, Community Services Director/Town Planner, January 2011 "The Reading Public Library building, originally built as a school, was converted to a library facility in 1983 as the Town of Reading's needs grew. Over the course of its 116- year -life many small renovations have occurred with the most recent occurring in 1983. The spaces have been repurposed to allow the Library to operate more efficiently. However due to the age of the building, its overall condition and its ability to function as a 21st century Library, a full renovation is necessary." Joseph P. Huggins, Director of Facilities October 2012 FIRST FLOOR • Computer classroom • Relocation of general stacks • Additional study areas • More space for public computers • Parking lot entrance relocated symmetrically • Quiet reading room and nooks • New young adult area • Modernized circulation are including optional self- checkout • Processing area for increasing homebound requests SECOND FLOOR • Doubling of space for children • Additional computer stations for children • New early learning center GROUND FLOOR • Designated area for children's programs • Space for outdoor programs surrounded by a green • 3 additional study rooms • Additional conference rooms • Larger meeting room with accessibility after library hours • 7 Additional Parking spaces Finance Committee Report: Bylaw Committee Report: No report. • Fully accessible book stacks with better lighting • Enhanced staff presence on lower level • Relocation of Local History Cv ARTICLE 7 To see if the Town will vote to authorize the Board of Selectmen to acquire by eminent domain the land, easements, and rights therein, and all right, title, and interest in water mains and drainage systems, manholes, pipes, appurtenances thereto located within Old Pearl Street, consisting of two portions of Old Pearl Street shown as "Lot A" and "Lot B" on the plan entitled "Old Pearl Street Taking And Discontinuance Plan ", prepared by Bay State Surveying Associates, dated January 2, 2013, showing the two portions of Old Pearl Street to be taken by eminent domain; and Further to see if the Town will vote to discontinue as a public way pursuant to M.G.L. c. 82, §21 for all purposes the portions of Old Pearl Street shown as Lot A on said plan, subject to the reservation of any and all utility and drainage facility easements in said way; and Further to see if the Town will vote to transfer the care, custody, control and management of said discontinued portion of Old Pearl Street (Lot A) and "Lot C" as shown on said plan from the Board of Selectmen for public purposes, to the Board of Selectmen for the purpose of conveyance, and Further to see if the Town will vote to authorize the Board of Selectmen pursuant to M.G.L c. 40, §3 to convey all or any part of the Town's right, title and interest in said Lot A and the above - referenced "Lot C" upon such terms and conditions, and for such consideration as the Board of Selectmen deem to be in the best interest of the Town, or take any other action thereon. Board of Selectmen Background: In the fall of 2011 Town Meeting authorized the transfer of a portion of Old Pearl Street to the Board of Selectmen, and authorized the sale of the portions of Old Pearl Street and the adjacent Town land. In moving forward to sell the properties, the Town was not able to provide clear title to the Old Pearl Street portions of the property. Town Counsel and the Title Examiner have recommended that the Town go back and do an eminent domain taking of Old Pearl Street, in order to clear the title and make the southerly portion salable. *_ •� W6 = =� a�eKV- i HL tw y ��w �' Of0 RIK Jl�l Oai M �7RN Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of xxx at their xxx meeting. 