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2010-03-17 Finance Committee Packet
the Town of Reading - FINCOM - budget meeting p t' 1 it hl 'b row ~ http://www.readingr .gov/Pages/ReadingMA MeetingCal/SO154913... FINCOM - budget meetu Wednesday, March 17, 2090 at Printer-Friendly Version Town of Reading Town Hall conference room Reading, MA 01867 M h 17 2010 doogle.searc arc , Meeting Agenda 1. Executive Session - 7:30pm C©Mf'i0.rr Cr us 2. Public Comment - 7:45pm 3. FY11 Town Manager Budget Review ® Board of Assessors e Police ® Dispatch e Fire • Public Works e Enterprise Funds . 4. . Other 1 of 2 o Town Meeting Warrant 5. FINCOM minutes • March 10, 2010 6. Adjourn Town of Reading, Massachusetts 16 Lowell Street, Reading, MA 01867 Website Disclaimer 3/17/2010 1:09 P 02/1712010 TOWN OF READING 13:47:34 FX2011 BUDGET REPORT '-•DEPARTMENT REQUEST AND ADMINISTRATION ADJUSTMENTS FY2009 FY2010 FY2010 ACTUAL SPENT TO REVISED 0130 FINANCE DATE. BUDGET Y2611 DEPARTMENT REQUEST Y2011 ZERO BUDGET PAGE 9 FY2011 TOWN MGR BUDGET , 0130 FINANCE FINANCE COMMITTEE EXPENSES 11315530.530130 FINCOM FINANCIAL AUDIT 51,000.00 44,000.00 52,000.00 00 500 52',000:00 00 500 52,000.00 500.00 52,000.00 500.00 11315531 531000 FINCOM P90F DEV/TRAINING. 333.00 268.00 . . TOTAL EXPENSES 51,333.00 44,268.00 52,500.00 52,500.00 52,500:00 52,500.00 TOTAL FINANCE COMMITTEE 51,333.00 44;268.00 52,500.00• 52,500.00 .52,500.00 52,500.00. BOARD OF ASSESSORS SALARIES 11413511 511003 ASSESSORS DIVISION HEAD 73,171.79 10 781 26,258,54 47 527 22 78,515.00 802.00 •47 80,085.00 48,758:00 78,515.00 47,802:00 78,515.00 47,802.00 11413511-511008 ASSESSORS ASSISTANT APPRAI APPRAI . 46, 16 262 22 . , 785.85 12 , 23,000.00 23,500.00 23,000.00 23,000.0Q 11413511 511147 ASSESSORS ASSOCIATE 11413511 515000 ASSESSORS WAGES OVERTIME . , :00 , 195.36 .00 00 00 215.05 142 61,767.22 149,317.00 152,343.00 149,317.00 1.49,317.00 TOTAL SALARIES , EXPENSES 11415524 524900 ASSESSORS OFFICE EQUIP REP 1,800.00 1,800.00 00 ' .2,000.00 000.00 7 2,000.00 53,'000.00 2,000.00 7,000.00 2,000.00 7,000.00 11415530 530190 ASSESSORS REVALUATION .00 00 500 4 . .00 , 5,000.00 25,000.00 5,000.00 5,000.00 11415530 530191 ASSESSORS APPRAISALS . , 00 00 .00 12,000:00 - .00 5,000.00 ' 11415530 530192 ASSESSORS INFORMATION HEAR- 11415531 531050 ASSESSORS PUBLICATIONS . 1,419.63 . 1,146.21 1,500.00 00 000 ' 1,500.00 00 000 1 1,500.00 000.00 1 1,500.00 1,000.00 11415542 542000 ASSESSORS OFFICE SUPP MBURS 557.85 69 372 1 •144.25 617.28 . 1 , 1,500.00• . , • 1,500.00 , 1,500.00 1,500.00 11415571 571000 ASSESSORS MILEAGE REI . , 00 150 .00 .00 .00 .00 .00 11415578 578000 ASSESSORS OTHER . 200.17 •10 3,707.74 18,000.00 96,000.00 18,000.00 23,000.00 TOTAL EXPENSES , TOTAL BOARD OF ASSESSORS 152;415.22 65,474.96 167,317.00 248,343.00 167,317.00 172,317.00 FINANCE 36 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 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 2010 - FY 2019 Capital Improveme rogram as provided for in Section 7-7 of the Reading Home Rule Charter an as previously amended, or take any other action with respect thereto. Board of Selectmen Background: 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). Add Library Building Study Police AEDs Fire ALS Defib move FY11 - FY10 3 L% Finance Committee Report: 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 14 of the Warrant of the Annual Town Meeting of April 27, 2009, as amended under Article 4 of the November 9, 2009 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 2010 Budget: General Fund - Wages and Expenses Account Line Description Decrease Increase B9 Benefits: Health Insurance $200,000 E97 Northeast Regional Vocational $17,864 K92 Community Services- Expenses (animal disposal - beavers) $4,000 M92 Public Works: Expenses (hwy equip) $29,000 M93 Public Works: Snow & Ice $265,000 M94 Public Works - Street Lighting $10,000 M95 Public Works: Rubbish $75,000 N91 Public Safety (Fire) Wages $103,000 Subtotals $275,000 $428,864 Net from Operating Transfers and Available. Funds (Free Cash) $153,864 General Fund - Capital' Account Line Description Decrease Increase C99 Capital: $102,000 Library - Building Study = $75k Police, Fire, Public Works: local share of $95k in ALS equipment = $27k 4 d Org Object Description Rev Budget Actual/Encumb Available Pct 14233511 511000 SNOW / ICE WAGES PERM $ 11,971 $ 10,036 $ 1,935 83.84 14233511 515000 SNOW/ ICE OVERTIME $ 61,812 $ 133,698 $ (71,886) 216.30 14235530 530415 SNOW / ICE PLOWING & HAULING $ 144,517 $ 201,881 $ (57,364) 139.69 14235530 530420 SNOW/ ICE POLICE DETAILS $ 8,000 $ 4,406 $ 3,594 55.08 14235540 540000 SNOW/ ICE SUPPLIES/EQUIPMENT $ 248,700 $ 297,254 $ (48,554) 119.52 14235540 540425 SNOW / ICE SAND $ - $ - $ - 0.00 14235540 540430 SNOW / ICE SALT $ - $ 92,505 $ (92,505) 0.00 14235540 540435 SNOW / ICE CACL E $ $ - 000 25 $ $ - 000 25 $ $ - - 0.00 100.00 14235548 548999 SNOW/ ICE GASOLIN , , $ 500,000 $ 764,781 $ (264,781) ES) Page 1 of 3 LeLacheur, Bob From: Burns, Greg Sent: Tuesday, March 02, 2010 4:19 PM To: LeLacheur, Bob; Hechenbleikner, Peter Subject: RE: FINCOM this week Bob, I have done an analysis of the Fire Department's budget and I estimate we will have a deficit in FY 10 of approximately $100,000. This is due to a number of factors including: A Firefighter Officer who required surgery and was out sick July and August A Fire Officer who has contracted a significant illness and has been out sick since August A Firefighter who retired due to a knee injury We are down one Firefighter's position since December To mitigate some of the impact of being down a Firefighter and a Fire Officer due to long term sickness, I have assigned the Fire Prevention Officer to a Group. Below are my budget estimates: Budget Remaining 1,054,364.49 Less Sick Leave Buyback 15,000.00 1,039,364.49 Payrolls