HomeMy WebLinkAbout2014-03-05 Finance Committee Packetk Town of Reading
Meeting Posting with Agenda
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Board - Committee - Commission - Council:
Finance Committee
Date: 2014 -03 -05 Time: 7:30 PM
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street
Purpose: General Business
Meeting Called By: Paula Schena on behalf of Chairman Barry Berman
Notices and agendas are to be posted 48 hours in advance of the meetings excluding
Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of
operation and make necessary arrangements to be sure your posting is made in an
adequate amount of time. A listing of topics that the chair reasonably anticipates will be
discussed at the meeting must be on the agenda.
All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted.
Topics of Discussion:
REVISED
1) Discussion/Action Items
a. Community Services FYI Budget
b. Public Library FYI Budget
C. Discussion re: Finance Committee role in Library Building Project
d. Police/Dispatch FYI Budget
e. Fire/EMS FYI Budget
f. FY 15 Budget Overview
2) Approval of Minutes
a. February 26, 2014
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed
at the meeting. However the agenda does not necessarily Include all matters which may be taken up at this meeting.
Page 1 1
OFA
HEADQUARTERS
oa READING FIRE DEPARTMENT
lNCO Reading, Massachusetts 01867
J9r RQ�P
GREGORY J. BURNS, Chief
757 Main Street
BUS. Phone: 781- 942 -9181
STA. Phone: 781 - 944 -3132
Fax: 781 - 942 -9114
TO: Mr. Robert W. LeLacheur, Jr., Town Manager
FROM: Chief Gregory J. Burns
DATE: March 5, 2014
RE: FY 14 Salary Short fall
I am projecting a budget deficit for the Fire Department's FY 14 salary account in the amount of
$100,000. The major factors in the budget deficit are the long term injuries to two Firefighters and a fire
Officer. One of the long term injured Firefighters is currently going through the retirement process.
These factors combined with the other shorter term injuries and illnesses during the summer vacation
period have combined to cause an increased demand on the overtime account and resulted in a budget
shortfall.
Below is a breakdown of the missed shifts as of March 5, 2014 due to injuries and illnesses during FY
14:
Rank
Shifts
Dates
Reason
Category
Firefighter
116
Jul 1- Present
Shoulder Surgery
Retirement Process
Firefighter
28
July 2 to October 16
Medical issue
Sick
Officer
10
July 5 to August 16
Medical Issue
Sick
Firefighter
8
July 5 to July 15
Medical Issue
Sick
Firefighter
8
July 9 to September 15
Back Injury
Sick
Officer
52
July 12 to October 16
Knee Infection
Injured on Duty
Firefighter
57
October 27 - Present
Knee Injury
Injured on Duty
Firefighter
31
November 8 to January 9
Knee Surgery
Injured on Duty
Total 310
The estimated deficit is an estimate based upon overtime patterns for recent payroll periods.
We're Your Friends for Life
TOWN WARRANT
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 the Local Elections and Town affairs, to meet in
the following place designated for the eight precincts in said Town, namely:
Precincts 1. 2. 3.4. 5. 6. 7 and 8
Readina Memorial High School, Hawkes Field House, Oakland Road
TUESDAY, the FIRST DAY OF APRIL, A.D., 2014
from 7:00 a.m. to 8:00 p.m. to act on the following Articles, viz:
ARTICLE 1 To elect by ballot the following Town Officers:
A Moderator for one year;
Two members of the Board of Selectmen for three years;
One member of the Board of Assessors for three years;
Two members of the Board of Library Trustees for three years;
One member of the Board of Library Trustees for two years;
One member of the Municipal Light Board for three years;
One member of the Municipal Light Board for one year;
Two members of the School Committee for three years;
One member of the School Committee for one year; and
Sixty Eight Town Meeting Members shall be elected to represent each of the following
precincts:
Precinct 1
Eight members for three years;
Precinct 2
Eight members for three years;
One member for two years;
Two members for one year;
Precinct 3
Eight members for three years;
One member for one year;
Precinct 4
Eight members for three years;
Precinct 5
Eight members for three years;
Precinct 6
Eight members for three years;
Two members for two years;
Precinct 7
Eight members for three years;
Precinct 8
Eight members for three years; and
One member for one year.
and to vote on the following question:
Question 1:
Shall the Town of Reading be allowed to exempt from the provisions of Proposition two and one -half,
so called, the amounts required to pay for the bonds issued in order to renovate and expand the
Reading Public Library?
Yes No
and to meet at the Reading Memorial High School, 62 Oakland Road, in said Reading on
MONDAY, the TWENTY- EIGHTH DAY of APRIL A.D., 2014
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 2 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, Town
Manager and any other Official, Board or Special Committee.
Board of Selectmen
Backaround: This article appears on the Warrant for all Town Meetings. At this Annual Town
Meeting, the following reports are anticipated:
➢ State of the Town (Board of Selectmen)
➢ Charter Committee Update (Moderator)
➢ Zoning bylaw review update (Zoning Advisory Committee)
Finance Committee Report: No report.
Bylaw Committee Report: No report.
ARTICLE 3 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 vote to appropriate by borrowing or transfer from available funds, or otherwise, 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
Backaround: 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
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.
0
Finance Committee Report: No report.
