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HomeMy WebLinkAbout2009-04-27 Annual Town Meeting Warrant ReportANNUAL TOWN MEETING APRIL 27, 2009 TABLE OF CONTENTS Title Sponsor Page # Article 1 Election Board of Selectmen 1 2 Reports Board of Selectmen 2 3 Instructions Board of Selectmen 2 4 Amend Capital Improvements Program FY 2009 - FY 2018 Board of Selectmen 2,3 5 Amend the FY 2009 Budget Finance Committee 3 -5 6 Approve Payment of Prior Year's Bills Board of Selectmen 6 7 Approve FY 2010 - FY 2019 Capital Improvements Program Board of Selectmen 6,7 8 Approving Chapter 90 Funds Board of Selectmen 7 9 Authorize the Disposition of Surplus Tangible Property Board of Selectmen 7,8 10 Requesting Funding for Designing a Cemetery Garage Board of Cemetery Trustees 8 11 Revolving Funds Board of Selectmen 9,10 12 Establishing Stabilization Fund for Sick Leave and Vacation Leave Buyback for Municipal Employees Board of Selectmen 10,11 13 Transfer Funds from MTBE Legal Settlement to Water Fund Board of Selectmen 11 14 Approving FY 2010 Budget Finance Committee 12 15 Debt Authorization — Energy and Water Conservation Improvements to Public Buildings School Committee 12,13 16 Amending Section 3.1 of General Bylaws allowing the Board of Selectmen to accept minor conveyances of land Board of Selectmen 13,14 Article Title Sponsor 17 Bylaw Outlawing the use of Marijuana on Board of Selectmen 14,15 public property and in public buildings 18 Zoning Amendment to Reduce Required CPDC 15,16 Setback in Commercial Districts on South Main Street to 50 feet 19 Zoning Amendment re: Drive Thru in PUD CPDC 16 20 Declaring Seats of Certain Town Meeting Board of Selectmen 16,17 Members Vacant APPENDIX Fiscal Year 2010 Budget Yellow Pages 20-130 Fiscal 2010 - 2019 Capital Improvements Blue Pages 131-158 Program Conduct of Town Meeting 159-165 TOWN WARRANT (Seal) COMMONWEALTH OF MASSACHUSETTS 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 the Presidential Primary and Local Elections and Town affairs, to meet in the following place designated for the eight precincts in said Town, namely: Precincts 1, 2, 3, 4, 5, 6, 7 and 8 RMHS Hawkes Field House, Oakland Road TUESDAY, the SEVENTH DAY OF APRIL, A.D., 2009 from 7:00 a.m. to 8:00 p.m. to act on the following Articles, viz: ARTICLE I To elect by ballot the following Town Officers: A Moderator for one year; One member of the Board of Selectmen for three years; One member of the Board of Assessors for three years; Two members of the Board of Library Trustees for three years; Two members of the Municipal Light Board for three years; Two members of the School Committee for three years; and Sixty five Town Meeting Members shall be elected to represent each of the following precincts: Precinct 1 Eight members for three years; Precinct 2 Eight members for three years; one member for one year; Precinct 3 Eight members for three years; Precinct 4 Eight members for three years; Precinct 5 Eight members for three years; Precinct 6 Eight members for three years; Precinct 7 Eight members for three years; and Precinct 8 Eight members for three years. . QUESTION 1 Shall the Board of Selectmen be granted the authority to issue licenses for the sale of all alcohol beverages to be consumed on the premises to restaurants with a seating capacity of less than 100 persons? Yes is Summary. Currently, the Board of Selectmen may only issue an all alcohol beverage license to a restaurant that has a seating capacity of not less than 100 persons. An affirmative vote under this question would permit the Board to issue all alcoholic beverage licenses to those restaurants that do not meet the minimum seating capacity for 100 patrons. The Board believes that such a reduction will benefit smaller restaurants in Town. The license will be subject to rules and regulations established by the Board of Selectmen as well as all other i. provisions of Massachusetts General Laws, Chapter 138. Approval of this measure will not change the total number of restaurant licenses (all alcoholic or wine and malt) that can be issued in the Town. and to meet at the Reading Memorial High School, 62 Oakland Road, in said Reading on MONDAY, the TWENTY-SEVENTH DAY OF APRIL A.D., 2009 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 2 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 Official, Board or Special Committee. Board of Selectmen Background: This Article appears on the Warrant for all Town Meetings. At this Annual Town Meeting, the following report(s) are anticipated: + State of the Town — by the Chairman of the Board of Selectmen. * Review Reading's potential participation as a "Green Community" pursuant to the Green Communities Act. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 3 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 vote to appropriate by borrowing or transfer from available funds, or otherwise, 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 Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be "warned" as to the subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 4 To see if the Town will vote to amend the FY 2009 - FY 2018 Capital Improvements 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 2 Back-ground: This Article is included in every Town Meeting Warrant. Town Bylaw prohibits Town Meeting from approving any Capital Expenditure unless the project is included in the Capital Improvements Program (CIP). The following changes are needed for FY 2009 in the current CIP: Thermal Imaging — Add $6,000 in FY09, and delete $30,000 in future years in the CIP. This $6,000 represents the local share with the remainder of the cost being covered by a grant awarded to the Town. Municipal Building Improvements — Add $15,000 in roofs for gutter and related work at the West Side Fire Station, and add $10,000 in flooring for replacement carpeting at the Reading Public Library. There is a surplus of about $15,000 in other municipal building capital projects, and perhaps a bit more which would allow some or all of these two projects to be funded by previous capital appropriations. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. This Article allows capital requests to be available for funding in a later Article at this Town Meeting. A 10 year balanced capital plan is a prudent fiscal tool that facilitates long range planning and project prioritization. The balanced plan provides the maximum amount the Town can fund each year and stay within the FINCOM guide lined amount. Bylaw Committee Report No report. ARTICLE 5 To see if the Town will vote to amend one or more of the votes taken under Article 11 of the Warrant of the Annual Town Meeting of April 28, 2008, as amended under Article 4 of the November 10, 2008 Subsequent Town Meeting; and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, as the result of any such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee Background: The following budget amendments are proposed for the FY 2009 Budget: General Fund — Wages and Expenses Account Line Description Decrease Increase B99 Benefits — Expenses $137,980 • Health Insurance o Enrollment $100,000 o Muni Gov't $ 37,980 (FF $15,970, Tech. $8,250; Libr. $6,680, Comm Svc $7,080) Mi Accounting — Wages $ 2,000 I I • Overtime 3 Account Line Description Decrease Increase N15 Finance - Wages $40,964 $750,000 • Technician $20,620 T8 • Overtime $10,000 $ 3,000 • Elections - Grant $10,344 N16 Finance - Expenses $15,344 • Elections - Grant $10,344 • Tech. Virtualization $5,000 Pi Library - Wages $32,700 • Technician position $16,700 • Other $16,000 P2 Library - Expenses $10,800 • Materials Q7 Town Manager's. Office - Expenses $ 1,000 • Retreat R14 Community Services - Wages $10,200 • Eliminated positions -$17,700 • Sick/Vac. Buyback +$7,500 S16 Public Works - Expenses $12,000 • Street Liqhtinq S17 Public Works - Expenses $57,000 • Rubbish S19 Public Works - Wages $ 5,000 • Sick/vac. Buyback +$10,000 • DPW positions - $15,000 S20 Public Works - Expenses • Highway Equipment repairs, $85,000 parts and maintenance T7 Public Safety - Wages $105,800 • Police optional train. $4,000 • Police s/v buyback $37,000 • Police positions $40,000 40 Fire positions $24,800 Subtotals $392,644 $123,144 Net Operating Expense $269,500 Reductions and Transfers Account Line Description Decrease Increase S18 Public Works - Expenses $750,000 • Snow & Ice Control (estimate) T8 Public Safety - Expenses $ 3,000 • Police Academy (reimbursed by new Officers into the general fund) N16 Finance — Expenses Decrease $ 50,000 0 FINCOM Reserve Fund Fire Capital — Local share of Thermal Imaging Grant $347,625 $6,000 Subtotals Subtotals $803,000 $6,000 Net from Operating Transfers and Net from Operating Transfers and Available Funds (Free Cash) $803,000 $6,000 Available Funds (Free Cash) Net Reduction in Operating Budget A0propriations: Water Sewer $347,625 $234,651 Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. Bylaw Committee Report: No report. Capital Account Line Description Decrease Increase C99 Fire Capital — Local share of Thermal Imaging Grant $347,625 $6,000 X5 Subtotals $234,651 $6,000 Net from Operating Transfers and Available Funds (Free Cash) $582,276 $6,000 Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. Bylaw Committee Report: 'No report. Enterprise Funds Account Line Description Decrease Increase W5 Expenses in Lines M1 through S20 $347,625 X5 Expenses in Lines M1 through S20 $234,651 Subtotals $582,276 Net Reduction in Operating Budget A0propriations: Water Sewer $347,625 $234,651 Finance Committee Report: The Finance Committee will see this information for the first time at their April 15, 2009 meeting. At the November 2008 Town Meeting, funds were added to several general fund budgets to reflect a new accounting requirement by the Massachusetts Department of Revenue. In order to complete this change, the exact same amount of funds must now be removed from the Enterprise Fund Budgets. As in the November action taken by Town Meeting, no additional funds are spent or moved within the budgets — this is simply a new accounting requirement. The FY10 Budget as presented will fully comply with these requirements. Bylaw Committee Report: No report. ARTICLE 6 To see if the Town will vote to .authorize the payment during Fiscal Year 2009 of bills remaining unpaid for previous fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Board of Selectmen Background: Dennis K. Burke, Inc. submitted three invoices in FY09 for adjustments to FY08 invoices in the DPW for materials purchased due to their own mistakes. The Town is responsible to pay the adjustments which total $9,277.34. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. Bylaw Committee Report: No report. ARTICLE 7 To see if the Town will vote to approve the FY 2010 — FY 2019 Capital Improvements Program as provided for in Section 7-7 of the Reading Home Rule Charter, or take any other action with respect thereto. Board of Selectmen Background: Recent CIP's have shown near-term requests in excess- of the anticipated annual funding available. This was done purposefully and in several past years, Town Meeting has been in a position to approve additional capital spending at the Subsequent Town Meeting in November due to strong levels of reserves. In light of the global economic conditions, we do not foresee any reasonable opportunity to utilize free cash mid-year for capital improvements for at least two years. As a result, significant amounts of capital in every department have been moved further,out on the CIP so that the near term plan is balanced to what funds are available at Annual Town Meeting only. As we await the findings and recommendations of Performance Contracting, another change to the CIP is that all -energy-related capital items have been pushed out to FY 2011 and beyond. This does not suggest any lack of priority for these items — in fact, we hope to accomplish a significant portion of this work in FY10 if Performance Contracting goes forward. Some or all of these items will be financed with energy savings so until we have a firm financial and operational plan, we show energy-related items in future years only. The proposed CIP reflects some of the following major changes: Thermal Imaging — Deleted $30,000 from capital plan; request $6,000 as part of the FY09 budget amendments. This would represent the local share with the remainder of the cost being covered by a grant awarded to the Town. Public Safety Radios — Increased the scope of work and estimated cost in 2010 from $180,000 to $311 000. Some details are a matter of security but the scope has been expanded to include key communications equipment throughout the Town, in addition to the hand-held units for Fire and Police. DPW Truck #3 — Cost reduced by $200 to $97,000. A9 Sidewalks/Curbs — Allocation reduced from $50,000 to $25,000. Assessors' Financial System — Added to the CIP at the request of the Board of Assessors in FY1 2 for approximately $100,000. Please see the Blue Pages in the Appendix of this report for the details of the FY 2010 - FY 2019 Capital Improvements Program and Debt Service schedule. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 0-0-8 at their March 25, 2009 meeting. The votes to abstain reflect additional requests from the School Committee, and the uncertainty about a final list of FY1 0 proposed capital on that date. Bylaw Committee Report: No report. ARTICLE 8 To see what sum the Town will vote to appropriate 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 Background: The purpose of this Article is to make Chapter 90 funds for road improvements available to the Town. The Article authorizes debt in anticipation of receipt of the grant but the Town has never sold debt for these projects. The funds will not be borrowed but authorizing the borrowing allows the community to plan for projects with certainty that they will be funded. The FY 2010 Chapter 90 allocation is $446,097. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. This is a routine method of authorizing the receipt and application of Chapter 90 funds. In the event Chapter 90 funds are not received, the projects would require alternative funding sources outside the scope of this Article. Bylaw Committee Report: No report. ARTICLE 9 To see if the Town will vote to authorize the Board of Selectmen to sell, or exchange, or dispose of, upon such terms and conditions as they may determine, various items of Town tangible property, or take any other action with respect thereto. Board of Selectmen Background: The following list of intangible property with a value in excess of $5,000 is proposed for disposition under this Article. Between now and Town Meeting, there may be additional items added to the list. Department Equipment Fire 1997 Chevrolet Blazer DPW 1995 International sewer jetter 1995 International dump truck/sander 1997 Ford F350 pickup truck Police 2 Ford Crown Victoria police cars Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. This would authorize the disposal of six aging vehicles. Bylaw Committee Report: No report. ARTICLE 10 To see if the Town will vote to transfer the sum of One Hundred and Twenty Five Thousand Dollars ($125,000) from the sale of real estate fund for the purpose of designing a building or buildings to replace the present service building in the Laurel Hill Cemetery including but not limited to design specifications, test borings, surveying and any other items incidental thereto, said funds to be expended by and under the direction of the Town Manager, and that the Town Treasurer be and hereby is authorized and instructed to transfer said sum to carry out the purpose of this vote, or take any other action with respect thereto. Board of Cemetery Trustees Background: When the present service building was built in 1920, Laurel Hill was Reading's only cemetery, and the work was done by pick and shovel until 1965 when the last addition was built, then Reading had just two cemeteries and much of the work was still done by pick and shovel. Today, Reading has four cemeteries with the work being done by a crew of four full- time and two seasonal employees equipped with power mowers and a backhoe. Because of the size of this and other equipment, it cannot be stored in the present building in an efficient manner, ,. and is difficult for the employees to access it. At 25 acres and the most labor intensive of the four cemeteries, the Trustees feel that a new service building or buildings should be built on the present Laurel Hill location and not combined into the DPW site at New Crossing Road. Finance Committee Report: The Finance Committee does not recommend the subject matter of this Article by a vote of 0-6-2 at the meeting of March 25, 2009. The committee acknowledged the need for the project and is concerned about the safety issues raised but given the knowledge that in the current economic climate the funding for the construction of the facility ty is not available, and that the Board of selectmen has not made a decision on the actual siting of the facility, it seems premature to approve funding for design. Bylaw Committee Report: No report. Board of Cemetery Trustees Report: No report. L1 ARTICLE 11 To see if the Town will vote to authorize revolving funds for certain Town Departments under Massachusetts General Laws, Chapter 44, Section 53E 1/2 for the fiscal year beginning July 1, 2009 with the receipts, as specified, credited to each fund, the purposes, as listed, for which each fund may be spent, the maximum amount that may be spent from each fund for the fiscal year, and the disposition of the balance of each fund at fiscal vpar end Revolving Spending Revenue Allowed Expenditure Year End Account Authority Source Limits Balance -Expenses Consulting and engineering Fees As provided services for the for in Reading review of designs $25,000 Conservation General Bylaws and engineering Available Commission Section 5.7, work for the for Consulting Conservation Wetlands protection of expenditure Fees Commission Protection wetlands. next year Legal, oversight and inspection, plan review, initial property appraisals and appeals, Community Services general Building management, $125,672 Plumbing, Wiring, landfill monitoring Gas and other costs, curb permits for the sidewalks and Walkers Brook pedestrian safety Crossing, improvements, Available Inspection Archstone and records archiving for Revolving Town Johnson Woods and other project expenditure Fund Manager developments related costs. next year Vaccines, materials for screening clinics and clinical supply costs, medical equipment and $25,000 supplies, Available Public Health Clinic fees and immunizations, for Clinics and Board of third party educational expenditure Services Health reimbursements materials next year Acquire Library Available Library Library Charges for lost materials to replace $15000 for Materials Director and or damaged lost or damaged , expenditure Replacement Trustees Library materials items next ear Utilities and all Available Mattera other maintenance $10000 for Cabin Recreation and operating , expenditure Operating Administrator Rental Fees expenses next year or take any other action with respect thereto. 601 Board of Selectmen Background: These are revolving funds that will require annual renewal at the Annual Town Meeting. • Conservation Consulting Revolving Fund - There was no activity in the Conservation Consulting Revolving Fund during Fiscal Year 2008. The balance remains at zero. The Conservation Commission voted unanimously to support Article 10 of the Warrant, reauthorizing the revolving fund in the amount of $25,000. Inspections Revolving Fund - Beginning in 2004, Town Meeting approved the inspections revolving funds as a way to deposit building and other permit fees, and to use them directly for purposes of plan review, inspections, legal expenses, initial property value appraisal and appeals, and general management of the Community Services operations related to three developments as well as for the construction of curbs, sidewalks and pedestrian safety improvements. The balance available for the FY 2010 year is $125,672 which would be the total expense to be authorized. Health Clinic Revolving Fund - The Reading -Health Division contracts for third party payments for a number of immunizations. The funds are used to augment the influenza vaccine supply from the State Department of Public Health to insure vaccine for the homebound clients and first responders. The Reading Health Division also uses these funds for meningitis prevention vaccine for adolescents and materials for cholesterol, glucose and tuberculosis screening clinics. Clinic client fees are also deposited into this fund to offset vaccine and clinical supply costs. The necessary amounts used for clinic vaccine, supplies and staff salaries related to the clinics each year directly from the revolving fund is approximately $25,000. • Library Materials ' -During the course of a year, the Library recovers funds from patrons who have lost or damaged books or other materials. Currently, those funds go into the Town's General Fund and at the end of the year, go into Free Cash. The adoption of this Article will allow those funds recovered from patrons to be available directly to the Library to purchase replacement materials. Maftera Cabin - The log cabin on the Mattera Conservation land was purchased a couple of years ago. The Town has developed a program of improvements to the cabin, and is working on programming its use. Some of the use is anticipated to be revenue generating, and it is anticipated that over time the site would generate enough funding to pay the operating costs of the cabin - primarily utilities. This Article would allow those revenues to be used directly for the operating expenses of the cabin. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 8-0-0 at their March 25, 2009 meeting. Bylaw Committee Report: No report. ARTICLE 12 To see if the Town will vote to establish a stabilization fund, or take any other action with respect thereto. Board of Selectmen WE Background: In the various Town budgets, one will see from time to time funding for sick leave buy-back or vacation leave buy-back. As a result, the budgets may artificially fluctuate from year to year. The intent of this Article is to establish a stabilization fund and to pay those obligations from the stabilization fund as they occur. This will permit the Department Salary and Wage Budgets to track more effectively the routine annual requirements of the Department. In FY 2019, there are no anticipated retirements that require the payment of sick leave buy-back or vacation buy-back, and it is anticipated that the stabilization would be funded with $25,000 from Free Cash this year, and supplemented from year to year. As a matter of policy and collective bargaining process, sick leave buy-back is being phased out but that process could take upwards of 20 years. Finance Committee Report: The Finance Committee does not recommend the subject matter of this Article by a vote of 1-4-3 at their March 25, 2009 meeting. Bylaw Committee Report: No report. ARTICLE 13 To see what sum the Town will vote to transfer to the Water Enterprise Fund, sums of money received during FY 2009 and which may be received in subsequent years as a result of the settlement of the so-called MTBE litigation, or take any other action with respect thereto. Board of Selectmen Background: The Town has converted its entire water supply to utilizing the MWRA as its water source. Part of the reason for making that transition was to avoid future contamination issues that could render the local water supply incapable of meeting the Town's needs. Reading is well aware of that potential when a gasoline spill on 1-93 in 1992 closed the Town's wells for a period of time as a precaution to prevent contamination. Several years ago, the Town joined a class action suit against gasoline refiners for MTBE contamination to Town wells. Many of those cases have been settled, and the Town has received $709,987 to date. There will be more payments to come in the future, although the settlements to date represent the vast majority of expected payments. Because the Town has spent a great deal of money to buy into the MWRA for water supply, the intent is to utilize these legal settlement funds related to water supply contamination to help offset water rate increases over the next several years. The action under this Article will be to transfer these and future payments from this source into the water reserve account. Finance Committee Report: The Finance Committee recommends the subject matter of this Article by a vote of 5-0-3 at their March 25, 2009 meeting. If applied, this could potentially ease water rates charged to residents. Since these funds are not obligated to be applied to Water projects, there was discussion on whether the funds should be allowed to flow to Free Cash in order to be available for the general fund in future years, and then available for Operating or Capital challenges. For the abstaining votes, there was not sufficient information to draw conclusions. Bylaw Committee Report: No report. 