HomeMy WebLinkAbout2014-04-22 Board of Selectmen HandoutDRAFT MOTIONS
BOARD OF SELECTMEN MEETING
APRIL 22, 2014
tea, West, Ensmineer, Halsey, Sexton LeLacheur
Move that the Board of Selectmen delegate the authority to the Town
Manager to establish and amend parking and traffic regulations in the
West Street area during the upcoming months of construction, and as
defined in the "Town of Reading, Massachusetts Traffic Rules and
Regulations adopted March 28,1995 as amended ", said approval to
expire November 1, 2016, or such earlier date as the construction
project may be completed.
3a) Move that the Board of Selectmen approve the proclamation for Arbor
Day.
5e) Move that the Board of Selectmen recommend the subject matter of
Article 4 as amended of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of Article 5
of the 2014 Annual Town Meeting (Resident petition).
Move that the Board of Selectmen recommend the subject matter of Article 6
as amended of the 2014 Annual Town Meeting (FINCOMArticle).
Move that the Board of Selectmen recommend the subject matter of
Article 7 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 8 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 9 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 10 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 11 of the 2014 Annual Town Meeting.
n
Move that the Board of Selectmen recommend the subject matter of
Article 12 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 13 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of Article
14 of the 2014 Annual Town Meeting (FINCOMArticle — FYl S Budget — see
handout).
Move that the Board of Selectmen recommend the subject matter of
Article 15 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 16 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 17 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 18 of the 2014 Annual Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 3 of the 2014 Special Town Meeting.
Move that the Board of Selectmen recommend the subject matter of
Article 4 of the 2014 Special Town Meeting.
6a) Move that the Board of Selectmen approve the minutes of March 11,
2014 as amended.
6b) Move that the Board of Selectmen approve the minutes of April 9, 2014
as amended.
8a) Move that the Board of Selectmen approve the Executive Session
minutes of April 15, 2014 as written.
Move that the Board of Selectmen adjourn the meeting at p.m.
O� OF REgOi
.YC
eOffice of the Town Manager
`moo�0 16 Lowell Street
�sJ PPIC
781 - 942 -9043
townmanager @ci.reading.ma.us
8'INco Reading, MA 01867 www.readingma.gov /town - manager
To: Board of Selectmen
From: Robert W. LeLacheur, Jr. CFA
Date: April 17, 2014
RE: April 22nd agenda items
The weekend packet will be very light in advance of your meeting next week. Below I will briefly review
each agenda item:
➢ Town Accountant report — in your packet there will be a letter from the Town Accountant as
well as a response from the Engineering division concerning some past procurement issues. We
had planned to change procurement procedures for this division effective 7/1/14, and once
these issues came to light the change was instituted immediately;
➢ Fall Street Faire Committee — the group will be in to discuss their future as a public body of
Town government, and the opportunities to instead be private. I have had a brief discussion
with members of the FSF and see no issues with the proposed change, although they will need
to iron out some financial details with the Town Accountant. The EDC has been invited to
participate as in the past they have received surplus funding from the FSF. If you recall the
Permits Revolving Fund with a balance over $500,000 you will see a possible vehicle to be used
for future economic development activities. That issue will require legal advice and significant
community dialogue, so it is not an immediate solution;
➢ Recreation update — John Feudo will present an overview on the many activities and current
significant projects. Please note that Irene Collins, Executive Director of the YMCA of Greater
Boston /Burbank Brach will join us for an introductory discussion about Birch Meadow Master
planning. The Selectmen last fall delegated this responsibility to re -plan the Birch Meadow area
to the Recreation Committee, which I think is a great idea;
➢ Reading Ice Arena — Carl McFadden, the Board's appointed liaison to the RIAA, will present an
update and overview of the facility. The RIAA has been very helpful to a local area community
thinking about the business of ice arenas. Recall that we also have some interest from at least
two Cellular companies about the Symonds Way location for cell towers. Town Counsel has said
this is permissible within the current ten -year lease the Town holds with the RIAA, but I have
requested time on a future RIAA Board agenda to discuss the issue, and would prefer to revise
the lease to reflect this topic;
➢ Town Meeting preview — I will preview the Warrant quickly for all Board members, and you can
discuss who will give the BOS reports as needed. I expect a two -night Town Meeting, so the
FY15 Budget will be taken up on Thursday night;
➢ Town Manager Goals — I will include in your packet an update on progress made to date on the
Goals assigned last July;
➢ BOS /DH Retreat planning — I will ask one or two members to help plan the May 10th event. I
view this Retreat as an opportunity to delve deeply into only a few topics that will then serve as
a basis of future discussion for many other topics — here is a sample of topics: Board of
Selectmen Policies (table of contents included in the packet); scope of Town services and quality
of services versus long -term budget constraints; Board /Committee /Commission two -way
communication ...
r,l)
Board of Selectmen Meeting — February 12 2008 — Page 3
Highlights — Technology — Technology Administrator Bill Connors, Technology
Coordinator Kevin Furilla and GIS Coordinator Kim Honetschlager made a presentation
on the status . of our Technology improvements in the community. Board members
requested that we get information on the number of 'hits by sections of the web page so
that we have an idea what people are seeking when they go to the web page.
Presentation - Cities for Climate Protection Committee — Tracy Sopchak, Ron
D'Addario, Gina Snyder and Michelle Benson made a presentation on the Cities. for
Climate • Protection Program and status. The Board appreciated the outstanding job that
the Committee has been doing.
Selectman Camille Anthony asked that we develop a planting program for shade trees.
Selectman Ben Tafoya suggested that we should have Town Counsel review with the
Board the Town's legal authority to report LEED or equivalent development standards.
It has also seen a program in Lawrence that was a "Green Globe" certified which is a
simpler process than LEED certification.
Delegating Downtown Parking Regulations to the Town Manager during Downtown
Construction — On motion by Wove seconded by Anthony, the -Board -moved to
deleaat ^ the authority to the Town Mmmizer to establish • and amend Parkins
regulations in the business district as deffned in the &'Town of Readies,
completed. The motion was approved by a vote of 5-U-U.
Vice Chairman Stephen Goldy asked to have a review of all items that have been
delegated to the Town Manager for approval.
Establishing Parking Regulations on Birch Meadow Drive and Oakland Road - The hour
being late, the Board deferred until a future meeting the following Discussion/Action
Items: Establishing Parldng Regulations on Birch Meadow Drive and Oakland Road, the
Process of Consideration of Changes to Liquor Licenses for Restaurants, and Discussion
of the Comcast Cable TV License Renewal.
Finalize FY 2009 Budget — The Town Manager presented the status of the Selectmen's
priorities for budget items. The consensus was that an additional Police Officer was the
bighest priority with a cost of $84,000 which includes benefits. There was a discussion
on other priorities including curbside and leaf and grass collection five times a year at a
cost of $25,000, with additional fees for parking, Sunday houts at the Library and
additional training. The Board decided to focus on one time expenses since any o£ the
other issues may not be sustainable over time. The consensus of the Board was to spend
the additional available funds as follows: Police lights and lasers - $3500, training for
Town employees .(by putting in the Human Resources Budget) - $25,000. The Town
iManager will develop for staff a list of the professional development programs to be
established.
9
IM
Selectman George Hines suggested delegating to the Town Manager the authority to change the
parking regulations as needed in the high School area instead of adopting permanently and to
use temporary paper and plastic signs.
