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HomeMy WebLinkAbout2016-03-09 Finance Committee MinutesTown of Reading Meeting Minutes RECEIVED TOWN CLERK nEADING. MASS. Board - Committee - Commission - Council: Finance Committee 16116 MAR 31 A & 18 I Date: 2016 -03 -09 Time: 7:30 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Session: Open Session Purpose: General Business Version: Attendees: Members - Present: Chairman Mark Dockser, Paula Perry, Peter Lydecker, Criag Merry, Vanessa Alvarado, David Neshat, Paul McNeice, Marc Moll and Anne Landry Members - Not Present: Others Present: Town Manager Bob LeLacheur, Assistant Town Manager Jean Delios, Fire Chief Greg Burns, Police Chief Mark Segalla, Facilities Director Joe Huggins, Public Works Director Jeff lager, Assistant Public Works Director Jane Kinsella, Town Accountant Sharon Angstrom, Amy Lannon, Elder Services Director Jane Burns, Administrative Services Director Matt Kraunelis, Executive Assistant Paula Schena Minutes Respectfully submitted By: Secretary Topics of Discussion: Review Town Manager Budget Public Services - Assistant Town Manager Jean Delios noted that she created two Assistant Department Heads - John Feudo, Director of Community Services and Julie Mercier, Director of Community Development and each have four divisions. We no longer have the Regional Health Contract with Melrose. lean Delios noted that she has hired seven employees in the last 16 months: a full time Veteran's Agent, a Public Health Director, a part time Public Health Nurse, a Nurse Advocate and the Community Development Director. It took three to four months to hire the Community Development Director and Health Director. All of her inspectors are part time which results in a .savings of $30,000 and gives deeper coverage. They are using View Permit to electronically sign off on permits and her superstar Senior Administrative Assistant keeps it all going. lean Delios noted that they issued over 1000 permits in 2015. Paula Perry asked if the Inspectors work on Fridays and lean Delios indicated they do not and all of the contractors know that ahead of time. Paula Perry asked if they could do inspections on Fridays and the Town Manager noted if it was an emergency. Jean Delios noted that the Board of Selectmen wants more staffing for economic development. The Historic Commission Is busy with demo delays. The Historic District Commission met 18 times last year. Health and Human Services are fully staffed and Public Health is looking at going electronic. The Health Department gave out over 1000 Flu shots last year. The Economic Development Planner is an added position funded by revolving funds. The Planning Intern and Health Plan Reviewer positions are being eliminated. Page I 1 Finance Committee Minutes - March 9. 201 Paul McNeice noted that the revenues had increased 30% and Jean Delios noted that the fees were Increased. Vanessa Alvarado asked if anything exceptional happened that would cause that to non -recur and Jean Delios noted not really, there have been a lot of additions and tear downs. Mark Dockser asked Jean Delios if she feels good about delivery of services in 2017 and Ms. Delios noted that the Planning Intern has been great and we are losing her. This will mean more grunt work for her and the Community Development Director. She keeps asking the contractors what they want the most and they all say just give them the permits. Paula Perry asked about the TASC building and Jean Delios noted that Reading Co -Op Sank is taking over most of that building. David Neshat asked how we will pay for the Economic Planner position and Jean Delios noted it will be paid out of the permits revolving fund. Paul McNeice asked if there were any positions still vacant and Jean Delios noted that all of the positions have been filled. Libra - Amy Lannon and Library Trustees David Hutchinson, Vicki Yablonsky, Cherrie Dubois, Alice Collins and Andrew Grimes were present. Amy Lannon noted that library supplies and equipment has increased because it was cut while they were in the temp space. Vicki Yablonsky noted that they discontinued travel expenses also. Vicki Yablonsky noted that the 14.7% Increase for material expenses versus the 15% that they like to have means there will be $4385 less for books. They took out their request for an additional position. They had a strategy plan done and they will try to implement it over the years. Paula Perry asked if the current staffing will fit in with the new Library and Amy Lannon noted they will need a little more help especially if they are open additional hours. Paul McNeice asked if they have technology coming into the new building that won't be utilized because they won't have a digital services person. He suggested trading a traditional service person for this. Amy Lannon noted that they will do the best they can. They have four people working on licensing and when that is centralized it will free up their time. David Hutchinson noted that it is also about the service offered to the Town. All staff get questions on technology and other services don't go away. Amy Lannon noted that we could give things up but they are dedicated to continue all services. Mark Dockser asked if there has been much of a shift from regular books to digital and Amy Lannon noted the use has slowed down. Licenses for digital books are very expensive. It is least expensive to buy 12 - 15 paper copies than 5 digital. Mark Dockser asked if more people are using overdrive and Amy Lannon noted that It Is because the collection is growing. They also have downloadable music and magazines. Department of Public Works - Public Works Director Jeff Zager noted that the budget has increased 2.1% and is level funded. They are down one intern and maintain four seasonal employees. Wages increased 2.9% and he added $4000 