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HomeMy WebLinkAbout2000-11-21 Board of Selectmen Minutes Board of Selectmen Meeting November 21, 2000 The meeting convened at 7:30 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman Matthew Nestor, Vice Chairman George Hines, Secretary Camille Anthony, Selectmen Sally Hoyt and Matthew Cummings, Town Manager Peter Hechenbleikner, Assistant Town Manager Russell Dean, Public Works Director Ted McIntire, Finance Director Beth Klepeis, Town Accountant Richard Foley, Superintendent of Schools Dr. Harry Harutunian, Paula Schena and the following list of interested parties: Bill Brown, Gerry MacDonald, Susan Cavicchi, Tim Twomey, Bob LeLacheur, Pete Dahl, Carol Grimm, Paula Perry, Paula Tucci, Dennis Richards, Linda Phillips, Jim Keigley, William Griset, Robin D'Antona. Discussion/Action Items Continue Review of FY 2002 Budget — Public Works Director Ted McIntire was present. He noted that the Highway Division is responsible for maintaining roadways and sidewalks, rubbish, CRT and bulb collection and capital programs. The changes in the budget reflect a laborer hired at entry level. He is requesting an increase in the equipment maintenance area. The contractual street sweeping was removed from the budget last year and he is requesting to add it back. Selectman Matthew Cummings questioned the difference in the mechanic salary. Ted McIntire noted that there is a transfer of funds from the Fire Department to DPW. Chairman Matthew Nestor requested a salary history for that position in the last two years. Selectman Matthew Cummings noted that there is no increase in supplies but costs are going up so we will do less? The Town Manager noted that was correct. Selectman Camille Anthony asked about pavement management. The Town Manager noted that there is $26,000 in the budget for pavement repair and crack sealing. Selectman Camille Anthony asked if we have a contract for fuel oil. The Town Manager noted that it is a cooperative bid that gives us a price over the tanker. Selectman Camille Anthony asked about the results of the Vehicle Maintenance Study. The Town Manager noted that we will be one mechanic short based on the study. A presentation will be scheduled for the Board. Vice Chairman George Hines noted that expenses are usually increased by the municipal cost index. The Town Manager noted that staff was instructed to level fund this year unless there is an increase that is known. Vice Chairman George Hines noted that our road condition is C+ and we paid for the study, so we need to develop a supplemental sheet for.road paving. Board of Selectmen Meeting—November 21, 2000—Paize 2 Ted McIntire noted that the Parks and Forestry Division maintains recreation areas, Compost Center and replaces shade trees. He is requesting a Tree Climber 3, reduce one long-term seasonal and replace with one permanent laborer, and an additional $5100 for turf treatment. Selectman Camille Anthony asked about the level of service. Ted McIntire noted that Bob Keating has improved the equipment by upgrading, the condition of the turf is excellent and it gets a heavy use. Vice Chairman George Hines noted that the field maintenance is much improved but additional help is needed in that Division. Selectman Camille Anthony asked if we take advantage of volunteer forces. Ted McIntire noted that Bob Keating meets with the school principals and is always asking for help. Trash is a huge problem in the school areas. The Town Manager noted that outdoor maintenance has improved, and it is not realistic to ask parents to rake leaves at the schools. Ted McIntire noted that street lighting is increasing 3% from the RMLD projection. Selectman Matthew Cummings asked if any street lights are still out. The Town Manager noted that about 2.5% are still out. Surplus was used to change the type of bulbs to save money. About one half of the lights are changed over. Ted McIntire noted that rubbish collection cost is increasing 45% and recycling 8% in FY 2002. For fiscal year 2000, we pay $80 per ton for rubbish and $74 per ton for recycling. For fiscal year 2002, costs are going up to $99 per ton of rubbish and$84 per ton for recycling. Selectman Camille Anthony asked how many residents recycle, and Ted McIntire noted 76%. Ted McIntire noted that $226,000 has been budgeted for snow and ice, the average is $278,000. The snow plowing contract has increased 5%, and the cost of salt and calcium has also increased. Selectman Matthew Cummings and Vice Chairman George Hines suggested increasing snow and ice by $25,000. Chairman Matthew Nestor requested a graph showing how much snow versus how much spent. Selectman Camille Anthony noted that sand and salt were $23,000 under budget. She requested to see past sand and salt budgets. Ted McIntire noted that we do the sanding ourselves for the less plowable snowstorms. Ted McIntire noted that the Cemetery Division maintains four cemeteries in Town. There is no budgetary offset for perpetual care. Selectman Matthew Cummings noted that there was discussion last year about revenue available in the trust funds. He is requesting an income statement showing the rate of return and what is available in that fund. Board of Selectmen Meeting-November 21, 2000—Page 3 Ted McIntire noted that the mission of the Water Division is to operate and maintain the wellfield and distribution system. There is a change in the laborer classification due to the contract. A portion of the Town Manager's and Assistant Town Manager's salaries are charged to water. Selectman Matthew Cummings noted that he had a problem with charging a portion of their salaries to the enterprise -- he feels it is another tax increase without a tax increase. Selectman Camille Anthony noted that.there is a cost to provide water and sewer services, and feels it is a legitimate expense. Vice Chairman George Hines noted that the enterprise system reflects costs of running the system -- he approves of it. Selectman Matthew Cummings noted that this is a way of raising revenues without asking for an increase. Vice Chairman George Hines asked for a recommendation from Town Accountant Richard Foley. Richard Foley noted that normally enterprise funds capture all of the costs, including administration. Selectman Matthew Cummings wants to know all of the costs including square footage, utilities, Recording Secretary, audit, etc. The Board directed the Town Manager to come back with the numbers and the total shift. Gerry MacDonald asked if this change has been reviewed with the Water and Sewer Advisory Committee. The Town Manager noted that it has not, yet. School Department Budget — School Superintendent Dr. Harry Harutunian, School Committee Chairman Sue Cavicchi, School Committee Members Robin D'Antona, Jim Keigley, William Griset, Tim Twomey and Pete Dahl were present and reconvened their meeting at 8:55 p.m. Sue Cavicchi noted that the School Committee will support a standstill maintenance budget but they have concerns about fuel costs, cost of living and retirement. She noted that they are required to have a public hearing. They usually discuss the budget for six to seven nights, a vote is taken line by line and then a final vote. Dr. Harry Harutunian noted that they will try to have a number next week. He needs to get retirement numbers and fuel costs. He noted that the School Committee voted not to do anything new but to work with the existing money. He is concerned that the Selectmen might wait until January to make a decision, and then it would be too late to get the word out. Selectman Matthew Cummings noted that if we have to request an override, we need to explain what we won't be doing. Sue Cavicchi noted that if there is no override, there will be layoffs of teachers. Board of Selectmen Meeting—November 21, 2000—Page 4 Selectman Matthew Cummings asked how we could compile a list of what will be eliminated when the budget review hasn't been completed. Dr. Harry Harutunian noted that once they have a maintenance budget number, they can set up an aggressive schedule and review every line. Sue Cavicchi noted that the principals submit their budget requesting what is needed. The Superintendent cuts that budget, and then the School Committee cuts it some more. Selectman Matthew Cummings asked how the School Committee can give the Selectmen a number next week when they haven't thoroughly reviewed their budget. Dr. Harry Harutunian noted that the number will be less than what is needed. They will propose a budget that will sustain what they had last year. Finance Committee Chairman Carol Grimm noted that the Finance Committee will be asking for two budgets this year—one if the override passes, and one if the override doesn't pass. Chairman Matthew Nestor noted that the question is whether to wait until January, or take a bottom line number and move with that. Dr. Harry Harutunian noted that education about an override needs to take place during the holidays. Selectman Camille Anthony noted that we can't ask for an override when we haven't gone through the process. We did a bad job last year --we need to be smart this time. Sue