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HomeMy WebLinkAbout2007-12-08 Board of Selectmen PacketReading Vassac'-iusetts A Community pf Excellence Selectmen and Department Heads Meeting December 8, 2007 9am -12pm Outline for Department Heads/Selectmen meeting December 8, 2007 9:00am -12pm Reading Town Hall Conference Room This is a meeting for the Departments to review with the Board of Selectmen the major issues and directions for each Department - not budget related - that will come in January. Opening / Introduction Town Manager Peter Hechenbleikner - introductions of all attending, brief overview of meeting and procedure. Review of Mission, Vision, Values - 10 minutes 2. Department Head presentations - an informal conversation with the Board. A two page handout w/ some bullet points or graphics. a. Brief overview of the department b. Primary duties/responsibilities c. Current major challenges and key issues d. Scanning the environment - emerging trends e. Positive accomplishments. 3. Board of Selectmen remarks/questions. 4. Summary/follow up Peter Hechenbleikner Town of Reading Mission The Town of Reading strives for excellence in all its services - from education to government - and seeks to enhance and enrich the social, intellectual, and leisure life of the community. Municipal Government In support of the Town of Reading Mission, Reading Municipal Government will: ® help residents identify with their community by supporting volunteerism and civic engagement, ® create opportunities for public discourse about community issues and encourage citizen participation in planning and decision-making ® commit itself to community-responsive services that incorporate best practices and a strong orientation to customer service ® support open and transparent government with convenient avenues for communication and access ® enhance the integrity and livability of its many fine neighborhoods by supporting community initiatives for preservation and improvements ® uphold the character of Reading by actively and encouraging efforts to , document' preserve the history of the community, its historic buildings and areas, and prized open spaces. • embrace diversity by striving to provide varied housing choices and diversifying the municipal workforce by recruiting, hiring, and promoting persons of all backgrounds and races ® enhance the social, civic, and intellectual life of residents by offering a broad range of services and programs Values The municipal government of the Town of Reading wil l be guid ed by the fol lowing val ues: Integrity and Transparency *Reading municipal government and its employees and officials will be guided by the highest standards of ethics and integrity. ® Municipal business will- be conducted in an open manner with opportunities for public discussion and input into decisions. ® The community will be kept informed with open communication. . . ® All official business will be conducted in a civil, professional, and mutually respectful manner. Excellence ® Excellence will be the standard for all municipal services, with continuous review and evaluation of best practices, incorporating new methods and technologies, striving for efficiency and cost effectiveness. • Reading municipal government will make decisions based on careful planning consistent with town-wide goals. Diversity ® Municipal government will encourage diversity and respect for differences in the conduct of its business and in recruiting and hiring personnel and in providing enrichment opportunities for the community. Community The following are values that the community holds in high regards: • Social, Environmental, and Financial Sustainability • Tolerance, Civility and Cultural Diversity • Volunteerism and Civic Engagement • Historic Preservation and Open Space • Recreational, Cultural, and Educational Opportunities DEPARTMENT OF PUBLIC WORKS Selectmen and Department Heads Meeting December 8, 2007 9am - 12pm DIVISION EMPLOYEES BUDGET KEYFUNCTIONS Administration 4 230,588 Procurement, W/S/SW Billing, Budget, Payroll, Jane Kinsella Accounts Payable, Cemetery Admin., Public inquiries, Support DPW Div., Coordinate Work and Projects with other DPW Divisions and Town Depts.. Engineering 7.5 439,977 Prepare Plans/Specs., Inspect Town Projects, George Zambouras Subdivision Review and Inspection, Technical Assistance for ConsComm and CPDC, Traffic Studies, Regulate and Inspect Private Construction Activities, Maintain Plans, Infrastructure Records & Maps, Issue various Permits, Coordinate Work and Projects with other DPW Divisions and Town Departments, Liaison to CPDC and ConsComm. Highway/Equip./Storm 18.8 1,442,465 Roadways, Sidewalks, Storm Water System, Traffic Water and Street Signs, Parking Lots, Municipal Building Mike deBrigard Parking Lots, Driveways & Walkways, Rubbish & Recycling, Equipment