Remaining 8.50 Estimate Required 1,141,517.05 Estimated Deficit -102,152.56 Greg Chief Gregoiy J. Burns Reading Fire Department 757 Main Street Reading, MA 01867 (P) 789.944.3132 (F) 781.942.9114 wim.gAdingmagov Please let us know how use are doing -fill out our brief customer service survey at htip://readingma- survgy vi.ttualtownhall net/survey/sid/603ffd2e45471753 / From: LeLacheur, Bob Sent: Monday, March 01, 2010 1:00 PM To: Burns, Greg; Cormier, Jim; Delios, Jean; Hechenbleikner, Peter; LaPointe, Gail; LeLacheur, Bob; Urell, Ruth; Zager, Jeff Subject: FW: FINCOM this week Here's a question for all of us from FINCOM: Department Device Quantity Price Discount. Unit Price Trade-In Sub Total Price Total Fire Lucus 1 12,495.00 1,874.25 10,620.75 0.00 10,620.75 Regulator 1 499.00 74.85 424.15 0.00 424.15 LifePak,12 3 24,995.00 7,995.00 17,000.00 3,000.00 48,000.00 LifePak 1000 6 2,595.00 508.00 2,087.00 1,350.00 11,172.00 Less discount -2,716.90 Total Assistance to Firefighters Grant Amount 67,500.00 Assistance to Firefighters Grant Program 10% Local Match 6,750.00 DPW LifePak Express 1 1,995.00 700.00 1,295.00 1,295.00 AED Cabinet 1 335.00 50.25 284.75 284.75 1,579.75 Police LifePak 1000 10 2,595.00 508.00 2,087.00 2,450.00 18,420.00 18,420.00 $ 75 Total Request Net from Operating Transfers and Available Funds (Free Cash) $102,000 Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 6 To see if the Town will vote to authorize the payment during Fiscal Year 2010 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: There are no known prior year's bills and, therefore, it is likely that this Article will be indefinitely postponed. Finance Committee Report: Bylaw Committee Report: No report.. ARTICLE 7 To see if the Town will vote. to authorize the Board of Selectmen to sell, or a ange, or dispose of, upon such terms and conditions as they may determine, s 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 2000 model year Type III Ford/ Horton Ambulance Finance Committee Report: ; No report. ARTICLE 8 To see if the Town will vote to authorize revolving funds for certain Town Depa ents under Massachusetts General Laws, Chapter 44, Section 53E '/2 for the scat ye beginning July 1, 2010 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 year end. s ~ Revolving Spending Revenue Allowed Expenditure Limits Year End B Account Authority Source Expenses alance Consulting and engineering Fees as provided services for the f or in Reading review of designs $25,000 Conservation General Bylaws and engineering Commission Section 5.7, work for the Available 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 Plumbing, management, $200,000 Wiring,. Gas and landfill monitoring other permits for costs, curb the Walkers Brook sidewalks and Crossing, Oaktree, pedestrian safety Addison-Wesley/ improvements, Inspection Pearson and records archiving Available 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, Public Health Clinic Fees and immunizations, Available for Clinics and Board of third party educational expenditure Services Health reimbursements materials next ear Acquire Library Library Library Charges for lost or materials to replace 000 $15 vailable for Materials Director and damaged Library lost or damaged , expenditure Replacement Trustees materials items next ear Utilities and all ara other maintenance $10,000 Available for n Recreation and operating expenditure inistratorlRental Fees or take any other action with respect thereto. Board of Selectmen 6 Background: , ® Conservation Consulting Revolving Fund - There was no activity in the Conservation Consulting Revolving Fund during Fiscal Year 2010. The balance remains at zero. The Conservation Commission voted unanimously to support Article 8 of the Warrant, re- authorizing 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 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 balances available as of March 31, 2010 in these funds are The balance does not reflect current fiscal year's expenditures that are committed for the Permits Coordinator and Staff Planner salaries. The total expenses to be authorized during FY' 2010 is expected to be up to 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 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 Replacement Fund - During the course of a year, the Library recovers funds from patrons who have lost or damaged books or other materials. Previously, those funds went into the Town's General Fund and at the end of the year went into Free Cash. Once this Revolving Fund was adopted (beginning in FY 2010), those funds recovered from patrons for lost or damaged materials were available directly to the Library for expenditure to purchase replacement materials and processing supplies. 'Through March 10, 2010, the amount recovered was $6,984.02. Mattera Cabin Operating Fund - 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: Bylaw Committee Report: No report. ARTICLE To see if the Town will vote to approve the FY 2011 - FY 2020 Capital ments 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 7 Background: Please see the Blue Pages in the Appendix of this Warrant Report for the FY 2011 - FY 2020 Capital Improvements Program. Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 10 To see what sum the Town will vote to appropriate by borrowing, whether in ticipation of reimbursement from the State under Chapter 44, Section 6, ass setts 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 expenditures upon receipt of the grant. The FY 2011 Chapter 90 allocation is $445,122. The expectation is that the State will formally release the amount prior to the April 26th Annual Town Meeting- Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 11 To see if the Town will raise and appropriate the sum of $25,000 TAwer+t~ve Thousand Dollars) for snow plowing and/or removal in all church parking lots. By Petition Petitioner's Background: The Town of Reading, for many years, has included church parking lots in its program of snow removal: The recent announcement that this will no longer be continued presents serious financial problems to our churches. Town Meeting is asked to reconsider this decision, and to appropriate funds to continue this service for the next fiscal year. Town Background: It is true that the Town, for many years, has plowed church parking lots. As part of the FY 2010 Budget, a reduction of $25,000 was made to the proposed "Snow and Ice" Budget, and a decision was made by the Board of Selectmen as Road Commissioners to cease snow plowing at church parking lots. The Town Manager recommended that this reduction be postponed to FY 2011, giving all of the churches adequate notice of the change so that they could plan to conduct their own snow plowing and prepare their budgets for this expense. Notice of this change was given to each of the churches in the Fall of 2009. 8 Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 12 To see if the Town will vote to determine how much money the Town will appropri by borrowing, or from the tax levy, or transfer from available funds, or o se, for the operation of the Town and its government for Fiscal Year 2011 beginning July 1, 2010, or take any other action with respect thereto. Finance Committee Background: Please see the Yellow Pages in the Appendix of this Warrant Report for the FY 2011 Budget. Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 13 To see if the Town will vote to accept the provisions of Massachusetts ner~LLaw hapter 64L, § 2(a) to impose a local sales tax upon the sale of restaurant meals originating within the Town by a vendor at the rate of .75 percent of the gross receipts of the vendor from the sale of restaurant meals to take effect July 1, 2010, or take any other action with respect thereto. Finance Committee Background: Finance Committee Report: Bylaw Committee Report: ARTICLE 14 To see if the town will vote to change the name of the Gateway Smart rowth Z Incentive Payment Stabilization Fund to the Smart Growth Zoning Incentive Payment Stabilization Fund, and to include in the purpose any 40R project for which the Town of Reading receives a Zoning Incentive Payment and further, to transfer additional funds into the Stabilization Fund, or take any other action with respect thereto. Board of Selectmen Background: In November of 2008, the Town established the. Smart Growth Zoning Incentive Payment Stabilization Fund with $350,000 received from the Smart Growth Housing Trust Fund. The specific purpose of this Stabilization Fund is to hold the incentive payment until the Town meets the specific conditions in the State Contract for the Gateway Proiect. If the Town does not meet the specific condition of the contract, we will have to return the $350,000 to the Smart Growth Housing Trust Fund. First, this Article will change the purpose of the Smart Growth Zoning Incentive Payment' Stabilization Fund. Currently, it only refers to the Gateway Project. It should be able to accept funds from any 40R project for which we receive a Zoning Incentive Payment. ~v Second, this Article will transfer the Smart Growth Housing Trust Fund Incentive Payment we received for the Downtown Smart Growth District into the Smart Growth Zoning Incentive Payment Stabilization Fund. If we are unable to move forward to the construction phase for this development as required in the contract with the State, we have to repay the incentive payment to the Smart Growth Housing Trust Fund. The 'incentive payment is General Fund money and will increase our Free Cash position. Therefore, we will use Free Cash to transfer the funds to the stabilization fund so that $350,000 is set aside to repay it if necessary. When the contract conditions are met, we will be able to vote to move these funds to the General Fund for any lawful purpose, preferably for Capital expenditures since it is a non-recurring revenue source. A stabilization fund is basically a Town savings account. By appropriating money into the stabilization fund, the Town reserves money from which Town Meeting can appropriate at a future date. Funding the stabilization fund takes a 2/3 vote of Town Meeting, and appropriating money from the stabilization fund takes a 2/3 vote of Town Meeting. Smart Growth Zoning Free Cash Incentive Stabilization Fund Balance at February 1, 2010 5,312,659 354,100 Effect of this Article 350 000. 350,000 Balance (not including other 41962,659 704,100. Articles on this Warrant) Finance Committee Report: Bvlaw Committee Report: No report. ARTICLE 15 To see if the Town will vote pursuant to Massachusetts General Laws Chapter 59 ection 5, Clause 41 C to adopt a change in the income, asset and age limits of ce in elderly tax exemptions .as follows: To increase the income limits for unmarried persons to $20,000.00 and for married persons to $30,000.00; to increase the asset limits for unmarried persons to $40,000.00 and for married persons to $55,000.00; to reduce the age of eligibility to 65 years or older; and to increase the exemption amount from $500.00 to $750.00, or take any other action with respect thereto. Board of Assessors Background: In these difficult economic times, the Town is seeing an increased need for improving elderly tax exemptions. These proposed changes will bring the Town in line with limits and exemptions found in most of our neighboring communities. Funding for these exemptions will come from the Board of Assessor's Overlay Account. 