Committee Report - Finance - 1-14-15 — File 198396

Finance Committee Page 1 of 5 Printed 1/21/2015 January 14, 2015 REPORT OF THE FINANCE COMMITTEE Attendee Name Title Status Arrived Tony Lafuente Chair Present Maryann M. Heuston Vice Chair Present Katjana Ballantyne Ward Seven Alderman Present John M. Connolly Alderman At Large Present William A. White Jr. Alderman At Large Present Others present: Candace Cooper - Personnel, Bruce Desmond - IT, Hayes Morrison - OSPCD, Omar Boukili - Mayor's Office, Peter Forcellese, Jr. - Treasury, Stephanie Hirsch - SomerPromise, Ed Bean - Finance, Denise Taylor - Communications, Kelly Donato - OSPCD, Emily Monea - CPA, Dick Bauer - CPC, Michael Glavin - OSPCD, Vince McKay - Schools, Steve Vitello - Capital Projects Approval of the December 10, 2014 Minutes RESULT: ACCEPTED 198001: Requesting the acceptance of a $3,000 grant from the Somerville Health Foundation, for the Council on Aging's "fit for life" program at the Cross Street Center. RESULT: APPROVED 198126: Requesting an appropriation of $225,000 and authorization to borrow $225,000 in a bond for Phase One services for a Citywide Wayfinding Program. Ms. Morrison spoke on this item and explained that the requested funds would be used to perform an evaluation of all existing signage in the city and to make recommendations on how the city can achieve the goals of improving the experience of visitors, improving traffic flow, creating a sense of arrival and place, and noting points of interest. Public meetings will be held to garner community input. Alderman White asked for concrete examples, both good and bad, from other comparably sized communities and information on how the wayfinding project would supplement the city’s website or individuals’ gps. RESULT: KEPT IN COMMITTEE 198229: Requesting an appropriation and authorization to borrow $300,000 in a bond to

Finance Committee Page 2 of 5 Printed 1/21/2015 retain an Owner's Project Manager to renovate the West Branch Library. Mr. Omar and Mr. Vitello spoke on this matter. The successful bidder was Design Technique and a copy of their proposal will be provided by Mr. Boukili. The total scope/cost of the renovations won't be known until after the design process. A ball park number of $4 million (from the feasibility study) was used in calculating the OPM fee, which will be capped at $300,000. The OPM is required by the state on projects over $1.5 million. RESULT: APPROVED 198230: Requesting to transfer CPA funds totalling $2,278,717 from the CPA Fund Budgeted Reserve and the CPA Fund Undesignated Fund Balance to designated CPA reserves per the recommendation of the Community Preservation Committee. Alderman White recused himself from all discussions and votes on this item. Ms. Monea spoke on this item and explained that the Community Preservation Committee (CPC) voted to go beyond the Community Preservation Act’s (CPA) legislation requirements by increasing the percentages of funding distributions for open space/recreation, historic resources and community housing for FY-15. The request before the committee is to allow those funds to be transferred to the appropriate accounts. RESULT: APPROVED 198231: Requesting appropriation of $63,913 from the Capital Stabilization Fund for the Shared Public Safety CAD System. Mr. Desmond explained that, presently, the Police and Fire Departments’ Computer Aided Dispatch (CAD) systems are separate. The requested funds would be utilized to purchase and install a consolidated public safety and records management system, allowing for the creation of a shared CAD system. The geobase for both departments will be updated and the city has hired a GIS coordinator who will sit in on the project. The project has an anticipated implementation date of this May and will provide a substantial dollar savings to the city as well as improving the efficiency and accuracy of data. RESULT: APPROVED 198236: Requesting the acceptance of a grant of $7,316 from Somerville Cambridge Elder Services for the Council on Aging for activities at the 3 senior centers. RESULT: APPROVED 198237: Requesting the acceptance of a grant of $5,828 from Somerville Cambridge Elder Services to the Council on Aging for transportation.

