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HomeMy WebLinkAbout2015-03-24 Board of Selectmen Minutes OFF O Town of Reading b Meeting Minutes AECEIVED w OWN CLERK , oa•�� DING. Mr�SS. Board - Committee - Commission - Council: Board of Selectmen L1015 MAY -b P I- 24 Date: 2015-03-24 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, John Halsey and Kevin Sexton Members - Not Present: Others Present: Town Manager Bob LeLacheur, Assistant Town Manager Jean Delios, Community Services Director John Feudo, Executive Assistant Paula Schena, Bill Brown, Nancy Docktor, Carl McFadden, Tom Wise, Joe Dalessio, Karen Herrick, David Traniello, Walter and Dorothy Marshall, Stephen Crook, Jonathan Barnes, Tony Torra, Bryn Burkhart Minutes Respectfully Submitted By: Secretary Daniel Ensminger Topics of Discussion: Reports and Comments Selectmen's Liaison Reports and Comments - John Arena noted he was sorry to hear of the passing of Brendon Hoyt. He noted that he attended the Historic District Commission meeting regarding 186 Summer Avenue being in line with the Historic district. It was a constructive meeting. Since this was Marsie West's last meeting, Mr. Arena thanked Ms. West for her years of service. He thoroughly enjoyed her fun way and she will be missed. Last evening, March 23, Chairman Arena said he attended the Historic District Commission hearing on 186 Summer Avenue which was continued to April 2. The Commission grants a certificate of appropriateness to the applicant. Daniel Ensminger thanked Marsie West for her years of service and especially all of the work on the Zoning Advisory Committee. He then noted: • The Volunteer Appointment Subcommittee met on Tuesday, March 3 to recommend candidates for appointment at tonight's meeting. • He attended the Human Relations Advisory Committee on Thursday, March 5 and the topics discussed included distribution of the Rob Surette paintings that were unveiled on Martin Luther King Day. Two of the paintings will be reproduced in a smaller size so they can be hung in the Selectmen's Meeting Room. The paintings are of Martin Luther King, Abraham Lincoln, Lenny Zakam, Harvey Milk, Einstein and several other humanitarian honorees. The group also discussed plans for the Stand Against Racism with METCO Director Jason Cross. • He attended the Early Childhood Space Study Committee meeting on March 12. The Committee's work will be suspended until fall 2015 to allow the School Committee to focus on issues surrounding the deployment of the portable classrooms. Page 1 1 Board of Selectmen Minutes - March 24, 2015 - page 2 • He attended the Council on Aging meeting of March 10. The Trust Fund Commissioners reviewed the status of all the trust funds that help fund council initiatives. The Council will be sending the Selectmen a request for clarification on which Board or Commission bears liability for the proper expenditures of these trust funds. The Council also had a question about the status of associate membership which he explained. John Halsey thanked Marsie for her years of services and noted that he found it very inspirational that she ran for Selectman. He noted that she was always watching out for the residents. Kevin Sexton echoed the other comments regarding Marsie West and noted that she brought everything down to detail level. Her work on the Zoning Bylaw Committee was amazing. He visited the cemetery building and he could see where they are bulging but the building is not that bad, just the set-up is bad. Public Comment - Nancy Docktor thanked Marsie West for all of her hard work. Town Manager's Report - The Town Manager noted that the candidates for the Administrative Services Director were impressed that a Selectman participated in the interviews. We had a high caliber of applicants who all had different skills and interest. He attended a legislative breakfast and the state thinks they have a revenue problem. There will be layoffs at the state level. In addition, the Town Manager noted that Marsie West also served on the Finance Committee. He feels her time and effort was under appreciated and he thanks Marsie for all of her hard work. Personnel and Appointments Mystic Valley Elder Services Board of Directors, Council on Aging, Economic Development Committee, Community Planning and Development Commission and the Town Forest Committee - The Town Manager noted that the Volunteer Appointment Subcommittee held off on appointing any associates until after Town Meeting. A motion by Ensminger seconded by West that the Board of Selectmen confirm the Volunteer Appointment Subcommittee's recommendation to appoint the following: • Brian Snell to the Council on Aging with a term expiring June 30, 2016; • Karen Goncalves-Dolan to the Community Planning and Development Commission with a term expiring June 30, 2017; • Sandra Popaia to the Economic