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HomeMy WebLinkAbout2012-07-24 Board of Selectmen HandoutDRAFT MOTIONS BOARD OF SELECTMEN MEETING JULY 249 2012 Goldy, Tafoya, Schubert, Are m, elf LeLacheur 5a) Move to close the hearing on adopting the policy on Procurement Cards. Move that the Board of Selectmen adopt Section 1.13 of the Board of Selectmen's Policies — Policy Providing for the Use of Purchasing Cards. 5b) Move to close the hearing for licensing the underground garage at 30 Haven Street. Move that the Board of Selectmen approve the license for underground parking containing 76 spaces at 30 Haven Street in accordance with Chapter 148 of the Massachusetts General Laws. 6a) Move that the Board of Selectmen approve the minutes of June 5, 2012 as amended. 6b) Move that the Board of Selectmen approve the minutes of June 19, 2012 as amended. 8a) Move that the Board of Selectmen approve the Executive Session minutes of June 5, 2012 as written. BT RS SG Move that the Board of Selectmen adjourn the meeting at p.m. ot TOWN MANAGER'S REPORT Tuesday, July 24, 2012 Administrative matters ♦ Volunteers still needed — one member each for the Bylaw Committee; Finance Committee, Trails Committee; West Street Historic District Commission; and Zoning Board of Appeals. ♦ Demolition Delay Bylaw Working Group has completed their work. A DRAFT bylaw has been created to share with you at your next meeting. ♦ The Town's home rule petition regarding the water and sewer easements between Belmont Street and Ivy Drive is expected to pass the Senate by this Wednesday or Thursday. ♦ Surveys: Town Forest (200+ responses); Open Space (130 +); Housing (100 +); and a new Sturges Park survey (25 +) will all run through early /mid - August. Community Services • East Middlesex Mosquito Control Project (Reading) • Truck mounted sprayers began Monday, July 23rd and will continue Tuesday, July 24th between dusk and 11:30 PM. • Two weeks earlier than usual because of dry winter • No sign of EEE or West Nile Virus in the area • Everyone is encouraged to use insect repellent when outdoors • Spraying targeted areas based on July 11th trap data for following neighborhoods: • Hopkins St., Ash St., John St., Salem St., Charles St., Dana Rd., Haverhill St., Van Norden Rd., Forest St., Grove St., High St. and Lowell St. • Spraying will also be done near West St. between Randall Rd. (bordering Wilmington) and by Summer Ave. between King St. and Willow St. On Tuesday, spraying is scheduled for streets in the vicinity of Rustic Lane, Franklin St., Batchelder Rd and Sanborne Lane. • Farmers Market - now open at the depot on Tuesday afternoon /evening. • Retail Visioning Workshop - scheduled for September 12, from 8 to 10:30 am to offer assistance to existing businesses. • Retail Consultant Christine Moynihan has been hired to provide the service for free through a State grant awarded from the Mass. Downtown Initiative (MDI) program. • The workshop is open to all Reading businesses and will focus on how to apply "Best Practices" in the areas of marketing (including using on -line tools), storefront/signage /window design, store layout and others. • Applications are limited to Downtown Businesses for one -on -one free consultations will be distributed at this meeting and will be due shortly thereafter. A selection committee will determine final awards. • Vacant Properties — Working with a list of about a dozen properties to upgrade and conform to recently adopted general by -law establishing minimum maintenance standards. • Signage Enforcement — Working with Town database of common victualer's license holders to bring violations into compliance. • South Main St. Signalized Pedestrian Crossing — Working to identify a location in collaboration with CPDC, Engineering and Public Safety. • MBTA Vine Street Parking Lot — Great news! We have received a license agreement from Transit Realty Associates for Reading to use the MBTA Vine Street Parking Lot (currently underutilized) and to also permit the Town to undertake needed maintenance of trees on MBTA property. Some terms will need further negotiations, so a start date is unknown. • Community Services Office Renovations — Hope to have completed by the end of August 7/24/2012 1 TOWN MANAGER'S REPORT Tuesday, July 24, 2012 Finance ♦ Tax Assessment process — RFP April 2012 contract signed with Patriot; RFP June 2012 contract signed with Finnegan. Total within the budgets approved by FINCOM and the BOS last June. Software conversion with Patriot ongoing. One verbal agreement from last winter that led to $6,500 of completed work had to be paid — funds available from June transfer because of June RFP results. This work was not budgeted nor known by Town Finance staff until July 2012. Agreement to share Appraiser Victor Santaniello approved by Wakefield Selectmen; he has begun working in Reading. ♦ Funding for Killam — MSBA has taken no action on our Statement of Interest. Next possible MSBA review date is October /November which will be the last chance under FY12 submittal. If no action then we will need to decide to re -apply under FY13 as is, or step back and consider overall space needs. School Committee continues that discussion on space needs and will discuss further on August 27th, although another meeting may be added sooner. ♦ Funding for the Library — MBLC (MA Board of Library Commissioners) has requested $20 million in FY13 funding. If that is approved (date — uncertain) they have indicated that the Reading project will move forward - currently Reading is next on the waiting list. If not approved in FY13, then MBLC fact sheet states "wait listed libraries will receive their grants as funds become available through the state's five -year capital plan ". Note that in FY12 $12 million was released for project funding — this did not fully fund the approved projects. Public Safety ■ Licensing of Parking Garages — 30 Haven Street tonight; others in August. Public Works Street Paving — next projects: • Main Street (Washington St to the Railroad Tracks), • Garrett Road • Boswell Road • Irving Street • West Street (thin overlay over water trench; Arcadia to Woburn St). Street Paving — topped: completed except for punch list items (mainly loam and seed, handwork paving, cleaning catch basins, etc). • Pearl Street • Belmont Street (Salem to Chequessett) (Reclamation) • Belmont Street ( Chequessett to Pearl) (Cold Plane) • Wilson Street • Track Road • Norman Road • California Road • Joseph Way • Kieran Road • William Road • Susan Drive • Blueberry Lane • Mill Street (Short Street to Old Sanborn Lane) • Short Street 7/24/2012 2 2, TOWN MANAGER'S REPORT Tuesday, July 24, 2012 • Evergreen Road • Copeland Avenue • Bancroft Avenue (Woburn Street to Middlesex Avenue) Street Paving — micro - sealed: completed except line- striping which begins next week • Charles Street • Washington Street • Hopkins Street • Lowell Street (Salem St to Hartshorn St). Curbing /Sidewalk ♦ Edgmont/Stewart - completed ♦ Haven Street — starts in 2 weeks (Contractor experiencing materials delay) ♦ Mineral Street — RMLD getting access rights addressed Utilities ♦ Haverhill Street water main replacement completed (Contractor waiting for last test results) ♦ Water services being completed between Wakefield & Charles ♦ Howard Street water main — working west towards West St., done through Sigsbee Ave. Dates July 26th — Dedication of McIntire family benches 10am in the Common September 9th — Reading Fall Street Faire 7/24/2012 3 JEAN DELIOS Town of Reading Community Services Director / Town Planner 16 Lowell Street Phone: (781) 942 -6612 Reading, MA 01867 -2683 Fax: (781) 942 -9071 jdeliosgei. reading. ma. us AGENDA Project Meeting Oaktree Development - 30 Haven Street July 11, 2012 (Town Manager, Police Dept, Fire Dept, Town Engineer, Building Inspector, Staff Planner, and Oaktree Representatives) 1. Parking Garage — Approvals /Licenses per Fire Department 2. Signage (Master Signage Plan) — provide to JD 3. ROW — need a name — PH/ BOS 4. Brande Court Parking Lot — coordinate with PH - 5. Trash and Recycling — What is the plan- per Health 6. Cleaning Plan — Common Area Bathrooms 7. Affordable Housing Trust Escrow 8. Release of DPW Letter of Credit 9. Building Addresses 10. Pending Lease 11. Status of Gas Line, Bond for Gas Line Install — coordinate with DPW 12. Sidewalk Plan — coordinate with DPW 13. Ribbon Cutting — Date? 14. Checklist of Outstanding items - per Site Plan Review 15. Sewer and Water Fees 16. Grading Issues 17. Outdoor Dining — License — PH this is an annual license, tenants can use area in front 18. Pre - Leasing — Coordinate with JD (Oaktree doesn't plan on any until C of O is issued) 19. Maximizing Affordable Units (need 2 extra for full credit on SHI) — JD will get "market rents" from DHCD to verify impact of voucher idea and to see if there is any impact on the Affirmative Marketing Plan (if this option is pursued). 20. Easement — sidewalk or deed to Town (Oaktree) 21. Condo Conversion Plans - ?status? (Paul to email assessed value) 22. Liquor License — Peter H. /BOS 23. Parking - Employee and Overflow Parking Plan for resident overnight guests 24. Updates on Affordable Housing PAUL J. MOMAIE TY AND ASSOCIATES, INC. CONSTRUCTION CODE CONSULTANTS 22 WASHINGTON STREE Ti' NORWELL, MASSACHUSETTS 02062 (781) 571 -3200 FAX (731) 571 -3223 July 16, 2012 jean J. Delios Community Services Director /Town Planner TOWN OF READING 16 Lowell Street Reading, Massachusetts 01867 - 2685 Re: Oaktree Development - 30 Haven Street, Reading, Massachusetts Estimate of Professional Services - Fuel Gas Meters Dear Ms. Delios: Although it is difficult to estimate the time involved in reviewing, researching and viewing the placement of the gas meters that allegedly are not compliant with the approved plans, it is felt that the involvement by this office would require the expertise of Maurice Pilette, P.E. for the Fire issues and William Callahan for the Fuel Gas issues. I therefore estimate four (4.0) hours each for possible site viewing and six (6) hours each for Research and the preparation of a Report at the rate of $225.00 an hour, plus three (3.0) hours of administrative work at the hourly rate of $250.00, for a total estimate of $5,250.00, as follows: REVIEWER RESEARCH SITE /VIEW TOTALS TOTALS TOTALS TOTAL HOURS HOURS HOURS 9$225 @ $250 EST. M. Pilette 6.0 4.0 10.0 $2,250.00 W. Callahan 6.0 4.0 10.0 $2,250.00 P.J. Moriarty 10 0 3.0 $$ 750:00 TOTALS 15.0 8.0 23.0 $4,500.00 $ 750.00 $5,250.00 Please understand that this is an estimate based on the limited-i4- 0- r-mation supplied to this office in your E Mail. It will be necessary for a further explanatjon of the issues once a decision is made by your office. Yours ver tI1� Pau 'j. Mor ai PJM:cm Re ading3 O H ave nSt.Ga s M eters -1219 8 do TOWN OF READING To the Inhabitants of the Town of Reading: Please take notice that the Board of Selectmen of the Town of Reading will hold a public. hearing -: on Tuesday, July 24, 2012 at 7:30 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts on: Amending the Hoard of Selectmen's Policies by adopting Section 1.13 - Policy Providing for the Use of Purchasing Cards. A copy of the proposed docu- ment regarding this topic is available in the Town Manager's office, 16 Lowell Street, Reading, MA, M- W -Thurs from 7:30 a.m. - 5:30 p.m., Tues from .7:30 -a m: -7:00 - -p.m. rand is. attached to the- hearing notice. on the website at www.reading- ma.gov -All interested parties are invited to attend the hearing, or may submit their comments: in writing or by- email prior to 6:00 p.m. on July 24, 2012 to town - manager @ci.reading.ma.us By order of Peter I. Hechenbleikner Town Manager 7/18 ��� Section 1.13 — Policy providing for the use of Purchasing Cards Use of purchasing cards will expedite Town and School purchasing and payables for isolated one -time purchases along with payment for smaller dollar items. On a 12 month trial basis beginning September 1, 2012, purchasing cards may be issued to one or more employees at the discretion of the Town Manager or Superintendent of Schools as applicable, and with the names of all users to be filed with the Town Accountant. Following a formal 12 month trial period the use of purchasing cards will be evaluated by the Town Accountant with input from the Town Manager and the Superintendent of Schools and users. Following the evaluation, the Chief Procurement Officer shall make a decision on whether or not to continue the use of purchasing cards, and the terms of their continued use. Issuance of a purchasing card under the name of the Town of Reading or the Reading School Department is a privilege and every reasonable effort shall be made to ensure that cards are used responsibly and in a manner consistent with Town and School Department policies, guidelines and applicable laws and regulations of the Commonwealth of Massachusetts. The Town Accountant will authorize the type of items that can be purchased on the card and the maximum single transaction limit. In any event, the purchasing card shall not be used for purchases of travel, lodging, food, or beverages, for employees or Officials. The procurement card may be used for travel, lodging, and food and beverage (but not alcohol) expenses from student activity accounts for student travel. The Procurement card may be used to re ister for conferences or seminars. If the use of purchasing cards is extended beyond the one year trial period, the Town Accountant will periodically establish and issue policy guidelines