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Home My WebLink About2015-08-11 Board of Selectmen Packet DRAFT - BOARD OF SELECTMEN 2015 AGENDAS 2015 8/6/2015 Staff Estimated August 11, 2015 Office Hour John Arena 6:30 Presentation on Nicotine, E-Cigarettes and Vaping Products McNamara 7:30 • Carolyn Wilson & Martha Intermunicipal Agreement with Wakefield for Sybert (school Post Program for Special Education students dept.) 8:30 Preview of Subsequent Town Meeting Warrant LeLacheur 9:00 Town Manager evaluation process Ensminger 9:15 September 1, 2015 Office Hour John Halsey 6:30 375th Celebration Foulds Board of Selectmen Communication Policy Ensminger Town Manager evaluation Ensminger September 15,2015 Vote to discontinue old Accuvote machines and approve the new voting machines 7:30 Discussion about moving local election to March 1, 2016 and combining it with the State Presidental Primary 7:40 Public Hearing Private Road Acceptances 8:00 Close Warrant for November Town Meeting 9:00 October 6, 2015 Office Hour Kevin Sexton 6:30 Vote November Warrant Articles October 20, 2015 October 28,2015 PSC 7:30 Financial Forum with School Committee, Library Trustees and Finance Committee November 3,2015 Office Hour Barry Berman 6:30 Town Meeting November 9, 2015 Monday Town Meeting November 12, 2015 Thursday Town Meeting November 16, 2015 Monday November 17,2015 Liquor License Renewals December 1,2015 Office Hour Dan Ensminger 6:30 December 15, 2015 Approve Licenses - non-alcohol Future Agendas Joint Meeting with RMLD Commissioners Joint Meeting with School Committee Multi Board/Committee Summit Reading 2020 Community Meeting Downtown Parking Strout Avenue Master Plan Recurring Items Close Warrants by Sep 23/Nov by Mar 3/April Review BOS/TM Goals Mar-July-Dec Tri-ann Review Customer Service survey results Feb & Aug Semi-ann Review Regionalization efforts as needed Appointments of BCCs June Annual Approve Classification & Compensation June Annual Appoint Town Counsel June Annual Tax Classification Hearing October Annual Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly RCTV members Report Semi-ann CAB (RMLD) member Report Semi-ann MAPC member Report Semi-ann BOS Appointed Boards, Committees & Commissions NEW Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual 4 6-F No c Office of the Town Manager 781-942-9043 •c`"' C• 'A c,';i' 16 Lowell Street townmanager @ci.reading.ma.us -'9•thYORp�� Reading, MA 01867 www.readingma.gov/town-manager To: Board of Selectmen From: Robert W. LeLacheur,Jr. CFA Date: August 6,2015 RE: August 11th Agenda Your meeting next week will be relatively brief, and please note up front that Selectmen Berman and Halsey will be absent and unavailable by phone. If your attendance is at risk please let me know as soon as possible due to the quorum needed. Also, John Arena has the Office Half-Hour at 6:30pm. I may be tied up in interviews but Matt can step in as needed to help out with that. There is a possible agenda item from the school department about an inter-municipal agreement with Wakefield for a Post Program for Special Education students who are between 18-22 years old. When/if that is confirmed I will advise the Selectmen and provide a copy of the agreement, and the Schools would come in at your meeting to make a presentation. At 7:30pm Maureen Buzby from Melrose will be in to give a presentation on nicotine, E-cigarettes and vaping products. She apparently gave one at a School Committee meeting a while back — should I receive any further information in advance I will also send that along. Representatives from the Board of Health and RCASA will be present at your meeting as well for this agenda item. If the school agenda item appears, they will be slotted at 8:30pm, otherwise next I will give an overview of the November Town Meeting Warrant. I do not intend to discuss any item in detail, but will give you a rough update of where some general and zoning bylaws are in terms of process, and be happy to answer any questions.At this time we are looking at either two or three nights for the Subsequent Town Meeting in November. Chairman Ensminger will then lead a short discussion about a proposed method to evaluate the Town Manager, with the intention to gather evaluations and present a summary either on September 15t or September 15`h OWN UrgEQOi