11 ARTICLE 14 To see if the Town will vote to determine how much money the Town will appropriate by borrowing, or from the tax levy, or transfer from available funds, or otherwise, for the operation of the Town and its government for Fiscal Year 2010 beginning July 1, 2009, or take any other action with respect thereto. Finance Committee Back-ground: Please see the Yellow Pages in the Appendix of this report for the FY 2010 Budget. Finance Committee Report: The Finance Committee votes are reflected in the budget presentation material. Bylaw Committee Report: No report. ARTICLE 15 To see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of making energy and water conservation and similar improvements to Town owned properties, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the Superintendent of Schools and the Town Manager; and to see if the Town will authorize the School Committee, Board of Selectmen, Superintendent of Schools, Town Manager, or any other agency of the Town, to apply for a grant or grants, to be used to defray the cost of all, or any part of, said energy and water conservation improvements; and to authorize the Superintendent of Schools and/or the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article, or take any other action with respect thereto. School Committee Background: Reading Public Schools and the Town of Reading have launched an exciting new project to evaluate and then implement a set of comprehensive energy conservation measures in our municipal and school buildings. The Energy Savings Performance Contracting (ESPC) process, as set forth in Massachusetts General Laws Chapter 25A, Section 111, allows a municipality to partner with an Energy Services Company (ESCO) to evaluate, design and "construct" building infrastructure improvements to reduce energy and water consumption with construction costs paid for through the savings generated from the project. , The Subsequent Town Meeting in November 2008 approved an expenditure of no more than $120,000 for consulting services and an initial energy audit. The cost of the audit would only be paid if a project does not go forward. In response to a Request for Qualifications, seven leading national ESCOs submitted responses. In accordance with the state-mandated process, the evaluation resulted in the selection of NORESCO of Westborough, Massachusetts as the top rated firm to partner with Reading. The ESPC Project began with the technical energy audit of all fifteen town and school buildings. The audit process involved comprehensive measurement and analysis of building energy and water use. Teams of energy auditors utilized meters, monitors, data loggers, surveys and on-site inspection to determine how our buildings use energy and establish an energy consumption baseline. A team of engineers then evaluated and designed energy conservation measures that could be undertaken to reduce building energy consumption 12 from the baseline level. This team of energy engineers and specialists presented these alternatives to the Town. As this Warrant goes to print in advance of Town Meeting, Town staff is in the process of finalizing the highest priority measures that best meets the needs and objectives of the community. In addition, a variety of financing options are being evaluated, including seeking debt authorization for some (or all) of this project from Town Meeting through this Article. If the entire project is funded with debt through this Article, debt service will first be paid from energy savings. Any remaining debt service would be paid from the annual share of debt and capital.. Town staff is diligently monitoring Federal and State stimulus funding, to see if any (or all) of this project is eligible. In light of the volatile status of stimulus funding and of the financial markets, the widest possible set of financial tools is particularly important at this time. Once the project scope has been finalized, and Town Meeting has authorized debt (if and as needed), the ESCO, acting as general contractor, will design/build the infrastructure improvements over the course of one to two years, depending upon the number of measures selected. Reading's project team will approve the type or brand of equipment to be installed as well as sub-contractors used for installation who will also have to meet NORESCO's stringent qualification criteria. Reading's project team will meet weekly with NORESCO's construction management team during all phases of the project and key information will be communicated to Town officials and the general public through a blog including project schedules, tasks and timelines. Finance Committee Report: The Finance Committee abstained from taking an affirmative or negative position relative to the subject matter of this Article by a vote of 0 -0 -8 at the March 25, 2009 meeting. This position was taken due to the fact that final information on the project that would be proposed or what funding would be required was not available in time for an informed decision to be made by the Warrant publication deadline. The Finance Committee may revise this position when or if more pertinent information becomes available in time to take a vote. Bylaw Committee Report: No report. School Committee Report: No report. ARTICLE 16 To see if the Town will vote to amend the Town of Reading General Bylaws, Article 3, Section 3.1 Board of Selectmen, by adding a new section as follows: 3.1.2 Whenever a decision of Commission, Zoning Board of Appeals or conveyance of land, or any interest therein, Town for nominal consideration, the Board conveyance on behalf of the Town or take any other action with respect thereto. the Community Development and Planning Conservation Commission provides for the including but not limited to easements, to the of Selectmen is authorized to accept said Board of Selectmen Background: Town Counsel has recommended this bylaw which, in their experience, is common in many other communities. This bylaw would permit the Board of Selectmen to accept a conveyance of land, including easements, when the conveyance or easements are 13 for nominal consideration (less than $100.00 and when no appropriation is required) and they are part of the approval granted by any of the three regulatory bodies of the Town as part of their decision-making process. Usually these conveyances are for utility easements or similar conveyances. Finance Committee Report: No report. Bylaw Committee Report: The Bylaw Committee recommends the subject matter of this Article by a vote of 3-0-0. ARTICLE 17 To see if the Town will vote to adopt the following bylaw as Section 5.5.10 of the Reading General Bylaws: Section 5.5.10 - Public Consumption of Mariivana or TetrahYdrocannabinol No person shall smoke, ingest or otherwise use or consume marijuana or tetrahydrocannabinol (as defined in G.L. c. 94C, 1, as amended) while in or upon any street, sidewalk, public way, footway, passageway, stairs, bridge, park, playground, beach, recreation area, boat landing, public building, school house, school grounds, cemetery, parking lot or any area owned by or under the control of the Town; or in or upon any bus or other passenger conveyance operated by a common carrier, or in any place accessible to the public. This Bylaw may be enforced through any lawful means in law or in equity including but not limited to enforcement by criminal indictment or complaint pursuant to G.L. c. 40, §21, or by noncriminal disposition pursuant to G.L. c. 40, §21D, by the Board of Selectmen, the Town Manager, or their duly authorized agents or any Police Officer. The fine for violation of this bylaw shall be Three Hundred Dollars ($300.00) for each offense. Any penalty imposed under this bylaw shall be in addition to any civil penalty imposed under G.L. c. 94C, §32L, or take any other action with respect thereto. Board of Selectmen Background: In January 2009, Massachusetts General Law was changed to decriminalize the possession of less than one ounce of marijuana. The civil violation of possession is now $100.00. This Bylaw proposes to make consumption of marijuana in a public place a violation of Town Bylaw, and makes the violation an equal violation to the consumption of alcoholic beverages Section (5.5.6) with a fine of up to $300.00 in addition to the civil violation. Section 5.5.6 is shown below for Town Meeting Members information. The language proposed here is model language from the Attorney General's Office. 5.5.6 Consumption of Alcoholic Beverages No person shall consume any alcoholic beverages as defined in Chapter 138 of the General Laws while on, in or upon any public way, public parking lot or upon any vehicle on such way, lot or place. All alcoholic beverages being used in violation of this Bylaw shall be seized and safely held until final adjudication of the charges against the person or persons arrested or summoned before the Court, at which time they shall be returned to the person entitled to lawful possession. Finance Committee Report: No report. OVA Bylaw Committee Report: The Bylaw Committee recommends the subject matter of this Article by a vote of 3-0-0. ARTICLE 18 To see if the Town will vote to amend the Town of Reading Zoning By- Laws as follows: (words in italics denotes new language) To amend Section 5.1.2, Table of Dimensional Controls, to reduce the minimum front yard setback in the Business-A Zoning District from fifty (50) feet to fifteen (15) feet for one or two family dwellings, apartments, and other permitted principal uses; and I To amend Section 4.9.7.2.b so that the By-Law provision reads as follows: "The minimum front, side and rear yard requirements shall be the same as in the underlying districts except that the minimum front yard set-back may be as little as 30 feet if there is no parking in the front yard and except in the Business A district the front yard setback shall be fifteen (15) feet for one or two family dwellings, apartments, and other permitted principal uses", or take any other action with respect thereto. Community Planning and Development Commission Background: The 2005 Master Plan (Goal 3 of the Economic Development Chapter, Objective 3A and B of the Implementation Chapter) directed the Community Planning & Development Commission to develop a rezoning and streetscape beautification plan for South Main Street, particularly fagade and parking lot improvements and visually screening parking. CPDC has been working on draft Design Guidelines to accomplish this as Town Meeting Members saw from the display at the 2008 Subsequent Town Meeting. These objectives cannot be met because current zoning forces structures to be built 50' behind the front lot line. This results in forcing parking to the front of the lot, and leaves insufficient space for appropriate landscaping since most of the Business-A District along South Main Street (from Reading Plaza to South Street) is only 150 feet wide from the center line of Main Street. Article 18 proposes to reduce the minimum front yard setback in the Business-A District in order to implement the Master Plan's objective of improving the appearance of the facades and streetscape, to implement the Design Guidelines, and to provide an opportunity to locate parking in other parts of the lots in the Business-A District. This amendment is one component of the improvement strategy for South Main Street, from which other improvements can follow upon implementation. Without this amendment, parcels in Business-A (Wayside Bazaar, the former Getty Station, the former Frame Shop) may be redeveloped imminently with construction and site plans that do not meet the community's vision for improving the appearance of South Main Street. This amendment, if approved, applies only to the Business-A Zoning Districts, which are located along both sides of South. Main Street, two parcels of land on the east side of Main Street north of Salem Street (both are developed), and the commercial area on North Main Street at Franklin Street. Finance Committee Report: No report. Bylaw Committee Report: The Bylaw Committee recommends the subject matter of this Article by a vote of 3-0-0. 15 CPDC Report: Report was not available at time of printing and will be given at Town Meeting. ARTICLE 19 To see if the Town will vote to amend Paragraph a. of Section 4.9.7.2. of the Reading Zoning By -Laws, by inserting the parenthetical words "(other than financial institution and /or pharmacy drive -thru uses)" after the words "drive -thru uses," so that Paragraph a. of Section 4.9.7.2 reads as follows: a. Within a PUD -B Overlay District, any portion of land that is within the underlying Business A District or within 30 feet of the underlying Business A District zoning boundary line may be used for those various uses allowed within the underlying Business A District, excepting that Automotive Uses and enclosed storage as a primary use as listed in the Table of Uses in Section 4.2.2 (Table of Uses), and fast food restaurant or drive -thru uses (other than financial institution and /or pharmacy drive -thru uses) shall not be allowed. or take any other action with respect thereto. Community Planning and Development Commission Background: Town Meeting adopted a PUD -B Overlay District for property at 80 -100 Main Street in 2007. The Community Planning & Development Commission granted a Special Permit and Site Plan Review in accordance with the PUD -B in September, 2007. This Warrant Article is proposed at the request of the property owner to allow drive -thru pharmacies and drive -thru banks as potential tenants for the development. Any modifications to the approved site plan or changes to the approved development would have to be reviewed for approval by the Community Planning & Development Commission. Finance Committee Report: No report. Bylaw Committee Report: The Bylaw Committee recommends the subject matter of this Article by a vote of 3 -0 -0. CPDC Report: Report was not available at time of printing and will be given at Town Meeting. ARTICLE 20 To see if the Town will vote, pursuant to Section 2 -6 of the Reading Home Rule Charter, to declare the seats of certain Town Meeting Members to be vacant and remove certain described persons from their position as Town Meeting Members for failure to take the oath of office within 30 days following the notice of election or for failure to attend one half or more of the Town Meeting sessions during the previous year, or take any other action with respect thereto: Precinct 1 Mark L. Dockser Jane M. Spano Precinct 2 Mary Frances Grimmer George A. Snow 10 Precinct 3 David A. Craven Albert Garbarino Catherine L. Martin John Michael O'Leary Kathleen M. Tibbetts Precinct 4 Paul J. Baratta Precinct 5 Frederick S. Shaffer Precinct 7 C. Ellen Commito, Precinct 8 Andrew Patrick Murphy Board of Selectmen Background: The Reading Home Rule Charter provides for the removal by Town Meeting of Town Meeting members who did not attend at least half of the Town Meeting sessions during the previous year. In 2008 there were just 3 Town Meeting sessions. There are 13 members who meet those criteria, as listed above. The Town Meeting Members from Precincts 1, 2, 3, 4, 5, 7 and 8 will be asked to meet in a caucus before this Article is taken up, and to evaluate the particular circumstances of each of these situations. The affected precincts will then make a recommendation to Town Meeting as to whether the member should be removed. Finance Committee Report: No report, Bylaw Committee Report: No report. 17 and you are directed b)serve this Warrant h« posting aO attested copy thereof iDai least one - (1) public place in each precinct of the Town not less than fourteen (14) days prior to April 7, . 2009. the date set for the Election in said Warrant, and to publish this VVonard in a ( newspaper published in the Town, or providing" in a manner such gS electronic submission, - holding for pickup or nnoi|ing, an attested copy of Said Warrant to each Town Meeting Member. Hereof fail not and make due [etU[D Of this Warrant with your doings thereon to the Town Clerk @torbefore the time appointed for said meeting. Given under our hands this 1Dth day of March, .2OOS St Men��-GO!dy,Chg|rOaD Ben Tafoya.\�C8Chairman James E. Bonazoli ' Richard W. Schubert SELECTMEN C}FREADING A4i�n W. Ulrich, Constable UN COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Reading: By virtue of this Warrant, 1, on March 11, 2009 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 Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killarn School, 333 Charles Street Precinct 2 Peter Sanborn Place, 50 Bay State Road Precinct 3 Reading Police Station, 15 Union Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Town Hall, 16 Lowell Street ,Precinct 6 Austin Preparatory School, 101 Willow Street Precinct 7 Reading Library, Local History Room, 64 Middlesex Avenue Precinct 8 Wood End School, 85 Sunset Rock Lane The date of posting being not I ' oss than fourteen (14) days prior to April 7, 2009, the date set for the Local Election in this Warrant. I also cause * d an attested copy of this Warrant to be published in the Reading Chronicle in the issue of March 12, 2009. A true copy. ryl A/Johnson, Town Clerk 19 Alan W. Ulrich, Constable i w � � b � b M w o w .r �T, p rig <C 0 w' � o n c� H W O ~ f� .. cl O o A •� ej wo °o o > IQ- a o •rA A �' o' bA � � C j � e� as o � � o v � � o :•� a� 2 hoi SETI m o .� �, cct a� cd 4-4 O s� rn 7O �"� o y� n O p cn co ^ � n o O ^C 3 o .. to o Q.. CD ° a1 4 o 0 cn 3 v 0 U vg rn �w aoj (D G H Q, . ° 9 0C/) v �3 O 0 cn p cd o i on CZ o .c aoi aoi �+ o o 4� ^O a� cd b N .. o > cad 4-i o cn t-1i cn a) C cd t�. w > O �] O o cd O U fl N �r u 4? 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U Cd 0 N M 0 N m 0 N tC } fA ti LL N m N N N O C . o O 4z cis 0 0 cCt O O U a w u 0 O � N O O T7 � O bn 5 W to U O o 4 v �y ✓' }p}er�� N W �•� �� Cd o to �+ O bon 0 O .%i. 'd O Ca n >1, N o 00 U 'U �. O + > M ice, GCi tj En U ice, ^� �O O v 4 -, c m 0 30 O O 3 > 0 00 U > CV o U > H 3 O 0 O N O cp � .-r 3 Cd 4, C O O CCS U H � U U m � O U v0, G' O N O N ~ U O C) J-. 0 0 k O O O O O 6c} N i V �✓ U N U to �' >y O N cd >,4 Q' O w o N o > w Q '0 cn 0 v �' � � i-i U U O O O U cV cd N> 'a> 0 .O cn > I u cd Cd 2 U cri as p0 o O O O m .� o� W H O N O 4° td UO rU- F- rU s , -0 4=+ m d 00 to �t io 0 � CV O CV a0 ! r o c 0 o � o Co C) o U- d o o o o O -0 cci 0) n: LQ m N in '; o O m C3) 00 CC) 00 M M CL's Cl) O M n LL w y o 0 o 0 0 w 0 c� 0 o 0 = •o q co ai v o 0 o m �i )f) 10 m )f) N Cp CO cm co m O .tV U) U) = 3 tL y d c N W X C d Cc tv z ° c a W C.0 V ~ > p 4) ;; da d F- , a` 0 � = ,rC O u. O C . o O 4z cis 0 0 cCt O O U a w u 0 O � N O O T7 � O bn 5 W to U O o 4 v �y ✓' }p}er�� N W �•� �� Cd o to �+ O bon 0 O .%i. 'd O Ca n >1, N o 00 U 'U �. O + > M ice, GCi tj En U ice, ^� �O O v 4 -, c m 0 30 O O 3 > 0 00 U > CV o U > H 3 O 0 O N O cp � .-r 3 Cd 4, C O O CCS U H � U U m � O U v0, G' O N O N ~ U O C) J-. 0 0 k O O O O O 6c} N i V �✓ U N U to �' >y O N cd >,4 Q' O w o N o > w Q '0 cn 0 v �' � � i-i U U O O O U cV cd N> 'a> 0 .O cn > I u cd Cd 2 U cri as p0 o O O O m .� o� W H O N O 4° td UO rU- F- rU s , -0 4=+ m FY10 Revenues New Growth Local Revenues from sources other than Property taxes — In the past, we used extremely conservative estimates for increasing Thousands 842.9 . " local receipts. This was done for several reasons. The $900-Z 731E consequence of not meeting revenue estimates could potentially §700 $700 be a `revenue deficit' that would have to be raised on the §600 549.0 566.3 following year's tax rate. More favorably, conservative estimates $500 keep the .expense budget down because there is less funding §400 available to support the operating budget. Also, conservative $30D 239.3 - estimates are more likely to be met and any excess over the $200 estimate increases our Free Cash (the surplus that is available to $100 spend in the following year.) §0 2004 2005 2006 2007 200E 2009 2010 Fiscal Year Back in Fiscal 2006, the Board of Assessors requested an increase in the budgeted amount of "provisions for abatements and exemptions ", or Overlay Reserve, to a level of $500,000. N c' This account needs to be able to accommodate any potential abatement that may arise from all the new commercial development. Our intent is to increase this base amount by 21/2 % of the previously budgeted amount each year. The actual amount may vary from the budgeted amount when the final calculation of the tax rate is made in November. If the provision is not used for abatements, it is released in future years and used to support the budget. (See" Operating transfers /Available Funds ".) The effect of these conservative estimates was to use free cash to support the operating budget with the understanding that the revenue estimates were so conservative that free cash would be replenished by the amount the actual revenues exceeded the estimates. Several members of various boards commented that we should begin to use more `realistic' revenue estimates and stop using free cash to support the budget. Individual components of local receipts are challenging to estimate. They can vary significantly depending on the Federal and State laws, economic factors at the time, interest rates and volume of transactions. Starting in the FY2008 budget, we used the 10 year average percent increase in total local receipts to estimate the amount in the future. The Finance Committee agreed with this method. The 10 year average increase for local receipts was 5.3 %, rounded down to 5 %. In 3 out of 10 years, the receipts were significantly lower than the average. The Finance Committee agreed that in the years that this method causes a revenue deficit, the difference would be made up with an appropriation of Free Cash. Fiscal Fiscal Fiscal Fiscal Fiscal Fiscal Analysis of Overlay Surplus 2004 2005 2006 2007 2008 2009 Overlay per tax recapitulation 398,105 403,573 536,408 557,963 510,701 681,743 Less: Abatements & exemptions granted 203,346 186,819 133,486 187,220 215,229 Transferred to overlay surplus 154,856 158,769 334,555 199,080 Balance - 39,903 57,985 68,367 171,663 295,472 681,743 The effect of these conservative estimates was to use free cash to support the operating budget with the understanding that the revenue estimates were so conservative that free cash would be replenished by the amount the actual revenues exceeded the estimates. Several members of various boards commented that we should begin to use more `realistic' revenue estimates and stop using free cash to support the budget. Individual components of local receipts are challenging to estimate. They can vary significantly depending on the Federal and State laws, economic factors at the time, interest rates and volume of transactions. Starting in the FY2008 budget, we used the 10 year average percent increase in total local receipts to estimate the amount in the future. The Finance Committee agreed with this method. The 10 year average increase for local receipts was 5.3 %, rounded down to 5 %. In 3 out of 10 years, the receipts were significantly lower than the average. 