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Home My WebLink About2015-09-01 Board of Selectmen HandoutDRAFT MOTIONS BOARD OF SELECTMEN MEETING SEPTEMBER 1, 2015 Ensminaer, Halsey, Sexton, Arena, Berman LeLacheur 5b) Move that the Board of Selectmen approve the pledge of license for Busa's Reading Liquors Inc. d /b /a Busa's Reading Liquors to Berkshire Bank in the amount of $1,500,000. 4) Move that the Board of Selectmen approve the recommendations of the Volunteer Appointment Subcommittee as follows: • David Zeek to a position on the Climate Advisory Committee with a term expiring June 30, 2017; • Emily Sisson to a position on the Recreation Committee with a term expiring June 30, 2018; • Brian Snell to a Mystic Valley Elder Services Board of Directors with a term expiring September 30, 2018; • Richard Robbins as a Constable with a term expiring June 30, 2016; • to the Animal Control Appeals Committee with a term expiring June 30, 2018; • to an Associate position on the Animal Control Appeals Committee with a term expiring June 30,2015; • to the Conservation Commission with a term expiring June 30, 2017; • to the Conservation Commission with a term expiring June 30,2018; • to the Human Relations Advisory Committee with a term expiring June 30, _ 5c) Move that the Board of Selectmen approve the Inter Municipal Agreement between Reading and Wakefield to share a Special Education Program for youth ages 18 -22. 6a) Move that the Board of Selectmen approve the minutes of August 11, 2015 as amended. D 8a) Move to go into Executive Session to discuss strategy with respect to litigation — Sutton Brook and that the Chair declares that an open meeting may have a detrimental effect on the bargaining position of the body, and will not reconvene in Open Session. 0 DRAFT - BOARD OF SELECTMEN 2015 AGENDAS 2015 9/112015 Staff Estimated September 1, 2015 Office Hour John Halsey 6:30 Amplified Sound permit (McFadden) LeLacheur 7:20 Busa Liquors Pledge of License LeLacheur 7:30 Appointments Animal Control Advisory Committee, CPDC, Conservation Commission, Recreation Committee, Mystic Valley Elder Services, Climate Advisory Committee 7:40 Intermunicipal Agreement with Wakefield for Post Program for Special Education students Carolyn Wilson & Martha Sybert 8:00 Preview Town Meeting Articles - focus on financial items LeLacheur 8:15 Board of Selectmen Communication Policy Ensminger 8:30 Town Manager evaluation Ensminger 9:00 Executive Session Litigation: Rocco's landfill update LeLacheur 9:30 September 15, 2015 375th Celebration Alan Foulds 7:20 Vote to discontinue old Accuvote machines and approve the new voting machines LeLacheur 7:30 Discussion about moving local election to March 1, 2016 and combining it with the State Presidental Primary LeLacheur 7:40 Early Opening Request - Tread LLC LeLacheur 7:55 Public Hearing Private Road Acceptances Town Counsel 8:00 Public Hearing Close Warrant for November Town Meeting LeLacheur 9:00 September 16, 2015 PSC 7:30 Financial Forum with School Committee, Library Trustees and Finance Committee FY16 budget October 6, 2015 Office Hour Kevin Sexton 6:30 Public Hearing Approve Classification & Compensation LeLacheur 8:00 Vote November Warrant Articles October 20, 2015 Town Accountant Quarterly Report Angstrom 0 October 28, 2015 PSC 7:30 Financial Forum with School Committee, Library Trustees and Finance Committee FY17 budget 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 Anonal Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly RCTV members Report Semi -ann CAB (RMLD) member Report Semi -ann 0 MAPC member Report Semi -ann BOS Appointed Boards, Committees & Commissions NEW Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual r oFRFq� Office of the Town Manager 781 - 942 -9043 - 16 Lowell Street townmanager@ci.reading.ma.us Reading, MA 01867 www.readingma.gov /town - manager To: Board of Selectmen From: Robert W. LeL.acheur, Jr. CFA Date: August 27, 2015 RE: September 1' Agenda Carl McFadden will appear in front of the Board at 7:20pm next week to discuss minor changes to the wildly popular Hag football program, and seek permission to continue to receive an amplified sound permit, given these changes. Next we will have a representative in from BUSA Liquor, who would like to be able to pledge their liquor license, an act that requires a vote from the Selectmen. The third item will be several appointments for your volunteer boards. The Volunteer Appointment Subcommittee met earlier this week, and must again meet next Tuesday to continue their work to make suggestions to the full Board. In your packet this weekend is their work to date. Carolyn Wilson and Martha Sybert from the School department will be in to request that the Board approve an Inter Municipal Agreement between Reading and Wakefield to share a Special Education Program for youth ages 18-22. On Monday August 31" the School Committee will vote on this IMA. Both the Selectmen and School Committee in Wakefield have already approved it. I will review the financial articles that will be presented to Town Meeting with an emphasis of the proposed changes to the Facilities department. Chairman Dan Ensminger will then lead a discussion about Selectmen communication policies. Things to discuss are email responses to both individual and group emails, and information sharing with fellow board members, keeping in mind Open Meeting laws. I am happy to play whatever role the Board wishes in this process and Matt Kraunelis will be able to assist. The Board will then conduct an evaluation of the Town Manager. Lastly we have a brief update in an Executive Session on the Rocco's landfill case that went rhough Town Meeting. DRAFT Reading 2020 FY16 Working Groups & Goals R2020.1 Community Partners - Regional LeLacheur(Chalr); 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, Dellos, Urell Goal #4 - explore creative public /private partnerships Goal #5 - Conduct Master Plan for Human /Elder Services R2020-3 Services & Performance Measurmem Kinsella(Chair); Arena, Berman, Wilson, Heileman, 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 jGoal #8 - Webske 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, Bums, 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 Real Estate _Strategic Delios(Chalr); 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 419 - Recreation Improvements Goal #20 - Public Works Facility or Facilities Goal #21- Complete Library Building project Goal #22 - Oakland Road property R2020 -7 Strategic Policy Ensminger, Arena, Burns, Cormier, Perkins, Kraunelis, Urell _.LeLadxur(Chair); Goal #23 - Comprehensive Review of Zoning Bylaws project Goal #24- Targeted Review of General Bylaws Goal #2S - Targeted Review Selectmen's Policies R2020 -8 Internal Operations Lannon, Kinsella, Zager, Huggins, Perkins, Furilla, Segalla, Heffernan, Angstom _ Goal #26 - Human Resources: Town Staffing SustainabilRy _ 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 pathforward ora I Town of Reading 16 Lowell Street FoReading MA 01867 °' °•^� ^�' °'� 1015 Al!6 -S A4 8� 17 Office of the Town Clerk fax: 781 - 942 -9070 781 - 942 -9050 website: www.readingma.gov. Name: `v (Last) Address: Application for Appointment to Boards Committees and Commissions Date: Phone (Home): _ _ - Phone (Work): ./ /., Which number should be listed? Occupation: ' ° �' Number of �o =•= �^ o > =��n�• '� Are you a registered voter in Reading? _P'6_5 E-mail address: Place a number next to your preferred position(s) (up to four choices) with number 1 being your nrsc priority. (Please attach a resume if available) _ Animal Control Appeals Committee _ Audit Committee _ Board of Appeals _ Board of Cemetery Trustees _ Board of Health Board of Registrars Bylaw Committee _ Celebration Committee _ Climate Advisory Committee _ Commissioner of Trust Funds — 12ommunity Planning and Development _ ✓Conservation Commission _ Constable —Contributory Retirement Board _ Council on Aging —Cultural Council Custodian of Soldiers' and Sailors' Graves Please outline relevant exoerience for the Dos! W .1 _ Economic Development Committee _ Fall Street Faire Committee _ Finance Committee _ Historical Commission _ Housing Authority _ Human Relations Advisory Committee _ MBTA Advisory Committee _ Metropolitan Area Planning Council _ Mystic Valley Elder Services RCTV Board of Directors _ Recreation Committee _ RMLD Citizens Advisory Board _ Town Forest Committee _ Trails Committee _ West Street Historic District Commission _ Zoning Board of Appeals Other T Jrl_4t0fe %t heeua ✓se, D1 vhi5 .Z cvo /d ik a- 64 the Cm.sl/A'Jib n GrnM•ssiei,- Ili y� y Inter- Municipal Agreement Between Town of Reading and Town of Wakefield This Inter - Municipal Agreement ( "Agreement') is made this 31" day of August, 2015 pursuant to the provisions of Massachusetts General Laws Chapter 40, Section 4A, and every other power they may have, by and between the Town of Reading, a municipal corporation with an address of 16 Lowell Street, Reading, MA 01867 (hereinafter referred to as "Reading "), acting by and through its Board of Selectmen, and the Town of Wakefield, a municipal corporation with an address of 1 Lafayette Street, Wakefield, MA 01880 (hereinafter referred to as "Wakefield "), acting by and through its Board of Selectmen. RECITALS Whereas, Wakefield and Reading (hereinafter collectively referred to as the "Towns ") desire to achieve economies by sharing the services of a Purposeful Opportunities for Successful Transition Program (the "POST Program "), to be carried out by the Reading and Wakefield School Committees (hereinafter referred to as the "Reading Public Schools" and "Wakefield Public Schools ", respectively) in accordance with the terms of this Agreement; and Whereas, pursuant to G.L. c. 40, §4A, this Agreement has been approved by the Boards of Selectmen of Reading and Wakefield on the recommendations of the School Committees of the Reading and Wakefield; Now, therefore, in consideration of the premises set forth above, and the mutual promises set forth below, and for other good and valuable consideration the receipt and sufficiency of which are hereby acknowledged, the undersigned hereby agree as follows: 1. Purpose of the POST Program. The POST Program is a collaborative post- secondary special education program for students 18 -22 years of age, housed in downtown Wakefield, that provides experiential and educational opportunities in the areas of daily living, employment, community inclusion, recreation, leisure and real world academic skills in order to promote successful transition to adulthood. The main goal for the program is for young adults to gain the necessary skills to become confident, independent, and integrated members in the Wakefield and Reading communities. 2. POST Program Staff. The Wakefield Public Schools shall appoint and employ all POST Program Staff, provided however, that, all employment- related decisions shall be made after consultation with Reading. POST Program Staff shall consist of the following:, two (2) Special Education Teachers I Educators; four (4) Job Coach I U Instructional Support Persons; and a portion of Wakefield's Special Education Coordinator (collectively the "POST Program Staff'). The Wakefield Public Schools shall be responsible for the salaries paid and all employment - related benefits granted to the POST Program Staff. Without limiting the generality of the foregoing, the Wakefield Public Schools shall be responsible for any medical or other insurance, retirement contributions, workers' compensation coverage, unemployment benefits, and other leave to which the POST Program Staff may be entitled by law or by contract. See appendix A of this agreement for the preliminary estimates of costs directly related to the POST Academy Program. The Wakefield Public Schools (with approval from Reading Public Schools) shall be responsible for payment of contracted service costs, supply costs, utility cost, vehicle lease payments, vehicle and grounds maintenance costs, and other program related costs (including but not limited to vehicle insurance, maintenance, fuel and registration). 3. Enrollment. a. Enrollment from Wakefield and Reading. Enrollment of Wakefield and Reading students in the POST Program shall be based on needs, as designated in a student's Individualized Education Plan. The Towns anticipate and recognize that enrollment will fluctuate each year. b. Enrollment from other communities outside of Wakefield and Reading. The POST Program may from time to time allow other communities to pay tuition to enroll students (based upon enrollment openings) in the POST Program. Any tuition collected will be paid to Wakefield Public Schools and deposited into a Revolving Account. Tuition amounts will be set based on agreed amounts by Wakefield and Reading Superintendents for needed services for each student. 