1 �' Bylaw Committee Report: No report. ARTICLE 8 To see if the Town will vote to authorize the Board of Selectmen to accept the conveyance of an easement for construction and maintenance of a bus shelter located at 25 Walkers Brook Drive which easement is shown on a plan entitled "ACCESS EASEMENT LOCATED AT 25 WALKERS BROOK DRIVE, READING, MA " upon such terms and conditions and for such consideration as the Board of Selectmen deems to be in the best interest of the Town, or take any other action with respect thereto Board of Selectmen Background: The Town has been trying for a couple of years to locate a bus shelter on Walkers Brook Drive. There is a fairly large number of commuters who use this location (Walkers Brook Drive at NewCrossing Road) to get to their jobs in this commercial area of Town. Currently the bus shelter consists of an ad hoc collection of shopping carts what are use as benches while waiting for a bus. There is no shelter from the elements. The problem in installing the bus shelter is that the public right of way is not adequate to accommodate the sidewalk and bus shelter, and an additional easement is needed. The property owners in the area have generally been uncooperative in granting an easement, but the owner of the Stop and Shop property has agreed to allow the easement. This article allows the Town to accept the easement. The bus shelter installation will take place as soon as possible, depending on the weather. rCL� MLSD � aao�r � ruw v � �e Y� d Finance Committee Report: IL01 Bylaw Committee Report: No report. ARTICLE 9 To see if the Town will vote pursuant to Mass. Gen. Laws c. 40, §15, to authorize the Board of Selectmen to abandon a drainage easement and release any right, title or interest that may be held by the Town on a portion of land owned by Jeffry Hardy and Alison Hardy, located at 518 Summer Avenue, Reading, Middlesex Country, Massachusetts; said drainage easement is shown as "Proposed 15' Wide Drain Easement ", on a plan entitled "Plan Of Land In Reading Massachusetts Drain Easement 518 Summer Ave ", dated October 19, 1990 ", which plan is recorded at the Middlesex South District Registry of Deeds as Plan No. 209 of 1992, and recorded at Book 21871, Page 524; and which easement was taken by Order of Taking of the Reading Board of Selectmen dated November 19, 1991, and recorded at said Registry Book 21871, Page 535; and To see if the Town will vote to authorize the Board of Selectmen, pursuant to Mass. Gen. Laws c. 40, §3, to accept a 1,876 square ft. drainage easement from Jeffrey Harding and Alison Hardy on the property located at 518 Summer Avenue, Reading, all as shown on a plan entitled "Proposed Relocation of 15' Wide Drain Easement in Reading, Mass.; Prepared for: Jeffrey Hardy; Middlesex Survey, Inc.; Scale` 1" = 20'; dated November 28, 2012; or to take any action relative thereto. Board of Selectmen Background: The property owner at 518 Summer Avenue is selling the property, and in the process has determined that an addition built to the home was inadvertently constructed over a Town storm drainage easement. The Town Engineer has reviewed the situations and has determined that the home addition does not encroach over the storm drainage pipes, and that the pipes are an adequate distance from the home addition to allow for repair or replacement without impact to the home addition. This article authorizes the abandonment of the existing storm drain easement, and replaces it with a new easement that eliminates the encroachment. C-0 Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 10 To see I fthe Town will vote to amend portions of Section 6.2 of the Zoning Bylaw of the Town of Reading as follows (Gress -eut represents language to be deleted, bold represents language to be added) 6.2.2 Definitions m. Off - Premises Siqn: Any sign conveying a commercial or non - commercial message, located off -site, on land that is leased or rented which directs attention to a business, commodity, service, entertainment venue, attraction or other commercial or non - commercial activity. WhiGh iS seld, offeFed eF existing elsewheFe than upeR the same let on whiGh SUGh sign 46 IGG , Off - Premises Signs shall include+ag any outdoor advertising sign ( "billboard ") or Electronic Sign defined as a sign that changes its message or copy at intervals by programmable electronic, digital, or mechanical processes or by remote control. 