10 C\-S Town Income Limits (000s) Age Limits Asset Limits (000s) R/E Tax Reduction Reading (now) Reading (proposed) $17(s); $21 m) $20(s); $30(m 70+ .65+ $28(s);$3 (m $40(s ;$55(m) $500 $750 North Reading $18(s);$21 (m) 65+ $39(s ;$42(m) $750 Stoneham $26(s);$40(m) 65+ $50(s);$68(m) $1,000 Wakefield $24(s);$3 6 m 65+ $40(s ;$55(m) $750 Wilmington $13(s);$15(m) 70+ $28 s ;$30 m $500 L nnfield $23(s ;$35 m 65± $45(s ;$59(m) $750 1 Woburn $24 s);$36(m) - 70+ $40(s ;$55(m) $500 + 50% w/s 1 Finance Committee Report: Bylaw Committee Report: Board of Assessor's Report: ARTICLE 16 To see if the Town will vote pursuant to Massachusetts General Laws Chapter 3 Section 12 to authorize the Town Manager to enter into a contract or contracts inc ing all extensions renewals and options for the collection of rubbish and recyclables, and for the disposal of rubbish for a period greater than three years but not exceeding 20 years upon such terms and conditions determined by the Town Manager, or take any other action with respect thereto. Board of Selectmen Background: The Town's current contracts for rubbish collection and curbside collection of recyclable materials with JRM expire on July 2, 2011. This contract was for five years. The Town's current contract for rubbish disposal with Covanta expires on January 6, 2012. This contract was for 15 years. This Article authorizes the Town Manager and Department of Public Works to solicit proposals for contracts that exceed three years in duration. The three year limit is State law, subject to authorization of longer contracts by Town Meeting. The authorization to enter into longer contracts allows the Town to explore different options for rubbish 'collection and recycling, and determine whether any cost savings may be achieved by entering into a long- term contract. In addition, the Town's interests are best served by renegotiating a long-term rubbish disposal contract. Finance Committee Report: Bylaw Committee Report: ~,_ARTICLEV To see if the Town will vote to accept the following gifts: 1. Scholarship Fund: To be established as a permanent trust fund to be known as "Patrons for Older Adults Scholarship" with the income there from to be used as an annual scholarship award for a student who is a resident of Reading, Massachusetts, who is planning to enter a profession that helps senior citizens (such as, but not limited to, medicine, social work, etc.). 11 2. Support. Fund: To establish a permanent trust fund to be known as "Patrons for Older Adults Support Fund" with the income there from to be used no less frequently than annually to sponsor programs which support the social needs of Reading's senior citizens (such as, but not limited to, parties, group events, transportation to such events, etc.); to be expended as determined by the Council on Aging in concert with the Elder/Human Services Division. The foregoing is be administered by the Town of Reading Commissioners of Trust Funds in accordance with the wishes of the donors, or take any other action with .respect thereto. Board of Selectmen Background: At a November 3, 2009 Meeting of the Members of Patrons for Older Adults, Inc. ("corporation"), duly called and at which a quorum was present, it was unanimously voted by the members, such vote being immediately followed by a confirming vote of the Board of Directors, as follows: o That, it having become impossible and/or impractical for Patrons for Older Adults, Inc. to continue to operate due to a lack of individuals able to perform necessary volunteer services for the corporation's purposes, the corporation shall dissolve and the President, Treasurer and/or Secretary, acting alone, shall each take whatever action and obtain whatever consents are required to effectuate such dissolution; and the corporation ® That, as part of the dissolution of the corporation, upon receipt of requisite governmental approvals and orders, after the payment of the final debts, expenses and obligations of the corporation; the net assets of the corporation be given and transferred to the Town of Reading, Massachusetts, a municipal corporation, to establish two permanent trust funds in the possession and under the control of the Town, the income from which to be expended for the following purposes: o Scholarship Fund: Twenty Five Thousand Dollars ($25,000) of the net corporate assets shall fund a permanent trust fund to be known as "Patrons for Older Adults Scholarship" with the income therefrom to be used as an annual scholarship award for a student who is a resident of Reading, Massachusetts, who is planning to enter a profession that helps senior citizens (such as, but not limited to, medicine, social work, etc.). o Support Fund: All of the balance of the net corporate assets shall fund a permanent trust fund to be known as "Patrons for Older Adults Support Fund" with the income therefrom to be used no less frequently than annually to sponsor programs which support the social needs of Reading's senior citizens (such as, but not limited to, parties, group events, transportation to such events, etc.). o And the officers of the corporation may take any action in furtherance of the foregoing. The Patrons anticipate that the income from the larger fund (approximately $125,000) will be expended as determined by the Council on Aging in concert.with the Elder/Human Services' Office to assist elders in socializing (avoiding isolation) which may include providing transportation to gatherings or events, or the hosting of events which might include educational or cultural activities. The intention is to express the Patron's objectives generally in order to avoid unduly limiting the future application of the funds. 12 The Commissioners of Trust Funds will manage the investment and disbursement of the funds in accordance with the wishes of the donors. The expenditures will be per the approval of the Reading Scholarship Foundation and the Council on Aging respectively. The principal of the trusts will be preserved and interest only expended. Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 1 To see if the Town will vote to accept a gift to establish the Patrick A. i, Jr. Memorial Scholarship Fund to be administered by. the Town of Reading Commissioners of Trust Funds in accordance with the wishes of the donors, or take any other action with respect thereto. School Committee Background: This Article requests that the Town establish the Patrick A. Schettini, Jr. Memorial Scholarship Fund to be administered by the Town of Reading Commissioners of Trust Funds in the amount of $ . Any subsequent gifts to the Patrick A. Schettini, Jr. Memorial Scholarship Fund and interest earned upon it shall be added to the principle of the Fund. The entire principle of the. Patrick A. Schettini, Jr. Memorial Scholarship Fund shall be expended for the. purpose of awarding an annual scholarship to a Reading Memorial High School senior. The first scholarship. shall be awarded in June of 2010. The Fund will sunset with the last scholarship being awarded in June of 2022. The Patrick A. Schettini, Jr. Memorial Scholarship Committee will determine the amount of the annual award and will select its recipient. The Committee shall be comprised of the following: 1. The Superintendent of Schools, 2. The Reading Memorial High School Principal, 3. Two High School teachers from either the Math, Science, Technology or Engineering Departments to be appointed by the Superintendent of Schools in consultation with the High School Principal, and 4. One High School Senior Class Advisor to be appointed by the High School Principal. The criteria for selection of the recipient of the scholarship shall include the following: • The student shall plan to pursue a degree in one of the STEM (Science, Technology, Engineering or Mathematics) fields;, • The student shall have a record of strong academic performance; • The student shall have a record of significant community service; and • Any other criteria as determined by the Committee. The scholarship shall be awarded annually during the Reading Memorial High School commencement ceremony, and shall be presented by the Superintendent of Schools. Finance Committee Report: .Bylaw Committee Report: No report. 13 School Committee Report: ARTICLE )199.,,, To see if the Town will vote to accept a gift from the Downtown Steering ittee to fund a trust fund to be known as the "Downtown Improvement and vent The trust fund may accept donations which may be added to the funds to be invested and reinvested and shall be expended by the Town Manager or his designee under the general direction of the Economic Development Committee, for the sole purposes of supporting and. funding improvements, promotions and community events in the Downtown area of Reading. The trust shall begin upon the acceptance hereof by Town Meeting, and shall terminate immediately and automatically in 20 years unless the Board of Selectmen shall determine at that time that the need and purposes of the trust continue. If the trust continues past 20 years, the Board of Selectmen shall evaluate and determine the ongoing need for the trust every 10 years thereafter. Upon the termination of the Trust, the trust assets shall be transferred to the Town of Reading to be used for any other purpose. The Trust is to be administered by the Town of Reading Commissioners of Trust Funds in accordance with,the wishes of the donors, or take any other action with respect thereto. Board of Selectmen Background: The Downtown Steering Committee (DSC) is a non-profit corporation that was formed in 1996 (14 years ago) by a group of residents and business owners to advocate for, help define, and raise money for streetscape improvements to Reading's Downtown area. Since the resultant streetscape upgrade has been completed, the DSC's continuing function has been to define, support and raise money for additional projects and events for the betterment, beautification and revitalization of the Downtown. The recently completed Alleyway Initiative and the very successful Fall Street Faire are two examples. In view of the establishment, in 2007, of the Economic Development Committee (EDC) and the fact that the majority of the current DSC members are associated with the EDC, the Downtown Steering Committee feels that its continuing function, particularly the fundraising, can best be performed as a sub-committee of the EDC. Therefore, if Town Meeting approves the motion under this Article, the DSC will dissolve and its assets, currently about $28,000, will be provided as a gift to the Town to be created as a trust fund with the proceeds to be expended by the Town Manager under the direction of the Economic Development Committee. It is anticipated that through the Downtown Improvement and Events Trust, the community will continue to have the resources to support Downtown Reading in a number of ways, including as'examples: o Continuation of the Fall Street Faire as an annual event. o Completion of the project started last year of placing garland on street light poles in Downtown. o Purchase of additional benches, rubbish containers and other items of "street furniture" as needed. o Implementation of a program of way-finding signs in Downtown. 