Maintenance (DPW, Police, Fire, COA, School - 150 pieces of rolling stock), Snow & Ice, Street Sweeping, Coordinate Work and Projects with other DPW Divisions and Town Departments. Rubbish/Recycling 0 1,458,805 Snow & Ice 0 400,000 Forestry/Parks/ 15.6 1,442,465 Grounds Maintenance - Municipal Buildings, Parks Cemetery and Schools (80 acres), Athletic Fields & Courts, Bob Keating Conservation Lands, 70 Traffic Islands, Public Shade Trees, Compost Area, Four(4) Cemeteries (40 acres), Coordinate Work and Projects with other DPW Divisions and Town Departments, Liaison to Cemetery Board of Trustees Recreation 3 536,493 Provide and Administer year round Recreational John Feudo Activities - for all age groups, Scheduling Park Facility Use, Safety Inspection of facilities, Coordinate Work and Projects with other DPW Divisions and Town Departments, Liaison to Recreation Committee. Water/Sewer 15.5 2,252,924 Water Distribution System including 100 miles of Distribution Water Main, 850 Fire Hydrants, 7800 Water Jim Richardson Services and Meters, 2 Storage Tanks and 2 Pressure Booster Stations, Meter Reading, Cross Connection Control Program, Sewer Collection System including 100 miles of Mains and 12 Lift Stations, Snow Plowing and Snow Removal,, Coordinate Work and Projects with other DPW Div. and Town Dep. Water Quality/Supply 1 1,843,413 Water Quality Monitoring and Testing to conform to Peter Tassi State and Federal Drinking Water Regulations, Monitor MWRA Water Supply and Flow Controls, Nine(9) Water Supply Wells including Distribution and Treatment Systems, Maintain daily records for required Monthly and Yearly Reporting to Regulatory Agencies, Snow Plowing, Coordinate Work and Projects with other DPW Divisions and Town Departments. Street Lighting Capital TOTALS 0 ( 209,000 1,297,100 65.4 11,553,230 Brief Overview of the Department: • Seven(7) Divisions • 61 Full-time employees (31% with over 20 years of.seivice, 21% with over 30 years of service) • Pending retirement of key leadership and supervisory positions over the next 5 years • Provide service to all Departments in the Town of Reading • Staff exhibits community pride and dedication Current Challenges: • Succession Planning - Developing our future leaders • Attracting.and retaining the most talented employees • Munis - Requisitions and Purchase Orders • Downtown Project - oversight • Capital Improvement Program - keeping up with the needs • Professional. Development • Facilities - DPW, Cemetery • Equipment Maintenance Staffing Future Challentes: • Succession Planning • Mapping the fiiture of DPW • Maintaining our infrastructure • Parks/Athletic Facilities: Trash vs Maintenance • 22,000 Holiday Lights • Recreation fields do not meet the needs of the community • Water/Sewer/Storm Water Rates Scanning the Environment - Emereyine Trends: • Keeping pace with changing technologies • Resident's expectations • Regulatory Requirements Recent Accomplishments: • Vine Street Water Main • Woodland Street Construction • Website Development • 1481 Main Street • Water Conservation Program • MWRA Water Supply • Birch Meadow Elementary School Playground 0 Roadway/Sidewalk/ Sewer Main Construction Projects Reading Finance and Accounting Departments Selectmen and Department Heads Meeting December 8, 2007 9am - 12pm Overview o FY08 budgets $1.4 million; 23 regular employees o Retirement; Accounting; Human Resources; Technology; Assessment;. Town Clerk & Elections; Collectors; Treasury ♦ Customer base o Collections, Assessing and Town Clerk serve residents o Payroll, HR and Retirement serve employees including School Department and Reading Municipal Light Department o Technology and Accounting serve every department within the town including the School Department and RMLD ® Challenges o Implement new technological work environment ■ Wide Area Network & data center ■ MUNIS financial platform ■ Document storage & retrieval ■ Changes to many current practices ■ Maintain customer service while technology changes o Hiring and keeping qualified employees ■ Town-wide pay & class study ■ `One work environment suits all' ■ Professional development o Keeping up the reporting requirements of new legislation Teacher Deferred compensation plan changes ■ Pension Protection Act of 2006 ■ Mass Health Care Reform Law ♦ Accomplishments o Responsive customer service o Financial planning & management, bond ratings upgrade o Technology planning & implementation o Maintain service levels amidst employee turnover Finance and Accounting Departments Division/ Function FTE Employees Dept Head - 1.0 Gail LaPointe Accounting Retirement 1.0 Colleen Loughlin Accounting Dept Head - Finance Human Resources 1.6 Lisa O'Brien Marie Miles 0.5 Bob LeLacheur 2.0 Carol Roberts Petra Clement Job Key Budget (Town) Customers Functions Gen Fund 2 School; Town; Financial $120k RMLD Oversight 2 