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HomeMy WebLinkAbout2015-08-11 Board of Selectmen Handout DRAFT MOTIONS BOARD OF SELECTMEN MEETING AUGUST 11, 2015 Ensminger, Halsey, Sexton, Arena, Berman LeLacheur 6a) Move to approve the minutes of July 21, 2015 as amended. Move to adjourn the meeting at p.m. 2015 Subsequent Town Meeting Monday November 9, 2015 WARRANT OUTLINE REVISED 08/11/2015 Art. Mover/ Moderator Article Description Sponsor Comment Notes 1 Reports Board of Selectmen •375`h Celebration—Town Moderator Alan Foulds •Birch Meadow update—Town Manager Bob LeLacheur •RMLD annual report—General Manager Coleen O'Brien •Schools annual report— Superintendent Dr. John Doherty • Motion to Table—Selectman Chair Dan Ensmin er 2 Instructions Board of Selectmen •Motion to Table—Selectman Vice Chair John Halse 3 Amend the Capital Board of Selectmen •Motion—Selectman Kevin Improvement Program FY Sexton 2016 - FY 2025 •Presentation—Bob LeLacheur •FINCOM report—TBA 4 Approve Payment of Prior Board of Selectmen •Motion—Selectman Barry Year's Bills Berman •Presentation—Town Accountant Sharon Angstrom •FINCOM re ort—TBA 5 Amend the FY 2016 Budget FINCOM •Motion—FINCOM Chair Mark Dockser •Presentation—Bob LeLacheur •FINCOM re ort—TBA 6 Zoning Bylaw Changes — CPDC • Motion—CPDC Chair Jeff 2/3 vote required Purpose Hansen • Presentation—Jeff Hansen • CPDC Report—CPDC member Nick Safina • Bylaw Committee Report Articles 6-7-8 ? 8/11/2015 1 2015 Subsequent Town Meeting Monday November 9, 2015 WARRANT OUTLINE REVISED 08/11/2015 7 Zoning Bylaw Changes - CPDC • Motion-Jeff Hansen 2/3 vote required Telecommunications • Presentation-Jeff Hansen ♦ CPDC Res ort-Nick Safina 8 Zoning Bylaw Changes - CPDC • Motion-Jeff Hansen 2/3 vote required Aquifer Protection District ♦ Presentation-Jeff Hansen ♦ CPDC Res ort-Nick Safina 9 Bylaw Changes - 3.3.1.4 Board of Selectmen • Motion-Selectmen John Removal for Absence Arena ♦ Presentation-Bob LeLacheur ♦ Bylaw Committee report- Ste•hen Crook 10 Bylaw Changes - 3.3.1.3 Board of Selectmen • Motion-Dan Ensminger Residency requirement • Presentation-Bob LeLacheur ♦ Bylaw Committee report- Ste'hen Crook 11 Bylaw Change - Section 8.8 Board of Selectmen • Motion-John Halsey Animal Control ♦ Presentation-Bob LeLacheur ♦ Bylaw Committee report- Stephen Crook 12 Bylaw Change - Section Board of Selectmen • Motion-Kevin Sexton 8.9.1 Firearms ♦ Presentation-ad hoc Firearms Committee ♦ Bylaw Committee report- Stephen Crook 13 Road Acceptances - Board of Selectmen • Motion-Barry Berman Causeway Road; Cory Lane; ♦ Presentation-Town Counsel Dividence Road; Pond View; Ray Miyares Roma Lane and Sailor Tom's ♦ Bylaw Committee report- Wa Stephen Crook 14 ■ • ■ 8/11/2015 2 DRAFT Readin g 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 i _ R2010-1 R2020-2 R2020-3 R2020-4 R2020-5 R2020-6 R2020-7 R2020-8 1Dan Ensminger,Chair BOS 4 BOS BOS �_ BOS _ BOS John Halsey,Vice Chair BOS 4 BOS — BOS _ BOS B05 1 — • John Arena _ BOS 2 BOS BOS Barry Berman BOS 2 BOS BOS Kevin Sexton BOS 2 BOS BOS Amy Lannon Library j 2 staff staff Bob LeLacheur Tn Mgr 4 CHAIR staff staff CHAIR Greg Burns 1 Fire _ 2 — staff ---Ti staff • staff Jane Kinsella Adm Svc 2 CHAIR 1 Jean Delios Pub Svc 3 staff staff CHAIR Jeff Zager DPW 