Finance Committee Page 3 of 5 Printed 1/21/2015 RESULT: APPROVED 198238: Requesting acceptance of a $5,000 grant from CHNA 17, for the Health & Human Services Dept.'s SCAP Coalition to address prevention of alcohol, tobacco and other drugs among Somerville youth. RESULT: APPROVED 198283: Requesting to appropriate $2,206,028 from the CPA Fund Community Housing Reserve to the Affordable Housing Trust Fund per the recommendation of the Community Preservation Committee. Alderman White recused himself from all discussions and votes on this item. Ms. Monea explained that transferring these funds would prevent a duplication of efforts and noted that the Affordable Housing Trust Fund will be required to make regular reports to the CPC regarding the use of the funds. Ms. Donato spoke about planned housing projects in the city. RESULT: APPROVED 198284: Requesting to appropriate $12,115 from the CPA Fund Undesignated Fund Balance for the administrative and operating expenses of the Community Preservation Committee per the recommendation of the Community Preservation Committee. Alderman White recused himself from all discussions and votes on this item. Emily Monea explained the reason for the request. RESULT: APPROVED 198287: Requesting $7,845 in "Use of Available Funds" from the Library Salaries Account to adjust the compensation of the Library Director. Ms. Cooper explained that the city has not been able to fill the Library Director’s position at the advertised salary of $95,651. This request is to increase the salary to $104,589. Lag funds are available to support the increase, but since the salary is being changed from the approved FY-15 budget amount of $94,599, state statute requires approval from the Board of Aldermen. RESULT: APPROVED 198288: Requesting $5,424 in "Use of Available Funds" in the Health and Human Services Salaries Account to adjust the salary of the Health and Human Services Director.

Finance Committee Page 4 of 5 Printed 1/21/2015 Ms. Cooper explained that the city has not been able to fill the position at the advertised salary and is seeking an increase to attract candidates. Since the salary is being changed from the approved FY-15 budget amount, state statute requires approval from the Board of Aldermen. RESULT: APPROVED 198289: Requesting $3,186 in "Use of Available Funds" from the DPW Engineering Salaries Water Enterprise and Sewer Enterprise Salaries Accounts to adjust the compensation for the Director of Engineering. Ms. Cooper explained that the city has not been able to fill the position at the advertised salary and is seeking an increase to attract candidates. Since the salary is being changed from the approved FY-15 budget amount, state statute requires approval from the Board of Aldermen. RESULT: APPROVED 198290: Requesting $2,842 in "Use of Available Funds" from the DPW Engineering Salaries, Water Enterprise Salaries, and Sewer Enterprise Salaries Accounts to adjust the salary of the Assistant Director of Engineering. Ms. Cooper explained that the city has not been able to fill the position at the advertised salary and is seeking an increase to attract candidates. Since the salary is being changed from the approved FY-15 budget amount, state statute requires approval from the Board of Aldermen. RESULT: APPROVED 198327: Requesting the acceptance of a grant of $7,423 From the MA Department of Fire Services, for the Fire Department's school education program. RESULT: APPROVED 198328: Requesting the acceptance of a grant of $3,395 from the MA Department of Fire Services for the Fire Department's Senior SAFE program. RESULT: APPROVED 198345: Requesting approval to extend a House Doctor Contract (#120170R2) with CDR Maguire until July 31, 2015. Mr. Vitello explained that CDC Maguire is the architect of record on several projects in the city and that additional time is needed to complete and close them out. RESULT: APPROVED 198356: Requesting an appropriation of $165,000 from Unreserved Fund Balance ("Free Cash") to the School Dept. Curriculum District-Wide Other Instructional Services Account

Finance Committee Page 5 of 5 Printed 1/21/2015 to provide partial funding for the development of an Integrated Data System. Mr. McKay, Ms. Hirsch and Ms.Taylor appeared to discuss this item. The total amount of funds raised is $470,000, of which $165,000 will come from the city’s free cash account. The School Department will have 3 coders imbedded in the School Department to work on projects. The program will allow city and state information to be integrated. RESULT: APPROVED