A motion by Wood seconded by Anthony to close the hearing on No Parking 10:00 a nL-
11:00 a.m. on School Dan was aDproved by a vote of 54-0
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Hem" g, — Stap Intersections —'Me Secretary read the hearing notice.
The Town Manager noted that most of these are related to the schools after meeting with the
neighbors. Selectman George Hines noted that the developers should be required to put in signs.
The Town Manager noted that the Selectmen need to approve the stop signs fist. Selectman
Hines noted that the developers can pay for the cost of the sign and installation.
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Street
Parkview Road
Hartshorn Street
Dividence Road
Sunset Rock Lane
Emerson Street
Fox Run Larne
Prospect Street
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Location
Regulation
Westbound at Oakland Road
Stop
Eastbound at Bancroft Avenue
Stop
Eastbound at Franklin Street
. Stop
Southbound at Franlin Street
Stop
Southbound at Franklin Street
Stop
Southbound at ftwaklin Street
Stop
Southbound at Woburn Street
Stop
Hapfn — 20 mph. School Zones —. The Town Manager noted that the access to the new school
at Sunset Rock needs to be posted as a school zone. Oakland Road also needs to be made a
school zone:
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FAX: (781) 842 -8071
Email: townmanager &l.reading.ma.us
TO: Chief James Cormier
Town of Reading
16 Lowell Street
--Read i ng, -MA - 01867= 2696- -__ - --
FROM: Peter I. Hechenbleikner P
DATE: September 26, 2005
RE: RMHS Construction
TOWN MANAGER
(781) 942.6643
At the Selectmen's meeting on September 20, 2005, a resident appeared before the Board
basically making two complaints:
1. There is construction activity at the school after hours — primarily late night delivery of
materials and equipment.
2. Unlicensed vehicles are using the public streets.
Please review the following:
1. ' Does the Police Department have adequate ticket books for violations of municipal
bylaws to be able to issue tickets for these items?
2. have complaints of this nature been responded to, and has enforcer;:, nt tal on place? If
enforcement has taken place, how and how many times.
3. Have we talked with the contractor or the Town's construction management about halting
this process?
4. When have calls on this issue come into the Town?
5. Are unlicensed vehicles permitted to use the public way? If not, have we received
complaints? What is the enforcement process? Have we talked with the contractor or the
Town's construction management firm on site about this issue?
Thanks for your response.
01
READING POLICE DEPARTMENT
OFFICE OF THE CHIEF
16 Union Street, Reading, Massachusetts 01867
Jamee w Cormier Emergency Only: 911 All Other Calls: 781- 944 -1212 Fax: 781 - 944 -2893
Chief of Police E -Mail: JCormier @ci.reading.ma.us
MEMORANDUM
TO: Peter I. Hechenbleikner
FROM: Chief James Cormier
DATE: October 6, 2005
RE: RMHS Construction
In response to your memorandum dated September 26, 2005 regarding construction
issues at Reading Memorial High School, I have researched all calls for service and any
related issues for this area from September 1, 2003 through October 3, 2005. The
information gathered is broken down into three distinct categories; By -law Violations,
Construction Complaints and Motor Vehicle Complaints.
Upon review, I have found the following:
1. By -law Violations
There were three town by -law violations issued by the Reading Police Dept. at this
site. One was for a violation of the Health Dept. codes relating to dumpsters being
emptied outside of the allowed times. One was for work on Sunday without a permit,
and one for a late night delivery when a delivery truck arrived at the site from out of
state at 10:30pm.
2. Construction Complaints
Twenty -four complaints were received during this time period. Twenty -two of these
complaints involved contractors working outside of the requisite construction times.
The responding officers issued verbal warnings to all violators and advised the
contractors of the proper times. The remaining two complaints involved the
operation of construction vehicles /equipment on the public way. Safety Officer
Murphy followed up on these two complaints with Steve Shaughnessy the Project
Manager. Mr. Shaughnessy advises his unregistered construction vehicles were not
and will not be operated on public ways.
3. Motor Vehicle Complaints
Thirty-six complaints were received during- this time period. Thirty of these
complaints involved parking issues. Responding officers issued monetary citations
for most of these complaints. Verbal warnings were also issued as well. Four
complaints were received regarding erratic operation, One complaint received
involved a cracked windshield caused by a lawnmower and the final complaint
involved an object thrown from a school bus. Responding officers followed up on all
of these complaints.
Construction activity in the Town of Reading is currently at an all time high. Most of
the construction related issues that the police department has dealt with in the past
were isolated incidents that could be resolved quickly and efficiently due to the fact
that the projects were not large scale. Typically, the projects only involved one
contractor and a clarification from the police would resolve any issues.
The police department historically has not enforced code violations and to a degree is
unfamiliar with the nuances associated with code violations. However, the police
department understands that the impact of some of the larger scale construction
projects, such as the RMHS renovation, the Archstone Project and the Johnson
Woods Project. There are multiple contractors working at each site and it appears
that the issuance of verbal warnings is not having the proper effect. Therefore, all
members of the police department have been advised of the proper procedure to
handle by -law violations and each cruiser has been outfitted with the appropriate by-
law citation book. These current changes in our procedures should alleviate any
future complaints that our residents may have.
To answer the memo by the numbers,
1. Yes, the Police Dept. does have adequate by -law citations and they are
distributed for use. Officers and supervisors have been given instruction on
how and when to use them.
2. Yes, complaints of the construction activity have been responded to and the
enforcement was initially not punitive in nature, but punitive action is the
response at this point. Re: number of complaints as outlined above, twenty-
two complaints from September 2003 relating to construction after hours.
3. Officer Murphy has been in touch with the project manager continuously and
has made him aware of the situation.
4. We gathered data from September 1, 2003 to present. The fall and winter of
2004 seem to have been the busiest re: this issue.
5. Unregistered vehicles are not permitted on a public way; we have received
two such complaints and addressed them with the project manager. The
enforcement measures, if caught, will be a motor vehicle citation, and removal
of the vehicle from the way. Yes, the project manager is aware of these
concerns.
