TOWN OF READING Public Services Department Fiscal Year
TOWN OF READING Public Services Department Fiscal Year 19 Budget Overview
CPDC Misc. “Working Groups” Recreation Committee ZBA Cons. Com Public Services– Boards, Committees, Commissions Council on Aging Historical Commission Board of Health Historic District Commission 2
Department of Public Services Assistant Town Manager Department Head Community Development Director Assistant Department Head Community Sercvices Director Assistant Department Head Building Division Planning Division Economic Development Historical Division Conservation Division Admin. Elder/Human Services Division Health Division Recreation Division Veterans Services Building Inspector Permits Coordinator Economic Devel. Director Historic District Commission Conservation Administrator Office Manager (PT) Elder/Human Services Administrator Health Agent Recreation Administrator Veterans Services Officer Alt. Bldg. Insp. (PT) *Regional Housing Services Coordinator Economic Devel. Liaison Clerk Nurse Advocate Public Health Nurse (PT) Recreation Coordinator (PT) Administrative Specialist Senior Case Manager Health Inspectors Outdoor Rec. Coord. (seasonal) Administrative Assistant Senior Center Coordinator Board of Health Recreation Committee Code Enf (PT) Historical Commission Conservation Commission Staff Planner Wiring Insp. (PT) CPDC Plumb/Gas Insp. (PT) Administrative Secretary Council on Aging ZBA *Indicates a regional shared position Van Driver As of 11/8/17 Custodian for Soldiers and Sailors Graves
Impacts of “Leaner, Flatter PS” • Recreation focuses on programs; less on things like the FSF now handled by the Rotary • Increased collaboration; less work in silo’s • Sharper focus on where resources go • PSC closes at 3: 00 p. m. (staff stays but center is closed to the public) • Reduced participation in community events • Building Division staff expanded hours M-F; • Reduced counter hours through the week including Tuesday nights 5
Building Division Lead: Building Commissioner, Glen Redmond Includes part-time Inspectors & full-time Permits Coordinator Comparison Permitting Data 6
Permitting Activity 1400 1200 1000 Building Permits Issued 800 Wiring Permits Issued 600 Plumbing/Gas Permits Issued 400 2008 2009 2010 2011 2012 2013 2014 2015 2016 *2017 7
Inspection Activity 2000 1800 1600 1400 Building Inspections 1200 Wiring Inspections 1000 800 Plumbing/Gas Inspections 600 400 2008 2009 2010 2011 2012 2013 2014 2015 2016 *2017 8
Permitting Revenue $800 000 $700 000 Building $600 000 $500 000 Wiring $400 000 $300 000 Plumbing/Gas $200 000 Total $100 000 $0 2008 2009 2010 2011 2012 2013 2014 2015 2016 *2017 9
Building Division • 73% of building permits are issued immediately or the next day • Expedited permitting is one way we have improved, are there other things we should be doing? • A draft survey will be finalized and administered to get feedback from our applicants 173 permits issued over two months (Sept, Oct) 111 issued immediately – 64% 127 issued immediately or next day – 73% 10
Planning Division Lead: Julie Mercier, Community Development Director “Planning Provides the Foundation for communities to THRIVE; Planning empowers residents to envision new possibilities and prepare for the future”. • Streamlined Development Review – eased zoning requirements for Minor SPR, more staff review allowed, work w/CPDC Chair • Collaborate – other depts (e. g. , engineering), DRT’s, Pre-construction • Community Partners – Regional Planning(NSPC), MNRHSO, Economic Development Directors from surrounding towns, State Resources/Support Initiatives • Regulatory Role – Zoning Violations/Enforcement, Respond to Complaints, Staff Support to Regulatory Boards (CPDC, ZBA, HDC, etc. ). • Departmental Changes: View. Permit in 2013; Permits Coordinator position • established in 2016; Reduction of Staff Planner and Planning Intern positions in 2016. Addition of Administrative Specialist position in 2017 CPDC Changes: CPDC short by 1 full member from January 2017 to October 2017 CPDC added 1 full member and 1 associate member in October 2017 11
