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HomeMy WebLinkAbout2012-04-23 Annual Town Meeting MinutesANNUAL TOWN MEETING Reading Memorial High School April 23, 2012 Town Clerk, Laura Gemme swore in elected Town Meeting members before their precinct meetings. The Precincts listed below met at 7:00 PM to conduct the following business: Precinct 1 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - Thomas Ryan and Clerk - Sheila Mulroy. Precinct 2 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - Stephen Crook and Clerk - Denise to =o. It was voted to elect Howard Cohen and Kenneth Johnson for the March 6, 2012 election tie - breaker. Precinct 3 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - William Downing and Clerk - Nancy Graham. Precinct 4 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - Glen Hartzler and Clerk - John O'Neill. Precinct 5 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - Angela Binds and Clerk - Charles Adams. It was voted to elect Daniel Knowles for the March 6, 2012 election tie- breaker. Precinct 6 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - James Mulvey and Clerk - Greg Selvitelli. It was voted to elect Robert Lynch for the March 6, 2012 election tie- breaker. Precinct 7 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - John Carpenter and Clerk - John Segalla. Precinct 8 - With a Quorum present a Precinct Chair and Precinct Clerk were elected: Chair - William Brown and Clerk - William Hecht. It was voted to elect Robert Backman and Stephen Herrick for the March 6, 2012 election tie - breaker. The meeting was called to order by the Moderator, Alan E. Foulds, at 7:38 PM, there being a quorum present. The Invocation was given by Philip B. Pacino, Precinct 5 followed by the Pledge of Allegiance to the Flag. All newly elected and appointed Town Meeting Members were sworn in by the Moderator. The Warrant was partially read by the Town Clerk, Laura Gemme, when on motion by Stephen Goldy, chair of the Board of Selectmen, it was voted to dispense with further reading of the Warrant except for the Officer's Return, which was read by the Town Clerk. ARTICLE 2 To hear and act on the reports of the Board of Selectmen, Town Accountant, Treasurer - Collector, Board of Assessors, Director of Public Works, Town Clerk, Tree Warden, Board of Health, School Committee, Contributory Retirement Board, Library Trustees, Municipal Light Board, Finance Committee, Cemetery Trustees, Community Planning & Development Commission, Town Manager and any other Official, Board or Special Committee. Background: This article appears on the Warrant for all Town Meetings. At this Annual Town Meeting, the following report(s) are anticipated: Town of Reading Massachusetts 2012 State of the Town Report Steve Goldy, Chairman, Reading Board of Selectmen Mr. Moderator, Town Meeting members, volunteers, and staff. I am pleased and proud to give this report on behalf of the current and immediate past Boards of Selectmen. Let me say at the outset, The state of the Town of Reading is Excellent! Reading was recently named America's 4" best suburbl Let me quote the article, "Reading is a family - friendly white - collar town. It has better public schools than 98% of all U.S. communities, and its public schools are better than 87% of schools in the rest of the state." This is achieved by the hard work of our dedicated staff, volunteers and elected officials. Thank you to everyone here tonight for making this happen. 2011 marked an important and largely unheralded milestone in the life of this community. 25 years from last April the residents of this community adopted the Reading Home Rule Charter. Our Charter is Reading's constitution that determines the structure of our local government, of which we are all a part. While it's difficult to get really excited about a 33 page documents filled with "whereas' s" and "there -to- fore's", I think you will all agree that the structure of government in Reading has served us well over the past 25 years, and promises to do so for the next 25. We have modified and amended the Charter periodically to keep it current and relevant, but the basic structure of our government remains as it was envisioned by our community. Volunteers One of the hallmarks of our local government is that it is built on a balance of professional staff and dedicated volunteers. Tonight, I want to begin a tradition that I hope future Chairmen of the Boards of Selectmen will continue, and that is to present the first annual Board of Selectmen Community Service award. Tonight, I want recognize two outstanding volunteers, both who happen to be members of Town Meeting, and who have dedicated their volunteer careers spanning many years for the betterment of this Town that we cherish. First, I ask Bob Nordstrand to come to the podium. Bob completed his 40+ year tenure on the Board of Assessors. This is not a glamorous job, and it is not always a revered position — being the "tax man ". But Bob, with his private sector experience, dedication, and sense of fairness has served his community well in this role, and we thank him for his service. Second, but not last, Camille Anthony please come to the podium. Camille just completed 18 years as a member and often Chairman of the Board of Selectmen. Prior to her service on the Board, Camille was an energetic 12 year member of the Conservation Commission. Camille always brought an energy, dedication, and creativity to her work as a community volunteer, and I am pleased to recognize and thank her for her service. staff On the staff side of the equation, there have been many changes during 2011. 1 cannot name them all, but I am going to give you some highlights: • We were saddened to learn of the passing of Ted McIntire, recently retired DPW Director who had served the community for 38 years. • Bill Connors, who had worked for the Town in the Technology Division for more than 25 years , also passed away shortly after his retirement in June. • In late 2011 we learned that Town Accountant Gail LaPointe is retiring. Gail has served ably as Town Accountant for 6 years, and we wish her well in her retirement. I am pleased to welcome Sharon Angstrom as our new Town accountant starting when Gail retires. • As part of the necessary restructuring of Town government, several senior positions were restructured, and this meant the retirement of Conservation Administrator Fran Fink, and Technology Administrator Bill Connors. Public Health Administrator Larry Ramdin, and Elder /Human Services Administrator Dawn Folopoulos left Reading for other employment. Finances Financial issues are always central to much of the activity of the community, as the still struggling economy on a State and National level had an impact on local finances. While Reading too has been challenged by this recession, the Town's fiscal health is good. This improving Town