incerely,
r
Chief Jame - Cormier
9
FY15 Spending Scorecard
Line
',Category
FY14 Budget
FY15 Budget
FY15 Budget
1yr %
FINCOM % Genl
March _'14_
Town Mgr _ _
FINCOM
votes
. Fund
B99
Benefits
$13,515,050
$14,141,590
$14,141,590
4.6%
9 -0 -0
17.3%
C99
Capital -- - -
$2,355,500
$2,042,000
$3,377,730
$2,042,000
$3,377,730
- 13.3%
- 14.9%
- --
9 -M
9 -0-0
- - -
2.5%
4.1%
D99 Debt service $3,970,500
E99
Education Vocational
$371,250
$387,000
$387,000
4.2%
9 -0-0
0.5%
F99
Finance Committee Reserves
-
i $150,000
$150,000
$150,00
0.0%
9 -M
0.2%
Total Shared Costs $ 20 362,300
$ 20,098,320
$ 20,098,320
-1.3 %1
24.6%
G91
Administrative Services wages 1_-
$1,095,940
$1,194,650
$1,194,650
$1,095,900
$974,975
9.0%
2.2%
5.1%
9 -"
9 -0-0
9 -0-0
1.5%
1.3%
1.2%
G92 Administrative Services expenses $1,072,150
$1,095,900
-
H91 Community Services wages 511
--
$974,975
-_ Community Services ex p enses _
r $494,700
$436,850
$436,850
-11.7%
-9 -0-0
0.5%
191
Finance wages
$581,670
$577,425
$577,425
-0.7%
9 -0-0
0.7%
192
Finance expenses
$139,300
$135,000
$135,000
-3.1%
9-0-0
0.2%
$8,868,606
4.8%
7 -2 -0
10.9%
J91 Public Safety wages 1 $8,459,343
$8,868,606
J92
Public Safety expenses
$381,425
$393,835
$393,835
3.3%
9 -0-0
0.5%
K91
Public Works"
$2,312,216
$2,361,075
$2,361,075
$871,550
$625,000
2.1%
4.0%
0.0%
9 -M
9 -0 -0
- -
9 -0-0
2.9%
1.1%
-
0.8%
K92 Public Works expenses $837,750
$871,550
-- -
K93 Public Works Snow & Ice $625,000
$625,000
K94
Public Works Street Lights
$200,000
$200,000
$200,000
0.0%
9 -0 -0
1 0.2%
K96
Public Works Rubbish
$1,490,000
$1,490,000
$1,490,000
0.0%
9 -0 -0
1.8%
L91
Librarywages
$1,046,338
$1,084,855
$1,089,155
4.1%
5-4 -0
1.3%
L92
Library expenses
$284,000
$292,030
$292,730
3.1%
5-4 -0
0.4%
Total Municipal Gov't'. $ 19,947,343
$ 20,601,751
$ 20,606,751
3.3 %
}
25.2%
- +-
-
S99
School Department
$38,701,365
$40,117,973
$40,317,973
0
4.2%
8 -1-0
0
49./o
3
T99
Town Facilities
$704,633
$700,167
$700,167
-0.6%
_
9 -0-0
0.9%
GENERAL FUND $ 79,715,641
$ 81,518,211
$ 81,723,211
-
2.5%
100 0%
State Assessments not voted
$ 649,044
$ 608,794
$ 608,794
TOTAL
$ 80,364,685
$ 82,127,005
$ 82,332,005
W99
Water Enterprise Fund
t
t5,881,529
$5,231,944
$5,231,944
-11.0%
9 -0 -0
X99
Sewer Enterprise Fund
$5,861,407
$5,8 52,079
$5,852,079
-0.2%
-0-0
Y99
Storm Water Ente rise Fund
369
$2,846
--- -
$39,650
$369 650
1.9%
9 -0-0
TOTAL ENTERPRISE FUNDS
$12,105,782
$11,453,673
$11,453,673
-5.4%
I
GRAND TOTAL VOTED
$ 91,821,423
$ 92,971,884
$ 93,176,884
1.5%
Note: ! B99 uses $1.7mil Free Cash & $0.35mil Overlay; C99
uses $0 2mil Sale R /E; K91 uses $25k Sale Cem lots
.r-a
Town of Reading, Massachusetts
Management Letter
For the Year Ended June 30, 2013
no
TABLE OF CONTENTS
PAGE
INTRODUCTORY LETTER
STATUS OF PRIOR YEAR RECOMMENDATIONS:
Enhance Year -end Cut -off Procedures 4
2. Update Existing Fund Balance Policy 4
CURRENT YEAR RECOMMENDATION:
3. Improve Controls over Change Orders and Adjustments 5
in,
MELANSON HEATH & COMPANY, PC
CERTIFIED PUBLIC ACCOUNTANTS
MANAGEMENT ADVISORS
To the Board of Selectmen and Town Manager
Town of Reading, Massachusetts
In planning and performing our audit of the basic financial statements of the Town of
Reading, Massachusetts as of and for the year ended June 30, 2013, in accordance
with auditing standards generally accepted in the United States of America, we con-
sidered the Town's internal control over financial reporting (internal control) as a
basis for designing our auditing procedures for the purpose of expressing our opin-
ions on the financial statements, but not for the purpose of expressing an opinion on
the effectiveness of the entity's internal control. Accordingly, we do not express an
opinion on the effectiveness of the Town's internal control over financial reporting.
A deficiency in internal control exists when the design or operation of a control
does not allow management or employees, in the normal course of performing their
assigned functions, to prevent, or detect and correct misstatements on a timely
basis. A material weakness is a deficiency, or a combination of deficiencies, in inter-
nal control, such that there is a reasonable possibility that a material misstatement of
the entity's financial statements will not be prevented, or detected and corrected on
a timely basis.
Our consideration of internal control was for the limited purpose described in the first
paragraph and was not designed to identify all deficiencies in internal control that
might be material weaknesses. Given these limitations, during our audit we did not
identify any deficiencies in internal control that we consider to be material weak-
nesses. However, material weaknesses may exist that have not been identified.
During our audit, we also became aware of other matters that we believe represent
opportunities for strengthening internal controls and operating efficiency. The recom-
mendations that accompany this letter summarize our comments and suggestions
concerning those matters.
The Town's written responses to our comments and suggestions have not been
subjected to the auditing procedures applied in the audit of the financial statements
and, accordingly, we express no opinion on it.
102 Perimeter Road 149 Hanover Street 10 New England Business Center Drive, Suite 107 • 51 Davis Street, Suite I P.O. Box 646
Nashua, NH 03063 Manchester, NH 03101 Andover, MA 0 18 10 Greenfield, MA 01301 Ellsworth, ME 04605
800. 282 -2440 • www.melansonheath.com na
This communication is intended solely for the information and use of management,
Board of Selectmen, others within the organization, and is not intended to be, and
should not be, used by anyone other than these specified parties.
The purpose of this communication, which is an integral part of our audit, is to
describe for management and those charged with governance, including those
overseeing the financial reporting process, the scope of our testing of internal
control and the results of that testing. Accordingly, this communication is not
intended to be and should not be used for any other purpose.
February 27, 2014
n
STATUS OF PRIOR YEAR RECOMMENDATIONS:
1. Enhance Year -end Cut -off Procedures
Prior Year Issue:
In the prior year, we found several invoices totaling approximately $691,000
(General fund $316,000, Special Revenue Funds $231,000, Water fund
$89,000, and Sewer fund $55,000) for services provided in fiscal year 2012
which were charged to fiscal year 2013.
We recommended the Town improve the year -end cut -off procedures to
ensure that all invoices are charged to the appropriate fiscal year. This will
result in more accurate reporting of liabilities, expenditures and related
surpluses and deficits.
.Current Year Status:
This issue has been satisfactorily resolved.
2. Update Existina Fund Balance Policy
Prior Year Issue:
In the prior year, we recommended the Town update the fund balance policy
to incorporate accounting changes that resulted from the recent implementa-
tion of Governmental Accounting Standard Board Statement (GASB) #54.
Current Year Status:
This issue has not been resolved.
Further Action Needed:
We continue to recommend that the Town's fund balance policy be updated
to include (but not limited to):
• Establish desired level of unrestricted fund balance.
• Specify prioritization of use of fund balance amounts when multiple
sources are used for one project, grant or activity (i.e., general fund
monies are appropriated to partially fund a capital project, or a grant
match).
• Specify the body or official authorized to make assignments of fund
balance and applicable time constraints on each assignment.
• Distinguish between encumbrance (commitments related to contracts
not yet performed and orders not yet filled) and other assignments
(previously called designations).
• Define any approval process for modifying existing assignments.
n�q
This will provide guidance over fund balance issues in accordance with
current GASB 54 terminology.