Planning Division Long-Range Planning Initiatives: Master Plan (2005); Parking Study (2009); Housing Production Plan (2013); Bike & Pedestrian Plan (2014); Cultural District Exploratory Study (2014); Economic Development Action Plan (2015); Hazard Mitigation Plan Update (2017); S. Main Street Roadway Diet (technical review 2018); Housing Production Plan Renewal (2018); Wayfinding and Branding (2018). Economic Development Director – Priority Development Areas Highlighted strategy at Fall, 2017 Economic Development Summit; Studies and Implementation Efforts have laid the foundation;
Planning Division Key CPDC Stats: CY 2015 2016 2017 Meetings 23 15 + 4 joint meetings 20 + 1 joint meeting Zoning Bylaw Amendments 4 8 4 + Housing Production Plan Renewal Community Forum 2017 CPDC Permit Actions: ANRs Sign Permits Site Plan Permit Extensions Site Plan Reviews Preliminary Subdivisions Definitive Subdivisions Plan Endorsements Special Permits 40 R Developments Minor Modifications 3 6 2 4 (1 withdrawn) 1 (withdrawn) 4 3 1 4 1 Other Actions: Complete Streets Prioritization Plan Hazard Mitigation Plan Update Modifications to Regulations and Procedures Housing Production Plan Renewal Intangible Story: Julie has worked here for almost two years and has strived to ensure collaboration with all staff divisions on projects, especially Conservation and Engineering, to inspire projects to go above and beyond regulations to achieve a variety of goals important to the future of the Town.
Regional Housing Services Office Reading is the Lead Community, staff is located in Reading Town Hall Laurie Stanton, Regional Housing Coordinator four towns Town of Reading SHI as of 9/21/17 Current SHI Census 2010 Total Housing Units 9, 584 Total SHI 841 Current % Subsidized 8. 78 Additional SHI Needed – 2010 Census 117 Projected SHI Units by Project Counted but Not Yet Built Reading Village 40 B (68 units) Schoolhouse Commons 40 B (20 units) Postmark Square 40 R (10 units) • Demonstrated the development of at least 96 units (1%) in one calendar year and achieved a 2 -year certification from the State effective through February 22, 2019 Not Counted - Proposed / Pending Johnson Woods II (will count when built) 7 24 Gould Street 40 R (awaiting revised SHI) 55 467 Main Street 40 R 30 Eaton Lakeview Apartments 40 B 120 Current + Proposed or Pending Approval 1, 053 Future % Subsidized 10. 99 Additional SHI Needed – 2010 Census 0 Total SHI Needed 0 % Subsidized 10. 99 14
Conservation Division Lead: Chuck Tirone, Conservation Administrator Current Activities: Provide excellent customer service by working with applicants through the permitting process Support the Conservation Commission, especially by attending many site visits that previously were not possible with limited hours Collaborate with Planning and Building staff, and attend pre-development meetings Coordinate with Boy Scouts and Schools to facilitate workshops on environmental issues Oversee maintenance and rentals at Mattera Cabin Outreach at town events 2017 Changes, Additions & Successes: A Full-Time Conservation Administrator provides support and availability needed to assist applicants, the Commission, and the Town The Conservation Administrator assumed responsibility for Mattera Cabin maintenance and rentals. Mattera Cabin was used 96 times for Reading Recreation program days and 32 rental days for a total of 128 active use days Relaxed regulations have increased the number of Minor Project reviews Revenue from fees is up significantly due to several large projects in town The Commission adopted a tree policy to allow tree removal without permit or public meeting requirements Intangible Story: Early in 2017 Conservation a resident applied to Conservation seeking to relax a 2006 Conservation Order. The house and property were subject to an existing Order of Conditions and a Conservation Restriction (CR). The owners wanted to expand the yard and add a deck and patio area. After several meetings the Conservation Commission allowed the expanded use with the addition of a retaining wall, fence and a no mow area. The Administrator reviewed the existing Order of Conditions and compared it to the current regulations – suggested some moderate changes discussed at the Conservation meeting and the project was approved. No one got everything they wanted out of the meeting, but the home owners and the Commission were both satisfied with the outcome. 15
