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HomeMy WebLinkAbout2015-04-14 Board of Selectmen Handout - Part 3OWN �F RE'9�i "o Office of the Town Manager ~ 3. 16 Lowell Street oJ6�9fNCOR ?O Reading, MA 01867 To: Department Heads From: Robert W. LeLacheur, Jr. CFA Town Manager Date: February 12, 2015 Re: Services Inventory READING 2020 PUBLIC SERVICE REVIEW 781 - 942 -6636 townmanager @ci.readin%.ma.us www.readingma.gov /town - manager Providing Reading residents with high - quality public services long into the future requires that we think differently about how we provide those services and even about what services we continue to offer. We are all aware of the challenging financial circumstances the Town faces. Revenue forecasts indicate that current spending levels cannot be sustained. Either we will need to increase revenue (e.g., through a proposition 2 1/2 override) or cut spending. A third option that will help defer the need for immediate drastic action is to think creatively about how we can make service delivery more efficient and less costly, determining what services are the least impactful or no longer a priority for the Town's residents. By developing a long -term vision for our public services we can ensure that the quality of vital services is protected while living within our means. To aid this process, and alongside the wider Reading 2020 strategic planning effort, I am asking Department Heads to complete the attached service inventory document. This document has been developed in concert with the Metropolitan Area Planning Council, who is assisting us in creating a public service inventory which can inform decisions we make about service priorities in future years. We are asking that you complete this form by March 4th and send it back to Mark Fine, MAPC's Director of Municipal Collaboration at mfine p_mapc.org, with a copy to Jessie Wilson at iwilsonCC7ci.reading.ma.us. MAPC will collate the survey results and help us present findings at a meeting with the Board of Selectmen on March 24th. The goal of the meeting with the Selectmen is not to make decisions about service priorities but to kick -off a community dialogue about how we can maintain quality services given the challenges we face. We plan to follow up the meeting with the Board with a public forum exploring these issues further. Your participation in these meetings could be requested and we will follow up with more information. Your thorough and timely response to this request would be greatly appreciated. Sincerely, Bob LeLacheur, Town Manager Reading 2020 — Public Services Review — Service Inventor Department Name: Your Name: Date: Please list all the services (or activities) your department provides to the public, as comprehensively as possible, in the space below (include attachments as necessary): Of these services, which would you consider to be a core service that is essential to meet your Departmental mission, and which would you consider a discretionary service, or a service currently provided that is not essential to meet your Departmental mission. Please list the services categorized accordingly in the boxes below: (include attachments as necessary): CORE SERVICES, LIST BELOW IN BOX DISCRETIONARY SERVICES, LIST BELOW IN BOX Among core services, do you believe that any of these services could be provided at lower cost and more efficiently, and if so, how? (include attachments as necessary): • Name services or activities — describe how the service could be provided at lower cost or more efficiently Among discretionary services, do you believe that any of these services should cease to be provided by the Town (e.g. services that could be provided by other actors either wholly, through contract or in partnership)? If so, how? • Name services or activities — describe how the service could be provided by other actors Among discretionary services, do you believe that any of these services could be targeted only to those people most in need, or provided on a fee - for - service basis? If so, how? • Name services or activities — describe how the service could be targeted to those in need or provided on a fee - for - service basis? Are there services (either core or discretionary, but likely discretionary) currently offered by your Department that are under - utilized by Town residents? Please list those services and provide an explanation as to why you believe the services are not being used. Are there services currently offered by your Department that you believe could be improved by sharing with or consolidating with neighboring communities or through some other type of community partnership? Town of Reading - Discretionary Services Administrative Public Services Finance Public Safety Public Works Operations Building Accounting Police Engineering None • Site visits for project N/A • Fingerprinting • Town's MAPC Representative feasibility residents for • Address Assignments and • Generate reports upon business purposes Changes request for contractors and • Parking and • Municipal Lien Certificates others. Community Access • Cemetery planning layout stickers • Assist in develop and provide • Business license oversight of Capital Plans backgrounds: • Perform Traffic Studies • Liquor licenses; • Asset Management • Livery