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LL LL r 0) (D I' 1! 8 SCHOOL BUDGET FOR THE FISCAL YEAR July 1, 2009 — June 30, 2010 Reading Public Schools Reading, MA 01867 m 1.0 Introduction 1.1 Mission Statement The Reading Public Schools strives to ensure that all students will have common, challenging, meaningful, learning experiences in the academics, health and wellness, the arts, community service, co- curricular activities, and athletics. We will lead and manage our school community to reflect the values and culture of the Reading Community, and guide and support our students to develop the appropriate skills, strategies, creativity, and knowledge necessary to be productive, informed, independent citizens in a global society. 1.2 Vision Statement It is the vision of the Reading Public Schools to continue fulfilling the promise of our mission and, in so doing, to be a model of educational excellence in preparing students for the 21st century. Thus, as we go on with our journey of continual improvement and look forward to the coming years, this is the school district that we envision for our children and that we shall faithfully endeavor to give to them ... Curriculum, Instruction, Technology, and Assessment... Our district shall have a pre -K through 12 curriculum that is aligned, well articulated, and based upon the essential standards and skills that our students need to be productive, informed, independent, contributing citizens in a democratic society. This research -based curriculum will be challenging for all students and focus on depth of learning, rather than breadth of coverage. Each grade level will have specific, age- appropriate, 21St century skills integrated into the curriculum, which will include: creativity and innovation skills, critical thinking and problem solving skills, communication and collaboration skills, information literacy, media literacy, and technological literacy. In addition, our curriculum will use real -world problems to afford students the opportunity to develop essential life and career skills, such as flexibility and adaptability, initiative, self - direction, productivity and accountability, cross - cultural skills, social skills, life -long learning, leadership and responsibility, and personal wellness. Students will have opportunities to engage in activities aimed at fostering a life -long love of reading and literature. Civics and global awareness will also be interwoven throughout our schools' curriculum, allowing students to develop an understanding of their own roles as members of local, state, national, and global societies. Instruction in all classes will be tailored to the diverse needs of students and focus on high levels of student engagement in the learning process. Teachers will use a variety of research -based instructional methods, such as flexible grouping, hands -on inquiry -based learning, and differentiated instruction to make each lesson both engaging and challenging. In addition, technology will be thoroughly integrated as a tool for teaching and learning, allowing students to access and assess an ever - expanding volume of knowledge and giving them the opportunities to expand their boundaries of learning beyond the walls of the classroom. In this way, students at every grade level will be acquiring the technology skills necessary for the 21st century, and they will be given opportunities to connect, collaborate, and network with others. For instance, students and teachers will use blogs, podcasts, wikis, video production, and future applications to create assignments that are connected to meaningful, real -world issues. All schools will be completely wireless, and all students (beginning in grade 6) will use personal technology devices, electronic portfolios, and district email addresses. Students will use technology as a tool for critical learning, communication, and collaboration —both inside and outside the classroom. Staff will use technology for instruction, communication, grading, and collaboration; and our school leaders and administrative staff will utilize technology to manage the financial, human resource, and facilities departments. Data from both formal and informal assessments shall drive the instructional practices in our district. To gauge what students truly know, can do, and understand, a comprehensive system of student assessment .. will be used to afford students the opportunity to demonstrate what they have. learned through such means as formative and summative assessments, online assessments, project -based assignments, and culminating exhibitions. Technology will also be used to track student progress, and the district and schools will use standards -based evaluations, such as the New England Association of Schools and Colleges accreditation process and the Blue Ribbon Schools of Excellence Blueprint for Success to ensure continual reflection and improvement toward the highest standards of teaching, learning, and leadership. Leadership, Personnel, and Learning Environment... District and school leaders shall be student - centered, collaborative, and steadfastly committed to the mission and vision of the Reading Public Schools. The School Committee, together with district and school leaders, shall provide the necessary resources and support to accomplish our vision. District finances will be sufficient to properly fund school and district improvement efforts consistent with the vision. District and school leaders shall manage the district in a fiscally- responsible manner, keeping the community continually informed of financial needs. In addition, the district will continue to identify and secure alternative sources of funding to augment local financing. With this culture of teamwork to accomplish goals, we will demonstrate our commitment to shared leadership and collaboration with all members of our school community. The faculty and staff will be diverse and team - oriented, and will work collaboratively to promote the mission, vision, and goals of the Reading Public Schools. All personnel will be highly - skilled, student - centered, motivated, lifelong learners. We shall have a comprehensive human resource management system which emphasizes thoughtful hiring practices and encourages diversity, support for new teachers, meaningful professional development, and an evaluation process which fosters continuous professional growth. As a result, a culture will exist where all school district personnel have the opportunity to feel supported, valued, and report high levels of job satisfaction. In our district, it shall also be of paramount importance that all members of our learning community feel safe and free from bullying, harassment and discrimination. Diversity shall be embraced and mutual caring, respect, and empathy will be present throughout the community. Each student's educational experience will be personalized by members of the school who will know the student well, who will understand the student's abilities and challenges, and who will assist the student in achieving both personal growth and academic success. Before - school programs, after- school programs, community education, online courses, and summer enrichment academies will provide for our students engaging opportunities to expand their learning. It will be clearly understood and valued by all that learning occurs beyond the walls of the classroom. The district's school buildings shall always be well maintained, clean, comfortable, and safe environments for learning. In addition, the buildings will be energy efficient. Each individual's commitment to energy and resource conservation will be strikingly evident. Our school buildings will be equipped to provide a 21 st century learning environment for our students, and they will also be well utilized centers of community activities. Families and Community... Education will truly be the shared responsibility of both the schools and the community, with families playing active roles in the schools and being full partners in ensuring the success of their children. Respectful communication between the home and school will be welcomed, encouraged, and expected. Together, we shall all share the importance of holding students to high standards and expectations for both their academic achievement and their social and emotional development. In the interest of the entire Reading community, the school district and town government shall work cooperatively and collaboratively. To stay current in financial and educational policy issues, the school district will also maintain open lines of communication with both elected officials and educational leaders at the local, state, and national levels. In addition, the school district will maintain active �. 2 89 partnerships with businesses, universities, and civic organizations. As educators and members of our community, we believe that implementing this vision is our ethical responsibility to the children of the Town of Reading. And in so doing, we shall truly be fulfilling the promise of our mission. 2.0 Summary 2.1 Superintendent's Introductory Message Where basic skills once sufficed for low -level jobs, those positions are scarce today. Employers now are seeking expertise in higher order skills such as complex communication, collaboration, problem - solving and information literacy. In other words, today's employers want employees who can think on their feet, solve problems creatively, use technology to complete their work and work well in teams. The problem is that those skills are not, and have never been, the focus in traditional public education. Shifting our focus to embed the delivery and acquisition of those skills into teaching and learning for students of all ages will require a shift in what we teach, how we teach it, the tools we use and how we train, recruit, nurture and retain our teachers and school leaders. According to Harvard Professor Richard Murnane, the overarching challenge for all educators today is. to rethink not what they teach, but "how they empower students to use that information. t " School Reform in the New Millennium: Preparing All Children for 215` Century Success Recommendations from the Massachusetts Board of Elementary and Secondary Education's Task Force on 21" Century Skills The Mission and Vision of the Reading Public Schools are aligned with the recommendations of the report cited above. Over five years ago the Reading Public Schools set out on a journey, a journey towards excellence. Consistent with the Reading School Committee Policy "The annual budget is the financial expression of the educational mission and program of the school department, "2 each of the past five years the Reading School Committee has approved an annual school department budget that has supported school improvements targeted at bringing us closer to achieving our vision. This budget is quite different. The global economic crisis has not spared our community of Reading. All state and local revenue sources are down save one, local real estate taxes. Our elected officials predict declines in state revenues coming from the capital gains taxes, income taxes, sales taxes, and lottery receipts. Town officials predict a decline in local excise tax revenue. Weighing all this, the Reading School Committee, Reading Board of Selectmen and Reading Finance Committee, held a Financial Forum on November 24, 2008 where it was decided that all town departments build their FYI 0 Budgets based on the same funding received in their FY09 Budget. Given this decision, the Reading Public Schools administration set out to do just that, build a level funded budget for the FYI school year. Given known increases in employee contractual salaries and contracted services, maintaining level funding from the FY09 to FYI requires a significant reduction in school department expenditures. Despite this restriction, the school administration's primary priority as the FYI Budget was developed ' The New Division of Labor: How Computers Are Changing the Way We Work (Princeton University Press and Russell Sage Foundation, 2004), by Richard Mumane and Frank Levy Z Reading School Committee Policy, File:DB, Annual Budget, Adopted by the Reading School Committee on September 28, 2006 3 90 remained consistent with the Reading School Committee Budget Planning Policy. This policy states, (� "The first priority in the development of an annual budget will be the educational welfare of the children in our schools." 3 Over the span of many weeks, the school administrators met frequently to discuss the FY10 Budget. In keeping with the School Committee Policies, the best interest of the students guided our deliberations. The administrators discussed in length various funding reductions and their impacts on teaching and learning. The goal was to develop a level funded budget which minimizes the negative impact on teaching and learning and, to the best it can, remains consistent with the Mission and Vision of the Reading Public Schools. As part of this process,.the Chair of the School Committee and the Superintendent of Schools held faculty /staff meetings at each school to review the state of the budget and the FYI Budget process as well as to provide a venue for receiving feedback. In addition, a meeting was held with the Budget Parents to review the same information. As stated above, in each of the past five years, the annual school department budgets have included school improvements consistent with the District's Mission and Vision as well as the District Improvement Plan. These improvements included: • Maintaining reasonable class sizes throughout the district • Expanding Advanced Placement and elective offerings at RMHS • Building a solid technology infrastructure including hardware and software to enhance teaching and learning • Engaging educators district -wide in high quality professional development • Implementing new curricula consistent with the Mission and Vision of the Reading Public Schools \ . • Maintaining and improving our school facilities In stark contrast, the FY10 Budget reflects a reduction in staffing and a significant reduction in professional development, curriculum development /purchases, and instructional technology, as well as a moderate reduction in instructional materials /supplies and building maintenance. Staffing Reductions FTE Teachers 5.0 Paraeducators 13.2 Facilities Assistant Director 1.0 Despite these reductions, the good work that has been accomplished over the past five years will allow us to maintain a modicum of momentum in FY10. However, in order to accomplish this it will require increases in user fees and increases in the use of revolving fund revenues. Moreover, it will mean changes in how we do things in the future. We must assess each of our actions in light of reduced ' Reading School Committee Policy, File:DBD, Budget Planning, Adopted by the Reading School Committee on September 28, 2006 91 FY09 Budget FY10 Budget $ Reduction % Reduction Curriculum Development/Purchases $206,400 $74,000 $132,400 64% Professional Development $194,160 $62,700 $131,460 68% Instructional Technology $157,900 $55,750 $102,150 65% Despite these reductions, the good work that has been accomplished over the past five years will allow us to maintain a modicum of momentum in FY10. However, in order to accomplish this it will require increases in user fees and increases in the use of revolving fund revenues. Moreover, it will mean changes in how we do things in the future. We must assess each of our actions in light of reduced ' Reading School Committee Policy, File:DBD, Budget Planning, Adopted by the Reading School Committee on September 28, 2006 91 funding and change accordingly. This will require from every member of our school community heightened flexibility, increased collaboration, deeper understanding of the challenges presented and "big picture" thinking. Our commitment to our Mission and Vision will be challenged in these tough economic times. A retreat to the education of yesteryear will be raised as a solution. We must respond to that challenge. We are preparing our students for their futures and not our pasts. They are the ones inheriting the results of our actions. We must stay true to the Mission and Vision of our district if we are to arm our students with the skills and knowledge necessary to see us through to more prosperous times. The following sections of this budget narrative will give you more detailed information regarding the overall FY 10 Budget, each cost center within the budget and the implications of a level funded FY 10 Budget. M 2.2 District Enrollment History & Projection The enrollment data for kindergarten through grade 12 for the years 2002 through 2008 are based on the district's student information system (SIMs) submission to the Massachusetts Department of Elementary and Secondary Education as of October 1 of each school year. The enrollment projections for October 1 of 2009 through 2012 are based on the report prepared by the New England School Development Council ( NESDEC) but adjusted to reflect the underestimated enrollment projections historically presented in the NESDEC report. As of Oct. 1, 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Kindergarten 321 300 337 282 325 324 324 293 323 274 307 Grade 1 336 361 332 369 316 345 343 354 315 347 294 Grade 2 354 345 341 328 375 318 358 344 356 317 349 Grade 3 310 351 345 343 328 388 318 362 347 354 320 Grade 4 308 312 349 346 353 335 393 327 368 354 366 Grade 5 357 309 309 351 353 349 342 394 330 369 357 Elementary Total ': 1,986 ` 1978 2,013 2 :019 -2;050 2:059 - 2;078 ' '2 074 2 039 2,015..: 1,993'; Percentage Change :: 0406 1:'8% 0.3 °h 115% 04 °% ` ';0.k Grade 6 344 348 315 312 355 348 343 343 391 328 368 Grade 7 362 336 350 313 320 364 347 351 348 397 333 Grade 8 320 360 340 344 317 321 362 352 351 348 397 Middle Total 1026 1,044:;` 1,005 969 '•992 1;033 1y052 1046 Percentage Change - l $ °ti 3 7% 3 6 °6 2:4% 41 °k 18 °h :' 0 6% 4.,,2 Y 1 b% 23% Grade 9 303 277 329 315 315 305 292 337 326 325 322 Grade 10 325 298 272 327 314 319 304 287 338 327 326 Grade 11 292 329 308 281 331 323 319 307 292 343 332 Grade 12 302 275 303 299 263 312 3071 301 290 275 324 High Total Percentage Change 3,222' 1,379.: 1,212 1,222 1223 1;259 1,222 3,232 ;r 1,246, 1,270 .' 140# 2.9,° District Total Percentage Change f4,234z 4,201 4,230 4,210 41265 4;351 4,352 4 352 ;137 4;3$ \ -0 $% 0 J °Io 0 5% 13% '2 0 %" 0 0% 2,500 2,400 • 2,300 2,200 2,100 2,000 1,900 Reading Public Schools Enrollment Trend 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 —O— Elementary --o— Secondary 6 93 F 2.3 District Staffing Profile Staffing by F.T.E. (1) By DOE Function 2005 -06 2006 -07 2007 -08 2008 -09 2009 -10 2.70 1000 District Leadership 2.70 270 270 - 11.50 11.50 Administrators 3.33 3.33 3.33 3.33 3.33 1.50 Administrative Support Staff 5.60 5.60 5.60 5.50 5.50 2100 Districtwide Academic Leadership Pupil Services Administrators 2.50 2.50 2.50 2.00 2.00 Administrative Support Staff 3.00 1 3.00 3.00 3.00 3.00 - 2200 School Building Leadership Principals & Assistant Principals 1200 12.00 12.00 12.00 12.00 Academic Department Heads Clerical Support Staff 2250 Building Technology 2300 Instruction Instructional Specialists 1.00 1.00 1.00 1.00 1.00 Classroom Teachers, Regular Education 250.20 250.20 253.60 256.20 251.20 (5.00) Classroom Teachers, Special Education 7.40 8.00 8.00 9.60 9.60 - Specialists, Regular Education 7.00 7.00 7.00 8.00 8.00 - Specialists, Special Education 24.10 24.40 28.80 31.70 31.70 - Therapeutic Services 13.00 13.00 13.40 14.00 14.00 - Library/Media Specialists 7.90 7.90 7.90 7.90 7.90 - ELL Instructors 1.80 1.80 1.80 1.60 1.60 - Paraeducators, Regular Education 33.10 31.00 32.20 34.90 27.40 (7.50) Paraeducators, Special Education 72.90 78.90 86.00 80.00 74.30 (5.70) 2700 Guidance, Counseling and Testing Guidance Department Head 0.40 0.40 0.40 0.40 0.40 - Guidance Counselors 4.60 4.60 4.60 4.60 4.60 - Clerical Support 1.00 1.00 1.00 1.00 1.00 - 2800 Psychological Services 10.00 10.00 10.00 10.60 10.60 - 3200 School Health Services Nursing Director School Nurses Clerical Support 3400 Food Services (2) Director 1.00 1.00 1.00 1.00 1.00 - Clerical Support 1.00 1.00 1.00 1.00 1.00 Cafeteria Managers 8.00 8.00 8.00 8.00 8.00 Cafeteria Workers Food Service Delivery 1.00 1.00 1.00 1.00 1.00 - 3510 Athletics Director 0.70 0.70 0.70 0.70 0.70 Clerical Support 0.50 0.50 0.50 0.50 0.50 3520 Extracurricular Activities Coordinator 0.30 0.30 0.30 0.30 0.30 4100 School Building Maintenance Directors & Managers 2.00 3.00 3.00 3.00 2.00 (1.00) Maintenance Staff 4.00 3.00 3.00 3.00 3.00 - Custodians 2200 21.00 20.00 20.00 20.00 4400 Networking & Telecommunications 0.67 0.67 0.67 0.67 0.67 - 4500 Technology Maintenance 2.5 2.5 2.5 3.5 3.5 - District Total 529.70 533.50 549.00 555.40 536.20 (19.20) 1.00 1.00 1.00 1.00 1.00 - 2.70 2.70 2.70 270 270 - 11.50 11.50 11.50 11.50 11.50 - 1.50 1.50 1.50 1.70 1.70 - 1.00 1.00 1.00 1.00 1.00 - 8.00 8.00 8.00 8.00 8.00 - 0.50 0.50 0.50 0.50 0.50 - (1) F.T.E =Full Time Equivalent (varies from 35 - 4u hours aepenamg upon stair) (2) Food Service staff salaries are charged directly to revolving fund, not general fund 7 94 2.4 General Fund Expense Summary Cost Center Summary Administration Regular Day Special Education Undistributed Subtotal School Building Maintenance Total Actual Actual Adopted Revised Proposed Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 835,952 914,704 860,096 875,096 839,775 -4.0% 19,223,015 19,714,757 21,102,301 21,212,301 21,160,894 -0.2% 8,531,045 9,005,446 8,582,014 8,552,014 9,203,387 7.6% 1,248,439 1,328,366 1,454,353 1,359,353 1,142,552 - 15.9% 29,838,451 30,963,273 31,998,764 31,998,764 32,346,608 1.1% 3,968,064 3,856,352 3,872,406 3,872,406 3,649,639 -5.8% 33,806,515 34,819,625 35,871,170 35,871,170 35,996,247 0.3% Accommodated Costs: Special Education Tuition 4,227,401 4,369,192 4,261,481 4,261,481 4,349,648 2.1% Special Ed Transportation 943,211 856,043 928,825 928,825 915,000 -1.5% Less Current Yr Circuit Breaker (1,208,704) (973,600) (1,500,000) (1,500,000) (1,397,800) -6.8% Less Prior Yr Circuit Breaker - (290,500) (350,000) (350,000) - - 100.0% Heating of Buildings 864,706 700,954 962,317 844,667 788,870 -6.6% Utilities 700,345 734,691 788,714 906,364 895,696 -1.2% Total Accommodated Costs 5,526,959 5,396,780 5,091,337 5,091,337 5,551,414 9.0% Total Schools Less Accomodated 28,279,556 29,422,845 30,779,833 30,779,833 30,444,833 -1.1 % Total Salaries 24,153,726 25,185,129 26,830,914 26,945,314 27,112,860 0.6% Total Non - Accomodated Expenses 4,125,830 4,237,716 3,948,919 3,834,519 3,331,973 -13.1% Total Salaries & Non - Accommodated 28,279,556 29,422,845 30,779,833 30,779,833 30,444,833 -1.1 % T7ictnriral T -vale 8 95 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Cost Center FY07 FY08 FY09 [o] FY09 [r] FY10 0 Administration 0 Regular Day 0 Special Education BE Undistributed ® School FacilitieE FYI Budset Allocation by Cost Center Net School Spending The Commonwealth's school finance statute, Chapter 70 of the General Laws, establishes