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HomeMy WebLinkAbout2014-04-15 Board of Selectmen Minutes OFq�' 0 Town of Reading ` f e Meeting Minutes 9. INCORP��F Board - Committee - Commission - Council: Board of Selectmen 1014 JUN I I All: 13 Date: 2014-04-15 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Chairman John Arena, Vice Chairman Marsie West, Secretary Daniel Ensminger, Selectmen John Halsey and Kevin Sexton Members - Not Present: Others Present: Town Manager Bob LeLacheur, Office Manager Paula Schena, Town Clerk Laura Gemme, Fire Chief Greg Burns, Police Chief James Cormier, Head Dispatcher Vicky Avery, Steve Sadwick, Housing Authority Director Lynne Whyte,Tony Capobianco Minutes Respectfully Submitted By: Secretary Daniel Ensminger Topics of Discussion: Reports and Comments Selectmen's Liaison Reports and Comments - Daniel Ensminger noted he attended the Financial Forum and the early childhood meeting. There were a lot of concerns regarding traffic and the early childhood center. John Arena welcomed the new members of the Board. Town Manager's Report - The Town Manager gave the following report: Town Manager's Office ➢ Last week the new Board of Selectmen met and reorganized as follows: Chair John Arena, Vice Chair Marsie West, Secretary Dan Ensminger, and congratulations to the newest BOS members John Halsey and Kevin Sexton. ➢ Volunteers are a key ingredient for both the School department and Town government. We have recently sent out inquiries to all Town volunteers who have a term ending on June 30th to see if they are interested in continuing to serve. For newcomers, please check out the Town's website for some volunteer opportunities and background information at http://www.readingma.gov/town-manager/pages/volunteer-opportunities and if you see something that interests you then please download an application form at http://www.readingma.gov/sites/readingma/files/file/file/volunteer application.pdf. Note that in addition, there will be two openings as of July 1St on the Finance Committee because of term limits. The Selectmen's Volunteer Appointment Subcommittee will be meeting in late May to review the Board, Committee and Commission openings and match all volunteer's interested in helping out, so apply now! " " ➢ Tonight I will hand out a reorganized listing of BOS liaison assignments that attempts to capture the significant Boards, Committees and Commissions in Reading. For FY14, Goal #5 for the Town Manager and staff is as follows: "Discuss with BOS the need for broad 8CC meetings to convey information and expectations. For information, include Open Meeting Law Page 1 1 Board of Selectmen Minutes - April 15, 2014 - page 2 ➢ and Ethics trainings, and a discussion of electronic meeting support. For expectations, discuss two-way BOS-BCC communication options. As needed, give further direction to specific BCCs on their mission or operating procedure,"As part of the Retreat scheduled for May, we should discuss how to ensure that organized communication combined with clear shared Town-wide goals can properly utilize all of the amazing volunteer hours and efforts that we are fortunate enough to have in Reading. The BOS liaison assignments do not need to be completed until the Selectmen are comfortable in this approach. ➢ Tonight updates from MAPC, the Reading Housing Authority, the Charter Committee and the Citizen's Advisory Board (RMLD) will be presented. RMLD General Manager Coleen O'Brien is out of town but happy to answer any questions that might arise from tonight's review of REC activity, the Cost of Service study, or the projected rate increase (still +1.5% this summer). RMLD staff is examining the cost side to make sure the rate increase is needed. Next week we will hear from the Fall Street Faire Committee, Recreation, and the Reading Ice Arena Authority. ➢ Tomorrow night the Reading Garden Club hosts a Spring Kick-Off meeting for their Adopt-an- Island program, scheduled for 7pm at the Pleasant Street Center. They are a great example of a public-private partnership where the entire Town is the beneficiary. We have developed a DRAFT mapping tool that shows all the Adopt-an-Island sites in town here: http://bit.ly/leDLNU5 ➢ Enclosed in your packet over the weekend is the work to-date (shown in track changes) by the Charter Committee. Tonight you will receive an update, and be advised how the Board may participate if they have any suggested changes to the Charter. Please see a further explanation below under the Town Clerk section for a discussion of past and future steps. ➢ Please note the Proclamations tonight for Municipal Clerk's week and National Public Safety Telecommunication week, and join us in thanking both groups for their excellent work! ➢ We will be hosting a community workshop on behalf of the Boston Regional Metropolitan Planning Organization on