6.2.5 Prohibited Signs IN 1�6s. 1 AM11 MA11' fwr x nwnus NNw w NN wwv .1txM OffIOWAMMMw MxrfMw xMw/"wvMAwAR r fAlMww�swMrr wMArwwwAUwrwNiwMMxrASAMUM � y� Aw NMw w41N fN/�I Uf NNNI Nf wwv Aw wwr N AmwAwv NN x R!Q IVaM AwO1MAMYMN/OIAOOIIAO //I xAM /�w�NwIM JWRI}A�- +�+ ; R ' w Aw AMfwrfMr f I AIMSArr fwr Iw ww N r w w AAIr a111frf.rrm NIIMr MyM Nwf11N w a�4a MAwNwI RUNN/NG DESLY7IP1IaN OF W MDE acwEASMENT �Ar A= NNW r AI� AM V M001 Af w/R xgY11i1MYA//AA. ��J wxAM /GAfNMR MwIAIIM � NNAAt�ww �w /wQw�rwfAM w= IiMN WNW, A MAW wp.N IP 8'•fQ' 1/Q:^%~fAMDMRwf M wuN NAMw/A1L Mw O1MR /M 1YwAt OCf Al �` FROPOSM Ra 00A i%av h N /Iw wNM'fAMfNNw ww} NRf wRw'IA'mow N} 14M A0 i'IAM R NNr ra z. 11' AIDE , Nwffl Mll'IA M+IR04M R AMI Al M ARAN EASQ/ENT 1,B7Bta/ rf� � f Nr+•r r fw �� I ril aurAAEA ' fly f y +T �L � sxrtE / n j191 Y r � rp veer AEr~ mu I r1 u MMP s. / 1 rrll 7q IS' IMOE altw EASE7ENT d S� hrs• 42Di -�A1h READING MASS M Prig 5"M WM M QEOOM), W M" 1 / R'NC 1% Ar Y110 EON A fwt ENUE � �� PAM= 1S' DUMP EAMD"T MYC 1% jW 11 rM 1 Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 10 To see I fthe Town will vote to amend portions of Section 6.2 of the Zoning Bylaw of the Town of Reading as follows (Gress -eut represents language to be deleted, bold represents language to be added) 6.2.2 Definitions m. Off - Premises Siqn: Any sign conveying a commercial or non - commercial message, located off -site, on land that is leased or rented which directs attention to a business, commodity, service, entertainment venue, attraction or other commercial or non - commercial activity. WhiGh iS seld, offeFed eF existing elsewheFe than upeR the same let on whiGh SUGh sign 46 IGG , Off - Premises Signs shall include+ag any outdoor advertising sign ( "billboard ") or Electronic Sign defined as a sign that changes its message or copy at intervals by programmable electronic, digital, or mechanical processes or by remote control. 6.2.5 Prohibited Signs IN d. Signs which contain a beacon of any type; which contain a spot light providing direct illumination to the public; which flash, revolve, rotate, move, or blink, or which fluctuate in light intensity; animated signs; that is, which use lighting to depict action or to create an illusion of movement or a special effect or scene except as allowed under Paragraph 6.2.6.3.1. e. Any self - illuminated or backlit signs which use LCD, LED, electronic messaging or digital technology, neon or similar signs except as displayed on the inside of windows subject to the provisions of Paragraph 6.2.6.2.c or used in an off- premises sign subject to the provision of Paragraph 6.2.6.3.1. 6.2.6.3 Signs in Business -A Zoning Districts 6.2.6.3.1 Off - Premises Signs: In a Business A Zoning District the Board of Appeals may grant a Special *Permit for an Off Premises Sign. This includesing an outdoor advertising sign ( "billboard ") in-a or Electronic Sign under the following conditions: a. The proposed sign shall be in a Business A district immediately abutting an Interstate Highway, and within 25 feet of the main right of way of such highway excluding on and off ramps; b. The placement of the proposed sign shall be conditioned upon the elimination, within a 5 year period of the effective date of'the Special Permit, of no less than three non - conforming Off Premises signs elsewhere in the Town of Reading; c. There shall be no more than one Off Premises sign on any one lot that existed as a separate lot at the time of adoption of this section; d. The sign may be double sided with no greater than a 30 degree angle of separation between the two faces; e. 116 UmiRatien of the nigR shall be by eanderRal ffillumination only and illumin-ation shall be limited to the hours of &GO . to I p.m.; e. The sign shall not exceed 675 square feet on each of the two permitted faces; The maximum height of any Off Premises sign shall be 95 feet from the ground level upon which the sign is installed to the highest point of the structure; g. The nearest part of any Off