Bylaw Committee Report: No report.
ARTICLE 4 To see if the Town will vote to amend the FY 2014 -23 Capital Improvements
Program as ovided for in Section 7 -7 of the Reading Home Rule Charter and as previously amended,
y other action with respect thereto.
Board of Selectmen
Backsaround: This Article is included in every Town Meeting Warrant. The Reading General Bylaw
states (section 6.1.3) "... No funds may be appropriated for any capital item unless such item is
included in the Capital Improvements Program, and is scheduled for funding in the Fiscal Year in which
the appropriation is to be made." Bond ratings agencies also want to ensure that changes to a long-
term CIP are adequately described. The following changes are proposed to the 2014 -2023 CIP:
General Fund
FY14: +$142.000
$ xxx School space design
$127,000 DPW dump truck #22 (moved up from FY15 and increased from $115,000)
$ 15,000 Safety nets for tennis courts (Community Services/Recreation)
FY15: - $125,000
+$ 39,000 Replace elder /human services van (Community Services)
+$ 20,000 Technology project: $80k phone system upgrade (Administrative Services)
- $ 69,000 ent of Fire Alarm truck until FY18 (Fire)
00 Move DPW dUnVtfuck #22 up to FY14 (and increase amount to $127,000)
Finance Committee Report:
Bylaw Committee Report: No report.
ARTICLE 5 To see if the Town will vote to amend one or more of the votes taken under
Article 11 of a April 22, 2013 Annual Town Meeting relating to the Fiscal Year 2014 Municipal Budget,
ed by Article 11 at Subsequent Town Meeting on November 12, 2013 and further amended
by Article 5 at Special Town Meeting on February 13, 2014 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.
By Petition
Backaround:
General Fund — Wanes and Expenses
Account Line
Description
Decrease
Increase
28 Martin Road
M92 Public Works
Expenses
Veteran's monuments
45 Howard Street
$ 4,000
RC Marden
Subtotals
1
$ 4,000
414 Pearl Street
Net Operating Ex enses
George Perry
$ 4,000
8
From Free Cash
15 Colonial Drive
$ 4,000
In accordance with Section 2 -13: of the Town of Reading Home Rule Charter we the undersigned
registered voters submit the following Warrant Article for inclusion in the Annual Town Meeting Warrant
of 2014.
"To see if the Town will appropriate from the tax levy or other funds the sum of Four (4) Thousand
dollars to provide monuments at the Veterans sections of Charles Lawn and Wood End Cemeteries,
said funds to be expended by and under the direction of the Custodian of Soldiers and Sailors Graves."
Name
Address
Precinct
William Brown
28 Martin Road
8
John Holland
45 Howard Street
4
RC Marden
13 Bunker Avenue
1
Arthur H. Vars
414 Pearl Street
1
George Perry
230 Franklin Street
8
Felix Salatore
15 Colonial Drive
1
Frederick Livingstone
52 Causeway Road
6
Ben Cru i
112 Winthrop Avenue
7
Mildred Barton
15 Puritan Road
7
Alan Barton
15 Puritan Road
7
William Hecht
73 Martin Road
8
Olive B. Hecht
73 Martin Road
8
John Se alla
115 Hanscom Avenue
7
Phil B. Pacino
5 Washington Street D6
5
Carolyn R. WMting
17 Chestnut Road
7
Janice M. Jones
52 Sanborn Street #2
5
Finance Committee Report:
Bylaw Committee Report:
941,
as amended by Article 11 at Subsequent Town Meeting on November 12, 2013 and further amended
both by Article 5 at Special Town Meeting on February 13, 2014 and by Article 5 at Annual Town
Meeting on April 28, 2014 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.
Backaround:
General Fund — Wanes and Expenses
Finance Committee
Account Line
Description
Decrease
Increase
B99 Benefits
Health Insurance - $250,000
$250,000
C99 Capital
School space design tba
$142,000
DPW Dump truck #22 $127,000
Safety nets for tennis courts $15,000
E99 Vocational School
Minuteman enrollment higher than budgeted
$ 15,000
education
G91 Town Admin.
Pay & classification funding - $40,000
$ 64,000
wages
Vacant positions - $40,000
Election workers $16,000
M92 Public Works
Fuel - $20,000
$ 0
Expenses
Pothole re airs +$20,000
M93 Public Works
As of 3/4/14 approximately $1,075k spent ($625k
$500,000
Snow & Ice
budget; $450k deficit
M94 Public Works
$ 50,000
Street Lights
M95 Public Works
$100,000
Rubbish
N91 — Public Safety
Fire Overtime tba
tba
Wages
Subtotals
$464,000
$657,000
Net Opem1ting Expenses
$193,000
From Free Cash
$193,000
Finance Committee Report:
Bylaw Committee Report:
ARTICLE 7 To see if the Town will vote to transfer funds received from the Commonwealth of
At1aS setts in payment for development within the Town's 40R Smart Growth Zoning Districts from
Free Cash into the Smart Growth Stabilization Fund, or take any other action with respect thereto.
