HomeMy WebLinkAbout2018-12-05 Select Board Minutes ,�a FNFq
Town of Reading
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Board - Committee - Commission - Council:
2919 JAN 16 PM 4 37
Select Board
Date: 2018-12-05 Time: 7:00 PM
Building: Reading Town Hall Location: Conference Room
Address: 16 Lowell Street Session: Open Session
Purpose: Budget Meeting Version: Final
Attendees: Members - Present:
Chair Andy Friedmann, Vanessa Alvarado, Barry Berman, Dan Ensminger
Members - Not Present:
John Halsey
Others Present:
Finance Committee Members: Chair Eric Burkhart, Dan Dewer, Mark
Dockser, Karen Herrick, and Anne Landry
Town Manager Bob LeLacheur, Assistant Town Manager Jean Delios, Town
Accountant Sharon Angstrom, DPW Director Jane Kinsella, Superintendent of
Schools John Doherty, Director of Administrative Services Matt Kraunelis,
' Library Director Amy Lannon, Rre Chief Greg Bums, Assistant Fire Chief Paul
Jackson, Police Chief Mark Segalla, RCASA Director Erica McNamara,
Facilites Director Joe Huggins, Assistant Facilities Director Kevin Cabuzzi,
Linda Dockser, Bob Holmes
Minutes Respectfully Submitted By: Jacquelyn LaVerde
Topics of Discussion:
Chair Andy Friedmann called the meeting to order at 7:04pm.
Town Manager's Report
Town Manager Bob LeLacheur stated that Jane Kinsella, DPW Director, had a brief
announcement. Ms. Kinsella stated that the Compost Center would be open Saturday,
December 8th from 8:00 a.m. to 4:00 p.m. and Sunday, December 9th from 12:00 p.m. to
4:00 p.m.
FY20 Budget Review
Library
Director Amy Lannon was present to provide an overview for the Library's mission, vision,
work, plan, and budget. The Library is required to maintain minimum standards to remain
certified which preserves its eligibility for state aid and grants, and allows residents to use
libraries throughout the Commonwealth. Because the population of Reading is more than
25,000 residents, the Library is required to spend 13% of appropriation on materials.
' However, the Board of Library Trustees recommends maintaining a materials budget of
14%. In FY 2018, the Library offered 843 programs (+42%), which had a higher total
attendance of 22,449 people (+25%). Ms. Lannon shared Massachusetts Board of Library
Commissioners (MBLC) report statistics which compare Reading to the other 370 Libraries
throughout the Commonwealth. Reading Public Library was ranked: #24 in reference
interactions, #25 in total programs attended, #27 in direct circulation, #28 in total
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circulation, #39 in total visitors, and #40 in total programs. Mr. Friedmann asked how
Reading compares with other libraries based on similar population. Ms. Lannon stated that
though she did not have the exact numbers available, Reading might rank closer to #1
through #5 when compared to other libraries in the same population group. Meeting room '
use increased 12% and card holders increased 4% over the prior year. The total budget
request is for$1,694,515 (+3.5%). The budget requested from the Town is mostly for
employee salaries. Mr. Berman asked how the Friends and the Foundation organizations
play a role in the budget. Ms. Lannon explained that other fundraising efforts are
coordinated by the Friends of the Library, which raises funds for the implementation of
programs (approximately $30,000-$40,000 per year), and by the Public Library Foundation
which raises funds for long term capital projects. Wages account for $1,380,216 (+3.89%)
and expenses account for 369,300 (+0.94%). The Library's goals are to retain employees,
expand communication and outreach efforts, improve content marketing, and improve the
meeting room reservation process.
Vanessa Alvarado arrived at 7:24pm.
Staffing is currently at 21.5 FTE, up from 20.8 in FY 2018 due to assistance from the recent
override, and is planned at 22.2 FTE in FY 2020. The Library also relies on the help of
volunteers, who provide approximately 30 hours of work per week (almost the equivalent of
1 FTE employee). Ms. Lannon noted that she Is requesting a reclassification from Grade G
to Grade H for the five division heads, which gives them a 1.65% raise plus a 3.25% cost of
living adjustment as an incentive for their additional responsibilities. Eric Burkhart asked if
22,000 was the accurate number of active card holders and how the Library tracks the
number of visitors. Ms. Lannon stated that there are over 22,000, with approximately
13,000 being the most active users, and the Library has a door counter which tracks the
number of visitors. Mr. Burkhart asked If the number of home deliveries increased along
with the increase in the elderly population. Ms. Lannon noted that the deliveries are
increasing slowly and the Library works closely with Jane Burns, Eider and Human Services
Administrator, to arrange pickups and drop-offs with family members. The home deliveries
are for people who are homebound and have no one who can come in for them.reThe '
Assistant Director position is currently vacant and the job description is being written to
include supervisory responsibilities. The budgeted salary for the position is artificially
inflated as a placeholder to ensure funds will be available If salary becomes an issue for
recruiting and hiring the right candidate.