Retirees; Town; Record, Pension RMLD calculate and assessment report all retirement data 11 School; Town; Record and $120k 10 RMLD report financial transactions 2 All Depts; Mgmt & $1.25mi1 BCCs; Public Planning 14 School; Town; Benefits; $120k 4 RMLD hiring; labor relations Technology 3.0 Bill Connors 22 Town; RMLD; LAN; WAN; $3151c Kevin Furilla 5 Schools equipment; Kim Honetschlager 3 software; Assessment 3.5 Town Clerk & 2.9 Elections Collectors 4.5 Treasury FINCOM 1.5 training Dave Billard 15 Public R/E; pers. $200k Patricia Sullivan 1(3) prop.; excise: Pemzi Dudley 1(2) assess/defend Scott Morrison 1 /abate Cheryl Johnson 11 Public Elections, $170k Julie Rodger 1 official public Joan Peterson 18 records Marie Cleary 10 Nancy Heffernan 2(3) Public; RMLD Cash $160k Beth Licari 2(13) collections & Janine Brussard 4 controls Theresa Galasso 1 Joanne Fitzpatrick 1 Nancy Heffernan 2(3) Schools; RMLD; Cash Mgmt; $95k Peggy Campbell 2(26) Town Payroll $190k Reading Fire Department Selectmen and Department Heads Meeting December 8, 2007 9 am.- 12 PM Brief Overview of the Department: The Reading Fire Department's budget for FY 08 is 3.2 million dollars of which 97% is allocated for salaries and 3% is allocated for expenses. We have the equivalent of 48 fall time employees. Our major responsibilities are: ♦ Delivery of Emergency Medical Services ♦ Fire Suppression Fire Prevention ♦ Emergency Management Primarv Duties and Responsibilities: The Reading Fire Department's 48 full time employees are primarily organized around four Groups of eleven Officers and Firefighters. Administrative functions are performed by the Fire Chief, Day Officer and Department Secretary. The Fire Chief is responsible for emergency management, personnel, fire prevention, financial management, overall maintenance of equipment, facilities and training. The Fire Chief responds to major emergencies. 0 The on duty shift is responsible to respond to emergencies and deliver services, training, equipment maintenance and routine fire prevention duties. The on duty shift staffs two engines, a ladder truck and an ambulance. ♦ The Day Officer is responsible to review new development and ensure code compliance, schedule fire equipment and station maintenance. The Day Officer responds to major emergencies. ♦ The Department secretary handles ambulance billing other administrative functions. Current Malor Challenees and kev Issues: ♦ Need for a replacement fire pumper in FY 10. ♦ Increased demand for EMS responses. The expansion of existing and new assisted living facilities (Addison Wesley and Peter Sanborn Place) will increase our call volume at a higher than normal rate. ♦ Emergency Management requirements are continually expanding. ♦ Staffing on the engine that responds from the Main Street fire station is at two personnel far too often. The National Fire Protection. Agency rates 2 personnel engine companies at 50% capability. ♦ Keeping specialized skills such as Technical Rescue Training current. ♦ Two Firefighters transferred to other fire departments this year. Scanning the Environment - Emerein2 Trends: Concerned about budget shortfalls and reduction in service. ♦ Increased State, Federal and other requirements: d EMS Service Zone Planning o EMS mandatory reporting requirements o Mandatory Incident Command Training o Carbon Monoxide legislation o Rapid Intervention Teams ♦ We are becoming more involved in school safety issues Positive accomplishments: ♦ Increased the Town of Reading's Insurance Services Organization (ISO) rating from a class 4 to a class 3 rating. o Provide ALS Level of care. In calendar year 2006 we brought in $656,680 in revenue of which $640,361 was for ambulance billing. We continue to increase the level of EMS care we provide by introducing new medications and equipment on line. ♦ Instituted EMS Training rounds at Melrose Wakefield Hospital and regular consistent fire training program to each of the four Groups. ♦ We now use the Town's GIS Information to give responding fire equipment hydrant locations. ♦ With our SAFE program each year we visit each classroom of kindergarten through 51h grade to deliver fire safety education lessons with funds provided by a State grant of less than $5,000. Chart nt Orga~~at14nal. tme - Reading Fire Depar - Fire Chief. Dement Director ericy Manama .Ern,erg Fire Prevention anagement .personnel Mement .Financial Manag 1 purrchasingeretary Xnforrnation e ve Support ,Ainist~a public .Master Ptannin_ Record Beeping . ll Day pffxcer ' Fire Prevention .Data Collection l ,-Vehicle Maintenance .public Education .Training Fire Setters .juvenile F ator, .Fire Cause Investigator l Gxou Response .Emergency ections -Fire PreventionlinsP Captain -Shift Commander .Station Supplies .Fire Station I Maintenance Lieutenant .Fire Cause Investigator . pyre fire planning ,E ViS Coordinator