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Home My WebLink About2015-07-18 Board of Selectmen Packet Office of the Town Manager 781-942-9043 ANS: 16 Lowell Street townmanager @ci.reading.ma.us J� NC�RP�R/ Reading, MA 01867 www.readingma.gov/town-manager To: Board of Selectmen From: Robert W. LeLacheur,Jr. CFA Date: July 14,2015 RE: July 18th Agenda The Board is posted to meet this Saturday at 8am at Town Hall —the side doors should be unlocked and we will meet in the conference room next to your regular meeting place. The single Agenda items is to discuss Reading 2020, which includes both a final backwards look at FY15 goals and a draft of suggested FY16 goals. The enclosed packet has the following information: 5 page summary for FY15 1 page draft Reading 2020 working groups :- 1 page reminder of Selectmen's liaison assignments i 2 page draft FY16 goals I will provide regular coffee and some breakfast snacks on Saturday! Reading 2020 FY15 Working Group Status FINAL Comments -as of July 2015 R2020-1 Community Partners-Regional Ensminger,Sexton, Delios, LeLacheur HEALTH: Extensive discussions with BOH and Melrose/Wakefield results in Goal#14 - Review Current Regionalization reduced collaboration; Master Plannning done for 3-5 years; new part time efforts 100% PHN hired, new full time Health Agent interviews underway. ASSESSING: continued with Wakefield; third community discussed but unlikely. VETS: Discussions with Wilmington, Melrose/Wakefield/Saugus discontinued; full time VSO hired. RCASA: strong collaboration with many communities north of Boston. Goal#15- Examine possible future RECREATION: Discussions with Wakefield results in W Rec Comm split vote - regionalization opportunities 100% abandoned &W hires FT staff instead. HOUSING: Implemented Regional Housing Service Office with Wilmington, North Reading and Saugus. ANIMAL CONTROL: discussions underway with three communities. DPW: discussions underway with three communities- new opportunity. GENERAL: Regular meetings with North Reading,Wakefield,Stoneham, Melrose,Wilmington and Lynnfield plus occasional meetings with others have established strong mutual aid relationships as needed. R2020-2 Community Partners-Non Profit/Private Ensminger,Sexton, Delios, LeLacheur Extensive discussions with several parties ranging from real estate Goal#23-explore creative public/private opportunities to a new informal cultural group exploring formation of a partnerships 75% downtown cultural district; task is large needs to be subdivided and prioritized. Reading 2020 FY15 Working Group Status FINAL Comments-as of July 2015 R2020-3 Services&Performance Measurment West,Angstrom, Burns,Cormier Goal#9 - Create an Inventory of Public Services provided 100% MAPC completes extensive inventory of services offered to the public. Goal#10-Suggest ways to gather data and New Administrative Servies Director exploring expanded usage of'seeclickfix' measure performance 75% to other departments; next up expected to be Town Manager's Office. Goal#17- Review Public Health division 100% see Goal #14 above in R2020-1 Move to Public Services discussed but current location in Police department is optimal; a presence in Town Hall to go along with one in RMHS is ideal; Goal#18- Review RCASA 100% excellent regional collaboration in this area. Fire Chief updates overall emergency planning and joined with several other town staff continues to meet regionally; Community Development Director Goal#19- Review Emergency Planning 90% heading update of Hazard Mitigation Plan. R2020-4 Communication Ensminger,Sexton, Cormier,Zager, Urell Public Services staffing model changed to emphasize full time employees, setting up improved board communication; volunteer board liaison role Goal #3 - Board/Committee Summit 90% discussed with management team, RMLD and the Schools; Charter changes Goal #11 - Provide easy to use community seeclickfix' has proven to be easier and effective - more staff training and feedback methods 100% improved publicity will