Thursday June 12th from 5:30 - 7:00pm at the Pleasant Street Center. They are reviewing the 2015-18 Transportation Improvement Plan (TIP) and the Unified Planning Work Program (UPWP) and seek public comment on both documents. Copies of each will be available on our website when we receive them. Human Resources ➢ Retirements and a couple of open positions have caused the HR division to be exceptionally busy in the hiring process lately. Thanks to HR Administrator Carol Roberts and Administrative Secretary Petra Clements for overseeing and organizing the process, and congratulations to all those Town employees listed below for their new hire or promotions (' - effective July 1st and 2- effective May 26 1h): oAdministrative Services: Jane Kinsella (Business Administrator); Gail LaPointe (Operations Specialist); and Caitlin Saunders (Administrative Secretary). oCommunity Services: Jean Delios (Assistant Town Manager, Community Services); Jessie Wilson (Community Development Administrator); and Melissa Koster (Social Worker). oPublic Safety - Police: Mark Segalla (Deputy Chief); Richard Abate' and David Clark' (both Lieutenants). oPublic Works - Joe Huggins2 (Assistant DPW Director); George Strazzere (Highway and Equipment Maintenance Supervisor); Cody MacKinnon (Cemetery Laborer); Daniel Radocckia (Parks & Forestry Laborer); Peter Isbell (Water and Sewer Supervisor); John Cormier (Water Foreman); Arthur Menezes and David Chiaradonna (both Water Working Foremen). ➢ The hiring process continues as several more current or anticipated vacancies need to be filled over the next few months: oAdministrative Services: Human Resources Administrator 3; Assistant Town Manager Administrative Services; Business Analyst. oCommunity Services - part time zoning enforcement officer; regional part-time Housing Services Coordinator3. oPublic Safety - three Patrol Officers3 3- indicates hiring process is underway Page 1 2 Board of Selectmen Minutes - April 15, 2014 - page 3 Town Clerk ➢ A point of clarification about the Town Charter, which is enclosed in your packet for tonight: last year Annual Town Meeting approved some language changes about day counts and the Referendum process. The final step is to bring these changes to the voters for their approval. Due to the ongoing work of the Charter Committee, the Town Manager decided to delay the first set of changes until November 2014 Town Meeting is finished with the entire document and send all proposed changes to the voters at the local election in April 2015. ➢ Special Elections and Special Town Meetings have added to the already busy season at the beginning of the calendar year. The March 4th Special State Primary election saw 1,136 (6.3%) of voters cast ballots, while on April 1St at a combined Special State and Local elections 4, 468 (25.0%) voters participated. For election results please see: http://www.readincima.gov/town-clerk/­pages/election-resuIts ➢ Census forms are still being processed - please send one in if you have not yet done so. ➢ A reminder to all dog owners to please register everyone's best friend with the Town Clerk's office as quickly as possible. Dog registration is mandated by both Reading Bylaw and Massachusetts General Law (MGL) because of public health concerns, but registrations also help reunite lost dogs with their owners from time to time. Registrations are mailed out each year in the census and otherwise available online at: http://www.readingma.gov/town-clerk/pages/dog-licenses. Please note that the following late fee schedule is already in effect: after March 31St a one-time fee of $10 plus an additional $5/month fine thereafter; after May 31s' a one-time $50 fine for violation of MGL (we usually send out over 300/year). Annually the Reading Police department takes a small number of dog owners to court when they are in violation for more than one year. This is not a result that anyone wants: it is expensive to the dog owner and resource consuming for the Town. ➢ Town Meeting Season is upon us. Annual Town Meeting (ATM) begins at the Performing Arts Center at RMHS on Monday April 28th at 7:30pm. Last week the Board of Selectmen called for a Special Town Meeting to be at 8:30pm that first night of ATM to discuss the Early Childhood Center for all-day kindergarten and pre-school. On last Thursday Town Meeting members were mailed information about each Town Meeting, as well as Precinct Meetings that begin at 7pm on April 28th. As always, Warrant Reports for each Town Meeting are available 24/7 at the Police Station. If you have any questions please send an email to Town Clerk Laura Gemme IQemme(o)ci.read ing.ma.us or Assistant Town Clerk Julia Rodger i rodger(a)ci.read i ng.ma.us Technology ➢ We have temporarily repaired our voicemail system today by finding a scarce 20yr old part that we needed. Funding for a new phone system is in the