to purchasing card users. It is the responsibility of each purchasing card user to ensure that their respective card is stored in a secure place and that the account number is protected. A card number may be used in a secure internet transaction but shall never be written out and transmitted via email. Each purchasing card user is responsible to reconcile every transaction made within the month. Purchasing cards may be issued to individual users at the discretion of the Town Manager or Superintendent of Schools as applicable. Each user will sign for receipt of the card. Cards are to be stored in a secure location. If a purchasing card is lost or stolen the purchasing card user will notify the Town Accountant who will notify the bank, local police department and the Town Manager or Superintendent of Schools as applicable. Replacement of a lost or stolen card will be at the determination of the Town Manager or Superintendent of Schools as applicable. Failure to adhere to purchasing card policy and guidelines will result in revocation of card use, and the user may be subject to disciplinary action. An individual who is found to abuse the use of a purchasing card will be subject to disciplinary action up to and including termination from employment along with potentially criminal charges being filed against them. In addition the Town will seek restitution for any inappropriate charges made to a purchasing card. The Town Accountant will establish procedures to be followed regarding the reconciliation processes. All relevant records are to be included with each statement and retained with applicable voucher records. Adopted by the Reading School Committee on Adopted by the Board of Selectmen xx/xx/12 L% sa�� Schena, Paula From: LeLacheur, Bob Sent: Tuesday, July 24, 2012 7:57 AM To: Schena, Paula Subject: FW: Procurement Cards Please include in BOS packet tonight: - - - -- Original Message---- - From: Frederick Van Magness fmailto:vanmaRness @verizon.net] Sent: Monday, July 23, 2012 8:45 PM To: LeLacheur, Bob Subject: Fwd: Procurement Cards Bob, I understand Peter is out and you may be handling this. Thought I'd send my thought along. Hope all is well... Fred Begin forwarded message: From: Frederick Van Magness <vanmagness @verizon.net> Date: July 23, 2012 6:03:08 PM EDT To: Selectmen Reading <selectmen @ci.reading.ma.us >, Hechenbleikner Peter < phechenbleikner @ci. reading. ma. us> Subject: Procurement Cards Hi everyone, Hope you are having a great summer. I read the BOS packet today .... I still do not understand why it is not posted on -line on a more timely basis. Consistently it is posted Mondays after lunch, when the material is sent to the BOS on Thursday's. That aside, concerning Procurement Cards, I offer the following thoughts for your consideration: 1. No transaction shall violate the state bidding regulations. 2. No transactions are to include any cash withdrawals or cash receipts as part of the transaction amount. 3. No transactions are to be split into two or more individual purchases to avoid bidding laws. 4. Card holder is prohibited from allowing any other employee or official to use the card assigned to them. 5. Card holder must retain copies of all transaction receipts. 6. Periodically, the Town Accountant shall audit a sample of card holders records to match receipts with transactions. At least annually, all card holders shall be audited. 7. Procurement cards must never be used at ATM machines. 8. Transactions must exclude State Sales Tax as part of the product cost to avoid extra charges to the town. (I think town purchases are exempt from sales tax, but I may be mistaken). 9. A copy of the town Procurement Card policy and restrictions is to be provided to each card holder when the card is issued and a signed acknowledgment is to be retained by the town. Just some thoughts, as I had prior experience with Procurement Card before I retired. Fred Van Magness, Sr. 1 Oq Advantages of a Procurement Cara Program Ability to take advantage of discount suppliers who do not accept purchase orders Minimize or eliminate employee reimbursements Offers safe and secure option for student groups travelling nationally or internationally Suppliers get paid quickly which often results in our getting more competitive pricing Proposed program offers annual rebate on total value of purchases r�'f. _rc,ct: ? °� ltTe;1" :a cis. Have been used in the private sector for years They operate similar to credit cards BUT they do not carry a revolving line of credit Usage and authorization parameters are established by district administration and can be reviewed, revised and managed via the internet by administrator on a 24/7 basis RPS P -Card Pr ogra - The purpose of the Reading Public School District purchasing card (P -Card) program is to establish a process to work with vendors that do not accept purchase orders and streamline the process for one time purchases. Per School Committee Policy all purchase, contracts or credit card transactions must be pre- approved before goods or services can be ordered or received. Credit cards do not replace Purchase Orders. Vendors who accept purchase orders will still be processed as purchase orders. 7/24/2012 P -Cards User Zesponsibdi :y P -Cards will be issued to a limited number of approved department heads (e.g., community education, facilities, performing arts). Each prospective card user will be required to sign a Purchasing Card Employee Agreement indicating that he /she understands the policies, procedures, and responsibilities of a cardholder. P -Cards are to be used solely for district purposes. The P -Card is the property of Reading Public Schools and should be kept in a secure location at all times. Intentional misuse, fraudulent abuse and /or gross negligence of the card may result in forfeiture of the card and other appropriate disciplinary action up to and Including termination. Accouriting Process Receipts will be obtained by the User for all transactions. Receipts will be matched to requisitions and documentation will then be turned over to the Program Coordinator who will reconcile the transactions to bank statements. Program Coordinator will monitor, review, and approve transactions and modify accounting codes. Program Coordinator will review and approve cardholder accounts on a weekly basis verifying supporting documentation and MUNIS account codes. Purchasing Procectures Use of P -Cards is not intended to bypass good buying habits. Requisitions must still be entered prior to making any purchase with a P -Card. Purchases should be made from approved suppliers. Par -yien of t' -Card' Statements Suppliers who accept purchasing cards receive payment immediately through the settlement system minus their transaction fee. The District will make payments to Harris Bank on a monthly basis through the normal AP warrant. Monthly statements will be paid In full when due and disputed charges will be dealt with separately. Payment charges will be reflected on department expense reports within one week after the accounts payable (AP) warrant has been closed. The Bank of Montreal will provide each user with on -line access to recent and historical statement activity. QuesSons? 