14 C\-IY One aspect of this trust is to have it reviewed periodically by the Board of Selectmen (after 20 years, and then every 10 years after that) to make sure that the purposes for which it was created still exist. If at any of these review periods, the Board of Selectmen determine that there is no longer a need for the trust, it would be dissolved. This addresses the issue of trusts that are created for noble purposes but the purpose can no longer be met (hospital trusts) but the trust funds keep on, and amendments to the trust are time consuming and expensive to achieve. Finance Committee Report: Bylaw Committee Report: No report. ARTICLE 20 To see if the Town will vote to transfer the sum of $61,001 which was viously appropriated and raised by borrowing under Article 23 (Sunnyside Avenue sewer) of t Warrant at the April 30, 2007 Town Meeting, and which sum is no. longer needed to comp) the project for which it was initially borrowed, to pay all or a portion of the cost of ifo the Cal is Road sewer, or take any other action with respect thereto. Board of Selectmen Background: Th Article will authorize the use of the remaining funds borrowed for the Sunnyside Avenue wer project ($61,001.28) to become available to fund the California Road sewer repair prolkt. During the recent In w and Infiltration study and subsequent video inspection, it was determined that the California ewer main has numerous deficiencies, substantial inflow and a cross connection with the dr ' age system. Based on the extent of the sewer mains deteriorated condition, the main st be replaced to eliminate inflow and the drainage system cross connection. The project will require installatic 560 linear feet of 8 inch sewer main and appurtenances at an estimated cost of $185, 0 which includes the repaving of the street following this construction per Town policy. The mainder of the funds are provided in the capital portion of the 2011 Sewer Budget. California Road Sewer Replacement n~ rL- J. . A~LIFORN' ~ r""•"+ia Lam.----•-~A,_ ~ . ,,~r'^~ i ~ I 15 Finance Committee Report: Bylaw Committee Report: No report. RTICLE 21 To see if the Town will vote to accept the provisions of Massachusetts G eral Law Chapter 148, Section 261 which provides that any building constructed or sub tantially rehabilitated so as to constitute the equivalent of new construction and occupied in wh le or in part for residential purposes and containing not less than four dwelling units includi g but not limited to lodging houses, boarding. houses, apartments, hotels, condom' iums and group residences shall be equipped with an automatic sprinkler system in accordan a with the Massachusetts State Building Code, or take any other action with respect th eto. Board of Selectmen Background: e Fire Chief recommends that the Town of Reading accept Massachusetts General Law Cha ter 148, Section 261 as. a.local option in an effort to improve the life safety of residents in larg r residential buildings. If this law is accepted by Town Meeting, any residential building ith four or more residential units that is constructed or substantially rehabilitated to consti to the equivalent of new construction would be required to install automatic sprinkler syst in accordance with the Massachusetts State Building Code. Currently, residents I buildings are not required to be equipped. with automatic sprinklers unless the buildin exceeds 12,000 square feet or are a high rise building defined as over 70 feet in height. A ixed use building would be required to be sprinklered if it exceeded 7,500 square feet. tional statistics show that properly installed and maintained automatic fire sprinkler systems elp save fives. Because fire sprinkler systems react so quickly, they can dramatically reduc the heat, flames and smoke produced in a fire. One hundred and fifteen (115) ommunities in Massachusetts who have accepted this statute, including the following list f communities that. are geographically close to Reading that have adopted Massachusetts ~neral Law Chapter 148, Section 261: Wakefield rth Reading Stoneham Win ester Woburn Burlin n Wilmington North An ver Finance Committee Report: No report. Bylaw Committee Report: ARTICLE 22 To see if the To n will vote to amend Section 4.5.2, Junk, of the Town of Reading General Bylaws by deleting ection 4.5.2 in its entirety and replacing it with the following: 16 4.5.2 4.5.2.1 N person shall use any building, enclosure or other structure for the storage, sale or ke ping of rags, waste paper stock or other inflammable material without a license the efore from the Board of Selectmen. 4.5.2.2 The oard of Selectmen may license suitable persons, upon such terms and condi 'ons as the Board shall determine, to be dealers in and keepers of shops for the pu chase, sale or barter of junk, old metals and second-hand articles, and no person hall be such a dealer or keeper without such a license. 4.5.2.3 The Boa d of Selectmen may also license suitable persons as junk collectors to collect by urchase or. otherwise, junk, old metals and second-hand articles from place to p ce within the Town, and no person shall engage in such business without such license. 4.5.2.4 In addition to y other means of enforcement, the provisions of this bylaw may be enforced by non riminal disposition in accordance with Section 5.11 of this bylaw, or to take any other action v1(th respect thereto. Background: At the 2009 Subs qL a significant change to the "junk" y that the Board of Selectmen deve licenses to be issued under Section bylaw the various terms of a license. of developing such Regulations. Board of.Selectmen ant Town Meting, the Board of Selectmen had proposed aw. The Bylaw Committee at that time recommended ) Regulations to establish the terms and conditions of f5.2 of the General Bylaw, rather that including in the he Board of Selectmen agreed, and is in the process The bylaw as proposed only makes wo changes from the current bylaw: ® The title is changed from "Junk" to " urchase, Sale or Barter of Junk, Old Metals and Second-Hand Articles" to be more des riptive and to mirror the intent of the bylaw. ® As part of the review of this bylaw, Town ounsel had recommended that enforcement (Section 2.5.2.4) be done through a non- iminal disposition process (issuing a ticket) rather than the current sole form of enforce ent being through criminal disposition. Finance Committee Report: No report. Bylaw Committee Report: ARTICLE 23 To see if the Town