Board of Selectmen
Backaround: The Town of Reading has received an additional $300,000 in payments from the State
for the 40R Smart Growth project at Reading Woods. Another $150,000 payment is in process, but the
timing is uncertain. This Article will move the $300,000 amount from Free Cash and into the 40R
Stabilization Fund, which will therefore have a $353,000 balance. Prior 40R funds have been allocated
to roadway and sidewalk improvements, but none are planned for FY15 due to the significant amount of
construction projects already planned.
Finance Committee Report:
Bylaw Committee Report:
ARTICLE To see what sum the Town will appropriate to the irrevocable trust for "Other
- mployment Benefits Liabilities" or take any action with respect thereto.
Board of Selectmen
Background: As part of the FY14 budget the town voted $450,000 in the general fund, $45,215 in the
water fund, $7,901 in the sewer fund and $5,783 in the storm water fund for Other Post Employment
Benefit (OPEB) contributions. Although savings from health insurance premiums are available, this year
they are needed to pay for the snow and ice budget so no further contributions are proposed. This
Article will therefore move the total of all these OPEB contributions ($508,899) to the irrevocable trust
for Other Post - Employment Benefits liabilities.
As of June 2011 the Town's total OPEB liability (including the General Fund, the three Enterprise
Funds and the Light Department) was $94.5 million. At that point the Town engaged in a two- pronged
strategy to reduce this unfunded liability. First, an irrevocable trust was approved by Town Meeting, and
funding strategies were established. Second, the growth in health insurance premiums was reduced
through a collective bargaining process with the unions.
A just released OPEB valuation as of June 2013 shows these efforts have had strongly positive results,
as the Town's total OPEB liability was $67.2 million — a $27.3 million reduction at a time when
actuarially a $7.5 million increase was expected. The bulk of that decrease was due to the funding
strategies established. The three Enterprise Funds and the Light Department are on an aggressive fully
funding twenty year schedule, and the General Fund is on a partial funding schedule (about $1 million
below full funding) projected over thirty years. The latter will transition to a full funding scheduled as is
possible, is required by law or after the Pension Fund is fully funded in FY28.
Finance Committee Report:
y/
Bylaw Committee Report:
66*1010
t�TICl LE 9 To see what sum the Town will raise by borrowing or transfer from available
o erwise, and appropriate for the purpose of making extraordinary repairs and /or
replacement of sanitary sewer collection systems, including the costs of consulting services, audits,
plans, documents, cost estimates, bidding services and all related expenses incidental thereto and
necessary in connection therewith, said sum to be expended by and under the direction of the Town
Manager; and to see if the Town will authorize the 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 sanitary sewer improvements; and to authorize the Town Manager to enter into any and all
contracts and agreements as may be necessary to carry out the purposes of this Article, or take any
other action with respect thereto.
Board of Selectmen
Backaround: At Subsequent Town Meeting in November 2013 the motion voted was insufficient for
full participation in the MWRA's Infiltration and Inflow (1 /1) Local Financial Assistance Program:
MWRA Assistance
• The assistance is provided through a combination grant and no- interest loan
• Phase 8 Allocation is $421,000 $ 189,450 (45 %) Grant
$ 231,550 (55 %) Non - interest loan
• Loan pay back to the MWRA - Equal installments over a Five -Year Period beginning one year
after distribution of the funds
The November motion for $231,550 did not allow the Town to receive the grant portion of this program,
so a new motion for the full amount of $421,000 is requested. There is no change to the Sewer 1/1
program, nor any impact of this delay in correcting the vote.
Finance Committee Report:
Bylaw Committee Report:
ARTICL To see what sum the Town will raise by borrowing or transfer from available
s, or otherwise, and appropriate for the purpose of making roadway, pedestrian and similar
improvements, including the costs of easements, consulting services, audits, plans, documents, cost
estimates, bidding services and all related expenses incidental thereto and necessary in connection
therewith, said sum to be expended by and under the direction of the Town Manager; and to see if the
Town will authorize the 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 roadway, pedestrian and
similar improvements; and to authorize the Town Manager to enter into any and all contracts and
agreements as may be necessary to cant' out the purposes of this Article, or take any other action with
respect thereto.
Backaround:
Finance Committee Report:
Bylaw Committee Report:
Board of Selectmen
01
'10
ARTICLE 11 To see if the Town will vote to authorize the Board of Selectmen to acquire by
purchas , eminent domain or otherwise, permanent water easements upon and over the existing
er and drain easements located on Assessors Map 28 Lots 112 and 113 which easements are
shown on a plan entitled: "Water Sewer and Drain Easement located at 87 and 93 Belmont Street,
Reading, MA" dated March 5, 2014, prepared by Bay State Surveying Associates ", a copy of which is
on file in the Town Clerk's Office, upon such terms and conditions as the Board of Selectmen shall
determine to be appropriate, for the purpose of constructing and maintaining water improvements; and,
further, to see if the Town will vote to raise, appropriate, transfer from available funds, accept gifts or
borrow a sum of money for this purpose and any expenses related thereto, and to authorize the Board
of Selectmen to enter into all agreements and take all related actions necessary or appropriate to carry
out this acquisition, or take any other action with respect thereto.