Development Committee with a term expiring June 30, 2017; • Kurt Habel to the Town Forest Committee with a term expiring June 30, 2015; • Brian Snell to the Mystic Valley Elder Services Board of Directors with a term expiring September 30, 2015; the motion was approved by a vote of 5-0-0. Discussion/Action Items Appoint Town Accountant - The Town Manager noted that the term is 15 months because we have changed to a fiscal. year. The Selectmen had high praise for Town Accountant Sharon Angstrom. A motion by Ensminger seconded by West to appoint Sharon Angstrom as Town Accountant for a term April 1, 2015 through June 30, 2016 was approved by a vote of 5-0-0. Page 1 2 Board of Selectmen Minutes - March 24, 2015 - page 3 Reading Ice Arena Report - Carl McFadden noted that the Ice Arena Authority returned $160,000 to the Town this year. That is the most it has ever returned. They have a reserve fund of $200,000. The purchased an electric Zamboni which improves the air quality and is quieter. They are trying to address North Reading's need for ice time. When Reading Youth Hockey is not using the ice then they are allowing North Reading to use it. Mr. McFadden noted that the ice arena is very well run. The Town Manager noted that Wilmington reached out to us for suggestions. The Town Manager noted that not every town takes care of their facilities like we do. Carl McFadden noted that Nelson Burbank inspects the rink every week. John Arena asked if there was a reason why the Town received additional funding from the Ice Arena this year and Mr. McFadden noted that they were able to give additional money because they paid off capital and everyone wants to use our rink which generates income. The Board thanked Mr. McFadden for this report. Permission for Early Increased Field Hours - John Feudo and Vice Chairman of the Recreation Committee Richard Hand were present. John Feudo noted that it will be three weeks before the fields are ready due to the snow. He noted that the before noon policy was put in place because most fields are in a residential neighborhoods. He is requesting 9:00 a.m. start time on Sundays for Parker Middle School, Birch Meadow, and Symonds Way Fields. This will allow them to get two extra games in. This will be for games and practices and he can put a condition that no amplified sound will be allowed. John Arena asked how long the 9:00 a.m. start will be needed and John Feudo indicated until the end of June. The Town Manager noted that this request has been made to prior Selectmen due to rain. A motion by Ensminger seconded by West to approve increased field hours for the Birch Meadow complex, the Symonds Way field and the Parker Middle School field for a 9:00 a.m. start on Sunday mornings through the 2015 spring sports season was approved by a vote of 5-0-0. Birch Meadow Update - John Feudo noted that he has an answer to add much needed recreation space without building a new field. Activities are growing 10% each year. The Master Plan is being reviewed but is not finalized. They will not shift fields because it is too expensive. Adding lighting to the fields will add four to five extra hours in the fall and an additional two to three hours in the spring and summer. It is cheaper to purchase more than one combo rather than piecemeal. Increased sales will increase the revenues and all surplus goes back to the general fund. All lights will be focused on the fields - the lighted field, softball field, Morton field, turf 2 and the little league field. They had to rent lights last year for the flag football. John Arena asked if all the fields will be connected and John Feudo indicated they will be all on one website. He noted that the current capital plan has $23 million for recreation. He proposes lighting everything now for $1 million and then start the other items with the remaining $1.3 million. The quote from the vendor shows a significant savings if purchased now and it includes a 25 year maintenance plan. Daniel Ensminger asked what type of lights will be used and John Feudo noted metal halide. There will be 26 fixtures with a $500,000 savings and 40% reduction in cot emissions. Page 1 3 Board of Selectmen Minutes - March 24, 2015 - page 4 John Feudo noted that the estimated field revenues are $55,000 for 2015 and they can rely on a 105 growth. John Halsey noted that there would be additional revenue if there are additional hours. The Town Manager noted that he recommends not intending to create a profit, just provide a service. John Feudo noted that athletics and youth activities were high priorities at the Financial Forum brainstorming session. The organizations who use the lights will pay for the use. The Town Manager noted that removing the telephone poles from the middle of the fields is a safety factor and saving $20,000/year on operating costs is great. He feels it would