4. Calculation of cost share for the term of this Agreement. For the period through June 30, 2016 Reading's share of the costs will be capped at $150,000. In future years, all tuition funds received from other communities will be deducted from the annual operating costs prior to allocating the Reading and Wakefield cost share portions. After tuition revenue has been allocated, the remaining operating cost(s) (including but not limited to salaries and all benefits for POST Program Staff and all other program- related costs described in Section 2, above) will be shared in accordance with Appendix A. Reading will make estimated payments on December 1, March 1 and on or before June 30 of each year throughout the Term. 5. Program location and renovations. The proposed location of the POST Program is 5 Oak Street, Wakefield, MA. The Reading Public Schools will provide an educational space for this program starting on September 1, 2015 until construction has been completed at the permanent location in Wakefield (estimated to be January 1, 2016). The Wakefield Public Schools shall be responsible for initial start-up costs related to renovating the agreed upon program location. Ongoing repairs and needs specifically related to the program shall be shared (based on the cost share formula set 2 0 forth in Section 4 of this agreement). Reading will pay an annual fee of $2,500 per Reading Student until such time as one -half of the construction costs have been recuperated or until such time as this agreement is dissolved. The annual fee will be invoiced by Wakefield on or about March 1" and due by June 15a each year. Wakefield will provide a detailedjoumal of all construction costs to Reading by March 1, 2016. If students are enrolled from other districts under Section 3(b) of this agreement, this annual fee may be recalculated. 6. School year / work time. The POST Program will follow the calendar of the Wakefield Public Schools — including, but not limited to the start date, end date, professional development day(s) and early releases. All work hours will be as listed in the Wakefield Education Association Unit A and Unit C Collective Bargaining Agreements ( "CBA"). Employees will work 184 days m contracted in the CBA. The POST Program will be closed for weather related purposes based solely on the decision of the Superintendent of the Wakefield Public Schools. 7. Performance Evaluation. The Wakefield Public Schools will follow all laws, regulations, and collective bargaining agreements for their employees in the POST program regarding the educator evaluation process, bullying and harassment, and employee performance. In addition, the Wakefield Public Schools will consult with the Reading Superintendent of Schools or designee regarding the hiring, evaluation, and supervision of employees of the POST program. In addition, any employee issues brought forth by the Reading Public Schools will be thoroughly investigated in a timely manner. a. Evaluations for Educators (Unit A Personnel) will be conducted in accordance with the Collective Bargaining Agreement between the Wakefield School Committee and the Wakefield Education Association with input as appropriate from Reading Public Schools Administration. b. Evaluations for Instructional Support Personnel (Unit C Personnel) will be conducted in accordance with the Collective Bargaining Agreement between the Wakefield School Committee and the Wakefield Instructional Support Personnel Association with input as appropriate from Reading Public Schools Administration. S. Term. The term of this Agreement (the "Term) shall initially be for a period of three (3) yews commencing on September 1, 2015 and ending on June 30, 2018, unless earlier terminated in accordance with this Agreement. 9. Termination. This Agreement may be terminated at any time by agreement of the Towns and will terminate sixty (60) days after either Town gives written notice to the other of such Town's desire to terminate this Agreement. No such termination shall affect any obligation of indemnification that may have arisen hereunder prior to such termination. The Towns shall equitably adjust any payments made or due relating to the unexpired portion of the Tenn following such termination, including without 0 limitation any payment made by the Wakefield Public Schools under Section 2, above. 10. Financial Safeguards. Wakefield shall maintain separate, accurate and comprehensive records of all services performed for each of the Towns hereto, and all contributions received from Reading. Wakefield shall arrange for the performance of annual audits of such records. Wakefield shall ensure that all officers or staff responsible for carrying out the terms and conditions of this Agreement shall give appropriate performance bonds. Wakefield shall provide the Towns with quarterly expenditure and revenue reports and any other information reasonably requested by Reading to present a complete picture of the financial condition of the POST Program. Wakefield shall also provide Reading with an annual audit of the POST Program as soon as practicable following the expiration of the academic year. The Towns shall share equally in the cost of such audit and all other financial reporting. 11. Assignment. Neither Town shall assign or transfer any of its rights or interests in or to this Agreement, or delegate any of its obligations hereunder, without the prior written consent of the other. 12. Severability. if any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, or if any such term is so held when applied to any particular circumstance, such invalidity, illegality, or unenforceability shall not affect any other provision of this Agreement, or affect the application of such provision to any other circumstances, and this Agreement shall be construed and enforced as if such invalid, illegal, or unenforceable provision were not contained herein. 13. Waiver. The obligations and conditions set forth in this Agreement may be waived only by a writing signed by the Town waiving such obligation or condition. Forbearance or indulgence by a Town shall not be construed as a waiver, nor limit the remedies that would otherwise be available to that party under this Agreement or applicable law. No waiver of any breach or default shall constitute or be deemed evidence of a waiver of any other breach or default. 14. Amendment. This Agreement may be amended only by a writing signed by the Boards of Selectmen of both Towns, duly authorized thereunto. 15. Governing Law. This Agreement shall be governed by and construed in accordance with the substantive law of the Commonwealth of Massachusetts. 16. Heading. The paragraph headings herein are for convenience only, are no part of this Agreement and shall not affect the construction of the terms of this Agreement. 