financial picture is due in large part to our willingness to make difficult decisions. The Town continues to be fiscally conservative. Financial highlights during 2011 were: • First, Finance and Amounting staff prepared for a debt refinancing for the RMHS and Coolidge projects, and the sale took place in early 2012. The results were full payment by the State of all remaining balances owed on these projects, and a refinancing with interest cost of 1.97 %, saving $400,000 in tax funds, and $5 million in excluded debt over the remaining life of the debt issues. • Second, restructuring of some local government services with little if any loss of service to the customers, primarily in the Community Services and technology areas. This resulted in regionalizing the Public Health functions, and right sizing the Elder /Human Services, Plumbing and Gas and Wiring inspections and Conservation functions • Third, development of a plan for use of one time revenues on one time expenses — mostly for much needed road improvements. • Fourth, Town Meeting approved the sale of several parcels of Town owned land, some of which should be available for sale shortly; • And last, receipt of new grants totaling over $1.5 million for a variety of purposes big and small. Part of our financial success has to do with the very dedicated staff in all departments - Town, School, and RMLD. These employees work hard, work smart, and worked to do more with less. Our Town has a strong working partnership with employees on many vital issues including health insurance. I want to recognize and appreciate the commitment of our staff in working through recent difficult times. Economic Development One element of our financial success is our hard work and successes in economic development, highlights include: • The location of a number of new businesses in the community • The beginning of the Oaktree project on Haven Street at the former Atlantic Supermarket site. This mixed use development including underground parking, retail, and 53 apartments has been used by the Massachusetts DHCD as a model of Smart Growth development • The Reading Commons project by Pulte Homes on the former Addison Wesley Pearson site is now under construction. This Gateway Smart Growth project will eventually contain 425 housing units (all condominiums), including 43 affordable units. • Calereso's has relocated to an expansive new location on South Main Street, redeveloping a somewhat blighted area at the gateway to Reading. • E-Cars redeveloped the former Artist Shoppe site on South Main Street. • The Economic Development Committee has spearheaded the placement of flower baskets, banners and wreaths downtown, using the assets of the Downtown Improvements and Events Trust established by Town Meeting a couple of years ago. • The Reading Fall Street Faire, in its 3rd year, has fast become a beloved and successful tradition in Reading, celebrated the second Sunday of September. • Town staff is making progress on implementation of the Licensing & Permitting Software in the Community Services and other departments, which when fully implemented will make tracking and the issuance of development permits and licenses easier. Eventually customers will be able to track the progress of their own permits. Services The Town of Reading continues to push for continuous improvement of services to the community. Several efforts are highlighted here but many more examples exist: . First, the restructuring of local government, primarily in the Community Services Department Second, the first full year of the new Rubbish and Recycling program has yielded continuous improvement and expansion of recycling with an effect of saving the taxpayers of Reading well over $100,000. A major highlight with services this past year is the combined Public Health Services with Melrose and Wakefield. The result has been improved service, learning and applying best practices among the 3 communities, and some cost savings. Additional regionalization efforts are being considered in Veterans services, inspectional services, Public Safety dispatch, and Conservation services. Security and Safety Following the shooting death of a resident in Reading, and the death of another Reading resident outside of the community, Reading conducted a series of three Community Dialogues this fall centered around the issue of Substance Abuse and Violence Prevention in Reading. A direct outcome of those dialogues is a coordinated approach in the FY 2013 budget to address these issues through education, treatment, and enforcement. On a discouraging note on the same topic, the Reading Police conducted liquor licensee compliance checks that resulted in the Board of Selectmen suspending five liquor licenses. Each license was suspended for three days for selling alcohol to a minor. We expect that this is an anomaly and will not be repeated. Infrastructure Maintaining the infrastructure of the Town continues to be a challenge, but I am happy to report progress on several fronts: • Significant progress (although never enough) is being made on mad reconstruction and improvements, and over the next 3 to 4 fiscal years including FY 2012, an additional infusion of one time revenues is being devoted to road improvements — over $300,000 in additional funds in FY 12, FY 13, and projected for FY 14. • The Board of Selectmen approved the Glen Meadow Park Master Plan at the Barrows School. This is part of a continuing commitment to planning our parks and open spaces so that improvements, when donated or funded by tax dollars can be spent on the highest priority projects. • A Safe Routes to School project was approved which will result in improved pedestrian access to the Parker Middle School and Joshua Eaton School. The State is picking up the $300,000+ price for the project. • The grand opening of the Mattera Cabin was held on April 30, 2011. This project was made possible from a sizeable grant that paid for materials; the Northeast Regional Vocational School did the work and Jordan's Furniture and other businesses also made donations. • The need for a new Cemetery Garage was reviewed during 2011. The Board of Selectmen voted to endorse the further exploration of two sites — Laurel Hill site and Forest Glen site —for the new location of a new Cemetery Garage. • The Reading Public Library is 116 years old and in need of more space and updating. Reading is first on the waft list for grant funding and if granted, it will need Town Meeting vote and a special election for a debt exclusion for the Town's share of the project cost. We anticipate action on this project in 2012. • The Board of Selectmen approved the lease agreement for an additional 10 year lease (with up to 2 additional 10 year extensions) between the Town of Reading and the Reading Ice Arena Authority for the operation and management of the Nelson S. Burbank Ice Arena at 15 Symonds