capital plan for FY15 and this repair should be adequate for that time frame. Apologies for any inconvenience caused for the outage. Community Services Planning ➢ Work and public outreach efforts continue for the Zoning Advisory Committee's target date of summer 2014 to complete a draft overhaul of the Zoning Bylaws for the first time in over 80 years. To see continuous project updates please check out this website: http://www.vhb.com/readingzoning/. Attached is a letter sent out to Town Meeting zAc Town Meeting members last week: Mes ge_ATM 2014.E ➢ EDSAT - Survey will be completed by the end of the month, community meeting to follow ➢ RHSO - All 4 communities have been approved and a shared staff Housing person will be hired by July 1St ➢ DHCD DLTA $10,000 Grant Award - Consultant services will be funded by the grant to assist with a Downtown Organization as well as creating a cultural district. Page 1 3 Board of Selectmen Minutes - April 15, 2014 - page 4 ➢ MAPC DLTA $10,000 Grant Award - Economic Development planning including next steps related to the Priority Development Plan. ➢ Full update on May 13th on Bicycle and Pedestrian Plan - Draft plan being circulated for �.., review and comment - complete Streets policy --S. Main Street Roadway Diet - Met with Mass DOT and investigating possible realignment of S. Main Street to enhance ped/bike access and other amenities Conservation ➢ The State revised a Conservation Restriction on Harold Avenue that was previously signed by the Board last November. The revisions are further minor restrictions on the site, and the Board is asked to sign this final copy tonight. Health ➢ The Board of Health voted on March 20th to increase from 18 to 21 the minimum age allowed to purchase tobacco products, effective July 1, 2014. At their Public Hearing they heard from several area businesses that opposed this change, but in the end the vote was unanimous. The Boards of Health in Melrose, Wakefield and Winchester have also voted this change; Boards of Health in Malden, Medford and Stoneham are expected to follow suit this summer. Human/Elder Services ➢ On April 22nd at 5:30pm at Parker Middle School we will have a Volunteer Appreciation Dinner. Both Rep. Jones and Dwyer will attend as the do annually. It would be great if a BOS member or two could join us. ➢ We are very pleased to announce that Reading has received a State FY15 Mobility Assistance Grant in the amount of$46,495 to pay 80% of the cost of a replacement van. The remainder will be funded through a capital request in the FY15 (or from one of the COA Trust Funds), and there will be some capital funds leftover that may be needed for a replacement van for Recreation that has suddenly taken a tum for the worse. Recreation ➢ Recreation will be in front of the Board at your next meeting on April 22nd to give an update on their many activities. Please get in touch with myself or Recreation Administrator John Feudo at ifeudo(a)ci.reading.ma.us if there are any specific topics you would like to hear about. One program worth mentioning is already heavily subscribed to' the intergenerational Bingo Night at the Pleasant Street Center on April 24th from 4 - 5pm. Veterans ➢ The Veteran's POW/MIA Chair of Honor will be a special guest at this year's Annual Town Meeting, as a reminder to remember those patriots that have given their service and perhaps their lives to our country. Finance ➢ The FY15 state budget continues to wend its way through the legislative process. An early aid resolution from the House and Senate added about $75,000 in state aid to the somewhat low +0.8% figure found in the governor's budget. ➢ The state will send us $90,880 in one-time Pothole repair funding to be spent by next fall. Further details at: http://www.mma.org/public-works-energy-a-utilities/13136-cities-towns- to-ciet-additional-30m-for-road-repairs ➢ FY14 has seen a fairly heavy projected use of Free Cash, however the Special Town Meeting called for April 28th may lower that amount by $485,000. We are very close to the minimum of 7% Reserves that the Finance Committee has recently discussed as a target. ➢ In June we will issue permanent debt for the Library building project ($12 million) plus a few other debt-financed items that need approval from Annual Town Meeting. We expect to issue ten-year debt, but that decision will be made depending on market conditions at the time of sale. ➢ Our annual upgrade of the MUNIS financial software system was completed this past weekend, under the expert direction of Operations Specialist Gail LaPointe, Town Accountant Sharon Angstrom and Network Administrator Kevin Furilla. Page 1 4 Board of Selectmen Minutes - April 15, 2014 - page 5 Public Safety ➢ On February 28th we completed our expansion of ALS medications and equipment to all first line fire apparatus. Engine 1 and Ladder 1 that respond