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HomeMy WebLinkAbout2005-03-23 Finance Committee Minutesi°Z-ECEIVEQ i•0',°dN CLERK DING, MASS. ^ L1.1 Finance Committee Meeting ZOOS APR 20 A -8' 22 ~March 23, 2005 The meeting convened at 7:32 p.m. in the Conference Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman Chuck Robinson, Fincom members Dick McDonald, Bob LeLacheur, Hal Torman, Andrew Grimes, Marsie West, Michele Williams, Town Manager Peter Hechenbleikner, Paula Schena, Tom Ryan, Bob Nordstrand, Ralph Colorusso, Dave Billard, Beth Klepeis, Ted McIntire, John Sousa, Bob Keating, Mike deBrigard. Approval of Minutes On motion by McDonald seconded by West the Finance Committee approved the minutes of March 16, 2005 as amended. Discussion/Action Items Discussion with Board of Assessors - Board of Assessors Chairman Ralph Colorusso, Board of Assessors members Tom Ryan and Bob Nordstrand and Assessor Dave Billard were present. Ralph Colorusso noted that the Board is asking for support for an position in the department. He noted that the Department of Revenue requires that each property be re- inspected every eight to nine years and at the end of the year the department was behind 200 parcels. He also noted that the Department of Revenue has unposed an extra burden of including 325 exempt properties for inspection. He noted that the values will not get certified if this position is not filled. Chuck Robinson noted that the Town Manager offered an alternative solution with outside service. Ralph Colorusso noted that the Town tried that before, but a lot of the information that they collected was inaccurate. If the assessment is inaccurate, then people file for abatements. He feels the Town would get better service out of a Town employee. Tom Ryan noted that if we hired a person at $34,568 and add 25% for benefits, then the Town will have continuity and control and the cost will be less than a consultant. Bob LeLacheur asked how solid the data is in the handout that indicates there are one to two more years of being busy. Ralph Coloruusso noted that there are two visits for each building permit. Also, there is a lot of new growth and there is always more work to be done. Marsie West suggested hiring someone into the position in a temporary capacity for two years or to hire a part time person to help with the extra work. The Town Manager noted that the major change is the appraising of exempt properties and personal property. Revolving fluids can be used for initial appraisal and defense of appraisal. He suggests utilizing outside help for one year and have them focus on one area and see if that works. The problem is if we hire someone, we are not going to unhire that employee. Finance Committee Meeting - March 23, 2005 - page 2 Marsie West asked about adding data quality requirements with a contractor so that they would have service level agreements. Ralph Colorusso responded that this would be too expensive since there would be a 25% premium for this type of agreement. Dick McDonald asked what properties are exempt and it was noted that churches, municipal buildings, etc. He also noted that evaluating tax exempt properties is difficult and could cost about $200 per parcel. Bob LeLacheur asked if we are losing cases due to incorrect data and the Town Manager indicated we are not, that we have a good quality program. Budtet Review DPW - Ted McIntire, Bob Keating, Mike deBrigard and John Sousa were present. The Town Manager noted that the Highway Division budget provides for additional money for seasonal laborers. One Laborer will be added to the Parks and Forestry Division. The Administration budget has a 3.35% increase in salary. Engineering has a funded position to do water and sewer. Expenses are related to police details for line stripping and some survey work. Michele Williams asked about the on-call premium. The Town Manager noted that this is for during hours that we are not in operation. The call person takes a vehicle home and is on call for water and sewer problems, potholes, etc. They get a stipend for being on call. If they respond then the money comes out of overtime. The Town Manager noted that there was a question under expenses and why we send things out. He noted that there is certain work, we cannot do in house. Ted McIntire noted that the fire apparatus is specialized and we only have two bays to work out of. He noted that the cost of parts and service are always increasing. The Town Manager noted that the quality of our maintenance has greatly improved. Mike deBrigard noted that they try not to send anything out, but they are not set up for such things as re-welding. He also noted that our costs are a lot cheaper than sending out. The Town Manager noted that we need one more bay and one more mechanic to do a second shift. Parks and Forestry - The Town Manager noted that the Parks and Forestry budget has additional supplies in the expense budget for schools and athletic fields. He noted that the artificial fields need less maintenance, but still require maintenance. Hal Torman asked if the additional fields will generate more money and the Town Manager indicated it is hard to tell. Andrew Grimes asked if the Town does any work in the Town Forest and conservation lands. Ted McIntire noted that the Town responds to problems. Bob Keating indicated they respond mainly to homeowners who abut those areas. Finance Committee Meeting - March 23, 2005 - page 3 Andrew Grimes asked if there were any capital projects that needed to be done and Ted McIntire noted irrigation, playgrounds and artificial turf. The Town Manager noted that more parks are also needed. Ted McIntire noted that the Compost Center, is staffed by senior tax workers on Monday and Friday, and DPW workers on Saturdays. There were 41,000 trips last year. Hal Torman asked if we reinstated the leaf collection if it. would reduce overtime and Ted McIntire indicated it would not that people will still use the Compost Center. The Town Manager noted that it is important to monitor the site for illegal dumping. Bob LeLacheur asked if we could consider commercial permits and Bob Keating indicated we could not because we can't keep up with what we have now. Cemeteries - The Town Manager noted that there is a petition article in the Warrant for $3000 for grave markers. Bill Brown noted that the flag holders need to be replaced. The Town Manager noted that street lighting has decreased. Hal Tolman asked about the new developments and the Town Manager indicated that is private lighting. The Town Manager noted that 2006 is the last year on the rubbish contract. The Town Manager reviewed the snow and ice budget. He noted that all DPW employees handle snow and ice. Sand and salt costs have increased. Michele Williams asked what happens to the sand and salt that is swept up. The Town Manager noted that we mix it with the compost. The Town Manager also noted that there is also money in snow and ice for street sweeping. Bob LeLacheur asked if other towns finance snow and ice removal. The Town Manager noted that some buy snow and ice insurance, but they really don't save any money. Bob LeLacheur asked if the Town could self-insure for snow and ice removal and the Town Manager noted that we could set up a stabilization fund. The Town Manager noted that the debt service budget has been revised. Water and Sewer - The Town Manager reviewed the Water and Sewer budgets. Bob LeLacheur asked if Archstone is paying honey into the water account. The Town Manager noted that they are making three payments: 1) building permits; 2) MWRA buy in; 3) sewer inflow and infiltration. Bob LeLacheur asked about the latest proposal to the MWRA. Ted McIntire noted that 21.9,000,000 gallons was the original amount we asked for and that is the major part of discussion right now. Ted McIntire noted that we will use stream flow triggers in the new Water Treatment Plant. The Town Manager noted that a presentation on the water projects will be made to the Board of Selectmen on April 12, 2005 and encouraged the Finance Committee to attend. Finance Committee Meeting - March 23, 2005 - page 4 Michele Williams asked about the capital plan. The Town Manager noted that he is working on it. He is melding the school capital requests with the Town's and trying to balance the projects. A motion by West seconded by Williams to adjourn the meeting at 9:45 p.m. was approved by a vote of 7-0-0. Respectfully submitted, Se reta