an annual "net school spending" requirement for each Massachusetts school district. The Department of Education is required to review and analyze the information submitted annually in each school district's End -of -Year Pupil and Financial Report to determine whether minimum local contributions and net school spending requirements for the prior and current years have been met. Failure to comply with this requirement may result in non- approval of a municipality's tax rate, enforcement action by the Attorney General, or loss of state aid. A more detailed explanation regarding the calculation of required net school spending can be found in Appendix D. 9 96 Net school spending represents those general fund expenditures that are "reimbursed" by Chapter 70 Funds. Net school spending by School Committee includes almost all budgeted expenditures including administration, regular day, special education, facilities, and undistributed. The most notable exclusions are transportation (both regular day and special education) as well as capital fund expenditures. Net school spending by the Town includes a portion of the administrative costs allocated to the school department for such things as accounting, finance, school crossing guards, trash removal, snow removal, employee health insurance, and property and casualty insurance. Historical Trends in Net School Spending Expenditure in Excess of Req'd NSS 6,960,775 6,509,775 6,001,909 3,838,481 Historically, Reading has exceeded its required net school spending amount by 20% to 25 %. As the table above indicates, with the anticipated level funding of the budget, given the projected net school spending requirement for FY10, the district will be significantly closer to the required net school spending level and will exceed it by only 10 %. If the FY10 budget were to be reduced further or if FYI budgets were to be level funded or reduced, we would anticipate that for the first time ever, Reading would be spending at or slight below its required net school spending level. Historical Trends in School - Related State and Federal Funding / FY07 FY08 FY09 FY09 FY10 f State & Federal Revenue, Actual Actual Budget Actual Projected % Che Chapter 70 Aid (1) 7,119,890 8,041,967 8,444,065 9,264,215 9,264,215 0.0% MSBA Construction Aid (2) 1,396,897 1,396,897 1,396,897 - - Circuit Breaker (3) 1,498,199 1,588,421 1,758,210 1,758,210 1,397,800 - 20.5% Federal Grants 1,474,132 1,511,059 1,695,661 1,695,661 1,695,661 0.0% State Grants 376,507 407,954 365,400 365,400 365,400 0.0% Subtotal 11,865,625 12,946,298 13,660,233 13,083,486 12,723,076 -2.81%- (1) Chapter 70 Aid: The amount of local aid the municipality will receive from the Commonwealth to finance its public schools for the fiscal year under M.G.L. c. 70 and applicable state budget provisions and appropriations. (2) MSBA Construction Aid: Annual payments made by the state to support the town's long term borrowing for school construction projects. In FY08, the Town Finance Director negotiated with MSBA for a one -time payment ending the state's obligation and allowing the Town to refinance its remaining school construction debt at a savings of approximately $150,000 per year. (3) Circuit Breaker: This is a state reimbursement grant whereby the school department is reimbursed for a portion of the cost of special education services rendered to specific students who meet the criteria for reimbursement. The formula for reimbursement is as follows: The grant reimburses for a percentage of the costs above four times the average statewide per pupil cost (this amount currently is a bit over $35,000). The percentage of reimbursement above that amount over the past few years has been 75 %; we anticipate this being reduced to 60% for FY10. It should be noted that transportation is not reimbursable through the Circuit Breaker reimbursement grant program. 10 97 FY07 FY08 FY09 FY10 Actual Actual Budget Projected Required Net School Spending 31,463,026 33,194,639 35,385,849 37,509,000 NSS Spending by School Committee 32,408,386 33,483,658 34,820,146 34,615,679 NSS Spending by Town 6,015,415 6,220,756 6,567,612 6,731,802 Expenditure in Excess of Req'd NSS 6,960,775 6,509,775 6,001,909 3,838,481 Historically, Reading has exceeded its required net school spending amount by 20% to 25 %. As the table above indicates, with the anticipated level funding of the budget, given the projected net school spending requirement for FY10, the district will be significantly closer to the required net school spending level and will exceed it by only 10 %. If the FY10 budget were to be reduced further or if FYI budgets were to be level funded or reduced, we would anticipate that for the first time ever, Reading would be spending at or slight below its required net school spending level. Historical Trends in School - Related State and Federal Funding / FY07 FY08 FY09 FY09 FY10 f State & Federal Revenue, Actual Actual Budget Actual Projected % Che Chapter 70 Aid (1) 7,119,890 8,041,967 8,444,065 9,264,215 9,264,215 0.0% MSBA Construction Aid (2) 1,396,897 1,396,897 1,396,897 - - Circuit Breaker (3) 1,498,199 1,588,421 1,758,210 1,758,210 1,397,800 - 20.5% Federal Grants 1,474,132 1,511,059 1,695,661 1,695,661 1,695,661 0.0% State Grants 376,507 407,954 365,400 365,400 365,400 0.0% Subtotal 11,865,625 12,946,298 13,660,233 13,083,486 12,723,076 -2.81%- (1) Chapter 70 Aid: The amount of local aid the municipality will receive from the Commonwealth to finance its public schools for the fiscal year under M.G.L. c. 70 and applicable state budget provisions and appropriations. (2) MSBA Construction Aid: Annual payments made by the state to support the town's long term borrowing for school construction projects. In FY08, the Town Finance Director negotiated with MSBA for a one -time payment ending the state's obligation and allowing the Town to refinance its remaining school construction debt at a savings of approximately $150,000 per year. (3) Circuit Breaker: This is a state reimbursement grant whereby the school department is reimbursed for a portion of the cost of special education services rendered to specific students who meet the criteria for reimbursement. The formula for reimbursement is as follows: The grant reimburses for a percentage of the costs above four times the average statewide per pupil cost (this amount currently is a bit over $35,000). The percentage of reimbursement above that amount over the past few years has been 75 %; we anticipate this being reduced to 60% for FY10. It should be noted that transportation is not reimbursable through the Circuit Breaker reimbursement grant program. 10 97 3.0 Cost Center Budgets 3.1 Administration 3.1.1 Budget Commentary The general administration cost center includes the following functional areas: • Superintendent • Assistant Superintendent • Business & Finance • Human Resources • Data and Information Management Superintendent: The Superintendent's office, with the assistance of the high school administration and the facilities department, was successful in bringing the last of three major school construction projects . to close out. While a very small number of punch list items are being completed by the District's Facilities Department, the High School project is, for all intents and purposes, complete. With the final chapters of the district's major school construction and renovation coming to a close, the Superintendent launched a new effort — the development of a Vision Statement for the Reading Public Schools. This effort consisted of a comprehensive, far - reaching, collaboration between the Reading School Committee, District Administrators, Staff, Students, and the Reading Community. This Vision Statement, which will define and direct the District for several years to come, is included in the Introduction to this document. One of the foremost challenges for the Superintendent's office in the next year will be in finding innovative ways to ensure that the district is able to continue the programs.and initiatives necessary to achieve our Vision and Mission despite constrained financial resources. The Superintendent's office will continue to work diligently in advocating for the needs of the district at the federal and state level, promote school - business partnerships, seek public and private grant funding sources and work with other Massachusetts districts to collaborate in meaningful ways to maximize cooperative opportunities to enhance efficiencies and stretch our dollars are far as possible. Assistant Superintendent: The Assistant Superintendent's office continues to work diligently toward reaching the high standards for teaching and learning set forth in the District's Mission, Vision and Improvement Plan (see Appendix A). The requirements of the No Child Left Behind Act and the resulting state regulations continue to have a significant impact in the operations of the Assistant Superintendent's office. Despite these challenges, the Assistant Superintendent's office has made significant strides in curriculum mapping, developing power or essential standards for each curriculum area, aligning curriculum vertically and horizontally; establishing curriculum standards and methods of assessment that go beyond state requirements in working toward student achievement of 21" century skills and knowledge; and enhancing the professional growth of instructional staff through targeted professional development, instructional coaching, mentoring, and meaningful staff evaluation tools. In addition, the Assistant Superintendent's office has provided critical assistance to building administrators in securing, implementing, and integrating instructional technology into the District's classrooms. This office plays a key role in obtaining and allocating state and federal grant funding including Title I, METCO, and the Federal Emergency Planning Grant. In the upcoming year, this office will confront the financial challenges by looking to obtain additional grant funding, utilizing in -house resources to continue providing quality professional development to staff, and working with other Massachusetts districts to identify opportunities for collaboration in such areas as professional development, technology integration, delivery of instruction, expanded learning, and curriculum purchasing. Business & Finance: During the current fiscal year, the Business & Finance office played a key role in the implementation of the MUNIS system. The new financial tools currently being utilized include a 11 98 true requisition, purchase order, invoice entry and cash receipts entry system allowing for real time transaction processing and accounting. The MUNIS suite also includes a budget entry and salary projection module that has been employed to develop the current Fiscal Year 2010 budget. While the MUNIS tools provide a vast improvement with respect to the real time access to and availability of financial information, the amount of data entry, processing, and approval has increased dramatically. This is also true with respect to the requirements of payroll processing tasks that are the responsibility of the business office. Below is a summary of the number of transactions processed in just the first six months of the current fiscal year: • 2,500 requisitions entered, reviewed, and approved • 2,400 purchase orders converted, reviewed, and approved • 3,500 invoices entered, reviewed, and approved • 8,200 cash receipts entered, reviewed, and approved • 216 payroll batches entered, reviewed; and approved In the upcoming year, the Business & Finance office will work to continue to refine the operation of the MUNIS system, investigate and promote the use of its reporting capabilities, document and distribute changes to financial processes and procedures resulting from its implementation, and provide training to end -users to continue to expand the use of its key features and capabilities. Human Resources: During the current fiscal year, the Human Resources office played a key role in the implementation of the MUNIS system as well. Human Resources staff was instrumental in the set -up of and conversion to the new MUNIS payroll system. First paychecks were issued from the MUMS system as of the first pay period of the new fiscal year. The challenge continues as the "live" testing of the system reveals enhancements that are continuously being made and on -going training is provided to end - users. In just the first six months of the fiscal year, the Human Resource department processed and approved over 3,000 individual personnel actions in the MUNIS system. In the upcoming year, the Human Resources department will work to continue to refine the operation of the MUNIS system, investigate and promote the use of its reporting capabilities, document and distribute changes to personnel processes and procedures resulting from its implementation, and provide training to end -users to continue to expand the use of its key features and capabilities. Over the past four years, turnover among the teaching staff has been a consistent but challenging 10% due in part to retirement of veteran staff (retirements have accounted for about one -half to one -third of the turnover). The district has hired between 32 and 38 teachers in each of the past three years. The hiring process was enhanced last year by the introduction of the web -based applicant tracking system, SchoolSpring.com. While decreasing the level of effort required for sorting and filing of paper applications, the use of this nationwide job posting system has increased the reach of our advertising thereby increasing the number of phone and email inquiries that we receive for each job posting. In the upcoming year, the Human Resources department will expand the use of SchoolSpring to include the posting and advertising of all instructional positions including both teachers and paraeducators. The Human Resources department will continue, with the assistance of the data management tools of MUNIS, to manage information necessary to ensure compliance with state and federal agencies and regulations including the following the No Child Left Behind Act, the federal Family and Medical Leave Act, the Fair Labor Standards Act, and Massachusetts DESE regulations pertaining to Educator Licensure. Data and Information Management: Central Office currently employs one full -time administrative assistant to fulfill all of the central data and information management. This function has gradually expanded from a 0.6 position to a full -time position within the last two years although there has been a net decrease in the number of full -time equivalent administrative support positions in Central Office. 12 99 ( The increase in responsibilities for this function has been met by restructuring responsibilities among the existing staff. The primary responsibilities include the data management and reporting required by both the Student Information Management system (SIMS) and the Educator Personnel Information Management System (EPIMS) of the Massachusetts Department of Elementary and Secondary Education (DESE). The SIMS data must be reported three times per year and the EPIMS data is currently reported once per year (although it has been reported that the DESE is intending to expand this requirement tout least two times per year in the near future). In addition, this person also handles the data management tas ks required for.the Connect -Ed system; processes CORI inquiries for all staff (permanent and temporary), volunteers, and vendors; and collects and tracks transportation fees and kindergarten tuition receipts. By far the most significant challenge facing Central Office is the administrative support staffing constraints. The increase in responsibilities for Central Office staff as a result of the implementation of MUNIS, the substantial shift in personnel and payroll processing responsibilities from Town Hall staff to Central Office staff, and the increasing data reporting requirements from state and federal agencies have over - burdened current resources. While the present workload requires a minimum increase of 0.5 FTE in administrative support resources, the current budgetary constraints prevent this from being addressed in the next fiscal year. Central Office will, instead, look to find ways to streamline processes and maximize efficiency to provide as close to the same level of service that has been provided in the past to staff and the school community. The FY10 District Administration Budget presented below reflects a 4.0% decrease in funding. Salaries for all non -union Administrators and administrative support staff reflect a 2.25% increase over FY09 actual salary amounts which are the lowest contractual increases that any of district's union staff will receive in the next fiscal year. Where percentage changes deviate from this 2.25 %, FY09 actual amounts j are above or below FY09 budgeted. Increases in contract services are driven primarily by increases in the cost of telephone and wireless communications. The number of telephone lines and wireless devices has not changed; however, utility rates are higher than were anticipated during the FY09 budget process. Also, the addition of data plans to wireless services in the past year to accommodate wireless email communication has escalated costs moderately. Reductions to supplies and materials are significant. These reductions will be addressed through a district -wide effort to reduce and re -use resources wherever possible. This includes a reduction in the use of paper by mandating double -sided copying and making documents available electronically rather than via paper copies whenever possible (including the distribution of this FYI 0 Budget document via email to the majority of its intended recipients). It also includes a district -wide effort to reduce the number and use of ink jet printers, and drive print jobs to photocopiers rather than desktop printers as the per copy costs are significantly lower. Reductions to other expenses are also significant. Advertising, recruiting, and employee physical costs are reduced to reflect the lack of anticipated new hires for the upcoming year. Professional development expenditures are eliminated entirely. Dues and memberships are funded at a minimal level and include funds for the Massachusetts Association of School Committees, a membership for the Superintendent and Assistant Superintendent to the Massachusetts Association of School Superintendents, and the membership of the Director of Human Resources and Finance to the Massachusetts Association of School Business Officials as these memberships are considered critical to the district's advocacy and collaboration efforts. 13 100 3.1.2 FYI District Administration Budget District Administration 10 Professional Salaries 20 Clerical Salaries 10,774 Budget Offset 30 Other Salaries 19,000 Subtotal - Salaries 40 Contract Services 3,641 Grant Writing 7,302 Auditing 7,000. Legal 15,368 Computer 18,360 Telephone 13,360 Wireless 2,123 Subtotal - Contract Services 50 Supplies & Materials 500 Office Supplies 30,791 Security Supplies 16,100 Other Supplies - Subtotal - Supplies & Materials 60 Other Expenses 5,345 Photocopier Leases 4,152 Advertising 2,153 Recruiting 1,000 Employee Physicals - Printing 273 Professional Development 949 Postage - Awards 16,594 Mileage Reimbursement 15,207 Dues & Memberships 8,690 Equipment & Furnishings 8,850 Subtotal - Other Expenses - Administration - Total Actual Actual Adopted Revised Proposed Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 358,671 400,319 222,676 230,969 1,285 1,631 582,632 632,919 31,766 27,206 8,000 8,000 4,241 16,270 1,627 - 71,588 65,758 7,200 9,919 124,422 127,153 405,924 243,858 (20,000) 1,400 631,182 24,180 10,000 10,000 61,400 10,000 115,580 422,924 246,258 (20,000) 1,400 650,582 14,180 10,000 6,000 61,400 10,000 101,580 434,754 2.8% 251,179 2.0% (20,000) 0.0% 1,720 22.9% 667,653 2.6% 14,180 0.0% 91000 -10.0% 4,800 -20.0% - 0.0% 65,966 7.4% 11,400 14.0% 105,346 3.7% 12,328 9,922 9,500 9,500 9,500 0.0% 1,500 16,500 - - 100.0% - - - 0.0% 12,328 9,922 11,000 26,000 9,500 -63.5% 6,283 18,440 16,320 14,320 10,774 - 24.8% 22,536 17,470 19,000 17,000 12,800 -24.7% 3,641 9,389 7,302 7,302 7,000. -4.1% 15,368 16,354 18,360 18,360 13,360 -27.2% 2,123 1,271 2,751 2,751 500 -81.8% 30,791 43,121 16,100 16,100 - - 100.0% 7,958 4,360 5,345 5,345 4,152 - 22.3% 2,153 497 1,000 500 - - 100.0% 273 3,209 949 949 - - 100.0% 16,594 20,309 15,207 14,307 8,690 -39.3% 8,850 10290 - - - 0.0% 116,570 144,710 102,334 96,934 57,276 -40.9% 835,952 914,704 860,096 875,096 839,775 -4.0% 3.1.3 District Administration Staffing Profile itaffing by F.T.E. (1) iy DOE Function 2005 -06 2006 -07 2007 -08 2008 -09 2009 -10 +/ ( -) 1000 District Leadership Administrators 3.33 M 3.33 3.33 3.33 3.33 - Administrative Support Staff 5.60 5.60 5.60 5.50 5.50 - 14 101 3.2 Regular Day 3.2.1 Budget Commentary This budget summary will examine what programs and initiatives are currently being funded in the FY09 District Curriculum, Professional Development, Assessment, and Technology budgets, as well as, the programs that will be funded in the VY10 proposed budget. This summary will also reflect the impact of the current budget spending moratorium on these areas. Our goal over the past four years has been to use previous year funding to begin to pilot new programs, provide training, and purchase materials and technology hardware for the next school year. A combination of this year's (FY09) spending moratorium on professional development, curriculum, instruction, assessment, and technology, combined with significant reductions in these areas in the FYI budget will slow down our progress in these areas for the 2009 -10 and 2010 -11 school years. Curriculum Elementary In science, a combination of grants, FY08, and FY09 funding has allowed for the implementation of several new programs this year. At the elementary level, teachers in Grades 3, 4, and 5 have been piloting some of the Museum of Science Engineering is Elementary units to complement our weather, force and motion, and sound units. This begins to address a gap in our elementary science curriculum to integrate more of the engineering strand of the Massachusetts Science and Engineering Frameworks. The current plan is to fully implement these units during the 2009 -10 school year in Grades 3, 4, and 5. Since the majority'of the funding for these materials and training is coming from a grant, it is anticipated that implementation will occur on schedule. However, what will not be funded during the 2009 -10 school year are additional units for light and magnetism in Grade 5 and additional piloting of engineering units. These are concepts that are currently not addressed in our elementary science curriculum, but are in the Grades 3 -5 Massachusetts Science and Engineering Curriculum Frameworks. Under the leadership of our English Language Arts Instructional Specialist, Deb Kwiatek, several initiatives are occurring in English Language Arts. We are in our first full year of implementation of the Lexia online reading program for students who are struggling readers. This program is currently being implemented in grades K -8 with plans to implement the program in grades 9 -12. FY08 funding provided non - fiction reading materials in Grades 3, 4, and 5 to address a gap in our ELA curriculum. We are currently piloting the Worldly Wise vocabulary program in grades 4 and 5 at one elementary school. Vocabulary proficiency is one of the areas that we are strengthening in our ELA curriculum. Unfortunately, we will most likely not be able to fully implement this program during the 2009 -10 school year. In addition, we are currently implementing the John Collins Writing portfolio program in Grades 3 -5. It is uncertain at this time if we will be able to fund the portfolio review during the 2009 -10 school year. We also will not be able to fund any significant changes to our K -5 English Language Arts program, which has not been revised since 2000. This year is our second year of implementation of our upgraded Everyday Mathematics program in Grades K -6. This upgraded program provides more open response questions, additional ancillary hands - on ancillary materials and additional technology integration than the previous program. In social studies, we reorganized some units in grades K -2 to better align with the Massachusetts Social Studies Curriculum Frameworks and avoid any redundancy in certain content areas. Materials were funded in the FY08 budget for implementation of these reorganizations. In addition, teacher materials were purchased in Grade 5 for the implementation of History Alive activities to incorporate more hands - on, inquiry based lessons. 