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HomeMy WebLinkAbout1995-06-19 Special Town Meeting MinutesSPECIAL TOWN MEETING (Seal) COMMONWEALTH OF MASSACHUSETTS June 19,1995 Middlesex, ss. To any of the constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the Reading Memorial High School Auditorium, 62 Oakland Road, in said Reading on June 19, 1995 at seven-thirty o'clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Board of Selectmen, Town Accountant, Treasurer-Collector, Board of Assessors, Director of Public Works, Town Clerk, Tree Warden, Board of Health, School Committee, Contributory Retirement Board, Library Trustees, Municipal Light Board, Finance Committee, Cemetery Trustees, Community Planning & Development Commission, Town Manager and any other Board or Special Committee. Board of Selectmen ARTICLE 2 To choose all other necessary Town Officers and Special Committees and determine what instructions shall be given Town Officers and Special Committees, and to see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of funding Town Officers and Special Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen ARTICLE 3 To see if the Town will vote to amend the FY95-FY2004 Capital Improvement Program as provided for in Section 7-7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Board of Selectmen ARTICLE 4 To see if the Town will vote to amend the votes taken under Article 26 of the Warrant of the Annual Town Meeting of April 11, 1994 as amended under Article 4 of the Warrant of the Special Town Meeting of November 14, 1994; and as amended under Article 5 of the Warrant of the Annual Town Meeting of April 10, 1995, relating to the Fiscal Year 1995 Municipal Budget, as follows, and to see what sum the Town will raise by borrowing or transferring from available funds, or otherwise and appropriate as a result of any, such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Board of Selectmen ARTICLE 5 To see if the Town will vote to amend the votes taken under Article 14 of the Warrant of the Annual Town Meeting of April 1.0, 1995, relating to the Fiscal Year 1996 Municipal Budget , and to see what sum the Town will raise by borrowing or transferring from available `ands, or otherwise and appropriate as result of any such amended votes for the operation of the Town and its gov.;rrment, or take any other action with respect thereto. Board of Selectmen ARTICLE 6 To see what sum the Town will raise by borrowing, or from the tax levy, or transfer from available funds, or otherwise, and appropriate for the purpose of developing plans, specifications, and all other things required for the closure of the former Reading landfill site on Walkers Brook Drive on property known as plat 57 lots 20-26 and plat 68 lots 7 and 8 on the Tax Assessors' map, such appropriation to include all planning, engineering, testing, and other preparation costs required to complete the purpose of this article, all moneys to be expended under the direction of the Board of Selectmen or take any other action with respect thereto. Board of Selectmen and.youu are directed to serve this Warrant by posting an attested copy thereof in at least one public place in each precinct of the Town not less than fourteen (14) days prier to June 19, 1995 the date set for the meeting in said Warrant, and to publish this Warrant in a newspaper published in the Town, or by mailing an attested copy of said Warrant to each Town M=eeting Member at least fourteen (14) days prior to the tine of holding said meeting. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. given under our hands this 23rd day of May, 1995. A tr, Ue copy.: Attest: Catherine A. Quimby Town Clerk Signature of Daniel A. Ensminger, Chg Sally Ntoyt, Vice Cha -6amill6-W. Anthony, ec eorge V. retaiy L Hines /truce MacDonal SELECTIVff,:N OF READING COMMONWEALTH OF MASSACHJSETTS Middlesex, ss. Officer's Return, Reading: By virtue of this Warrant, I on May 26, 1995 , notified and warned the inhabitants of the Town of Reading, qualified to vote on town affairs, to meet at the place and at the time specified by posting attested copies of this Special Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Registry of Motor Vehicles, 275, Salem Street Precinct 3 Reading Police Station, 67 Pleasant Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Town Hall, 16 Lowell Street Precinct 6 Alice M. Barrows School, 16 Edgemont Avenue Precinct 7 Reading Library, Local History Room, 64 Middlesex Avenue Precinct 8 Arthur W. Coolidge Middle School, 89 Birch Meadow Drive The date of posting being not less than fourteen (14) days prior to June 19, 1995 the date set for this Special Town Meeting. I also caused an attested copy of this warrant to be published in the Reading Chronicle in the issue of May 30, 1995. -1- A true copy. Attest: Catherine A. Quimby, 'T'own Clerk SPECIAL TOWN MEETING Reading Memorial High School June 19, 1995 The meeting was called to order by the Moderator, Paul C. Dustin, at 7:40 p.m., there being a quorum present. The Invocation was given by Reverend Alan Bond, First Congregational Church followed by the Pledge of Allegiance to the Flag. The Warrant was partially read by the Town Clerk, Catherine A. Quimby, when on motion by Daniel A. Ensminger, it was voted to dispense with further reading of Warrant except for the Officer's Return, which was read by the Town Clerk. ARTICLE 1 - Robert J. Nordstrand, Chairman, Board of Assessors, offered the following