17. Notices. Any notice permitted or required hereunder to be given or served on either Town by the other shall be in writing signed in the name of or on behalf of the other 6 Town giving or serving the same. Notice shall be deemed to have been received at the time of actual receipt of any hand delivery or three (3) business days after the date of any properly addressed notice sent by mail as set forth below. A. To the Town of Reading. Any notice to Reading shall be delivered by hand or sent by registered or certified mail, return receipt requested, postage prepaid, to the Town Manager and the Superintendent of the Reading Public Schools. B. To the Town of Wakefield. Any notice to Wakefield shall be delivered by hand or sent by registered or certified mail, return receipt requested, postage prepaid, to the Town Administrator and the Superintendent of the Wakefield Public Schools. 18. Complete Agreement. This Agreement constitutes the entire agreement between the Towns concerning the subject matter hereof, superseding all prior agreements and understandings. There are no other agreements or understandings between the Towns concerning the subject matter hereof. IN WITNESS WHEREOF, the parties have set their hands and seals as of the first date set forth above. TOWN OF READING BOARD OF SELECTMEN TOWN OF WAKEFIELD BOARD OF SELECTMEN c: \WAefie]MIMA- Reaaing-POST Program -Final 9 Appendix A Preliminary Estimates of Costs See Attached < <( Personnel Teacher #1 Teacher #2* ISP #1* ISP #2* ISP #3* ISP #4* SPED Coordinator Health Insurance* Medicare* Worker's Comp Wakefield / Reading POST Academy Program Appendix A FY16 Projected $ 56,920 $ 56,920 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 89,828 $ 90,059 $ 3,136.31 $ 1,449.19 Wakefield Share $ 28,460 $ 28,460 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 67,371 $ 45,030 $ 1,568 $ 725 Reading Share $ 28,460 $ 28,460 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 22,457 $ 45,030 $ 1,568 $ 725 Total $ 378,313 $ 211,613 $ 166,699 * True Cost unknown as employee(s) have not been hired as of 8/13/15 Contracted Services ABA Services Recreation Coordinator Psychological Services SUP Services Creative Living Copier / MFP Phone / Internet / TV Utilities MBTA Passes Snow Removal Annual Cleaning Town C/B for Maintenance Van Lease Vehicle Maintenance Total FY16 Projected $ 2,500 $ 10,000 $ 20,000 $ 1,200 $ 1,358 $ 2,950 $ 3,120 $ 1,000 $ 50C $ 2,OOC $ 4,OOC $ 20C Wakefield Share $ 1,250 $ 5,000 $ 10,000 $ 600 $ 679 $ 1,475 $ 1,560 $ 500 $ 250 $ 1,000 $ 2,OOC $ 10C Reading Share $ 1,250 $ 5,000 $ 10,000 $ 600 $ 679 $ 1,475 $ 1,560 $ 500 $ 250 $ 1,000 $ 2,000 $ 100 $ 48,828 $ 24,414 $ 24,414 Utility Assumptions based on January 2016 -June 2016 (6 months) -will be doubled for future years - Annual amount of $5,213 for prior year was provided by R. Stinson Van Lease based on 10 months - will be 12 months in future years Copier / MFP is based on 6 months - will be doubled for future years 0 Supplies FY16 Projected Wakefield Share Reading Share Classroom Supplies $ 1,000 $ 500 $ 500 Food / Cooking Supplies $ 600 $ 300 $ 300 Vehicle Fuel (10 Mos) $ 1,000 $ 500 $ 500 Chromebooks(12) $ 3,960 $ 1,980 $ 1,980 Laptops(2) $ 1,400 $ 700 $ 700 Paper Toner $ 600 $ 300 $ 300 Audio Visual $ 4,776 $ 2,388 $ 2,388 Total $ 13,336 $ 6,668 $ 6,668 Renovation Costs FY16 Projected Wakefield Share Reading Share Architectural $ 6,000 $ 6,000 $ - Demolition $ 1,800 $ 1,800 $ - Asbestos Removal $ 5,500 $ 5,500 $ - Remodel $ 90,000 $ 90,000 $ - Per Pupil Chargeback** $ - $ 12,500 Total $ 103,300 $ 90,800 $ 12,500 ** Reading would have a PP chargeback in current and future years until they have met their obligation of the 50% of construction costs. 01 p Office of the Town Manager 781- 942 -9043 16 Lowell Street townmanager@d.reading.ma.us Reading, MA 01867 www.readingma.Fov /town - manager To: Board of Selectmen From: Robert W. LeLacheur, Jr. CFA Date: August 29, 2015 RE: Facilities department— proposed Town Meeting changes Over the last several weeks, Superintendent of Schools Dr. John Doherty and I have been discussing a restructuring proposal for the Facilities Department so that there is more shared oversight on Facilities management between the Town and School Departments. This restructuring would consist of creating a new Town Facilities Department that would be overseen by the Director of Facilities, who would be supervised by both the Superintendent of Schools and the Town Manager. This new department would consist of two main portions: (1) Town custodial services, supplies, and employees associated with the cleaning of the town buildings and (2) the shared Director of Facilities, the Facilities Secretary, and the three tradesmen positions (Electrician, Plumber, General Laborer), as well as, the operational costs associated with utilities and maintenance of all town and school buildings. Capital projects involving town and /or school buildings will also fall under this department. The financial services associated with this department (i.e. procurement, payroll, accounts payable) would be overseen by the Administrative Services town department. School custodial services, supplies, and employees associated with the cleaning of the schools would remain in the school department budget. After a few months of discussion that involved the School Committee and Selectmen leadership, as well as the Superintendent and myself, we have reached an informal agreement to shift a portion of the Facilities department to the Town's budget, subject to formal approval by November Town Meeting. Town Accountant Sharon Angstrom and Director of Finance and Operations Martha Sybert are working out the details, but roughly this will transfer approximately $2 million out of the School Department budget to a new department under the Town, plus move the $700,000 Town facilities budget from under the Schools to under the Town into this new Town Facilities Department. The shared budget for this department would be voted on each year during the budget process by both the School Committee and the Board of Selectmen. Attached please find a draft proposal, which is very nearly complete. Two weeks ago, Dr. Doherty and I jointly appointed DPW Assistant Director Joe Huggins as Acting Director of Facilities, and he began with these responsibilities on Monday August 17". Mr. Huggins replaced Kelly Colon, who submitted her resignation earlier in the summer. As you know, Mr. Huggins was Director of Facilities prior to last year. Since July, he has been helping out on