15 102 With the support of PTO, grant funding, and district funding, our Open Circle training has continued this year. Unfortunately, we will not be able to allocate district funding next year for any training of new elementary teachers. This will result in an inconsistency of the use of this program across grade levels in the district. Understanding Disabilities reorganized and updated some of their curriculum units this year to provide more concentrated experiences for students across all grade levels. Unfortunately, the FYI budget does not have any funding allocated to this program. We are working with Understanding Disabilities to seek outside funding sources to maintain this outstanding program. Middle Schools In science, Grade 6 teachers will be implementing a new floating and sinking unit during the 2009 -10 school year. This unit was previously taught in Grade 5; however, it no longer is part of the grades 3 -5 Science and Engineering Curriculum Frameworks. We will be using existing materials from the Grade 5 STC kits to supplement this unit. What will not get funded in the FY10 budget is any changes to our science curriculum, which was last revised in 1996. This is one curriculum area that has seen very few changes in instructional materials over the last several years and is due for a. revision. Over the last three years, our middle school mathematics program has been revised and upgraded to challenge all students and provide additional opportunities for those students who are ready to be accelerated. In addition to the upgrade of the Grade 6 Everyday Mathematics program, we now offer an Algebra 1 course in Grade 7, and a Virtual High School Algebra 2 Course in Grade 8, for those students who are ready for more challenging math courses. These courses give students the opportunity to take additional math and Advanced Placement courses in high school. We are also looking to expand our Virtual High School course offerings at the middle school level to give students more elective opportunities. Currently, 26 students are enrolled in the VHS Algebra 2 class. It is anticipated that Virtual High School will continue to be funded in the FYI budget. Under the leadership of our ELA Instructional Specialist, Deb Kwiatek, we are currently piloting the Wordly Wise Vocabulary program and implementing guided reading with all Grade 6 students to address gaps in our ELA curriculum. It is anticipated that we will be able to continue funding these changes in the FYI budget. In addition, we are currently implementing the John Collins Writing portfolio program in Grades 6 and 7. It is uncertain at this time if we will be able to fund the portfolio review during the 2009 -10 school year. This is our first year of implementation of the World History curriculum in Grade 8. This change was made to align our Grade 8 -11 History Curriculum with the Massachusetts Social Studies Frameworks. Curriculum materials and training were funded in the FY08 and FY09 budgets for this curriculum implementation. No additional curriculum materials will be needed in the FYI budget for this program. High School In science, there have been several curriculum changes over the last two years that have been funded out of the FY08 and FY09 budgets. Each of these changes has required both material purchases and curriculum development time. During the 2007 -08 school year, we began implementation of biology for all Grade 9 students and elimination of the Introduction to Physics and Chemistry Course that had been taught at Grade 9 for several years. Subsequently, during the current school year, we began implementation of chemistry for all Grade 10 students and during the 2009 -10 school year we plan on implementing additional Physics courses for Grade 11 students. This implementation will require the purchase of additional instructional materials and curriculum development time which is scheduled to be funded in the FYI budget. These changes are a result of both changes in the Science MCAS graduation requirements, as well as, providing opportunities for more students to take the three core science subjects \ . 16 103 at the high school level. In addition to the above changes, they FY08 and FY09 budgets have provided training and curriculum materials for additional science courses that are currently being implemented, including Computer Aided Design I, Computer Aided Design II, AP Biology and AP Chemistry. There are no additional courses being funded out of the FYI budget. In mathematics, funding has been provided in the FY08 and FY09 budgets for training and materials for three AP Courses that are currently being offered at RMHS including: AB Calculus, BC Calculus, and Statistics. In addition, new textbooks were purchased this year for Algebra II, which align with the VHS Algebra II textbooks that were purchased at the middle school level. No additional materials will be funded in mathematics in the FYI budget. In social studies, this is the first year of implementation of the new Grade 11 integrated United States and World History Course. Over the past two years funding has been provided for curriculum materials and curriculum development time for the implementation of the Grade 10 and 11 integrated programs. In addition, funding was provided for new AP History curriculum materials. No additional materials will be funded in the FY10 budget. In the fine Arts, training was provided to offer two new AP Art courses this year. No additional training or materials will be funded in this area in the FYI budget.. This is the second year of implementation of Virtual High School at Reading Memorial High School. We currently have over 50 high school students enrolled in Virtual High School classes and we will continue to fund this program in the FYI budget. Professional Development Over the last two years, we have been funding the following professional development activities out of the FY08 and FY09 budgets, as well as through state and federal grants. Several of the activities listed below will not occur during the 2009 -10 school year. Our goal over the past few years has been to begin to rely more on in house training utilizing our own staff. For the 2009 -10 school year, almost all of our professional development activities funded in the FY 10 budget will be conducted by our own staff. Although there will still be a cost associated with this type of training, it will be more cost effective and increase the leadership capacity of our teachers and administrators. Professional Development Activities (2007 -08 and 2008 -09 School Years) Professional Development Activity Type of Trainer K -6 Guided Reading ELA Instructional Specialist K -2 Fundations and Literacy Centers ELA Instructional Specialist American History Content and Skills Teaching of American History Grant Engineering is Elementary In house Staff SMART Board Training Outside Workshops SMART Board Train the Trainers Outside Workshop Expanding the Boundaries of Teaching and Learning In house Staff Graduate Course April Staff Sharing Conference In house Staff and Outside Presenters Junior Great Books Outside Consultants Primary Source Workshops Outside Consultants Northeast Consortium Workshops Out of District Workshops Leadership Cohort Out of District and In District Presenters John Collins Writing Program Training Outside Consultant LINKS Training In house Staff �. Mass CUE Conference Outside Workshop Differentiated Instruction Graduate Course Outside Consultant 17 104 Project Based Leaming Graduate Course Outside Consultant r.. District Committee Meetings In house Staff Formative Assessment Development Outside Consultant Blue Ribbon Schools of Excellence Conference Outside Workshop CAD Training Outside Workshop AP Course Teacher Training Outside Workshop November Learning Conference Outside Workshop National School Reform Conference Outside Workshop Teacher Induction Program In house Staff Technology Over the last three years, we have made significant changes in our technology hardware, software, and infrastructure, which have been funded-with FY08, FY09, building projects, capital plan, Reading Technology Education Foundation and PTO funds. Listed below are some of the upgrades and purchases that have been made to our technology infrastructure, hardware, and software. Hardware and Infrastructure • SMART Boards in 90% of the Classrooms in the District • 3 Wireless Computer Carts at the middle school level • 2.5 Wireless Computer Carts at the elementary school level • Wide Area Network • Replacement of Several Type C computers at Elementary and Middle Schools • Upgraded switches and servers at each school • 2 Apple IPod Carts • Scanners and Printers • Copier upgrades to allow network printing to copiers from classrooms • CAD Computers at High School • Graphic Arts Lab at High School • MIDI Lab at Middle and High School • Language Lab at High School • Student to Computer Ratio (Type A/B Computers) of 4.21:1 • At least 60% Wireless Connectivity in every school • 2 Senteo Interactive Response Systems • Laptops for Special Education Programs Management and Curriculum Software • Lexia Reading Program (K -12) • Destiny Library Automation System (K -12) • Open Office (K -12: Open Source Software -No cost) • Connect Ed Community Notification System (PreK -12) • Edline (PreK -12) • Administrators Plus and SNAP Student Management (PreK -12) • Antivirus Protection (PreK -12) • Internet Filtering (PreK -12) • MUNIS Financial/HR Management (PreK -12) • Virtual High School (8 -12) • SchoolSpring Recruiting & Applicant Tracking (PreK -12) • Test Wiz (3 -12) • Discovery Education United Streaming (PreK -12) • SYAM Energy Management Software for Computers (PreK -12) • Scantron Online Testing (6 -8 Mathematics) 18 105 SchoolDude Facility Scheduling, Work Order, and Preventive Maintenance System (PreK -12) We will continue to fund the management and curriculum software out of the FYI budget. However, the FYI budget will not include funding for any additional technology hardware and software purchases, and there will be minimal funding allocated for technology maintenance and replacement. Grants As of January, 2009 we anticipate the following grant funding for the 2009 -10 school year. The grants listed are based on the assumption that we will receive level funding from the funding sources for FYI 0. Although there is a reduction in FY10 funding for grant writer services, we will continue to pursue grant opportunities that will be a good match for our vision and mission. • Title I (Killam and Parker only) -Will fund 1.5 teaching positions, supplemental education services, school choice transportation, and professional development. • Title IIA, IID -Will fund professional development .opportunities • Title IV -Will fund Life Skill Training Curriculum for Elementary and High School • METCO Racial Imbalance -Will fund transportation, staffing, and diversity programs associated with METCO program • Emergency Preparedness -Will fund training and administration of the implementation of the school district safety and emergency preparedness plans. • STEM Pipeline -Will fund the materials and professional development to help implement the Grades 3 -5 Engineering is Elementary Science Units. Please note that the Teaching of American History Grant ends during the 2008 -09 school year. We anticipate that we will be applying for a new grant next year. Initiatives for 2009 -10 School Year Although, as of the printing of this document, there has been a moratorium placed upon FY09 curriculum, professional development and technology spending and a significant reduction in FYI funding, several initiatives will continue to move forward for the 2009 -10 school year. These initiatives will use a combination of in -house staff and alternative funding sources to help offset reductions in funding. The time allocated in our school calendar for professional development and in- service training will become even more valuable as other resources shrink. As we enter the 2009 -10 school year, our mission and vision will continue to be to develop a school district that prepares our students for a 21 S` Century Global Society. • Continued implementation of Engineering is Elementary Science Curriculum and Grade 6 Floating and Sinking Unit • Continue literacy training in Grades K -6 by the ELA Instructional Specialist • Using district in- service time to create opportunities for staff to share best practices with each other • Continue to refine curriculum maps and develop essential learning standards for all subjects in Grades K -12 • Develop common formative assessments in grades K -12 • Develop project based learning experiences in grades 9 -12 • Develop a new standards based elementary report card • Examine current homework policies • Continue to provide in -house graduate level courses such as Expanding the Boundaries of Teaching and Learning • Continue to support the Reading based administrative certification program offered by the Northeast Consortium for Staff Development 19 106 • Support the advisory program proposed by the high school • Create an in -house cadre of SMART Board Trainers to offer SMART Board workshops and user groups to share lesson plans and best practices • Redesign the remedial component of middle school and high school summer school to address the needs of those students who are struggling academically • Develop a district .wide parent volunteer training program and create opportunities for parents to volunteer in our schools • Examine our before and after school programs • Reexamine the K -2 learning experience for our students with the growing emphasis on literacy and mathematics • Continue to train personnel for successful implementation of the district safety and emergency plans • Improve upon the use of existing assessment data • Continue to support the First Lego League robotics program at the elementary level • Continue to improve upon current initiatives including the April Staff Sharing Day, Reading Enrichment Academy, Fine Arts Festival, Teacher Assessment Process and District Committees The FY10 Regular Day Budget shown below calls for an overall 0.7% decrease in funding. Salary increases for Administrators are budgeted at 2.25% which is the lowest contractual increase that any of the district's union staff will receive in the next fiscal year. All other salary projections are based on the actual increase from FY09 actual salaries based on collective bargaining agreements. Where the percentage change deviates from contractual increases, the difference results from the FY09 actual salary amount being greater or less than FY09 budgeted. For example, actual principal salaries are higher than the amount budgeted and actual clerical salaries are lower. With respect to building technology support, in FY09, it was assumed that the two middle school and high school technology specialists would be required to spend a portion of their time in district -wide technology support, resulting in a portion of their salaries being budgeted to the District -wide Technology Budget rather than the Regular Day Budget. In fact, given current technology resources, these individuals have been able to concentrate their efforts at the building level and will continue to do so in FYI 0 resulting in a reallocation of their salary. Administrator dues and memberships have been substantially reduced from prior funding levels. It is instructive to note that in prior years, this funding has been attributed to the district administration budget but, beginning last year, is more appropriately categorized here in the Regular Day Budget. Professional salaries (teachers, specialists, and stipends) are projected to increase 1.8% in FY10. While the contractual increase with step increases would be higher than the contractual 2.5% increase, the reduction of 5 FTE teachers and the assumed retirement of several additional staff keep the projected increase to its projected rate of increase. The large increase shown for technology integration specialists was discussed in the paragraph above. The increase in reading specialists results in large part from the addition of a 0.5 FTE position at the Killam Elementary School in FY09 to address additional needs at that school; this position will remain in FY10. Similarly, the increase in school psychologists in FY09 results from the addition of a 1.0 FTE position at the High School which is 0.5 more than what was originally budgeted. Restructuring within the special. education department and the use of grant funding permitted this additional staffing in FY09. This position will be fully funded within the FYI Regular Day operating budget. Fluctuations in the various stipend line items is attributable to a more accurate allocation between grade level, district, and extra - curricular stipends resulting from a comprehensive position analysis completed during the MUNIS payroll conversion process. Finally, the budget offset for Kindergarten tuition has also been increased as a result of the current healthy position of that revolving fund (see Section 4.0 of this document) and the projection for continuation of enrollment levels at or near current levels. 20 107 Other salaries include the district's English Language Learner instructors, regular day paraeducators, and long term teacher substitutes. The current English Language Learner salaries are slightly higher than originally budgeted in FY09 leading to the higher than anticipated FY10 increase. The decrease in paraeducator salaries is due to the reduction of a decrease of approximately 260 hours of weekly support across the district (equivalent to 7.5.FTE positions). The assumption for the amount projected for long term substitutes is based on the number of long term leaves (generally maternity which includes 40 days of paid leave) over the past few years which has fluctuated between 15 and 25; an average of twenty leaves was used in the FYI projection. The decrease in contract services results from the elimination of funding for the Understanding Disabilities Program discussed elsewhere above as well as an anticipated reduction in the need for substitutes for teachers attending professional development out of district, also discussed above. The increase in transportation reflects the contractual rate of increase. The most dramatic decreases in the FYI Regular Day Budget, as discussed above, are in instructional supplies and materials, curriculum materials, professional development, and technology. Funding for supplies and materials in FYI is cut by $100,000 returning the district to a level of funding from FY2003. Funding for district curriculum, professional development, and technology initiatives is reduced by an average of just over 65 %. The decrease in photocopier lease amounts resulted from a buyout of prior lease agreements to take advantage of current offerings through statewide contracts. 21 108 3.2.2 FYI Regular Day Budget 60 Other Expenses Dues & Memberships Actual Actual Adopted Revised Proposed - 57.6% Regular Day Expended Expended Budget Budget Budget - 33.9% Graduation Expenses 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG Building Administration 21,415 28,000 31,000 40,012 58,000 45.0% 10 Professional Salaries 42,450 42,703 70,598 79,610 81,005 1.8% Principal/ Assistant Principal 1,133,674 1,161,595 1,182,440 1,182,440 1,247,480 5.5% Academic Department Heads 47,234 49,997 49,910 49,910 48,287 -3.3% Building Technology Support 103,884 40,382 88,203 93,203 106,753 14.5% 20 Clerical Support 400,463 414,232 421,602 421,602 419,623 -0.5% Subtotal - Salaries 1,685,255 1,666,206 1,742,155 1,747,155 1,822,143 4.3% 50 Supplies & Materials 26,622 32,526 27,015 27,115 26,535 -2.1% 60 Other Expenses Dues & Memberships 21,000 21,000 8,900 - 57.6% Office /Computer Equipment 16,092 10,072 - 12,251 12,251 8,100 - 33.9% Graduation Expenses 4,943 4,631 6,347 6,347 6,005 -5.4% Admin. Software Licenses 21,415 28,000 31,000 40,012 58,000 45.0% Subtotal - Other Expenses 42,450 42,703 70,598 79,610 81,005 1.8% Instruction 10 Professional Salaries 30,654 38,406 37,057 37,057 38,498 3.9% Instructional Specialist 76,364 79,731 78,280 78,280 78,989 0.9% Regular Education Teachers 13,696,161 14,695,829 15,202,732 15,202,732 15,377,987 1.2% Tech. Integration Specialists 45,123 66,290 - 90,000 107,783 19.8% Reading Specialists 424,438 401,448 470,845 470,845 536,884 14.0% Library/Media Specialists 417,646 461,593 486,208 486,208 517,424 6.4% Guidance Counselors 266,230 283,650 291,671 291,671 281,252 -3.6% School Psychologists 538,327 560,900 597,053 627,053 743,523 18.6% High School Stipends 51,939 59,642 59,862 59,862 33,900 - 43.4% Middle School Stipends 18,000 22,816 23,341 23,341 37,723 61.6% Elementary Stipends 9,000 9,203 9,085 9,085 9,310 2.5% District Stipends 27,540 39,331 33,200 33,200 39,353 18.5% Teacher Mentor Stipends 32,000 43,000 60,000 60,000 28,350 - 52.8% Budget Offsets METCO Grant (140,000) (137,412) (125,000) (125,000) (125,000) 0.0% Kindergarten Tuition (195,000) (325,000) ('400,000) (400,000) (475,000) 18.8% Subtotal - Professional Salaries 15,267,768 16,261,020 16,787,277 16,907,277 17,192,478 1.7% 30 Other Salaries ELL Instructors 30,654 38,406 37,057 37,057 38,498 3.9% Paraeducators 532,827 565,044 663,373 663,373 623,674 -6.0% Long Term Substitutes 80,000 80,000 80,000 0.0% Subtotal - Other Salaries 563,481 780,430 780,430 742,172 -4.9% 40 Contract Services Daily Substitute Teachers 217,908 205,488 299,514 299,514 262,824 - 12.2% Other Instructional Services 20,000 20,000 20,000 - - 100.0% Regular Day Transportation 57,879 65,470 70,000 70,000 71,750 2.5% Subtotal - Contract Services 275,787 290,958 389,514 389,514 334,574 -14.1% 22 109 FYI Regular Day Budget (continued) Actual Actual Adopted Revised Proposed Regular Day Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 50 Supplies & Materials Professional Development 4,974 17,238 19,156 19,156 14,195 - 25.9% Textbooks & Related Materials 422,566 242,395 373,950 355,652 226,602 - 36.3% Instructional Equipment 34,727 68,203 67,845 47,845 64,238 34.3% Instructional Supplies 211,013 258,210 190,907 190,587 247,260 29.7% Library Materials 40,790 22,848 22,650 22,650 17,110 - 24.5% Instructional Technology 74,459 46,480 49,865 48,822 32,054 - 34.3% Library Technology 8,105 7,056 10,961 10,591 23,800 .124.7% Instructional Software 3,615 112,425 26,328 23,070 22,750 -1.4% Guidance, Testing, & Psychology 13,338 7,075 10,996 10,996 10,996 0.0% Subtotal - Supplies & Materials 813,587 781,930 772,658 729,369 659,005 -9.6% 60 Other Expenses 3.4% Interdepartmental 11,952 16,700 57,100 Tuition Reimbursement 74,766 68,466 75,000 75,000 75,000 0.0% Professional Development 135,949 148,333 155,160 175,160 59,800 - 65.9% Equipment Leases (Photocopiers) 151,475 120,185 132,594 131,181 92,182 - 29.7% Technology Purchases 148,210 278,849 155,700 155,700 57,700 - 62.9% Testing & Assessment Expenses 35,490 21,731 12,500 12,500 18,000 44.0% Other Expenses 2,175 1,850 1,700 2,290 300 - 86.9% Subtotal - Other Expenses 548,065 639,414 532,654 551,831 302,982 -45.1% Total - Regular Day 19,223,015 19,714,757 21,102,301 21,212,301 21,160,894 -0.2% The table below illustrates the allocation of FY10 budgeted funds for instructional materials and supplies by subject area. 2009 -10 Proposed Budget - Supplies & Materials By Subject Area Text Mats Equipment Supplies Technology Total LW Fine /Performing /Industrial Arts 2,250 8,113 21,150 2,800 34,313 6.2% English Language Arts 66,290 200 10,450 - 76,940 13.9% Foreign Language 7,320 1,700 5,500 2,150 16,670 3.0% Library 17,110 12,800 29,910 5.4% Math 61,450 1,400 8,400 2,754 74,004 13.3% Physical Education - 3,450 1,000 4,450 0.8% Reading 22,894 7,250 30,144 5.4% Science 36,493 4,500 16,400 2,800 60,193 10.8% Social Studies 12,304 4,500 1,800 18,604 3.4% Interdepartmental 11,952 16,700 57,100 85,752 15.5% Teacher Resources 2,350 28,096 30,446 5.5% Other Consumables 3,300 42,414 45,714 8.2% Other Durables 28,175 19,550 47,725 8.6% (1) The % reflects the percentage of FY10 funding spent in each subject area, not the percent increase over prior year funding. 