Way. All of this activity, most of it extremely positive, is further evidence that Reading is indeed a community of excellence. You will notice that the one constant throughout these highlights is change. As you can see with some of these activities that change may be uncomfortable but is important to embrace so that our community can move forward. Everyone here tonight, volunteers, staff and elected officials are here to make Reading the best place to live, not just the fourth. To achieve this we all must embrace change and not always rely on the way it's always been done. We will debate many articles tonight including the budget. We will also work outside of Town Meeting through our boards, committees and commissions to continuously improve our community. I challenge all of us to embrace change and to really think about the whole community while striving to be number 1! Its been an amazing year, and more amazing progress is on tap for 2012. We invite you to: Share in it. Be a part of it. Improve It. Thank you very much for your attention. Finance Committee Report: No report. Bylaw Committee Report: No report. Motion to Table Carried ARTICLE 3 To choose all other necessary Town Officers and Special Committees and determine what instructions shall be given Town Officers and Special Committees, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, for the purpose of funding Town Officers and Special Committees to carry out the instructions given to them, or take any other action with respect thereto. Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be 'warned" as to the subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Finance Committee Repoli: No report Bylaw Committee Report: No report. Motion Carried to Table ARTICLE 4 James Bonazoli, Board of Selectmen moved to see if the Town will vote to amend the FY 2012 - FY 2021 Capital Improvements Program as provided for in Section 7 -7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Background: This Article is included in every Town Meeting Warrant. Town Bylaws prohibit Town Meeting from approving any Capital Expenditure unless the project is included in the Capital Improvements Program (CIP). Bond ratings agencies also want to ensure that changes to a long -term CIP are adequately described. The following changes are proposed to the 2012 -2021 CIP: General Fund FY12 increase by $194,000: $ 70,000 DPW Bulldozer to replace 1971 Bulldozer (was scheduled for FY14) • $ 50,000 DPW Highway Pickup with added Hot Box equipment replace 1997 vehicle (was in FY15) • $306,000 additional road repairs funded by 40R (replaces $231,000 road repairs) • $ 39,000 additional sidewalk/pedestrian safety - $25k funded by 40R (replaces $50,000 sidewalks) • $ 10,000 Town facilities — Town Hall carpet FY13 increase by $331,250: • $ 58,000 Main St. Fire station Floor repairs • $135,000 Sidewalk Snow Plow (replaces two smaller sidewalk Plows $78,000 + $66,750 previously proposed) • ($10,000) street signs eliminated • $230,000 additional road repairs funded by 40R • $ 63,000 additional sidewalk/pedestrian safety funded by 40R FY14 increase by $327,000: • $500,000 Birch Meadow Pavilion (replaces $430,000 Imagination Station) • $ 45,000 Hunt Park playground (swaps with FY15 $45,000 Wood End upper playground) • $207,000 additional road repairs funded by 40R • $ 50,000 additional sidewalk/pedestrian safety funded by 40R FY15 and beyond: • Several additions, deletions and changes Storm Water Enterprise Fund FY14 decrease by $10,000: $140,000 Drainage Improvement projects (replaces $150,000 Saugus River Design & Permitting) FY15 and beyond: • Several additions, deletions and changes Water Enterprise Fund FY13 decrease by $336,000: • ($276,000) Causeway Road water main moved from FY13 to FY14 ($ 60,000) Water conservation program moved to operating budget FY14 decrease by $269,000: • $276,000 Causeway Road water main moved from FY13 • ($220,000) Bear Hill Water tank maintenance moved from FY14 to FY15 • ($ 50,000) Water conservation program moved to operating budget • ($225,000) well abandonment moved out to FY16 • ($ 50,000) well upgrade removed • (Note that the Ivy St/Belmont St water main remains in FY14 and $120,000 Larch Lane water main remains in FY15) FY15 and beyond: ♦ Several additions, deletions and changes Sewer Enterprise Fund FY13 increase by $130,000: $130,000 "Poet's Corner' Sewer Main repair FY14 increase by $645,000: • $ 75,000 for Sewer Main projects • $300,000 for West St. Sewer Station repairs $270,000 for Joseph's Way Sewer Station repairs FY15 and beyond: • Several additions, deletions and changes — note addition of several Sewer Station repairs Finance Committee Report - given by Marie Ferrari: The Finance Committee recommends the proposed amendments to the FY 2012 — FY 2021 Capital Improvements Program by a vote of 5 -0 -0 at their meeting on April 11, 2012. Bylaw Committee Report: No report. Presentation given by: • Bob LeLacheur— See Attached Motion Carried ARTICLE 5 John Arena, Board of Selectmen moved to see if the Town will vote to adopt Massachusetts General Laws Chapter 32B, Section 20 which allows the Town to set up an irrevocable trust for "Other Post - Employment Benefits Liabilities" or take any action with respect thereto. Background: This article will provide for the establishment of a Trust Fund into which the Town may, from time to time, deposit funds which will eventually fully fund the Town's Other Post - Employment Benefits (OPEB) obligation — primarily health insurance for active and retired employees. Accepting Ch32B sec 20 allows a city, town, district, county or municipal lighting plant to establish a separate fund, to be known as an Other Post - Employment Benefits (OPEB) Liability Trust Fund. Funds will be invested and reinvested by the custodian consistent with the prudent investor rule set forth in chapter 203C. This article does not put any money into the trust. It only establishes the trust so that when we want to vote to fund it there is a mechanism for us to save and invest. What is OPEB? The term OPEB refers to all benefits, other than pensions, that retirees receive. For public employees in Massachusetts, OPEB largely consists of retiree health insurance but also includes life insurance. Only employees that are in the Reading Contributory Retirement system and retire immediately following employment by the town of Reading, are entitled to these benefits after meeting certain eligibility requirements, a vesting period and minimum retirement age. While it is not currently mandatory to fund the OPEB liability, many communities have begun accumulating funds to meet their obligations. Municipalities should be setting aside money to fund the actuarially determined OPEB obligations, payable in the future, that were incurred for active employees during the year. Then, when the employee retires, the trust fund should have accumulated