2 — staff r— staff Jessie Wilson Pub Svc 2 staff CHAIR Jim Cormier Police 2 staff • — staff Joe Huggins DPW 2 I staff staff --I---John Feudo_ Pub Svc 2 CHAIR _ staff --I--- Judi Perkins Adm Svc 2 1 staff staff Kevin Furilla Adm Svc 2 staff _�_ — staff Mark Segalla Police 2 staff I _ staff Matt Kraunelis Adm Svc 3 staff _ CHAIR staff Nancy Heffernan Finance 2 staff y - staff Tuth Urell Library 2 staff __ staff __ Sharon Angstrom Finance 2 _ staff � staff • DRAFT Reading 2020 FY16 Working Groups&Goals R2020-1 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(Chair);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-Imp_rove 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-Complete Hazard Mitigation Plan as required by FEMA and MEMA !Goal#14-Recommend composition of an ad hoc Mater Planning Committee R2020-6 Strategic Real Estate _ Delios(Chair);Halsey,Sexton, LeLacheur,Zager,Huggins,Feudo Goal#15-Collaborate on Haven Street/Post Office redevelopment project ,Goal#16-Collaborate on train depot proposed housing project Goal#17-Review downtown parking in light of MF Charles redevelopment Goal#18-Complete Four Priority Development Areas study Goal#19-Recreation improvements Goal#20-Public Works Facility or Facilities Goal#21-Complete Library Building project Goal#22-Oakland Road property _. R2020-7 Strategic Policy Lelacheur(Chair); Ensminger,Arena,Burns,Cormier,Perkins,Kraunelis,Urell Goal#23-Comprehensive Review of Zoning Bylaws project Goal #24 -Targeted Review of General Bylaws Goal#25 -Targeted Review Selectmen's Policies R2020-8 Internal Operations Lannon,Kinsella,Zager,Huggins,Perkins,Furilla,Segalla,Heffernan,Angstom Goal#26-Human Resources:Town Staffing Sustainability Goal#27-Complete Legal Review of all union contracts Goal#28-Complete technology initiatives: productivity/communication Goal#29-Complete Review of Library Services ?Goal#30-Comprehensive financial review and suggested path forward Town of Reading FY15 legal budget YTD ACTUAL BUDGET Variance July August September October November December January February March April May June . . BUDGET $450,000.00 YTD ACTUAL $ 484,076.69 - __ _ - __ ESTIMATED ENDING BALANCE $ (34,076.69) note:$10k surplus expected in labor counsel to offset Miyares&Harrington $ 242,590.04 $ 250,000.00 $ 10,270.26 $ 10,016.00 $ 30,052.52 $ 3.5,176.41 $ 24,865.46 $ 25,241.50 S 16,178.34 $ 13,930.28 $ 22,214.56 $ 22,933.00 $ 16,727.65 $ 14,984.06 Other $ 240,323.49,$ 200,000.00. ,$ 5,300.41 $ 2,114.56.$ 2,512.16 $ 927.90,S 1,057.50 $ 17,604.54.$ 23,843.11.$ 24,196.10.$ 50,354.55 $ 51,559.16,$ 20,337.40 $ 40,516.10 Polity development 22% $ 104,350.27 1$105,000.00 1$ 649.73 I 1 Town Meeting T $ 38,090.01 $ 40,000.00 $ 1,909.99 5 666.00 $ 2,484.64 5 518.00 5 5,156.60 $ 5_885.00 $ 7,906.34 $ 5,065.28 5 1,724.00 i 5 6,235.50 5 1,6.75.65:$ 773.00 Building Committee T $ 1,847.50_$ 2,000.00 $ 152.50. 1,387.505 460.00. - Firearm bylaw T $ 3,934.78 $ 3,000.00 $ (934.78) $ 1,097.50 _ i _ _ 5 1,702.00 $ 1,135.28 Charter project $ _ 18,088.14 $ 20,000.00 $ 1,911.86 $ 551.00 $ 129.50 $ 1,127.64!