Cavicchi noted that the School Department's needs are far greater than a maintenance budget. Dr. Harry Harutunian noted that last year's override number had new things in it — this year won't. They will adjust existing staff. Tim Twomey noted that the date of the override needs to be before Town Meeting to make changes if needed. He noted that there was a meeting in September, and they were told that a decision would be forthcoming from the Board of Selectmen -- they haven't gotten it yet. The Selectmen will continue their budget review on November 30th and December 5th. The joint School Building Committee meeting will be rescheduled in January. Dr. Harry Harutunian noted they will have their budget number by December 1, 2000. Finance Director Beth Klepeis and Town Accountant Richard Foley were present. Beth Klepeis noted that the Assessment Division is the first step in setting the tax rate. The trend is to re- evaluate every three years. The budget reflects a need for postage, stuffing envelopes, hearings and a digital camera for the tri-annual evaluation. Selectman Matthew Cummings noted that there was a big increase in the Assistant Appraiser salary. Beth Klepeis noted that position was re-classed last year. The Town Manager will look at this re-class. Board of Selectmen Meeting—November 21, 2000—Page 5 Selectman Matthew Cummings asked how much was spent on appraisal services this year, and the Town Manager noted that $3500 has been spent to date. The Town Manager noted that the Board of Assessors used to keep funding this but it was too difficult to foresee, so it was reduced to cover one appraisal per year. Technology_— Finance Director Beth Klepeis noted that the mission of the Technology Division is to coordinate people and communications to meet the objectives of the Town. She noted that this Division is responsible for the telephones, purchase of hardware, maintaining the network, plan for GIS and oversee the web page. There is an increase of$4419 in telephones due to the lease of the phones at the Police Station and not being able to eliminate phone mail. She noted that an increase in funding is needed for the GIS program. The second phase of the GIS program is in the Capital Improvements Program for $300,000, plus a GIS Coordinator will be needed when this is funded. Personnel — Beth Klepeis noted that the Personnel Division is responsible for administering worker's compensation, the monthly newsletter, unemployment, professional development, group health and life insurance. She noted that $10,000 may be needed for advertising if the retirements and resignations continue. Chairman Matthew Nestor asked how long this position has been funded through water, sewer and electric funds. Beth Klepeis noted as long as the position has been in place. Treasurer/Collector—Beth Klepeis noted that this Division is responsible for collecting taxes and fees, optimizing investment funds, pursuing delinquent tax payers, payroll and record keeping. She noted that there is a need for furniture in the Collector's and Assessor's Offices. Selectman Matthew Cummings asked for the method of allocation of charging salaries and supplies to the electric fund -- Beth Klepeis will provide that. Beth Klepeis also noted that there is a 15.6% or$528,441 increase in the health insurance. There is also a projected increase of$5528 in worker's compensation. Chairman Matthew Nestor asked if there are incentives for people to take their spouses plan, and the Town Manager noted there was not. Vice Chairman George Hines suggested surveying the employees. Accounting — Town Accountant Richard Foley was present. He noted that the Accounting Division provides support to the Town as a whole, and is responsible for all invoices and receipts, prepare financial statements and reports, act as the business function in the School Department, and the Town Accountant is a member of the Contributory Retirement Board. Vice Chairman George Hines noted that the Town Accountant and Finance Director's salaries were close in FY00 and now there is a big difference. The Town Manager noted that the Town Accountant position is a grade lower than the Finance Director, and the Town Accountant is at Step 10 and not eligible for a step increase. Board of Selectmen Meeting—November 21, 2000—Page 6 The Board will meet again on November 30 and December 5, 2000 regarding the budget. On motion by Hines seconded by Cummings, the Board of Selectmen voted to adjourn their meeting of November 21, 2000 at 11:00 p.m. by a vote of 5-0-0. Respectfully submitted, ' ,s w Secretar}� `