out of the Main Street Fire Station were registered with the State of Massachusetts as Class 5 Ambulances and now carry advanced life support equipment and medications. This completes our expansion of ALS medications and equipment to all fire apparatus. Engine 2 that responds out of the Woburn Street Fire Station has been registered as Class 5 Ambulance for a number of years. Public Works West Street Projects ➢ Work on West Street continues. Over the next 2+ years there will be a wide variety of contractors working on various aspects of the project. Weather, crew availability, and issues arising as work happens all impact planned work schedules. In general, all contractors have been told NOT to block driveway access unless proper notice is given to the homeowner - our preference is by knocking on the door well in advance. We will do our best to keep the lines of communication open during this time. One good resource to use is the Town's website at: http://www.readingma.gov/engineering= division/pages/west-street-construction-information. ➢ The West Street Roadway project ad date is scheduled for Aril 26th. This date is subject to the passage of the transportation bond bill. oThis will result in a construction start around the beginning of September. oGas company main installation continues, following the main installation, testing and pressurization the gas services to active customers will be replaced. Work is expected to be completed towards the beginning of July. oMWRA - Bid opening date has been extended to April 24th to permit responses to bidder questions. No additional bid postponement is expected. Construction is expected to begin the beginning of June and continue for 3 to 4 months. oThe web site will continue to be updated regarding all phases of the projects including proposed detour routes to the extent possible. ➢ Next week the Board will hear a request from the Town Manager to delegate the authority to him to establish temporary traffic rules and regulations in the area of the West Street project. The Police department Executive Officer Dick Robbins will be present to answer any questions - we did this very successfully during the RMHS construction project. Conditions change more quickly than the Selectman's meeting schedule does. Water & Sewer Project updates: Howard Street Sewer Main Replacement ➢ Work continued 4-14-2014, expected to be completed by June. Lewis Street &Charles Street Cured-in-Place Pipe Sewer Rehabilitation ➢ Specifications and design complete will go out to bid the end of April/ beginning of May. Water Main Phase A Capital Improvement ➢ Project will be split into two contracts 1) First contract will go out to bid this spring and will consist of the following streets: Main Street - South to Ash (Replace) -designed; Summer Ave (Replace)-designed; Bear Hill Road (Clean and Line)-designed; Minot Street (Replace)-designed; Libby Ave (Replace)-designed; Ivy Street Loop (New Main)-designed; Linden Street (Replace)-designed ➢ Mass Highway permit obtained for south Main St. ➢ Conservation filing completed and order of conditions received for Ivy Street Loop ➢ Awaiting Easement modification on Belmont Street properties -Spring Town Meeting Page 1 5 i Board of Selectmen Minutes - April 15, 2014 - page 6 ➢ 2) Second Contract will consist of the following Streets: Main Street - Salem to Mill (Clean and Line)-exist conditions and base plan " complete; Mill Street (Clean and Line); Locust Street to Auburn Water Tank ( Clean and Line) ➢ Mass Highway Permit application for North Main Street will be submitted this week ➢ All other permits have been obtained ➢ Project will be bid this summer Paving Project updates: ➢ The contractor (Lazaro Paving) will begin reclaiming Border Road and Breton Circle, on Tuesday, April 22 as part of the Town's Spring paving program. Work will then proceed to Deborah Drive, Applegate Lane, Covey Hill Road, Marla Lane (Apple Gate Lane to Spruce Street), Reading Terrace, Putnam Road, Cherry Lane Drive, Balsam Road, Ash Hill Road, Wescroft Road, Springvale Ave., Coolidge Road, Lisa Lane, Randall Road, and Willow Street (Lowell Street to the railroad crossing). ➢ Work on Willow Street shall not commence until June after the school year is completed at Austin Prep. By the end of this week, residents on some of the streets, especially Border Road and Breton Circle, can expect to see the contractor temporally lowering and burying all manholes and water gates in preparation for the roads scheduled for reclamation. Residents should expect road closures and detours while construction is occurring on their street. Construction updates along with detour routes, and road closures along with the list of streets affected with treatment types, will be posted on the Engineering Division's webpage. Other Projects ➢ Washington Park Improvements: Design is complete