23 110 3.2.3 Regular Education Staffing Profile Staffing by F.T.E. (1) By DOE Function 2005-06 2006-07 2007-08 2008-09 2009-10 +/ 2200 School Building Leadership Principals & Assistant Principals 12.00 12.00 12.00 12.00 12.00 Academic Department Heads 2.70 2.70 2.70 2.70 2.70 Clerical Support Staff 11.50 11:50 11.50 11.50 11.50 2250 Building Technology 1.50 1.50 1.50 1.70 1.70 2300 Instruction Instructional Specialists 1.00 1.00 1.00 1.00 1.00 Classroom Teachers, Regular Education 250.20 250.20 253.60 256.20 251.20 (5.00) Specialists, Regular Education 7.00 7.00 7.00 8.00 8.00 Library/Media Specialists 7.90 7.90 7.90 7.90 7.90 ELL Instructors 1.80 1.80 1.80 1.60 1.60 Paraeducators, Regular Education 33.10 31.00 32.20 34.90 27.40 (7.50) 2700 Guidance, Counseling and Testing Guidance Department Head 0.40 0.40 0.40 0.40 0.40 - Guidance Counselors 4.60 4.60 4.60 4.60 4.60 - Clerical Support 1.00 1.00 1.00 1.00 1.00 - 2800 Psychological Services 10.00 10.00 10.00 10.60 10.60 - District Total 344.70 342.60 347.20 354.10 341.60 (12.50)1 (1) F.T.E.= Full Time Equivalent (varies from 35 - 40 hours depending upon staff) 24 3.3 Special Education 3.3.1 Budget Commentary The goal of the Pupil Services Office continues to be to provide excellent programming within the district. The bulk of the special education budget funds tuition and transportation to out of district schools. In accordance with the Individuals with Disabilities Education Act (IDEA) we strive to provide programming for our students to be educated in the least restrictive setting while making effective progress. We will continue to be responsive to student needs by developing new programs and improving existing programs within the district. Toward that end, the FY09 special education budget was driven by program improvements and professional development. Three new special education programs as well as improvements to existing programs allowed us to provide appropriate services for eight students who otherwise would have required out of district placement. In addition, six students returned to in- district programs from public separate or private separate day programs. These students are able to benefit from being educated along with typical peers and have achieved success both socially and academically. Programs and learning centers have been enhanced through the purchase of laptops for special education staff and related service providers to enhance productivity and efficiency, and SMART Boards for two of the substantially separate programs. In addition, software such as Edmark Reading, Kurzweil, Intellitools, and scoring software was purchased to enable staff to better provide services and to meet the specific needs of students with disabilities. Professional development funds in the local budget and entitlement grants have allowed us to provide much needed training in the areas of assessment, technology, inclusion, special education law, and reading instruction, specifically, decoding, comprehension, and fluency. Wilson Reading System training, Special Education legal seminars, and other more specific trainings are provided out of the district, however, Project Read Written Expression, Lindamood Phoneme Sequencing, Positive Behavior Supports, inclusion training, technology support, and assessment training were provided in- district through outside consultants and Reading Public Schools staff. Through grant funding School Psychologists will be afforded the opportunity to attend the National School Psychologists' Conference in Boston in March of 2009. Several staff members were added for FY09 including special education teachers to staff new programs and learning center teachers to provide equity in services from school to school. Part of this cost was offset by consolidation in central office staffing and elimination of paraeducator positions. For FYIO, reductions will be made in the number of paraeducators across the district. We are confident that that the impact of these reductions will be minimized through utilization of more efficient models of support and additional inclusion training. The contractor line item is reduced as a result of hiring a physical therapist in house for more effective and efficient services. The related services salary line item increases accordingly. Our success in bringing students back to in- district programs along with students anticipated to graduate or age out of public or private separate day or residential programs has resulted in a projected increase of less than 1 % for FYI tuition costs. Similarly, transportation costs are predicted to decrease slightly for FY10. Predicted reductions in state funding of circuit breaker, however, will negatively impact the tuition budget overall. Since 2005, the state has provided reimbursement for qualifying special education expenses at the rate of 75 %; in FY10, this percentage is projected to decrease to 60 %. Furthermore, for the past two fiscal years, we have been able to carry forward circuit breaker balances in our Special Education Reimbursement Special Revenue Fund. While we currently have a balance in this 25 112 fund of approximately $500,000, we are bracing for an anticipated reduction in FY09 due to the current state fiscal crisis which could cause the state to withhold its FY09 fourth quarter payment amounting to a cut of just under $450,000. Should this reduction not happen in FY09, the FY10 budget could be amended accordingly. However, this will not be known until late January 2009 at the earliest. Local budget professional development funds will be reduced in FYI impacting our efforts to continue staff training in specialized methodologies such as Wilson Reading. During the last two years speech and language pathologists and school psychologists were afforded the opportunity to attend national conferences. Such conferences are not anticipated to be made available during FYI 0. The FYI budget shows an increase in equipment required for in- district students with vision or hearing impairments. Several students will transition from a grade level where instruction takes place primarily in one classroom to a grade level where several classrooms will be utilized necessitating physical accommodations to several rooms. For the 2009 -2010 school year the Pupil Services Department will continue to strive to provide excellent services in a cost effective manner by exploring additional program options, utilizing talent within special education staff for professional development, tuitioning -in students from other districts where appropriate, and investigating sharing of resources with other districts. 3.3.2 Special Education Enrollment Data and Trends 26 113 # of students % of students # of students Academic Total with with placed Year Enrollment disabilities disabilities out of district 2004 -05 4230 672 15.89% 65 2005 -06 4210 694 16.48% 73 2006 -07 4265 707 16.58% 67 2007 -08 4351 753 17.31% 73 2008 -09 4352 727 16.70% 63 26 113 3.3.3 FY10 Special Education Budget Actual Actual Adopted Revised Proposed Special Education Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 10 Professional Salaries 29,103 51,000 51,000 51,000 0.0% 22,729 Directors/ Assistant Directors 225,695 226,460 235,266 235,266 209,876 -10.8% Program Supervisor (1) 77,423 66,941 76,750 76,750 - - 100.0% Special Education Teachers 1,639,479 1,838,681 2,144,819 2,114,819 2,301,107 8.8% Therapeutic /Medical 686,387 840,396 888,485 888,485 990,803 11.5% Extended Year Salaries 73,139 79,976 50,000 50,000 82,000 64.0% Budget Offsets 816,052 880,825 880,825 870,000 -1.2% Special Education Tuitions (35,000) (67,000) (85,000) (85,000) (120,000) 41.2% RISE Tuitions (50,000) (60,000) (137,500) (137,500) (157,500) 14.5% Subtotal - Professional Salaries 2,617,123 2,925,454 3,172,820 3,142,820 3,306,286 5.2% 20 Clerical Salaries 30 Other Salaries Paraeducators Extended Year Salaries Subtotal - Other Salaries 40 Contract Services Legal Tutoring Consultations Therapeutic Services Substitute Teachers Testing Psychological Evaluations Transportation Subtotal - Contract Services 111,123 96,180 128,795 128,795 130,310 1.2% 1,428,937 1,594,405 1,507,605 1,507,605 1,500,158 -0.5% 8,745 34,742 18,000 18,000 30,000 66.7% 1,437,682 1,629,147 1,525,605 1,525,605 1,530,158 0.3% 43,718 29,103 51,000 51,000 51,000 0.0% 22,729 22,813 4,080 4,080 4,080 0.0% 33,018 50,000 50,000 40,000 -20.0% 106,936 97,065 110,150 110,150 77,000 -30.1% 1,815 1,911 7,347 7,347 115,847 . 115.7% 8,605 4,000 4,000 4,000 0.0% 7,936 43,804 6,200 6,200 6,000 -3.2% 890,078 816,052 880,825 880,825 870,000 -1.2% 1,106,230 1,019,353 1,113,602 1,113,602 1,067,927 -4.1% 50 Supplies & Materials Office Supplies 9,280 6,039 13,064 13,064 8,080 -38.2% Therapy Supplies 16,951 27,555 20,000 20,000 7,000 -65.0% Teaching Supplies 16,230 22,082 14,000 14,000 12,800 -8.6% Psychology /Testing Supplies 2,000 18,062 4,000 4,000 4,000 0.0% 44,461 73,738 51,064 51,064 31,880 - 37.6% (1) The Program Supervisor position was eliminated in FY09 and the funding re- allocated to special education teacher salaries for expanded programs discussed above. In addition, restructuring allowed for the creation of two district special education team chairs; currently both positions are funded through.federal grants. 27 114 FYI Special Education Budget (continued) Actual Actual Adopted Revised Proposed Special Education Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 60 Other Expenses Office Equipment 14,098 10,327 10,000 10,000 7,978 - 20.2% Software Licenses - 3.00 - - 13,500 Postage 3,000 2,342 2,447 2,447 5,000 104.3% Mileage Reimbursement 4,728 5,402 2,000 2,000 7,200 260.0% Dues & Memberships 1,549 350 2,000 2,000 100 - 95.0% Professional Development 17,670 14,853 12,000 12,000 2,000 -83.3% Adaptive Equipment 31,037 18,607 20,000 20,000 44,000 120.0% Adaptive Technologies 31,037 12,405 30,000 30,000 20,000 - 33.3% Parent Trans. Reimbursement 53,133 39,991 48,000 48,000 45,000 -6.3% Medicaid Billing 34,477 36,705 36,700 36,700 24,700 -32.7% Collaborative Dues 5,000 15,500 15,500 15,500 15,500 0.0% Tuition to Other Districts - 27,000 27,000 - - 100.0% Tuition, Out of State 196,330 198,680 - - 104,921 Tuition, In State 3,058,994 3,048,912 3,037,587 3,037,587 3,077,888 1.3% Tuition, Public Collaboratives 972,077 1,121,600 1,196,894 1,196,894 1,166,838 -2.5% Budget Offsets Circuit Breaker (2) (1,208,704) (973,600) (1,500,000) (1,500,000) (1,397,800) -6.8% CB Carryforward (3) (290,500) (350,000) (350,000) - - 100.0% (' 3,214,426 3,261,574 2,590,128 2,590,128 3,136,826 21.1% \.. Special Education Total 8,531,045 9,005,446 8,582,014 8,552,014 9,203,387 7.6% (2) As noted in the summary above, the reduction in Circuit Breaker funding assumes the state reduces the reimbursement rate in FY10 from 75% to 60 %. (3) As noted in the summary above, the elimination in Circuit Breaker Carryforward assumes that the state does not issue its fourth quarter payment thereby effectively eliminating any anticipated end of year balance in this Special Revenue Fund. 3.3.4 Special Education Staffing Profile Staffing by F.T.E. (1) By DOE Function 2005 -06 1 2006 -07 2007 -08 2008 -09 2009 -10 +/ ( -) 2100 Districtwide Academic Leadership 3.00 3.00 3.00 - Pupil Services Administrators 2.50 2.50 2.50 2.00 2.00 Administrative Support Staff 2300 Instruction Classroom Teachers, Special Education 7.40 8.00 8.00 9.60 9.60 - Specialists, Special Education 24.10 24.40 28.80 31.70 31.70 - Therapeutic Services 13.00 13.00 13.40 14.00 14.00 - Paraeducators, Special Education 72.90 78.90 86.00 80.00 74.30 (5.70) District Total 122.90 129.80 141.70 140.30 134.60 (5.70) ki) N. I. h.= Null 11me hquivalent (vanes trom 35 - 4U hours depending upon statt) 28 115 - 3.00 3.00 3.00 3.00 3.00 - ki) N. I. h.= Null 11me hquivalent (vanes trom 35 - 4U hours depending upon statt) 28 115 3.4 Other / Undistributed This cost center consists of the following functional areas: • Medical / Health Services • Athletics • Extracurricular Activities • District Networking & Technology Maintenance Budget summaries for each functional area are provided below with each department's budget. 3.4.1 FYI Medical / Health Services Budget The Medical / Health Services budget funds salaries and expenses related to servicing the medical needs of the district's students. Currently, each building maintains a full time school nurse and the department is supervised on a daily basis by the Director of Nurses who also acts as the High School nurse. The district also contracts with a physician with whom the medical staff consults as needed and who provides medical examination services to student athletes and others as required. The responsibilities of the nursing staff have grown significantly over the past several years as a result of the increase in medical accommodations required for students as well as the increasing prevalence of food and digestive allergies4. School nurse staffing levels will remain unchanged in Fiscal Year 2010. While the FY10 budget shows a decrease in salaries from FY09 budgeted, this is because the FY09 budgeted amount is higher than actual since the budget was developed prior to contract negotiation and settlement. The same is true of clerical salaries. Presently, this department is supported by 0.5 FTE clerical staff. Other salaries represent nurse substitutes which, despite showing a decrease from a slightly overstated FY09 budget amount, show a 30% increase over FY08 actual amounts. This is due to an increase in the daily nurse substitute rate from $60 to $75 per day to allow the district to be more competitive with neighboring districts which pay anywhere between $75 and $100 per day on average. As with other cost centers, funding for professional development has been eliminated entirely and the contract with the current school physician will allow for level funding. With respect to supplies and materials, an effort will be made to conserve and minimize the amount of paper and other office supplies required. Of some concern with respect to medical supplies is the increasing need for epi -pens for students with allergies (see footnote). To address this need, we will look to collaborative purchasing opportunities with other districts -for these and other medical supplies. Prior year purchases of office, computer, and medical equipment should allow the department to operate without additional purchases in the upcoming year. Overall, funding in this budget for FYI will decrease 5.1 %. 4 According to the Centers for Disease Control and Prevention's National Center for Health Statistics, from 1997 to 2007, the prevalence of reported food allergy increased 18% among children under age 18 years. Furthermore, approximately 3.9% of children under the age of 18 years were reported to have a food or digestive allergy in 2007. 29 116 FY10 Medical / Health Services Budget Actual Actual Adopted Revised Proposed Undistributed/ Other Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG Medical/Health Services 10 Professional Salaries 306,623 327,634 416,680 416,680 399,483 -4.1% 20 Clerical Salaries 13,497 14,080 15,393 15,393 14,401 -6.4% 30 Other Salaries 1,320 2,640 5,000 5,000 3,500 -30.0% Subtotal - Salaries 321,440 344,354 437,073 437,073 417,384 -4.5% 40 Contract Services - - 100.0% Subtotal - Other Expenses 15,484 5,014 4,500 4,500 Professional Development 1,316 1,671 1,300 1,300 - - 100.0% School Physician. 7,569 7,859 8,200 8,200 8,200 0.0% Subtotal - Contract Services 8,885 9,530 9,500 9,500 8,200 -13.7% 50 Supplies & Materials Office Supplies 1,633 974 1,687 1,687 1,145 -32.1% Medical Supplies 5,649 5,026 5,258 5,258 5,000 -4.9% Subtotal - Supplies & Materials 7,282 6,000 6,945 6,945 6,145 -11.5% 60 Other Expenses Mileage Reimbursement 595 355 500 500 - - 100.0% Computer Equipment 1,158 894 1,500 1,500 - - 100.0% Medical Equipment 13,731 3,765 2,000 2,000 2,800 40.0% Office Equipment 500 500 - - 100.0% Subtotal - Other Expenses 15,484 5,014 4,500 4,500 2,800 - 37.8% Total Medical/ Health Services 353,091 364,898 458,018 458,018 434,529 -5.1% 30 117 3.4.2 FYI Athletics Budget The Athletics Program at Reading Memorial High School continues to be one of the most well - respected, well - managed, and well- coached programs in the state. Year after year, our athletes, coaches, teams, and program leaders win not only team championships but awards for sportsmanship, individual achievement, and program leadership. While the operating budget has always funded a substantial portion of the program, the program is also supported by very strong and active parent and community organizations. While many other districts, when faced with budget constraints, reduce or eliminate funding for athletics, the Reading Public Schools believes this is an important program that must be continued. To that end, the administration recommends combining modest cost reductions with revenue enhancement to. allow for continued funding in FYI 0. The FY10 budget makes no reduction to the number of sport teams and staffing levels for the department remain unchanged, despite the apparent decrease from FY09 budgeted levels which are slightly higher than actual levels as they were developed prior to final contract negotiations and settlement. There is an anticipated decrease in the need for custodial detail due to a decrease in the number of home games in FY10, particularly football games where additional custodial detail is generally required. The budget offset represents the revenue generated through user fees and gate receipts. The current per sport fee charged to student athletes is $85 dollars with an annual cap of $220 per athlete and $440 per family. The proposed increase in the offset will be generated through an increase of the current user fee. Below are the results of a recent user fee survey showing that Reading's fees are less than most of our neighboring districts. Excluding the four communities that currently do not charge a user fee, Reading currently has the lowest per sport user fee. With the proposed increase to $175 per athlete per sport, Reading will still be lower than all of the communities listed for the first sport for each athlete and will ( be lower than 8 of the 10 area communities for second and third sports. You will note that the communities who do not have user fees are those with significantly larger commercial tax bases than the Town of Reading. Maximum District User Fee Per Family Per Student Andover $250 per year $500 Belmont $300 per participant $600 Burlington 0 Lexington $300 per athlete per sport $600 Lynnfield $200 per student per year $425 Melrose $225/$150/$10 per athlete per sport $700 No. Andover $300/$175 per athlete per sport $775 No. Reading $400/$100 per athlete per sport $1,100 Reading (current) $85 per athlete per sport $440 $220 Reading (proposed) $175 per athlete per sport $750 $450 Stoneham $300 per athlete per sport Tewksbury $150 per student Wakefield $260 per athlete $800 $600 Watertown 0 Wilmington 0 Winchester $290 per athlete per sport $950 Woburn 0 Furthermore, the data below show the extent to which the operating budget is currently subsidizing the athletics program. This data indicates that current user fees and gate receipts cover a little over 50% of 31 118 the salary cost of the athletics program. When equipment, rental, and transportation costs are included, current receipts cover just about 15% of the total program cost. The requested increase in user fees and the corresponding increase in the budget offset will result in projected receipts covering closer to 30% of the total program cost. Contract services include repairing and refurbishing athletic equipment; maintaining the High School artificial turf fields; renting facilities for several sports such as hockey, swimming, and gymnastics; transporting athletes to and from athletic events; paying athletic officials; and hiring crowd monitors (predominantly police detail for football games). While there is some variation from FY09 budget levels, the FY10 projections are reflective of actual historic trends. Supplies, materials and other expenses will be substantially curtailed in light of budget constraints. We will attempt to manage funding decreases by working with other districts to take advantage of collaborative purchasing opportunities wherever possible. 32 119 Gate Coach Sport /Activity User Fees Receipts Salaries Difference Basketball, Boys 1,190 8,732 (7,542) Basketball, Girls 2,205 8,732 (6,527) Cheerleading 1,955 4,749 (2,794) Cross Country 4,165 8,732 (4,567) Field Hockey 3,655 8,732 (5,077) Football 5,375 28,983 26,064 8,294 Golf 850 4,535 (3,685) Gymnastics, Girls 170 5,034 (4,864) Hockey, Boys 3,655 8,732 (5,077) Hockey, Girls 1,530 8,732 (7,202) Soccer, Boys 4,335 8,732 (4,397) Soccer, Girls 2,550 8,732 (6,182) Swimming, Boys 1,530 5,034 (3,504) Swimming, Girls 1,700 8,732 (7,032) Volleyball 3,060 8,732 (5,672) Winter Track, Boys 7,140 8,732 (1,592) Winter Track, Girls 6,120 8,732 (2,612) Wrestling 2,545 8,732 (6,187) Other User Fees 1,430 2,244 - 3,674 55,160 31,227 158,932 (76,219) The requested increase in user fees and the corresponding increase in the budget offset will result in projected receipts covering closer to 30% of the total program cost. Contract services include repairing and refurbishing athletic equipment; maintaining the High School artificial turf fields; renting facilities for several sports such as hockey, swimming, and gymnastics; transporting athletes to and from athletic events; paying athletic officials; and hiring crowd monitors (predominantly police detail for football games). While there is some variation from FY09 budget levels, the FY10 projections are reflective of actual historic trends. Supplies, materials and other expenses will be substantially curtailed in light of budget constraints. We will attempt to manage funding decreases by working with other districts to take advantage of collaborative purchasing opportunities wherever possible. 