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HomeMy WebLinkAbout2016-02-10 Board of Selectmen Minutes BOARD OF SELECTMEN MINUTES February 10, 2016 CALL TO ORDER: ChairmanTracy Watson called the meeting to order at 6:45 PM at School Administration Building Meeting Room. ATTENDANCE: The following were present: Chairman Tracy Watson, Clerk Phil DeCologero, Licensing Commissioner, Richard Vaillancourt, Rosemary Smedile, Donald Stewart, Town Manager Andrew Maylor and Executive Assistant, Laurie Burzlaff. Seven members of the public were in attendance. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: Phil DeCologero made a MOTION, seconded by Rosemary Smedile, to approve the Open Session minutes of January 25, 2016, as presented. Vote approved 5-0. COMMUNICATIONS AND ANNOUNCEMENTS: Job posting/vacancy log Included in the packets was the job posting/vacancy log from the Human Resources department. Town Manager, Andrew Maylor, indicated that several employees are retiring in the next few months. Other communications and announcements Donald Stewart reported to the board that at the last School Committee meeting, the School Committee members praised Mr. Maylor for his work on the budget. Rosemary Smedile reminded residents about the Senior Tax Circuit Breaker law and indicated that forms CONSENT ITEMS: Request of Angel Flight NE to use streets in North Andover for the 2016 Ride for Angels on Sunday, September 11, 2016 from 7:00am to 2:30pm Included in the packet was a request from Barbara Sica of Angel Flight NE to use the streets in North th Andover on Sunday, September 11, 2016 from 7:00 a.m. to 2:30 p.m. for the 6 Annual Ride for Angels charity cycling event. The four routes (20, 40, 65 and 100 miles) will start and finish at Lawrence Municipal Airport. Applicant estimates 250 participants. All relevant departments recommend approval. Rosemary Smedile made a MOTION, seconded by Phil DeCologero, that the Board of Selectmen th approve the request of Angel Flight Northeast to hold the 6 Annual Ride for Angels charity cycling event on Sunday, September 11, 2016 from 7:00 a.m. to 2:30 p.m. Vote approved 5-0. Appointments The appointment subcommittee recommended Helena Minton and Mark J. Bohrer be appointed to the Poet Laureate Committee. Phil DeCologero made a MOTION seconded by Donald Stewart, that the Board of Selectmen appoint Helena Minton to the Poet Laureate Committee through June 30, 2016 and appoint Mark J. Bohrer to the Poet Laureate Committee through June 30, 2018. Vote approved 5-0. Approve and sign Presidential Primary Warrant The Board was asked to sign the presidential primary warrant. Phil DeCologero made a MOTION, seconded by Rosemary Smedile, that the Board of Selectmen approve and sign the Presidential Primary Warrant, as presented. Vote approved 5-0. LICENSING COMMISSIONERS: Rosemary Smedile made a MOTION, seconded by Phil DeCologero, to open a meeting of the North Andover Licensing Commission. Vote approved 5-0. Board of Selectmen Minutes February 10, 2016 2 Request of Jorge De-Almeida of 161 Massachusetts Avenue for a livery license Mr. De-Almeida was present to answer any questions from the Board. Donald Stewart made a MOTION, seconded by Rosemary Smedile, that the Board of Selectmen, acting as Licensing Commissioners, approve a livery license for Jorge De-Almeida. Vote approved 5-0. Paul Gallant of Merrimack College requests One Day Wine & Malt licenses for the following events at the Rogers Center: 1. Performance on Saturday, February 20, 2016 from 5:00pm-11:00pm 2. Performance on Friday, March 4, 2016 from 5:00pm-11:00pm 3. Performance on Friday, April 1, 2016 from 5:00pm-11:00pm 4. Performance on Saturday, April 2, 2016 from 5:00pm-11:00pm Tracy Watson made a MOTION, seconded by Rosemary Smedile, that the Board of Selectmen, acting as Licensing Commissioners, approve the four One Day Wine & Malt licenses for Merrimack College for events at the Rogers Center on February 20, 2016, March 4, 2016, April 1, 2016 and April 2, 2016, as presented. Vote approved 5-0. Rosemary Smedile made a MOTION, seconded by Donald Stewart, to close a meeting of the North Andover Licensing Commission. Vote approved 5-0. OLD BUSINESS: NONE NEW BUSINESS: Town Manager, Andrew Maylor, presented his FY17 Recommended Budget. Mr. Maylor indicated the School Committee adopted the consensus budget with a 3.7% increase to the School Department. He acknowledged he believed showed a real understanding for the community. Mr. Maylor highlighted the new initiatives that are outlined in the Executive Summary and indicated they are close to bringing North Andover to a AAA rating