$ 4,955.50 S 1,672.50 $ 4,193.50 $ 1,988.00 $ 1,282.50 $ 1,384.50 $ 695.00 $ 108.50 Zoning Bylaw project $ 42,389.84 $ 40,000.00 $ (2,389.84) $ 32400 5 1,921.50 1 5 11,020.64 5 12.959.92 $ 6,105.72 $ 259.00 $ 111.00 $ 55.50 $ 3,049.28 S 869.00 $ 1,074.00 $ 4,640.28 Construction projects 48% $ 231,645.83 1$190,000.00 1$ (41,645.83) f TLT RMHS Public ot Library T $ 217 983.33 $175,000.00 $ $ 4 537.9 $ 2,059.06 $ 1,575.00 $ 927.90 $ 1,057.50 $ 17,604.54 $ 23,843.11 $ 24,196.0 $ 50,354.55 f$ 31,559.16 $ 32.00 jel TLT RMHS litigation(MH) $ 592.00 $ 1;000.00 $ 408.00 $ 240.50 $ 55.50 $ 296.00 _ _ _ -1 S 8 ( ) $ .$ .$ (42,983.33). j$ $ 19,752.40 I$40,516.10 1 Modular Classrooms $ 8,145.50 $ 4,000.00 $ (4,145.50) $ 1,670.50 $ 1,522.50 $ 1,262.00 $ 293.00 $ 3,397.50 Oakland Road land T $ 684.50 $ 2,000.00 $ 1,315.50 5 407.00 5 277.50 _- 1 Town Issues 5% $ 23,514.80 1$ 25,000.00 $ 2,051.20 I . .. . _ . . Alcohol licenses T $ 11,336.30 $ 12,000.00 $ 663.70 $ 840.88 $ 873.50 $ 5,596.78 $ 3,988.14 $ 37.00 RMLD T $ 5,470.00 $ 6,000.00 $ 530.00 $ 1,504.00 $ 180.00 5 220.50 5 2,497.00 $ 698.50 $ 370.00 HR issues T $ 3,538.00 $ 5,000.00 $ 1,462.00. _$_1,028.00'$ 2,510.00 Tax title taking $ 1,034.00 $- (1,0.34.00) __ _ $ 1,034.00 i Retirement Board $ 566.00 _ $ 566.00 celltower leases T $ 1,570.50 $ 2,000.00 $ 429.50 $ 18.50 $ 1,248.00 $ 304.00 - Land Use Issues 14% $ 89,173.25 1$ 85,000.00 )5 (4,173.25 Summer Ave $ 31,988.78 $ 25,000.00 $ (6,988.78) 5 1,419.00 $ 1,184.00_$ 425.50 $ 3,864.00 $ 4,873.00 S 5,731.00 $ 1,865.50 $ 827.00 $ 1,947.78 S 4,435.50 $ 5,416.50 Sutton Superfund T $ 12,697.00 5 13,000.00 $ 303.00 5 2.932.505 50.505 379.50 5 2,996.50 5 3,710.50 S 1.977.505 650.00 James Road T $ 1,247.00 $ 2,000.00 $ 753.00 $ 1,247.00 ___ __ Pearl Street T $ 2,718.00•$ 3,000.00 $ 282.00 $ 795.50 $ 1,205.00 $ 557.50 $ 48.00 $ 16.00 $ 96.00 Gardner Road T $ 10,654.83 $ 11,000.00 $ 345.17 _ 5 998.84 $ 540.35 $ 593.14 $ 1,054.50 $ 37,00 1$ 6,479.00 $ 933.50 .$ 18.50_ South Street T $ 9,282.64 $ 10,000.00 $ 717.36 $ 277.50 $ 4,264.64 $ 3,330.00 5 726.00 $ 314.50.$ 37.00 1$ 92.50 240.5 Legal settlements $ 20,585.00 $ 21,000.00 $ 415.00 $ 20,000.00 5 585.00 . Other Issues 7% $ 35,392.54 15 45,000.00 I$ 9,607.46 I Mryares&Harnngton T $ 34,229.38 $ 42,000.00 $ 7,770.62 $ 2,868.88 $ 2,037.50 5 4,203.00 S 1,552.00.$ 1,955.50 $ 2,009.50 $ 3,783.00 4,602.00•$ 2,986.50 $ 3,764.00.$ 2,079.00.$ 2,388.50_ Brackett&Lucas T $ 1,163.16 $ 3,000.00 $ 1,836.84 $ 522.00 S 641.16 . Annual Typical Run Rate T $ 142,704.10 $ 155,677 One-time issues $ 339,772.59 $150k budget for FY16 $ 482,476.69 1 j j C✓ :jllpwmt CARDINAL'S OFFICE �� 66 BROOKS DRIVE '(\-(^ ��� BRAINTREE, MASSACHUSETTS 02184-3839 617-782-2544 _=_ _, August 3, 2015 Board of Selectman 16 Lowell Street Reading, MA 0186 Dear Board of Selectman , It gives me great pleasure to invite you to join me on October 4th for a special Mass in thanksgiving to God for all the men and women who serve our communities as public safety personnel. This Mass will take place at 11:30 a.m. on Sunday. October 4. 