32 119 FYI Athletics Budget Undistributed / Other Athletics 10 Professional Salaries 20 Clerical Salaries 30 Other Salaries Athletic Coaches Athletic Event Detail Budget Offset Subtotal - Salaries 40 Contract Services Equipment Repair Field Maintenance Athletic Facility Rentals Athletic Transportation Officials Crowd Monitors Subtotal - Contract Services Actual Actual Adopted Expended Expended Budget 2006 -07 2007 -08 2008 -09 Revised Budget 2008 -09 Proposed Budget 2009 -10 CHG 64,143 66,756 68,094 68,094 72,313 6.2% 16,750 17,562 18,593 18,593 17,400 -6.4% 309,117 310,163 347,128 347,128 314,842 -9.3% 7,429 4,605 6,000 6,000 5,000 -16.7% (60,000) (50,000) (110,000) (110,000) (220,000) 100.0% 337,439 349,086 329,815 329,815 189,555 -42.5% 7,507 10,595 10,000 10,000 10,000 0.0% 5,792 5,756 4,500 4,500 5,700 26.7% 42,482 46,660 .42,500 42,500 47,000 10.6% 75,991 72,980 78,535 78,535 74,000 -5.8% 51,883 54,470 50,000 50,000 55,000 10.0% 3,021 4,316 5,000 5,000 5,000 0.0% 186,676 194,777 190,535 190,535 196,700 3.2% 50 Supplies, Materials, and Other Expenses Office Supplies 1,000 1,072 2,000 2,000 1,000 - 50.0% Field Supplies 3,000 - 2,000 2,000 1,000 - 50.0% Trainer Supplies 3,000 2,003 4,000 4,000 2,500 - 37.5% Team Supplies 51000 3,143 4,000 4,000 3,500 - 12.5% Uniforms .2,667 4,145 2,000 2,000 3,500 75.0% Conferences /Workshops 351 - - - - Awards 1,526 2,029 3,000 3,000 2,500 - 16.7% Equipment 21,884. 9,467 20,200 20,200 13,200 -34.7% Travel 1,874 1,005 - - - Dues & Memberships 2,290 3,186 2,000 2,000 2,000 0.0% Subtotal - Supplies & Materials 42,592 26,050 39,200 39,200 29,200 - 25.5% Total Athletics 566,707 569,913 559,550 559,550 415,455 -25.8% 33 120 3.4.3 FY10 Extracurricular Budget Salary amounts attributable to this area of the budget include the 0.3 FTE extracurricular activities coordinator (the remaining 0.7 FTE as the Athletics Director) as well as stipends for the three seasons of high school drama productions and the operations of the high school fitness center. While the FY 10 budgeted amount is lower than FY09 budgeted, it is reflective of historical trends. The budget offset represents revenue that is generated from user fees and ticket sales. In addition, we are proposing to include a user fee for students that do not participate in athletics but utilize the high school fitness center during after - school hours. This fee will help to offset the wages paid to the fitness center coordinator and the staff that monitors the center after school. With respect to funding of contract services, supplies, materials, and other expenses, minimum funding has been provided in FY10 based on historical spending. It is anticipated that these programs will continue to rely on the generosity of groups such as the Band Parent Organization, Parents Supporting Student Theater and the Parent Teacher Organization to fund any additional purchases beyond the minimum needs of the program. Actual Actual Adopted Revised Proposed Undistributed / Other Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG Extracurricular 10 Professional Salaries Student Activities Coordinator HS X -Curr Stipends Budget Offset Subtotal - Salaries 40 Contract Services Equipment Repair Services Equipment Rental Facility Rental Training Fees Transportation Subtotal - Contract Services 27,505 28,610 29,169 29,169 30,991 6.2% 40,227 41,495 62,570 62,570 44,467 - 28.9 % (10,000) 2,810 (20,000) (20,000) (36,000) 80.0% 57,732 70,105 71,739 71,739 39,458 - 45.0% - - 550 550 - - 100.0% - - 1,200 1,200 - - 100.0% 242 - 520 520 - -100.0% 4,161 4,105 1,100 11100 3,000 172.7% 9,239 8,490 8,000 8,000 8,500 6.3% 13,642 12,595 11,370 11,370 11,500 1.1% 50 Supplies & Materials Office Supplies Drama/ Music Supplies Subtotal - Supplies & Materials 60 Other Expenses Event Entry Fees Dues & Memberships Drama/ Music Royalties Equipment Subtotal - Other Expenses Total Extracurricular 1,479 2,510 539 539 - - 100.0% 1,933 300 2,100 2,100 - - 100.0% 3,412 2,810 2,639 2,639 - - 100.0% 1,106 986 1,200 1,200 1,000 - 16.7% 200 150 150 - - 100.0% 2,167 2,334 3,000 3,000 2,400 -20.0% 2,907 1,566 1,200 1,200 1,000 -16.7% 6,380 4,886 5,550 5,550 4,400 - 20.7% 81,166 90,396 91,298 91,298 55,358 -39.4% 34 121 3.4.4 District Networking & Technology Maintenance Budget Professional salaries show a decline due to a refined allocation of staffing which was discussed in the Regular Day section of this document. As mentioned above, these individuals are able to dedicate all of their time to technology integration needs at the building level. Therefore, in the revised FY09 budget, their salaries have been shifted back to the regular day building budgets. The additional FY09 amount represents district -wide summer work required to install and set up new technology purchases. Funding for FY10 for building technology support represents one 0.2 FTE district -wide position. The apparent increase for the Network Administrator salary over FY09 levels results from the fact that the actual FY09 salary is slightly higher than budgeted as a result of the adjustment made to reflect the salary study performed in FY08. While software purchases are significantly lower in FY 10, the software licensing fees increase in next year's budget. This is due to the fact that while purchases were made in prior years, there are annual licensing and support fees required for several of these software programs such as Connect -Ed and the software that was purchased to allow central monitoring and shutdown of all district computers. Telephone repair costs, while higher than FY09 budgeted, are more reflective of prior year actual levels. This is due to the fact that our newer phone systems are somewhat more complex and require routine maintenance and re- programming. 60 Other Expenses Software Purchases Actual Actual Adopted Revised Proposed - 86.6% Undistributed/ Other Expended Expended Budget Budget Budget % Telephone Repairs 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG. District Technology 23,263 7,901 - - - j 10 Professional Salaries 17,955 •2,000 3,000 3,000 3,000 0.0% Network Administrator 65,001 74,939 51,500 51,500 55,678 8.1% Building Technology Support 15,229 50,950 123,096 28,096 14,212 -49.4% 30 Other Salaries Computer Technicians 55,388 86,739 132,391 132,391 133,390 0.8% Subtotal - Salaries 135,618 212,628 306,987 211,987 203,280 -4.1% 40 Contract Services Internet Service Provider 727 - - 1,440 Software Licensing & Support 23,004 17,500 15,500 15,500 18,500 19.4% Computer Consulting 7,950 - - - Subtotal - Contract Services 23,004 26,177 15,500 15,500 19,940 28.6% 50 Supplies & Materials 5,377 5,439 81000 81000 8,000 0.0% 60 Other Expenses Software Purchases 20,362 30,000 15,000 15,000 2,005 - 86.6% Computer Equipment 16,773 14,999 - - - Telephone Repairs 10,500 9,454 5,000 5,000 8,985 79.7% Network Equipment 23,263 7,901 - - - Network Maintenance 17,955 •2,000 3,000 3,000 3,000 0.0% Subtotal - Other Expenses 88,853 64,354 23,000 23,000 13,990 -39.2% Total - District Technology 247,475 303,159 345,487 250,487 237,210 -5.3% 35 122 3.5 School Building Maintenance i 3.5.1 Budget Commentary The School's Facilities Department is responsible for maintaining fifteen buildings representing one million square feet of space and including eight school buildings and seven town buildings. Our facilities department has a very high ratio of square footage maintained per employee. Despite this, principals and town administrators report that the condition of our buildings have never been better. This would not be possible without the strong leadership of the current management team. However, given the fiscal constraints that we face, the FYI budget proposes the elimination of one of the three facilities management positions. While this will present a challenge to the department, it is our hope that the implementation of the Energy Savings Performance Contract will result in a reduction in equipment repair, an area of primary responsibility for the eliminated position. The need for custodial substitutes and overtime is anticipated to remain at current levels as vacation and sick leave coverage remain relatively constant over the next year. The projected funding assumes similar needs with respect to snow and ice removal as prior years. Furthermore, some overtime may be required during the construction phase of the performance contracting as work done during the school year will be performed after school hours and may necessitate custodial coverage beyond existing staffing levels. The budget offset reflects revenues collected from school building rental fees charged to outside users of school buildings including Reading Recreation which currently pays $25,000 per year for use of our facilities. Use of our school buildings by the Recreation Department accounts for nearly 60% of total afternoon, evening, and weekend use but just a little over 20% of revenues generated from building rental. In FY09, a new rental fee schedule was developed which created a tiered structure that charges more to non - Reading and for - profit groups than to Reading and non - profit groups. It is anticipated that the building audits to be performed during the winter- spring of 2009 will provide comprehensive l building energy and utility consumption data that will enable us to verify if our current rental rates are adequate. Should we find they are inadequate, a proposed fee increase may be warranted. Under contract services, the decrease in cleaning services reflects a negotiated price decrease in the current contract which is due to expire at the conclusion of FY10. Likewise, the decrease in projected funding for inspection, testing, and preventive maintenance is due in part to decreases in negotiated contract rates for the various inspectional service providers. All testing and inspection activity required by local, state, and federal regulation is funded. More of the preventative maintenance, such as filter changes on air handling equipment, will be done by in -house staff. Where possible without compromising the operations of equipment, the frequency of preventive maintenance activities will be decreased from three or four times per year to two or three times per year. Expenditures for supplies and equipment are anticipated to remain relatively unchanged based on historic levels. There is, however, a reduction to building repairs and extraordinary (unanticipated) repairs. It is important to note that actual expenditures for extraordinary repairs in FY07 and FY08 include work that was funded through the capital plan which is reported in this line per requirements of the Massachusetts DESE. For FY09, this represents an additional $300,000 in funding. In FY10, the capital funding request, excluding projects likely to be addressed through performance contracting, will be approximately $150,000. Furthermore, with the implementation of the Energy Savings Performance Contract, the newer equipment to be installed is likely to reduce the expenditures required on repairs, particularly unanticipated repairs, in FYI as well as subsequent years. With respect to energy and utilities, the total budget is projected to decrease by 3.8 %. As the budget table indicates, we experienced a significant decrease in natural gas expenditures in FY08. This was due in part to a warmer than average winter but also due in part to conservation measures that were employed 36 123 during the heating season. The original FY09 budget was based on the seven year average and is probably more reflective of a worst case scenario for the heating season. Although we have experienced only one month of the heating season so far, we have revised our estimate of the funding required for FY09 for natural gas due to a lower negotiated contract price and the continued use of conservation measures. We hope to continue this trend in FY10 and hope to experience some savings during the construction phase of the performance contract. In contrast, the projected funding required for electricity has been revised upward from the original FY09 projection. Unfortunately, the full impact of the escalation in the fuel charges included in the electric rate was not fully anticipated. Additionally, while Reading Municipal1ight did implement a school rate, the rate is still approximately 5% higher than anticipated and includes a new energy conservation charge. As a result, savings anticipated in natural gas have been shifted to electricity to offset the corresponding increase. The FYI budget anticipates level funding requirement for electricity. This is based on the assumption that the base rate will not increase dramatically, that fuel prices will remain low thereby minimizing the increase to the fuel charge, and that any corresponding rate increases will be offset by some of the construction savings that may result through Energy Savings Performance Contracting implementation in FY10. The original FY09 water /sewer /stormwater budget appears to be slightly overstated as the increase in water rates was not as high as anticipated. The FY10 budget has been reduced as any rate increase is likely to be offset by conservation measures that have been introduced and additional measures that may be implemented through performance contracting. Electricity Consumption per Square Foot Natural Gas Consumption per Square Foot m 124 35 30 25 20 15 10 120 100 00 B0 40 20 37 '7 t•�M1, N1 � i.n 4— I `'d,� t . ...":r .r. : >." ,. _�� —::, •. .. i .. ...... t. .!. _.. it .7� r.14 rX .., r 4i i 1 , ni• . I � t t c+ i � 7 � 4~c .e: IT i o a t m 124 35 30 25 20 15 10 120 100 00 B0 40 20 37 3.5.2 FYI School Building Maintenance Budget Actual Actual Adopted Revised Proposed School Building Maintenance Expended Expended Budget Budget Budget % 2006 -07 2007 -08 2008 -09 2008 -09 2009 -10 CHG 10 Professional Salaries 20 Clerical Salaries 30 Other Salaries Custodians Custodial Substitutes Custodial Overtime Maintenance Staff Maintenance Overtime Budget Offset Subtotal - Salaries 40 Contract Services Cleaning Services Inspections/Testing/PM Subtotal - Contract Services 50 Supplies & Materials 182,523 198,156 207,000 207,000 147,506 -28.7% 34,114 33,796 36,673 36,673 37,018 0.9% 712,341 .733,136 774,679 774,679 782,385 1.0% 61,125 61,149 60,000 60,000 60,000 0.0% 89,270 84,359 97,837 97,837 98,000 0.2% 136,128 141,585 146,402 146,402 148,854 1.7% 6,550 3,477 6,432 6,432 6,500 . 1.1 % (50,000) (45,000) (105,000) (105,000) (135,000) 28.6% 1,172,051 1,210,658 1,224,023 1,224,023 1,145,263 -6.4% 204,617 225,186 240,958 240,958 234,290 -2.8% 121,401 130,767 137,772 137,772 122,913 -10.8% 326,018 355,953 378,730 378,730 357,203 -5.7% Custodial Supplies 64,874 82,145 61,860 61,860 61,360 -0.8% Office Supplies 4,266 3,767 4,000 4,000 3,225 - 19.4% Maintenance Supplies 15,474 2,794 - - 3,000 - Subtotal - Supplies & Materials 84,614 88,706 65,860 65,860 67,585 2.6% 60 Other Expenses Uniforms Software Licensing & Support Custodial Equipment Gasoline Office Equipment Maintenance Equipment Professional Development Security Equipment Mileage Reimbursement Building Repairs Extraordinary Repairs Natural Gas Electricity W a ter / Sewer / Stormwater Subtotal - Other Expenses 6,281 7,577 8,200 8,200 8,200 0.0% 2,986 4,976 - - 4,500 8,969 19,187 - - - 8,001 10,089 10,000 10,000 10,000 0.0% 2,633 842 500 500 1522 204.4% 42,759 33,117 51000 51000 4,000 - 20.0% 3,604 1,918 1,000 1,000 - - 100.0% 3,395 5,000 3,000 3,000 - - 100.0% 8,258 7,904 8,662. 8,662 7,500 - 13.4% 358,984 364,600 300,000 300,000 269,800 - 10.1% 374,460 310,180 116,400 116,400 89,500 -23.1% 864,706 700,954 962,317 844,667 788,870 -6.6% 577,924 658,196 676,914 794,564 795,472 0.1% 122,421 76,495 111,800 111,800 100,224 - 10.4% 2,385,381 2,201,035 2,203,793 2,203,793 2,079,588 -5.6% Total - School Building Maintenance 3,968,064 3,856,352 3,872,406 3,872,406 3,649,639 -5.8% 38 125 3.5.3 School Building Maintenance Staffing Profile Staffing by F.T.E. (1) 1 By DOE Function 2005 -06 2006 -07 2007 -08 2008 -09 2009 -10 +/ ( -) 4100 School Building Maintenance Total Schools - Equipment 20,000 Directors & Managers 50,000 2.00 3.00 3.00 3.00 2.00 (1.00) Maintenance Staff 4.00 3.00 3.00 3.00 3.00 - Custodians 20,000 22.00 21.00 20.00 20.00 20.00 - (1) F.T.E.= Full Time Equivalent (varies from 35 - 40 hours depending upon staff) Buildings - Schools 220,000 3.5.4 School Building Capital Plan - Five Year Summary 39 126 5 -Year FY08 FY09 FY10 FY11 FY12 FY13 FY14 Total Schools - Equipment 20,000 - 50,000 100,000 150,000 220,000 200,000 720,000 Technology - Instructional Equipment - 50,000 100,000 150,000 200,000 200,000 700,000 Vehicles 20,000 20,000 20,000 Buildings - Schools 220,000 315,000 431,000 307,400 35,000 44,000 404,000 1,221,400 HVAC /Energy Mgmt Systems 25,000 - 88,000 25,000 - 30,000 143,000 Windows & Doors 20,000 54,000 54,000 - 108,000 ADA Compliance 30,000 - Ceilings - 15,000 25,000 25,000 50,000 Classroom Furniture 20,000 30,000 20,000 20,000 Compressors - - 10,000 10,000 Electrical Systems 10,000 35,000 60,000 35,000 95,000 Fire Alarms 60,000 - 60,000 Generators 20,000 - Cafeteria Equip. & Furniture 34,400 34,400 Plumbing - - Carpet/Flooring - 55,000 74,000 109,000 35,000 44,000 54,000 316,000 Roofing 95,000 70,000 - 320,000 320,000 Security System - 30,000 30,000 15,000 45,000 Fire Supression System - - - Technology Infrastructure 60,000 - Water Heater 20,000 20,000 Other 20,000 - 39 126 3.6 Town Building Maintenance 3.6.1 Budgetary Commentary Salaries: Custodial salary increases are reflective of negotiated increases. The rather dramatic increase in overtime results from the addition of Sunday operating hours for the Reading Public Library which requires additional custodial support that was not budgeted in FY09 since the Facilities Department was not aware of the proposal to increase hours of operation at the time the FY09 budget was prepared. Contract Services: The decrease in cleaning services represents the price in the negotiated contract and some minor adjustments to cleaning schedules. The decrease in inspections, testing, and preventive maintenance results from recently negotiated contracts as well as a decrease in the frequency for those activities that do not compromise the operation of building systems and the use of in -house labor to perform some of the preventive maintenance tasks. Other Expenses: The FY10 natural gas budget has been increased from FY09 levels to adjust for the fact that FY09 may be slightly under budgeted based on FY08 actual. While the school buildings have shown some improvement with respect to energy efficiency, the town buildings have lagged in that area. Conservation measures have been implemented where possible. In addition, a lower negotiated price and some potential construction savings that are anticipated as part of the implementation of Energy Savings Performance Contracting should provide for some measure of savings from FY08 actual levels. Electricity consumption in town buildings continues to pose a challenge. The buildings which are least efficient with respect to consumption per square foot include the Town Hall, Main Street Fire Station, the Public Library, and the Police Station. The graph below indicates the relative efficiencies of these buildings. Increases in consumption at some of these buildings are related to either the addition of air conditioning for certain spaces, additional computers, and /or the increase in operating hours. In addition, the electricity rates charged by RMLD have increased; this includes not only an increase to the base rate but a higher fuel charge and an additional energy conservation charge. The FYI increase to the water, sewer, and stormwater budget results from an anticipated increase in fates rather than usage. Electricity Consumption (Mbtu) per Square Foot 70 z { 60 F 1� .gin s) 311 j 50 /� h r � 40 30 20 10 _ tx 1 ;ti 0 Town Police Senior West Side Main Library DPW Hall Center Fire Street Fire Garage C 40 127 3.6.2 FYI Town Building Maintenance Budget Town Building Maitenance Salaries Custodial Salaries Custodial Overtime Subtotal - Salaries Contract Services Cleaning Services Inspection/Testing/PM Subtotal - Contract Services Actual Actual Adopted Proposed Expended Expended Budget Budget % 2006 -07 2007 -08 2008 -09 2009 -10 CHG 159,297 115,781 118,417 120,889 2.1% 41,800 33,730 37,730 11.9% 159,297 157,581 152,147 158,619 4.3% 40,373 52,477 56,100 54,990 -2.0% 46,077 44,953 42,660 40,070 -6.1% 86,450 97,430 98,760 95,060 -3.7% Supplies & Materials 11,872 10,360 15,000 13,930 -7.1% Other Expenses Heating of Buildings 144,430 150,870 144,430 147,798 2.3% Electricity 137,911 168,597 158,448 183,031 15.5% Water /Sewer /Stormwater 11,182 13,944 14,500 15,936 9.9% Building Repairs 161,841 168,765 66,952 63,585 -5.0% Extraordinary Repairs 89,108 100,242 58,739 31,017 -47.2% Mileage Reimbursement - 1,121 - - 80,000 Subtotal - Other Expenses 544,472 603,539 443,069 441,367 -0.4% Total - Town Building Maintenance 802,091 868,909 708,976 708,976 0.0% 20,000 Furniture 3.6.3 Town Building Capital Plan - Five Year Summary Compressor 41 128 FY -2009 [FY -2010 FY -2011 FY -2012 FY -2013 FY -2014 ear Total Buildings - Municipal 280,000 325,000 717,500 230,000 265,001) 280,000 1,817,500 Electrical Systems - HVAC /Energy Mgmt Systems 45,000 110,000 152,500 65,000 35,000 362,500 Windows & Doors 105,000 70,000 80,000 75,000 30,000 30,000 285,000 ADA Compliance Ceiling 20,000 20,000 20,000 Furniture Compressor Fire Alarm 15,000 15,000 Generator 55,000 30,000 85,000 Kitchen /Cafeteria 30,000 - - Plumbing Capet/Flooring 40,000 35,000 35,000 Roofing 25,000 150,000 200,000 250,000 600,000 Security System Fire Supression System Technology Infrastructure Water Heater 20,000 35,000 10,000 65,OOD Other 1 15,000 1 50,000 300,000 350,000 41 128 4.0 Grants & Revolving Fund Balances The table below illustrates the revenues, expenses and changes in Special Revenue Fund balances between July 1, 2007 and June 30, 2008. The net increase to special revenue fund balances from July 1, 2007 to June 30, 2008 was $404,253. 42 129 Revenues Balance Inter- Charges for Donations Balance 1-Tul-07 governmental Services And Other Expenditures 30-jun-08 Federal grants: Title I - 120,819 - 120,819 SPED P. L. 94-142 - 963,430 - 965,234 (1,804) SPED Early childhood - 17,554 - - 17,554 - SPED professional development - 25,919 198 - 26,073 44 Title V - 2,627 - - 2,627 - Phys Ed (PEP) Grant 3,352 48,713 - - 42,830 9,235 Safe & Drug Free Schools (SFDS) - 11,785 - - 11,655 130 Project Lifeskills (FOPS) 1,618 - 1,490 128 Title IIA - Teacher Quality 2,177 69,835 - - 72,013 (1) Title IID - Enhanced Ed Technology - 2,368 - - 2,368 - U.S. History Grant (3,798) 848,084 - - 844,286 1 State grants: Racial imbalance - 349,400 13,655 - 362,983 72 Circuit breaker 289,495 1,588,421 - - 1,265,360 612,556 Academic Support - 10,000 - 10,059 (59) Gifted & Talented 31,000 31,001 (1) Special Education Prog Review 4,500 4,500 - Other grants: Donald A. Burns Foundation 9,736 - - 1,251 8,485 BC/BS Jump Up & Go Grant 2,801 1,000 436 3,365 Revolving funds: Lunch program 39,857 127,269 956,699 - 1,074,560 49,265 Athletic events 115,367 - 128,882 5,000 212,901 36,348 Adult education 22,985 - 127,521 - 77,307 73,199 Summer school tuition 33,890 - 33,256 - 18,233 48,913 RISE pre-school 102,142 - 114,446 720 72,141 145,167 Use of property 121,652 - 117,850 - 139,465 100,037 Drama activities (507) - 112,477 83,009 28,961 Drama activities (Coolidge) 19,412 - 13,482 9,405 17,489 Drama activities (Parker) 9,273 - 20,600 - 22,160 7,713 After School (Parker) 7,713 - 15,935 17,303 6,345 Donations - elementary science 1,916 - - 1,650 - 3,566 Eaton Clocktower Donations 27,544 - - 15,874 30,000 13,418 HS Field Lighting Donations 25,301 - - 155,050 180,351 - Wood End Playground Donations 11,999 - - 2,606 13,906 699 Vernal pool 2,562 - - - 2,562 Tuition - special needs program 149,854 - 77,159 67,125 159,888 All-day kindergarten 331,875 - 458,757 - 389,883 400,749 Total all fonds 1,322,217 4,222,724 2,190,917 180,900 6,190,288 1,726,470 42 129 The advantageous position of our special revenue fund balances allows .for an increase in offsets to our FY10 budget of $286,000 including athletic and extracurricular user fees, gate receipts and ticket sales; building.rental revenue; pre - school and special education tuition receipts; and kindergarten tuition receipts. The analysis below outlines the assumptions upon which the increased budget offsets were based. The table below shows the number of FTE positions and the salary amounts currently funded through federal and state grants and district Special Revenue Funds. The same level of grant funding is assumed for FY10. Due to staff retirements and other internal changes, the number of FTE positions funded through grants and revolving funds is expected to remain unchanged in FY10. FTE FY09 Salary Add'I Net Projected Projected Projected Projected Early Childhood FY09 Balance Balance Revenue Balance FY10 Net FY10 Balance Revenue un Offset 1- Jul -08 30- Nov -08 Projected 30- Jun -09 Revenue Offsets 30- Jun -10 Extracurricular (20,000) 28,961 105,875 - 60,875 58,814 (36,000) 83,689 Athletics (1) (110,000) 36,348 107,521 60,000 77,521 2.17,764 (220,000) 75,285 Use of School Prope (105,000) 100,037 159,102 40,000 124,102 77,850 (135,000) 66,952 RISE Tuition 137,500) 145,167 189,764 40,000 144,764 72,570 (157,500) 59,834 Special Ed Tuition (85,000) 159,888 159,881 70,000 144,881 37,159 (120,000) 62,040 Kindergarten Tuition (400,000) 400,749 605,527 16.0,000 365,527 380,000 (475,000) 270,527 Summer School Tuitio (20,000) 48,913 _ . 