and we are in the process of finalizing the bid documents. Bid date is expected early May with construction to start in June. ➢ Auburn Water Tower Improvements: At April 1St meeting cell companies agreed to design and pay for new equipment support system and install project staging for temporary relocation of cell equipment. The installation of project staging is the only method where cell companies could can temporarily locate during the project and maintain cell service. Cell companies requested improvements tied to renegotiation of existing contracts and the participation by Verizon upon successful contract with Town for new equipment installation. Initial planned Bid opening date of May 15th expected to be delayed 30 to 60 days pending cell company/Town negotiations and required design modifications of support system and staging to be performed by the cell companies. ➢ DPW Study: Consultant preparing space analysis and draft layout plans on conceptual layout presented to Board. Draft report expected for staff review towards the end of May. Public Library ➢ Congratulation to all those involved in their efforts on the recent Ballot Question approved by local voters - now it's on with the project. ➢ Negotiations on the lease for temporary space are ongoing. When they are complete we will have some very exciting news to share with the community! The visible portion of the project will begin late next summer and early in the fall, and is expected to last 18 months or so. The new design is both functional and attractive - details may be found at: htto://www.readingpi.ora/about/library-building-program/ Marsie West asked if the Board of Health decided to change the age for buying cigarettes on their own. She noted this is not a health issue, but a policy issue and policy issues should come before the Board of Selectmen. She feels this is not good economically for Reading. It puts more oversight on the business owners and will force people to other towns for their Page 1 6 Board of Selectmen Minutes - April 15, 2014 - page 7 purchases. She asked why the Board of Selectmen were not notified about this and requested that the Health Director should come in to speak with the Board. John Arena noted that given 19 - 21 year olds are adults and easily make purchases of tobacco outside the town at college or work, the substantial burden on local commerce delivers negligible community benefits. Kevin Sexton asked what the driver was behind their decision. He noted that this seems like something that will hurt the local businesses and will do little to achieve the Board of Health's goal of reducing that age demographics use of tobacco products. Therefore, it is a lose-lose scenario. Proclamations/Certificates of Appreciation Proclamation - Municipal Clerk Week - Town Clerk Laura Gemme was present to receive the proclamation. A motion by Ensminger seconded by West to approve the proclamation for Municipal Clerk Week was approved by a vote of 5-0-0. Proclamation - National Public Safety Telecommunications Week - Chief Burns, Chief Cormier and Head Dispatcher Vicki Avery were present. A motion by Ensminger seconded by West to approve the proclamation for National Public Safety Telecommunications Week was approved by a vote of 5-0-0. Discussion/Action Items Establish BOS FY15 Meeting Schedule - The Town Manager suggested that a Selectmen be appointed to work out the schedule. John Arena indicated he would like workshops quarterly and he will work on the schedule with the Town Manager. John Halsey indicated he likes the Saturday meetings. Marsie West noted that the Town is borrowing voting devices for Town Meeting and she offered to help the Town Manager create a list of questions to ask. BOS Liaison Assignment - The Town Manager recommended that the Board members email their list of interests. Early Opening Request - Pure Fit Studio - Owner Catarina Cipriani was present and noted she has two access doors and people are only in when there are classes. The Town Manager noted that Jessie Wilson and staff have no objection. A motion by Ensminger seconded by West that the Board of Selectmen approve a license to operate a retail business between the hours of midnight and 6:00 am pursuant to Section 7.1 of the Reading General Bylaw and further Dursuant to section 3.9 of the Board of Selectmen policies to Pure Fit Studio, LLC, 34 Gould Street, subiect to the following conditions: 1. This license is for approval, pursuant to the Board of Selectmen regulation 3.9, to open for business not earlier that 5:00 am on Monday through Friday, and not earlier than 6:00 am on Saturday, Sunday, and holidays. 