which has never been done before. Dr. Price was present and thank the Town Manager for working with her on the budget and providing insight on town finances. The Board praised both the Town Manager and the Superintendent for a thoughtful budget and great planning. Mr. Maylor also thanked Town Finance Director, Lyne Savage, for her commitment and skills. th Mr. Maylor indicated he is not recommending an increase in the water and sewer rates. This will be the 5 year in a row those rates have stayed the same. Phil DeCologero made a MOTION, seconded by Richard Vaillancourt, that the Board of Selectmen amendments as additional information comes forward and to forward the budget to the Finance Committee. Vote approved 5-0. PUBLIC COMMENT: Stan Limpert, member of the School Committee, thanked the Town Manager for helping to build a level of trust between the boards. Ask the manager A question was submitted asking about the status of the electric aggregation program. The Town Manager explained that an article is being submitted for the Town Meeting warrant and if Town Meeting approves, the Town Manager will work to build an aggregation plan to be approved by the Board of Selectmen. Board of Selectmen Minutes February 10, 2016 3 Report !t survey responses Included in the packets was the Report !t survey responses provided by the IT Department. Opiate Overdose Report-Fire Department Included in the packets was the Opiate Overdose Report provided by the Fire Department from January 2014-January 2016. Selectmen DeCologero indicated that the Opioid Task Force had their first meeting. ADJOURNMENT: Donald Stewart made a MOTION, seconded by Richard Vaillancourt, to adjourn the meeting at 8:09 p.m. Vote approved 5-0. Laurie A. Burzlaff Executive Assistant _______________________________ Phil DeCologero, Clerk of the Board Documents used at meeting: Minutes dated January 25, 2016 Job posting/vacancy log Ride for Angels request Memorandum-appointments Memorandum/Presidential Primary Warrant Memorandum and application-Jorge De-Almeida Executive Summary-Town Manager FY17 Recommended Budget Report It survey Opioid Report TOWN OF NORTH ANDOVER BOARD OF SELECTMEN 120 MAIN STREET NORTH ANDOVER, MASSACHUSETTS 01845 Tracy M. Watson, Chairman TEL. (978) 688-9510 Phil DeCologero, Clerk FAX (978) 688-9556 Rosemary Connelly Smedile Donald B. Stewart Richard M. Vaillancourt BOARD OF SELECTMEN & LICENSING COMMISSIONERS AGENDA WEDNESDAY, FEBRUARY 10, 2016 6:45 PM OPEN SESSION SCHOOL ADMINISTRATION BUILDING 566 Main Street I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. APPROVAL OF MINUTES A. January 25, 2016 Open Session minutes, as written IV. COMMUNICATIONS AND ANNOUNCEMENTS A. Job posting/vacancy log V. CONSENT ITEMS A. Request of Angel Flight NE to use streets in North Andover for the 2016 Ride for Angels on Sunday, September 11, 2016 from 7:00am-2:30pm B. Appointments: 1. Helena Minton to the Poet Laureate Committee 2. Mark J. Bohrer to the Poet Laureate Committee C. Approve and sign Presidential Primary Warrant VI. LICENSING COMMISSIONERS A. Request of Jorge De-Almeida of 161 Massachusetts Avenue for a livery license B. Paul Gallant of Merrimack College requests one day wine and malt licenses for the following events at the Rogers Center: 1. Performance on Saturday, February 20, 2016 from 5:00pm-11:00pm 2. Performance on Friday, March 4, 2016 from 5:00pm-11:00pm 3. Performance on Friday, April 1, 2016 from 5:00pm-11:00pm 4. Performance on Saturday, April 2, 2016 from 5:00pm-11:00pm VII. OLD BUSINESS VIII. NEW BUSINESS A. IX. PUBLIC COMMENT X. A. B. Report !t survey responses C. Opiate Overdose Report-Fire Department XI. NEXT MEETING DATE Monday, February 22, 2016 XII. ADJOURNMENT Town of North Andover Office of the Town Manager North Andover Town Hall 120 Main Street North Andover, MA 01845 e-mail: amaylor@townofnorthandover.com Andrew W. Maylor Telephone (978)688-9510 Town Manager Fax (978)688-9556 February 5, 2016 Executive Summary Town Manager Recommended Budget Fiscal 2017 I am pleased to submit for your review and consideration the Fiscal 2017 Town Manager Recommended General Fund and Enterprise Fund Budgets for the Town of North Andover. This financial plan was developed with the adopted Budget Policy Statement as a guidepost for determining priorities and is built on our agreed upon foundation that we must deliver a sustainable level of services while honoring our commitment as stewards to leave the community better off at the end of our tenure than when we began. During the Five Year Financial Forecast presentation back in November and based on the preliminary report of