Premises sign shall be no closer than 20 feet from an abutting property, and no less than 10 feet from the highway right of way; and h. The proposed use shall not be detrimental to the public good. Or take any other action with respect thereto. Board of Selectmen Background: As part of the 2010 Financial Forum, the Finance Committee and others recommended as a source of revenue that the Town allow billboard(s) to be placed on Town owned property, and that the Town would then collect rent for these locations. However, we have determined that there is no location in the Town of Reading where the Outdoor Advertising Board regulations would permit such billboards on Town land. IRA The new Outdoor Advertising Board regulations now permit and regulate electronic signs, and there have been two pilot projects of such billboards along 1 -93 — one in Stoneham and one in Medford. There is only one location in Reading where such electronic signs would be permitted, and that is on the property occupied by the Mobil gas station on West Street at 1 -93. Section 6.2.6.3.1 of the Zoning bylaw currently allows billboards at this location, and the proposed amendments under this article will allow the new electronic format. The billboards are currently allowed and would continue to be allowed as a Special Permit granted by the Zoning Board of Appeals. All conditions listed would have to be met in order to qualify for a special permit. While the Town does not own the property and therefore would not receive rent, the Town would be entitled to annual payment in the form of a "hosting" fee. Depending on negotiation with the billboard company, this annual fee could be as little as $25,000 and as much as $50,000, with periodic CPI escalators. In addition, the three existing billboards on north Main Street would be phased out over up to five years, removing them from the residential areas of the community. Prior to Town Meeting we anticipate having reached agreement on the outline of an arrangement with Clear Channel, the Outdoor Advertising Company. That will be part of the presentation to Town Meeting. Finance Committee Report: Bylaw Committee Report: No report. and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to January 28, 2013, or providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of said Warrant to each Town Meeting Member. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this 8th day of January 2013. Stephen A. Goldy, Chairman Ben Tafoya, Vice Chairman Richard W. Schubert, Secretary John J. Arena James Bonazoli SELECTMEN OF READING , Constable Nk LeLacheur, Bob From: Delai , Mary <Mary.Delai @reading.k12.ma.us> Sent: Monday, January 07, 2013 1:33 PM To: LeLacheur, Bob Subject: RMHS Furniture Next year's incoming freshman class currently has 61 more students than the current freshman class. Over the last five years, enrollment at the High School has increased by 97 students. The original purchase of furnishings at the High School did not anticipate enrollments at this level and, as a result, due to class section sizes, we will need to add furnishings to most classrooms. The funds will be used to purchase a combination of student chairs, desks, and worktables to accommodate the increased enrollment. The estimated cost is $25,000 based on a per student cost of $275 - $325 as is typically seen for classroom furnishings. Mary C. De Lai Assistant Superintendent, Finance & Administration Reading Public Schools 82 Oakland Road Reading, MA 01867 Tel: 781 - 670 -2880 Fax: 781 - 942 -9149 Twitter: @MaryCDeLai r\k) (Ed,�J :.. Here you go. Any additional questions let me know. Security Systems $27,500 {Details not for public consumption — BobL} Parker Gymnasium Padding $25,00.00 The Parker Gymnasium because of its high level of use needs padding added to the perimeter walls. This would reduce injuries caused when players run off the court while playing. Similar size Gymnasiums such as the Coolidge have the padding and with the small amount of run -off space at Parker adding the padding makes good sense. The