enough money to pay the health insurance for the retiree. As more communities begin to save money in an OPEB Trust, there could eventually be a mandate from the state that funding begin for all communities, similar to what was done in 1988 for funding retirement obligations. Middlesex League Communities — OPEB Funding Strategies Community Amount Description I Notes Funded Arlington $4,200,000 Annually appropriate the difference between $500K and the non- contributory pension appropriation; as non- contnbutories decrease, funded amount increases. Raised the retiree contribution for health insurance from 10 %- 15% and annually appropriate this difference to OPEB. Formally earmarked Medicare D reimbursement to OPEB. Belmont $800,000 The Town is trying to develop a policy for an annual funding mechanism. Burlington $0 Town Meeting warrant article to propose funding OPEB in January. Considering allocating a set % of free rash annually, building an amount e budget annually, or both options in combination. Lexington $1,900,000 Tiwth n m Medicare D revenues over the past several years to Finance Committee Report: - given by Barry Berman: The Finance Committee recommends the subject matter of this article by a vote of 7 -0 -0 at their meeting on March 14, 2012. This Article simply establishes a Trust Fund as a first step towards addressing Reading's long term liability and commitment to fund retiree healthcare benefits. Over time this will relieve reliance upon the operating budget and will hopefully one day fully fund our obligation. The next Article will begin to fund the liability, and a second deposit is proposed as part of Article 13 (the FY13 Budget). In the coming months the Finance Committee will meet with Town officials to discuss formalizing a disciplined approach or policy for meeting this long term obligation. Bylaw Committee Report: No report. Presentation given by: Gail LaPointe— See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 6 Steve Goldy, Board of Selectmen moved to see if the Town will vote to amend one or more of the votes taken under Article 28 of the Warrant of the Annual Town Meeting of April 25, 2011 as amended under Article 5 of the Warrant of the Subsequent Town Meeting of November 14, 2011; and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, as the result of any such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Backaround: The following budget amendments are proposed for the FY12 budget: the OPEB trust. Melrose $0 City has no funding protocol to date, most likely would need a Prop 2 112 override. Reading $0 Town Meeting warrant article to mpose funding OPEB in May. Stoneham $0 Town is aggressively funding the pension liability with a projected fully funded date of 2023. Intent is to pay this off and then begin funding OPEB. Plan to set up trust fund soon and potentially add any one time revenues windfall that might be received. Wakefield $50,000 $50K funded from the operating budget in FY12. Town recentlyjoined the GIC and is considering allocating some of the savings achieved to OPEB in future budgets. Watertown $1,075,000 Funds set aside in an OPEB Stabilization Fund (i.e. not a legal OPEB trust fund). Town is on an aggressive funding schedule for pension liability (2022) and intends to reallocate pension funding to OPEB upon fully funded status. Wilmington $100,000 The Town set aside token funds in an account still controlled by the town i.e. not a legal OPEB trust fund). Considering adding to it this year. Winchester $400,000 Most recently contributed $250K; set up GASS 45 Task Force Woburn $837,086 The City has set aside the Medicare D reimbursement over the past several years in a reserve still controlled by the City (i.e. not a legal OPEB trust fund). Finance Committee Report: - given by Barry Berman: The Finance Committee recommends the subject matter of this article by a vote of 7 -0 -0 at their meeting on March 14, 2012. This Article simply establishes a Trust Fund as a first step towards addressing Reading's long term liability and commitment to fund retiree healthcare benefits. Over time this will relieve reliance upon the operating budget and will hopefully one day fully fund our obligation. The next Article will begin to fund the liability, and a second deposit is proposed as part of Article 13 (the FY13 Budget). In the coming months the Finance Committee will meet with Town officials to discuss formalizing a disciplined approach or policy for meeting this long term obligation. Bylaw Committee Report: No report. Presentation given by: Gail LaPointe— See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 6 Steve Goldy, Board of Selectmen moved to see if the Town will vote to amend one or more of the votes taken under Article 28 of the Warrant of the Annual Town Meeting of April 25, 2011 as amended under Article 5 of the Warrant of the Subsequent Town Meeting of November 14, 2011; and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, as the result of any such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Backaround: The following budget amendments are proposed for the FY12 budget: General Fund -Wages and Expenses Account Line Description Decrease Increase B99 Benefits: $97,000 - $500,000 Health Insurance + $500,000 OPEB Trust Fund - $50,000 Unemployment - $35,000 Medicare - $25,000 Worker Comp. Ins. early payment discount +$13,000 Pension Assessment - milita leave C99 Capital: $475,000 +$306,000 DPW Roads (from 40R funds') + $ 39,000 DPW curb /sidewalk ($25k from 40R funds*) + $ 70,000 DPW replace 1971 Bulldozer before FY14 + $ 50,000 DPW replace 1997 Hwy pickup before FY15 + $ 10,000 Town Facilities Town Hall carpet E99 Vocational Education $25,000 - $25,000 lower enrollment than anticipated H91 Accounting wages $5,000 + $5,000 overlap for new Town Accountant 191 Finance wages $55,000 - $37,000 Open clerical position not filled - $11,000 Technology position open until filled - $ 7,000 Surplus from combining elections 192 Finance expenses $50,000 + $24,000 Assessors outsourced property inspection + $11,000 Technology required by new library system +$15,000 Technology for Town Hall K91 Community Services wages $13,000 - $ 8,000 Health inspector (now a Melrose employee) - $ 5,000 Various positions due to staff turnover K92 Community Services expenses $23,000 + $ 8,000 Health inspector (Melrose employee) + $15,000 Consultant for housing Ian L91 Library wages $1,500 +$1,500 overlap for new librarian M91 Public Works wages $20,000 + $20,000 Overtime caused by storms in the fall of 2011 M92 Public Works expenses $15,000 + $15,000 for variety of expenses related to fall storms M93 Public Works - Snow & Ice $38,500 M94 Public Works - Street Lights $10,000 M95 Public Works Rubbish $125,000 N91 Public Safety wages- Overtime in Fire department $95,000 V99 Town Facilities $10,000 + $10,000 for Community Service area - handicap accessibility and