A�;. t ~c'_. Town of Reading � " aMeeting Minutes .'woo°PP Board - Committee - Commission - Council: Board of Selectmen Date: 2015-07-21 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Chairman Daniel Ensminger, Secretary Kevin Sexton, John Arena and Barry Berman Members - Not Present: John Halsey Others Present: Town Mananager Bob LeLacheur, Town Clerk Laura Gemme, Administrative Services Director Matthew Kraunelis, Technology Director Kevin Furilla, Kim Honetschlager, Patrick McLaughlin, Executive Assistant Paula Schena, Christine Hansen, Bill Brown, Zachary Camenker, Jack Russell, George and Debbie Rio, Stephen Crook Minutes Respectfully Submitted By: Secretary Kevin Sexton Topics of Discussion: Reports and Comments Selectmen's Liaison Reports and Comments - Barry Berman noted that he attended the Library Building Committee meeting and the project is moving along on time and on budget. Drainage work is being done to contain runoff and to mitigate flooding in the neighborhood. They ran into ledge and will jackhammer it to remove it. He will be meeting with the Library Trustees to discuss the next steps once the library is done. He also noted that the Scully family has a boy with a variety of learning disabilities and is trying to raise $10,000 for a service dog. They have almost reached their goal and if anyone wants to donate they can drop off a check at Town Hall. Kevin Sexton noted that he attended the Firearm Safety Committee meeting. They have had five looks at a Bylaw revision. Town Counsel recommends scrapping the one we have and write a new one. He noted this is a very good group who is respectful and they will vote on one at their next meeting and hopefully bring it to the Board of Selectmen. Their next meeting is August 3 at 6:30 p.m. at the Police Station. The Volunteer Appointment Subcommittee met and the recommendations will be made tonight. Daniel Ensminger noted that he and John Halsey attended a 1 1/2 hour technology meeting last week. He, John Halsey and Kevin Sexton walked Birch Meadow to look at the proposed lighting. Issues are noise and parking and they will take it forward to a full public hearing at the end of summer. He also noted that Reading 2020 met Saturday morning. Town Manager's Report - The Town Manager noted that he and John Halsey spent most of today in interviews for the Health Agent. Selectman Halsey has been very helpful and the Board of Health says he is the best Selectman liaison they have ever had. w Page I 1 � Board of Selectmen Minutes - July 21, 2015 - page 2 The Town Manager read a letter from Criterion to Everett Blodgett withdrawing the application without prejudice. The Town Manager thanked the Historic District Commission for all their hard work but forewarned them that Criterion could come back. Proclamations/Certificates of Appreciation - American's with Disabilities Act - Chairman Daniel Ensminger read proclamation and a resolution from the State. A motion by Sexton seconded by Arena to proclaim July 26, 2015 as Americans with Disabilities Act Day was approved by a vote of 4-0-0. Christine Hansen was present to receive the proclamation and the resolution was given to the Town Clerk for display. Certificates of Appreciation for Retiring Volunteers Who Served Five Years or More - Jack Russell and George Rio were present to accept their certificates. A motion by Sexton seconded by Arena that the Board of Selectmen approve the certificates of appreciation for the following outgoing volunteers was approved by a vote of 4-0-0. Volunteer # of years B/C/C Barbara Meade 14 years Board of Health David Singer 12 years Board of Health Ronald O'Keefe 9 years Bylaw Committee Erica Lynne Deane 6 years Council on Aging Maria Higgins 5 years Economic Development Com. Meghan Young 9 years Economic Development Corn. George A. Rio 7 years Economic Development Com. John Russell 9 years Economic Development Corn. Karen Flammia 15 years Housing Authority Monique Pillow 7 years Human Relations Advisory Corn Gnanaratnam The Town Manager noted that we are still waiting to hear from the Attorney General's office on associate positions so they can attend but not participate in the meetings. Personnel and Appointments Climate Advisory Committee, Cultural Council, Fall Street Faire Committee, Human Relations Advisory Committee, Historic