requested amount is $25,00.00 for fabrication and installation. Joe Joseph P. Huggins Director of Facilities Reading Public Schools 781 - 670 -2824 direct line 781 - 942 -5436 fax 6_41 LeLacheur, Bob From: Heffernan, Nancy Sent: Thursday, December 20, 2012 4:45 PM To: LeLacheur, Bob; Santaniello, Victor Subject: RE: Interest on Abatements That's the correct total From: LeLacheur, Bob Sent: Wednesday, December 19, 2012 8:45 AM To: Heffernan, Nancy; Santaniello, Victor Subject: Interest on Abatements D99 —Debt Service Interest paid on Assessor abatement $45,594.44 settlements: Verizon $40,903.88 (from 5/1/09) 413 Main St. $205.31 (from 5/1/11 &12) HD Dev. $4,485.25 (from 5/1/11 &12) Please update me if the above figures are not accurate or sufficient for the cases settled and the interest payments made or due. We will fund this at January 28 Special Town Meeting. Thanks, Bob Robert W. LeLacheur, Jr. CFA Assistant Town Manager /Finance Director Town of Reading 16 Lowell Street Reading, MA 01867 blelacheur @ci. reading. ma. us (P) 781 - 942 -6636 (F) 781 - 942 -9037 www.readingma.gov Please fill out our brief customer service survey at: http: / /readingma- survey, virtualtownhall .net /survey /sid/7c8844eb1 decd0981 Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m. Tuesday: 7:30 a.m. - 7:00 p.m. Friday: CLOSED VERIZON 8% / 365 days # DAYS DAILY RATE ABATE MEN" INTEREST OWED 5/1/2009 10/30/2012 1278 0.000219 145,375.05 40,720.95 653.07 182.93 40,903.88 413 Main Street LLC 5/1/2011 10/30/2012 5/1/2012 10/30/2012 HD Development # DAYS DAILY RATE ABATEMEN' INTEREST OWED 548 0.000219 1,275.12 153.15 182 0.000219 1,307.46 52.16 205.31 41,109.19 INTEREST BEING PAID OUT N ABATEMENT 8% / 365 days # DAYS DAILY RATE 5/1/2011 11/20/2012 569 0.000219 5/1/2012 11/20/2012 203 0.000219 ABATE MEN' INTEREST OWED 27,477.18 3,426.74 23,790.40 4,485.25 ON LeLacheur, Bob From: Gemme, Laura Sent: Sunday, December 02, 2012 6:35 PM To: LeLacheur, Bob Subject: Election Cost Item =I Count Cost Total Absentee Ballot Postage 988 $ 0.65 $ 642.20 Ballot Printing 1 $ 1,616.15 $ 1,616.15 Common Signs 1 $ 380.00 $ 380.00 DPW Detail 1 $ 1,020.60 0.6 Election Workers 1 $ 12,825.00 12 825.00 kJ Food 1 $ 1,479.15 $ 1,479.15 Legal Notice - Paper 1 $ 450.00 $ 450.00 Media Cards - ES &S 0 $ - $ - Media Cards - LHS 0 $ - $ - Office Staff 1 $ 1,000.56 $ 1,000.56 Extra Staff 1 $ 2,182.31 $ 2,182.31 Supplies 1 $ 155.00 $ 155.00 Police Detail 1 $ 8,040.28 8 I-J Fire Detail 1 $ 541.89 $ 541. k/ Poll Worker Postage 157 $ 0.45 $ 70.65 Printing Voting List 1600 $ 0.20 $ 320.00 Warrant Publishing 45 $ 0.20 $ 9.00 Warrant Packet Postage 0 0 $ - Total $30,732.79 Town Hall Hours: Monday, Wednesday and Thursday - 7:30 AM to 5:30 PM Tuesday - 7:30 AM to 7:00 PM Friday - CLOSED I Food Vendor Cost SwissBakers La.wcilA Ge*une/ Town Clerk bud Town of Reading Butcher Shop 16 Lowell Street Reimbursement Reading, MA 01867 Total (P) 781 - 942 -6647 (F) 781 - 942 -9070 (E) Igemme@ci.reading.ma.us (W) http: / /www.readingma.gov Town Hall Hours: Monday, Wednesday and Thursday - 7:30 AM to 5:30 PM Tuesday - 7:30 AM to 7:00 PM Friday - CLOSED I Food Vendor Cost SwissBakers $ 267.00 Pizza World $ 334.00 Butcher Shop $ 368.45 Reimbursement $ 509.70 Total $1,479.15 42 Z, Q,)") - -7 7 /!" . 4 at r? Lf/,� 7.7 7 Joan Pe Marie C Marianr Heather Karen E ,(Cq�S ¢7 oar e Ji ti. ' 13 When writing or responding, please remember that the Secretary of State's Office has determined that email is a public record. This communication may contain privileged or other confidential information. If you are not the intended recipient, or believe that you have received this communication in error, please do not print, copy, retransmit, disseminate, or otherwise use r I) (2�� READING POLICE DEPARTMENT OFFICE OF THE CHIEF 16 Union &mi*, Reading, Maaaa&=elh 01867 .Tanw W. C " er Fmergency ChAr. 911 All Other GIL: 781- 944 -1212 Fa:: 781 -944 -2893 CW of Pdi- F-Maih JCormder6d.ceading.ma.ua January 3, 2013 Finance Director Robert LeLacheur 16 Lowell St. Reading, MA 01867 Bob, I would like to