licenses; • Provide Everbridge project • 2nd hand dealer Notification licenses; • Recreation master plans o Auctioneer • Pedestrian & intersection safety licenses; and improvements o Precious metal • Special Town projects licenses • Prescription collections • Animal Control Officer • Crossing Guards • Solicitor IDs Technology (see note) Elder and Human Assessment Fire Highway • Municipal Area Fiber Network • Holiday programs None • Installing and • Hang the plants, banners and (makes possible RCN broadcasts, as • Volunteer programs — removing the wreaths. well as, most of the other services court appointed, Down Town Flag • Sift compost for all listed above, and others not listed) intergenerational support Display departments. • Internal wired networks at Police • Newsletter • Maintain skating rinks, obstacle Department, Fire Departments, DPW course, and fire roads at town Garage, Town Hall, Pleasant Street forest Center, and the Public Library. • Work for School department, • Network equipment to make use of Town Forest Committee, Fire, the internal wiring and fiber. Police, Recreation, Light • Public and staff wireless networks department, and Adopt and • Data Center Island. Set up and run Hazardous • Permitting System Waste Day, Adopt a Family, Solid • Financial System Y Plastics Recycling, Street Fair, • Support of all devices necessary to Halloween Parade, and Christmas make use of various systems (PCs, on the Common. mobile devices, printers, scanners, etc.) • Firewall • VPN • Data Backup • Email Archiving • Storage • Access Control System • Video Surveillance System • Antivirus • Server Hardware • Printers, Scanners, and Fax • Fleet Maintenance System • Law Enforcement Information Sharing System • GIS Application System • Network Services (DNS, Active Directory, Certificates, DHCP, etc.) Town of Reading - Discretionary Services Town Clerk Planning (more w /click) Collections/Treasury Forestry/Parks None • Responds to inquiries for affordable None • Planting and watering, weeding housing and trimming of street trees as • Maintains ready buyer /renter list well as those on public • Provides the Bi -Weekty Notes, a properties. newsletter which is developed in -house • Manage the compost center and distributed to approximately 4,000 • Set up Holiday lighting email addresses twice a month. Downtown • Develops and distributes the Your • Spraying of weed control Community Connection (YCC), an in -house • Manage compost center newsletter distributed via email to 4,000 • Playground installations addresses and 100 copies printed at Town Hall. • Assists with Garden Club Activities including Adopt -an- Island • Provides assistance with the Retail Visioning Program which was held under the Economic Development Committee. • Provides Staff support to the Cultural Connections Reading (newly formed group in Town providing cultural activities'in Downtown). • Administration of the Building Facade and Signage Improvement Program • Assists with developing and maintaining Shared Parking Agreements with the MBTA • Facilities Planning — including providing support to activities for the Reading Municipal Light Department, Library Department and Schools Department • Assists with developing and maintaining Shared Parking Agreements with the META which allow for additional parking in the Downtown. • Grant Writing Construction GIS Recreation Mgmt /Inspection • Provide MapGeo • Master plan development for all parks • Subdivisions / site plans online mapping and playgrounds. • Traffic markings • Provide mapping • Establish and prioritize capital • Traffic signals apps improvements for Recreation land and • Soil analysis • Support the Trails facilities. Committee • Tennis Court monitoring during peak • Provide data to season. MassGIS • Fall Street Faire coordination. • Reading Friends and Family Day Coordination (Town Day • Sale of discount movies tickets. • Annual Park Pass for MA State Parks Town of Reading - Discretionary Services Town Manager Conservation Water - Meter Room None • Committee liaison, None Trails, Town forest • Arrange and conduct field delineations for property owners • Volunteers working on conservation land or Commission projects Public Health I Sewer • Enforce air quality of None indoor skating rinks (DPH is currently providing this service) • License family type campgrounds (we don't currently have any) Veterans Water None None Permitting None Survey • Land transfer plans • Street acceptance plans • Discontinuance plans • Cemetery layout • Layout sport fields annually Intergovernmental Support • Large format printing • Graphic arts —presentations • Meetings Permitting The department Is responsible for the lssuance, Inspections, as -built information and maintenances of records for the following permits: • Street opening • Street obstruction • Sewer permits (repairs, new Installations, discontinuances) • Water permits (new installations, renewals) • Drain connections • Driveway (curb cuts) • Jackies law • Utility Installations and repairs (gas, telephone, electric and cable) Survey • Site Topology • GPS survey • Establish street line, property line & easements • As -built of utility and misc. construction projects • Construction layout • Utility trench inspections • Dig safe mark -out of all Town utilities (excluding