some of the larger School capital projects, including the modular classrooms. The final approval for the new structure and budget will occur at November Town Meeting. As part of those discussions, we will discuss the need to reinstate an Assistant Director of Facilities position, which 9 was eliminated in 2010, and an additional town custodian position. In the meantime, the following timeline will be followed: August At the August 31" School Committee Meeting, the School Committee will be presented with the restructuring plan; September Board of Selectmen will have a discussion with the Town Manager about the plan on September 1 ". After a Public Hearing at a future meeting the position of Facilities Director will be voted on by the Board of Selectmen to add the pay grade on the classification plan; There will be a Financial Forum on September 161° at 7:30 p.m.in the Senior Center to discuss this plan and the FY16 budget. Both the Board of Selectmen and the School Committee will take a vote on the proposed facilities restructuring plan that evening; The Town Manager and Superintendent will explore any collective bargaining issues that need to be addressed as a result of the restructuring; October Selectmen vote on Warrant Articles on October 6'"; Finance Committee votes on Warrant Articles on October 110; School Committee vote on Warrant Article related to this topic on October 19' "; There will be a Financial Forum on October 28" to have further discussions, if necessary and to begin discussions on PY17 budget; November Warrant article voted on at Town Meeting; Supervision As discussed above, the Director of Facilities will be jointly supervised by the Town Manager and the Superintendent of Schools. The Director of Facilities will be evaluated on an annual basis, following a similar process that is currently done for administrators in the school district. The Superintendent will take the lead on the evaluation process with feedback from the Town Manager. INAVIA Mv department (line Town Buildings CURRENT FY16 U99) (line V99) TOTAL Professional wages $ 164,800 $ 164,800 Clerical wages $ 55,204 $ 55,204 Other wages $ 1,152,199 $ 180,548 $ 1,332,747 TOTALWAGES $ 1,372,203 $ 180,548 $ 1,552,751 Contract Services $ 377,064 $ 56,986 $ 434,050 Supplies $ 105,601 $ 15,301 $ 120,902 Other expenses $ 1,561,984 $ 525,142 $ 2,087,126 TOTAL EXPENSES $ 2,044,649 $ 597,429 $ 2,642,078 TOTAL GROSS COSTS $ 3,436,852 $ 777,977 $ 4,194,829 offsets $ (250,000) 0 $ (250,000) TOTAL NET COSTS $ 3,166,852 $ 777,977 $ 3,944,829 Note - the TOTAL GROSS COSTS consist Of •Accomodoted $ 1,165,212 $ 323,068 $ 1,488,280 -operating $ 2,251,640 $ 454,909 $ 2,706,549 $ 3,416,852 $ 777,977 $ 4,194,829 Mv (Note - the TOTAL GROSS COSTS consist of. •Accomodoted $ 1,488,280 $ 152,835 $ 1,741,115 - Operating $ 1,345,864 $ 1,107,850 $ 2,453,714 $ 1,345,864 $ 2,596,130 $ 252,835 $ 4,194,819 School Town Facilities Town Facilities - (1,920,988) V99 (Town Buildings /School) $ department (line Department Town Buildings (98965) new line M1 PROPOSED FY16 2,446,130 $ U99) (new line M3) (new line M2) TOTAL Professional wages $ 66,950 $ 97,850 $ 164,800 Clerical wages $ 55,204 $ 55,204 Other wages $ 937,473 $ 214,726 $ 180,548 $ 1,332,747 TOTAL WAGES $ 1,004,423 $ 367,780 $ 180,548 $ 1,552,751 Contract Services $ 235,840 $ 141,224 $ 56,986 $ 434,050 Supplies $ 105,601 $ 15,301 $ 120,902 Other expenses $ 2,087,126 $ 2,087,126 TOTAL EXPENSES $ 341,441 $ 2,228,350 $ 72,287 $ 2,642,078 TOTAL GROSS COSTS $ 1,345,864 $ 2,596,130 $ ,252,835 $ 4,194,829 offsets $ (100,000) $ (150,000) $ (250,000) TOTAL NET COSTS $ 1,245,864 $ 2,446,130 $ 252,835 1 $ 3,944,829 (Note - the TOTAL GROSS COSTS consist of. •Accomodoted $ 1,488,280 $ 152,835 $ 1,741,115 - Operating $ 1,345,864 $ 1,107,850 $ 2,453,714 $ 1,345,864 $ 2,596,130 $ 252,835 $ 4,194,819 Additions New Budget $ 1,245,864 0 110,000 $ 2,556,130 1 Transfers U99 (School department) $ (1,920,988) V99 (Town Buildings /School) $ (777,977) $$ (98965) new line M1 $ 2,446,130 $ new line M2 $ 252,835 $ Additions New Budget $ 1,245,864 0 110,000 $ 2,556,130 1 Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 3 To see if the Town will vote to amend the FY 2016 -26 Capital Improvements Program as provided for in Section 7.7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Board of Selectmen Background: This Article is included in every Town Meeting Warrant. The Reading General Bylaw (section 6.13) states "... No funds may be appropriated for any capital 'Rem unless such item is included in the Capital Improvements Program, and is scheduled for funding in the Fiscal Year in which the appropriation is to be made." Bond ratings agencies also want to ensure that changes to a long -term CIP are adequately described. The following changes are proposed to the FY2016 — FY2026 CIP (current year plus ten years): 17SI11 -J $140,000 DPW Snow blower (1999) $100,000 Technology disaster recovery for Town & Schools $ 60,000 Town phone project — last phase including Library renovation $ 45,000 Facilities Condensate Tank (Coolidge) $ 40,000 Facilities Vehicle — Chevy K2500 $ 30,000 Facilities Masonry (RMHS) $ 25,000 DPW Vehicle — Ford Escape $ 15,000 Facilities Masonry (Parker) $ 15,000 Town Technology data security audit $ 13,250 DPW Fuel Canopy $ 10,000 DPW Fuel Suppression System - $15,000 Facilities HVAC (Barrows) - $15,000 Facilities Flooring (Parker) - $40,000 Facilities flooring (RMHS) FYI 7: -$107.400 - $420,000 Town Hall roofing (defer to FY19 as debt) - $134,000 Main Street Fire station roofing (defer to FY19 as debt) - $120,000 DPW Chipper (defer to FY18) - $100,000 Town Technology biennial network upgrades (moved up to FY16) -$ 60,000 Facilities Flooring (RMHS) -$ 60,000 West Side Fire station roofing (defer to FY19 as debt) -$ 50,000 DPW Yard Improvements (defer to FY18) -$ 41,500 Public Safety (Fire) Vehicle (defer to FY18) -$ 36,500 Eliminate HV3 Ford van (1997) replacement -$ 34,000 Eliminate Ford sedan Car#2 (2007) replacement -$ 20,000 Pleasant Street Center HVAC (defer to FY18) - $20,000 Reduce funding for DPW Aerial Pickup Truck (now $801k) + $ 5,000 Add funding for DPW Dump Truck C3 (now $65k) 9 $10,000 Facilities DPW door repairs (DPW) + $12,600 Add funding for DPW Bobcat Loader 743 (1987 — now $45k) + $35,000 Add funding for DPW Truck #10 (now $150k) $ 35,000 DPW Forklift $36,000 School Passenger Van +$60,000 Fire Alarm panel (Joshua Eaton, total now $170,000) $ 75,000 School Technology biennial network upgrades (moved up from FY18) $150,000 DPW Snow Bombardier#1 (1993 moved up from FY18 and increased by $25k) $200,000 Loader JD 624G (2007) move up from FY18 $350,000 Killam Field and parking lot repairs (not done in FY15) ;FYI 8* Various other changes made Enterprise Funds - Water FY16: None FY17: None FY18+ Various changes made SCADA for sewer station rehab projects; Sewer station projects for Batchelder and West Street $1,215,000 (note that $782,000 of previously allocated to these projects were turned back to Sewer Reserves in FY15) FY17: None FY1B+ Various changes made Enterprise Funds — Storm Water FY16: None FY17: None FY18+ Various changes made Finance Committee Report: The Finance Committee recommends the proposed amendments to the FY 2016 — FY 2026 Capital Improvements Program by a vote of x -0-0 at their meeting on October 14, 2015. Placing items in the Capital Improvement Program is a prerequisite but in itself does not authorize spending funds towards these items. Bylaw Committee Report: No report. 