in the Engineering overtime so they can help out on Friday projects. His position was bumped up to 40 hours/week. Administration wages reflects the Pay and Class that was done this year. Expenses are down 3.1 %. There is an increase in traffic control repairs along with an increase in Highway equipment/parts because repairs are more expensive. There is also an increase in Police details. Street lighting has decreased. Page 1 2 finance Committee Minutes - March 9 2016 - pace 3 Jeff Zager noted that accommodated snow and ice is level funded. Paula Perry asked how much is left In snow and Ice and Jeff Zager noted that there is $150,000 left so we have spent $500,000. Jeff Zager noted that we are averaging 35% in recycling but the market is volatile and we will be negotiating a new trash contract. Mark Dockser asked how our overall tonnage is and Jane Kinsella noted 7000 tons /month. Jeff Zager noted that recycling is a tipping fee. Jeff Zager noted that since 2010 DPW has had 12 retirements and 16 new hires. They are undergoing a strong professional development training and advertising for a Town Engineer. We have resurfaced 107 roads; received 557 requests through See Click Fix which included 92 pothole, 57 sidewalk and 37 tree complaints. That program could become a work order system. Jeff Zager noted that in 2017 they will be working on the following projects: West Street will continue; Oak Street water; Salem Street water; Grove Street water; two sewer station rehabs; the road program and drainage projects. Mark Dockser asked about the number of projects and staffing. Jeff Zager noted he is a little concerned but they can make it work. The Town Manager noted that the reserves are very healthy in water and sewer. Capital projects that were not done are big drivers. The bids come In too high so they pushed the projects out. We will be using a healthy amount of reserves so it will be lower in the future. The MWRA rates vary - they haven't run capital costs. We will need debt for sewer projects. Overhead calculations based on FTE's shows water will be hit more and sewer less but the net is pretty much the same. The Town Manager noted that storm water is the same philosophy but we had no overhead. About $9000 more is approximately 1 FTE. He will recommend a $40 fee next year but $100 the following year due to new legislation that is coming down the line. Paula Perry asked about the regulations and Jeff Zager noted that we've done a lot of work already but now the new regulations will require sampling and testing - the Clean Water Act. Warrant Review The Town Manager noted that Article 4 is capital and projects have been rearranged. Article 5 is to amend the FY2016 budget and there are lots of plus and minuses. There is a $100,000 reduction in Voke Schools. Ann Landry asked if we are expecting any surprises like the modular classrooms and the Town Manager noted that the Police and Fire overtime always has a need. There is a surplus in Administration wages but we will use some in technology for one -time costs. There is $5000 to cover May and June if we hire an Economic Development Planner. There are also vacation and sick leave buybacks and fuel savings. The security system evaluation consultant is $125,000 and the School budget has $150,000 for the science curriculum. Mark Dockser asked If the schools were going to cover their budget or ask for more money. The Town Manager noted that they have to balance with means available because if we grant them more money It will change the split. Vanessa Alvarado noted that if we approve It then we will have the same conversation next year. The Town Manager noted that Article 6 is to fund OPEB; Article 8 is the Affordable Housing Trust Allocation Plan; Article 9 is to approve Revolving Funds; Article 10 is to dispose of surplus property; Article 11 is to approve a prior year's bill; Article 12 is to adopt the FY2017 budget; and Article 13 is to authorize expenditure of Chapter 90 funds. Paula Perry noted that we should publicize what has gone Into roads. We have to put in perspective that we're not negligent anymore. Page 1 3 nce Committee Minutes - March 9. 2016 - pace 4 The Town Manager reviewed the spreadsheet on spending since the last override. He noted that eliminating debt has paid for health Insurance. The increase in health insurance was 5.7% but we only get 2.50% in revenues. We need somewhere above 3% and below 5% to run the Town. The Town Manager reviewed the Town Financial Calendar. He noted that there will be a Special Election on October le. A Special Town Meeting will be held on September 12 and September 14 if a second night is needed. Mark Dockser noted that the Selectmen and School Reps will go out to the neighborhoods in May. The Finance Committee will find out their role soon. The Finance Committee should not be front liners. The Town Manager noted that the Finance Committee is posted to attend the Selectmen's meeting on March 22 at the Senior Center because Town Counsel will be in to discuss an override. Mark Dockser asked If we will look at extraordinary capital Items to include in the override and the Town Manager noted we will need to talk about the cemetery garage, Killam, etc. The Town Manager noted that we have to make It clear to the community that not everyone will get everything they want. Approval of Minutes A motion by Perry seconded by McNeice to approve the minutes of January 20. 2016 as amended was approved by a vote of 9 -0 -0. A motion by Perry seconded by Neshat to approve the minutes of February 10. 2016 was approved by a vote of 6 -0 -1 with Lvdecker abstaining. The committee decided to meet on April 13, 2016 to discuss the override. A motion by Neshat seconded by Moll to adiourn the meeting at 10:30 p.m. was approved by a vote of 9 -0 -0. Respectfully submitted, Secretary Page 1 4