report which was accepted as a Report of Progress: This is in response to the instructional motion by Anthony L. Rickley passed at the adjourned Annual Town Meeting April 27, 1995, requesting that the Board of Assessors "examine and appraise the value of the Old Municipal Light Department Building - 25 Haven Street." In response to this request, the assessors have examined available data and on June 13, 1995, we voted to establish an assessment for the above property of $400,000 as of January 1, 1995. The assessors hasten to point out that the best evidence of the value of this property will probably be the price at which it eventually sells, assuming it is widely and appropriately marketed. ARTICLE 3 - On motion by Camille W. Anthony, Precinct 5, it was voted to Table Article 3. ARTICLE 4 - On motion by Stephen J. Blewitt, Precinct 6, and Chairman of the Finance Committee, it was voted to amend the votes taken under Article 26 of the Warrant of the Annual Town Meeting of April 11, 1994, as amended under Article 4 of the Warrant of the Special Town Meeting of November 14, 1994 , and as amended under Article 5 of the Warrant of the Annual Town Meeting of April 10, 1995, relating to the Fiscal Year 1995 Municipal Budget, and to transfer from available funds and appropriate in accordance with the following schedule for the operation of the Town and its government: Increase(Decrease) J-1 Schools Source of funding: Free Cash M-1 Water Personal Services 250,000 34,000 New Balance 16,850,893 516,991 M-2 Water Non- (34,000) 882,973 Personal Expense 32 Matthew Cummings, Precinct 8, Chairman of the School Committee, offered the following remarks: Mr. Moderator, Town Meeting Members: We are gathered here tonight because the School Committee petitioned the Board of Selectmen for a Special Town Meeting to increase the appropriation for Schools for FY95. The current projection is that the School District needs an additional $250,000 to close FY95 balanced. In a few moments, I will explain, as best I. can how we came to be in this position so late in the Fiscal Year; what line items in particular are underfunded, where the process broke down in coming to this shortfall conclusion so late by the School Department and School Committee; how the School Committee is addressing those issues and the result of not appropriating the funds needed. But first, let me say upfront that the School Committee considers this shortfall problem quite serious. We have identified many areas in fiscal management that need improvement - but we are ultimately responsible - and accept that responsibility. This acceptance of responsibility has dictated how we have approached the problems and solutions. We have not identified the problem in a vacuum - by that, I mean we have not looked at the problem as overexpending or being underfunded by $250,000. Certainly that is a problem, but rather we have looked at a number of areas of concern, methods of operation, communications and budget management all over which gave rise to the shortfall. In addition, we have consulted with the Finance Committee and Board of Selectmen, and have included their suggestions in our proposed solutions. We are here to inform you of the problem, request an appropriation to address the shortfall, and outline changes in policies and procedures that will address the larger problems associated with the shortfall. What you have been provided with is a copy of broad areas of concern and proposed solutions. We have, in addition, drawn up more detailed policies and procedures that amplify the broader areas. In fact, internally, we have already begun the implementation of the changes in policy. Mr. Cummings offered the following information to Town Meeting: BASIS FOR FISCAL 1995 SCHOOL BUDGET SHORTFALL WHAT HAPPENED • Fiscal 1995 bottom line budget as adopted in April, 1994 and amended in November, 1994, could not support pattern of expenditures entered into in September, 1994. • Bottom line over expenditure: Approximately $250,000, or a 1.5% increase over current budget. 33 HO`J1I THE BUDGET SHORTFALL HAPPENED • Unlike in past years, major expenditures over budget were too great to be handled within the school budget. Funds normally expected to be used are: • unallocated funds initially in the budget for new positions and raises • savings such as those from teacher turnovers • transfers from revolving funds such as the Rise, Athletics, Cafeteria, and Use of Property Funds • transfers within the school budget from areas over budget REASONS WHY THE NORMAL METHODS FAILED: • FY 1995 budget was not adjusted throughout the year to reflect changes in staffing and updated expense forecasts in building maintenance, special needs and permanent substitutes. • Large sums were left unallocated in the budget, giving a false sense of an ability to cover line item shortfalls. • Over expended line items were allowed to go unaddressed. • Department heads' responsibility for budgets was not clearly defined. The twelve departments within the School Department are: 7 Schools (Principals are dept. heads), Athletics, Cafeteria, Special Needs, Central Office, and Building Maintenance. EXAMPLES OF EXPENDITURES EXCEEDING BUDGET ALLOCATIONS SPECIAL EDUCATION ($197,000) 1. School transportation of special needs students $86,000 2. Tuitions of special needs students 46,000 3. Physical therapy of special needs students 40,000 4. SEEM assessment and SPED computers 15 000 5. Independent psychological examinations 10,000 34 BUILDING MAINTENANCE ($42,000) 1. Seaming Birch Meadow School roof 20,000 2. Water and Sewer Bills 12,000 3. Door Replacement 90,000 ADMINISTRATION ($25,000) 1. Tuition reimbursements 92,000 2. Contracted Services (Labor Counsel, Search Comm. Advertising) 132,000 SALARIES (Approximately $'905,000) 1. Permanent Substitutes (Approx. 