2. This approval expires at midnight, December 31, 2014; 3. All signs shall conform to the Zoning Bylaws of the Town of Reading; In granting this license the Board finds that in accordance with Section 5.10.4 of the General Bylaws: Page 1 7 i Board of Selectmen Minutes - April 15, 2014 - page 8 • It is in the interest of the public health, safety and welfare, or that Public necessity or convenience will be served by permitting such operation; and • There is no detrimental effect of such operation on the Town or the immediately abutting neighbors. The motion was approved by a vote of 5-0-0. MAPC Member Report - MAPC representative Steve Sadwick was present and gave the Board an update of events. He noted he attended a parking strategy forum and there was a big turnout and interest in parking. There is a lot of new technology regarding parking. The Town Manager noted that the Board will be discussing parking at their meeting on May 13th and he feels it time for the Town to take on liability issues to use private parking lots. Reading Housing Authority Report - Housing Authority Executive Director Lyn Whyte was present. She noted that they administer housing for low income. They do not receive any subsidy from the state. There are a lot of frozen funds in Section 8 and she was recently informed that she can release vouchers so she is pulling from a centralized wait list. They have received some sustainability grants so they will install new windows, lighting, etc. They had one lay off this year due to HUD cuts. In FY15 they will be doing siding on some houses. She noted that they administer 125 vouchers and have 16 homes. Some people take the vouchers and find a place because Reading does not have a large inventory. Charter Committee Update - Town Clerk Laura Gemme noted that the recodification draft is on the website and the prosed changes are mainly clarification. John Arena asked if there is any new language and Ms. Gemme indicated that anything in red is added text. Once the committee is done and the Board of Selectmen have approved the changes then it needs to go to Town Counsel and then to the voters. - Daniel Ensminger asked if there were any substantial changes to Article 3 and asked how could the Board of Selectmen go back and discuss the changes. Ms. Gemme indicated she would like to have a Selectmen liaison to the committee because more communication is needed. She also noted that the minutes are online. John Halsey indicated it seems like there is a lot of work on the form. Ms. Gemme indicated that the Charter Review Committee can only change form. If substantial changes are wanted then a Charter Commission is needed. Ms. Gemme noted that anything that changes the form of government is considered substantial. Marsie West indicated she would like to see suggestions that were not included in the recodification. The Town Manager suggested that only the Committees required by State law be included in the Charter that way the Charter doesn't have to change each time a committee does. Kevin Sexton asked what the state's process is for determining if a change is substantial and Ms. Gemme indicated she will find out. CAB (RMLD) Member Report - Citizen Advisory Board member Tony Capobianco noted that the CAB makes recommendations to the RMLD Board of Commissioners. Each member brings their feedback from their community. He noted that the Light Board just approved their budget and asked if the Selectmen should have been notified. Marsie West indicated they only want to know if something is going to cost us more money. Page 1 8 Board of Selectmen Minutes - April 15, 2014 - page 9 John Arena asked if the Light Department is allowed to retain earnings and Mr. Capobianco noted that they can keep some. They approved a rate increase of 4.50%; a service study is being done on the cost of service and 13,400 RECS were sold between January 2013 and September 2013. Mr.. Capobianco indicated he will not be continuing on after July 1 as the Town's representative due to family needs. Approve Internal Borrowing - The Town Manager noted that the Town has the authority to borrow internally. This is a cash flow management tool. The borrowing is for the Library project and the West Street project. A motion by Ensminger seconded by West that the Board of Selectmen approve the internal borrowing for the Library Renovation Proiect and the West Street Roadway Improvement Proiect as recommended by the Treasurer/Collector was approved by a vote of 5-0-0. Approval of Minutes A motion by West seconded by Ensminger to approve the minutes of March 18 2014 as amended was approved by a vote of 5-0-0. A motion by Ensminger seconded by West to go into Executive Session to discuss strategy with respect to collective bargaining and to discuss strategy with respect to litigation and that the Chair declares that an open meeting may have a detrimental effect on the bargaining position of the body, and not to reconvene in Open Session was approved on a roll call vote with all five members voting in the affirmative. Respectfully submitted, G'C Secretary Page i 9