Conservation Permits Issued 45 40 35 30 25 20 MP's Minor Project 15 RDA's Det. of Applic. 10 OOC's Order of Cond. ORAD's Resource Delin. EXT's Extension 5 0 Year MP's 0 RDA's 0 OOC's 0 ORAD's 0 0 EXT's AM OOC's 0 Total 2006 39 20 24 3 2 0 88 2007 26 13 25 3 1 0 68 2008 32 22 24 2 2 1 2009 20 17 21 1 4 1 2010 30 21 8 0 1 0 2011 16 23 9 1 1 1 2012 29 20 16 0 0 1 2013 5 29 8 2 0 2 2014 23 20 21 2 0 2 2015 24 22 16 3 0 3 2016 31 17 15 4 2 3 2017 19 12 18 3 3 1 83 64 60 51 66 46 68 68 72 56 AM OOC's Amended Order 16
Conservation Fees Collected $42, 758 $45 000 $37, 769 $40 000 $32, 795 $35 000 $30 000 $22, 274 $25 000 $20 000 $23, 183 $ 25 817 $15 000 $ 17 188 $ 19 105 $ 17 644 $11, 091 $5, 225 0 Year $ 6 978 $ 5 086 $ 5 539 2006 2007 2008 $ 3 263 2009 General Bylaw $ 22 249 $ 32 270 $ 4 817 $ 408 2010 $ 8 016 $3, 075 2011 $ 6 511 2012 $ 39 711 WPA Wet. Protect. Act $13, 567 $ 14 591 $ 13 583 $5 000 RGB 22, 249 $17, 915 $16, 846 $10 000 $0 $25, 616 $ 10 527 $ 4 285 $ 3 323 $ 3 039 2013 2014 2015 $ 5 500 2016 $ 3 048 2017 17
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Historic Division Lead: Volunteers with some support from Planning & Admin Staff Additional Services since 2003: West Street Historic District created – 2004/2005 West Street Design Guidelines adopted – May 2006 Study Committee for creation of Summer Avenue Historic District created – November 2014 Key Historic District Commission Stats: CY 2015 2016 2017 Meetings 18 7 11 Key Historical Commission Stats: CY 2015 2016 2017 Meetings 19 15 19 Demolition Delay Applications 8 1 4 19
Health Division Lead: Laura Vlasuk, Health Agent Current Activities: The Health Department conducts inspections as needed regarding nuisance complaints, housing, food establishments, tobacco, swimming pools, camps, churches, tanning salons, septic systems and all other permitted establishments. The Division enforces Public Health regulations, environmental programs, and State environmental and sanitary codes. Conducting mandatory minimum of two routine inspections for all establishments (convenience stores, gas stations, etc. ). Setting up flu clinic: Walmart, Coolidge School, Town Hall, DPW, Residents at Pearl and multiple home visits. 2017 Changes, Additions & Successes: The Health Division Includes: Public Health Nurse, Health Inspectors, and Administrative Secretary. Correspond with Fire and Police for when an emergency can relate to housing and nuisance violations. Participate in the region 3 B Emergency preparedness program on a monthly basis in regards to Emergency Preparedness. Worked with Board of Health. Implemented “code red” emergency awareness for residential and business community with Healt h Key Stats: 240 Routine Food Establishment inspections. 47 establishments inspected at Street Fair 5 new Food Establishments that came into Reading in which each obtained a Pre-Opening Inspection before final approval. 49 complaints were documented between housing, nuisance, and food. In collaboration with the Town of North Reading ran a pilot program offering Flu Vaccines through Walmart 485 Flu Vaccines were given this season from the Public Health Nurse. 20
Elder/Human Services Division Lead: Jane Burns, Human Elder Services Administrator Current Activities: • Daily operation of the Pleasant Street Center • Providing senior programming for residents 60 and older and Human Services programming for residents under 60. • Holiday Meal, gift programs for seniors and non-seniors • Offering over 40 programs at the Pleasant Street Center including fitness, walking club, bingo, book club, computer classes, chair volleyball, movie days, birthday luncheons, games, hair dressing to name a few. • 125 Volunteers working on programs and projects such as Senior Newsletter and Senior Tax Work-Off program, Receptionists and Kitchen help. • Coordination of Transportation programs such as the Senior Van and Reading Response Medical Transportation • FY 17 - 1, 293 medical transportation rides. • Referrals for health care, financial