customer service Subtotals $363,500. $694,500 Move to appropriate $331,000 for Capital in line C99 and to fund the appropriation b transfer of $331,000 from the Smart Growth Stabilization fund Finance Committee Report: - given by Barry Berman: The Finance Committee recommends the proposed FY 2012 budget transfers by a vote of 7 -0 -0 at their meeting on March 28, 2012. Enterprise Funds Account Line Description Decrease Increase W99 and X99 Transfers needed because of a revenue deficit in each fund caused by low water usage in FY12 Net from: Water Reserves (W99) $200,000 Sewer Reserves X99 $200,000 Finance Committee Report: - given by Barry Berman: The Finance Committee recommends the proposed FY 2012 budget transfers by a vote of 5 -0 -0 at their meeting on April 11, 2012. Bylaw Committee Report: No report. Presentation given by: • Bob LeLacheur —See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 7 Ben Tafoya, Board of Selectmen moved to see if the Town will vote to approve the FY 2013 — FY 2022 Capital Improvements Program as provided for in Section 7 -7 of the Reading Home Rule Charter, or take any other action with respect thereto. Background: Please see the Blue Pages in the Appendix of this Warrant Report for the FY 2012 — FY 2021 Capital improvements Program. Finance Committee Report: - given by Paula Perry: The Finance Committee voted 7 -0 at their March 28, 2012 meeting to recommend the subject matter of this Article. Placing items in the capital improvement program is a prerequisite but does not authorize spending funds towards these items. Bylaw Committee Report: No report. Presentation given by: Bob LeLacheur —See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 8 James Bonazoli, Board of Selectmen moved to see if the Town will vote to authorize the payment during Fiscal Year 2012 of bills remaining unpaid for previous fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Background: For the Town to pay bills from a prior year requires a special vote of Town Meeting. The following bills from a prior year are due. This will require a 9/10 vote of Town Meeting. • The Engineering Division has a bill from June 2011 for copier maintenance. There was confusion between the parent company and the local office as to who would do the billing and how much it would be. Numerous phone calls to both locations finally produced an invoice for $155 that needs to be paid since the service was provided. • The DPW has a bill in the amount of $78.31 in invoices from last fiscal year for auto parts. Finance Committee Report: - given by Jeanne Borawski: The Finance Committee recommends the subject matter of this article by a vote of 7 -0 -0 at their meeting on March 14, 2012. Bylaw Committee Report: No report. Presentation given by: • Gail LaPointe — See Attached 4/5 Vote required Declared unanimous by Moderator 171 Town Meeting Members in Attendance Motion Carried ARTICLE 9 John Arena, Board of Selectmen moved to see I the Town will vote to authorize the Board of Selectmen to sell, or exchange, or dispose of, upon such terms and conditions as they may determine, various items of Town tangible property, or take any other action with respect thereto. Background: Following is a list of surplus vehicles that are scheduled to be disposed of in FY 2012, Town Meeting approval is required for disposition of tangible property with a value of $5000 or more. It is unlikely that any of these items have a value that exceeds that amount, but to be safe, Town Meeting approval is requested. Disposition could be through trade in, auction, or other sale. • Fire -1996 Chevrolet 2500 Pickup Truck • DPW - 1961 3" Trashmaster centrifugal pump mounted on a 2 wheel trailer, 12 HP Wisconsin engine (not running) • DPW -1998 Ford Crown Victoria. • DPW - 10' Baker snow plows fixed angle. • DPW - 1973 John Bean Roto -Mist Hydraulic Sprayer. • DPW - 490 Dynahoe backhoe bucket (30 ") • DPW - Lindsay T40HA- Portable Air Compressor (not running) • DPW - 1970 Brodie 4 Wheel Trailer • DPW - 1987 Haban Sickle Bar Mower Attachment • DPW - 1985 Takeuchi Crawler Excavator • DPW - 1995 Holder 6000 with boom Bail and blower • DPW - 1971 Cat 951 B Traxcavator • DPW - 1997 F250 pickup • DPW - 2003 Ford F250 pickup • DPW - 2003 Cat 430D, 5 speed, • Police - 2 Ford Crown Victoria Police Cruisers • Police -2009 Harley Davidson motorcycle • School - 1996 Chevrolet K2500 Utility body pick -up truck • Surplus soil /stone material at the Compost Center site Town Meeting members may be interested in how we disposed of tangible personal property that was authorized last year. Last year we disposed of the following vehicles: • Ford F250 Pickup (1989) • Ford Explorer (2000) • Ford F350 Pickup (1997) • Ford F350 Pickup (2006) • Ford F250 Pickup (2001) • Elgin Pelican (John Deere) • Warco Motor Grader (1952) • Total DPW /Parks DPW /Engineering DPWNVater DPW /Sewer DPW /Sewer Sweeper (2005) from FY11 surplus 136K miles Trade -in $ 600 108K miles Trade -in $ 625 74K miles Trade -in $ 1000 90K miles Trade -in $ 2000 105 miles Trade -in $ 1000 2658 hours Trade -in $ 28,000 Sold after 2 postings $ 606 Bylaws Section 5.7, for the review of $ 33,831 Finance Committee Report: - given by Paula Perry: The Finance Committee voted 7-0 at their March 28, 2012 meeting to recommend the subject matter of this Article. This Article authorizes the disposition of surplus property. Bylaw Committee Report: No report. Presentation given by: • Peter Hechenbleikner — See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 10 Steve Goldy, Board of Selectmen moved to see if the Town will vote to authorize revolving funds for certain Town Departments under Massachusetts General Laws, Chapter 44, Section 53E % for the fiscal year beginning July 1, 2012 with the receipts, as specified, credited to each fund, the purposes, as listed, for which each fund may be spent, the maximum amount that may be spent from each fund for the fiscal year, and the disposition of the balance of each fund at fiscal year -end. Ben Tafoya, Board of Selectmen moved to dispense of the reading of the motion Motion to Dispense Carried Revolving Account Spending Authority Revenue Source Allowed Expenses Expenditure Limits Year End Balance Conservation Conservation Fees as provided for Consulting and $25,000 Available Commission Commission in Reading General engineering services for Consulting Fees Bylaws Section 5.7, for the review of expenditure Wetlands Protection designs and next year engineering work for he protection of wetlands. Revolving Spending Revenue Allowed Expenditure Year End Account Authority Source Expenses Limits Balance Inspection Town Manager Building Plumbing, Legal, oversight and $200,000 Avai lable Revolving Fund Wiring, Gas and other inspection, plan for permits for the review, initial property expenditure Oaktree, Addison- appraisals and next year Wesley/ Pearson and appeals, Community