District Commission and Trails Committee - A motion by Sexton seconded by Arena that the Board of Selectmen accept the recommendation of the Volunteer Appointment Subcommittee as follows was approved by a vote of 4-0-0: • Denise Eaton to a position on the Fall Street Faire Committee with a term expiring 6-30-18; • Lynn Dornink to a position on the Human Relations Advisory Committee with a term expiring 6-30-18; • Edward Crowley to a position on the Trails Committee with a term expiring 6-30-16; • Jack Williams to the Historic District Commission as an Associate with a term expiring June 30, 2016 • Jack Williams to the Historical Commission as an Associate with a term expiring June 30, 2016; • David Williams to an Associate position on the Climate Advisory Committee with a term expiring 6-30-18; Page 2 Board of Selectmen Minutes - July 21, 2015 - page 3 • Lisa Egan to a position on the Fall Street Faire Committee with a term expiring 6-30-17; • Camille Anthony to an Associate position on the Historic District Commission with a term expiring June 30, 2016. Discussion/Action Items Election Machine Demonstration - Town Clerk Laura Gemme noted there will be a demonstration of two machines on August 5th at 10:00 a.m. and 1:00 p.m. and the Selectmen are invited to attend. She will then come back to the Board of Selectmen in September and ask the Board to discontinue the old machines and use the new machines. John Arena asked if the machines preserve a paper copy and the Town Clerk indicated they do not, but they give a tally and the ballot is put in the machine and locked up. The new machine will take an image and she will retain the paper ballot. John Arena asked if there was any difference between the longevity of the machines and the Town Clerk noted that it will be no greater than the current machines. The current machines are 20 years old. It was noted that Daniel Ensminger and Kevin Sexton will attend the demonstration. Vacate Final Judgement in Tax Lien - 216 Summer Avenue - The Town Manager noted this is a product of work from Town Counsel. When taxpayers fall behind in taxes, water and sewer bills then we take the property. There were mitigating circumstances due to health reasons. The owner will pay all monies owed. Daniel Ensminger asked the dollar amount and the Town Manager indicated it was over $100,000. A motion by Sexton seconded by Arena that as provided under MGL Chapter 60, Section 69, that the Board of Selectmen hereby vacate the final judgment entered on May 7, 2014 in tax lien foreclosure case Town of Reading v. Priscilla R. Norton, Case No. 13TL 147022 covering the property located at 216 Summer Avenue, Reading, MA Assessors' Map 15, Lot 226 upon payment by Priscilla R. Troutman on or before July 31, 2015 of all amounts due to redeem the tax taking covering the property, which include, but are not limited to, taxes and interest to the date of payment, all charges and fees associated with the foreclosure case and any costs incurred by the Town in the care, custody and control of the property after the entry of the judgement was approved by a vote of 4-0-0. Temporary Internal Borrowing Authority - Birch Meadow Lighting Project, Reconstruction of Water Services and Water Distribution System Improvements - The Town Manager noted we are borrowing internally for these projects. A motion by Sexton seconded by Arena that the Board of Selectmen approve the temporary internal borrowing of $1,000,000 for the Birch Meadow Field Lighting; $265,000 for water distribution system improvements; and $235,000 for reconstructing water services was approved by a vote of 4-0-0. Technology Division Presentation - Technology Director Kevin Furilla, GIS Administrator Kim Honetschlager and Senior Computer Technician Patrick McLaughlin were present. Page 13 Board of Selectmen Minutes - July 21, 2015 - page 4 Kevin Furilla noted he grew up in Reading and has been the Technology Director for 13 years in Reading. They are a four member team and do as much in-house as possible. He noted that Verizon helped the Town get started on the fiber network. Daniel Ensminger asked about redundancy and Kevin Furilla noted that was purchased last year but has not been installed yet. Kevin Furilla noted that over the years they have built a real data center; power issues have been addressed