help. See Goal#3 above : Charter Review Committee had substantial discussions on the role of volunter committees in local government with the end result expanded board creation powers for elected boards; Board of Assessors Goal #22 - Examine role of boards and changing to appointed; BOS reviewed five boards due to sunset and continued committees 100% four of them. l�J Reading 2020 FY15 Working Group Status FINAL Comments-as of July 2015 R2020-5 Strategic Planning • Arena, Halsey, Delios, LeLacheur Goal#20- Implement & Encourage Bike/Ped Fully implemented by staff Parking Transportation Traffic Task Force in Planning 100% roadway evaluation process- see next goal. Fully implemented by staff PTTTF in roadway evaluation process; adopted by both BOS and Town Meeting; policy rated as top ten in country- ready for Goal#21 - Implement Complete Streets 100% grant funding as available. Two 40B applications in front of the town-working with state for best results; Goal#25 -Work towards 10%Affordable completed regional district for Housing Services (see goal #15 in R2020-1) with Housing 100% three communities; Housing Production plan complete. Several small projects completed, such as the bus shelter on Walker's Brook Goal#27 - Implement high priorities of PTTTF 100% Drive and sidewalk improvements. R2020-6 Strategic Real Estate Arena, Halsey, Delios, LeLacheur As part of larger MAPC effort this is one of the four areas of community Goal#26- Develop strategies for econ dev of dialogue and focus; discussions with RMLD, but their master space planning Industrial Zone 90% delayed. Review of Birch Meadow phase I field lighting completed - in retrospect more up front community dialogue should have occurred. My plans to do so in the winter 2015 were set aside in deference to School projects which was my mistake; current community survey for Birch Meadow phase II is underway- results expected to be presented to a Town Meeting by April 2016; Killam field Goal#28 - Review Recreation Facilities 90% project delayed by high bid s. Awaiting the formation of the Permanent Building Committee; conducted Goal#29 - Review Public Works Facilities 25% background discussions on location options. While the project is not complete, quietly and professionally all hands have kept the project on budget and on time. Expected completion is summer 2016. Goal #30- Library Building project- keep on There have been unexpected delays and discoveries, and a full and open track 100% dialogue has solved every issue thus far. Reading 2020 FY15 Working Group Status FINAL Comments- as of July 2015 The project is not quite half done, but again within the fiscal year it is being managed well by town staff as well as the MWRA,the roadway contractor and Goal #31 -West Street project 100% the gas company. Communication for abutters has been excellent. R2020-7 Strategic Policy Arena, Halsey, Delios, Lelacheur The BOS policies have been well organized and are ready for a comprehensive Goal #4 - Review Selectmen's Policies 25% review when time is available. Excellent process, probably much more extensive than initially imagined but Goal #6- Comprehensive Review of Town the results are exceptional.The new Charter is far more streamlined and easy Charter 100% to understand. It is set up for changes as may be needed in the fuuture. Excellent progress made-the bulk of the changes are complete. Nov. 2015 TM will have a simplified Purpose,Aquifer Protection and Telecommunications articles. Staff and Town Counsel did huge amounts of unanticipated work. Many lessons learned, one difficult balancing act is to encourage public Goal#7 -Comprehensive Review of Zoning participation too close to deadlines for preparing for a Town Meeting. Sign Bylaws 90% Bylaw delayed by federal court cases. communications with the public; Health discussed previously; a running list of Goal#8-Targeted Review of General Bylaws 75% Bylaw changes is maintained, some expected at November 2015 Town Action on the CPA discarded in favor of a