Town's Response:
A fund balance policy has been drafted for the general fund, but has not been
approved by the Board of Selectmen. The Town Accountant plans to draft the
fund balance policy for the enterprise funds this summer.
CURRENT YEAR RECOMMENDATION:
3. Improve Controls over Change Orders and Adjustments
In testing controls over procurement we noted one instance where controls
could be strengthened. A roadway resurfacing contract was awarded to the
lowest bidder at approximately $850,000. However, expenditures under this
contract totaled approximately $1,350,000, which exceeded the original con-
tract sum by approximately $500,000, or 59 %. While the increase in expend-
itures were subject to the Town's normal internal controls and received
required approval by department heads, the Town Accountant did not certify
that an appropriation was available for the additional work.
We recommend the Town review and revise, if necessary, its procedures
related to procurement to adhere to best business practices, as well as ensure
compliance with State procurement laws. Enhancements may include, but not
limited to, the following:
• Require Town Accountant authorization that an appropriation exists for
additional work.
• Establish a limit for an increase in contract terms (i.e., - 20 % -25 %) and
deem any work in excess of this increase adhere to a separate and
formal bid solicitation.
• Specify clearly in the contract who is authorized to approve change
orders on behalf of the Town.
This will help ensure not only compliance with the State procurement laws,
but may enable the Town to enter into more advantageous contracts, as well
as reduce the risk of being obligated to pay for expenditures without proper
appropriation.
Town's Response:
As a result of this issue several changes have been made to strengthen
internal controls in this area. First, all procurement will be centralized under
rA
the Administrative Services department to ensure compliance with all
procurement laws. In addition, contract overages will need to be re- certified
by the Town Accountant. Requisitions for purchase orders over $10k must
have attached a copy of the bid memo, a copy of the contract and any
supporting information (i.e., recertification from Town Accountant for contract
overages). No POs will be issued over the contract amount without the Town
Accountant's recertification and approval. The Town Accountant will be an
approver on all requisitions over $10k to ensure compliance with these
controls.
The Town Accountant met with the Engineering department to go over the
issue noted and the changes that need to be made to make sure this situation
will not reoccur. The Engineering Division Head also put together some new
procedures to assist in detecting contract overages before they occur. One of
those procedures is periodic review of the project costs at various points
throughout the project which will highlight the need to scale back work to
avoid a significant contract overage. Engineering will also get additional
training on MGL Ch. 30 S39M.
nio.
2014 Annual Town Meeting
Monday April 28, 2014
WARRANT OUTLINE REVISED 04/22/2014
Art. Mover/ Moderator
# Article Description Sponsor Comment Notes
1
Election
Aril 1, 2014
2
Reports
Board of Selectmen
♦ Charter Committee
Update — Town
Moderator Alan
Foulds
♦ Zoning Update —
CPDC Chair
Charlie Adams &
Zoning Advisory
Committee Chair —
Marsie West
♦ FINCOM Budget
Report & Financial
Overview — Barry
Berman
♦ "State of the Town"
report — Board of
Selectmen Chair
John Arena
♦ Motion to Table —
Marsie West
3
Instructions
Board of Selectmen
♦ Motion to Table —
Dan Ensmin er
=SPECIAL TOWN MEETING
4
Amend the Capital Improvement
Board of Selectmen
♦ Motion — John
Must precede
Program FY 2014 -FY 2023
Halsey
Articles 13 & 14
♦ Presentation — Bob
LeLacheur
♦ FINCOM report —
moilBarry
Berman
4/22/2014 1
2014 Annual Town Meeting
Monday April 28, 2014
WARRANT OUTLINE REVISED 04/22/2014
5
Amend the FY 2014 Budget
Petition
♦ Motion — Petitioner
Bill Brown
♦ Presentation — Bill
Brown
♦ FINCOM report —
Paul McNeice
6
Amend the FY 2014 Budget
FINCOM
♦ Motion —
DavidGreenfield
♦ Presentation — Bob
LeLacheur
♦ FINCOM report —
David Greenfield
7
Additional funding - Smart Growth
Board of Selectmen
♦ Motion — Kevin
Stabilization Fund
Sexton
♦ Presentation —
Sharon Angstrom
♦ FINCOM report
— Jeff Perkins
8
Fund OPEB Trust
Board of Selectmen
♦ Motion — Marsie
West
♦ Presentation —
Sharon Angstrom
♦ FINCOM report—
David Greenfield
9
Authorize Debt — allow MWRA
Board of Selectmen
♦ Motion — John 2/3 vote
Sewer loans
Arena
♦ Presentation —
Bob LeLacheur
♦ FINCOM report
— Mark Dock ser
10
Authorize Debt — West Street project
Board of Selectmen
♦ Motion — Dan 2/3 vote
for MWRA billing
Ensminger
♦ Presentation —
Bob LeLacheur
♦ FINCOM report
—Karen Herrick
4/22/2014 2 n�i
2014 Annual Town Meeting
Monday April 28, 2014
WARRANT OUTLINE REVISED 04/22/2014
11
Accept Water Easement — Belmont
Board of Selectmen
♦ Motion — John
Street (already recorded drainage &
Halsey
sewer easement)
♦ Presentation —
George
Zambouras
♦ FINCOM report
— Craig Merry
12
Accept Sewer Easement — Whittier
Board of Selectmen
♦ Motion — Kevin
Road
Sexton
♦ Presentation —
George
Zambouras
♦ FINCOM report
—Peter L decker
13
Approve FY 2015 — 2024 Capital
Board of Selectmen
♦ Motion — Marsie
Must precede Article
Improvements program
West
14
♦ Presentation —
Bob LeLacheur
♦ FINCOM report
— Barry Berman
14
Adopt FY 2015 Budget
FINCOM
♦ Motion — Barry
2/3 vote for some
Berman
sections — and
♦ Presentation —
therefore for the
Bob LeLacheur,
entirety. Begin on
Dr. John Doherty
Thursday May 13t
and Mary DeLai
♦ FINCOM report
— Barry Berman
15
Approve Affordable Housing Trust
Board of Selectmen
♦ Motion — John
Fund Allocation Plan
Arena
♦ Presentation —
Jean Delios
♦ FINCOM report
— Barry Berman
4/22/2014 3
1
2014 Annual Town Meeting
Monday April 28, 2014
WARRANT OUTLINE REVISED 04/22/2014
16
Approve Revolving Funds
Board of Selectmen
♦ Motion — Dan
Ensminger
♦ Presentation —
Bob LeLacheur
♦ FINCOM report
— Paula Perry
17
Authorize FY 2015 Chapter 90
Board of Selectmen
♦ Motion — John
2/3 vote
Expenditures
Halsey
♦ Presentation —
George
Zambouras
♦ FINCOM report
— Jeff Perkins
18
Remove Town Meeting members
Board of Selectmen
♦ Motion — Kevin
pursuant to Section 2.6 of the
Sexton
Reading Home Rule Charter
♦ Presentation —
Precinct Chairs
4/22/2014 4 (,R. ))
DRAFT 2014 Special Town Meeting
Monday April 28, 2014
WARRANT OUTLINE REVISED 04/22/2014
Art. Mover/ Moderator
# Article Description Sponsor Comment Notes
4/22/2014 1 ��
Status of Goals 4/17/2014
Type
No.