Johnson Woods Services general developments management, curb sidewalks and pedestrian safety improvements, records archiving and other project related costs. Public Health Board of Health Clinic Fees and third Vaccines, materials for $25,000 vailable Clinics and party reimbursements screening clinics and r Services clinical supply costs, xpenditure medical equipment next year and supplies, immunizations, educational materials Library Materials Library Director Charges for lost or Acquire Library $15,000 Available Replacement and Trustees damaged Library materials to replace for materials lost or damaged items expenditure next year Matters Cabin Recreation Rental Fees Utilities and all other $10,000 Available Operating Administrator maintenance and for Aerating expenses expenditure next ear Town Forest Director of Sale of timber, fees Planning and $10,000 Available Public Works for use of the Town Improvements to the for upon the Forest Town Forest expenditure recommendatio next year n of the Town Forest Committee or take any other action with respect thereto. Background: The revolving funds established in this article are subject to annual renewal by Town Meeting. Inspections Revolving Fund - Beginning in 2004, Town Meeting approved the Inspections Revolving Funds as a way to deposit building and other permit fees, and to use them directly for purposes of plan review, inspections, legal expenses, initial property value appraisal and appeals, and general management of the Community Services operations related to three developments as well as for the construction of curbs, sidewalks and pedestrian safety improvements and records archiving and management. The balance available as of February 29 2012 in this fund is $209,902. There is expected to be little expenditure from these funds for FY 2012, as some of these projects have just been getting started. The balance in the fund is from permit fees from Oaktree, Addison - Wesley /Pearson (now Pulte Homes), and a small amount from Johnson Woods developments. • Health Clinic Revolving Fund - The Reading Health Division contracts for third party payments for a number of immunizations. The funds are used to augment the influenza vaccine supply from the State Department of Public Health to insure vaccine for the homebound clients and first responders. The Division also uses these funds for materials for other screening clinics. Clinic client fees are also deposited into this fund to offset vaccine and clinical supply costs. The balance available as of February 29 2012 in this fund is $44,766. The State has been cutting back on the free flu and other vaccines to be distributed to cities and towns, and the Town therefore needs to purchase extra doses. The necessary amounts used for clinic vaccine, supplies and staff salaries related to the clinics each year directly from the revolving fund is therefore approximately $25,000. • Library Materials Replacement Fund — During the course of a year, the Library recovers funds from patrons who have lost or damaged books or other materials. Previously, those funds went into the Town's General Fund and at the end of the year went into Free Cash. Once this Revolving Fund was adopted (beginning in FY 2010), those funds recovered from patrons for lost or damaged materials were available directly to the Library for expenditure to purchase replacement materials and processing supplies. The balance available as of February 29 2012 in this fund is $2,360. • Mattera Cabin Operating Fund — The log cabin on the Mattera conservation land was purchased several years ago, and was recently renovated by the Vocational School. Some of the use is revenue generating, and it is anticipated that over time the site will generate enough funding to pay the operating costs of the cabin — primarily utilities. This Article allows those revenues that are generated to be used directly for the operating expenses of the cabin. The balance available as of February 29, 2012 in this fund is $2,181. • Town Forest Revolving Fund was created last year. The purpose is to allow revenues from controlled timber harvesting and permit fees to then be spent by the DPW Director upon the recommendation of the Town Forest Committee, on improvements to the Town Forest, including planning efforts. The Town Forest Committee has had a forest stewardship plan created (through a grant) to make recommendations on forest management including controlled timber harvesting. The Committee is in the process of determining how to proceed in beginning this work. In addition, the Town Forest Committee has commissioned a master plan for the Town Forest and adjacent property, and the Master Plan will include recommendations on improvement to the Town Forest. Finally, the Town Forest Committee is beginning to develop policies and regulations on the use of the Town Forest. Since this revolving fund was just created last year, the balance available as of February 29 2012 in this fund is $0. It is anticipated that timber harvesting on a limited basis will begin in FY 2013, and therefore there will be proceeds in the revolving fund which can be used for the purposes of the trust. Finance Committee ReooR: - given by Barry Berman: At its meeting on March 14, 2012 the Finance Committee voted 7 -0 to recommend this Article. Revolving Funds are a way to earmark funds to specific Town services. Each has its own revenue source, purpose, and maximum amount which can be spent. Each Fund is subject to annual Town Meeting approval. Bylaw Committee Report. No report. Presentation given by: • Peter Hechenbleikner — See Attached After discussion among Town Meeting Members Motion Carried ARTICLE 11 Ben Tafoya, Board of Selectmen moved to see if the Town will vote to revoke its acceptance of Chapter 468 of the Acts of 1911 which extended the provisions of Civil Service for the Reading Police Department, including the Chief of Police ; and further, that this revocation will not affect the Civil Service status of existing personnel in their current positions; or take any other action relating thereto. Background: This article would prospectively remove the members of the Reading Police Department from Civil Service, and would allow the Town to conduct its own hiring, promotional, and disciplinary process and decisions without being subject to the dictates of a State Agency — the Civil Service Commission. The Reading Police Department has been in the state Civil Service system since a Town Meeting vote in 1918. At that time there were no unions representing municipal police departments, and very little state legislation or case law dealing with employee rights or responsibilities. This was the era of the famous (or infamous) Boston Police Strike, and Civil Service was looked at nationally as a means of combating corruption in government. Much has changed since that time almost 100 years ago, including the