N Board of Selectmen
Backoround:
Finance Committee Report:
Bylaw Committee Report:
ARTICLE 12 To see if the Town will vote to authorize the Board of Selectman to release all of
the Town's right, title and interest in approximately one hundred forty -one (141) square feet of the drain
and sewer easement located upon the property at 63 Whittier Road, Assessors Map 33, Parcel 122,
presently owned by Joseph A. and Marie A. Field, as shown on a plan entitled "Easement Adjustment
Plan of Land, 63 Whittier Road, Reading, MA" prepared by Edward J. Farrell of 110 Winn Street, Suite
203, Woburn, MA dated November 25, 2013, or take any other action with respect thereto.
Backoround:
Finance Committee Report: f�SO-
Board of Selectmen
ARTICLE 13 To see if the Town will vote to approve the FY 2015 -24 Capital Improvements
as provided for in Section 7 -7 of the Reading Home Rule Charter and as previously amended,
or take any other action with respect thereto.
i
Board of Selectmen
Backoround: The Reading General Bylaw states (section 6.1.3) "... No funds may be appropriated for
any capital item unless such item is included in the Capital Improvements Program (CIP), and is
scheduled for funding in the Fiscal Year in which the appropriation is to be made." Bond ratings
agencies also want to ensure that changes to a long -term CIP are adequately described.
rd
Article 4 made changes to the ten -year CIP covering FY14 -FY23, and included all the detailed changes
required to be disclosed by bond counsel. This Article changes the ten -year period to FY15 -FY24, and
therefore only drops the current year and adds in FY24. Other minor changes have occurred that only
impact FY16 and beyond.
Please see the Blue Panes in the Appendix of this Warrant Report for the F15 —FY24 Capital
Improvements Program.
The following changes are proposed to the FY15 -24 Cl P:
General Fund
FY15: see Article 4
FYI to FY24:
Various changes made
Water Enterprise Fund
FY15: none
FYI to FY24:
Various changes made
Sewer Enterprise Fund
FY15: none
FYI to FY24:
Various changes made
Storm Water Enterprise Fund
FY15: none
FYI to FY24:
Various changes made
Finance Committee Report:
Bylaw Committee Report:
�1f appTICLE 1 To see if the Town will vote to determine how much money the Town will
ro ' e by borrowing, or from the tax levy, or transfer from available funds, or otherwise, for the
tion of the Town and its government for Fiscal Year 2015 - beginning July 1, 2014, or take any
other action with respect thereto.
Finance Committee
Background: Please see the Yellow Panes of this document for full details of the FY 2015 budget.
Le
Finance Committee Report: Please see the Yellow Panes — Spending Scorecard of this document
for the votes by the Finance Committee for line items in the FY 2015 budget. The Finance Committee
recommends the subject matter of Article 14 as explained by these votes at their meeting on March 19,
2014.
Bylaw Committee Report: I No report.
ARTICLE 15 To see if the Town will vote to approve an Affordable Housing Trust Fund
ion Plan pursuant to Chapter 140 of the Acts of 2001 entitled "AN ACT AUTHORIZING THE
TOWN OF READING TO ESTABLISH AN AFFORDABLE HOUSING TRUST FUND ", or take any other
action with respect thereto.
Board of Selectmen
Background: The purpose of this Article is to approve an Affordable Housing Trust Fund Allocation
Plan approved by the Board of Selectmen.
Chapter 140 of the Acts of 2001 authorized the Town of Reading to establish an Affordable Housing
Trust Fund (AHTF).
♦ "The Town of Reading may establish a separate fund to be known as the Affordable Housing
Trust Fund for the purpose of creating or preserving affordable housing ... for the purpose of
creating, maintaining or operating affordable housing."
♦ The AHTF may "develop new or rehabilitate existing dwelling units for purchase or rental by low
and moderate income housing purchasers or tenants;"
♦ "Expenditures shall follow an allocation plan submitted by the Board of Selectmen annually to
Town Meeting at the Annual Town Meeting, and approved by Town Meeting."
♦ "all expenditures from the fund, . .. shall be in accordance with the allocation plan and
approved by a majority vote of the full combined memberships of the Board of Selectmen and
the Reading Housing Authority."
The purpose of the Affordable Housing Allocation Plan is to provide a framework for the Town to
expend funds on affordable housing. The current balance is $xxx. Funds have been accumulated over
the years as funds were secured for the purpose through the actions of the CPDC, and funds deposited
in one instance when an existing affordable unit was no longer able to be kept affordable after efforts
were made to do so. There are no Town tax generated funds in the AHTF. The only expenditure to
date from the AHTF is an amount of $200,000 for Oaktree development to provide an additional three
affordable housing units. That sum has been fully been utilized.
At the 2012 Annual Town Meeting, approval was given for funding to hire a consultant to update the
Town's Housing Plan, including the 5 year "Housing Production Plan ". This effort is important as a
defense against unfriendly 40B developments in the community, and requires the Town to develop a
phased plan to produce housing to reach the 10% threshold as required by the 40B statute. The
Housing Production Plan has been approved by the Board of Selectmen.