7/24/2012 K mirs"TH-116 . I i To the Inhabitants of the Town of Reading: Please take notice that the Board of Selectmen of the Town of Reading will hold a public hearing on Tuesday, July 24, 2012 at 7:45 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts on: -The licensing of the underground parking garage containing 76 spaces at 3.0 Haven Street in accordance with Chapter 148 of the Massachusetts General Laws. A copy of the proposed document regarding this topic is available in the Town Manager's office, 16 Lowell Street, Reading, MA, M -VV- Thurs from 7:30 a.m. - 5:30 p.m., Tues from 7:30 a.m.- -. 7:00 p.m. and is attached to the hearing notice on the website at www.readingma.gov All interested' parties are invited to attend the hearing,- or may submit their corny- - ments in writing or by emlil- prior to 6:00 p.m. on July 2012 U5._ townmanager @ci. reading. ma- .us By order of Peter 1. Hechenbleikner Town Manager 7117 i SL ( Schena, Paula From: Burns, Greg Sent: Monday, June 25, 2012 11:49 AM To: Schena, Paula Section 13. No building or other structure shall, except as provided in section fourteen, be used for the keeping, storage, manufacture or sale of any of the articles named in section nine, unless the local licensing authority shall have granted a license to use the land on which such building or other structure is or is to be situated for the aforementioned uses, 1. after a public hearing 2. notice of the time and place of which hearing shall have been given, at the expense of the applicant, by the clerk of the city or of the local licensing authority, a. by publication, not less than seven days prior thereto, in a newspaper published in the English language in the city or town wherein said land is situated, if there is any so published therein, otherwise in the county in which such city or town lies, b. and also by the applicant by registered mail, not less than seven days prior to such hearing, to all owners of real estate abutting on said land or directly opposite said land on any public or private street as they appear on the most recent local tax list at the time the application for such license is filed, c. and unless the application for such license shall have endorsed thereon the certificate of approval or disapproval of the head of the fire department. d. Such license shall be recorded in the office of the city or town clerk, and it shall, from the time of the granting thereof by the licensing authority, be deemed a grant attaching to the land described therein and as an incident of ownership thereof running with the land and shall not be deemed to be merely a personal privilege. Chief Gregory J. Burns Reading Fire Departinent 757 Main Street Reading, MA 01867 (P) 78 9.9443132 (F) 781.942.9114 mww.readingmagov Please let its know how we are doing -fill out our brief customer service sure ey at: http://readingma- survey. virtualtownhall. net /survey /sid /ccc2fO35993bd3cO/ -"" CJ�fe �pazTaauaeaf ayC?�aac�urle (6;r, l GV0'(tra2 0/ READING l = - License Massachusetts General Law, Chapter 148 § 13 FP -2 (Rev, 05 -2009) UXNew License D Amended License GIS Coordinates 42,5226P A,. f. 71.106504 After notice and hearing, and in accordance with Chapter 148 of the Mass. General laws, a license is hereby granted to use the land herein described for the purposes described. Location of Land: 30 Ha en Stt^e t_ Min 1 parrr�l 147 �,im cr, n-cct ant sx •ssor s ap inn Parcel II Owner of Land: QAK_R,1E 30 Nrayep,I I C %icLNt,,, er Address of Land Owner: 10 M(TPrnan— S#r??t,Sa.r3lt bridge,MA._ 02139 — - — Flammable and Combustible Liquids, Flammable Gases and Solids Complete this section for the storage of flan n able and combustihle liquids-solids, and gases. All tanks and containers ai-e cornsidered full for- the purposes rf licensing and pernsittintg. (Attach additional pages if ltecess•crry) PRODUCT NAME CLASS MAXIMUM UNITS CONTAINER QUANTITY gal., Ibs, UST, AST, IBC, cubic feet drums Gasoline 1 76 spaces @15 gals 1140 talons Fuel Tanks LP_fras ( Complete this section fin- n- the storage of LP -gas or pr•opcsne) Maximum quantity (in gallons) of LP -gas to be stored in aboveground containers: List sizes and capacities of all aboveground containers used for storage Maximum quantity (in gallons) of LP -gas to be stored in underground containers: List sizes and capacities of all underground containers used for storage Total aggregate quantity of all LP -gas to be stored: Fireworks ( Complete this sections for the storage gffireworks) d• Maximum amount (in pounds•) of Class 1.3G: :• Maximum amount (in pounds) of Class 1.4G: Maximum amount (ins pounds) of Class 1.4; Total aggregate quantity of all classes of fireworks to be stored: THIS LICENSE OR A CERTIFIED COPY 'riiEREOF MUST BE, CONSPICIOUSLY POSTED ON THE LAND FOR WHICH IT IS GRANTED. r� 5 63 Explosives (Complete this section.for the storage of explosives) •:• Maximum amount (in pounds) of Class 1.1: Maximum amount (in pounds) of Class 1.2: Maximum amount (in potnxis) of Class 1.3: Maximum amount (in pounds) of Class IA: Maximum amount (in poun(ts) of Class 1.5: Maximum amount (in poun(ls) of Class 1.6: Number of magazines used for storage: Number of magazines used for storage: Number of magazines used for storage: Number of magazines used for storage: Number of magazines used for storage: Number of magazines used for storage: Licensinj! Authority Use: This license is granted upon the condition that the licensed activity will comply with all applicable laws, codes, rules and regulations, including but not limited to Massachusetts General Law, Chapter 148, and the Massachusetts Fire Code (527 CMR) as amended. The license holder may not store materials in an amount exceeding the capacities herein specified unless and until any amended license has been granted. ADDITIONAL RESTRICTIONS: Signature of Licensing Authority — + Title Dale FP -2 (Rev. 05/2009) THIS LICENSE OR A CERTIFIED COPY THEREOF MUST BE CONSPICIOUSLY POSTED ON THE LAND FOR WHICH IT IS GRANTED. Page 2 0 S64 Q� 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 Shaded blocks represent action items that are completed. Responsible Department Head ;> A W U A U Finance 1 Select Town Accountant 6 -30 -12 11 _ °,; 2 Limit reliance on non - recurring revenue 6 -30 -12 3 Develop a plan to draw down overlay surplus 6 -30 -12 " 4 