the Revenue and Fixed Cost Review Committee, each department was NO MORE asked to develop their budgets assuming than a 3.7% year over year budget increase. It is important to note that the goal in establishing a milestone for budget growth provides each department with a framework for making annual requests for funding but does not guarantee that this funding will be approved if not justified or necessary. This is why you can see fairly large differences in the percentage increases (or sometime decreases) from department to department. It is important to note that our professional staff works diligently to prepare thoughtful and thorough budget requests being as a whole. The Town Manager Recommended Budget for FY17 assumes a 4.1% increase in total spending from FY16 -a 3.1% increase when those same reserves are included. Although the 4.1% total budget increase Non- exceeds the framework provided to departments this was largely due to increases in several Departmental/Fixed CostsDebt ServiceRetirement Assessment such as and . Additionally, last evening the North Andover School Committee voted unanimously to adopt the recommendation of the superintendent of schools for a 3.7% increase. This marks the fourth consecutive year that we have reached a consensus budget by Recommended Budget has been presented to the Board of Selectmen. For the decade that preceded this achievement we worked on a daily basis trying to do what is right for our community and then reflected on a of decisions and wondered why the car ha gotten washed, metaphorically speaking. In North Andover several years ago we had a reflective moment and decided that we must find a way to remove the distractions that so often get in the way of our ability to achieve more. We embraced the idea that regardless of the role , the first step in effective public leadership is setting the agenda or what we call the PLAN. Effective leaders create an agenda for change with two major elements: 1) a vision balancing the long-term interest of key parties, what we refer to as SUSTAINABILITY and 2) a strategy for achieving that SUSTAINABILITY. The result of our commitment to our PLAN for SUSTAINABILITY has been in so many ways transformative. The past year has been a continuation of the previous three from an accomplishment perspective. This is largely due to an agreement by the major players that we accomplish more as a group than as competing parties. In North Andover being a responsible practical public administrator requires a accountability. As a reminder here is a partial list of the successes we have achieved to date with this approach. When we lost two significant employers at the West Mill, Schneider Electric and Converse, we worked with the property owner to alter the overlay zoning in the area to encourage new tenants and invested more than $1million in infrastructure in the area including period lighting and new sidewalks. What is happening today is an amazing revitalization of the area with new shops, restaurants, commercial tenants and market rate housing. We have reduced our OPEB liability by $33,000,000 by making decisions in partnership with employee groups. We have migrated to the Group Insurance Commission health insurance program saving more than $3million. We have entered Town Meeting each of the last 4 years with a consensus budget. In fact that consensus was reached months in advance of the Annual Town Meetings. We have all union employees, school and town, under contract. We have established consolidated departments in IT, Facilities and Purchasing. We have implemented a unique Facilities Master Plan which from 2012 to 2019 will invest tens of millions of dollars in new and improved town buildings without the need for an override (which translates as NO ADDITIONAL TAXES). In the past twelve months alone we have opened a newly constructed state of the art central fire station, constructed a new school administration building and within the next 9 months we will open an expanded and renovated town hall. That will mean in 18 months we will have opened three new buildings...and we are not done. In the following three years we will renovate our DPW facility, construct additional classrooms to reduce class size and complete a significant expansion of our senior center. Using the Facilities Master Plan as a model we have developed a Playground Improvement PLAN which will invest more than $1.7 million in the next decade to upgrade all 11 of these community assets. Our comprehensive roadway improvement plan supplements the $800k we receive from the state in chapter 90 funding on an annual basis by 50% annually