As part of these planning efforts, the Town commissioned and received a supplemental report on how
the AHTF can best be used to support the "Planned Production" goals of the Housing Plan. This
supplemental element of the study was received in the late winter 2013, and a presentation is
scheduled before the Board of Selectmen and the Reading Housing Authority in April. The report
recommends major restructuring of the Town's AHTF efforts, and because the Board of Selectmen will
not have had a chance to fully review and evaluate this recommendation before Town Meeting begins,
the Town Manager is recommending to the Board of Selectmen that the AHTF Allocation Plan as
shown below be adopted as the framework for the use of Affordable Housing Trust Fund in FY 2014.
op
An additional initiative that is being considered (Reading is the lead agency on the project) is to
establish a regional consortium which would assist the member communities in monitoring and
administering the Town's responsibilities for the various affordable housing developments that exist and
will be developed in the future, to maintain the affordable units that the Town has worked so hard to
create. This would be a potential use of the "Administrative" monies designated by the Affordable
housing Allocation Plan.
Affordable Housing Trust Fund Allocation Plan
FY 2015
Pursuant to Article 15 of the 2014 Annual Town Meeting, an Affordable Housing Trust Fund Allocation
Plan for the Fiscal Year 2015 in accordance with the provisions of Chapter 140 of the Acts of 2001 is as
follows:
Available Balance — Unrestricted Funds: $ xxx
Available Balance — Restricted Funds $ 0
Unrestricted funds shall be used for the following purposes:
5% up to a maximum
of $10,000 for administration of Affordable Housing
Remainder for constructing affordable housing (including loan and grant programs);
or for maintaining and improving affordability of existing housing stock; or
for the purchase of existing housing stock to add it to or maintain it as a
part of the existing affordable housing inventory
Finance Committee Report:
Bylaw Committee Report:
ARTICLE 1 To see if the Town will vote to authorize revolving funds for certain Town
9part ents under Massachusetts General Laws, Chapter 44, Section 53E Y2 for the fiscal year
beginning July 1, 2014 with the receipts, as specified, credited to each fund, the purposes, as listed, for
which each fund may be spent, the maximum amount that may be spent from each fund for the fiscal
year, and the disposition of the balance of each fund at fiscal year end.
Revolving
Account
Spending
Authority
Revenue
Source
Allowed
Expenses
Expenditure
Limits
Year End
Balance
Fees as provided
or in Reading
Consulting and engineering
Conservation
General Bylaws
services for the review of
$25,000
Commission
Section 5.7,
designs and engineering
Available for
Consulting
Conservation
Wetlands
work for the protection of
expenditure
Fees
Commission
Protection
wetlands.
next year
Inspection
Town
Building, Plumbing,
Legal, oversight and
$200,000
vailable for
R -Manager
Wiring, Gas and
inspection, Ian review,
ex enditure
13
Fund
other permits for
initial property appraisals
next year
he Oaktree,
and appeals, Community
Addison-Wesley/
Services general
Pearson and
management, curb
Johnson Woods
sidewalks and pedestrian
developments
safety improvements,
records archiving and other
project related costs.
Public Health
Clinic fees, charges
Materials and costs
Available for
Clinics and
Board of
and third party
associated with clinics and
$25,000
expenditure
Services
Health
reimbursements
public health programs
next vear
Library
Library
Charges for lost or
Acquire Library materials to
Available for
Materials
Director and
damaged Library
replace lost or damaged
$15,000
expenditure
Replacement
Trustees
materials
items
next year
Utilities and all other
Available for
Mattera Cabin
Recreation
maintenance and operating
$10,000
expenditure
Operating
dministrator
Rental Fees
expenses
next year
Director of
Public Works
upon the
recommendati
on of the
Sale of timber; fees
Available for
Town Forest
for use of the Town
Planning and Improvements
$10,000
expenditure
Town Forest
Committee
Forest
o the Town Forest
next ear
or take any other action with respect thereto.
Board of Selectmen
Backaround: The revolving funds established in this article are subject to annual renewal by Town
Meeting.
Conservation Consulting Revolving Fund - These funds are used to receive payments from
applicants, hire expert consultants where required, and return the balance to the applicant. There
was no activity in the Conservation Consulting Revolving Fund during Fiscal Year 2014. The
balance as of xxx -14 remains at $0.
• Inspections Revolving Fund - Beginning in 2004, Town Meeting approved the Inspections
Revolving Funds as a way to deposit building and other permit fees, and to use them directly for
purposes of plan review, inspections, legal expenses, initial property value appraisal and appeals,
and general management of the Community Services operations related to three developments as
well as for the construction of curbs, sidewalks and pedestrian safety improvements and records
archiving and management. The balance available as ofxxx in this fund is $509,894. There is
expected to be little expenditure from these funds for the remainder of FY 2013. A major portion of
the existing balance of the fund will be released to Free Cash at the end of FY 2013 (June 30,
2013). The balance in the fund is from permit fees from Oaktree, Addison - Wesley /Pearson (now
Pulte Homes), and Johnson Woods developments.
• Health Clinic Revolvina Fund - The Reading Health Division contracts for third party payments for
a number of immunizations. The funds are used to augment the influenza vaccine supply from the
State Department of Public Health to insure vaccine for the homebound clients and first responders.
The Division also uses these funds for materials for other screening clinics. Clinic client fees are
9
also deposited into this fund to offset vaccine and clinical supply costs. The balance available as of
3 -7 -13 in this fund is $47,625. The State has been cutting back on the free flu and other vaccines to
be distributed to cities and towns, and the Town therefore needs to purchase extra doses. The
necessary amounts used for clinic vaccine, supplies and staff salaries related to the clinics each
year directly from the revolving fund is therefore approximately $25,000.