Firefyghters Grow Z Response .Erergency ections .Fire preventionlinsp Captain ,Shift Commander .Communications .Hose and Equipment .Lieutenant ttnce .Fire Station 2 Mainan ,g Firefighters .Payro Billing -Anibulance Technician Fire warm alarm system _ Maintain fire (part time Position) _ . g1903 Response Emergency ections .Fire PreventionlinsP Captain Shift Cornnaander •SCBA Maintenance .Auxiliary Service Officer Lieutenant ator Cause Investigator .Fire ance .power 1,00 1 Mainten Documentation 9 Firefighters Groin Response .Emergency ections .Fire PreventionlinsP Captain .Shift Commander ices 1 1 Em,ergency Medical Sere *Information Technology Lieutenant Program .Confined Space -Training g Firefig Communitv Services Department Selectmen and Department Heads Meeting December 8, 2007 9am - 12pm Brief overview of the Department: The Reading Community Services Department comprises 12 full time and 10 part time employees, • 4 inspections staff (Building Inspector, Assistant Building Inspector, PT Plumbing & Wiring Inspectors), • 3 planning staff (Town Planner, Staff Planner, Permits & Licensing Coordinator) • 4 health staff (Health Administrator, Public Health Nurse, 2 PT health inspectors) • 6 elder/human services staff (Administrator, Social Worker, Volunteer Coordinator, Senior Center Coordinator, Nurse Advocate, Van Driver) • 1 Conservation Administrator • 1 Veterans Services Officer • 3 clerical staff Primarv Duties and Responsibilities: • Long-range and short-tens planning and permitting of built environment and landscape • "Public Health Safety & Welfare" permitting and services. Current Major Chaffen2es: • Pace and complexity of development/permitting demand vs. public disdain for property regulation vs. community expectation for stability • Need to re-write Reading zoning bylaw; attract & guide new businesses • Enforcement and Tracking • Town's wetlands/conservation/open space responsibilities too much for one person staff Scannina the environment - emereine trends: • Downtown reconstruction will increase value of commercial properties. To maintain and increase downtown vitality, Town must plan now to maintain a mix of uses vs, more financial institutions • Increasing demand for playing fields puts Town-owned wetlands and resource areas at risk for conversion. Consider acquiring, redeveloping, disused upland more suitable for active recreation (former WTP site). • Traffic congestion & parking capacity require viable transportation alternatives • High density affordable housing developments challenge Town services and traditional community character • Aging population will increase demand for Town services • Energy cost and water scarcity will affect municipal budgets while increasing demand for local government solutions • Change in character due to continuing demolition of historic structures and filling lots to capacity with new structures/pavement. • Need to plan for responding quickly to remaining large tract(s) of land going to market Positive Accomplishments: • Bringing one 40R proposal to Town Meeting; Working with consultant to propose a second 40R downtown • Improving climate for bringing new business in Reading o Economic Development Committee, webpage, Business Breakfast, business survey, Downtown Market Analysis • Improving community and staff understanding of and support to Historical Commission and West Street Historic District o West Street Historic District binder for Department o Support Historical Commission's Survey & Planning grant application o Assisting with plans for downtown historic markers o Assisting with PR on new signs for West Street Historic District • Assist Creative Arts and RCTV in analyzing re-development options for an arts center: COMMUNITY'SERVICES DIRECTOR/' TOWN PLANNER West Street Conservation Elder/Human. Historical Health Historic Inspections/ 'Planning Veterans Services' Commission Districts Zoning Services Commission Elder/Human vi l h S H Building Inspector Conservation Services Administrator ces.. er ea t Administrator Assistant Building Staff Planner n Veterans Administrator, Public Health Inspector Permits and Service Officer" Social Worker Nurse Licensing Wiring Inspector Coordinator ` Coordinator of 2 Health Volunteers Inspectors Plumbing/Gas Inspector Senior Center Coordinator \ J Van Driver Readine Police Department Selectmen and Department Heads Meeting December 8, 2007 gam -12pm Brief overview of the Department: The Reading Police Department is comprised of a combination of full time and part time employees totaling 72 employees. • 39 sworn police officers, • 9 full time civilian dispatchers, 1 part time, I per-diem • 4 full time civilian personnel (1 business administrator, 2 administrative clerks, 1 part time Animal control, part time parking enforcement officer equaling 1 FTE.) • 20 school crossing guards including spares The