Apply for outside resources 5 Participate in public private partnerships 9 -30 -12 9 -30 -12 12 -31 -12 6 Implement • Sale of land — Lothrop Road • Sale of land — Pearl Street • Use /sale of Oakland Road 50% 50% 5% 7 Monitor and Advocate for: • Additional cell sites • Advertising via billboards Ongoing 9 -30 -12 8 1 Develop a proposed OPEB funding mechanism ��; F, " 75% Services 9 Train employees on Customer Service policy Ongoing 10 Review and improve web site includinc electronic customer interaction VA I I I 1 1 9 -30 -12 O erations 11 Implement additional technology — • Assessors CAMA; 25% • Master Address database n • Mass Communications system Em o • Permits and licensing 90% • Integrated Public Safety system 90% • New technology in public meeting rooms 25% 7/18/2012 1 N 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 Shaded blocks represent action items that are completed. Responsible Department Head a C7 A ti On a A W U A U 12 Conduct an operational review of one programmatic area in the 9 -30 -12 Elimin Community Services Department, ate as goal 13 Ap ly for Community Innovation Challenge Grant 1- 31- 12lU'yo 14 Expand Records Management - access to the public via the web site. 0 Health and Safety 15 Complete evaluation of regional public safety dispatch 12 -31 -12 50% 16 Develop program to address substance abuse and violence r 4 -1 -12 Oa,�� 17 Healthy Community model - initial focus on obesity prevention Ongoing 25% Community Development / Sustainability 18 Affordable Housing — • Mawn Schedule 10% • Peter Sanborn Place of status 25% • Johnson Woods phase 2 of 25% • additional units in downtown as feasible affordabl 0% e housin g 10% • Housing Production Plan update 2012 50% attached 19 South Main Street design "best practices" 20 Implement priority downtown parking action items - improve parking';, directional signs (Wayfinding project); • Improve parking directional signs G 6 -30 -12 • sharing of private parking spaces; • expand parking supply; 4 3-31-12 • bike routes throughout town' ` 7/18/2012 I 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 Shaded blocks represent action items that are completed. Responsible Department Head > W U A 21 Continue sign enforcement efforts I M Ongoing 25% 22 Implement gateway sign — Main and South 9 -30 -12 25% 23 Re -use and/or redevelopment of the properties behind the RMLD 12 -31 -12 10% 24 Sustainability goals — regional approach 3 -31 -12 1�n' 25 Evaluate creation of a shade tree master plan 12 -31 -12 Asset Management 26 Implement high priority building projects: � x • Cemetery Garage 10% • Library 10% • DPW Vehicle Maintenance ° 10/0 • operation, safety /security, and aesthetics of DPW site 10% • Killam School 10% 27 Complete the Haverhill Street water main distribution project 6 -30 -12 75% 28 Evaluate need for and viability of Teen Center 12 -31 -12 0% 29 Add to Town's trail system, including Ipswich River Greenway 30 Funding for the West Street project 12 -31 -12 25% 31 Bandstand 6 -30 -13 10% 32 Implement 1 time revenue plan with focus on capital No 4- 29 -12%a Governance, Regulation, and Policy Development 33 Scope for Zoning Bylaw revision, including phasing i, 9 -30 -12 25% 34 Facility and site naming policy. 9 -30 -12 10% 35 Amendments to Parks Rules and Regulations re Amp. Sound R 3- 31 -12' 36 Communications policy 12 -31 -12 10% 37 Review /Revise Traffic Rules and Regulations ` 6 -30 -12 85% 38 Regulations for posting street numbers on all buildings #01 � � - „, 6 -30 -12 25% 7/18/2012 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 Shaded blocks represent action items that are completed. Responsible Department Head GLa — LaPointe JD e — Delios GB — Burns JC — Cormier .c .o °4- VC - Cameron JDo - Doherty �' o y T a� P W U A 39 Amendments to Demolition Delay bylaw: t 9 -30 -12 10% • Property owner participation in inventory process q • Appeal from imposition of delay' 40 Decide on Remote Participation re OML 6 -30 -12 Human Resources /Personnel 41 Continue B /C /C Chair and Vice Chair training 12 -31 -12 Does the Board of Select men want to do this? 42 Complete labor negotiations 6 -30 -12 �sz 43 Health Insurance bidding and negotiations ,'' 6 -30 -12 Key of Department Heads: � bta PH — Hechenbleikner RLe — LeLacheur GLa — LaPointe JD e — Delios GB — Burns JC — Cormier JZ - Zager RU — Urell VC - Cameron JDo - Doherty ALL — all De artment Heads 1 7/18/2012 rd Q 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 Finance — Reading will continue to evaluate revenue sources, cost reduction, regionalization of services, other methods of providing services, and level of services with the goal of maintaining long term fiscal stability of the community while providing a level of service that the community can sustain. I. Work with the Board of Selectmen to find a replacement to our retiring Town Accountant, and work with staff to provide a smooth transition. Complete — new Town AccOuntant starts work 6 -15 -12 2. Limit reliance on non - recurring revenue including reserves. Done — Town will, depending on State Aid final numbers, use under $500,000 in reserves. 3. Develop a plan to draw down the overlay surplus in a sustainable manner to appropriate levels. Done. 2 year program dependent upon cooperation of the Board of Assessors 4. Apply for outside resources funding to support operating and capital or other one time expenses. ♦ Library applying for a $7500 LSTA grant for STEM programming for middle- schoolers and expect to hear in July ♦ Wellness grant received - $8,750 ♦ Loss Control grant from M1IA - $5000 ♦ Community Innovations Grant applied for and not approved - $500,000 s Approved for Emergency Planning grant - $4,500 ♦ Approved for Fire Department grant jointly with Wakefield for advanced training - $1.05,000 ♦ Applied for DFC grant for the next 5 years of support for RCASA — will find out in September. ♦ Approved for a $15,000 regional Housing Services grant ♦ Approved for a $30,000 regional Priority Development and Preservation Areas ♦ Approved for a 51.0,000 Downtown Retail Strategy grant ♦ Received $12,344 from Downtown Steering Committee for DIET. s We will be applying for another FEMA Assistance to Firefighters Program for specialized training s Received reimbursement for the Massachusetts Tropical Strom Irene - S20,779 s Submitted for reimbursement — Halloween snow storm - $55,363.62. Reading Municipal Light Department was eligible for reimbursement. This was sent in as separate package 5. Participate in and encourage public /private partnerships that provide in -kind services provide significant cost savings and as such should be expanded to achieve added savings ♦ Library received in -kind support from some of our local banks for Money-Smart Week in April s Working with Mawn on