Name
Lead
Status
Notes
Administration
Plan complete & approved - results were more complex, but the changes will be very
beneficial to the Town government over a period of time. The hiring process - the logical
Dept Structure
BL
1 100%
next step in this Goal - is more than half completed as reported to the BOS on 4/15.
Department request compiled and appear as requests in preliminary FY15 budgets. Only a
2
Prof. Development
GB
100%
portion will be able to be funded, rollout will take a few years at a minimum.
Individual department lists are generally compiled. This Goal is a lower priorty in this
Administration section because of all the significant organizational & personnel changes
underway. The lists may become part of an organizational review of what the Town
3
Task Lists
GB
80%
government does if finances become more constrained.
Date set as May 10th 8am -1 pm in the Conference Room, Jordan's Furniture. The purpose
of the retreat is to facilitate the ability to step back and have dialogue that fosters strategic
JD
thinking about Town Government. This will assist with defining goals for the future as well
4
BOS /DH Retreat
R_U
25%
as discussion of specific issues or challenges facing the Town.
Regular meetings scheduled with iaisons for Joint BOS
meetings held with RHA; EDC; SC; Library Trustees; RCASA and BOA. Beta testing
ongoing - some BCCs building web pages. Incompleted portion is the Conflict of Interest,
Open Meeting Law & Ethics Summary to employees & volunteers for online testing pending
s
B /C /C Communication
BL
80%
State finalizing software. BOS has discussed a future BCC summit.
Internal staff strategy meetings began in October; negotiations began January'14; two BOS
executive session held; three health ins. meetings held with all Town, School & RMLD
6
Labor Negotiations
BL
50%
unions in Sept. & Nov.
Status of Goals 4117/2014
Type I No. 1 Name jLeadj Status
Notes
Re ulation & Policy Develo ment
Phase I Complete 4 Articles passed November Town Meeting; Phase II (Consultant Hired)
on budget and on schedule for November'14 Town Meeting. Zoning Advisory Committee
formed by BOS, five meetings and one public forum. Became aware of a permitting issue
from a homeowner who commented at the 11/20/13 public forum. A demolition permit was
filed over the summer and the building inspector requested more information from the
contractor. This was an incomplete application that needed further action by the contractor.
Planning staff and the Town Manager assisted with problem solving to get this back on track
after the homeowner expressed some frustration. Solution was to circle back with the busy
contractor and arrange a site visit with the Building Inspector and a representative from the
Historical Commission (the structure was on the historic inventory). After the site visit it was
determined that the structure should be demolished and the Building Inspector exercised his
authority to by -pass the Historical requirements per local and state regulations. Structure
7
Zoning Bylaw
JD
40%
has been demolished.
s
Traffic Rules & Res
JC
100%
BOS approved new regulations and process for updates.
This is on hold due to deliberation with the School Department. The recent school space
committee has narrowed the choices down to five items, and Oakland Road is still a
possibility. If they move in that direction, we should consider adding a Recreation element to
s
Oakland Rd. Zoning
JD
HOLD
the facility - an ideal location for this Town function.
Sery ices
Ongoing 'old website' feedback; designing new methods with new website. Some problems
discovered with July- December 2013 to date survey data - will advise Board in January how
this was resolved. Some survey data may be lost due to software problems - survey vendor
is being discontinued & replaced by Virtual Town Hall. Extenisive staff planning & design for
new module methods for using remote technology and social media interaction to be
10
Customer Service
BL
50%
introduced June 2014.
Federal LSTA GRANT FUNDING awarded; Customer Service expert is providing trainings
for library staff; two all -staff trainings completed to date. Staff are reading a manual and
departmental meetings set up for further discussion and review. Short customer survey to
establish benchmarks planned for early December /January. Press release issued in
October and picked up in several newspapers. Additional note: New Library website with
many improvements launched October 2013. Federal grant $8k awarded for advance
11
Library Trustees Goals
RU
see notes
training in October.
50-3
Status of Goals 4/17/2014
Type
No.
Name
Lead
Status
Notes
Task to be assigned to new ATM AS as high priority and unlikely to be fully completed by
June 2014. However there are some scheduled changes that will be launched by March
2014 that will begin a very user- friendly'311' method of contacting the Town (DPW & Town
12
External Communication
BL
25%
Manager only, initially) to report issues in the community.
Operations
13
L &P Systems
JD
95%
Last 5% is the on -line function, delayed due to website changes
Available on new website but not yet 'promoted' as content is still being built; mulling
14
Records M mt
BL
75%
regional efforts with several smaller communities
Housing Services Coordinator approved by Town Meeting; initial agreement by four
communities to share the position with Reading as the hiring location; legal agreements in
progress, position expected to be filled by second quarter of 2014. Boards of Selectmen in
Wakefield and Reading extend Assessors agreement by one additional year - probable
DOR MGL changes suggested to not make this change more formally (via Town Meeting).
Ongoing discussion with Wakefield about regionalizing Recreation - launch date either Fall
2014 or Spring 2015. Exploring regionalized animal control with three or four area
communities - likely not an FY15 issue. Regional Dispatch revitalized and still a possibility,
1s
Regionalization
BL
90%
probably looking at FY17 or so.
Three options: hire full time VSO; regionalize with Wilmington or with
Melrose /Saugus/Wakefield. The latter group requested we hold off until they are ready and
meeting efforts have been unsuccessful thus far; Wilmington has been helpful as backup
16
Veteran's Services
BL
25%
while our VSO is out of the office.
Health & Safety
This goal is not one that lends itself to % completion and will always be ongoing. New
sidewalks on Vine St. & Woburn St promote walking; new bike lanes on Haverhill St. promte
biking. RCASA continues to make positive steps, we have been successful in regional opiod
17
Healthy Communities
JC
see notes
grant which Police Chief & Town Manager attended initial meeting in Medford.
311-i-
Status of Goals 4/17/2014
Type
No.1 Name ead
Status
Notes
Community Development
Held July 30th Fall Street Faire Business Community meeting - about a dozen folks
attended. Some new businesses appreciated the insight, but the business community
awareness for the FSF is quite high. Met several times with EDC to discuss options, then
joint meeting with BOS to discuss future plans was held. Subsequent suggestion to EDC to
take a step back and develop a planning process that could be fit into the Town's master
planning process, in a way that tied in to the Zoning Advisory Committee's work and
timetable. Met a few times with the RNR Chamber of Commerce to discuss longer -term
joint strategy under their new Director, and specific events such as their Holiday Tree
Lighting event, which had some nice new features this year. The event was very well
18
Business Feedback
BL
50%
attended, depsite the difficult weather.
Housing Production Plan completed and approved by BOS. Two presentations to BOS, one
with the RHA. Reg] Housing Services Co- ordinator position approved by Nov. TM; Annual
Town Meeting will be asked to renew current AHTF. Ongoing meetings with developers -
effort to achieve 10% level without adverse 40B process invoked. Regional Affordable
19
Affordable Housing
JD
75%
Housing agreement - hire date for shared staff 7/1/14.
This goal is not one that lends itself to % completion and will always be ongoing. PTTTF rec.
adjusted parking in anticipation of 30 Haven opening. Employee spots (12) in the public lot
and more on Woburn. We worked with specific businesses so they understood regualtions.
20
PTTTF Changes
JC
see notes
Next up: MF Charles building project - opening for occupancy and parking demands.
Utilizing existing resources to provide added coverage in this area. Other demands for
21
roperty rope Maintenance
JD
50%
hiring have advanced as priorities. Goal is to fill PT enforcement position by July 1 st.