59,605 _ 5,000 44,605 16,800 (20,000) 41,405 (877,500) 920,063 1,387,275 375,000 962,275 860,957 (1,163,500) 659,732 (1) Due to increase in fees Increase over FY09 offset 286,000 The table below shows the number of FTE positions and the salary amounts currently funded through federal and state grants and district Special Revenue Funds. The same level of grant funding is assumed for FY10. Due to staff retirements and other internal changes, the number of FTE positions funded through grants and revolving funds is expected to remain unchanged in FY10. 43 130 FTE FY09 Salary Grant/ Revolving Fund Funded Funded Position(s) Supported Early Childhood 0.4 15,800 Pre- school Teacher Emergency Preparedness 0.1 12,800 Program Coordinator METCO 1.0 50,952 Program Director PL 94 -142 16.4 878,352 Special Education Team Chairs (3: Special Education Teachers (13.4) Teaching of American History 1.0 79,568 Program Director Title I 1.5 74,275 Middle School Teacher (1.0) Elementary Reading Specialist (0.: School Food Services 27.5 564,693 Director (1.0) Clerical Staff (1.0) Cafeteria Managers (8.0) Food Service Driver (1.0) Cafeteria Workers (16.5) Adult Education 0_2 10,000 Program Coordinator Total Supported 48.1 1,686,440 43 130 131 0 N � N � N C ' •� n. �To o r., = A d D (sna p � V y Gi CAS •rn V c Cn r.a � R. rn ���•++ �byA MCI '.fir � C G rG �UUAHv�W l 131 CD C) C) O C%l CD col LO Lo > Ci U- C, cnl O CD � I C=L U') O C) cli co N Cl=1 C:) ) U- CD = CD C:) CD CD O ai C� C =� C� �g C� C> .0 to C') LL- C:) C) CD CD C) CD C) C:) C= � C: t C;� 0 O C) C e� CD C14 Cr N LL C:) C) C:) LO C) CD CD c:, = C:- Ci CL. 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C� v C� (CL Lr� 'Ili CL CL ll Ili Gi q lr� Cli — t0 vi C, I cq W I'- O m cn co Of 00 00 r- 01 O w m 04 cn co co 0) C) Lo M Cl) LA m I,,: N cq to 09, 0 Cl) a Ln 0 0 ow a r- 0 C� Ct C� cct q C"! Ct V CIJ CD C) 0) IT So (D (D C14 co "I CL r-� 00 m -Ir cli 0 C> 04 Lo 0 -�r CD 0 cc i M Cli G) V) Ci 12 C', U) C4 C', CD 0 to cll� ct G� IQ (q LU 9 Ul In GO) m ID fl- Lo LO C\l cli v t�� co v co co C co IT (0 IT "7 Ell E 0 In .0 w w t 24 E y d E N 0: 4" 0 > om cn ad M CL E 'n ow r 0 O w 1 ImMr-6m 50, C m cn C c C: c a) (n w V W w -ffi >, r- r- E ca g ID _- 'm , w 0 r a) ID .0 W 0 0 M CL a 0 M CO2 B: c a CL 0 CL 0 CL 0. 0 0 CL M -a r a 0- CL cc - m a-- Ca 3 x x x x x E - . 0 0.5 ca CL m 0. = tn CL x x X = @ ca �E ca -6, - 0 60 w CL cc CL ca CL x R: x x UJ 0 LLJ r w ui ui w 0 0 U. ui LU 0 uj r- w n w cj 0 L. wx s E a m 0 w 0 4) w uj 0 w CL co z: (L Ix w CONDUCT OF TOWN MEETING Reading's Town Meeting is conducted in accordance with the rules set down in Article 2 of the Charter and the General Bylaws. Although Town Meeting Time Third Edition is the basic source, a Town Meeting Member need only be familiar with what is contained in the Charter. These notes are intended to outline the major points all Town Meeting Members should know, and which by knowing will make Town Meeting more understandable. ♦ Town Meeting consists of 192 elected members, of which 97 constitute a quorum. ♦ There are two required sessions: The Annual Meeting in Spring which is primarily for fiscal matters and acceptance of the annual budget, and the Subsequent Meeting in November. Special Town Meetings may be called at any time that the need arises. There are three main committees which review certain Articles and advise Town Meeting * of their recommendations: Finance for all expenditures of funds, Bylaw for all bylaw changes, and the Community Planninq and Development Commission for all zoning changes. Their reports are given prior to discussing the motion. GENERAL RULES OF PROCEDURE The Meeting is conducted through the Warrant Articles which are presented (moved) as motions. Only one motion may be on the floor at a time; however, the motion may be amended. Often two or more Articles which address the same subject may be discussed together; however, only one is formally on the floor, and each when moved is acted upon individually. Note that the vote on one may influence the others. Members who wish to speak shall rise, state their name and precinct in order to be recognized. A Member may speak for ten (10) minutes but permission must be asked to exceed this limit. Seven (7) Members can question a vote and call for a standing count, and twenty (20) can ask for a roll call vote; however, a roll call vote is seldom used because of the time it takes. PRINCIPAL MOTION ENCOUNTERED AT TOWN MEETING The following motions are the principal ones used in most cases by Town Meeting to conduct its business. Experience shows that the Members should be familiar with these. Adjourn: Ends the sessions, can be moved at any time. ♦ Recess: Stops business for a short time, generally to resolve a procedural question or to obtain information. 159 ♦ Lay on the Table: Stops debate with the intention generally of bringing the subject up again later. May also be used to defer action on an Article for which procedurally a negative vote is undesirable. Note that tabled motions die with adjournment. ♦ Move the Previous Question: Upon acceptance by a two-thirds (2/3) vote, stops all debate and brings the subject to a vote. This is generally the main motion, or ♦ The most recent amendment, unless qualified by the mover. The reason for this as provided in Robert's Rules of Order is to allow for other amendments should they wish to be presented. ♦ Amend: Offers changes to the main motion. Must be in accordance with the motion and may not substantially after the intent of the motion. In accordance with Robert's Rules of Order, only one primary and one secondary motion will be allowed on the floor at one time, unless specifically accepted by the Moderator. ♦ Indefinitely Postpone; Disposes of the Article without a yes or no vote. ♦ Take from the Table: Brings back a motion which was previously laid on the table. ♦ Main Motion: The means by which a subject is brought before the Meeting. THE FOLLOWING MOTIONS MAY BE USED BY A MEMBER FOR THE PURPOSE NOTED: ♦ Question of Privilege: Sometimes used to offer a resolution. Should not be used to "steal" the floor. o Point of Order: To raise a question concerning the conduct of the Meeting. ♦ Point of Information: To ask for information relevant to the business at hand. MULTIPLE MOTIONS SUBSEQUENT (MULTIPLE) MOTIONS If the subsequent motion to be offered, as distinct from an amendment made during debate, includes material which has previously been put to a vote and defeated, it will be viewed by the Moderator as reconsideration and will not be accepted. If the subsequent motion contains distinctly new material which is within the scope of the Warrant Article, then it will be accepted. An example of this latter situation is successive line items of an omnibus budget moved as a block. SUBJECT TO THE FOLLOWING CONSIDERATIONS o The maker of any proposed multiple motion shall make their intent known, and the content of the motion to be offered shall be conveyed to the Moderator - prior to the initial calling of the Warrant Article. ♦ Once an affirmative vote has been taken on the motion then on the floor - no further subsequent alternative motions will be accepted. (Obviously does not apply to the budget, for example.) 160 ♦ Also - There can only be one motion on the floor at any one time. You have the ability to offer amendments to the motion that is on the floor. You also have the ability to move for reconsideration. TOWN OF READING BYLAWS ARTICLE 2: TOWN MEETINGS 2.1 General Section 2.1.1 The Annual Town Meeting shall be held on the third Tuesday preceding the second Monday in April of each year for the election of Town Officers and for other such matters as required by law to be determined by ballot. Notwithstanding the foregoing, in any year in which presidential electors are to be elected, the Board of Selectmen may schedule the commencement of the Annual Town Meeting for the same date designated as the date to hold the Presidential Primary. Section 2.1.2 The polls for the Annual Town Meeting shall be opened at 7:00 a.m. and shall remain open until 8:00 p.m. Section 2.1.3 All business of the Annual Town Meeting, except the election of such Town officers and the determination of such matters as required by law to be elected or determined by ballot, shall be considered at an adjournment of such meeting to be held at 7:30 p.m. on the second Monday in April, except if this day shall fall on a legal holiday, in which case the Meeting shall be held on the following day or at a further adjournment thereof. Section 2.1.4 A Special Town Meeting called the Sub- sequent Town Meeting shall be held on the second Monday in November, except if this day shall fall on a legal holiday, in which case the Meeting shall be held on the following day. The Subsequent Town Meeting shall consider and act on all business as may properly come before it except the adoption of the annual operating budget. Section 2.1.5 Adjourned sessions of every Annual Town Meeting after the first such adjourned session provided for in Section 2.1.3 of this Article and all sessions of every Subsequent Town Meeting, shall be held on the following Thursday at 7:30 p.m. and then on the following Monday at 7:30 p.m. and on consecutive Mondays and Thursdays, unless a resolution to adjourn to another time is adopted by a majority vote of the Town Meeting Members present and voting. Section 2.1.6 The Board of Selectmen shall give notice of the Annual, Subsequent or any Special Town Meeting at least fourteen (14) days prior to the time of holding said Meeting by causing an attested copy of the Warrant calling the same to be posted in one (1) or more public places in each precinct of the Town, and either causing such attested copy to be published in a local newspaper or providing. in a manner such as electronic submission, holding for pickup, or mailing, an attested copy of said Warrant to each Town Meeting Member. Section 2.1.7 All Articles for the Annual Town Meeting shall be submitted to the Board of Selectmen not later than 8:00 p.m. on the fifth Tuesday preceding the date of election of Town officers unless this day is a holiday in which case the following day shall be substituted. 161 All Articles for the Subsequent Town Meeting shall be submitted to the Board of Selectmen not later than 8:00 p.m. on the fifth Tuesday preceding the Subsequent Town Meeting in which action is to be taken, unless this day is a holiday, in which case the following day shall be substituted. Section 2.1.8 The Board of Selectmen, after drawing a Warrant for a Town Meeting, shall immediately deliver a copy of such Warrant to each Member of the Finance Committee, the Community Planning and 'Development Commission, the Bylaw Committee and the Moderator. 2.2 Conduct of Town Meetings Section 2.2.1 In the conduct of all Town Meetings, the following rules shall be observed: Rule 1: A majority of the Town Meeting Members shall constitute a quorum for doing business. Rule 2: All Articles on the Warrant shall be taken up in the order of their arrangement in the Warrant, unless otherwise decided by a majority vote of the Members present and voting. Rule 3: Prior to debate on each Article in a Warrant involving the expenditure of money, the Finance Committee shall advise the Town Meeting as to its recommendations and the reasons therefore. Rule 4: Prior to a debate on each Article in a Warrant involving changes in the Bylaw or Charter, petitions for a special act, or local acceptance by Town Meeting of a State statute, the Bylaw Committee shall advise the Town Meeting as to its recommendations and reasons therefore. Rule 5: Every person shall stand when speaking, shall respectfully address the. Moderator, shall not speak until recognized by the Moderator, shall state his name and precinct, shall confine himself to the question under debate and shall avoid all personalities. Rule 6: No person shall be privileged to speak or make a motion until after he has been recognized by the Moderator. Rule 7: No Town Meeting Member or other person shall speak on any question more than ten (10) minutes without first obtaining the permission of the Meeting. Rule 8: Any non-Town Meeting Member may speak at a Town Meeting having first identified himself to the Moderator. A proponent of an Article may speak on such Article only after first identifying himself to the Moderator and obtaining permission of Town Meeting to speak. No non-Town Meeting Member shall speak on any question more than five (5) minutes without first obtaining the permission of the Meeting. Non- Town Meeting Members shall be given the privilege of speaking at Town Meetings only after all Town Meeting Members who desire to speak upon the question under consideration have first been given an opportunity to do so. Rule 9: Members of official bodies who are not Town Meeting Members shall have the same right to speak, but not to vote, as Town Meeting Members on all matters relating to their official bodies. Rule 10: No speaker at a Town Meeting shall be interrupted except by a Member making a point of order or privileged motion or by the Moderator. 162 Rule ' 11: Any person having a monetary or equitable interest in any matter under discussion at a Town Meeting and any person employed by another having such an interest, shall disclose the fact of his interest or his employer's interest before speaking thereon. Rule 12: The Moderator shall decide all questions of order subject to appeal to the meeting, the question on which appeal shall be taken before any other. Rule 13: When a question is put, the vote on all matters shall be taken by a show of hands, and the Moderator shall declare the vote as it appears to him. If the Moderator is unable to decide the vote by the show of h ' ands, or if his decision is immediately questioned by seven (7) or more members, he shall determine the question by ordering a standing vote and he shall appoint tellers to make and return the count directly to him. On request of not less than twenty (20) members, a vote shall be taken by roll call. Rule 14: All original main motions having to do with the expenditure of money shall be presented in writing, and all other motions shall be in writing if so directed by the Moderator. Rule 15: No motion shall be received and put until it is seconded. No motion made and seconded shall be withdrawn if any Member objects. No amendment not relevant to the subject of the original motion shall be entertained. Rule 16: When a question is under debate, no motion shall be in order except (1) to adjourn, (2) to lay on the table or pass over, (3) to postpone for a certain time, (4) to commit, (5) to amend, (6) to postpone indefinitely or (7) to fix a time for terminating debate and putting the question, and the afore- said several motions shall have precedence in the order in which they stand arranged in this Rule. Rule 17: Motions to adjourn (except when balloting for offices and when votes are being taken) shall always be first in order. Motions to adjourn, to move the question, to lay on the table and to take from the table shall be decided without debate. Rule 18: The previous question shall be put in the following form or in some other form having the same meaning: "Shall the main question now be put?," and until this question is decided all debate on the main question shall be suspended. If the previous question be adopted, the sense of the meeting shall immediately be taken upon any pending amendments in the order inverse to that in which they were moved except that the largest sum or the longest time shall be put first, and finally upon the main question. Rule 19: The duties of the Moderator and the conduct and method of proceeding at all Town Meetings, not prescribed by law or by rules set forth in this Article, shall be determined by rules of practice set forth in Town Meeting Time Third Edition except that to lay on the table shall require a majority vote. Section 2.2.2 It shall be the duty of every official body, by a Member thereof, to be in attendance at all Town Meetings for the information thereof while any subject matter is under consideration affecting such official body. Section 2.2.3 All committees authorized by Town Meeting shall be appointed by the Moderator unless otherwise ordered by a vote of the Members present and 163 voting. All committees shall report as directed by the Town Meeting. If no report is made within a year after the appointment, the committee shall be discharged unless, in the meantime, the Town Meeting grants an extension of time. When the final report of a committee is placed in the ha ' rids of the Moderator, it shall be deemed to be received, and a vote to accept the same shall discharge the committee but shall not be equivalent to a vote to adopt it. Section 2.2.4 Motion to Reconsider 2.2.4.1 A motion to reconsider any vote must be made before the final adjournment of the Meeting at which the vote was passed but such motion to reconsider shall not be made at an adjourned meeting unless the mover has given notice of his intention to make such a motion, either at the session of the meeting at which the vote was passed or by written notice to the Town Clerk Within twenty-four (24) hours after the adjournment of such session. When such motion is made at the session of the meeting at which the vote was passed, said motion shall be accepted by the Moderator but consideration thereof shall be postponed to become the first item to be considered at the next session unless all remaining Articles have been disposed of, in which case reconsideration shall be considered before final adjournment. There can be no reconsideration of a vote once reconsidered or after a vote not to reconsider. Reconsideration may be ordered by a vote of two-thirds (2/3) of the votes present. Arguments for or against reconsideration may include discussion of the motion being reconsidered providing such discussion consists only of relevant facts or arguments not previously presented by any speaker. 2.2.4.2 The foregoing provisions relating to motions to reconsider shall not apply to any such motion made by the Board of Selectmen and authorized by the Moderator as necessary for the reconsideration of actions previously taken by Town Meeting by reason of State or Federal action or inaction or other circumstances not within the control of the Town or Town Meeting. In the event such a motion to reconsider is made and authorized, said motion may be made at any time before the final adjournment of the Meeting at which the vote was passed, said motion may be made even if the vote was already reconsidered, or was the subject of a vote not to reconsider and reconsideration may be ordered by a vote of two-thirds (2/3) of the votes present. 2.2.4.3 Notice of every vote to be reconsidered at an adjourned Town Meeting shall be posted by the Town Clerk in one (1) or more public places in each precinct of the Town as soon as possible after adjournment, and he shall, if practicable, at least one (1) day before the time of the next following session of said Adjourned Meeting, publish such notice in some newspaper published in the Town. Said notice shall include the vote to be reconsidered and the place and time of the next following session of said Adjourned Meeting. The foregoing notice provisions shall not apply when a motion to reconsider any Town Meeting action is made publicly at Town Meeting before the adjournment of any session of any Adjourned Town Meeting. Section 2.2.5 The Selectmen shall, at each Annual Town Meeting, give to the Members information of the State of the Town. ff-M, Section 2.2.6 The Town Meeting Members and Town Meeting Members-Elect from each precinct' shall hold an annual precinct meeting after the Annual Town Election but before the convening of the business sessions of the Annual Town Meeting. The purpose of the meeting shall be the election of a Chairman and a Clerk and to conduct whatever business may be appropriate. Chairman shall serve no more than six (6) consecutive years in that . position. Additional precinct meetings. may be called by the Chairman or by a petition of six (6) Town Meeting Members of the precinct. Section 2.2.7 Removal of Town Meeting Members 2.2.7.1 The Town Clerk shall mail, within thirty (30) days after the adjournment sine die of a Town Meeting, to every 7—Town Meeting Member who has attended less than one half (1/2) of the Town Meeting sessions since the most recent Annual Town Election, a record of his attendance and a copy of Section 2-6 of the Charter. 2.2.7.2 Town Meeting Members of each precinct shall consider at a precinct meeting to be conducted in accordance with Section 2.2.6 of these Bylaws and Section 2-6 of the Charter, preceding the consideration of the Article placed upon the Annual Town Meeting Warrant in accordance with Section 2-6 of the Charter, the names of Town Meeting Members in that precinct appearing on said Warrant Article and adopt recommendations to Town Meeting as to what action should be taken regarding each such Member. The Chairman of each precinct or his designee shall make such recommendations along with supporting evidence and rationale to Town Meeting. 2.2.7.3 The names of the Members subject to removal in accordance with Section 2-6 of the Charter shall be grouped by precinct in the Warrant Article required by said Section. Section 2.2.8 Meetings During Town Meeting No appointed or elected board, commission, committee or other entity of Town Government shall schedule or conduct any hearing, meeting or other function during any hours in which an Annual, Subsequent or Special Town Meeting is in session or is scheduled to be in session. Any such board, commission or committee which schedules or holds a meeting or hearing on the same calendar day but at a time prior to a session of Town Meeting shall adjourn or recess not less than five (5) minutes prior to the scheduled session of Town Meeting. Any Board, Commission or Committee may, at the opening of any session of Town Meeting, present to that Town Meeting an instructional motion requesting an exemption from this Bylaw and asking that Town Meeting permit it to meet at a date and hour at which a future session of Town Meeting is scheduled and may present reasons for Town Meeting to give such permission. Notwithstanding the foregoing, any board, commission or committee which meets the requirements of Section 23B of Chapter 39 of the General Laws concerning emergency meetings may, upon meeting such requirements, conduct such a meeting or hearing at a time scheduled for a Town Meeting. 165 tl `� - \