partnership to provide improved access to the Municipal Parking lot — defeated by Town Meeting RFD received a $1,000 donation from the Young Women's League for our Advanced Life Support Program 6. Begin the process of implementing the following approvals from Town Meeting which will then be placed in the Sale of Real fund to be made available for Capital Improvements, debt service, or unfunded pension liability. Give consideration to the after development cost of 7/18/2012 5 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 providing services to the sites, compared to the value of the sale. Appraisals done, Bos has on their 6 -19 -12 agenda the establishment of minimum bid prices and conditions for a and b a. Sale of land — Pearl Street b. Sale of land — Lothrop Road c. Use /sale of Oakland Road 7. Continue to monitor and advocate as opportunities arise, for the following potential revenue raising activities: a. Additional cell sites b. Advertising via billboards Clear Channel is waiting for approval from OAB of new regulations, and then will have 1. non - Town owned site in Reading. Reading will receive an annual "bosting" fee, and ability to put information on billboard. This wil require a variance from the ZBA S. Develop a proposed OPEB funding mechanism including recommendations to begin to modestly fund this long term liability. Proposed actions at 2012 ATM to set up Trust and begin to fund it at $900,000 +. Staff will develop with F.INCOM this summer an overall policy to establish ongoing funding. Services — Reading will continue to provide municipal services in as cost effective, efficient, and customer service friendly manner as possible. Where reasonable a self service element to Town services will be available for those who choose to use it. 9. Train employees on the customer service policy; continue to measure customer satisfaction; identify and recommend changes to regulations that do not meet customer service goals, or that will make them easier for customers to understand and use. Ongoing. Trained DPW this winter. Community Services has amended some bylaws and regulations to accomplish this. 10. Review and improve the Town web site. Provide electronic customer interaction with the Town, including a "customer service request" module. Work has started. Operations - Reading will continue to provide as full a range of municipal services that meet community needs and desires as resources allow. 11. Implement additional technology including: a. Assessors CAMA underway b. Master Address database done C. Mass Communications system done and operatinal d. permits and licenses System is operational and about 90% complete for this phase of its use. e. integrated public safety system Fire Department use is installed and mostly operational f. new, technology in public meetings (electronic voting; tablets for BCC members)Some new technology funded for meeting rooms 7/18/2012 6 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 12. Conduct an operational review of one additional programmatic area in the Community Services Department. Due to addressing concerns through regionalization, recommend that this goal be droped 13. Apply for funding from the Community Innovation Challenge Grant and /or other sources to enhance the recently created regional public health services program. Applied for $500,000 to support and enhance regional health services. Not awarded. Will look at new application in FY 2013 14. Expand the Records Management efforts including beginning to provide records as appropriate to the public via the web site. Most Departments have started. Administration is most advanced. Library staff being trained now in input and retrieval. New equipment in place for scanning Health and Safety — Reading will continue to focus on strong public health and safety services with a goal of malting the community one of the healthiest and safest communities in suburban Boston. 15. Complete evaluation of regionalization of Public Safety Dispatch. We have continued to work with the group which has been expanded beyond Melrose, Stoneham, Wakefield, Reading and the Middlesex Sherriff s office. The communities of North Reading and Lynntield have indicated they would like to join. We have a current grant to review infrastructure options. The National Guard is not interested in making land available for the project. 16. Develop and implement a program or programs intended to address issues of substance abuse and related violence in the community. Program developed and included in the FY 2013 budget at the 2012 ATM 17. Focus Public Health, School, Substance Abuse, and other resources on a Healthy Community model with an initial focus on obesity prevention as one of the major health crises facing our country. Find ways to encourage walking, cycling, and other activities. These efforts may involve many departments, with efforts led by the Health Division. Town has received Mass in Motion grant and the data collection work has begun. .Jointly with Melrose and Wakefield, seminar attended in early June — will be re- played for Reading Officials who were not in attendance — Board of Selectmen, BoH, CPDC. Community Development / Sustainability — Reading has worked to maintain the character of the community, while making planned and deliberate improvements to the Town. Major efforts have been led by the Board of Selectmen, the CPDC, the Economic Development Committee, and the Advisory Committee on Cities for Climate Protection. The World Cafe held in 2008 helped inform the above bodies of public opinion on the future of Reading. 17. Continue progress towards meeting and maintaining the level of 10% of housing units (as re- defined by the 2010 federal census) as affordable. This goal may be met through development of the a. Mawn property Site plan approved. Residential uses are in second phase b. Peter Sanborn Place, Working with owner onsite plan approval (J c. Johnson Woods Phase 2 (19 affordable); Plan approved �\ d. Additional units in downtown as feasible. None yet identified. 