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CITY OF EAST PROVIDENCE
RHODE ISLAND
JOURNAL OF REGULAR COUNCIL MEETING
September 29, 2015
Council Chambers, City Hall, 145 Taunton Avenue, East Providence, RI 02914
5:30 P.M., Open Session, Council Chambers
***PLEASE NOTE: ALL DOCKET ITEMS HEARD IN COUNCIL CHAMBERS WITH THE EXECPTION OF IV, A, (HRIS (Human Resources Information System) Package Presentation)- WHICH WILL BE HELD IN ROOM 306
Note: Assistant Mayor Cunha is absent.
A. HRIS (Human Resources Information System) Package Presentation (by IT Director Kelly Ahrens and Human Resource Director Kat Waterbury)
The Council participated in a walk thru of the Human Resource Department and viewed a proposal regarding a software package.
B. ORDINANCE OF THE COUNCIL OF THE CITY OF EAST PROVIDENCE APPROPRIATING $178,257,356 FOR THE SUPPORT OF THE CITY GOVERNMENT FOR THE FISCAL YEAR ENDING OCTOBER 31, 2016
SECTION I. The general fund receipts for the fiscal year ending October 31, 2016 have been established to amount to $178,257,356 made up as follows:
| GENERAL FUND | 2014-2015 | 2015-2016 |
| REVENUE | | |
| Property Taxes | 101,490,160 | 101,740,160 |
| School State Aid | 29,372,999 | 31,094,815 |
| City State Aid | 4,810,985 | 5,487,104 |
| City Revenue | 6,331,839 | 6,725,252 |
| School Grants/Other | 6,162,982 | 6,297,982 |
| City Grants/Other | 2,393,810 | 4,608,810 |
| Totals | 150,562,775 | 155,954,123 |
| | | |
| UTILITY FUNDS | | |
| Water Sales | 5,659,839 | 6,464,233 |
| Other Water Revenue | 2,040,744 | 2,153,856 |
| Sewer Use Fee | 11,159,842 | 10,787,503 |
| Other Wastewater Revenue | 2,617,550 | 2,897,641 |
| Total Utility Revenue | 21,477,975 | 22,303,233 |
| Totals | 172,040,750 | 178,257,356 |
| | | |
SECTION II. To defray the expenses of the City of East Providence for the fiscal year commencing November 1, 2015 and ending October 31, 2016, the sum of money, or so much thereof as are authorized by law indicated in the accompanying schedule, are hereby appropriated for the objects and purposes, and in the amounts expressed therein, provided that payments thereunder shall be subject to the provisions of the City Charter of the City of East Providence and also subject to the provisions of said City Charter relative to the manner and form of expenditures of money set forth in said Charter from the City Treasury.
SECTION III. All monies appropriated are to be expended by the various departments in the manner and form approved by the Director of Finance.
SECTION IV. The payment to the School Fund of the following estimated receipts, included in the appropriation of $76,607,624 for the support of the public schools for the City of East Providence fiscal year 2015-2016, shall be increased or decreased to conform with the actual amounts received from such sources during the fiscal year 2015-2016 except the appropriation of property tax.
| SCHOOL DEPARTMENT REVENUES | FY 2016 |
| Appropriation of Property Taxes | 43,197,809 |
| State Sources | 31,094,815 |
| Other Sources | 2,315,000 |
| Totals | $ 74,844,650 |
SECTION V. The purpose of this ordinance is to adopt the Budget for the fiscal year 2015-2016 which begins November 1, 2015 and ends October 31, 2016 as prepared and submitted by the City Manager, and to implement the recommendations as set forth in the City Manager's Budget Message by the approval of said recommendations as contained herein, or by other ordinances or resolutions of the Council of the City of East Providence; all in accordance with the provisions of said Article.
SECTION VI. This ordinance shall take effect upon its passage and all ordinances and parts of ordinances inconsistent herewith are hereby repealed.
Advertised: East Providence Post September 17, 2015
Mayor Rose asked if there were any questions or comments regarding the City Manager’s proposed budget and added that the Council could call up any department heads they needed if they had questions regarding specific departments.
Mayor Rose calls Director of Planning Jeanne Boyle to the podium regarding purchased services. He asks what the increase is for.
Director Boyle states it is for outside services used for consulting with the intention to hire an engineering consulting firm to identify certain properties for 3-4 key locations with a pad ready design for the properties in order to effectively market them. The money which remains is being used for an in-kind match to RI DEM for Sabins Point Park to design storm water improvements. The grant already received will design improvements and this would be to implement those programs. The increase in the printing is geared toward economic development to augment the marketing and make it more aggressive.
