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HomeMy WebLinkAbout2003-04-02 Finance Committee MinutesFinance Committee Meeting Minutes ; COVED-, April 2, 2003 N CLERK DI V1G, MASS. The meeting convened at 7:30 p.m. in the Town Hall Selectman's Conference Room, 16 Lowell St Reaadif, MA. Present from the Finance Committee were Chair Catherine Martin, Vice Chair 91h9 YAbDPna , Members Jim Francis, Karen Epstein, Chuck Robinson, Andrew Grimes, Hal Torman. Also present were Police Chief Robert Silva, Fire Chief Greg Burns, Community Services Director Jane Fiore, Finance Director Beth Klepeis, Town Accountant Richard Foley, Town Manager Peter Hechenbleikner, Library Director Kimberly Lynn, Library Board of Trustees Dick Ogden. Approval of Minutes On motion made by Dick McDonald and seconded by Jim Francis the Finance Committee voted 7-0-0 to accept the January 29, 2003 meeting minutes. On motion made by Chuck Robinson and seconded by Andrew Grimes the Finance Committee voted 7-0-0 to accept the February 5, 2003 meeting minutes. Prior to the FY '04 Budget Reviews, Peter Hechenbleikner provided the following materials to FinCom. ♦ A letter from Reading Ice Arena Authority stating that the Town RIAA profit is $116,074. ♦ A revised change of pay grades listing. ♦ A suggested format for the FinCom report to Town Meeting. Supplemental Police budget information. 0 A preliminary Voke school request for $304,000 in FY 04. ♦ News that Stoneham will no longer participate in the Hazardous Household Waste program due to budgetary constraints. Reading will continue the program on its' own. o A memo clarifying Chapter 110 provisions. In sum, the Chapter allows the Town to move debt service for water and sewer to the tax bill. The Town reviewed this matter when the bill was adopted in 1993 and decided not to proceed. Peter Hechenbleikner and others thanked the FinCom member who donated money for installation of the American flags around town. The following Budget Reviews were presented in the scenario that a Prop 2 %a override were successful, unless otherwise noted. Fire and Emergency Management presented by Chief Greg Burns The budget contains funding for Paramedic Level Service - a level that provides Advanced Life Support (ALS) services. Services would no longer be contracted to Action Ambulance. Budgeted headcount is 42 including the Chief. It is also assumed that 3 firefighters will retire June 2003 with another 3 in June 2004. Jim Francis asked how the Public Safety operation has changed recently. The Chief responded that training has increased due to anthrax scares. Frequent meetings are also held for SATURN training and Emergency Management training. Chuck Robinson asked if ALS would produce additional wear and tear of the current ambulances. Pete Hechenbleikner responded no change since the vehicles are already used to the same extent today. Chuck further asked about offering, for a fee, ALS to other communities. Pete responded that would be a consideration for the future. Page 1 of 4 Karen Epstein inquired why fire trucks respond with an ambulance to non-fire emergencies. Chief Burns explained that the fire trucks contain necessary equipment and personnel to assist in the emergency. It's an industry standard. Andrew Grimes asked why ALS revenue was not shown as a line item in the budget and if 0% salary increases and/or greater employee contribution for healthcare was possible. Peter Hechenbleikner responded that ALS revenue is included in the Revenue budget in the "Charges for Services" line. As for level salaries and greater healthcare contribution, Peter commented that most salaries were a bit below comparables and that employee healthcare contribution of 30% was 5 points higher than comparables. The State requires a minimum of 50% employer contribution. Chuck Robinson asked why the clothing budget increased so much. Chief Burns replied that the budget covers new hires and an increase in clothing allowance. He went on to say that a grant was received to outfit the department in lightweight turn-out gear and decontamination gear. Jim Francis asked why the Training budget was low. Chief Burns explained that the budget was inadequate and that training would need to take place during the day. Peter Hechenbleikner commented that to compensate for the low budget, both Chief Silva and Chief Burns try to host training for surrounding communities since the host generally does not pay. Chuck Robinson asked if the fuel budget was adequate. Chief Burns responded no, it was merely level funded. Police/ACO/Dispatch presented by Chief Robert Silva Peter Hechenbleikner noted that the proposed budget has three employees less than the 1999 Staffing Study recommendation.. The budget contains no funding for the DARE program. The DARE officer will be moved to street patrol. Chief Silva explained that the OT budget is for shift replacement and that the per capita OT is very low. Peter expanded on this comment in saying the Staffing Study recommended that 10% of salaries be set aside for OT. The FY '04 Budget is 5%. In addition to the low per capita OT, Reading also has the lowest number of officers per 1,000 residents compared to area communities. This combined with a very low crime rate translates into an effective workforce. Chief Silva concluded the presentation stating that every uniformed officer is on a work schedule and no time is allotted for administrative tasks. Jim Francis asked what new demands have been placed on the department since 9/11. Chief Silva responded that his department utilizes a regional program, STARS (School Threat Assessment Response System). He also said that vehicle crash reports require more information. Firearm ID cards are now renewed every 4 years versus for life. Chief Silva mentioned that the ACO is required 30% of the time, 70% is required for parking enforcement. Dispatch is staffed with 8 full-time employees, the minimum required staffing. Page 2 of 4 Community Service presented by Janet Fiore Public Health Janet Fiore stated that without an override mosquito control would be cut back 75% allowing only for