1 By Charter, both the Finance Committee and Bylaw Committee are advisory to Town Meeting and their votes must be reported to Town Meeting, preferably in writing in advance when possible. Other volunteer Boards and Committees also vote on Warrant Articles, and when possible those votes are noted herein with an asterisk (') next to their name. *Board of Selectmen Report: The Board of Selectmen at their meeting on October 6, 2015 voted x -0 -0 to support this Article. 'School Committee Report: The School Committee at their meeting on October xx, 2015 voted x -0 -0 to support this Article. ARTICLE 4 To see if the Town will vote to raise and appropriate, transfer from available funds or otherwise provide a sum or sums of money to pay bills remaining unpaid from prior fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Board of Selectmen Background: $40,516,10 TLT litigation, 2009 School bill for plumbing? Finance Committee Report: Bylaw Committee Report: ARTICLE 5 To see if the Town will vote to amend the Town's Operating Budget for the Fiscal Year commencing July 1, 2015, as adopted under Article 20 of the Annual Town Meeting of April 27, 2015; and to see if the Town will vote to raise and appropriate, borrow or transfer from available funds, or otherwise provide a sum or sums of money to be added to the amounts appropriated under said Article, as amended, for the operation of the Town and its government, or lake any other action with respect thereto. Finance Committee Background: General Fund — Wages and Expenses Account Line Description Decrease Increase B99 — Benefits Retirement ($50,000) $ 85,000 Expenses Worker Comp Premiums $35,000 C99 — Capital $140,000 DPW Snow blower (1999) $423,250 Expenses $100,000 Technology disaster recovery for Town & Schools $ 60,000 Town phone project — last phase including Library renovation $ 45,000 Facilities Condensate Tank (Coolidge) Z3 $ 40,000 Facilities Vehicle - Chevy K2500 $ 30,000 Facilities Masonry (RMHS) $ 25,000 DPW Vehicle - Ford Escape $ 15,000 Facilities Masonry (Parker) $ 15,000 Town Technology data security audit $ 13,250 DPW Fuel Canopy $ 10,000 DPW Fuel Suppression System - $15,000 Facilities HVAC (Barrows) - $15,000 Facilities Flooring (Parker) - $40,000 Facilities flooring (RMHS) F99 - FINCOM For possible modular classroom cost $150,000 Reserves overruns $150,000 G91 - Administrative Fund all pay & class transfers $(55,000) $1,489 Services Wages Fund pay & class results in this department $4,700 Fund pay & class results TBA $27,789 #Upgrade vacant Business Analyst position to be a Procurement position (related to the addition of Facilities) $24,000 1491 - Public Fund pay & class results $6,325 $ 6,325 Services Wages H92 - Public 'Hazard Mitigation Planning consulting $ 25,000 Services Expenses services $25,000 191 - Finance HR Generalist (shared Town /Schools) $ 66,700 Wages $62,000 Fund pay & class results $4,700 192 - Finance Assessing Full Field Review in preparation $ 88,000 Expenses for FY17 Revaluation $88,000 J91 - Public. Safety Fund pay & class results $4,500 $ 4,500 Wages K91 - Public Works Fund pay & class results $1,600 $ 1,600 Wages K92 - Public Works Road line painting $30,000 $ 35,000 Expenses Professional development $10,000 Fuel $75,000 K95 - Public Works Rubbish disposal ($50,000) $ 50,000 Rubbish L91 - Library Wages Fund pay & class results $5,386 $5,386 Staffing study TBA M91 - Town Facilities #Transfers from S99 & T99 $367,780 $ 477,780 Wages #Chan es/additions $110,000 M92 - Town Facilities #(a)Transfers from S99 & T99 $2,228,350 Expenses M93 - Town Facilities #Transfers to M91 and M92 $252,835 $ 292,835 Town buildings #Additions $40,000 S99 - School #Transfers to M91 and M92 $1,920,988 Department T99 — Town Facilities #Transfers to M91 and M92 $ 777,977 Subtotals $2,868,966 $3,711,215 Net O e ting Expenses Subtotals $ 902,250 $ *From Permits Revolving Fund $ 25,000 $ #(a) From Revenues from Extended Day $150,000 $ overhead charges via Free Cash From Free Cash $727,250 Enterprise Funds — Wages and Expenses Account Line Description Decrease Increase X99 Sewer Subtotals $0 $ Net Operating Expenses $ From Sewer Reserves $ Finance Committee Report: The Finance Committee recommends the proposed amendments to the FY 2016 budget by a vote of x -0 -0 at their meeting on October 14, 2015. Bylaw Committee Report: No report. "Board of Selectmen Report: The Board of Selectmen at their meeting on October 6, 2015 voted x -0 -0 to support this Article. 'School Committee Report: The School Committee at their meeting on October xx, 2015 voted x -0 -0 to support this Article. ARTICLE 6 Roadways ARTICLE 7 To see if the Town will vote to amend the Zoning Bylaws by amending Section 1 — Purpose. Bold represents language to be inserted and cross -out language is to be deleted: 1.0 PURPOSE This Bylaw has been adopted to govern uses of land; the size, height, bulk, location and use of structures, buildings and signs; and for all of the other purposes set forth in, but not limited by, Section 2A of Chapter 808 of the Acts of 1975: 1.1 The purposes of th 6 Zen ng Bylaw include, hi t aFe Rmt lim ted tn the follow ng; a To promote the health, safety and general welfare of the inhabitants of the Town of Reading; b To lessen congestion in the streets; e To conserve health; d To secure safety from fire, flood panic, congestion and other dangers; e To provide adequate light and air; 2015 Subsequent Town Meeting Monday November 9, 2015 WARRANT OUTLINE REVISED 09/01/2015 Art. Mover/ Moderator # Article Description Sponsor Comment Notes 1 Reports Board of Selectmen ♦ 375" 