comprehensive financial planning Goal#24- Explore and recommend strategy on effort that may well involve an Operating Override request for the voters Community Preservation Act 100% within the next two years. Bylaw created after extensive debate,Town Meeting and state approval complete;volunteer applications for committee have been slower than Goal#32 - Permanent Building Committee 95% expected. One issue is tradespeople and their possible conflict of interest. Reading 2020 FY15 Working Group Status FINAL Comments- as of July 2015 R2020-8 Internal Operations Budget presented to Town Meeting April 2015 formalizes organization chart, Goal #1 - Implement final phase of Town which now is changed in this manner instead of requiring an Article at a Town Manager's reorganization 100% Meeting. Budget presented a three-year staffing plan. To implement will require financial Goal#2 - Human Resources Planning 100% resources not available currently. Policies fully inventoried and categorized; changes awaiting advice from an Goal#5 -Organize & Review Town Manager employee Personnel Policy working group under the direction of the Policies 75% Adminstrative Services Director and Human Resources Director. Goal#12 -Comprehensive Review of Library Library received funding at April 2015 Town Meeting and the consultant's work Services 50% is currently underway, working with the Library Trustees and Library staff. The division worked shorthanded all year due to a medical situation but has Goal #13 -Create Technology Master Plan 75% made significant progress. Overview to be presented to BOS on July 21st. FINCOM investigation completed June 2015 with no adverse findings on Town procurement activities; centralized model has probably increased the total time spent on this important part of town government. Capital projects on the Town side are more efficiently managed using this approach however, and Goal#16 -Centralized Procurement 100% compliance is very strong. Completed in conjunction with the budget process.Continued partial funding of OPEB ahead of most communities.Support in this approach from Town and Goal #33 - long term liability planning 100% Schools yet reluctance from FINCOM to adopt a formal policy. One promising vendor closed business- no other opportunities to outsource a Goal#34- review current printing& mailing comprehesive town-wide billing statement effort exist. Will consider the costs policy 100% of doing so in house, but they are expected to be prohibitive. Completed with the Board of Selectmen in conjunction with the budget Goal#35- review town-wide fee structure 100% process. Goal#36-develop a Fund Balance Policy per Draft policy drafted by Town Accountant, approved by the Town Manager and GASB 54 90% awaiting DOR/auditor input. I DRAFT Reading 2020 Working Groups for FY16 -July 2015 Community Community Partners Partners NON Services&Perf Strategic Strategic Strategic Internal REGIONAL PROFIT/PRIVATE Measure Communication Planning Real Estate Policy Operations R2010-1 R2020-2 R2020-3 R2020-4 R2020-5 R2020-6 R2020-7 R2020-8 Dan Ensminger,Chair BOS 4 _ BOS BOS BOS BOS John Halsey,Vice Chair BOS 4 BOS BOS _ BOS _ BOS John Arena BOS 2 BOS BOS Barry Berman JKevin Sexton BOS 2 _ BOS BOS BOS 2 BOS BOS ~_Amy Lannon _ Library 2 _ staff I _ staff Bob Lelacheur Tn Mgr 4 CHAIR - staff staff CHAIR Greg Burns Fire 2 staff i L staff _ _ `Jane Kinsella Adm Svc 2 CHAIR _J staff _Jean Delios Pub Svc 3 staff staff CHAIR Jeff Zager DPW 2 • — staff I staff Jessie Wilson Pub Svc 2 I s taff • CHAIR Jim Cormier Police 2 staff _ { staff • Joe Huggins DPW 2 staff staff _John Feudo Pub Svc 2 CHAIR staff _Judi Perkins Adm Svc 2 staff staff Kevin Furilla Adm Svc 2 staff staff Mark Segalla Police 2 _ _ staff staff •Matt Kraunelis Adm Svc 3 staff CHAIR _ staff Nancy Heffernan Finance 2 _ staff _ staff Ruth Urell Library 2 staff staff Sharon Angstrom Finance 2 _ staff staff • o6 Administrative Services Public Services Boards and Committees Community Services Board of Selectmen VASC