RMLD) Intergovernmental Support • Subdivision Review and Inspection • Site Plan Review and Inspection • Conservation Commission N01 Review • Comprehensive Permit Review Inspection • Prepare Bonds Estimates and Track Progress • Provide Technical Assistance to other Departments and Various Boards and Commissions • Technical Assistance to Operations Divisions DPW • Construction Layouts • Construction Grades • Easement Layout • Tree Ownership • Cemetery Planning and layout o Conservation Filings Veterans Water • Visit recipients at home, • Old water service replacements community settings, • Old water service replacements for road reconstruction hospitals and nursing homes • New water service Installations to advise on benefit eligibility • Leaking water service repairs and make applications if • Broken water main repairs needed. • Broken gate valve repairs • Network with government • Old fire hydrant replacements entities and local non - profits • Broken fire hydrant repairs to ensure all veterans are • Fire hydrant rebuilding program efficiently connected with • Seasonal laborers lubricating and painting fire hydrants the services they require. • Daily checks and PM checks on booster stations • Answer face -to -face and • Perform flow tests telephone inquiries • Disconnection of water services for house demolition regarding benefits and • Water main installation inspections requirements for eligibility. • Water main flushing program — mandated • Process received • Cross connection control program — contracted applications for financial aid, • Leak detection survey— mandated /contracted medical assistance, food • Turn on / off Town Irrigations systems stamps, social security etc.; • Turn on / off drinking fountains gather supporting • Trench hot topping documents reports and • Loam & seed statements; evaluate • Work orders— Valve replacements, poor pressure, rusty accuracy of content. water calls, service box repairs etc. • Administer available state • Inventory and federal veterans' • Maintain water tank sites benefits including pensions, • Snow plowing and removal compensation, • Inspect energy efficient washing machines, low flow hospitalization, outpatient toilets, rain sensors, rain barrels— per MWRA treatment, education, burial and other benefits available under the General Laws and through Commonwealth Department of Veteran's Services programs. • Assist with applications for claims or tax exemptions, annuities and home loans. Maintain a supply of US flags and other recognitions for veterans' graves and memorials for proper recognition on veterans' holidays. • Assist in the burial and final arrangements of indigent veterans. Public Health (more w /click) I Sewer • Food Service & Retail Food Establishments, Food • Clean sewer mains Trucks & Stands, Residential Kitchens, Permit & Inspect • Clear plugged sewer mains • Frozen Desserts, permitting, inspection, • Clean wet wells at sewer stations enforcement. • Daily sewer stations checks (12) • Emergency Preparedness Activities, drills, meetings, • PM on sewer stations creating and adjusting emergency plans. • Sewer manhole repairs • Water Wells Permitting • Sewer manhole frame and cover replacements • Title5 Septic Systems, witnessing testing, plan review, • Exercise emergency generator weekly inspections • Inspect sewer system rehab contractor's work • Issue permits for the removal and hauling of septage • Inventory waste • Snow plowing and removal • Code Enforcement Housing Inspections • Nuisance Abatements • Public & Semi - Public Swimming Pools, permitting, inspecting • Recreation Camps, permitting, inspecting • Tanning Facilities, permitting, inspecting • Keeping of Animals, permitting and inspections • Tobacco Control, Illegal Sales, and Prohibiting Smoking in public places • Hazardous Waste, local oversight of 21E sites • Prohibiting sale of Drug Paraphernalia • Dumpsters, permitting and control • Indoor Skating Rink Standards, inspecting. • Body Art, Tattoo, permitting, inspecting • Communicable Disease follow -up • Flu Clinics • Visiting Elders at risk, Coordination with Senior Center • Suicide Prevention • Rodent control, usually associated with demolitions • Certify to a gas or electric company that no service be shall be shut off when there is serious illness • Provide free of charge to any uninsured resident anti- rabies vaccine and treatment. • Supervise /carry out disinfection of dwelling of person suffered /died of a dangerous disease • Certify to the DPH persons with active TB who are unable /unwilling to accept treatment • Provide outpatient nurse case management services to individuals with tuberculosis. • Direct isolation and quarantine to prevent the spread of infection • Inspect for lead paint upon request, or when a child under six years is reported to have lead poisoning • License and notify the Board of Registration the Funeral Directors & Embalmers names and addresses • Enforce all local Board of Health regulations • Review and approve or disapprove definitive plans for the subdivision of land. Conservation (more Town Manager w /click) Water - Meter Room • Ombudsman • Serve as an information • Read meters for billing • Providing Information via resource, researches issues, • Bill to date reading website, phone, mail, email provides data • Error