overall budget for the Reading Police Department for FY'08 is 4.2 million dollars of which 94% is salaries and 6% is expenses (2% of which is for annual vehicle purchases). Primarv Duties and Responsibilities: The Police Department is divided into 3 major divisions: 0 Patrol Division o Dispatch • Criminal Division • Support Services Division o Support Services is also responsible for the oversight of the Animal Control and Parking Enforcement functions within the department. Current Major Challenees: • Increase in demands for services, doing more each year. Police I total activity log entries/calls for service arrests I' protective custody I! summonses & hearings i written citations m/v crash i( Dispatch I total activity log entries/calls for service access stickers Animal Control / Parkine Enf. animal calls parking citations 2005 2006 17610 19097 13434 14654 321 ( 277 83 113 217 247 5535 ~ 5735 ( I 670 I I 563 24041 25625 19324 20560 3371 I 485 ( 452 3488 2007 to December 4, 2007 19662 14614 330 102 296 5153 566 25608 19997 .4000 %increase '06-'07 yr. to date 2.96% -0.27% 19.13% -9.73% 19.84% -10.15% 0.53% -2.74% 1 -0.07% 18.66% projection for actual '07 21449 I 15943 360 111 323 5621 617 21815 27936 %increase using projection for '07 amount 12.32% 8.79% 29.96% -1.53% 30.73% -1.98% 9.67% 6.10% 9.02% 535 18.36% I 584 ++I 29.12% I 2688 -22.94% I 2932 I -15.93% • Continuing personnel transition within the Police Department • Maintaining and integrating new training • Implementing strategic goals as outlined in the recent Reading Police Department Strategic Plan. • Personnel issues Scanning the environment - emereing trends: • Concerned about budget shortfalls and reductions • Increases in the towns' infrastructure. • Continuing demand for more traffic control • Substance issues are not abating • Downtown construction for the next year to two • Trying to keep up with law enforcement's changing technology demands • Regionally we are tied into the NEMLEC organization Positive Accomplishments: Collaborated with the schools on two major grants; o Secure Schools grant for $100,000 dollars over two years helps defray the cost of the School Resource Officer and provided security upgrades for the High School Project o Emergency Readiness grant for $100,000 which involves collaboration with police, schools, fire, health and involves refining school security plans. Successfully implemented the School Resource Officer program. Officers are being very pro-active and anticipating issues and addressing them. The statistics show increases in activities in basically all categories. Reading Town Manager's Office Selectmen and Department Heads Meeting December 8, 2007 9am -12pm Brief Overview: • Head Cheerleader for the Community and its government • Support for Board of Selectmen - agendas/minutes, policies, licensing, traffic regulations • Support for Town Meeting - warrant, warrant report, motions, follow-up • Management of Legal affairs of the Town - Town Counsel and Labor counsel • Manage Property and Casualty Insurance - purchase/renew, claims processing • Personnel - recruitment/training/retention, discipline • Contracting/Purchasing - some centralized purchasing like mail, copiers, paper, office supplies • Negotiations - major contracts, labor contracts Primarv Duties and Responsibilities: • Personnel • Negotiating • Manage day-to-day operations • Strategic planning - organizational and site master plans • Policy Recommendations • Customer service • Ombudsman • Finances and Budgeting - securing additional resources Current Major Challenges and kev Issues: • Downtown project implementation • Addison Wesley Pearson approval and processing • Meeting affordable housing goals/requirements • Improving organizational and community sustainability • Infrastructure planning and management • Stretching financial resources • Substance Abuse Prevention Scanning the Environment - Emerging Trends: • Succession planning - replacing experienced personnel as they retire • Recruiting, retaining, and managing the "generation Y (or generation why)" employee • Improving family/employee friendly environment for employees and volunteers • Major focus on environmental sustainability - climate change - global warming • Setting priorities for services and capital improvements - having the strength to develop a vision • More and emerging technology • Working with the community - World Cafe Positive accomplishments: • AWP agreement (so far) • Major capital successes - planning, grants, earmarks • Economic Development initiatives • Senior Staff changes - Accountant, ATM/Finance Director, Library Director, Community Services Director, Police Chief- join already experienced team • Teamwork with Town, Schools; Facilities, and RMLD • Good success with grants and donations Reading Town 1VYanager's Office Organization Chart - - Maria er