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 ♦ Motion to Table — Selectman T2mO,e6 nd the Capital Board of Selectmen ♦ Motion — Selectman Kevin ovement Program FY Sexton - FY 2025 ♦ Presentation — Bob LeLacheur ♦ FINCOM report — TBA 4 Approve Payment of Prior Board of Selectmen • Motion — Selectman Barry Yew's Bills Berman ♦ Presentation — Town Accountant Sharon Angstrom ♦ FINCOM report — TBA 5 Amend the FY 2016 Budget FINCOM ♦ Motion — FINCOM Chair Mark Dockser ♦ Presentation — Bob Lelacheur . crunnAA .n..,..r — TA e 6 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 9/1/2015 1 2015 Subsequent Town Meeting Monday November 9, 2015 WARRANT OUTLINE REVISED 09/01/2015 7 Zoning Bylaw Purpose 8 Zoning Bylaw Changes — CPDC Telecommunications 9 Zoning Bylaw Changes —CPDC Aquifer Protection District 10 Zoning Bylaw Changes — CPDC CPDC and ZBA Associate Bylaw Changes — 3.3. Removal for Absence 12 (Bylaw Changes — 3.3.1.3 Residency requirement Change — Section Control 14 (Bylaw Change — 8.9.1 Firearms 1 2/3 vote required vote required vote required vote required 9/1/2015 2 V ♦ Motion — CPDC Chair Jeff Hansen ♦ Presentation — Jeff Hansen ♦ CPDC Report —CPDC member Nick Safina ♦ Bylaw Committee Report Articles 6 -7 -8 ? ♦ Motion —Jeff Hansen ♦ Presentation — Jeff Hansen ♦ CPDC Report —Nick Safina Jeff Hansen on —Jeff Hansen ;+M;otion— tort — Nick Safina Jeff Hansen on —Bob LeLacheur port —Nick Safina )f Selectmen ♦ Motion — Selectmen John Arena ♦ Presentation — Bob LeLacheur ♦ Bylaw Committee report — Ste hen Crook A Selectmen ♦ Motion — DanEnsminger ♦ Presentation — Bob LeLacheur ♦ Bylaw Committee report — Ste hen Crook of Selectmen ♦ Motion —John Halsey ♦ Presentation — Bob LeLacheur ♦ Bylaw Committee report — Ste hen Crook of Selectmen ♦ Motion — Kevin Sexton ♦ Presentation — ad hoc Firearms Committee ♦ Bylaw Committee report — Stephen Crook 1 2/3 vote required vote required vote required vote required 9/1/2015 2 V LeLacheur, Bob From: Mary Ann Marino <mmarino @mma.org> Sent: Monday, August 31, 2015 6:05 PM To: Kinsella, Jane; Town Manager Cc: kperkins @mma.org; Ichabra @mma.org; psullivan @mma.org Subject: MM Risk Management Grant for Fiscal Year 2016 Town of Reading Dear Jane, Thank you for your recent MIIA Risk Management grant application. MIIA is pleased to inform you that your grant has been approved for the following items and amounts. Data Security Audit In the amount of $10,000 Please forward vendor /supplier invoice to MIIA at miiaerants(o).mma.ore for payment. This vendor invoice must be detailed. Example: If you have installment invoices for program implementation, it requires that submitted invoice (s) provide appropriate detail, i.e. 5 hours @ $400 total $2000- John Smith ABC Enterprises completed a survey of municipal fleet operations. Please note the name of your municipality and Risk Management # 34 in the heading of your email when submitting If you are requesting reimbursement, you must submit a copy of the paid invoice as well as a copy of the front and back of the canceled check. Per MIIA Chant criteria, the following exclusions apply to all grant awards: Travel expenses, wages, including overtime and software renewals. Due to fiscal year budgeting requirements, all grants must be invoiced or paid by June 1, 2016. There will be no exceptions. Vendor /supplier invoices or reimbursement requests received after June 1st cannot be paid. After you have submitted your final invoice, we ask that you send a brief email "grant summary" detailing how this grant award has positively impacted your department/municipality. If you have any questions or concerns, regarding the grant, please contact Lin Chabra (617) 426 -7272 (250) or your Loss Control Representative, If you have any questions or concerns regarding the grant, please contact me or your Loss Control Representative Kevin Perkins - knerkinsaa mma.ore. Best Regards, Mary Ann Marino Administrative Assistant MIIA Loss Control ;5 Facilities Implementation )UUNITEDSTATES POSTAL SERVICE 1P!S 0!IS ?4 F Yl 51 August 19, 2015 Certified Mail Return Receipt Requested Robert W. LeLacheur, Jr. Town Manager 16 Lowell Street Reading, MA 01667 Re: Reading Post Office Dear Mr. LeLacheur: The purpose of this letter is to provide a follow up to my previous correspondence dated May 27, 2015 concerning the review and selection of a new location for the Reading Retail Services Post Office. After reviewing the sites, the Postal Service has decided to select the property located at 123 Haven Street. This property is occupied by a bank and is planned to be subdivided with the Postal Service becoming an additional tenant. We believe this new location will provide the community with an upgraded, modern facility that offers the level of service expected by our customers. Sincerely, seph . M Real Eslet ecial - v Cr: Daniel Ensminger, Ch,,r Board of Selectmen 2 Congress Street, Room 8 Milford, MA 01757 9 Schena, Paula From: Daniel Ensminger at home Sent: Tuesday, September 01, 2015 9:42 AM To: Schena, Paula Subject Re: TM Eval Attachments: Town Manager Evaluation V2 - 2015.doa Yes, please. I will phone in the missing overall evaluation ratings later, the ones we left blank Sent from XFINITY Connect Mobile App - - - -- Original Message - - - - -- From: Paula Schem To: Dan Ensminger Sent: September 1, 2015 at 9:36 AM Subject: FW: TM Eval Dan, do you want me to add this to the summary for tonight? From: John Arena at Home Sent: Thursday, August 27, 2015 11:10 PM To: Daniel Ensminger at home; Schena, Paula Subject: TM Eval apologies for late response; am back in Brownsville TX from 4 nites at customers in Mexico. Tonite is first time in 4 DAYS I have not been with customers, sleeping/eating/other, driving or working on quotes, presentations or strategy. Back tomorrow on Friday. FYI... just learned I will be travelling next week also and unable to make the Tuesday BOS IN TOWN OF READING Town Manager Evaluation FY 2015 Board of Selectmen Member: John Arena 9/1/2015 �� FY 2015 Town Manager Evaluation Reviewer: John Arena Town Manager: Robert LeLacheur Step 1: Summary of Attainment of FY'15 Goals (Summary of detailed evaluations on pages 3 -5; underline one choice for each set of goals.) R2020 -1 Community Partners - Regional R2020 -2 Community Partners — Non- Profit I Private R2020 -3 Services & Performance Measurement R20204 Communication R2020 -5 Strategic Planning R2020 -5 Strategic Real Estate R2020 -7 Strategic Policy R2020 -5 Internal Operations Did Not Meet Met Exceeded Did Not Meet Met Exceeded Did Not Meet Met Exceeded Did Not Meet Met