Councilman Conley asks regarding the narrative on capital planning for Riverside Square there was a market analysis which didn't survive last year and asked why wasn’t it resubmitted as it is of value with the cost of $20,000 for both Riverside and Watchemoket Squares. The purpose was to hire an economic development or real estate firm to identify what would be the appropriate development in those spaces and target those businesses and try to attract them into those vacant spaces.
Mayor Rose stated the capital improvement proposals regarding Kent Heights playground has nothing new allocated.
Director Boyle stated they respond to what is sent to them by the Director of Public Works and Parks if there is additional funding needed it would have been identified by that department and it is the Council's prerogative to add money where they see fit.
Mayor Rose indicated there were also supposed to be funds set aside for the continuation of Central Park but he does not see that allocated.
Director Boyle stated she doesn’t have a dollar number at this time but it is likely there will be a budget short fall on that item but they cannot tell yet what the budget short fall will be. RI DEM just today opened up grants for new open space and recreation bonds to be announced in December and the City can apply and match the funds having them identified in the capital improvement plan is important.
Councilman Britto asked a question of Director Coutu regarding the repairs to the roads and the line item $100,000 and asked if that was satisfactory.
Director Coutu stated that is their operating budget and it covers all they do in house but no it is not enough to fix all the roads. They make the request through capital and typically ask for a million dollars a year but he doesn’t believe that was approved via the planning process. Some roads are in very bad shape and don't even hold a patch any longer. Adding they would take more money if it was available. The street sweepers were purchased in 1999 and they would be trading one in and keeping one. There is a one-time $48,000 DPW dump truck similar to the sterling which they are purchasing. The tree truck line item is the lease payment for the one they just purchased.
Mayor Rose asked about the animal shelter line item for $60,000 for a new vehicle. He called Chief Parella to the podium. Chief Parella noted this line item is to replace one of the animal control trucks it was moved to capital improvement. Adding he let City Manager Lemont know the EPPD need to replace 4 frontline SUVs and they could send one which they replace to Animal Control. Animal Control would still have to buy the insert but they could help with the cost of a vehicle.
Mayor Rose states he doesn’t want East Providence to be in a situation like other cities and towns where the City shouldn’t be using asset forfeiture Google funds for certain things. He asked the Chief if he has a plan to ease the way back into a regular budget situation for replacing vehicles. The Chief responded yes he has already spoken with Paul Luba and they will be looking for this. Before he became Chief a lot of money was used to supplant the budget and pay bills and now the City has to wean off of this. Vehicle purchase is one they typically can always buy however using those funds the concern is it has been years since the City has had to purchase vehicles out of tax payer money. For now the EPPD needs at least 4 frontline SUVs for this fiscal year. Years ago the City used to take the funds out of the detail account and used to use it for those purchases.
Councilman Britto asked about the manpower stating it looks like it has gone down a bit. Chief Parella responded the manpower is up but the overtime is down. They are trying to get back to 103 staff level and if all in the academy graduate and make it through their probationary period they will be at 97 staffing level which is just at the cusp for overtime. They met with Human Resources and Affirmative Action and had a recruitment meeting. Today it is a pretty in depth process and they will not be able to get recruits into the academy until a year from January then even when they graduate the academy, as we just learned, they don't always make it through the field program. They are up 8 or 9 new officers from last year.
Councilman Britto asked a general question regarding clothing allowances stating that he realizes it was negotiated but just wants to mention this.
Mayor Rose stated the Harbor Master continues to do a good job every year taking care of everything and they have received grants which will be helpful to our Waterfront.
Councilman Britto called the IT Director, Kelly Ahrens to the podium and stated he noticed the proposed amount of positions have gone down from 9-8 but the salaries have gone up.
Director Ahrens stated they are not reducing positions and that the number is wrong.
Mayor Rose calls Fire Chief Elmasian to the podium indicating he realizes next week the Chief is providing a presentation regarding apparatus however he would like to know how many fire fighters were hired this year.
Chief Elmasian states they have 31 probationary fire fighters. They were all replacements from past retirements.
Assistant Mayor Cunha asks questions regarding the sewer and water bill for the fire department and the filling of apparatus right from the site.
Chief Elmasian states they didn't pipe the station for this and they try not to utilize the station and instead use a hydrant. The cost seen may reflect sprinklers on the station properties.
Councilman Conley asked if they are fully staffed or just below.
Chief Elmasian stated they are just below. They are the only metropolitan fire department that doesn't have a true Assistant Chief and they are looking at the next academy and the next year at another slew of retirements. To avoid the decrease in manpower they want to look at this now and it would cut back on overtime.