so that during the next 5 years we will invest more than $6 million in our roadways. We have taken the unusual step of creating a fund to address the rising cost of special education. more than $500k during the next twenty years. Increased dramatically our social media presence. Implemented new financial and permit tracking software. All this while increasing our reserves by 400% from $4,000,000 to $16,000,000. Recommended Budget continues this progress with the following new initiatives: Bylaws, last recodification was in Funding for a Librarian who will work jointly for the Stevens Memorial Library and the North Andover Public Schools. Commence the phased implementation of the exempt employee salary survey. Implement a new Computer Assisted Mass Appraisal (CAMA) system. Establish a Curriculum Fund using excess Medicaid reimbursement proceeds. Begin the phased upgrade of our streetlights to LED. Hire an Appropriate $50,000 to the Other Post-Employment Benefits (OPEB) Fund from the operating budget for the first time in Town history. Fiscal 2017 General Fund Budget Highlights Revenue The revenues for Fiscal 2017 Town Manager Recommended General Fund Budget total $92,083,589 or a 3.1% increase compared to the Fiscal 2016 approved budget. The revenues are estimated to increase by $2.7 million year over year and are based on the recommendation of the Revenue and Fixed Cost Review Committee with the exception of the use of Free Cash for Capital and Reserves which are recommended by the Town Manger and described in more detail later in this document. Property taxes are assumed to increase by 3.3% or $2.2 million based on the provisions of Proposition 2 ½ and added New Growth. Local Receipts, which include revenue streams such as the local meals tax, motor vehicle excise tax, and building fees, are expected to increase by 5.2% or $468k. Specifically, the assumption for the largest category within local receipts, motor vehicle excise, is an increase of $300k to $4.0 million in FY17 reflecting a slow but steady trailing indicator to the economy. Until the final state budget is signed by the Governor (sometime well after the Annual Town Meeting), we will not be certain about the final state aid amounts and therefore we have continued our practice of level funding state aidease in this revenue category. The indirect costs incurred by the Enterprise Funds and reimbursed to the General Fund are the primary revenue source in the Operating Transfers category. Expenses Total recommended General Fund Spending for FY17 is $92,083,589 or a 3.1% increase compared to the Fiscal 2016 approved budget (including one-time revenue for reserves). Non-Departmental/Fixed Costs This category represents approximately 27% of all General Fund spending. The budget recommendation incorporates the Revenue and Fixed Cost Review Committee estimates, as well Capital and Reserves, as adding recommendations made under and an additional $383k for an expected increase in Health Insurance premiums, for a total of $25.1 million or an increase of Capital and Reserves 1.8%. This percentage increases to 5.7% when excluding (explanation below). The Retirement Assessment of $4.4 million, an increase of $361k, is based on a funding schedule independently prepared for the Essex Regional Retirement Board of which North Andover is the largest member. The 8.9% increase in this category should be expected annually for the next decade or more. Health insurance premiums for active and retired employees are projected to increase this year by upwards of 7.0% although the actual rate increase will not be known until early March. Current year spending in this category is tracking very well and therefore, the recommendation is that actual budgeted spending will only need to increase by 3.8re projected increases in most of the insurance accounts (Workers Compensation, Police and Fire, and Property and Liability) although nothing notable. A retrospective three year view of Unemployment Compensation has led to a recommendation to decrease this category by $25k after a $50k decrease last year. An anticipated increase in the number of students attending both the Essex Agricultural and Greater Lawrence Technical High Schools has resulted in a recommendation that these expenses be increased by approximately $137k. Capital and Reserves This line item within the Non-Departmental/Fixed Costs category includes recommended and required transfers to various reserve accounts in the amount of approximately $1.1 million, down from $2 million in FY16. Specifically, in FY17 the Town Manager Recommended Budget includes an increase in the