will vote to amend Article 2, Town Meeting, of the Town of Re ding General Bylaws as follows (new language in italics): 2.1 General 2.1.9 Any tax and/or fee increase rejected by a vote of Town Meeting cannot be brought back before Town Meeting for approval for a period of eighteen (18) months. Nothing in this section limits the Town's ability to put such tax and/or fee increase on the ballot at the next local election for voter approval, 17 1, or take any other action with respect thereto. Petitioner's Background: By Petition Town Background: Town Counsel has inquired of the Massachusetts Department of Revenue (MADOR) as to the legality of the proposed Article. The MADOR has no opinion regarding the citizen's petition and believes it is a home rule matter. However, Reading's Charter, Section 2-13, Warrant Articles, provides that the Selectmen "shall place on such Warrants all subjects requested by (a) any two or more Selectmen, (b) any elected or appointed Town Board, (c) any ten (10) or more voters...". As Charter provisions take precedence over the bylaws, even if the citizen's petition were to be adopted, it would not prohibit the placement on the Warrant of another Article(s) proposing the adoption of a local option tax or fee increase, if such Articles were submitted pursuant to the Section 2-13 procedure. Finance Committee Report: Bylaw Committee Report: . ARTICLE To see if the Town will vote to authorize the Board of Selectmen to convey a se er easement to the owner of the land located at 757 Main Street which easement is own on a plan entitled: "Easement Plan 767 Main Street Reading, Massachusetts, ted February 25, 2010," upon such terms and conditions and for such consideration as th Board of Selectmen deems to be in the best interest of the Town, or take any other action h respect thereto. Board of Selectmen Background: The septic sy em located at 767 Main Street has failed a recent Title 5 inspection and needs to be upgi ed. The property is not suited for the installation of a new system and, therefore, must corm ct to the Town's sewerage system. No sewer, main is present along this section, of Main S et, and the only reasonable means of connecting to .the Town sewerage system is to Conn ct to the Main Street Fire Station's sewer service. The connection will require the Town tog nt a sewer easement for the benefit of 767 Main .Street to install and maintain a sewer service cross Town property and connect to the Main Street Fire Station's sewer service as shown on a attached plan entitled: Plan of Easement for Sewer Purposes dated March 2010. The exi ' g sewer service is of sufficient size to accommodate sewerage flow from the Fire Station a the residential property of 767 Main Street. 18 o N ~FRF9 ~s pe p Meeting Finance Committee March 10, 2010 a ~~fs39:,N ORQ8 Conference Room, Reading Town Hall The meeting convened at 7:30 PM in the Conference Room of Town Hall. FINCOM Members Present: Matthew Wilson, Bryan Walsh, David Greenfield, Barry Berman, Kevin Leyne, and Harold Torman Members Absent: Marsie West, Tom White, George Hines Also Present: Mary DeLai Director of Finance & Operations, John Doherty, School Superintendent, Colleen Dolan Director of Pupil Services, and School Committee.members'Chuck Robinson, David Michaud, Chris Caruso, Karen Janowski and Elaine Webb. There being a quorum the Vice Chair called the meeting to order at 7:30 pm. The School Committee called the meeting to order at 7:30 PM. Public Comment: No comment. FYll Town Manager Budget Review: School Department & Facilities: Mr. Robinson began by summarizing the budget process which included several meetings at all school levels, community forums and meetings with the Reading Teachers Association. The School Committee voted on the school budget on February,, V t. We started this budget process after experiencing significant reductions in last year's budget. The Superintendents first budget version was a level funded budget with significant reductions proposed for 2011. Revised State aid figures recently received allowed us to put back several items resulting in a 1.1 increase from the FY 10 budget. Even with the increase, the budget still needs to be reduced through savings and.other offsets. Ms. DeLai reviewed the details of the FYl 1 budget and also explained assumptions made for the FY11 budget. The FY11 budget was developed by assuming a higher probability of additional 9C cuts. This budget also plans to meet all contractual obligations included in this budget year but no increase for non-union employees. The budget also assumes that there will not be any more federal stimulus funds expected for FY12. Most reductions and savings in the FYl 1 budget came from reduction in positions and other cost savings methods. Some new fees were introduced and some existing fees were increased to generate revenue. Ms. DeLai also presented a breakdown of General Fund Expenses which showed that administration funds were decreased for FYl 1, regular day expenses increased by 1.6%, special education increased only by .5%, school building maintenance decreased due to energy costs. Drr. Doherty summarized the priority items used to design the budget. The major priorities included protecting low class sizes in grades k-2, preserving the interdisciplinary model in the middle school, sustaining the technology infrastructure, maintaining the school facilities and avoiding the elimination of regular day programs. The specific 8.3 staff positions being eliminated were reviewed and include 2 elementary school teachers, 3.1 paraeducators, 1 special education team chair, 1.2 secretaries and 1 . custodian at the high school. New fees will include a middle school extra curricular activity fee, a high 1 tiZ' school extracurricular fee, a high school marching band/jazz band fee, and a high school