be terrific to reach out to the community to see what they want. If we end up turning back $100,000 then it should be used to pay off debt service. He suggests that the Selectmen hold neighborhood meetings. John Feudo noted that the goal is to get the kids off the Ipads and Xboxes. John Arena noted this pays huge dividends and he is strongly in favor of this. John Arena asked if the conditions of the fields will be an issue and John Feudo noted that they will do test borings first. John Halsey noted that what was just presented is the subject matter of an Article on the Special Town Meeting and he will recuse himself due to his involvement with the sports organizations and leave the room while it is being discussed and voted on. Close the Warrant for the April 27, 2015 Special Town Meeting - John Halsey left the room. John Arena noted Article 4 is to fund the lights; Article 5 is to fund the modular classrooms; Article 6 funds the High School retaining wall and Article 7 is to settle potential litigation. The Town Manager noted that John Feudo gave the presentation on Article 4. He recommends going for all the money and do it all at once. A motion by Ensminger seconded by West to recommend the subiect matter of Article 4 of the April 27, 2015 Special Town Meeting was approved by a vote of 4- 0-0. John Halsey returned to the meeting. The Town Manager noted that Article 5 might be tabled at Town Meeting. Superintendent of Schools John Doherty noted that the bids for the modular classrooms came in slightly higher than anticipated so we will go back out to bid and make changes to maximize the number of bids. The bids will be due on April 15, 2015 and the School Committee will vote on April 17"' so they will definitely know by Town Meeting. He noted that the School Committee does not want to ask for more than $1.2 million. Daniel Ensminger asked if they proceed if there is a mechanism for rescinding the use of free cash. The Town-Manager noted that Town Counsel will put wording in the motion along with the dollar amount. The Town Manager noted that for Article 6, Town Meeting approved the money to do the repairs to the retaining wall. This is a place holder. John Doherty noted that the cost will be determined by how much needs to be replaced and we won't know that until the snow melts. The Town Manager noted that Article7 is a place holder for settlement of litigation. Page 14 Board of Selectmen Minutes - March 24 2015 - page 5 A motion by Ensminger seconded by West to close the Warrant consisting of seven Articles for the April 27, 2015 Special Town meeting to take place at 8.00 P.m. at the Performing Arts Center, 62 Oakland Road was approved by a vote of 5-0-0. The Board did not vote on the remaining articles because they are just place holders. Revisit Driveway Permit - 181 South Street - John Arena noted that the Board approved the second driveway in March 2014. Tom Wise, owner of 181 South Street, noted that due to-the recent change in the Bylaw he has to go back for approval. There are minor site changes. The Town Manager noted that the Board of Selectmen does not need to re-approve. The applicant needs to go before the ZBA and they will determine the use of the driveway. There is no change to the driveway access and there is no change to the footprint. Mr. Wise noted that was correct, the only change is the door is facing a different way. Daniel Ensminger noted that there is a letter from Michael and Lee Anne Webb who are opposed to this. The Town Manager noted that the Selectmen can determine if they need to re-approve and if so then notify abutters. The driveway opening has not changed. If the ZBA changes the driveway then he would come back to the Board of Selectmen. John Halsey noted this is a non-event at this time. The consensus of the Board was that the curb cut has not been moved so the Selectmen do not need to take any action. Draft ad hoc Committee on Firearms Safety_ - The Town Manager noted that the term will expire next December but could- be extended. The membership consists of two Selectmen, the Police Chief or designee, one Town Meeting member, and three residents at large including a resident from the Timberneck Swamp neighborhood: Duties include suggesting strategies to improve safety; investigate the history of Timberneck Swamp and how it was designated conservation land; review the General Bylaw; and report to the Board of Selectmen by August 2015. Marsie West requested to change the wording "do not fulfill" to "may not fulfill". The Town Manager noted that the Board will need to determine if the Volunteer Appointment Subcommittee or the Board of Selectmen will interview the applicants. Bryn Burkhart, 161 Belmont Street, indicated she is interested in participating. Daniel Ensminger asked if the Police Chief will be a voting member and the Town Manager indicated