Mayor Rose calls the Director of Recreation, Diane Sullivan to the podium and thanked her for the great summer camp program. He added he noticed there was a $10,000 cut in salaries from this past summer and he would like to see them go back up to the 180 staffing from the 170. Director Sullivan stated the City Manager had suggested this due to another bump in the minimum wage due to come up and they get a lot less bang for their buck.
Councilman Britto stated that there was no line item for programs.
Director Sullivan stated this was correct there isn't.
Mayor Rose called Director Boyle to the podium regarding the Forbes Street landfill closure and asked if this is part of phase 2 of the solar project as he noticed it was cut out. Director Boyle responded it was it was in the planning board’s submission but this is the manager’s budget.
Mayor Rose stated the City Council needs to take a look at this.
Councilman Britto asked Director Moore to explain the debt service.
Mayor Rose called Director Coutu to the podium regarding the mobile radios.
Director Coutu stated the radios are done and installed and that Pierce Field is budgeted under capital.
Mayor Rose requested Leslie Shattuck-Moore the Canvassing Clerk to be present at the meeting regarding their budget.
Mayor Rose calls the Library Director Eileen Socha to the podium regarding the learning center at the Kent Heights Library. Director Socha stated they hope to be opening in January. Mayor Rose asked if the slated funding of $125,000 would be enough. She replied yes she believes so but she does not see it in the budget. Mayor Rose said he was wondering why it was it was not in the City Manager’s Budget. Director Moore stated he does not see it there either.
Mayor Rose stated that when Mr. Lemont made this proposal with a 0 percent tax increase that was with $250,000 to the school department now the school department is asking for $5.3 million.
Superintendent Mercer and Linda Dykman came to the podium.
Mayor Rose stated when the Budget Commission was here the school department budget was a 57 page document. Adding what the Council has this year is a 4 page document. He noted that he continues to request more information and there is no explanation on the increase of funds request. He feels as though they are deviating from how they prepared the budget in the past and if Mr. Luba finds that a 4 page document is acceptable then the he feels that Mr. Luba needs to be evaluated. For example vehicles are an extra $150,000 for a listed jeep with plow.
Ms. Dykman spoke and stated the City has shorted the schools for many years but if Mayor Rose will tell her what detail he would like then she can supply this. Mayor Rose stated he had to send a certified letter as well as several emails and still his request wasn’t fulfilled. The School Department needs to be held to the same standard as every other department which has to submit more than a small paragraph.
Councilman Conley asked the Superintendent if she has a detailed document similar to the one Mayor Rose is showing from before.
The Superintendent replied no but this is due to the State rules of having only a certain amount of lines to explain utilizing the uniform chart of accounts. Any purchase of any type of technology goes into that line item. They go by line item for schools and it wouldn't give any more information than what the Council currently has. She notes this is the way she has done it for 3 years. She added she was here when the budget commission was here and if they wanted something done differently than they would have asked and these are the same line items.
School Committee Member Monteiro stated the Superintendent cannot provide a budget to the Council until the School Committee approves it and that this just took place.
Mr. Luba stated in years past, including this year, the school department has generated a surplus from the budget. The one submitted to Council was considerably higher than the one the City Manager put in but that is basically what should be discussed. The State has given the school department an additional $2.1 million so their budget will be higher by that amount. What he anticipated would happen was to discuss what additionally the schools would like. They have asked for an additional $2.7 million this would increase taxes 2.7 percent.
Superintendent Mercer explained what is considered in that $2.7 million is 10 custodians, one additional hour per day for specific secretaries, OPEB and Human Resource Software.
Councilman Conley asked if they could please send a document outlining to the Council these items as it is tough to decipher this from what they have.
Ms. Dykman stated yes.
Mayor Rose stated he understands they have to work on the buildings and that the teachers are the lowest paid in the State but when I receive 4 pages it explains nothing. As the Council we are responsible for the taxes this is a 2.7 percent tax increase if it is granted. Adding the City Council is scrutinized by the taxpayers.
Councilman Conley states that he feels $250,000 set aside for school department legal claims seems low. In the past, this line item was $500,000 and he feels there is some risk with that number.
School Committee Member Monteiro explained there were some extenuating circumstances in the past.
Councilman Conley asks about the line item stating 50-55 substitute teachers per day.
Superintendent Mercer states that she will look at those numbers.
School Committee Member Monteiro speaks regarding his concerns that items were brought up in the press. In the long term having some money from a previous surplus they did increase teacher salaries. They do have the full intension of becoming a marketable district. To market and retain is not a short term concept there was a lot of thought put into this.