report reading and in- person • Assists the general public • Meter rereads per work orders • Licensing at the Community Services • New accounts /services • Civic function /street closing Counter with • Meters removed permits information related to • Meters reset • Requests for signs on the wetland permitting. • Meters tested /correct common Interpret technical data, read • Meters tested /incorrect • Insurance claims engineering maps and plans, • Meters repaired critically analyze information • Outside receptacles repaired • Processes and • Meters rewired distributes /submits forms; • Work orders evaluates properties; • Registers replaced submits recommendations to • Outside receptacles moved the Commission; drafts • Examine for leaks permits with associated • Valves replaced conditions and other • Inventory documents. • Snow plowing and removal • Prepare relevant forms. • Reviews Notices of Intent /other filings and associated documents for accuracy, completeness and compliance with the law and regulations. • Assure legal requirements are met including postings, timeframes, minutes and other records. • Builds relationships with landowners, local and regional land trusts, the Open Space and Community Preservation Committees. • Issue Emergency Certification to expedite work • Evaluate flood maps advise homeowner on LOMA process • Act on call to report illegal dumping or illegal activities • Review and provide feedback on projects administered through the Planning Division under Site Plan Review and /or Subdivision Regulation. Town Clerk Planning Collections/Treasury Forest /Parks • Administer Oath of Office • Zoning Review /Updates • Collect Real Estate • Trimming and removal of hazardous trees in the public • Annual Census • Permitting Assistance taxes, personal ways of Reading. Other duties Include: • Burial Agent • Land Use Planning property taxes, excise • Trimming and removal of hazardous trees in parks, school • Campaign Finance • Development Review Team and utility payments grounds, cemeteries, ball fields, municipal buildings, • Custody of Town Seal Meetings • Lien properties for islands, and all other municipal properties, conservation • Dog Licenses • Administer Site Plan unpaid taxes lands, easements and rights of way. • Elections Review • Assist other Town and DPW Departments and Divisions • Electronic Records • Administer Subdivision with their tree issues. Management Review • Assist Parks Divisions with projects such as playground • Ethics • Administer Sign Permit Installations and landscapes projects. • Flammable Storage Review • Spray for insect control and weed control • Information Center • Monitor Affordable • Advise Town Boards, Officials and residents on tree • Keeper of Records Housing questions and issues • Licenses and Permits • Provides Transportation • Snowplowing • Location of Public Utilities Planning • Equipment maintenance • Mail for All Departments • Maintain the public grounds and structures throughout • Medical Certificates of the Town of Reading. This includes all Schools, Municipal Registration buildings, ball fields, Parks, Islands, conservation lands, • Open Meeting Law open space and any and all other Town Properties. • Public Notice Filings • Duties Include mowing, trimming, leaf cleanup, turf • Report to State Agencies maintenance, ball field maintenance, playground • Research Genealogy maintenance, Tennis courts, basketball courts and Ice • Serve Residents skating rinks. • State Systems • Trash clean up at all Town properties including barrels, • Town Meeting re- cycling bins and loose trash around buildings and fields. • Violations • Irrigation maintenance • Vital Statistics • Voter Registration • ZBA Applications and Decisions GIS Recreation Construction Management /Inspection • Provide tax maps, zoning • Creation, implementation • Utility projects (gas, telephone, cable, electric) maps and facilitation of • Sidewalk and curbing improvements • Support website and comprehensive youth and • Roadway Improvements software applications adult recreational programs. • Water • Answer questions for the • Community guide • Drain public development featuring info • Driveway • Support GIS modules in regarding town wide • Sewer ViewPermit, AssessPro programs. • Conservation sites • Provide maps and analysis • Scheduling, rental and • Aquifer protection systems to staff permitting of all active • Storm water systems & abatements • Keep GIS data up -to -date recreation areas for the Town of Reading. • Amplified Sound Permitting. • On -going playground and field inspections. • Summer concert coordination. • Development & implementation of Financial Assistance program for those that can't afford programs. Technology Elder and Human Assessment Fire Highway (more w /click) • Email • Transportation (elder • Assess property • Emergency Management • Drain Construction installing new pipe, manhole and • Phone and voicemail services van, medical value • Emergency Medical catch basins. • Website transportation for Reading • Bill Real Estate taxes, Services • Drain Maintenance (changing frames and covers, • Online Mapping Response, referral to RIDE, Personal Property • Fire Suppression repairing catch basins and manholes, repairing broken • Emergency Communication TRIP programs) Taxes, Excises and • Response to Dangerous collapsed pipes) System • Socialization (special Utilities (water, sewer Conditions • Flushing and cleaning drain lines and culverts. • Assessing System events, etc.) and storm water) • Activity Reporting and • Cleaning catch basins (approx. 