22
Gateway Signs
JD
99%
A few items remain for Spring
23
Ash St Re -Use
JD
HOLD
Rezoning is tied to Comprehensive Update of Zoning Bylaw
Status of Goals 4117/2014
Type I
No.1 Name
ead
Status
Notes
Infrastructure
& Capital Projects
State funding approved sooner than anticipated! November Town Meeting authorized
easements and approved local share of funding. All easements have been appraised and
the Order of Taking was authorized by the Board of Selectman on April 15, 2014. MassDOT
had approved the inclusion of MWRA 36" water main, from Woburn Town line to Oak
Street, into the project as a non - participating item. However, MWRA was able to fast track
their bidding process and has elected to bid their 36 -inch pipeline project separately. An
April 24, 2014 bid opening date is planned and construction is expected to start the
beginning of June. The project is expected to be completed early fall. MassDOT has
scheduled a bid advertisement date of April 26, 2014 for the West Street project and
expects construction to begin early fall. It is expected project will take two years to
complete. National Grid started replacing cast iron gas mains and associated services along
West Street in advance of the project in March 2014 and is expected to be completed mid -
24
West Street
JZ
see notes
summer.
LIBRARY: Architects hired,design development underway. Additional funding secured by
Town vote April 1. Library Building Committee active, meeting monthly. Temporary rental
space lease and plans almost final. Many in -house and outreach activities to provide
community information and sustain library services during construction, including meetings
with stakeholders, web & print communications. Collection assessment and plans for
storage & moving on track for summer move. DRT held; CPDC date set. DPW: update
RU/
presented to Selectmen on a consolidated DPW /Cemtery Garage site on the presnt
25
Building Projects
JZ
35%
location. Further update scheuled for the summer 2014.
Status of Goals 4/17/2014
Type
No.
Name
Lead
Status
Notes
Projects to be advertised in multiple bids, one for pipe replacement and one for cleaning
and relining. South Main Street replacement design complete and state permit received.
Main Street and Belmont x- country project borings completed. Con Com Order of
Conditions for the Belmont cross country section has been received. Awaiting Easement
modification on the Belmont Street properties, Article 11 Spring Town Meeting. A mid spring
2014 bid process is planned for the replacement contract, with construction to begin late
spring 2014. The state permit application has been submitted for the cleaning and lining
project. A late springlearly bid process is planned and construction is expected to
commence in the summer 2014. Each project will take 18 to 24 months to complete.
Discussions continue North Reading regarding supplying them with MWRA water - meeting
held late September. Town's consultant and N. Reading's consultant have reviewed
discrepancies in hydraulic model results. Towns system will need upgrades to supply N.
26
Water Distrib Plan
JZ
see notes
Reading.
Capital funding for Birch Meadow was reconfigured at November Town Meeting. BOS
suggested Recreation Committee (RC) be the lead on updating the master plan for this
area; at a meeting on December 10th the RC agreed to take that lead role. The RC will
next take an inventory of proposed changes based on the Birch Meadow Master Plan and
evaluate for feasibility, desirability and sustainability. The RC will likely embark on a new
survey to get community feedback on these items and prioritize them. From there the Rec.
Committee will reassess the CIP to reflect the priorities of the community based on the
27
Birch Meadow
JZ
25%
above factors.
Status of Goals 4/17/2014
Type
No.
Name
eadl
Status
Notes
Finance
DRAFT policy submitted to FINCOM, discussed at several meetings but FINCOM is
reluctant to formally adopt it. They are satisified with current approach, which budgets about
$500k/year for OPEB and uses that as a health insurance premium 'cushion' in the budget
process. Rating agencies would prefer a formal policy, but current method is doing the job
just fine. Longer term, this liability is a serious issue and will need to stay on the radar for
28
OPEB
BL
100%
everyone.
29
Billing
BL
25%
Now that Town Meeting has concluded, staff is drafting a RFP to issue in spring 2014.
Some suggestions will be brought to the Board during the January budget meetings by
individual departments. A comprehensive peer community fee structure survey will take 2 -3
months and is recomended for the early summer 2014, so results may be discussed with
30
Fee Structure
SA
75%
the BOS in the fall 2014 with a target 1/1/15 implementation date.
Fund Balance policy for the general fund in DRAFT form, submitted to FINCOM, who are
31
GASB 54
SA
50%
reluctant to commit to a minimum balance beyong their existing 5% FINCOM Policy.
Board of Selectmen Meeting February 13, 1996 - page 5
and sitting areas, and parkin . i e Anthony asked about the surveys of businesses and it was
noted that they have been handed out all over downtown. Bill Brown noted that he is not a
member of the Downtown Steering Committee. He reviewed the recommended declaration of
blight in the Hardnen Street area and noted that the property is currently assessed at $154,000 and
is paying $5,045 in taxes. With the investment of the grants being requested, it would only be
assessed at $200,000 and would pay $5,973 in taxes. The return on investment would be 75 to
100 years.
George Hines noted that with request to the Board of Selectmen support, they think the group
has done a great job and they have made a difference. It is a big help to the community, and he
hopes that the group will take the time to continue the process. Camille Anthony asked them to
let the Board of Selectmen know what they need. Jack Russell noted that studies are ongoing.
Dan Ensminger talked about parking and the need to get spaces turned over. Peter DePesa noted
that 1 hour parking restrictions would be a big help to get parking turnover. Brian Irwin is a
member of the Downtown Steering Committee and Chairman of CPDC. He noted that the
Steering Committee needs to be included in public decisions such as roads. Traffic patterns have
a lot to do with what works and what does not work. George Hines noted that it is up to the
community to help with partnerships. Jack Russel noted that we need improved parking
enforcement. Peter Simms noted that his subcommittee is taking a parking count in public and
private locations and also a head count of employees. The Board was invited to the reception
whj ee a ' r Center for business owners and property owners.
Brown Bagging in Restaurants - e Town Manager reviewed the issues with regard to "brown
bagging" in restaurants. He noted at it had never been an issue in the Town until December of
4 when Focaccia request ommon Victuallers' License and raised the issue. The Town
has done some o etermine what, if any, regulations there were or should be. The State
has no regulations and leaves it up to the local towns. The towns often regulate "brown bagging"
or "BYOB" by a Common Victuallers' License. Ted Cohen noted that the Town could develop a
Bylaw, or provide restrictions in the Common Victuallers' Licenses. Dan Ensminger noted that
Reading is very conservative with regard to liquor control. It might be a situation where Town
Meeting action will be required.
Steven Colarossi from Revere, Attorney for Focaccia, and Robert DePesa, Peter F. DePesa, and
Peter F. DePesa Jr. from Focaccia were present. Colarossi noted that in the seven months that
Focacio has allowed patrons to bring in liquor, there has been no problem. There has been
concerted Town action with respect to one business and the operation of that business has been
lawful. Much of the action of the Board tonight is aimed at that one business. He asked the
Board to keep in mind that Focaccia is run by dedicated individuals who run a clean and popular
business. There is a need for more businesses with sit down service. The property has been cited
as an attribute to the Town. It benefits the downtown and the liquor store adjacent to it. r
i
Board of Selectmen Meeting - February 13, 1996 - page 6
Tom Sullivan, proprietor of Christy's Pizza, noted that most people in the restaurant business
don't mind as long as everyone is on an even playing field. He noted that his Common Victuallers'
License does not have the restriction, but the Town Manager noted that all of the Common
Victuallers License have the restriction except for Focaccia where it was removed on a temporary
basis until the Board could have this hearing. Sullivan noted that not many people have asked to
consume beer or wine at Christy's Pizza, but sometimes with groups they may bring in their own
beer. It is not a habit among regular patrons.