2015. at the Cathedral of the Holy Cross in Boston. Invitations have been sent to hundreds of agencies throughout the Archdiocese of Boston,which comprises one hundred forty four cities and towns in Eastern Massachusetts, and we encourage all public safety personnel and their families, regardless of their faith, to be part of this special Mass. It is important to show these men and women, as well as their families,that we support them and pray for them. They are our heroes and heroines,and we wish to pay tribute to them and ask for God's blessings upon them. During this Mass we also wish to remember those who have died in the line of duty and to honor their families. Your presence at this Mass will be an honor for those who have made the ultimate sacrifice for our safety and security. In order to plan accordingly, I would kindly ask you to respond using the enclosed R.S.V.P. card no later than Friday, September 18th. Allow me this moment to thank you again for your continued service to the public, and to assure you of my prayers for you and all those who serve along with you. Looking forward to thanking you in person at the Public Safety Mass, I am Sincerely yours in Christ, -17Pan Mgioter_ Archbishop of Boston ko� <_\"c_;. Town of Reading b Meeting Minutes SSINC 00°9' 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. Page 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 Corn. Meghan Young 9 years Economic Development Corn. George A. Rio 7 years Economic Development Corn. John Russell 9 years Economic Development Com. Karen Flammia 15 years Housing Authority Monique Pillow 7 years Human Relations Advisory Com 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; C Page 12 l 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. �1 Page I 5 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 Page 16 TOWN OF READING Town Manager Evaluation FY 2015 Board of Selectmen Member: 9/1/2015 FY 2015 Town Manager Evaluation Reviewer: Town Manager: Robert LeLacheur Step 1: Assess Progress Toward FY'15 Goals (Complete pages 3-5 first; underline one choice for each set of goals.) R2020-1 Community Partners Did Not Meet Met Exceeded Regional R2020-2 Community Partners—Non- Did Not Meet Met Exceeded Profit/ Private R2020-3 Services & Performance Did Not Meet Met Exceeded Measurement R2020-4 Communication Did Not Meet Met Exceeded R2020-5 Strategic Planning Did Not Meet Met Exceeded R2020-6 Strategic Real Estate Did Not Meet Met Exceeded R2020-7 Strategic Policy Did Not Meet Met Exceeded R2020-8 Internal Operations Did Not Meet Met Exceeded Step 2: Assess Performance on Standards (Complete pages 6-8 first; then check one box for each standard.) Indicators Unsatisfactory= erformance on a standard or overall has not significantly improved following a rating of Needs Improvement,or performance is consistently c = rY= 9 Y P 9 9 P P Y v � � � � below the requirements of a standard or overall and is considered inadequate,or both. as -0 a) 'V a co N E Needs Improvement/Developing=Performance on a standard or overall is below the requirements of a standard or overall but is not considered to be Z o y= a) Unsatisfactory at the time. Improvement is necessary and expected u) a 0 x Proficient=Proficient practice is understood to be fully satisfactory.This is the rigorous expected level of performance. D E a W Exemplary=A rating of Exemplary indicates that practice significantly exceeds Proficient and could serve as a model of practice regionally or statewide. Standard I: Leadership and Professional Culture LI ❑ ❑ ❑ Standard II: Management and Operations ❑ ❑ ❑ ❑ Standard III: Community Engagement ❑ ❑ ❑ ❑ 1 FY 2015 