Mayor Rose states the next discussion on the budget is due to take place at the Regular Council Meeting of October 6th and at that time they will be able to work on this some more.
Mr. Luba stated you want to decide what process gets you to that point.
Councilman Conley stated the rhetoric is not helpful.
A motion is made to Continue the Budget Hearing and defer the Ordinances to the October 6, 2015 Council meeting by Councilwoman Capobianco, seconded by Councilman Britto and on a roll call vote it is unanimous 4-0.
A. Introduction of Ordinances
SECTION I. That the Council of the City of the City of East Providence hereby orders the assessment and collection of a tax on ratable real estate, tangible personal property and an excise tax on registered motor vehicles and trailers in a sum not more than One Hundred Seven Million One Hundred Ninety Nine Thousand Three Hundred and Thirty Seven ($107,199,337) dollars. Said tax is for ordinary expenses, for the payment of interest and indebtedness, in whole or in part, of said city, and for other purposes authorized by law.
The Tax Assessor shall assess and apportion said tax on the inhabitants and ratable property of said city as of the 31st day of December, 2015 at twelve o'clock Eastern Standard Time, according to law, and shall on completion of said assessment, date and sign same and shall make out and certify to the Tax Collector of the City of East Providence, who is charged with the duties for the collection of taxes, on or before the 15th day of June, 2016 a complete list of the names of the persons taxed and of the total value of all the real estate and personal property assessed against each person, and also the amount of registered motor vehicles and trailers assessed against each person, and also the total amount assessed against each person on said real estate, personal estate and registered motor vehicles and trailers, opposite the name of the person or persons assessed. Upon receipt of the certified tax list by the Tax Collector, she shall proceed and collect said tax on the persons and estates liable thereof; said tax shall be due and payable on and between the 1st day of June 2016 and the 1st day of July, 2016 and provided further that if said tangible personal property, motor vehicle, and real estate taxes are paid in full on or before the 1st day of July, 2016, a discount of one and one half per centum (1.5%) of the total taxes on said tangible personal property, motor vehicles, and real estate shall be granted, and all taxes remaining unpaid on the 1st day of July, 2016 shall carry until collected a penalty at the rate of twelve per centum (12%) per annum from the 1st day of June, 2016 upon said unpaid tax, however, said taxes may be paid in four installments; the first installment of twenty-five per centum (25%) on or before the 1st day of July, 2016, the second installment of twenty-five per centum (25%) on or before the 1st day of September, 2016, the third installment of twenty-five per centum (25%) on or before the 1st day of December, 2016 and the fourth installment of twenty-five per centum (25%) on or before the 1st day of March, 2017.
Each installment of taxes if paid on or before the last day of each installment period successively in order shall be free from any charge of interest.
If any succeeding installment of taxes is not paid by the last date of the respective unpaid balance period or periods as they occur, then the whole tax or remaining unpaid balance of the taxes as the case may be shall immediately become due and payable and carry until collected a penalty at the rate of twelve per centum, (12%) per annum.
SECTION ll. That any of said taxes not paid on or before the 1st day of March, 2017 shall forthwith be collected by levy upon the sale of real estate upon which it is assessed and by that or other due process of law in case of assessment upon personal property.
SECTION III. This ordinance shall take effect upon its second passage and all ordinances and parts of ordinances inconsistent herewith are hereby repealed.
SECTION I. The Director of Finance is authorized to borrow during the fiscal year ending October 31, 2016 such sums of money in anticipation of the property taxes of the year as may be permitted by law for the purpose of meeting the current liabilities and expenses of the City and that the Director of Finance is authorized to issue the note or notes of the City therefore and to refund such note or notes and any tax anticipation notes of a prior year to the extent permitted by law.
SECTION II. This ordinance shall take effect upon its second passage and all ordinances and parts of ordinances inconsistent herewith are hereby repealed.
SECTION I. The Director of Finance is authorized to borrow during the fiscal year ending October 31, 2016 such sums of money in anticipation of the sewer use fee revenue of the year as may be permitted by law for the purpose of meeting the current liabilities and expenses of the City and that the Director of Finance is authorized to issue the note or notes of the City therefore and to refund such note or notes and any revenue anticipation notes of a prior year to the extent permitted by law.
SECTION II. This ordinance shall take effect upon its second passage and all ordinances and parts of ordinances inconsistent herewith are hereby repealed.
A motion to adjourn at 9:12PM is made by Councilwoman Capobianco, seconded by Councilman Britto and on a roll call vote it is unanimous.
Approved By Council: October 20, 2015
Attest: _____________________
City Clerk