Dan Ensminger asked what the legal liability is, and Town Counsel noted that the Town would
have no liability. A restaurant if it participated in any way in the serving of liquor could have a
liability. The question was raised that where they advertise "BYOB ", will the restaurant have
liability. Cohen indicated that would need .to be evaluated. Dan Ensminger noted that the Board
of Selectmen could do one of three things according to Town Counsel: 1) take no action; 2) take
action; or 3) take the issue'to Town Meeting. Don Cowan, Vice President of the Chamber of
Commerce, noted that the Chamber of Commerce would like to have time to review the issue.
He felt that everyone should be on a level playing field. Ben Haiggi of Town Pizza noted that he
also felt that everybody should be on a level playing field. All should have the same license -
either restricted or unrestricted. George Hines asked Mr. Haiggi if "brown bagging" was a
common practice, and Haiggi noted that he has not permitted it because he understood that it was
not allowed. Hines was concerned that if it was allowed, many of the businesses are popular with
young people and that would be difficult to Police. Mr. Haiggi noted that this would not be up to
the business to police this. Louisa Shomos is the Pizza World owner. She noted they have never
had a problem because it has never been an issue. They have never permitted or indicated that
"BYOB" or "brown bagging" would be permitted. Everybody should have an equal license.
Peter DePesa noted that his business warrants people bringing in beer and wine. Camille Anthony
asked if he assumed that he could have "brown bagging" when he came to Reading. He said that
he chose Reading because there was no similar Italian Restaurant in the community and he felt
that there was a demand. Hines asked when he first started business in Reading who inquired as
to whether or not "BYOB" was permitted, and when "BYOB" first started. Vincent Zanarello,
represent himself and his fiancee. He lives at 21 Overlook Road and likes the idea of "brown
bagging ". George Hines noted that on advice of Counsel the Board is within its legal rights to
include restrictions on "brown bagging ". Hines asked Mr. DePesa if he understood that this was a
temporary license. His attorney Mr. Colarossi answered that it is not a temporary license. He
indicated that there is no legal violation of the license and the Board has no, right to change it.
The Board asked under what circumstances the Board could modify the license. Mr. DePesa
indicated that it was not a temporary license. The Town Manager noted that his conversation
with Mr. DePesa had been very clear. In very early January, Mr. DePesa had called complaining
about the restriction on the license, and the Town Manager noted that he would issue a revised
license until such time that the Board of Selectmen could formally address the issue in a public
meeting. He noted that he had told Mr. DePesa that the Board could either allow the license to
stand, or could revert to the initial license that was issued which did not allow "BYOB ". The
Ef
Board of Selectmen Meeting - February 13, 1996 - page 7
Town Manager indicated that the January license issued was clearly intended to be a temporary
license.
Town Counsel recommended that the Board formalize whatever action it may take this evening.
On motion by Hines seconded by Ensminger, the Board voted to reinstate the original license
issued on December 20, 1995, to Foca.ccia with restrictions. The motion was approved by a vote
of 4 -0 -0.
- Linda Marino and Louis Monteforte Jr. made a presentation to the
Boar & f Selectmen with regard to a proposal for a pub theater to be located n Main Street
across th eet from Marshall's. The proposal would be to provide 100 s ,and parking for 65
people. They wo a full length movie and people would be si 'gat tables to watch the
movie and could order beejF wine and food. The Board asked abo the size of the building and
whether it was large enouCamille Anthony asked about wh er this would be a change of
use in the site plan approequired, and expressed conce out R rating shows as early as
6:00 p.m. in the evening. owing further discussio the Board indicated that it thought that
this would be an interestinea and was favorably ' clined towards it. They would need to go
through all of the process o plan approval, f al application for licenses, etc.
The >wnth f the Fook Hai Restaur al Main Street (formerly Golden Dragon) was
presey will be changing their ame and ave requested a Common Victuallers' License.
They en before th i view Board d have their health permits. On motion by
Ensmconded b Anthony, the Board v ed to approve the issuance of a Common
Vict License.. Fook Dai Icing, Inc. d/b /a Fo ' at 672 Main Street with the condition
that will nform with the Bylaws of the Town and th no alcoh olic beverages will be
allowsumed on the premises. The motion was approv by a vote of 4-0 -0.
On m Hines seconded by Ensminger, the Board voted to 'urn at 11:30 p.m. by a vote
of 4-
Respectfully submitted,
Secretary
i
IN
LeLacheur, Bob
From: John Halsey
Sent: T pril 15, 2014 5:38 AM
To: LeLacheur, Bob; John Arena at Home
Subject: Selectmen's Liason Assigmmnets
Bob & John,
I noticed that Liaison assignments were on our agenda this evening ...... I have a special interest in several of these.
On top of my list is Recreation along with MWRA as I have a long term Scouting relationship its Executive Director, Fred
Laskey
Since both of these seem to fall under the category of DPW and since James Bonazoli formerly was Liaison to the DPW I
respectfully request that assignment.
Additionally I have a similar interest in RCASA which had previously been assigned to Mr. Bonazoli .....I would happily
accept this assignment as well.
See you both this evening....
John R Halsey
781 - 929 - 5795 -Cell
781 - 942 - 2897 -Home
LeLacheur, Bob
From: ohn Arena at Hom
Sent: , 2014 9:22 PM
To: LeLacheur, Bob
Subject: Liaison Assignments for 2015
C•.
My prioritized list of liaison assignments for this year is
1. School department
2. Economic Development Committee
3. Conservation Committee
4. Council on Aging
If there should be another strong interest in any of the above other than schools, I'd be fine to concede the
assignment.
Best regards,
John
1 n?�
SELECTMEN'S LIAISON ASSIGNMENTS
as of April 15, 2014
AN ENSMINGER'S PICKS /22/2014
BOS liaisons
A
➢
Board of Selectmen
Yes
- Volunteer Appointment Subcommittee ASC
➢
School Department
Backup for John
- School Committee
Arena?
- Regional School District
➢
Municipal Light Department
No
- RMLD Board of Commissioners
- RMLD Citizen's Advisory Board
➢
Bylaw Committee
No
➢
Finance Committee
No
➢
Constables
Maybe
➢
Celebration Committee
No
➢
Cultural Council
No
➢
Board of Registrars
Maybe
➢
Moderator
Should be John A
➢
Rules Committee
No
➢
RCN Board of Directors
Yes
➢
Reading Ice Arena Authority
No
➢
Sick Bank
No
Community Services
➢
Community Planning and Development Commission (CPDC)
No
➢
North Suburban Planning Council (NSPC) & Metropolitan
No
Area Planning Council (MAPC)
➢
Economic Development Committee
Maybe
➢
Reading Housing Authority
Yes
➢
Board of Health
No
➢
Conservation Commission
Maybe
- Historical Commission & West Street Historical Commission
Yes
➢
Zoning Board of Appeals
No
➢
Council on Aging & Mystic Valley Elder Services
Yes
➢
Climate Advisory Committee
NO!