annual appropriation to the Capital Stabilization Fund to $350k from $213K and an appropriation of $60k to the general Stabilization Fund to achieve the 5% reserve standard which is our goal. Both of these Free Cash requests will be funded with . Last year we requested $750k to establish a SPED Stabilization Fund and this amount was not included in thRecommended Budget resulting in a sharp decrease in this expenditure category (but also the corresponding revenue). The Overlay Reserve Fund is used to pay for approved property tax abatements and the recommended amount of $550k this year is consistent with past years. The Overlay Reserve Fund is funded by Operating Revenues. School and Municipal Government Spending The approved School Department budget which I support reflects an increase of 3.7% in FY17. I am recommending total Municipal spending increase by 2.4% over FY16. However, for many Municipal of the larger Departments (ex. Police, Fire and Library) I am recommending 3.7%/3.6% increases and in some departments such as the Town Clerk, Assessing and Treasurer/Collector the budget recommendation will exceed 3.7%. The transfer of the Payroll Support Services and Accounts Payable functions into shared also has the effect of lowering the total Municipal budget increase artificially. Staffing General Fund School Department The approved School Department Budget for FY17 recommends an increase of 3.5 Full Time Equivalent (FTE) employees: A Library media specialist (1 FTE), 1 FTE for the existing TIP program, 1 FTE for Related Arts teacher at the Middle School, and a .50 FTE Reading Specialist. This is exclusive of the 1 FTE Library media specialist that will be shared with the School Department (.50 FTE each). General Fund - Municipal Government Municipal General Fund staffing for FY17 represents a 2.0 FTE increase from FY16. One of those FTEs is the result of incorrectly underreporting staff positions last year in the Public Works department. The true additions are a .70 FTE increase in Library staffing of which .50 FTE is the joint Librarian with the School Department and a .30 FTE increase in Inspectional Services resulting from increased hours f Plumbing Inspector. The 1 FTE decrease in the Town Accountant department and the corresponding increase in the Admin Support department is the result of the transfer to Shared Services of the Payroll function. Similarly the 1 FTE increase in Planning is offset by a 1 FTE decrease in the Community Development department to reflect the proper cost center. The other .30 FTE decrease in Community Development reflects a change in the cost center of the executive assistant to the Stevens Estate. Finally, the .40 FTE increase in Information Technology is not the result of additional staffing but the cost center change of a school technology staff member. The bottom line is that the Municipal FTE count has increased by a net of 1 in FY17. Support Services The Support Services category represents those departments which deliver services to both School and Municipal (general government) departments, in other words, shared services. For budgeting purposes, the costs to operate these departments are established and accounted for prior to the allocation of remaining funds to other departments. In FY17 this category is recommended to increase by $196k or 12.5% which is largely attributable to an $81k increase in Admin SupportAdmin and a $104k increase in Information Technology. The increase in Support is the result of centralizing the Payroll and Accounts Payable functions. A substantial portion of the increase in Information Technology is the result of a $40k increase in capital spending to replace storage arrays and the change in the cost center of a school department IT staff member to Support Services. Fiscal 2017 Enterprise Fund Budget Highlights Water The recommended Water Enterprise Fund budget for FY17 will see a decrease of 6.4% compared to FY16 ($5.0 million vs. $5.3 million) largely attributable to a $260k decrease in debt service and a $160k decrease in pay-as-you-go capital funding from retained earnings. Total Personnel Costs are recommended to remain largely unchanged due to an overstated salary reserve in FY16 while other non-debt related expenses are expected to increase by approximately 4.0% or approximately $62k. The fund balance in the Water Enterprise Fund has reached the four months worth of operating reserves ceiling per the Financial Reserve Policy and any retained earnings in excess of that amount will be used to offset rates through pay-as-you-go capital purchases. If the recommended budget is approved by Town