so the system doesn't go down when the microwave is being used; we are on a managed network with sophisticated wireless. The phones are being upgraded and that is long overdue. He is looking for direction for the coming years and he needs coordination from departments. John Arena asked about getting information from the web to the mobile devices. Kevin Furilla noted that Kim Honetschlager will show some programs and how we make things available to the public. The Town Manager noted that many products don't have applications yet. See Click Fix has an app. Kevin Sexton asked if he wants the Board to prioritize the systems we use now versus what we will want down the road. Kevin Furilla indicated yes, like body cameras for the police, etc. Kevin Sexton asked if there are grants available and Kevin Furilla indicated yes and they received one to do upgrades to the surveillance system. Barry Berman asked if the Town, Library and Schools are three different nations. Kevin Furilla noted that the municipal side is the leveraging system. The Library could add more. The RMLD is leveraging our network. The schools use our system for the financial forum and surveillance. The schools pay different prices. The Town departments work well together. GIS Administrator Kim Honetschlager reviewed the history of the GIS. She noted that the core tasks have not changed much. Most of it is from aerial imagery and it can be used for spatial analysis. John Arena asked if the GIS could be regionalized and Kim Honetschlager noted that her maps stop at the border. If we had a strong planning board organization then it could be regionalized. We were sharing with the RMLD but their needs are much different than ours. Daniel Ensminger asked if there was cost sharing on the flyover and Kim Honetschlager noted that it was. We joined a couple of other communities and ended with up 58 communities but the contractor flew too late and the data was not that good. Kim Honetschlager reviewed View Permit and Map Geo. She noted that DPW is using mapping on their smartphones for water and sewer. Kevin Sexton asked if there is any way to track the number of users and Kim Honetschlager noted there is a monthly report and it is used mostly by realtors and staff. Kim Honetschlager reviewed the new mapping portal that she has created. Daniel Ensminger asked if there is a map for bus and train routes and Ms. Honetschlager noted she is working on voting districts, school districts, bus stops and train stations. Barry Berman asked if there was a census app and Ms. Honetschlager indicated there is not and noted that dogs, incoming kindergarten students, etc. are privileged information. Kim Honetschlager noted that the infrastructure is there to do whatever the Selectmen want. She is looking for direction. Daniel Ensminger recommended unveiling the mapping portal at the Fall Town Meeting. Page 14 Board of Selectmen Minutes - July 21, 2015 - page 5 John Arena asked if this can be used to broadcast and Kim Honetschlager noted it can do mailing lists. Kevin Furilla noted that our reverse 911 system can notify but it is not tied into Kim's maps. Reading 2020 and Town Manager Goals: FY15 Review and FY16 Look Ahead - The Town Manager noted that it is important for the Selectmen to see what infrastructure is in place and decide what to do with it. If you want a Smart City Tech then we can do but what is the cost benefit. The Town Manager noted that the Selectmen reviewed goals on Saturday. They discussed public/private partnerships and suggested ways to collect data and measure performance. Emergency planning is almost done. The Board needs to plan a summit with Boards, Committees and Commissions and determine an agenda and who needs to attend. He suggests Chairs and Vice Chairs. He suggests they discuss roles as liaisons. The Town Manager noted that goal 1 is done and goal 2 is underway. The DPW facility did not go well. Volunteers are needed for the Permanent Building Committee. Daniel Ensminger noted there needs to be a two pronged approach to Birch Meadow. The Town Manager suggested that someone give a presentation to Town Meeting on the Birch Meadow Phase 2 and then hand out voting devices. He noted that we need to use Town Meeting for feedback. We get better results when there is a bigger audience. The Town Manager noted