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Home My WebLink About2013-03-20 Finance Committee Packet-- a -- uuP. ii www. icauiiiguia .goviragCS /Mt;aurngiVIA ivieetingt- ai /JuIA4JD... Google Search COMMON C ! 3 ...•... , .. FINCOM Wednesday, March 20, 2013 at 7:30 PM Town Hall Conference Room Printer - Friendly Version 7:30pm Executive Session with Board of Selectmen and School Committee Strategy with respect to litigation — TLT Strategy with respect to acquisition and /or sale of Real Estate 8:00pm Review FY14 Town Manager Budget School Department Facilities COMMON C"== Town of Reading, Massachusetts 16 Lowell Street, Reading, MA 01867 Website Disclaimer Virtual Towns & Schools Website of 1 1 1 .nn nn,r Summary of Changes from FY'14 Superintendent's Recommended Budget to FY'14 School Committee Budget: Administration Regular Day Special Education School Building Maintenance District -wide Programs Tota I 2014 2014 Superintendent's School Recommended Committee Budget Budget 913,024 923,024 23,043,062 23,103,062 10,290,626 10,420,626 3,188,684 3,188,684 Difference Comments 10,000 Additional grant writing / revenue generation support 60,000 Psychological services, Secondary Level 130,000 High School Learning Center Teacher ($65K) Behavioral Health Support, Secondary Level ($65K) 1,375,971 1,375,971 - 38,811,366 39,011,366 200,000 Summary of Proposal to Address Budget Gap: School Committee Request Less: Curriculum Material Funded from FY'13 General Fund Appropriation Subtotal Less: Curriculum Material Funded from FY'13 Capital (pending TM Approval) No change No change $39,011,366 60 000 $38,951,366 250 000 $38,701,366 Overtime by type FY12 Overtime $26,265,9% $16,606,6% M Patrol Shift Coverage a Investigation / Court Training ■ Special Assignments $69,880, 25% $165,551, 60% i FY13 Overtime Year to Date $32,186, 13% $5,344,2% • Patrol Shift Coverage* • Investigation / Court Training • Special Assignments # $50,187, 20% $166,601 , 65% The charts above show FY12 and FY13 (July- February) OT spending by category. As a percentage of the whole, the year over year differences are subtle. The biggest change in the spending is for shift overtime and is atributable to current vacancies. In FY13 the department also used overtime to complete our certification process (every three years) and conducted extensive interviews of patrol officer candidates as we had three vacancies and were hiring outside of Civil Service for the first time. This is some of the Overtime in the 'Special Assignments' category. Police Details Town & Private Hiring FY2009 - 2013 1. Town Details are paid at an officer's OT rate. 2. Private Details at a flat rate which is negotiated annually. 3. Private details are billed an additional 10% administrative fee that is deposited to the general fund. 4. The vast majority of Details are traffic related, creating a safer environment around utility and construction activity. Details are also hired for town elections, football games, etc. FY13 Detail payments - Year to Date $181,825, 50% • Town • Private $179,804, 50% 4 year average $ 271,073 $ 308,118 $ 579,191 46.80% (does not include FY13) Town Private Total Town % FY09 $ 249,759 $ 343,728 $ 593,487 42.08% FY10 $ 252,029 $ 311,485 $ 563,514 44.72% FY11 1 $ 235,735 $ 174,735 1 $ 410,470 57.43% FY12 1 $ 346,768 1 $ 402,525 1 $ 749,293 146 .28% 4 year average $ 271,073 $ 308,118 $ 579,191 46.80% (does not include FY13) (year to date July - February) Town Private Total ITown % FY13 1 $ 179,804 $ 181,825 $ 361,629 149.72% (year to date July - February) Summary of Changes from FY'14 Superintendent's Recommended Budget to FY'14 School Committee Budget: Administration Regular Day Special Education School Building Maintenance District -wide Programs Total 2014 2014 Superintendent's School Recommended Committee Budget Budget 913,024 923,024 23,043,062 23,103,062 10,290,626 10,420,626 3,188,684 3,188,684 Difference Comments 10,000 Additional grant writing/ revenue generation support 60,000 Psychological services, Secondary Level 130,000 High School Learning Center Teacher ($65K) Behavioral Health Support, Secondary Level ($65K) - No change 1,375,971 1,375,971 - 38,811,366 39,011,366 200,000 Summary of Proposal to Address Budget Gap: School Committee Request Less: Curriculum Material Funded from FY'13 General Fund Appropriation Subtotal Less: Curriculum Material Funded from FY'13 Capital (pending TM Approval) No change $39,011,366 60 000 $38,951,366 250 000 $38,701,366 Wages Budget to Actual FY10 - FY13 $4,000,000 $400,000 OT Budget $3,500,000 FY10 - FY13 $350,000 $3,000,000 $300,000 $2,500,000 $2,000,000 $1,500,000 $100,000 $50,000'' $1,000,000 FY11 FY12 FY13 $500,000 • OT Budgeted $207,000 $227,000 $246,000 $275,000 FY10 FY11 FY12 FY13 $315,852 • Salaries Budgeted $3,295,671 $3,275,671 $3,368,891 OT Needed $3,640,430 $88,852 ■ Salaries Actual $3,134,417 $3,167,188 $3,323,181 ■ OT Budgeted ■ OT Actual $3,506,676 • Salaries Available $161,254 $108,483 $45,710 $133,754 ■ Salaries Budgeted ■ Salaries Actual Salaries Available $450,000 $400,000 OT Budget to Actual FY10 - FY13 $350,000 $300,000 $250,000 $200,000 $150,000 $100,000 $50,000'' FY10 FY11 FY12 FY13 • OT Budgeted $207,000 $227,000 $246,000 $275,000 • OT Actual $318,163 $315,852 $278,302 $386,538 OT Needed $111,163 $88,852 $32,302 $111,538 ■ OT Budgeted ■ OT Actual OT Needed The Wage Chart shows all Police salaries budgeted and actual spent. The Salaries Available is the difference due to vacant positions. The OT chart shows Budget to actual on OT with the OT Needed also attributable to vacant positions. At the end of each year the Salaries Available offsets the OT Needed. Overtime Budget and Actual FY07 - FY13 Annual Overtime Spending & Hours $350,000 6000 $300,000 .0000' 5500 $250,000 5000 $200,000 4500 4000 $150,000 3500 $100,000 3000 $50,000 2500 $- 2000 FY07 FY08 FY09 FY10 FY11 FY12 FY13 (Projected) Budget Actual Hours This chart combines overtime wage data with overtime hours worked and plots it over several fiscal years to show trends. The green line represents hours worked. During nearly full staffing years (FY09 and FY12) about 46 -4700 hours of overtime were worked. During years with high vacanices, FY08, 10, 11, 13, the overtime required ranged from 5400 -5800 hours. The amount paid changes in accordance with the hours but is also a reflection of contractual j rate changes. Showing the hours worked is an indication of the regularity of the necessary department overtime and a somewhat predictable cost that is caused by vacancies. Recent budget adjustments more closely match the predicted need this model supports. Actual Hours FY07 FY08 FY09 FY10 FY11 FY12 FY13(Proj.) Budget $ 192,312 $ 197,120 $ 207,372 $ 207,000 $ 227,000 $ 246,000 $ 290,000 $ 250,543 $ 281,625 $ 301,853 $ 318,163 $ 315,852 $ 278,302 $ 386,538 5,170 5,836 4,585 5,750 5,433 4,673 5747 Over 130.28% 142.87% 145.56% 153.70% 139.14% 113.13% 133.29%