• Library Materials Replacement Fund — During the course of a year, the Library recovers funds
from patrons who have lost or damaged books or other materials. Previously, those funds went into
the Town's General Fund and at the end of the year went into Free Cash. Once this Revolving
Fund was adopted (beginning in FY 2010), those funds recovered from patrons for lost or damaged
materials were available directly to the Library for expenditure to purchase replacement materials
and processing supplies. The balance available as of 3 -7 -13 in this fund is $6,591.
Mattera Cabin Operating Fund — The log cabin on the Mattera conservation land was purchased
several years ago, and was recently renovated by the Vocational School. Some of the use is
revenue generating, and it is anticipated that over time the site will generate enough funding to pay
the operating costs of the cabin — primarily utilities. This Article allows those revenues that are
generated to be used directly for the operating expenses of the cabin. The balance available as of
3 -7 -13 in this fund is $1,290.
Town Forest Revolvina Fund was created in 2011. The purpose is to allow revenues from
controlled timber harvesting and permit fees to then be spent by the DPW Director upon the
recommendation of the Town Forest Committee, on improvements to the Town Forest, including
planning efforts. The Town Forest Committee has had a forest stewardship plan created (through a
grant) to make recommendations on forest management including controlled timber harvesting.
The Committee is in the process of determining how to proceed in beginning this work. In addition,
the Town Forest Committee completed work on a master plan for the Town Forest and adjacent
property, and the Master Plan will include recommendations on improvement to the Town Forest.
Finally, the Town Forest Committee is beginning to develop policies and regulations on the use of
the Town Forest. Since this revolving fund was just created two years ago the balance available as
of 3 -1 -14 in this fund is $0. It is anticipated that timber harvesting on a limited basis will begin in FY
2015, and therefore there will be proceeds in the revolving fund which can be used for the purposes
of the revolving fund.
Finance Committee Report:
Bylaw Committee Report:
ARTICLE,,Ir To see what sum the Town will vote to appropriate by borrowing, whether in
antic' on of reimbursement from the State under Chapter 44, Section 6, Massachusetts General
aws, or pursuant to any other enabling authority or from the tax levy, or transfer from available funds,
or otherwise, for highway projects in accordance with Chapter 90, Massachusetts General Laws, or
take any other action with respect thereto.
Board of Selectmen
Background: The purpose of this Article is to make Chapter 90 funds for road improvements available
to the Town. The Article authorizes expenditures upon receipt of the grant. Last year, both the
Governor and Legislature approved a figure over $900,000 for Reading. During the year the Governor
refused to release that full amount because his $300,000 increase from recent levels was predicated on
011�
tax increases not embraced by the Legislature. We are therefore planning on a FY15 figure closer to
$600,000, but it is anyone's guess at this point what might happen.
Finance Committee Report:
Bylaw Committee Report:
ARTICLE 18 To see if the Town will vote, pursuant to Section 2 -6 of the Reading Home Rule
Charter, to declare the seats of certain Town Meeting Members to be vacant and remove certain
described persons from their position as Town Meeting Members for failure to take the oath of office
within 30 days following the notice of election or for failure to attend one half or more of the Town
Meeting sessions during the previous year, or take any other action with respect thereto.
Board of Selectmen
Backaround: The Reading Home Rule Charter provides for the removal by Town Meeting of Town
Meeting Members who did not get sworn in within 30 days of being elected or appointed, or who did not
attend at least half of the Town Meeting sessions during the previous year. There are xxx members
who meet these criteria.
The remaining Town Meeting Members from Precincts 1, 2, 3, 5, 6, 7 and 8 will be asked to meet in a
caucus before this Article is taken up, and to evaluate the particular circumstances of each of these
situations for the listed Town Meeting members within their precinct. The affected precincts will then
make a recommendation to Town Meeting as to whether the member should be removed.
Finance Committee Report:
Bylaw Committee Report:
r/�
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 April 28, 2014, 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 _t�' day of 12014.
James E. Bonazoli, Chairman
John Arena, Vice Chairman
Ben Tafoya, Secretary
Daniel Ensminger
Marsie K. West
, Constable
SELECTMEN OF READING
9
Changes in Assessed Value vs. Single Family R/E tax bills 2013 -2014
00% -2.00 0. � 2.009 4.00% 6.00
SOURCE: Massachusetts Department of Revenue
COMMUNITIES: Nort
h of Boston (Boston Globe)
Average Assessed Value and single family tax bills 2014
12,000
11,000
10,000
9,000
$8
7,000
$6
5,000
$41:
..OW
$3�
$2,000
0,0001 6250,0001 350,000 450,000 550,000
Excluded Manchester by Sea, Winchester &Marblehead with high home values
R
E
T
a
X
e
s
-4.