the Selectmen need to update the Selectmen's Policies. Also, there is a bylaw preventing non-residents from serving on Board and Committee. The Selectmen can revoke that. Daniel Ensminger noted that we don't want non-residents dominating any committees. The Town Manager noted the Personnel Policies need to be updated. The Library consulting work is underway. The Town Accountant is working on a fund balance policy. John Arena asked if the fund balance is related to the schools and the Town Manager noted it is not, it is more reserve fund driven. The FY16 Look Ahead includes community partners both regional and non-regional; services and performance measurement; communication; strategic planning in real estate and policy; and other internal operations. The goal is to strengthen area community relationships; examine town/school integration; explore partnerships with nonprofit and private and to conduct a master plan for Human/Elder Services. There is also a need to look at the reverse 911 communication tool and uses. The Town Manager noted that services and performance measurement are really difficult. Barry Berman suggested developing a service policy as an option. The Town Manager reviewed the Strategic Planning which includes: Economic Action Plan; Solar project; hazard mitigation plan; and recommending the composition of an ad hoc Master Plan Committee. Real Estate being looked at includes the Post Office, and the train depot. Parking is an issue at MF Charles so they are looking at putting commercial upstairs. Daniel Ensminger noted that another handicap space needs to be added Main Street on the Woburn Street - Haven Street stretch. The Town Manager reviewed the internal goals. He noted that Human Resources does not cater to the younger generation. We need to recreate to attract and maintain the younger employees. In addition, he wants Labor Counsel to review all of the Union contracts. He will do an operational and financial review and suggest to the Board a path forward to determine at what point do we ask for more money. Page 15 Board of Selectmen Minutes - July 21, 2015 -page 6 Barry Berman noted that it would be nice to know what we need to do to put the Town on firm footing for the next 15 years. That would include the "have to haves", growth in services and things we want to do. Kevin Sexton noted that a lot of people are moving into Reading because we do a good job. A lot of people are renovating instead of buying. Andover has a lot to offer too, but they are too far from Boston. Daniel Ensminger noted that he will have one or two draft formats of the Town Manager evaluation to review at the meeting on August 11. The evaluation will be compiled in September and then the review will be conducted. Approval of Minutes A motion by Sexton seconded by Arena to approve the minutes of June 23, 2015 as amended was approved by a vote of 4-0-0. A motion by Arena seconded by Sexton to adjourn the meeting at 10:00 p.m. was approved by a vote of 4-0-0. Respectfully submitted, Secretary • 6 lv Page 16 Schena, Paula From: LeLacheur, Bob Sent: Thursday, August 06, 2015 9:27 AM To: Schena, Paula Subject: FW: Tree City USA- 30 years For BOS packet Robert W. Lelacheur,Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanagerPci.readinq.ma.us (P) 781-942-9043; (F) 781-942-9037 www.readinqma.qov; Please fill out our brief customer service survey at: http://readingma-survey.virtualtownhall.net/survey/sid/ff5d3a5f03e8eb60/ Town Hall Hours: Monday, Wednesday and Thursday: 7:30 am - 5:30 p.m.;Tuesday: 7:30 a.m. - 7:00 p.m.; Friday: CLOSED From: Zager, Jeff Sent: Thursday, August 06, 2015 9:11 AM To: LeLacheur, Bob; Delios, Jean Cc: Keating, Bob Subject: Tree City USA- 30 years Bob/Jean: As you know Reading has reached the milestone of being a designated Tree city USA" community for 30 years, which is the 2nd longest tenure in the state. In recognition, the National Arbor foundation has presented us with a couple of commemorative signs, as well as a new banner( believe the previous banner was hung in the Selectmen's meeting room). Bob K is currently scouting potential locations for the signs, which would be placed on poles. We will hold onto the banner, pending any additional ideas for possible locations. Thanks, Jeff Jeffrey T. Zager 16 Lowell Street Reading MA 01867 1 / C 'CL ,