Meeting, water rates should th remain unchanged for the 5 consecutive fiscal year. Sewer The recommended Sewer Enterprise Fund budget for FY17 will see a 3.15% increase from FY16 ($4.66 million vs. $4.51 million) largely attributable to an increase of more than $280k in the assessment from the Greater Lawrence Sanitary District and an increase in pay-as-you-go capital funding from retained earnings of $70k. These increases are offset by a continued decrease in Debt Service which has declined for the third straight year while personnel related costs have been adjusted modestly ($39k) downward to reflect more accurate spending. The fund balance in the Sewer Enterprise Fund has reached the four months worth of operating reserves ceiling per the Financial Reserve Policy and any retained earnings in excess of that amount will be used to offset rates through pay-as-you-go capital purchases. If the recommended budget is approved by th Town Meeting, sewer rates should remain unchanged for the 5 consecutive fiscal year although continued increases by the GLSD of the magnitude similar to FY17 will likely cause the need to increase rates in future years. Stevens Estate The performance of the Stevens Estate in FY16 continues to be strong and I fully expect that the Fund will generate its fourth consecutive profitable year. Given the nature of how Enterprise Funds operate and the for-profit context of the Estate, in order to keep pace with the increased bookings the expenses will also need to increase to generate additional revenues. This year the when excluding capital spending expense increase is 8.7% . For the first time since the Town purchased the Estate there is sufficient Enterprise Fund retained earnings to reinvest a portion of those earnings ($125k) in much needed capital improvements. This is a positive step since the long term concern regarding the Stevens Estate lies in the area of capital maintenance of not only the main building but also the Gate House and Carriage House. Based on information provided by a consultant retained by the town, the property could require several million dollars in improvements during the next several years which would likely far exceed any profits generated by the function facility. This new component to the Town Manager Recommended Budget results in distorting the increase in the budget year over year. Conclusion The development of this recommended budget would not be possible without a commitment by all departments to review each and every line item in their budgets so that their FY17 requested funding is consistent with our goals of sustainability, stewardship, and service, while being mindful of the limits of our funding. We are extremely fortunate to have such a professional and skilled staff that is committed to excellence. I need to recognize the extraordinary partnership we have developed with the North Andover School Department. I have been truly amazed by the competence, passion and energy of our new superintendent Jennifer Price. I look forward to working with her during the next several years as we continue our journey down the positive path that has allowed us to accomplish so much and which foreshadows great future successes. I would also be remiss if I did not single out Finance and Budget Director Lyne Savage and Assistant Town Manager Ray Santilli for their invaluable assistance in helping me prepare this budget. The professional comradery that exists between all those involved in the budget process has made North Andover a model community that others surely would like to emulate. I am confident that you will find that the material contained within this document is consistent with the purposes and policies prioritized by the Board in the Budget Policy Statement and I look forward to working with you and the Finance Committee between now and Town Meeting. Regards, Andrew W. Maylor Town Manager North Andover Fire Department Intranasal Naloxone Administration (cont.) October 2015: -Heroin OD to Cardiac Arrest (Narcan Not Administered) Incident #: 3000009 DOS: 10/312015 Non -Resident -Heroin OD — NAPD Administered Narcan Incident #: 3000022 DOS: 10/08/2015 Non -Resident -Heroin OD — NAFD Administered Narcan Incident #: 2000109 DOS: 10/30/2015 Non -Resident -Heroin OD — NAFD Administered Narcan Incident #: 3000084 DOS: 10/30/2015 Non -Resident November 2015: -No Incidents December 2015: -No Incidents January 2016: -Heroin OD --- NAPD Administered Narcan Incident # 4000163 DOS: 01/04/2016 Non -Resident Respectfully Submitted, Jeffi-ey F. Deschenes, NREMT, IC EMS Training & Education Officer North Andover Fire Departinent 0