10 Maternity leaves) 40,000 2. Bldg. Maint. (not properly budgeted vis-a-vis end of FY 1994) 30,000 1 3. Other Staff (not properly budgeted vis-a-vis September reality) 35,000 TOTAL OF MAJOR ITEMS $369,000 OFFSETS OF SAVINGS & UNALL OCA TED FUNDS - 9 99, 000 TOTAL SHORTFALL 250,000 PROPOSED PLAN TO ADDRESS PROBLEM Entire budget adopted by Town Meeting to be broken down into specific budgeted areas. . Transfers of funds between accounts to be done in September and monthly thereafter to accurately reflect staffing levels and unbudgeted items. + No staff which have not been included in the budget are to be employed without the expressed consent of School Committee. Exceptions are those needed to carry out emergency Individual Educational Plans (IEP's). 35 • Department Heads and Principals of Schools to check status of appropriations monthly for problems, and to notify Superintendent of any problems and/or negative items. • Shortfalls will require the Superintendent to place items from a prioritized list on hold, pending School Committee decisions on a course of action Problem items to include such areas as : IEP's, turnovers and staff re- placements, budgetary coding areas, and unforeseen and discretionary building maintenance. • Department Heads and Principals will be accountable for budgets. • School Committee, Finance Committee, and Town Manager to be presented monthly budget projections to year end. School Committee will meet with Finance Committee to review these. • Direct communication between the Finance and Accounting Departments, and the Schools, the Administration, and the School Committee is to be .implemented. • The budget agreements between the Reading Board of Selectmen and the Reading School Committee, adopted for five years as of July, 1991, will be fully implemented. • Prior to the Annual and Subsequent Town Meeting, the School Committee will review with the Finance Committee transfers of major funds from one budget to another. WHAT WILL HAPPEN IF WE DON'T TRANSFER THE FUNDS AT TOWN MEETING 1. Bills for services rendered which- are being held and bills committed, but not yet submitted for payment (approximately $215,000), will not be able to be paid in Fiscal 1995. 2. The School Department will furlough all employees (administration and other non-teachers) for the remainder of the Fiscal Year and not pay salaries. (approximately $35,000). Teachers will not be affected, either because they have been paid for the summer already, or the funds will be encumbered for summer pay. 3. The Town cannot pay vendors for services rendered until another special - town meeting. (Chapter 44 Section 63 of the General Laws). Therefore, these bills held will not be able to be paid out of the Fiscal 1996 school budget. 4. When vendors and/or employees are not paid for services rendered, legal action could ensue. Court orders are required to be paid by the Town. 36 During one hour of discussion, approximately twenty Town Meeting Members asked for clarification of various aspects of the School Budget shortfall. Special education cost; new programs; need for a business manager; building maintenance; process and communication at all levels within the School Department and with the municipal side of government were discussed. The 1991 Five Year Agreement between the Board of Selectmen and the School Committee was also discussed. This agreement outlined the Finance. Department assuming the responsibility of payroll, accounts payable and benefits management. The issue of merging the school and town maintenance function as called for in the 1991 budget agreement, but never implemented, was also discussed. The Town's free cash projections were questioned. It was reported by the Town Manager that the Town expects to realize an additional one million dollars in free cash by the end of the current fiscal year. This is due primarily to an increase in back taxes collected; an increase in excise revenue and an increase in interest earned on the general fund revenue. ARTICLE 5 - On motion by Camille W. Anthony, Precinct 5, it was voted to Table Article 5. Mrs. Anthony explained that this article was included on the Warrant in the event that the Finance Committee would need to recommend amendments to the FYI 996 budget related to action under Article 4. The Finance Committee has unanimously recommended that this article be tabled. Any required amendments to the FY1996 budget will be taken up at the Subsequent Town Meeting in November. ARTICLE 6 - On motion by Daniel A. Ensminger, it was voted to Table Article 6. Mr. Ensminger explained that the state supplemental budget has been adopted by both houses of the legislature, and awaits the Governor's signature. The supplemental budget has a sum of money for reimbursement of a portion of the RESCO pass-through costs. It is estimated that Reading's share of those funds will be approximately $190,000. This will be adequate for the Town to start on the closure and capping design work for the landfill. Since the supplemental budget has not yet been signed, the funds are not yet technically available. This article will