Ms. Lannon provided an overview of the statistical value for transactions and services -
offered by the Library. The budgeted investment was $1,548,883 with the return of
Investment valued at $6,597,346.
Fire
Fire Chief Gregory Burns and Assistant Fire Chief Paul Jackson were present to provide an
overview of the budget for the Fire Department. Chief Burns stated that he is not
requesting additional people this year as the department was authorized from the recent
override to hire five additional firefighters. Those firefighters have not yet been hired due
to the lengthy Civil Service hiring process. The department submitted a request to the
Massachusetts Human Resource Division Civil Service for five new firefighters in June, and
received a list of 90 eligible candidates. From that list, only six people signed the list
indicating interest, from which one candidate was selected who is scheduled to attend the
academy in April. Mr. Berman asked why only six people were interested in joining the Fire
Department, and whether salary or other factors might have had an effect on interest.
Chief Burns noted that there could be many reasons for people not signing the list including
the possibility of candidates being hired by other departments, and the decrease in people
taking the test, as it costs $150 which the candidate must pay for out of their own pocket.
Mr. Berman and Anne Landry asked if a Firefighter moving from another part of the state
might able to transfer laterally from another municipality. Chief Burns stated that it is the '
same process as a new hire: after an interview with the Town Manager, a decision is made
whether or not to hire him/her. If candidates are not hired in order of eligibility according
to the Civil Service rankings, legitimate reasons must be provided and documented as the
decision would be subject to appeal. The list received in June expired and a new list,
requested back in the summer, is expected this week. Reading has been allotted four spots
in the May fire academy for firefighters who must be hired by February 23, 2019. Mark Moll
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asked if the demand for trained Paramedics is a requirement in other towns that provide
mutual aid. Chief Burns stated that it is a requirement in North Reading and Lynnfield.
However, it is not required in Wilmington and other towns.
Chief Bums outlined the emergency response data for recent years and noted the Increase
' in narcan administrations and the increase in calls for persons over age 55. Mr. Friedmann
asked about the success rate in the administration of narcan. Chief Burns noted that it does
work, however it is not always successful when administered as patients may have other
drugs In their system, and giving them too much could cause them to seize. Mr. Ensminger -
asked if narcan administration is restricted similar to the way an AED should only be
administered by trained and certified professionals. Chief Burns noted that anyone can
administer nasal narcan, however it is not as effective as narcan administered
Intravenously, and takes several minutes to work. People may expect instant results, and
might unintentionally administer too much.
Upon the arrival of Karen Herrick, a quorum was reached and Chair Eric Burkhart
called the Finance Committee meeting to order at 8:14pm.
Chief Burns also provided an overview of the Emergency Management program, and noted
that since 2001,the Town and RMLD have received a combined $2.1 million in FEMA
disaster reimbursements due to snow storm and flood damage. For the next few months,
the department will focus on a new comprehensive Emergency Management Plan.
In 2018, the Commonwealth adopted new safety standards which give OSHA the authority
to oversee Public Safety employees effective February 1, 2019. This Act now requires the
Fire Department to follow OSHA requirements including: respirator fit testing, new
procedures, workplace Inspections, and accident investigations.
FY 2020 budget highlights include a 3.25% increase for personnel. Union salary increases
are estimated as the current CBA is expired and a new agreement is currently being
negotiated. Expenses were reduced overall. $15,000 is budgeted for three part time fire
' alarm technicians to assist with Fire Prevention procedures. Mr. Ensminger asked if the
overtime budget may decrease upon the hire of five new firefighters. Chief Bums noted
that compared to last year, overtime is 50% lower, and the onboarding of the new
firefighters should help. Mark Moll asked if newly constructed buildings will be tied into the
master alarm system. Chief Burns stated that he has been asking contractors to install the
systems up front. As it only costs the contractors approximately $2,000 to add the system
during construction, they have been receptive to adding the alarms. Mr. Berman asked if
ambulance billing would help offset costs to maintain equipment and apparatus. Chief
Burns stated that patients are billed for transport and that Sharon Angstrom, Accountant,
factors those funds into expected revenue. Ms. Angstrom noted that the figures In the
proposed budget are conservative and based on historical average..