yes due to the subject matter. Daniel Ensminger requested adding to the policy wording that"this committee is expected to meet twice a month." John Arena noted that the committee is obligated to have a report in August but not obligated to be done by August. A motion by Ensminger seconded by West to adopt the policy establishing the ad hoc Committee on Firearms Safety using the test as amended was approved by a vote of 5-0-0. Hearing - Water, Sewer and Storm Water Rates for FY16 - The Secretary read the hearing notice. The Town Manager noted that the local costs are fully within our control. The FY16 costs are low because the Capital Improvement Program has not been approved by Town Meeting yet. The MWRA charges are not under local control but we can use reserves to Page 1 5 Board of Selectmen Minutes - March 24, 2015 - page 6 smooth MWRA costs. Other factors are new users and conservation hurts the rates. John Arena noted that if we use less water, the rates increase. The Town Manager noted that there is no true savings for the 10% discount for early payment because we have to add 10% to the fee to account for it. If the discount is eliminated then everyone saves. We would then add a late fee which will be lower than 10%. John Halsey noted that the discount brings more money into the system. The Town Manager noted it builds up the reserves and we have a lot of reserves. The discount creates a mad rush on deadline day and creates bad feelings. It is not the best use of employees' time. John Arena asked how much the late fee will be and the Town Manager noted 14% and Town Meeting can set an additional fee. The Town Manager noted that water and sewer have approximately $1 million in reserves. We will use $150K of water reserves, but will not use the sewer reserves. The rates for FY16 with the discount for will be +2.4% increase in water; +1.4% increase for sewer for a combined total of 1.9%. If everyone gets the discount, then the rates for FY16 will be at -7.5% for water; -8.5% for sewer for a combined total of -8%. John Halsey asked if the 8% reduction will impact the reserves and the Town Manager noted that it will affect the regeneration of reserves - future reserves will stop flowing. The Town Manager noted that our rates are 10% higher than everyone else's. If we discontinue the discount, we will be the same as everyone else. John Arena noted that if we switch to everyone gets the discount then the reserves won't get recharged and there will be less capacity to smooth out rates. He noted our reserves are an insurance policy. Daniel Ensminger noted he is in favor of eliminating the discount. John Halsey suggested instead of saving 8% to make that 7% to help maintain the reserves because the MWRA's ability to borrow will be impacted in the coming years. The Town Manager noted that adding 9 cents and 7 cents will accomplish that. The Town Manager noted that there are two large river projects and the Selectmen will need to discuss if we want to do a study. Federal regulations are stricter than suggested and if we want to do both projects, the rates will increase $100 per family. Bill Brown indicated the Board should be careful about increasing the storm water management fees because it benefits the community so it is a tax not a fee. Paul Sylvester, Precinct 3, 421 Summer Avenue, indicated the better approach is the carrot (keep the discount) not the stick. He noted that we need to-encourage folks to pay on time. He asks to stay the same. The Town Manager noted that with everyone gets the discount, the Storm Water Management fees decreases 10% but he recommends keeping it at $40 instead of dropping to $36 only because that is what it has always been. The Town Manager noted that setting rates with the discount for everyone for water will be $8.83 per 100 cubic feet and a minimum quarterly bill of $17.66. For sewer it would be $9.76 per 100 cubic feet and a minimum quarterly bill of $19.52. Page 16 Board of Selectmen Minutes - March 24 2015 image 7 A motion by Ensminger seconded by Halsey to close the hearing on setting the FY16 water, sewer and storm water rates was approved by a vote of 5-0-0 A motion by Ensminger seconded by West to set the FY2016 water rate at $8.83 Per 100 cubic feet with a minimum guarteriv bill of $17.66 effective with the December, 2015 billing was approved by a vote of 5-0-0 A motion by Ensminger seconded by West to set the FY2016 sewer rate at $9.76 per 100 cubic feet with a minimum auarterly bill of $19.S2 effective with the December, 2015 billing was approved by vote of 5-0-0 A motion by Ensminger seconded by West to set the Storm Water Rate at $40 per unit (3210 sauare feet) per year to be billed auarterly effective with the December, 2015 billing was approved by a vote of 5-0-0 Vote and Sian Order Taking and Plan for Bus Shelter Easement at 25 Walkers Brook