be brought back to the Subsequent Town Meeting. In the meantime, staff will proceed to prepare the necessary RFP's. ARTICLE 2 - On motion by Daniel A. Ensminger, it was voted to take Article 2 off the Table. Robert Lynch, Precinct 6, requested "Point of Personal Privilege." He questioned how the assessor's appraisal on the Reading Municipal Light Department's Haven Street property would effect Town Meeting vote under Article 17 of the Annual Town Meeting. Philip Pacino, Precinct 4, Chairman of the Haven Street Task Force, advised Town Meeting that they had received one bid and it was being reviewed to see if it qualified- In response to further questions as to the professional appraisal of $450,000 and our assessor's appraisal of 400,000, Mr. Nordstrand simply responded "We do not agree with them." 37 On motion by Daniel A. Ensminger, it was voted that Article 2 be laid on the Table. On motion by Daniel A. Ensminger, it was voted that this Special Town Meeting stand adjourned sine die. Meeting adjourned at 9:00 p.m. 154 Town Meeting Members were present. L A . ) ti true copy. Attest: s -erine A. Quimby Town Clerk 38 SPECIAL TOWN MEETING (Seal) COMMONWEALTH OF MASSACHUSETTS June 19, 1995 1- Middlesex, ss. To any of the constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the Reading Memorial High School Auditorium, 62 Oakland Road, in said Reading on June 19, 1995 at eight-thirty o'clock in the evening, at which time and place the following article to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To see what sum the Town will raise by borrowing, whether in anticipation of reimbursement from the State under Chapter 44, Section 6, Massachusetts General Laws, or pursuant to any other enabling authority or from the tax levy, or transfer from available funds, or otherwise, for highway projects in accordance with Chapter 90, Massachusetts General Laws, or take any other action with respect thereto. Board of Selectmen and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to the June 19, 1995 date and time set for the meeting in said Warrant, and to publish this Warrant in a newspaper published in the Town, or by mailing an attested copy of said Warrant to each Town Meeting Member at least fourteen (14) days prior to the time of holding said meeting. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this fifth day of June, 1995. A true copy. Attest: 0Gww~_~ Catherine A. Quimby Town Clerk Daniel A. Ensminger, Chairman /Sally M. oyt, Vice.E ai Signature of Constable Anthony, Secretary George V. Hires Bruce MacDoold SELECTMEN OF READING COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Reading: By virtue of this Warrant, I on June 5, 1995, notified and warned the inhabitants of the Town of Reading, qualified to vote on town affairs, to meet at the place and at the time specified by posting attested copies of this Special Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Registry of Motor Vehicles, 275 Salem Street Precinct 3 Reading Police Station, 67 Pleasant Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Town Hall, 16 Lowell Street Precinct 6 Alice M. Barrows School, 16 Edgemont Avenue Precinct 7 Reading Library, Local History Room, 64 Middlesex Avenue Precinct 8 Arthur W. Coolidge Middle School, 89 Birch Meadow Drive The date of posting being not less than fourteen (14) days prior to June 19, 1995, at 8:30 p.m., the time and date set for this Special Town Meeting. Thomas H. Freeman, Constable A true copy. Attest: Catherine A. Quimby, Town Clerk SPECIAL TOWN MEETING Reading Memorial High School . June 19, 1995 The meeting was called to order by the Moderator, Paul C. Dustin, at 9:01 p.m., there being a quorum present. The Warrant was partially read by the Town Clerk, Catherine A. Quimby, when on motion of Daniel A. Ensminger, it was voted to dispense with further reading of Warrant except for the Officer's Return, which was read by the Town Clerk. ARTICLE 1 - On motion by Daniel A. Ensminger, Precinct 7, it was voted to raise by borrowing in anticipation of reimbursement from the State under Chapter 44, Section 6, Massachusetts General Laws, the sum of $437,855 for highway projects, in accordance with Chapter 90, Massachusetts General Laws. Mr. Ensminger explained one particular project that is to be funded from FY1996 Chapter 90 funds, and which residents strongly support, is the reconstruction of Upper Pearl Street from Franklin to Main Street. The plans are drawn and ready to bid. The state has not certified the FY1996 Chapter 90 funds as "available" but they will be certified in August - the funds are already appropriated. It is the Town's intention to have this project ready to go to construction when we get the state certification. In order to avoid a Special Town Meeting in August, we are requesting that Town Meeting approve a debt authorization for the amount of our Chapter 90 authorization, $437,855, with the commitment that the debt will never be sold - the debt authorization automatically extinguishes when the state certifies the availability of funds. If the funds are not certified (they have already been appropriated by the legislature), the projects would not move forward unless Town Meeting makes further authorization at a later date. On motion by Daniel A. Ensminger, it was voted that this Special Town Meeting stand adjourned sine die. Meeting adjourned at 9:05 p.m.. 154 Town Meeting Members were present. A true copy. Attest: Catherine A. Quimby Town Clerk 39