3,000) a year. • Computer Aided Dispatch • Nurse Advocacy Documentation • Highway maintenance (patching potholes, trenches, and System • Congregate Meals • Equipment Maintenance hand berms). • Emergency Medical • SHINE • Station Maintenance • Skim coating roads. Dispatcher System • Information & Referrals • Response to Complaints • Paving roads. • Electronic Document • Healthcare Counseling • Purchasing • Installing berms both granite and hot top. Storage System • Goodwill Volunteer Supplies /Equipment • Parking lots cleaning, sweeping and landscaping of paved • Cemetery System Coordination • Payroll and gravel lots both municipal and school. • Conference Room • Educational Programs • Municipal Fire Alarm • Change and maintain ornamental street lights in square Technology • Crisis Intervention Maintenance • Repair all wooden and steel guard rails. • Public Computers and (referrals to public safety, • Fire Code Enforcement • Make gravel for all departments Peripherals health and family parties, • Ambulance Billing • Roadside cutting, cutting of easements emergency funds for • Fire Inspections • Sidewalk maintenance repair or replace heaved or broken residents in crisis, coordinate • Plan Review cement and hot top pads. Install new sidewalks, cut homecare services) • Issuing Permits vegetation blocking sidewalks • Program administration • Public Education • Sweep the whole town once and the main roads two to (Reading Response, AARP • Training three times. Sweep the square weekly, and sweep for other Fuel Assistance, Property Tax departments and schools when needed. Workers) • Service and maintain all equipment in town except for the • Nurse Advocacy Light Department. Handle all roadside calls. Handle waste • Transition counseling from oil recycling. hospital /rehab /skilled care • Sanding of all roads, spot sanding, plowing of roads, to home. widening roads, plowing sidewalks, and widening of • Educate and counsel intersections, filling and maintaining of sand barrels. residents on health matters Repairing plow blades and chains, stocking salt and mixing including medication sand and salt. Repairing of plow damage. management, chronic • Dispatch handles all incoming calls and complaints for the disease management, etc. different divisions, does Styrofoam recycling, electronics • Aid residents with recycling, logs in and gives out recycling bins and educates healthcare advocacy people new to the town, unloads deliveries as needed, does time for all departments, monthly fuel reports tracks fuel usage, handles trash complaints. Dispatches any emergencies that come from Public Safety. Tracks all P.O.'s that have been paid so we don't double up. Creates P.O.'s on unis, and fills in for the supervisors in certain situations. • We put 13 employees for the road work and 4 mechanics for equipment service and repair and the dispatcher. • Provide educational and recreational materials for homebound Reading residents. • Provide public access to computers, laptops, ereaders, print/copy and fax services. Provide one- to-one assistance or Instruction In use as appropriate on all equipment. Curate and promote high - quality and diverse collections. Print resources include books, DVDs, music CDs, magazines. Digital resources Include research databases, consumer resources, ebooks, steaming media, virtual tutoring and language learning services. (Collection Size 2014: > 105,000 print resources) • Provide residents with additional state- and nation -wide print and digital materials. • Evaluate, purchase, and provide digital and in- house homework help resources. • Select and provide subject collections to teachers and media specialists. Administrative Public Services Finance Public Safety Public Works Library Operations Building Accounting Police Engineering (more w /click ) (more with click) • Legal Ads for Bids and • Permit Review and • Enforcement of Laws, Rules, • Service residents and businesses (water, sewer, drainage, • Provide free or discount passes to 27 local Proposals Issuance Regs. and By -Laws ROW, easements and properties) museums and cultural centers. (Usage 2014: • Response to General • Inspectional Services • Dispatch call center • Maintain and update maps 1,754) Inquiries re: bids and • Occupancy Inspections • License to Carry firearms • Maintain utility service records • Design and implement programs that proposals • Respond to Complaints backgrounds • Maintain utility records and plans encourage multi - generational interaction and • FOIA Requests • Zoning /Building Code • Request for Police reports • Betterments (sidewalk, sewer, curb....) learning. • SeeClickFix Administration Enforcement • VIN checks • Aquifer Protection submissions reviews • Recruit, screen, train, and supervise • Provides counter hours to • Adoption, Military • Administer License Drain Layers volunteers of ages 12 and up. This includes assist home - owners and backgrounds • Street Acceptances community service opportunities for high developers with permitting • Street Discontinuances