Police
Police Chief Mark Segalla and Erica McNamara, RCASA Director, were present to provide an
overview of the budgets for the Police Department, Dispatch, and RCASA. Chief Segalla
stated the total budget for the Police Department Is $5,616,735 (+3.4%). Approximately
95% is for personnel salaries. Wages increased 3.3% over the prior year to $5,316,125.
Expenses Increased 3.4% to $300,600 which Includes a request for a new Police car. He
provided an overview of the department organization and duties, statistics for the types and
frequency of calls, and noted that calls for service and incident reports continue to Increase
slightly year over year. Ms. Alvarado asked if the increase in calls was in line with the
population growth. Chief Segalla stated that it could be due to the population increase, but
could also be attributed to more people calling who may not have been inclined to call
before, and noted the department has also received an increase in calls for mental health,
' though calls for overdoses have decreased. Mark Moll asked whether drug calls were higher
than alcohol calls. Chief Segalla confirmed. Mr. Berman asked if RCASA is able to track
those statistics. Ms. McNamara stated that RCASA does track and noted that Reading does
have a lower rate than communities who do not have substance abuse resource. Ms.
Alvarado asked If the Board of Health could be of assistance in handling suicide threat and
attempt calls. Ms. McNamara stated that the Coalition runs mental health first aid as they
have seen an increase is suicide attempts. She also noted that reporting is corresponding
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with training, and people are learning how to report and get the services they need faster.
The Coalition collaborates with the Health Department on this and other programs.
Chief Segalla provided an overview of crime reporting to the state and federal governments.
Mr. Ensminger asked if the department tracks cyber-crimes intended to defraud elderly '
residents. Chief Segalla confirmed that they are tracked under fraud. Linda Dockser asked
whether graffiti, especially hate graffiti such as the recent incidents at the high school, is
tracked. Chief Segalla stated that it is considered vandalism as opposed to a hate crime.
However, it is tracked under vandalism and separately as a hate crime in our system.
Eric Burkhart asked whether all of the vehicles in the fleet were all from the same
manufacturer, and whether the department had maintenance agreements with the
manufacturers. Chief Segalla stated that the vehicles are all either Ford or Chevrolet, as
those are the makes which can be serviced by the DPW, and are purchased through the
state bid process. The department will also solicit three separate quotes in an effort to get
a better price.
Chief Segalla continued with an overview of the support services division and parking officer
and noted that that parking citations had decreased slightly. Mr. Berman asked whether
people were growing more compliant, or if the department was being more lenient. Chief
Segalla stated that it may be due to enforcement of the winter parking ban beginning after
Thanksgiving, unless it snows. Ms. Alvarado asked where most of the citations are issued.
Chief Segalla stated that most citations are issued downtown. Karen Herrick asked If debit
card parking meters are being considered for downtown. lean Delios, Assistant Town
Manager, stated that the Community Development department had just conducted a
parking study over the summer. At this time, there is not enough volume to justify paid
parking, and the business community was strongly against it. However, it is under
consideration and on the wish list for the future.
Due to the recent override, the Police Department was able to hire five new officers,
Including a second school resource officer, provide $17,500 for equipment and clothing, and
$30,000 for overtime and training. Mr. Berman asked if having the additional staff is
helping the department be proactive in areas they were unable previously. Chief Segalla '
stated that they are able to have an officer walking downtown, and two officers covering
selective enforcement for 30 minutes to an hour each during specified times to watch and
monitor traffic, and Issue citations. Mr. Ensimger asked if the department uses license plate
cameras or red light cameras for infractions. Chief Segalia stated that the department has
one license plate camera that it uses around town to find expired license plates and revoked
licenses. Chief Segalla noted that Boston might use red light cameras, but is the only city in
the area to do so. Mr. Berman asked whether the department was considering the
mandated use of body cameras. Chief Segalla noted that it will likely happen in the near
future. However, very few departments in this part of the country, or in Massachusetts,
have Implemented the use of body cameras, as it is something that will have to be
collectively bargained and negotiated with the unions. He would like to see a pilot program
implemented soon. However, it has not been a top priority for the department at this time.
Anne Landry also noted legal issues with regards to the data collected from body cameras,
including public records requests and privacy issues, which the state legislature may have to
address before more communities are able to Implement these types of programs.
Dispatch
Chief Segalla stated that the budget for Dispatch increased 3.2% to $594,200. Most of the
budget funds the salaries of 11 FTEs. Expenses increased 10.4% due to need to replace
aging equipment.
RCASA
Erica McNamara, RCASA Director, was present to provide an overview of the Reading
Coalition Against Substance Abuse and budget. The ten-year federal grant of$125,000 ,
ends on September 30, 2019. This grant funds the salary for 2 full time employees, the
director and the coordinator, as well as program expenses and support. Other sources of
funding include the hospital trust fund and private donors. The Coalition also provides
$2,200 for the two-year subscription fee for Text-a-Tip, which also aids In Police narcotics
investigations. State Representative James Dwyer earmarked $10,000 to support
substance abuse initiatives through June 30, 2018.