fitness center "fee for non athletes. Ms. DeLai also summarized the reductions in both FYI 0 and FYI 1. The large enrollment in grade 6 (currently 392 students) with an average class size of 28 is an area of concern for the future as well as the kindergarten enrollment that was opened a month earlier this year, the second grade class sizes at Barrows and grade .1 class size at Killam. The impacts of reductions will create a less efficient environment particularly without the secretarial and paraeducator support and a significant loss from the elimination of one of the special education team chairs. Mr. Greenfield asked about the special education team chairs role. Ms. Dolan explained the role of the special education team chair and how they do a lot of analysis and assessment for the individual students and also help with placement. Mr. Berman asked" how many of'the students are out of district. Ms. Dolan answered that they expect 53 students next year that are monitored, hold annual reviews, evaluate every 3 years even when they are not in Reading. Essentially, we are paying for them even when they move out of district. Dr. Doherty stepped into the Superintendents role when Mr. Schettini went on medical leave. The Assistant Superintendents position was not immediately opened until recently. The School Committee feels this position is essential to the success of the Superintendent and the Reading schools. 'Mr. Robinson stated that the School Committee voted unanimously, to authorize the Superintendent to search for an Assistant Superintendent. Dr. Doherty summarized the role and responsibilities of the Assistant Superintendents and specific initiatives and responsibilities for the new Assistant Superintendent. The Assistant Superintendent is an advocate for policy change, writes and implements grants, works with teachers and principals, conducts curriculum review and manages many district committees that are composed of teachers. Mr. Torman asked what their sense for the candidate'pool is and Ms. DeLai stated that the application closed last Friday and they received 47 applications. Ms. Webb further emphasized the importance of the Assistant Superintendent position in many activities specifically today's health & wellness fair which really gets many groups of students and educators involved and energized. The Assistant Superintendent is critical in the success of the district committees that organize special events and activities. Mr. Berman asked how other communities handle the variety of duties and functions. Mr. Robinson answered that a lot of districts now have Assistant Superintendents including many of Reading's neighbors. He also said that many towns have more than one Assistant Superintendent. Ms. DeLai stated that approximately 2/3rds of Middlesex County have Assistant Superintendent positions. Mr. Walsh asked about the donation account sources listed on page 45 of the budget packet under special revenue funds. Ms. DeLai explained that they were mainly from PTOs. Mr. Leyne asked when the specific athletic cuts would be determined and Dr. Doherty explained that no cuts to any athletic program are being proposed but just certain expenses dealing with sports such as equipment. Mr. Wilson asked about he band fees and how they work. Ms. DeLai explained that band students are currently charged $140 per student and it will now become $175. Mr. Berman asked if it would be likely that there will be decreased student participation in activities with new fees. Ms. DeLai did not think this would be the case and that this has not been so in the past. She also explained that there are opportunities for a fee waiver for certain individuals. z 3 Mr. Wilson asked how the new high school was going to be maintained when they are proposing to cut one of the custodians. Ms. DeLai explained that we do contract with cleaning services and many of the prices have decreased significantly due to the economy and the need for competition. Mr. Berman asked if significant resources will have to be added back into the budget once the 6th grade class enters high school. Dr. Doherty said they are carefully watching this group and planning for the future but class size is also not as much as a concern in high school. Mr. Wilson asked about the project estimates for FY12. Ms. DeLai explained that a lot depends on the contractual obligations that are unknown at this time and consist of a significant portion of the budget. The School Committee adjourned at 9:00 PM. Approval of March 3rd 2010 Minutes: The Committee agreed to add "he believed" after "He also handed out a list of suggested cuts that" in the second to last sentence under public comment. On a motion by Mr. Walsh, seconded by Mr. Leyne, FINCOM voted to accept the. minutes from March 3, 2010 as amended by a vote of 6-0-0. Mr. Greenfield asked committee members if they would be interested in going into executive session next week after the scheduled meeting. Mr. Greenfield. said he would find out the details of the executive session process and report back to FINCOM. On a motion by Mr. Torman, seconded Mr. Leyne, FINCOM voted to adjourn at 9:10 PM by a vote of 6-0-0. 3 ti~ Police Log Interactions/Entries rests 250 200 150 100 50 0 n 2006 2007 2008 2009 2010 (as of 03/06/10) 1 rests 60 50 40 30 20 10 0 2006 2007 2008 2009 2010 (as of 03/06/10) Su ons/ earings/Complaint Applications 1200 1000 800 600 400 200 0 2006 2007 2008 2009 2010 (as of 03/06/10) Warrant Arrests- 90 80 70 60 50 40 30 20 10 0 2006 2007 2008 2009 2010 (as of 03/06/10) r%n rr%OTECTIVE CUSTODY 100 90 80 70 60 50 40 30 20 10 0 2006 2007 2008 2009 2010 (as of 03/06/10) Motor Vehicle Crashes 800 700 600 500 400 300 200 100 0 2006 2007 2008 2009 2010 (as of 03/06/10) arm Calls 1400- 1200 1000 800 600 400 200 0 2006 2007 2008 2009 2010 (as of 03/06/10)