%
Assessed Values
00% -2.00 0. � 2.009 4.00% 6.00
SOURCE: Massachusetts Department of Revenue
COMMUNITIES: Nort
h of Boston (Boston Globe)
Average Assessed Value and single family tax bills 2014
12,000
11,000
10,000
9,000
$8
7,000
$6
5,000
$41:
..OW
$3�
$2,000
0,0001 6250,0001 350,000 450,000 550,000
Excluded Manchester by Sea, Winchester &Marblehead with high home values
h of Boston (Boston Globe)
Average Assessed Value and single family tax bills 2014
12,000
11,000
10,000
9,000
$8
7,000
$6
5,000
$41:
..OW
$3�
$2,000
0,0001 6250,0001 350,000 450,000 550,000
Excluded Manchester by Sea, Winchester &Marblehead with high home values
k Town of Reading
Meeting Minutes
re's' +�rca�
Board - Committee - Commission - Council:
Finance Committee
Date: 2014 -02 -26 Time: 7:30 PM
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street
Purpose: General Business
Attendees: Members - Present:
Chairman Barry Berman, Vice Chairman Mark Dockser, David Greenfield,
Karen Herrick, Paula Perry, Jeffrey Perkins, Paul McNiece, Craig Merry and
Peter Lydecker
Members - Not Present:
Others Present:
Town Manager Bob LeLacheur' Assistant Town Manager Jean Delios, Town
Accountant Sharon Angstrom, Public Works Director Jeff Zager, Business
Administrator Jane Kinsella, John Halsey
Minutes Respectfully Submitted By: Robert LeLacheur
Topics of Discussion:
Discussion /Action Items
FY2015 Budget Overview - Chairman Barry Berman introduced the two new members Peter
Lydecker and Craig Merry. He also suggested that members submit questions on the School
Budget to John Doherty ahead of time.
The Town Manager reviewed the budget process. He noted that this year's operating
budget is the lowest in years. Revenues before free cash are at $80,653,678. An additional
$1,050,000 from free cash gives net available revenues of $82,153,678. We will do
transfers at the Annual Town Meeting to make up for snow and ice so there won't be much
surplus.
Mr. Greenfield asked at what point do we worry about regeneration of free cash and the
Town Manager indicated the Committee can discuss that this summer. We will have free
cash certification in September. Mr. Greenfield noted that they will have to watch how
much is returned and whether it is going in a downward trend.
Mr. Berman noted that the Schools are coming in with requests.
Administrative Services - The Town Manager noted that the creation of Administrative
Services worked out well. The budget is $2 plus million with an increase of 5.6% over last
year. There are a lot of centralized functions and communications, technology and Town
Clerk all fit together. Human Resources covers Town, Schools and RMLD.
The Town Manager noted that there are three elections next year. The pay and
classification is funded at $75,000. There will be $40,000 returning to free cash because
the pay and class study won't be done in FY14. There is a change in the classification which
is to downgrade one Business Administrator to a Business Analyst. We have hired the
Page 1 1 RI
Finance Committee Minutes - February 26, 2014 -page 2
former Town Accountant for one year for technology projects. The Munis upgrade alone is
very intense. The Human Resource Administrator is retiring in June and it will be hard to
replace her with one person. Staffing for technology is difficult because we don't get many
kids with new technical skills working for the town.
Mr. Berman asked if Gail LaPointe will give us a report at the end and the Town Manager
indicated she will give us a replacement plan for capital and staffing.
Finance - Town Accountant Sharon Angstrom noted that the reorganization joins
Accounting, Assessing and Finance. The decrease in accounting wages is due the end of
maternity leave. A clerk position previously shared with Accounting and Finance is now
shown in just Accounting. There is a reduction in Assessing revaluation because it is not
needed in FY15. Professional development for staff and Board members is increased. There
is an increase in overtime for Finance for scanning.
The Town Manager noted that he has reviewed the tentative agreement for regional
assessing. The Board of Assessors is very happy with the results of regionalizing. The
results are outstanding and Vinnie Santaniello does a great job.
Public Works - Public Works Director Jeff Zager and Business Administrator Jane Kinsella
were present. Jeff Zager noted that the DPW budget shows an increase of 2.6 %. Snow and
ice did not increase because the state funded deficits in previous years. Trash and recycling
is going great. Ninety eight percent of the residents are at three bags or less. In the
future, food establishments will have to recycle organics. There are a lot of projects coming
up so they will have some co -ops to cover the office. Jeff Zager noted that the $15K for
gravel crushing at the Compost Center might not be needed so if not they will use it for
pothole repair. There have been a number of personnel changes due to retirements. They
have hired 17 people over five years. There are three major retirements this year and they
have advertised for the Assistant Public Works Director.
Mr. Berman asked how 17 new hires affect the budget and Jeff Zager indicated it decreased
the wages because they were hired at a lower grade.
Enterprise Funds - Jeff Zager noted that the MWRA projection is 4.2% for water and sewer
expenses. Sewer expenses have decreased and storm water stays at the $40 flat fee.
The Town Manager noted that the Board of Selectmen will set rates at approximately 2% for
both water and sewer. He also noted that some of the water debt could be moved onto the
tax rate as an exclusion, but it's really not viable because there would be some big winners
and some big losers.
Benefits, Debt and Capital - The Town Manager noted that the Retirement Board budget
increased 4.50 %. The OPEB line increased 5.6 %. Health insurance enrollment has
decreased slightly for the Town and increased slightly for the schools. Capital is funded at
$2,030,000.