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The City of Medford was awarded a state grant which provides free training, collaboration,
and exchange of resources with other municipalities, including Reading. The goal of the
ten-year federal grant is for communities to implement and assume responsibility for a
' sustainable program. The budget request of$150,000 provides for salaries and $9,950 for
program support. Highlights of the program's accomplishments since implementation
include a 12% reduction in underage drinking, 40,000 pill bottles processed and destroyed,
and four successful RCASA model programs which have been replicated in the region by
other coalitions. Mr. Berman asked what the Coalition would like to do that might not be
supported by Town budget, but could be supported by grants. Ms. McNamara noted that
the Coalition assesses the community's needs, collects and disseminates data, and tries to
find the need for niche services for which a local hospital might offer a grant. Priorities
include: crisis Intervention trained officers, mental health first aid, education, and
prevention. Mr. LeLacheur noted that while still working under the federal grant, the
coalition must also adhere to those rules. Ms. McNamara noted that the Coalition has
received $1.6 million in grant funds in the last ten years and continues to pursue other
grant opportunities to support the program.
Facilities
Facilities Director, Joe Huggins, and Assistant Director, Kevin Cabuzzi, were present to
provide an overview of the department's budget. Mr. Huggins reviewed the department's
mission, organizational structure, preventative maintenance program, technology and
software programs, and workorder statistics. He noted the department is responsible for
maintaining seventeen buildings, including eight schools and nine municipal buildings,
totaling 1.1 million square feet of space. Eric Burkhart asked if there were modules of the
software that the department does not currently utilize that could lead to further savings.
Mr. Huggins stated that there are modules that he would like to implement, such as
barcoding for equipment which technicians could scan and get the full history of a piece of
equipment. However, that would require the help of outside contractors and the
' maintenance technicians do not carry phones. Currently time and costs are tracked on each
piece of equipment. If a piece of equipment is showing to be more costly to maintain than
it would be to replace, the replacement cost can be factored into the capital planning
budget.
Mr. Huggins continued with an overview of workorders by location. Workorders average
between 2300-2600 per year with 73% of workorders completed by in-house personnel,
and 27% percent outsourced. Mr. Friedmann asked if using contractors as opposed to staff
is the most effective way of getting work done. Mr. Huggins stated that an electrician was
hired In 2015, has been budget neutral, and has worked out well. Electrical contractors are
still needed for certain projects, as the electrician cannot complete those projects by
himself. 99% of all work is done in-house. Another possibility would be to hire an HVAC
dedicated technician. However, it may prove challenging to find someone with the skills and
ability needed to service all of the various types of equipment. Mr. Berman asked whether
it would be worth considering performance contracting again. Mr. Huggins stated that the
department continues to follow the process Implemented from the last review: when having
to replace equipment, it is replaced with high efficiency equipment. Karen Herrick asked if
the department has considered solar energy. Mr. Huggins stated that he has assessed the
solar energy with RMLD and Noresco. The lack of clear rooftop space is an issue, and
panels at ground level would work better. Mr. LeLacheur noted that a reason that there is
so little solar In this area is because RMLD rates are lower compared to other suppliers. Mr.
Cabuzzi noted there have been domestic solar hot water projects at various Town buildings
as part of the Noresco review, and the department has taken advantage of what solar
projects they could.
The total budget requested is $1,739,356 (+7.12%). Reasons for increases include a 5.5%
' contractual increase in salaries and overtime, a potential 15% increase in contracted cost
for cleaning services, a 3.75% increase for Core Facilities, and a projected 4.05% Increase
for utilities. Mr. Friendmann asked what factors may be driving the increase for the
contracted cleaning service. Mr. Huggins stated that the contract ends in October 2019,
and he is forecasting an approximate 15% increase due to the contractor having to account
for employer medical assistance contributions, minimum wage increase, and Massachusetts
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paid leave law. However, the department will use Commbuys again to get the best possible
price.
Following the presentations, the Select Board discussed the need for an additional meeting '
on Wednesday, December 12", but decided that upon the completion of budget
presentations at the meeting scheduled for December 11`h, the regular meeting cycle will
resume in January.
Mr. Berman made a motion to adiourn the Select Board at 9.58pm second by Ms
Alvarado. and approved with a 4-0-0 vote.
Ms. Landry made a motion to adiourn the Finance Committee at 9.58pm second by
Ms. Herrick, and approved with a 5-0-0 vote.
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