surveillance. Reading is one of 20 communities participating in a collaborative mosquito control program. Without the override Reading would not participate in the program. Re-entry to the program costs $10,000. She expressed concern on this cutback (in the event of no override) given the West Nile Virus cases in the region. Six crows and two blue jays tested positive last year for West Nile Virus in Reading. Chuck Robinson questioned how much larvaeside cost. Janet Fiore responded that 800 packets cost $400. Jim Francis asked if there was a legal obligation to control mosquitoes in light of WNV. Janet answered that if the community were at risk, the State would provide guidance. Hal Torman wanted to know if more towns participated in the control project would the initiation fee go down. Janet responded no. Elder Services Peter Hechenbleikner stated that without an override, the social worker would be eliminated and thus more work would be required of the remaining employees. There were 1599 unique contacts last year and 2294 duplicate contacts made with this department. Reading is one of a few towns to offer an evening support program. The Elder Services van made 4182 trips last year transporting citizens to doctor appointments, stores and the Senior Center. Peter commented that Reading follows a social service model in that Reading offers more than just recreation activities. AccountinLy and Finance presented by Richard Folev and Beth Klepeis Accounting Without an override, there will be an overall cut in the service level of this department. With the current thin staffing level and budget, work normally outsourced is done in-house such as compliance activities for GASB34. Finance Committee Peter Hechenbleikner said he did put funds in the budget for a FinCom recording secretary (sweet words to this scribe). The FinCom budget for audit fees is all set. Technolouv The Technology budget reflects higher salaries due to re-grading of the Director position. Dick McDonald asked if the Network Technician supports the schools. Peter responded yes since the schools laid off their technical support. Closing remarks on the Technology budget centered on the GIS project as it is nearing completion. Human Resources Peter Hechenbleikner explained this department administers the benefits for the Town. They offer EAP training for the Department heads. General Finance Beth Klepeis remarked that without an override the Assistant Treasurer position would be eliminated. Jim Francis asked if collections would be at risk to which Beth Klepeis responded yes, with prolonged absences. Chuck Robinson asked how much of Finance's time is spent Page 3 of 4 supporting the schools. Richard Foley replied that net of time spent on the Water/Sewer/Light departments, it's about 50%. Cathy Martin and Beth Klepeis noted that more support for the schools might be required with the new superintendent. Jim Francis asked who handles fees collected by the school (sports, cafeteria, etc.). Beth Klepeis replied that they are handled through Phil Vaccaro's office. That office sends six to eight deposits each day. Andrew Grimes expressed concern on segregation of duties. Richard Foley remarked it's always a concern. Chuck, on the same subject, asked if the Town's bond rating is affected. Richard Foley replied no, because segregation of duties exists. Discussion turned toward fees collected for all day kindergarten. Hal Torman asked if more reporting would be required. Richard responded he didn't anticipate any more reporting. Andrew Grimes asked if the program would be audited. Beth Klepeis replied yes through the direction of the Audit Committee. Library presented by Kim Lynn and Dick Ogden The budget as presented is level funded to maintain same service level. There is a large increase for materials. To maintain certification, a minimum budget of $829,000 is required. The salary budget reflects expected turnover and replacement with employees at the low end of the pay scale. Peter Hechenbleikner commented that the Children's room won a State award. Kim Lynn added that funding for the Children's program is largely through Friends of the Library. Jim Francis asked about the condition of the equipment. Kim responded the library has 40 PC's and there is no funding in the budget to replace them. Andrew Grimes asked if any grant money was available to supplement the budget. Kim Lynn explained that the library had a contract with NEMRLS to provide 24/7 service but that was cut as a result of reduced State funding. Pete Hechenbleikner said the funding was tracked in an enterprise account and allowed for 16 additional page hours. Kim Lynn commented that without an override, page hours would be reduced 6 to 50 in addition to loss of certification. Loss of certification. means the loss of State funds and that Reading residents lose the ability to borrow from other libraries. Andrew Grimes asked if there were many Library volunteers. Kim Lynn responded yes, about 100 people or the equivalent of 2 FTE's. ZBA. Historical Commission, Conservation Commission, Inspections and Planning presented by Peter Hechenbleikner Not much discussion ensued on these budgets. Cathy Martin asked if the Veteran's agent is busy. Peter Hechenbleikner replied no, only about 14 hours per week. Andrew Grimes asked if Conservation Administrators are necessary. Peter responded yes, the lay of the land requires it when one considers the topography of Reading with wetlands, rivers, etc. After the budget reviews, Peter Hechenbleikner said he would provide the Warrant report to FinCom by April 4. Capital plan priorities include updating dispatch equipment, purchase of a dump truck and street sweeper. Chuck Robinson asked about design funding for the Water Treatment Plant. Peter said an article covering the funding would be on the Warrant to be voted on at Town Meeting. Peter continued that a public forum would be held at Parker auditorium with representation from FinCom and all the Department heads. On motion by Jim Francis and seconded by Cathy Martin, the FinCom voted 7-0-0 to adjourn at 10:30pm. e pectfu etary Page 4 of 4