assistance, food stamps, etc. • Reporting for local, state and DOT 2017 Changes, Additions and Successes: • Received a Title IIIE Grant from Mystic Valley Elder Services to fund Memory Café. • The High school boys hockey/lacrosse team volunteer snow shoveling program grew from 20 seniors receiving assistance to 43 seniors. • UMass Boston Gerontology Institute Needs Assessment was completed Intangible Story: 5 years ago we started hosting a Veterans Day breakfast at the Center. This started as a continental breakfast with approximately 40 people attending. The event has grown over the years. This year we moved the location of the breakfast due to the anticipated crowd (PSC is permitted for 70 people). The EHS Administrator and Veterans Agent scouted out several facilitates and decided upon the Masons Lodge on Haven Street due to the location, size of the room, and permitted kitchen. Preparation for the event starts months in advance. The day before the event, the Veterans Agent and EHS Administrator accessed the building to begin setting up. The next morning they arrived 2 hours prior to the event. It is estimated that over 100 people attended the breakfast with another 50+ arriving for the Ceremony. • Staff Hours: set-up = 7 hrs. ; day of event = 12 hrs. (total 19 hours) • Volunteer hours: set-up = 5 hrs. (5 volunteers 1 hr each); day of event = 14 hours (7 volunteer servers, 2 hrs each) + 7 hours (7 volunteers 1 hr. each) (total 25 volunteer hours) The number of work hours was significantly increased this year due to relocating the event. It required that all equipment and food be packed and moved from the Pleasant Street Center to the Masonic Lodge. Upon conclusion of the event, the site needed to be cleaned and all equipment packed and returned to the Center. 21
Elder / Human Services 7000 6000 5000 4000 Meals Served Fitness Programs Recreation 3000 Van Rides 2000 1000 0 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 slight drop in meals: No Firefighter dinner, Sheriff’s office luncheon, Chinese dinner FY 17* 22
Elder / Human Services 4500 4000 3500 3000 2500 Contacts Nurse Advocate Contacts 2000 1500 1000 500 0 FY 07 FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 23
Elder / Human Services Statistical Information The case load of the Social Services Division saw a 40% increase during FY 17. This was due partly to the restructuring of Peter Sanborn Place from an Assisted Living to Independent Living and greater community outreach by the division. There is also a greater balance in case load between the Case Manager and Nurse Advocate. In past years the case manager would care for residents with health concerns. With a full-time Nurse Advocate, health related cases are managed by the Nurse. FY 16 unduplicated (duplicated) FY 17 unduplicated (duplicated) Sr. Case Manager - 503 clients (1936) Sr. Case Manager - 489 clients (1631) Nurse Advocate - 189 clients (834) Nurse Advocate - 336 clients (1547) Total Social Services – 692 (2770) Total Social Services – 825 (3178) PSC Attendance – 1012 (15047) PSC Attendance – 942 (16995) Van Transportation – 114 (6348) Van Transportation – 125 (6304) Medical Transportation – (1120) Medical Transportation – (1486) 24
Elder / Human Services In 2017 the Town commissioned a Needs Assessment of the Elder Services Division conducted by the University of Massachusetts Gerontology Department. The needs assessment confirmed that Reading has an expanding elderly population and recommended addressing needed improvements at the PSC including: ü Improved Accessibility ü 1 st floor bathroom ü Modified layout to improve flow and alleviate overcrowding Deepen Knowledge of Existing Programs & Services Support partnerships between departments and community organizations Expansion of the Property Tax Worker Program Space expansion of PSC Private office space for case manager, nurse advocate, administrator Dedicated drop-in space Expand staffing Expand Diversify Programming at the PSC Intergenerational Behavioral Health Programming Caregiver Programming Congregate Lunch Program Expand Transportation Services The UMass report recommends increased staffing for the PSC. When compared to peer communities Reading EHS has one of the lowest staffing level. The Administrator has begun implementing some of the Umass recommendations including continuing to seek grant funding in support of programming (Memory Café, Computer Room upgrades). She is also working with community partners on an initiative of Reading becoming Dementia Friendly under a state wide program. The Town recently received a sizable donation that will be used to make needed capital improvements to the PSC identified in the UMass report. 25