Civil Service system itself. The Civil Service system (known otherwise as the Department of Human Resources) governs, for agencies coming under their jurisdiction: • Initial hiring • Promotions • Discipline Initial Hiring: Hiring good qualified people to provide Town Police services is the most important decision that is made in operating a first class Police Department. Civil Service Process: The initial hiring process is slow, cumbersome, and does not address local needs. It is a state -wide, one size fits all system. There is no local control. The process begins with a state wide exam. Some communities report that they had no or few candidates take the exam this past year. The exam is given in May of the year, and the exam for a community is good for two years. The results of the exam are available in October — five months after the exam is given! When a community has a need to hire a Police Officer, they ask Civil Service for a list of candidates, and the list is sent with the number of people who the community may consider restricted to a formula of 2N +1 — or 3 candidates if you are hiring one Police Officer (it could be more candidates if there are tie scores). The candidate list will be based solely on the score of a written exam, with the exception that veterans and dependents of Police Officers killed in the line of duty are automatically placed at the top of the list. Additionally, if there are any Police Officers anywhere in the Commonwealth who have been laid off and have not been hired back, they also go to the top of the list for consideration. Candidates are then interviewed and the Appointing Authority (Town Manager) makes a decision and a conditional offer of employment, pending successful completion of a psychological exam (paid for by the Town), a medical exam (paid for by the Town), and a Physical Abilities test administered by Civil Service. If the Town Manager selects anyone but the highest ranked candidate, he must put in writing why a higher ranked (based solely on test scores and /or veteran or other preference) was not selected. This decision is subject to an appeal to the Civil Service Commission by anyone who is aggrieved by the decision. Problems with Civil Service: The hiring process under Civil Service is very cumbersome and time consuming. To take five months to certify a test in these days is too long — SAT's for example are graded instantaneously. The only criterion that the Town may consider is the test score, Background check, and an interview. For the Town to ask for a list of minorities or women to diversify the employment of the Police Department requires a written admission on the part of the Town of past discrimination. At times, the Town has made a decision not to fill a position because none of the candidates available for selection met the needs of the Town. Proposed System: If Town Meeting approves this Article, then the Town will be able to develop its own hiring system, as the Town does for all other employees of the Town including DPW, non - union, School employees, RMLD employees etc. There are a number of other communities in the Boston metropolitan area that do not have Civil Service, and the Town would consider conducting periodic joint examinations for entry level Police Officers. Other non -Civil Service Communities are able to advertise and recruit candidates, including minorities and women. An exam would be conducted, and experience in other communities shows that an exam given on a Saturday can be graded and certified the following Tuesday, and interviews of selected candidates can begin immediately. The cost of the examination is borne by the candidates. The Town may then interview any number of candidates, and the test scores would be considered as one of a number of criteria that can be used in selecting what candidate to interview. The Town can also consider things like education, work Background, and other normal hiring criteria. Under this process, hiring will be able to be conducted expeditiously, and there should never be a circumstance where a position is left vacant (at considerable expense because the workload will then have to be picked up on overtime) because none of the candidates meets the needs of the Town. Promotions: Promotion of the best candidates to fill leadership positions in the Police Department is critical to carrying out the mission of the Department. Pending Town Meeting approval of this Article, the Town has negotiated with the two unions representing Police Patrol Officers and Police Superior Officers, language that outlines the process of promoting to the ranks of Sergeant and Lieutenant. Civil Service Process: Similar to the initial hiring process, the promotional process is slow, cumbersome, and does not address local needs. It is a state -wide, one size fits all system. There is no local control. The process begins with a state wide exam. The exam is given in October of the year, and the exam for a community is good for two years. The results of the exam are available in May of the following year — six months after the exam is given! When a community has a need to promote, they take the requisite number of names from the top of the list of candidates, restricted to a formula of 2N +1 — or 3 candidates if you are promoting one Sergeant or Lieutenant (it could be more candidates if there are tie scores). The candidate list will be based solely on the score on a written exam. Candidates are then interviewed and the Appointing Authority (Town Manager) makes a decision. If the Town Manager selects anyone but the highest ranked candidate, he must put in writing why a higher ranked (based solely on test scores) candidate was not selected. This decision is subject to an appeal to the Civil Service Commission by anyone who is aggrieved by the decision. Problems with Civil Service: The promotional process under Civil Service is very cumbersome and time consuming. To take six months to certify a test in these days is not necessary — SAT's for example are graded instantaneously. At times, the Town has made a decision not to fill a position because none of the candidates available for selection met the needs of the Town. Proposed System: If Town Meeting approves this article, then the Town has developed its own promotional system, as the Town does for all other employees of the Town. This system is embodied in the two union contracts which have been approved subject to Town Meeting approving this article. In addition to alternatives to traditional testing (including conducting an Assessment Center) the Town may consider additional criteria to determine the most qualified candidate for a position. These include: job related experience; performance evaluation in his/her present position (including contributions to the Department); supervisory evaluation of the employee's promotion potential; score on promotional exam; sick