Town Manager Evaluation Step 3: Add Evaluator Comments Comments and analysis are recommended for any rating but are required for an overall Standards rating of Exemplary, Needs Improvement or Unsatisfactory, or for an overall Goals rating of Did Not Meet or Exceeded. Comments: 2 Town Manager's FY'2015 Goals Check one box for each goal. I72 2 2 Area/Goal(s) el Description R-2020-1 Community Partners-Regional Goal#14 Review Current regionalization efforts ❑ ❑ ❑ Goal#15 Examine possible future regionalization opportunities ❑ ❑ ❑ R-2010-2 Community Partners—Non-Profit/Private Goal#23 Explore creative public/private partnerships ❑ ❑ ❑ R-2020-3 Services& Performance Measurement Goal#9 Create an inventory of Public Services provided ❑ ❑ ❑ Goal#10 Suggest ways to gather data and measure performance ❑ ❑ ❑ Goal#17 . Review Public Health division ❑ ❑ ❑ Goal#18 Review RCASA ❑ ❑ ❑ Goal#19 Review Emergency Planning ❑ _ ❑ ❑ R-2020-4 Communication Goal#3 Board/Committee Summit ❑ ❑ ❑ Goal#11 Provide easy to use community feedback methods ❑ ❑ ❑ Goal#22 Examine role of boards and committees ❑ ❑ ❑ R-2020-5 Strategic Planning Goal#20 Implement& Encourage Bike/Pedestrian Planning ❑ ❑ ❑ Goal#21 Implement Complete Streets ❑ ❑ ❑ Goal#25 Work towards 10%Affordable Housing ❑ ❑ ❑ 3 Goal#27 Implement high priorities of PTITF 7 ❑ ❑ R-2020-6 Strategic Real Estate Goal#26 Develop strategies for econ development of Industrial Zone ❑ ❑ O Goal#28 Review Recreation Facilities ❑ ❑ ❑ Goal#29 Review Public Works Facilities O ri ❑ Goal#30 Library Building project- keep on track O ❑ ❑ Goal#31 West Street project ❑ ❑ ❑ R-2020-7 Strategic Policy Goal#4 Review Selectmen's Policies ❑ ❑ ❑ Goal#6 Comprehensive Review of Town Charter n ❑ ❑ Goal#7 Comprehensive Review of Zoning Bylaws ❑ ❑ ❑ Goal#8 Targeted Review of General Bylaws ❑ u u Goal#24 Explore and recommend strategy on Community Preservation Act O Li O Goal#32 Permanent Building Committee ❑ ❑ R-2020-8 Internal Operations Goal#1 Implement final phase of Town Manager's reorganization ❑ ❑ ❑ Goal#2 Human Resources Planning ❑ O ❑ Goal#5 Organize& Review Town Manager Policies ❑ ❑ ❑ Goal#12 Comprehensive Review of Library Services ❑ [ ) ❑ Goal#13 Create Technology Master Plan ❑ ❑ ❑ Goal#16 Centralized Procurement ❑ ❑ 4 Goal#33 Long-term liability planning Pi Li i i Goal#34 Review current printing & mailing policy ❑ ❑ Goal#35 Review town-wide fee structure H ❑ 17 Goal#36 Develop a Fund Balance Policy per GASB 54 Comments and analysis (recommended for any overall rating; required for overall rating of Exceeded or Did Not Meet): 5 Town Manager's Performance Rating for Standard I: Leadership and Professional Culture c0 a)) v cn E CD cv a z a O X Check one box for each indicator and underline the overall standard rating. Ili W I-A. Leadership: Demonstrates strong leadership practices in the exercise of executive functions and personnel management. - I-B. Communication: Demonstrates strong interpersonal,written,and verbal communication skills. I-C. Commitment to High Standards: Fosters a shared commitment to high standards of public service delivery by staff, professional interaction with the public,and professional development,with high expectations for achievement for all. 1-0. Assessment: Ensures that all department and division heads use a variety of formal and informal methods and assessments to measure employee growth and understanding and make necessary adjustments to their practice when employees are not performing. 