Recreation Division Lead: Genevieve Fiorente – Recreation Administrator Susan Simeola – Administrative Assistant Healthy and Active children and adults Educational Learning Social Engagement Community Spirit Environmental Awareness and Responsibility • Economic Advancement • • •
Recreation Overview Current Activities: • • Offering Over 450 programs/classes in FY 17 Own website with online database management www. readingrec. com Oversite of Field & Playgrounds - Field Scheduling Field & Playground management and improvement Recreation now plans off-site programs due to lack of facility space • Employing over 40 seasonal staff to support programming and events • Coordinating Town-Wide Events such as Downtown Trick or Treat, Halloween Parade, Egg Hunt and Summer Concert Series promoting Social Engagement and Community Spirit. 2017 Successes: • Continued to sell out all 8 weeks of summer camp • Expanded Saturday Night Lights Flag Football Program (over 700 participants) • Hunt Playground renovation • Resurfacing Projects assisted by Parks Department
Registration Information 7000 6000 5000 4000 FY 16 3000 FY 17 2000 1000 0 Total Registrations Resident First Time Non-Resident 6, 380 vs 6, 410 Registrations 5898 Registrations 686 Registrations 470 vs 6009 vs 617 vs 401
TOP 3 RECREATIONAL PROGRAMS ü Recreation Summer Camp ü Saturday Night Lights Flag Football ü Recreation In-Town Sunday Basketball Over 450 Programs offered each year.
Revenue Growth Chart 900000 800000 $731, 198 700000 $560, 606 600000 500000 $807, 861 $782, 798 $595, 799 $454, 295 REVENUE 400000 300000 200000 100000 0 FY 2005 FY 13 FY 14 FY 15 FY 16 FY 17
Veterans Services Division Lead: Kevin Bohmiller, Veterans’ Services Officer Current Activities: Goal is to continue to spend Reading’s 25% of CH 115 most efficiently; To locate and assist individuals and families who qualify for the program but are unaware of the benefit; To investigate and remove individuals from the CH 115 roles when they have not been fully qualified, saving the town money; Word of mouth has effectively increased awareness of assistance available. VA Aid & Attendance can provide $14 k - $22 K per year towards Assisted Living or Nursing Home expenses. Many Reading families qualify and receive this critical help. 2017 Changes, Additions & Successes: Continued outreach at town events and School functions to promote awareness of benefits and services available. Scuttlebutt at Pleasant Street Center continues to draw a full house each month. Visits to the USS Constitution and the Collings Foundation Wings of Freedom tour were highlight events. Management of CH 115 program resulted in the number of recipients and expenditures decreasing slightly. Alternate sources of income, SSI/SSP are researched and utilized along with other sources to cover miscellaneous expenses. Implemented “Vetra. Spec” a paperless VA claims processing program. Improves accuracy and reduces time required to process VA Compensation and Pension claims. Successful in helping Veterans and their widows receive in excess of $400, 000 disability compensation and Pension Aid & Attendance benefits. Chapter 115 Key Stats: CY 2010 2011 2012 2013 2014 2015 2016 2017 Total $’s spent $156, 810 $204, 013 $201, 140 $168, 793 $202, 224 $186, 518 $182, 085 $168, 483* Avg. # monthly recipients 26 30 29 28 29 27 28 27 *estimated 31
Veterans Services Intangible Stories: -RMHSHigh School students interviewed Veterans and created Podcast for “This Reading Life” : -A picture is worth a thousand words: One happy 99 year old Sergeant! -William Hansen remembered on Memorial Day and forever in RMHS: 32
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