request you to present to the Finance Committee a budget transfer request for $9000.00 in to the current budget year for their consideration. This money would be for the purpose of hiring a vendor to provide an Assessment Center for promotion to the rank of Sergeant in the Reading Police Department. As you know we have one current opening in the Department at the rank of Sergeant. We have had a basic skills examination and have ten candidates who have passed the exam and are moving on to the next phase. I would like to incorporate an Assessment Center as another phase of the promotional process in order to further evaluate the candidates. The $9000.00 Is an estimate quoted by the vendors for providing an assessment center for ten candidates. Assessment Centers provide for a skills based assessment of the candidates through exercises that target various aptitudes. This type of testing will give us greater insight into the abilities of the candidates in regards to the actual duties they will encounter as a Sergeant. Thank you and the Finance Committee in advance for their consideration of this request. Sincerely, rti-- Chief James W. Cormier Chief of Police (, o> cLh4�35-D LeLacheur, Bob From: Heffernan, Nancy Sent: Tuesday, November 13, 2012 3:39 PM To: LeLacheur, Bob Subject: FW: Nixon Peabody's invoice for Town of Reading Refunding Escrow From: Peter Frazier [ mailto: Peter. Frazierafirstsw.com] Sent: Tuesday, November 13, 2012 3:37 PM To: Heffernan, Nancy Cc: LGALLAGHEROnixonpeabody.com; Jim Loring (iames.loring@usbank.com); Cinder McNerney Subject: Nixon Peabody's invoice for Town of Reading Refunding Escrow Nancy, Apparently, Nixon Peabody, the Escrow Agent's Counsel, failed to bill a number of refunding bond issuers this year. I am told it was a mistake that won't be repeated. As you know, it is particularly troublesome for municipalities to be billed in a subsequent fiscal year for services incurred in a prior year. However, the bill is legitimate and the funds were provided for in the transaction. I'm surprised that Nixon Peabody is not offering an apology with their invoice. I am sorry for the trouble this matter is causing you and the other issuers involved. Please call with any questions. Peter Peter Frazier Senior Vice President FirstSouthwest direct 617.619.4409 fax 617.619.4411 54 Canal Street, Suite 320, Boston, MA 02114 From: Heffernan, Nancy [ mailto :nheffernanCalci. read Ing. ma. us] Sent: Tuesday, November 13, 2012 3:15 PM To: Peter Frazier Subject: FW: Nixon Peabody's invoice for Town of Reading Refunding Escrow Peter, Is this legitimate, that I'm being billed now for the refunding last March? Nancy From: Gallagher, Laurine [ mailto :LGALLAGHER(&nixonpgabody.com] Sent: Thursday, November 08, 2012 12:24 PM To: Heffernan, Nancy Cc: Hastings, Ripley Subject: Nixon Peabody's invoice for Town of Reading Refunding Escrow Dear Ms. Heffernan, Attached please find Nixon Peabody's invoice for Town of Reading Refunding Escrow. Should you have any questions or concerns, don't hesitate to contact me. Regards, Laurine Gallagher Billing Coordinator NIXON PEABODY« 100 Summer Street Boston, MA 02110 -2131 P (617) 345 -6012 F (866) 743 -2076 lgallagher@nixonpeabod www.nixonpeabody.com This email message and any attachments are confidential. If you are not the intended recipient, please immediately reply to the sender and delete the message from your email system. Thank you. Neither First Southwest Company nor any of its affiliates (collectively, "First Southwest ") is responsible for any recommendation, solicitation, offer or agreement or any information about any transactions, customer account or account activity in this communication. Confidential or time - sensitive security- related communications should not be transmitted to First Southwest via the Internet as there can be no assurance of actual or timely delivery, receipt and/or confidentiality. Neither can there be any assurance that messages transmitted by electronic mail will not be corrupted, lost, deleted or modified. First Southwest reserves the right to refrain from processing or executing electronic mail until verification of the information is obtained in another format acceptable to First Southwest. 