1-E. Evaluation: Ensures effective and timely supervision and evaluation of all staff in alignment with town policies,state regulations and contract provisions. I-F. Managing Conflict: Employs strategies for responding to disagreement and dissent,constructively resolving conflict and building consensus throughout all Town departments. Overall Rating for Standard I The Town Manager demonstrates strong leadership and promotes a strong professional culture. (Underline one.) Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for any overall rating; required for overall rating of Exemplary, Needs Improvement or Unsatisfactory): 6 Town Manager's Performance Rating for Standard II: Management and Operations o C o E a ca 0 E co Z ``- X c E w Check one box for each indicator and underline the overall standard rating. 0_ II-A. Environment: Develops and executes effective plans, procedures,routines,and operational systems to address a full range of financial, safety, health,and social needs. II-B. Human Resources Management and Development: Implements a cohesive approach to recruiting,hiring,development,and career growth that promotes high-quality and effective organization. II-C. Scheduling and Management Information Systems: Uses appropriate systems to ensure optimal use of data and time for staff productivity and collaboration,while minimizing staff disruption and distraction. II-D. Law,Ethics,and Policies: Understands and complies with state and federal laws and mandates,Board of Selectmen policies,collective bargaining agreements,and ethical guidelines. II-E. Fiscal Systems: Develops a budget that supports the Town's vision, mission,and goals; allocates and manages expenditures to balance goals vs.available resources. Overall Rating for Standard 11 IThe Town Manager uses resources to implement appropriate staff operations and facility management. (Underline one.) Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for any overall rating; required for overall rating of Exemplary, Needs Improvement or Unsatisfactory): 7 Town Manager's Performance Rating for Standard III: Community Engagement o c t) u' E N ca as co m > 0 E m Z o `}- a x j E w Check one box for each indicator and underline the overall standard rating. III-A. Sharing Responsibility: Collaborates with citizens and community stakeholders to formulate and support the Town's goals. III-B. Communication: Engages in regular,two-way, proficient communication with citizens and community stakeholders about Town I government performance. III-C. Community Concerns:Addresses community problems and concerns in an equitable,effective,and efficient manner. Overall Rating for Standard Ill The Town Manager forms effective partnerships among town employees, citizens, community organizations, and other (Underline one.) stakeholders that address citizen concerns and build support for the mission of Town. Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for any overall rating; required for overall rating of Exemplary, Needs Improvement or Unsatisfactory): ■ I q