leave record; formal education; training and education through career development; disciplinary record; philosophical agreement with the Town's and department's vision and goals; work ethic; and initiative. Part of the cost of the promotional examination process is borne by the candidates, as is the case currently under Civil Service. Following the examination or Assessment Center, the Town may then conduct interviews of all candidates and may consider the other criteria listed above in making a selection. Promotions may then be handled expeditiously, and there should never be a circumstance where a position is vacant for any length of time (at considerable expense because the workload will then have to be picked up on overtime). In the past the Town has made a decision not to fill a position because none of the candidates available for selection met the needs of the Town. Discipline: The involvement of Civil Service in the disciplinary process of Police Officers of any rank is seldom used in Reading. Contractually, an Officer who is subject to discipline and chooses to appeal their discipline has to choose to either utilize the process under Civil Service, or utilize the process under the Collective Bargaining Agreement — they cannot process an appeal under both. Nobody in the Police Department can remember the last time a disciplinary action on the local level was appealed to Civil Service. The few times that a disciplinary action has been appealed, it has gone through the grievance and arbitration procedure contained in the Collective Bargaining Agreements. The grievance and arbitration process is less expensive, quicker, and less subject to the arbitrary decisions of the Civil service Commission. m ww� .a su•a unaa �rt w.wo ur mmo •�••� _ solo• es an amity. �9O • D IqQ aAm � Y J p� MNI '1 OJl1 Y \aa IpgIM IOVfIrM PiF m VIO W16 OMY '� 1WN 9oCFWB'�� 11rt10r gym• IIII,Ia1M, aWllaV (A„rtwN r@,evoc[ pMN •art "�_ ��0 AU YYOGO I �B�aaHf a1rtO1 W / Police Departments In MA Civil Service System m rvr s•.� sy..,, I_1waoa s..»syrm oa,Pw tao�� Other Questions /Issues • What is the status of current employee's vis -a -vis Civil Service? As long as a current employee retains their current rank, they will still be covered by Civil service. A Police patrol Officer who is currently an employee as of July 1, 2012, will remain under Civil Service as long as they are employed as a Police Patrol Officer. However, if that employee is promoted to the rank of Sergeant, the employee as a Sergeant will no longer be covered by Civil Service • What happens to Police Patrol Officers who have recently taken the Civil Service Exam for promotion to Sergeant? The Town has agreed that those officers who have taken and passed the recent (October 2012) Civil Service exam for promotion to Sergeant will be considered on an equal footing with those who pass the Town exam for the position to be given next fall. The new Sergeant's position will not be under Civil Service. Finance Committee Report: No report. Bylaw Committee Report: - given by Phil Pacino: The Bylaw Committee reviewed with the both the Police Chief and the Town Manager the reasons for this article. The reasons are presented above. The Bylaw Committee concurs with those reasons and the actions resulting from this article. The Bylaw Committee recommends the subject matter of this article by a vote of 4 -0 -0. Presentations given by: • Peter Hechenbleikner— See Attached • James Cormier —See Attached • Richard Abate — See Attached • Chris Picco — See Attached After extensive discussion a motion was made by Elaine Webb, Precinct 1 to move the question. 213 Vote Required 144 Voted in the affirmative 15 Voted in the negative 171 Town Meeting Members in Attendance Motion to Move Question Carried Main Motion Carried ARTICLE 12 Tom Connery, Precinct 1 moved to see if the Town will vote to accept a gift to establish the Friends of Reading Football Scholarship Fund to be administered by the Town of Reading Commissioner of Trust Funds in accordance with the wishes of the donors, or take any other action with respect thereto. Background: This article requests that the Town establish the Friends of Reading Football Scholarship Fund to be administered by the Town of Reading Commissioner of Trust Funds in the initial amount of $5,000.00. Any subsequent gifts to the Friends of Reading Football Scholarship Fund and interest earned shall be added to the principal of the Fund and distributed equally on an annual basis as outlined below. The Friends of Reading Football is a duly organized 501.c.3 charitable organization as recognized by the Internal Revenue Service and is designated as a non - profit entity by the Commonwealth of Massachusetts, Office of the Attorney General. Furthermore, the Friends of Reading Football is in- compliance with the Administrative Services Procedures required by the Reading Superintendent of Schools. The principal balance of the Friends of Reading Football Scholarship shall be expended for the purpose of awarding two annual scholarships to Reading Memorial High School Seniors who have been members in good standing for at least two years in the football program, one of which must be the applicant's senior year. The first scholarships will be awarded in June of 2012. Two annual awards of $250 each, plus accrued interest, will be granted each year. A roster of at least three, and not more than five, qualified applicants will be nominated by the Reading Memorial High School varsity football coaching staff. A list of selected nominees will be referred to the Reading Memorial High School Assistant Principals who will make two final selections from the list of nominees. The criteria for selection of the recipient s of the scholarships shall include the following 1. The students shall be seniors who have been members of the Reading Memorial High School Varsity football program in good standing for at least two years , of which one year must be the student's senior year; 2. The students shall have a record of demonstrated leadership and good moral character; 3. The students shall have a record of good academic performance; 4. The student shall submit a written statement to the Head Varsity Coach expressing their interest and eligibility for the scholarship. The scholarship shall be awarded annually during the Reading Memorial High School commencement or awards ceremony. Finance Committee Report: No report. Bylaw Committee Report: No report. Presentation given by: . Tom Connery — See Attached After discussion among Town Meeting Members Motion Carried On motion by Dan Ensminger, Precinct 7, it was voted that this Annual Town Meeting stand adjoumed to meet at 7:30 PM at the Reading Memorial High School Auditorium, on Thursday, April 26, 2012. Meeting adjourned at 10:33 PM with 171 Town Meeting Members in attendance. 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