01 A& cle 6 a Increase in materials and labor costs - no change in scope Project also now quoted for summer 2014 instead of 2012 b Elements that may have to be changed during design devel. Est. increased from 5.8% to 9.5% due to market conditions c Est. increased from 11 % to 13% due to market conditions d Some fees already paid e Book conveyor belt system and RFID* checkout system omitted in error in original estimate f Poor original estimate? g Conditions that may arise during construction that can't be anticipated ahead of time, particularly re old building and fixed site with no flexibility, e.g.: ledge, asbestos, problems digging foundation for elevator, etc. Contingency amounts were set very low initially (7 %) because of weak construction market conditions at the time. New estimate revised up to 14.5% h *Library has saved up state aid to put towards RFID system C-1) 2010 2013 Channe Chanae a Construction $8,189,218 $9,056,594 $867,376 10.6% b Design Contingency $476,953 $858,445 $381,492 80.0% $ 8,666,171 $ 9,915,039 $ 1,248,868 14.4% c Arch itect/Enginner Fees $ 900,000 $1,188,000 $288,000 32.0% d Other Professional Fees $ 404,500 $370,053 - $34,447 -8.5% $ 1,304,500 $ 1,558,053 $ 253,553 19.4% e Furnishings and Equipment $863,000 $883,000 $20,000 2.3% $250,000 $250,000 100.0% $ 863,000 $ 1,133,000 $ 270,000 31.3% f Moving and Temporary Quarters $160,000 $546,000 $386,000 241.3% g Project Contingency $663,445 $1,320,000 $656,555 99.0% Miscellaneous Costs $130,000 $130,000 $0 0.0% h Offset from Library state aid fund - $134,000 - $134,000 - 100.0% PROJECT COSTS $11,787,116 $14,468,092 $2,680,976 22.7% Public project description $12,100,000 $14,500,000 $2,400,000 19.8% State Grant(rounded) $5,100,000 $5,100,000 $0 100.0% Town's share $7,000,000 $9,400,000 $ 2,400,000 34.3% per $400, 000 single family home for 10 years $104 $140 to FY23 Excluded water debt ($1.55mil - amount varies in future) $ 166 25+ years Existing School debt (mostly RMHS) $ 162 to FY24 Downtown Phase 11($4.5mil local share of $5.4mil project) $ 68 to FY23 Killam project ($3mil local share of $5mil project) $ 45 to FY23 School Space Needs unkown a Increase in materials and labor costs - no change in scope Project also now quoted for summer 2014 instead of 2012 b Elements that may have to be changed during design devel. Est. increased from 5.8% to 9.5% due to market conditions c Est. increased from 11 % to 13% due to market conditions d Some fees already paid e Book conveyor belt system and RFID* checkout system omitted in error in original estimate f Poor original estimate? g Conditions that may arise during construction that can't be anticipated ahead of time, particularly re old building and fixed site with no flexibility, e.g.: ledge, asbestos, problems digging foundation for elevator, etc. Contingency amounts were set very low initially (7 %) because of weak construction market conditions at the time. New estimate revised up to 14.5% h *Library has saved up state aid to put towards RFID system C-1) Reading Public Library Building Cost Estimate Summary Section A 2010 2013 Construction (A.M. Fogarty) 8,189,218 9,056,594 Design Contingency 4763,953 858,445 A.M. Fogarty — Cost Consultants Subtotal 8,666,171 9,915,039 Section B Architect/Engineer Fees 900,000 11188,000 Other Professional Fees 404,500 433,000 Furnishin s and E ui ment 863,000 1,133,000 Moving and Temporary uarters 160,000 546,000 Seen E Project Contingency 663,445 1,320,000 Section F Miscellaneous Costs 130,000 130,000 Subtotal 3,120,945 4,750,000 Proiected GRAND TOTAL 1 119787,116 1 1496659039 A.M. Foarartv & Assoc., Inc. 175 Derby St., Suite 5, Hingham, MA 02043 TEL: (781) 7497272 • FAX (781740 -2652 ptim®arr co "Construction Cost Consultants" Preliminary Design Reading Public Library Reading, MA January 4, 2013 GRAND SUMMARY TOE NEW ADDITION $2,085,695 RENOVATION $4,724,387 SITEWORK $685,029 