Sexton, Halsey Council on Aging Sexton School Committee Ensminger,Arena Mystic Valley Elder Services Sexton School Space Committee Berman,Halsey Board of Health Halsey Regional School District Arena Recreation Committee Halsey RMLD Commissioners Arena Fall Street Faire Halsey RMLD CAB Arena Cust.of Soldiers&Sailors Graves Sexton Bylaw Committee Sexton Community Development Finance Committee Berman,Arena CPDC Berman Library Building Committee Berman North Suburban Planning Council Berman Permanent Building Committee Berman,Sexton Metro Area Planning Council Berman Community Groups/Communication Economic Development Committee Berman RCN Board of Directors Arena Zoning Board of Appeals Sexton Cultural Council Arena Historical Commission Ensminger Climate Advisory Berman Historical District Commission Ensminger Reading Ice Arena Authority Halsey Conservation Commission Ensminger,Arena Walkable Reading Berman Reading Housing Authority Sexton Celebration Committee Berman Other Public Safety Ad Hoc Firearms Safety Comm. Halsey,Sexton Fire department Berman Animal Controls Appeal Comm. Ensminger Police department Berman Moderator Ensminger Human Relations Advisory Committee Sexton Rules Committee Ensminger RCASA Halsey Board of Registrars Ensminger Constables Ensminger Public Library Library Trustees Berman Finance Audit Committee Halsey Public Works Retirement Board Halsey Board of Cemetery Trustees Sexton Commissioners of Trust Funds Halsey MWRA Advisory Board Halsey Veterans Memorial Trust Fund Comm. Sexton Trails Committee Halsey Town Forest Committee Halsey DRAFT R ea ding 2020 FY16 Working Group R20.20-i Community Partners-Regional LeLacheur(Chair);Ensminger,Halsey,Cormier,Kraunelis Goal#1- Examine possible future regionalization opportunities Goal#2-Strengthen area community relationships Goal#3-Examine Town/School integration opportunities R2020-2 Community Partners-Non Profit/Private Feudo(Chair); Ensminger,Halsey,Delios,Urell Goal#4-explore creative public/private partnerships _ Goal#5-Conduct Master Plan for Human/Elder Services R2020-3 Services&Performance Measurment Kinsella(Chalr);Arena,Berman,Wilson, Heffernan,Angstrom Goal#6-Suggest ways to gather data and measure performance Goal#7-Develop peer community approach as is helpful to the organization R2020-4 Communication Kraunelis(Chair);Ensminger,Sexton, Lannon, Furilla,Segalla Goal#8-Website improvements Goal#9-Improve board&committee communication Goal#10-If'seeclickfix'selected, plan rollout in town departments Goal#11-Re-evaluate community-wide R911 communication tool&uses R2020-5 Strategic Planning Wilson(Chair);Halsey, Berman, Lelacheur,Burns, Delios Goal#12 -Complete Economic Development Action Plan Goal#13-Examine Municipal/Community Solar project Goal#14-Complete Hazard Mitigation Plan as required by FEMA and MEMA Goal#15-Recommend composition of an ad hoc Mater Planning Committee R2020-6 Strategic Real Estate Delios(Chair); Halsey,Sexton,Lelacheur,Zager,Huggins, Feudo Goal#16-Collaborate on Haven Street/Post Office redevelopment project Goal#17-Collaborate on train depot proposed housing project Goal#18- Review downtown parking in light of MF Charles redevelopment Goal#19-Complete Four Priority Development Areas study Goal#20- Recreation improvements Goal#21- Public Works Facility or Facilities Goal#22 -Complete Library Building project Goal#23 -Oaklnad Road property R2020-7 Strategic Policy Lelacheur(Chair); Ensminger,Arena, Burns,Cormier, Perkins, Kraunelis, Urell Goal#24-Comprehensive Review of Zoning Bylaws project Goal#25-Targeted Review of General Bylaws Goal#26-Targeted Review Selectmen's Policies R2020-8 Internal Operations Lannon,Kinsella,Zager, Huggins, Perkins,Furilla,Segalla, Heffernan,Angstom Goal#27 - Human Resources:Town Staffing Sustainability Goal#28-Complete Legal Review of all union contracts Goal#29-Complete technology initiatives: productivity/communication Goal#30-Complete Review of Library Services Goal#31 -Comprehensive financial review and suggested path forward � 1