7/18/2012 7 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 e. Working with DHCD on a new approach to preserve affordable units that don't sell in a 90 day period through a new deed rider f. Housing Production Plan — update in 2012 Consultant contract awarded, good progress being made. 18. Complete South Main Street design guidelines based on "best practices" Completed March 2012 19. Implement high priority parking recommendations for downtown: a. improve parking directional signs; b. sharing of private parking spaces; c. identify opportunities to expand parking supply; d. bike routes throughout town 20. Continue sign enforcement efforts to bring all non - conforming signs into compliance we have provided draft letters linking enforcement to licenses which are being reviewed by the boards for approval; 21. Implement new gateway signage — South Main Street (paid for by Reading Woods mitigation) 22. Develop an action plan for re -use and /or redevelopment of the properties behind the RMLD in the area bounded by Ash Street, the RR tracks, and Pond View Drive working with EDC subcommittee, met with developer 23. Continue to work with Town, School, Facilities, and Light Departments to meet Sustainability goals for CO reduction, anti - idling, etc. Consider a regional approach to these efforts, to include the RMLD and some or all of the 4 communities that are served by the RMLD. a. Proposed library project has many green aspects b. Successful in being a part of the LEAPS grant with the RMLD and 3 other communities 24. Evaluate the creation of a Master Plan for public shade trees in the community which might include policies and criteria on priorities for removal and replacement, a shade tree inventory, and other elements. Asset Management — Reading will strive to maintain and improve the current and desired capital assets of the community through long term capital planning in a fiscally prudent manner. Where resources for major projects are not available within available resources, and grants and outside resources are also not available, the community may be asked to support such improvements through additional taxes. 25.Continue established efforts to implement high priority building projects: a. Cemetery Garage Funding of design is complete — will be selecting designer this summer b. Library - keeping current on library building project and expect to hear in July whether the project will be funded this year. c. DPW vehicle maintenance DPW internal study due by 6- 30 -1.2 N d. Improvements to operation, safety /security, and aesthetics of DPW site DPW internal study clue by 6 -30 -12 e. Killam School project to include HC access, fire protection, energy, and administrative space improvements. Letter of interest submitted to MSBA \ 26. Complete the Haverhill Street water main distribution project, and begin and complete the Howard Street water main distribution project. Will be complete by end of summer — road repaving 2013 7/18/2012 8 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 27. As part of the community's focus on substance abuse prevention, evaluate the need for and viability of a youth center probably focused on Middle School youth 28. Continue efforts to add to the Town's trail system, including progress to implementing the Ipswich River Greenway; Kurchian Woods Trail build in April 2012, using grant from the state for materials. 29. Continue to work towards funding for the West Street project. Town. Meeting has funded the completion of the final design which will place the Town in the best possible place to move the project forward. 30. Implement the design and development of a downtown bandstand. Survey work done, met with performers. 31. Implement the first phase of the use of one time revenues for capital projects, with a focus on road and pedestrian improvements, as it was submitted to the Board of Selectmen and to Town Meeting. First 2 phases approved by the 2012 ATM Governance, Regulation, and Policy Development — Reading will continue to address major emerging issues through development, modification, improvement, and simplification of bylaws, regulations, and Selectmen's policies. As a general rule, the fewer and simpler the regulations the better. Additionally, Selectmen's policies may be used to memorialize current and proposed administrative practices to provide an historical record and direction for the community in the future. 32. Develop funding and a work plan for comprehensive review and revision of the Zoning Bylaw, taking a piecemeal approach if necessary to address discrete areas such as parking regulations, definitions, and signs as priorities. CPDC has agreed to pursue the Parking By -Law (not interested in signs) 33. Establish a policy on naming of facilities and sites in the community. 34. Make amendments to the Parks Rules and Regulations to address issues raised and recommended through the ad hoc conunittee on amplified sound in Parks. Policy approved 2 -12 35. Establish a communications policy for the town working off the elements of a past Department head retreat on communications. Specifically include in the policy and subsequent training, policies on the use of social media as part of the Town's efforts to communicate with its residents and others. 36. Complete the review and re -write of the Traffic Rules and Regulations. RPD has been working on them — draft expected by 6 -30 -12 37. Develop regulations for posting street numbers on all buildings. Police /Fire have provided input to Engineering and the project is almost complete. Engineering anticipates completing the project in a couple of weeks 38. Develop a process with various stakeholders to evaluate the demolition delay bylaw with specific reference to: Discussion on process to Board of Selectmen 6 -19 -12 N a) how property owners are informed of and may participate in the process of adding properties to the inventory of historically or architecturally significant properties; b) what kind of appeal from the imposition of a demolition delay may be appropriate 1�\ 7/18/2012 0 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 39. Decide on whether the Board of Selectmen will permit remote participation of members of BCC in public meetings pursuant to regulations adopted by the MA Attorney General's office, and if so develop the policies to implement that decision Board of Selectmen decided not to permit it at this time. Human Resources /Personnel — The human capital of the community is the major resource that is necessary to achieve the provision of services to the community. This human capital includes employees, officials, members of Boards, Committees and Commissions, and the human capital of the community as a whole. Human capital is to be supported and respected by the Town. 40 Continue B /C /C ChairNice Chair training. Board of Selectmen workshop decided to develop "vision statement" and tehn go to BCC and present. 