school students. • Review Home Occupation • Easements (sewer, water, drain, and other misc. • Collect and conserve historical Reading Request easements) documents and photographs. • Respond to file request • Develop Contracts • Digitize rare and unique local history (FOIA) • Manage Consultants for various DPW Projects resources of local significance for public use, • Maintain and update Pavement Management Model including remote computer access. (See NOBLE • Maintain and update Water Supply Model Digital Heritage Project) • Maintain and update Sewer System Model • Assist researchers with local history and • Maintain Traffic Signals genealogical research. • Maintain Decorative Street Lights • Present Reading history programs for adults • Website maintenance and children. • Document storage (scanning, post processing laserfische) • Collaborate with community groups to • Planning, Design, Estimation, Contract preparations, develop programs, facilitate communications Contract Administration and Construction Inspection on the and expand their impact within the community. following types of projects: Answer reference and provide research o Roadway improvements— (resurfacing, micro seal, crack assistance for adults, children and teens. seal) Consultations are in person, by telephone, and • Sidewalk & curbing improvements online (email, text and live chat). This service is • Water improvements available 63 hours per week. • Sewer improvements (Consultations /inquiries in 2014: 56,522) • Storm water Improvements • Organize and lead reader workshops, book • Park and playground improvements groups and author programs for adults, children Public hearings on: and teens. • Pole locations and relocations • Provide resources, workshops, and support • Telephone, electric and cable utility conduit Installations for parents, caregivers, teachers and school and extensions staff. • Gas main installations and extensions • Provide free instruction to Reading residents on the access and use of new services, media and formats, Including digital materials and resources. • Develop and maintain a website and other social media tools that provide access to and instructions on using all digital and print resources. (Sessions in 2014: 166,476 / Pageviews in 2014: 2313,209) • Develop and implement literacy curricula and classes that provide high - quality, informative, and free programs for all ages, Including pre - readers, teens and senior citizens. Examples of curricula are pre - school literacy education, technology /STEAM literacy and nature literacy. Fire No response Installing and removing the Down Town No response None None, we did with the assistance of Flag Display: This is done by the Fire Alarm consultant's explore the feasibility of crew. They put up the flag display and combining emergency police and fire remove it when there is an Impending dispatch services. We discovered at the storm and at the end of the season. The end of the long process there was not Fire Alarm crew also Installs and removed sufficient Interest from our neighbors to Christmas decorations from the light poles proceed. In the square. Perhaps funding could be provided by other sources or private contractor. Public Works Engineering Maintenance and updating of utility records (from The traffic markings —this could be • Intergovernmental support — large Back flow prevention program — most The traffic markings — this could be (wWconstruction, private properties) can be provided more performed on a regional basis at lower format printing should be provided to dwellings who need this program have performed on a regional basis at lower survey, intergov, effectively if private developments were required cost, other departments on a fee basis. been installed, program should end. cost. permitting) to produce as -built in GIS format • layout of sport fields —fee based to sport organizations Highway No Town Forest should be pulled out No No No ForestryJPorks No Possibly contracting out for composting Possibly composting No No Rubbish /Recycling Service is contracted out - but is it still being looked at? Water Meter Room No No No No No Sewer No No No No No Water No No No No No Library • SUPPORT Services (i.e., NOT public services) that in terms of partnerships, we reach out to No discretionary services have been Most library programs and activities are The library collaborates with community could be considered for town -wide consolidation many local entities on an ongoing basis, identified fully- subscribed and often have a wait -list groups to develop programs, facilitate or centralization might include invoice entry and and participate individually and for people who would like to participate, communications and expand their impact accounts payable, payroll entry, and better organizationally on a wide variety of We evaluate all programs on an ongoing within the community. (Examples of communications and management of shared boards and committees to build basis and eliminate any that are not partnerships include Reading School resources like facilities and staff equipment and relationships. We work diligently with our successful or are under - utlized. For Department, Reading Police Department, devices such as pcs, printers, multi - function local dedicated support