➢
Fall Street Faire Committee
No
➢
Recreation Committee
No
➢
Walkable Reading
No
Finance
➢
Audit Committee
No
➢
Retirement Board
Maybe
➢
Board of Assessors
Yes
➢
➢
Commissioners of Trust Funds
Veterans Memorial Trust Fund Committee
No
Kevin ?
Public Safety
Yes
➢
Fire Department
➢
Police Department
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Library Board of Trustees
( (5)
Town of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Board of Selectmen
Date: 2014 -04 -09
Building: Pleasant Street Senior Center
Address: 49 Pleasant Street
Purpose:
Attendees: Members - Present:
Pr- --e L) I s.e/j
Time: 7:30 PM
Location: Great Room
Chairman John Arena, Vice Chair Marsie K. West, Secretary Daniel
Ensminger, and memebers John Halsey and Kevin Sexton.
Members - Not Present:
Others Present:
Town Manager Bob LeLacheur and FINCOM members Barry Berman, Mark
Dockser, David Greenfield, Karen Herrick, Paula Perry, and Jeff Perkins.
Superintendent of Schools John Doherty, Assistant Superintendent Mary
DeLai, school committee members Linda Snow Docsker, Elaine Webb, Chris
Caruso, Chuck Robinson, and Jeanne Borawski. Library Trustee Vicki
Yablonsky. Bill Brown and Nancy Docktor and Administrative Secretary
Caitlin Saunders.
Minutes Respectfully Submitted By: Secretary Daniel Ensminger
Topics of Discussion:
Board of Selectmen reorganization
The Town Manager opened the floor for nominations for Board of Selectmen Chair for a
term 4/9/14 through 6/30/15.
A motion by Mr. Ensminger to nominate Mr. Arena as Chair was seconded by Ms West
No further nominations appeared, so the Town Manager closed nominations Mr. Arena
was elected Chair by a vote of 5 -0 -0.
Mr. Arena opened the floor for nominations for Board of Selectmen Vice Chair for a term
4/9/14 through 6/30/15.
A motion by Mr. Halsey to nominate Ms. West as Vice Chair was seconded by Mr.
Ensminaer. No further nominations appeared, so the Chair closed nominations. Ms West
was elected Vice Chair by a vote of 5 -0 -0.
Mr. Arena opened the floor for nominations for Board of Selectmen Secretary for a term
4/9/14 through 6/30/15.
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Board of Selectmen Minutes — April 9 2014 — page 2
A motion by Mr. Sexton to nominate Mr. Ensminaer as Secretary was seconded by Ms
West. No further nominations appeared, so the Chair closed nominations Mr. Ensminger
was elected Secretary by a vote of 5 -0 -0.
Mr. Berman called the meeting to order at 7:35pm.
He welcomed Mr. Halsey and Mr. Sexton to the Board of Selectman and then stated today's
meeting is mostly to decide if we should take money out of free cash to fund the early childhood
center. Mr. Berman noted we are already spending free cash at an unsustainable level and we
cannot continue to provide the current services without new revenue. Town Meeting is looking
for a plan on how to fund the early childhood center and we are the ones they are looking to.
Mr. LeLacheur stated that there will be no happy surprise with regeneration this year. He said we
had a tough year and we are using a half million of surplus to fund snow and ice. Now we have
to worry about next year's budgets because they will be relying on the extra they got this year.
Mr. LeLacheur said they are going to ask the Board of Selectmen to call a special town meeting
to change capital into debt. He stated we will use internal borrowing and then have a debt sale
around June to fund the Library and West Street projects. He said that is the cheapest way with
little interest and keeps cash in free cash while giving us time to decide what to do. Mr.
LeLacheur stated there really is no down side except for a small amount of interest.
Mr. Berman stated the $485,000 would be enough to get information out to the voters and
educate them on what is going on.
Mr. LeLacheur pointed out we did not give the library enough money upfront and wants to learn
from that mistake for this and future projects. He also mentioned that 15% design is a lot of
information.
Mr. Berman stated it is clear we are starting to fall behind which is the reasoning for voting for
spending more money. He said we need the extra money to sustain the services we already offer.
Ms. Perry said they were looking for an amount that would involve less cuts.
Mr. Dockser stated they were looking for a way to alleviate some issues and not fall more
behind. He also said we will eventually need to offer fewer services.
Ms. Herrick said they are trying to make everyone aware free cash will be gone in 2.5 years.
Mr. Greenfield said we need to warn Town Meeting we are heading towards an override.
Mr. Halsey stated the town needs to know that we are on a collision course. He also mentioned
we need to voice the fact that we do not have free cash and the cash we have is a reserve that
holds a bigger system together.
Mr. Dockser said its FINCOM's job to inform what free cash is and suggest where it is going but
ultimately it is Town Meeting that makes the final call.
Ms. West asked why this is the right year to use the extra 2 million. She said she has heard there
will be cuts every year so why this year is it time to use the extra money?
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Board of Selectmen Minutes — April 9 2014 — page 3
Mr. Berman stated we have enough money to fund this year's and next year's budgets but after
that we don't know how we are going to fund the capital budget and that's why we must start the
override talk because it takes time.
Mr. Greenfield said we have been on slow erosion with cuts along the whole way. He said we are
going to start seeing worse regeneration and we can't count on state funds or an override because
they are not guaranteed.
Mr. Brown pointed out the only reason we needed to use the extra money was for the schools
and it is not necessary because our schools are one of the bests.
Mr. Robinson said we should not be having the override talk yet because we are not nearly as
low as we were the last time an override happened.
Mr. LeLacheur said we need to think about all the capital projects happening and there will be a
voter burnout if we go to them with an override. He stated 5% in free cash, although lower than
what is recommended, seems reasonable. He stated it is better to have free cash on the side than
to keep going back to voters for overrides for more money. He also said we can't keep offering
all these services at high quality forever; we must chose, fewer services with high quality or
more services with less quality. Mr. LeLacheur said to remember that costs will keep going up
but rarely come down.
Mr. Berman stated that FINCOM agonized over the vote to use the extra money.
Mr. Greenfield said Town Meeting needs to voice their values and decide, if they want to sustain
services, they must spend more money and head towards an override but that is a discussion for
Town Meeting to have.
A MOTION BY ARENA TO CLOSE THE WARRANT FOR A SPECIAL TOWN
MEETING ON APRIL 28 TH , 2014 AT 8:30PM WITHIN TOWN MEETING
CONSISTING OF FAIR ARTICLES, SECOND BY WEST CARRIED WITH A 5 -0 -0
VOTE BY THE BOARD OF SELECTMEN.
A MOTION BY DOCKSER SECOND BY PERRY TO APPROVE THE SUBJECT
MATTER OF ARTICLE 3 AND MOVE $485,000 TO CAPITAL FUNDS CARRIED
WITH A 6 -0 -0 VOTE.
A MOTION BY DOCKSER SECOND BY GREENFIELD TO APPROVE THE SUBJECT
MATTER OF ARTICLE 4 CARRIED WITH A VOTE OF 6 -0 -0.
Mr. Ensinaer moved to go into Executive Session to discuss strategy with respect to
litigation and that the Chair declare that an open meeting may have a detrimental effect on
the bargaining position of the body, and to not reconvene in open session, seconded by Ms
West and approved by a roll call vote Arena — yes; Ensminger — yes; Halsey — yes; Sexton —
yes; West — yes.
Respectfully submitted,
Secretary
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