Prepared by: A. M. Fogarty & Associates, Inc. REAMG LIBRARY 1- 131/5/201310:05 AM Page 1 t ''�) TOTAL DIRECT COST $7,495,110 GENERAL CONDITIONS 8% $599,609 GENERAL ADMINISTRATIVE O&P 5% $404,736 P&P BOND 1% $84,995 CONTINGENCY 100/0 $858,445 TOTAL CONSTRUCTION COST $9,442,895 COST PER S.F. $258.45 ESCALATION: YEAR 2014 5% $9,915,039 YEAR 2015 5% $10,410,791 YEAR 2016 4% $10,827,223 Prepared by: A. M. Fogarty & Associates, Inc. REAMG LIBRARY 1- 131/5/201310:05 AM Page 1 t ''�) Reading Public Library Section B Professional Fees Section B 2013 Design Development to Bid Documents Architect/Engineer Fees 12% 1,188,000 Library Building Consultant 30,000 Schematic 48,000 Commissioning Agent (HVAC ) 50,000 Interior Design Fees 85,000 Owner's Project Manager (OPM) 200,000 Value Engineering 15,000 Independent Review Prior to Biddin 3,500 Subtotal 1621 000 Section C Furnishings and Equipment en.0 2013 Steel Shelving 195,000 Other Furnishings 585,000 Computers 83,000 RFID 100,000 Circulation Equipment conveyor sort s stem 150,000 Subtotal 1,113,000 FF) Reading Public Library Section D Moving and Temporary Quarters Section D 2013 Moving and Related Expenses 146,000* Temporary Quarters 40000 12,000 - 16,000 sq. feet for 18 -20 months Pack & store $2,800 Truck Subtotal 546,000 * Quote from National Library Relocations to move one -third furniture, equipment and collections into temporary space and move two - thirds furniture, equipment and collections into out -of -area secure storage. Cost Estimate for Reading Public Library Move and Storage Planning /measure Temp site: Collns Shelving Furnishing Into Storage & Storage Collection Shelving Return Furnishings Temp collns Temp shly temp Furnish Storage colln Sorage shelv Truck Stor Furnshng Furni Truck $3,555 $1,255 $8,400 $10,100 $3,850 $24,218 Pack and store $13,370 Pack & store $2,800 Truck $7,550 Pack & store $2,800 Truck $11,695 $10,010 $0 $19,875 $13,370 $2,800 $7,550 $2,800 $145,998 6Y, Reading Public Library Section E Project Contingency Section E 2013 Project Contingency 1,320,000 14.5% of the cost of 20,000 construction $9,195,039 15,000 Telephone System 20,000 Bid Set Printing 10,000 Subtotal 1,320,000 Materials Testing 15,000 Section F Miscellaneous Costs Section F 2013 Municipal Bonding Costs 40,000 Utility Backchar es 20,000 Survey and Borings 15,000 Telephone System 20,000 Bid Set Printing 10,000 Other Printing 10,000 Materials Testing 15,000 Subtotal 130,000 fi-)J FINCOM FY13 Schedule (All meetings are Wednesday at 7:30pm in Town Hall, unless noted) 2012 August 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- 15 -19 -26 Subsequent Town Meeting (begins Tuesday at RMHS) December 12 regular meeting 2013 January 8 Warrant closes for Special Town Meeting January 9 regular meeting January 10 School Committee School budget meetings (Thursday 7: 30pm at RMHS) January 14 School Committee School budget meetings (Monday 7: 30pm at RMHS) January 15 Selectmen Town budget meetings ('Tuesday 7pm at Police Station) January 17 School Committee School budget meetings (Thursday 7: 30pm at RMHS) January 22 Selectmen Town budget meetings (Tuesday 7pm at Police Station) January 24 School Committee Public Hearing (Thursday 7: 30pm at RMHS) January 28 Special Town Meeting (Monday 7: 30pm at RMHS) January 29 School Committee School Budget Vote (Tuesday 7: 30pm at RMHS) February 6 regular meeting February 13 Financial Forum III ?? February 26 Warrant closes for April Town Meeting February 27 FY14 Budget Meetings March 6 FY14 Budget Meetings March 13 FY14 Budget Meetings March 20 FY14 Budget Meetings March 27 FY14 Budget Meetings April 2 Local elections April 22 -25 -29 -May 2 Annual Town Meeting (begins Monday at RMHS) June 26 Year -end meeting "I Finance Committee Meeting December 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 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 • 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 r4 • 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. r_��) 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 (06-