Mr. Berman asked what will happen if the Library doesn't pass and the Town Manager
indicated we would have to cut $450,000 out of capital. We could cut recreation and roads
but then we will have lousy roads and will not be able to do turf field replacement. Mr.
Berman asked if the Town has considered facility fees and John Halsey indicated the sports
organizations are paying fees but the question is whether the money is going back into field
maintenance.
The Town Manager noted there is $2.338 million in the Capital Improvement Plan over
many years for the Birch Meadow complex and roof replacements have sometimes been
split over two fiscal years. The Voke School wants to do a 5 or 10 year capital plan and that
Page 1 2
Olvv
Finance Committee Minutes - February 26 2014 - page 3
will cost us more at some point. The Voke School people want to avoid losing students to
the Minuteman Voke School.
Annual Town Meeting Warrant - The Town Manager reviewed the Warrant Articles. He
noted that a report should be made to Town Meeting on the success of performance
contracting.
Mr. Berman asked about the role of the Finance Committee dispersing information on the
Library project. The Town Manager noted there are severe restrictions between now and
Town Meeting on what we as employees can say. This will be discussed next week when
the Library comes in for their budget review.
Mr. Berman suggested that the Finance Committee members get their School budget
questions to the School Department ahead of time.
A motion by Herrick seconded by Perry to adjourn the meeting at 9.50 p.m. was
approved by a vote of 9 -0 -0.
Respectfully submitted,
Secretary
Page 1 3
Gp
Digital Services & Information Technology Librarian
The Reading Public Library needs a librarian on staff full -time, to lead the way in an increasingly digital world.
This position (formerly called "Technology Librarian ") was created and filled in 2005, but eliminated in 2008,
when the incumbent resigned and the Town finances needed to stretch to hire more Town IT staff.
To be clear, the position we are recommending is a Professional, Master's Degree level, Librarian position — it is
NOT a technician.
The Reading Public Library needs to have this position in place in FY2015 so that the Digital Services Librarian
can be fully involved in recommending, planning and training for digital services technology in the new library.
Here's a brief job description:
The Digital Services librarian provides leadership in assessing, developing and managing the content of and
access to the library's digital technologies. The Digital Services librarian works with Children, Teen and Reference
specialists to acquire and integrate new content, as well as maximize the effective use of available technologies
to meet the needs of both library users and personnel.
Digital Services librarian recommends and develops organizational and individual training, specializes in
technology and web -based applications relevant to library services, and makes planning, purchasing, cataloging,
and access decisions.
This is a proactive position with a user - centered approach to implementing new technologies to enhance our
patrons' experiences and will contribute to the increased effectiveness and usability of digital library services
As part of the professional library staff, this position also contributes to the information /technology literacy
programs for the public and develops relevant training opportunities for staff.
Required to communicate with publishers and content providers, as well as develop services models for new
and emerging digital technologies (contracts, subscriptions, managing and interpreting data and usage stats).
Similar Positions recently advertised in Massachusetts' libraries:
Content Management Department Head Systems Librarian (Andover)
(Waltham)
Technology Librarian (Somerville)
eResources librarian (Boston)
Head of Technology (Lexington)
Information Systems Librarian (Bourne)
Technology Librarian (Wilmington
Information Technology Coordinator (Danvers)
Rev 3/3/14
I
Seed and mulch /sand based sod
$20,000 - $70,000
2.5' carpet w /2" rubber -sand infill
$380,000 - $500,000
Grow -in maintenance and security
$25,000 - $10,000
12" Stone base
$250,000 - $250,000
6" Sandy loam layer
$45,000 - $50,000
Concrete edge
$25,000 - $30,000
6" Sandy gravel drainage layer
$25,000 - $35,000
Underdrain system
$50,000 - $75,000
Underdrain system
$30,000 - $50,000
Subgrade preparation allowance
$15,000 - $15,000
Subgrade preparation allowance
$15,000 - $15,000
Irrigation system, service and controls
$35,000 - $35,000
Total
011 rrr
Total
$720,000 $870,001
Maintenance
Insect control (tx @$500)
Annual Costs
$500
Maintenance
Field grooming and GMAX testing
Annual Costs
$6,000
Crabgrass/weed control (1 x @ $500)
$500
(2x @$3,000)
Core aeration (1x @$500)
$500
Seasonal field line painting
$5,000
Deep tine aeration (I x@$2,500)
$2,500
(2x @$2,500)
Top dress (1 x @$3,500)
$3,500
Slice Seed (2x ®$1,000)
$2,000
Fertilizer (3x @$300)
$900
Lime (1x @$300)
$300
Irrigation maintenance
$2,000
Mowing (26x @$200)
$5,200
Field line painting
$3,000
Irrigation water allowance
$2,000
Miscellaneous
$500
Annual Total
In Year Total
tt
C1� M)"
Annual Total
In Yonr 7401
$11,000
silo rrr
Total Repairs ($100,0000- Year 5 and 10 to resod") s2o0,aco Total Hopairs (7,500 per yearaitowance) 575,000
Number of Plays Per Year 10 Year Total Number of Plays Per Year 10 Year Total
-
No down time ,
'Turf maintenance for 10 years minus 3 years for line painting during grow -in years. ' Field lighting further reduces cost per play. See back cover.
SPORTS FIELD WORKSHOP
6-10