41. Complete labor negotiations with the Police Patrol Officer's Association and the Police Superior Officer's Association. Completed March 2012, subject to Town Meeting approval of Article 1.1 at ATM. 42. Complete the bidding and negotiation and/or implementation of a health insurance program Town employees and retirees effective in FY 2013, with a goal of providing a cost effective comprehensive insurance program that is sustainable by the community. Bidding complete. Negotiations in process L%147 7/18/2012 s G 10 L,%l Town of Reading Subsidized Housing Inventory (SHI) Current Census 2010 Total Housing Units 9,584 Total SHI 685 Current % Subsidized 7.15 Projected* SHI Eligible Units by Project: 30 Haven - Oaktree* 11 1 Jacob Way - Pulte 43 Peter Sanborn Place (LIP) 47 Johnson Woods 1 6 Johnson Woods 11 19 45 Beacon (40B) 3 7/18/2012 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 11 8 2012 Town Manager's Goals and Action Plan Town of Reading MA Updated 6 -19 -12 MF Charles 3 Total projected SHI 132 Current + Projected SHI 817 Future % Subsidized 8.52 Additional SHI Needed 141 Total SHI Needed 958 % Subsidized 10 *pending request for full credit of 53 units; project is anticipated to convert to condominiums which reduces credit to 11 units. 7/18/2012 12 DRAFT Board of Selectmen Vision for Reading In addition to the Mission Statement and Values statement adopted by the Board of Selectmen for the community, the Board of Selectmen has developed and adopted the following specific Vision statements for the Town of Reading: Customer Service The Board of Selectmen envisions and expects an excellent level of Customer Service by all employees and officials of the community. The standard should be customer service that "delights" the customer. This includes excellent interpersonal interactions, but in addition it includes having rules, regulations, policies, forms, bylaws and all other guidance documents which are simple to understand, clear, concise, and which are the minimum needed to accomplish their objectives. Economic Growth and Development The Board of Selectmen encourages economic growth and development consistent with the Town's Master Plan and with an excellent quality of development. The Selectmen's vision is to: ♦ Improve the vibrancy of the Town's retail areas, particularly downtown; ♦ Increase the diversity of retail uses; ♦ Provide an ease and clarity of doing business with the Town; and ♦ Make it easy to answer the question "Why Reading ". "Small Town feel" The Board of Selectmen envision a community that preserves and enhances the "small town feel" of this traditional New England town. This suggests that, while accommodating the commercial development envisioned by the Master Plan, the Town of Reading should preserve and enhance the vitality of the many varied neighborhoods in the community. New development and redevelopment should respect the scale, quality, and character of the neighborhoods in which they are located. gsd Reading Massachusetts A Community in pursuit of Excellence o--bo Town of Reading Mission The Town of Reading strives for excellence in all its services — from education to government — and seeks to enhance and enrich the social, intellectual, and leisure life of the community. Municipal Government In support of the Town of Reading Mission, Reading Municipal Government will: • help residents identify with their community by supporting volunteerism and civic engagement, • create opportunities for public discourse about community issues and encourage citizen participation in planning and decision - making • commit itself to community- responsive services that incorporate best practices and a strong orientation to customer service • support open and transparent government with convenient avenues for communication and access • enhance the integrity and livability of its many fine neighborhoods by supporting community initiatives for preservation and improvements • uphold the character of Reading by actively encouraging efforts to document and preserve the history of the community, its historic buildings and areas, and prized open spaces. • embrace diversity by striving to provide varied housing choices and diversifying the municipal workforce by recruiting, hiring, and promoting persons of all backgrounds and races • enhance the social, civic, and intellectual life of residents by offering a broad range of services and programs 0 Values The municipal government of the Town of Reading will be guided by the following values: Integrity and Transparency • Reading municipal government and its employees and officials will be guided by the highest standards of ethics and integrity. • Municipal business will be conducted in an open manner with opportunities for public discussion and input into decisions. • The community will be kept informed with open communication. • All official business will be conducted in a civil, professional, and mutually respectful manner. Excellence • Excellence will be the standard for all municipal services, with continuous review and evaluation of best practices, incorporating new methods and technologies, striving for efficiency and cost effectiveness. • Reading municipal government will make decisions based on careful planning consistent with town -wide goals. Diversity • Municipal government will encourage diversity and respect for differences in the conduct of its business and in recruiting and hiring personnel and in providing enrichment opportunities for the community. Community The following are values that the community holds in high regards: • Social, Environmental, and Financial Sustainability • Tolerance, Civility and Cultural Diversity • Volunteerism and Civic Engagement • Historic Preservation and Open Space • Recreational, Cultural, and Educational Opportunities ( i) Resolution Authorizing Issuance Of Individual Procurement Cards WHEREAS, the Town of Reading is desirous of obtaining a procurement card for its use when purchasing certain items for the town and /or school district; and WHEREAS, a procurement card is effectively a debit /check card; and WHEREAS, the use of a procurement card will enable the town and school district using the card to utilize the collective buying power of other municipalities /school districts across the country that are also participating in the procurement card program and, most importantly, to receive an annual rebate /discount based on the total dollar value of the purchases made using the procurement card; and WHEREAS, the purchases made with the procurement card will be paid directly out of the town and /or school department's own budget; and WHEREAS, the issuer of the procurement card is the Bank of Montreal; and WHEREAS, it is the Board of Selectmen of the Town of Reading that has the authority to enter into an agreement with the Bank of Montreal to acquire procurement cards; and NOW, THEREFORE, BE IT RESOLVED that the Board of Selectmen of the Town of Reading has voted to enter into an Agreement with the Bank of Montreal to secure procurement cards on behalf of the Town of Reading and the Reading Public Schools. The Board of Selectmen authorizes the Chairman of the Board of Selectmen to execute a procurement card program agreement on its behalf. Approved this day of Ayes Nays Chairman Date {Client Files\29407\0008\0073 523 8.DOCX } 2012.