volunteers on the example, a few years ago, a few citizens Reading Recreation Department, Reading devices, etc. Reading Public Library Foundation and the expressed an interest In a film series and Elder Services, Reading/North Reading • The library seeks out grants and partnerships to Friends of the RPL who work year -round on we developed a winter series for two Chamber of Commerce, Reading offset costs when possible. it would probably be fundraising on the library's behalf. We work seasons that was poorly attended. We Antiquarian Society, Reading Historical cost - efficient to have access to a shared grant- within our mission and it is a discrete area discontinued it. Society, Walkable Reading, Creative Arts, writer. that interacts with many town entities and Newcomers and Neighbors, Connect the departments but services don't overlap. Tots, MOMS Club of Reading, North Suburban Child & Family Resource Network, Reading Independent Daycare Providers Network, Parents of Tots, Understanding Disabilities, SEPAL (Special Education Parents Advisory Council), English at Large, The Career Place, private local preschools, and local businesses) Recreation • Creation, Implementation and facilitation of No Tennis court monitoring during peak Annual Park Pass for MA State Parks — The Most of our programming could be comprehensive youth and adult recreational season- We are currently working on an annual state park pass is available at the collaborative. Putting aside "who get paid Programs- Programming could be done at a lower honor system reservation system by which Recreation Division free of charge. The what", many Recreation Departments use cost by hiring more seasonal staff versus the court user would register for space on- pass provides for free parking at virtually the same vendors for similar programs. contractors. Generally the programs run 'in- line, pay a nominal fee and play, The Town every state park in MA. Sadly, the pass is The benefit of sharing would allow more house" net much more revenue than those tied to would benefit without having to monitor only "checked out" a handful of times each options for the general public to take a revenue share. Also, if the cost of using in town with nightly staffing, summer, generally by the same core group advantage of various programming facilities was less expensive that cost would not of users, The pass is prominently opportunities. need to be recovered in at such a high level. advertised on -line at www.readingrec.com • Seasonal youth coaches /parent trainings -most in the summer and In our Summer youth organizations are doing trainings. If these publication. efforts could be combined for general trainings, the training would be more cost effective. Training parent coaches is an important aspect of successful programming. Conservation No Evaluate flood maps advise homeowner on Arrange and conduct field delineations for No No LOMA, process by engineering or outside property owners In the farm of an firm Inspection fee (similar to building Inspections). Public Health No response Duties of Board of Health all dictated by Duties of Board of Health all dictated by Duties of Board of Health all dictated by Duties of board of Health all dictated by statute and regulation. None are statute and regulation. None are statute and regulation. None are statute and regulation. None are discretionary discretionary discretionary discretionary Veterans No response No response No response Help with state and federal benefits. A district is a possibility but would not be cost efficient at this time. Finance Accounting No response No services are considered discretionary in No response No No finance Assessment No response No No Collections We could potentially save some money in billing if No services are considered discretionary in No response No No we could use electronic billing to some degree finance and /or bill everything on one bill. Public Safety Police No response • Parking and Community Access stickers— • Fingerprinting residents for business No response • Animal Control Officer — regionalization could be handled by a private company for purposes — many municipalities charge for with other municipalities a fee or thru the Town Clerk's office this service • Dispatch call center — regionalization with • Fingerprinting residents for business other municipalities purposes — could be handled by a private • Crossing Guards — could be shared with company for a fee the school department. The School Department could manage hiring and payroll while the Police Department manages their posts /locations. Public Services Building + Permit Review and Issuance— This process has No response + Site visit for project feasibility — Although No response • Zoning Enforcement/Building Code greatly improved with the implementation of the the Building Inspector does not do this Enforcement, similarly could be considered software program ViewPermit. Eventually the goal often, it can be time consuming in an for regionalization. is to integrate the software with our webs "rte to already busy Inspection schedule. offer online permit filing and payment of fees. By Currently, there is no fee charged for this doing this, it would improve customer service and service, but it maybe consideration should likely