Drive - The Secretary read the hearing notice. The Town Manager noted that this is the last step before adding the bus shelter. A motion by Ensminger seconded by West to close hearing was approved by a vote of 5-0-0. A motion by Ensminger seconded by West to approve the Order of Taking and Plan for the Bus Shelter easement at 25 Walkers Brook Drive was approved by a vote of 5-0-0. Vote Annual Town Meeting Warrant Articles - The Town Manager reviewed the budget changes as follows: • Disability - When a Fire Fighter is out on disability, the department pays the wages plus the overtime to cover the position. He recommends moving the cost of the retiring Fire Fighters to Human Resources and this would only be for the ones that we know to be retiring. • There is a savings in health insurance; • There are a couple of small capital expenses; • Legal expenses one-time cost of $80,000; • Charter cost of$20,000 to mail; • Police software $15,000; • DPW - vacation/sick leave retirement; • Snow and Ice $900,000 over budget; • Rubbish and street lights savings this year; • Library strategic plan; • Natural gas expense $50,000; • Using $700,000 from free cash; • Using $140,000 from Inspections Revolving Fund and $600,000 from sewer The Town Manager noted that the three foot storm has been filed with FEMA. Article 12 is regarding the appointment of associate members. Marsie West asked if associates vote then what is the difference? The Town Manager noted it depends on how the voting rights are set up. Bill Brown noted the he will indefinitely postpone Article 13. Article 17 - Bill Brown noted the Cemetery Board is suggesting that the Cemetery building project be funded and move to the Building Committee. The Town Manager-noted that he agrees with what Bill says but the same problem exists at the DPW garage. Bill Brown noted that if the Building Committee looks at it they don't have to spend the money. Page 1 7 Board of Selectmen Minutes - March 24, 2015 - page 8 The Town Manager noted that the budget is being voted on by the Finance Committee tomorrow night. A motion by Ensminger seconded by West to recommend the subiect matter of Articles 4 through 12 of the April 27, 2015 Annual Town Meeting Warrant was approved by a vote of 5-0-0. A motion by Ensminger seconded by West to recommend the subiect matter of Articles 14 through 16 of the April 27, 2015 Annual Town Meeting Warrant was approved by a vote of 5-0-0. A motion by Ensminger seconded by West to recommend the subiect matter of Articles 18, 19 and 21 of the April 27, 2015 Annual Town Meeting Warrant was approved by a vote of 5-0-0. Approve Charter Changes Made by the MA Senate - The Town Manager noted that the Senate has approved the Charter changes with a couple of recommendations. They recommend in Section 1 to change January 1 to January 5 and in Section 8.11.3 they recommend changing the numbers to line up with State law. If the Board of Selectmen approves these changes then the House will approve this week. A motion by Ensminger seconded by West to approve the changes to the Home Rule Charter as presented made during the legislative process and prior to its final passage was approved by a vote of 5-0-0. John Arena noted that there have been emails and letters to the Editor regarding the naming of a field and he wanted to get the sense of'the Board. John Halsey indicated he feels honoring Peter Moscariello is appropriate. He feels that naming facilities needs to be relevant. Marsie West recommended creating a minimum standard for the naming of facilities. Kevin Sexton recommended doing a very good background check first. John Arena noted that they need to know who and why. He recommends the Selectmen draft a standard. He and John Halsey will collaborate on that. John Arena noted he would like to get the Reading 2020 group together again. The Town Manager suggested waiting until MAPC comes in and he recommends six of the group not all the Department Heads. The Town Manager asked when the Board wants to have the associate member discussion and Marsie West recommended some time before Town Meeting. Approval of Minutes A motion by Ensminger seconded by Sexton to approve the minutes of January 21, 2015 was approved by a vote of 3-0-2 with Ensminger and West abstaining. A motion by Ensminger seconded by West to approve the minutes of February 3, 2015 as amended was approved by a vote of 5-0-0. A motion by Ensminger seconded by West to approve the minutes of February 10, 2015 was approved by a vote of 4-0-1 with Halsey abstaining. Page 18 Board of Selectmen Minutes - March 24, 2015 - page 9 A motion by Ensminaer seconded by West to approve the minutes of February 24 2015 was approved by a vote of 5-0-0 A motion by Ensmin4er seconded by Sexton to adjourn the meeting at 10.20 p.m. was a roved by a vote of 5-0-0. Respectfully submitted, Secretary Page 9