improve efficiency, be taken to charge a fee similar to • Complaints are generally addressed by the inspections. Building Department either by the Building • Report generating — Many contractors Inspector or Zoning Enforcement Officer. In some visit the Counter to seek Information about cases, the complaint requires action by the Board permitted projects. We generally have of Health. At one point, the Zoning Enforcement reports prepared in advance. This could be Officer position was thought about for a regional provided by a fee basis. service. • Zoning Enforcement/Building Code Enforcement, similarly could be considered for regionalization. • The Building Inspector spends several hours a week at the counter serving customers. He answers general questions and provides assistance with plan development and permitting review. This could be done more efficiently if home - owners were more aware of what the permitting requirements were and had better knowledge upfront before heading to the building department. Eider and Human Currently there is no charge associated with the intergenerationai volunteer service could Discretionary services are already targeted Congregate meals: the meals are currently Elder /Human Services partners with many Elder Services van. Riders could be charged a fee he coordinated by the Reading School towards the most in need in the provided by Mystic Valley Elder Services. community organizations. Most of our for service or 'donation' request per ride Department. in Stoneham when seniors community The quality of the food is poor and has services are a shared partnership. require a volunteer to assist them, they call gained a negative reputation, Although the guidance department at the high many enjoy the socialization of the Sr. school The guidance department notifies Center, they dislike the food served. If the students needing volunteer hours and quality of the food improved attendance at coordinates with the senior. lunch would increase reducing isolation in the elder community. When we provide meals from an outside caterer, events tend to sell out. Planning • The Planning Division regularly provides • the Building Fayade Program and Retail The newsletters /publications could be No response • Zoning Enforcement permitting assistance to potential developers. This Visioning Programming (and even combined and only provided to • Grant Writing is timely and difficult due to the complexity of economic development more broadly) subscribers. certain projects. Currently we are working with could be handled by a partnership (e.g. MAPC to streamline this process. Downtown Business Partnership, or • Land Use Planning is provided regularly from the Business Partnership Planning Division usually with the help of a • Facilities Planning could be handed via Consultant. if there were more tools available to contracted services Planning Staff, these types of planning activities could be handled more in -house (e.g. Housing MA Website, MAPC Data Portal, Grant Opportunities) S, VENTORY T .READING - (jJ a REFORM IDEAS Depts /Questions Low - cost /efficiently Cease /contract /partner Targeted /fee- for - service Under - utilized Sharing w /other towns Administrative Operations No No No • SeeClickFix — eitherunfamiliarwith No service or residents would prefer to use the phone Technology In technology, there is typically a correlation Again, most of what is discretionary would No response No response No response between cost and efficiency. Having said that, we be dictated by the departments that we are replacing the town's phone system, and part of support choose. that project is to identify ways to eliminate ongoing costs. Town Clerk Not sure anything can be provided at a lower cost - No services considered discretionary. No, There is a fee - for - service in place for some No Not sure that would be possible with this -can be more efficient with added training for staff most if not all.of the activates of the Town of the services provided, others are office as well as adding software Clerk's office is mandated or governed by mandated MGL A few examples: • Data Extracts • Vitals • Pole Locations • Genealogy Research GIS No Mapping applications such as Reading No Mapping apps are probably under - utilized. • The Town recently discontinued a Parks & Recreation Finder are value- added, They haven't been widely publicized. software sharing partnership with WILD but not necessary services to the public. because our needs diverged. Data sharing They cannot be provided by other actors still exists. Data development cost- sharing since the GIS data is specific to Reading, should be pursued whenever possible. These are quick turn - around and • The Town is participating in a regional inexpensive; there's not much cost savings aerial imagery project and in a regional here. Staff time spent on these also builds LiDAR project. These are once every 5 or skills that are necessary to create field data 10 year projects. collection apps and /or public safety apps • The Town collaborates with MassGIS and needed in an emergency. other municipalities whenever possible on data standards, RFQ development, etc. Town Manager No services considered discretionary No services considered discretionary No services considered discretionary No No