Exceeded Did Not Meet Met Exceeded Did Not Meet Met Exceeded Did Not Meet Mel Exceeded Did Not Meet Met Exceeded Step 2: Summary of Performance on Standards (Summary of detailed evaluations on pages 6 -8; check one box for each standard.) Indicators Z w Unsatisfactory= Performance on a standard or overall has not significantly improved following a rating of Needs Improvement, a pedomwnce is consistently ,n E 4) 'V cc below the requirements of a standard or overall and is considered inadequate, or both. ,(d y p, Needs Improvement0eveloping = Performance on a standard or overall is below the requirements of a standard or overall but is not considered to be p I p w E Unsatisfactory at the time. Improvement is necessary and expected. �j Z a E. O x LLl Prorxienf = Pralkienf practice Is understood to be fully satisfactory. This is the rigorous expected level of performance. E ♦ Exemphry= 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 ❑ ❑ ❑ X Standard II: Management and Operations ❑ ❑ X ❑ Standard III: Community Engagement ❑ 11 X ❑ FY 2015 Town Manager Evaluation Step 3: Add Summary-Level Evaluator Comments on Attainment of Goals and Performance on Standards: Town Manager's FY'2015 Goals Check one box for each goal. o Z v Area I Goal(s) p X Description w R- 2020 -1 Community Partners - Regional Goal #14 Review Current regionalization efforts ❑ X Goal #15 Examine possible future regionalization opportunities ❑ X ❑ R- 2020.1 Comments (recommended for all ratings; required for any rating of Did Not Mast): Excellent progress on multiple fronts; regionalization has been tuned where sub -par results have occurred R- 2020 -2 Community Partners — Non-Profit l Private Goal #23 Explore creative public I private partnerships ❑ X ❑ R- 2020 -2 Comments: Fall Street Fair support; Cultural council creation; This goal will require the furtherance of a bilateral commercial business council with objectives and oversight. The mark of MET Is an indication that furtherance of goal achievement depends on BOS guidance and leadership to allow the operationalization efforts to complete R -20203 Services & Performance Measurement Goal #9 Create an inventory of Public Services provided ❑ X ❑ Goal #10 Suggest ways to gather data and measure performance ❑ X ❑ Goal #17 Review Public Health division ❑ ❑ X Goal #18 Review RCASA ❑ X ❑ Goal #19 Review Emergency Planning ❑ X R -20203 Comments: Recent public health revisions demonstrate measurement and corrective actions. Reading's emergency planning efforts an mature and practiced within our FIIreIPolicelDispatch R- 20204 Communication Goal #J BoardlCommiltee Summit ❑ X Goal #11 Provide may to use community feedback methods ❑ X Goal #22 Examine role of boards and committees ❑ X ❑ R -20204 Comments (recommended for all ratings; required for any rating of Did Not Meet(: Summit progress is really up to the BOS to keep on pace. TM can actualize what the Summit concludes. We've had one event; These need to be scheduled by BOS with regularity and with smaller target audiences to be effective. See Click Fix feedback; Web surveys, responsiveness to citizen inputs Role of boards and committees is a BOS joint effort where those boards report to us; The recodification of Bylaws and Charter had substantial TM inputs despite them not being heeded in many cases. R -20205 Strategic Planning Goal #20 Implement & Encourage Bike I Pedestrian Planning ❑ X ❑ Goal 021 Implement Complete Streets O X Goal #25 Work towards 10% Affordable Housing O ❑ X Goal #27 Implement high priorities of PTITF ❑ X ❑ R -20205 Comments: R -20205 Strategic Real Estate Goal #26 Develop strategies for econ development of Industrial Zone ❑ 1 X O V 4 S Goal 028 Review Recreation Facilities ❑ X Goal 020 Review Public Works Facilities ❑ X ❑ Goal #30 Library Building project - keep on track ❑ ❑ X Goal 031 West Street project ❑ X ❑ R- 2020 -0 Comments: R- 2020.7 Strategic Policy Goal 04 Review Selectmen's Policies ❑ X ❑ Goal 06 Comprehensive Review of Town Charter ❑ ❑ X Goal 07 Comprehensive Review of Zoning Bylaws ❑ ❑ X Goal 08 Targeted Review of General Bylaws ❑ X ❑ Goal 024 Explore and recommend strategy on Community Preservation Act ❑ X ❑ Goal 032 Permanent Building Committee ❑ X ❑ R- 2020 -7 Comments (recommended for all ratings; required for any rating of Did Not Meet): R -2020$ Internal Operations Goal 01 Implement final phase of Town Manager's reorganization ❑ X Goal 02 Human Resources Planning ❑ ❑ X Goal Nb Organize 6 Review Town Manager Policies ❑ X Goal 012 Comprehensive Review of Library Services ❑ X ❑ Goal 013 Create Technology Master Plan ❑ X ❑ Goal #16 Centralized Procurement ❑ X ❑ Goal $33 Long -tern liability planning ❑ X ❑ 5 Goal #34 Review current printing & mailing policy ❑ X ❑ Goal #35 Review town -wide fee structure X ❑ Goal #36 Develop a Fund Balance Policy per GASB 54 ❑ X ❑ R- 2020.6 Comments: Strict review of the goals understates the reality of how well the Town organizations work together In common focus and harmony. While Improvement is always possible, culture and organizational repect start at the top, and staff emulate what they see leadership deliver downstream. Reading is truly blessed to have a TM who demonstrates and exceptional level of collaboration, respect and -where needed, a rollup the sleeves approach to achieving organizational progress. 6 Town Manager's Performance Rating for Standard I: Leadership and Professional Culture Unsatisfactory Needs Improvement Proficient Exemplary Comments and analyst (recommended for all ratings; required for any rating of Needs Improvement or Unsatisfactory): 7 T m E m s m N m V G or Z 2 p K E a` W Check one box for each indicator and underline the overall standard rating. IA Leadership: Demonstrates strong leadership practices In the exercise of executive functions and personnel management 0 lJ Ll x I-B. Communication: Demonstrates strong Interpersonal, written, and verbal communication skills. O O 0 x 4C. Commitment to High Standards: Fosters a shared commitment to high standards of public service dolNery, by staff, professional L] x Interaction with the public, and professional development, with high expectations for achievement for all. W. Assessment: Ensures that all department and division heads use a variety of formal and informal methcda and assessments to measure El El x El employee growth and understanding and make necessary adjustments to their practice when employees am not performing. I -E. Evaluation: Ensures effective and timely supervision and evaluation of all staff in alignment with town policies, stab regutatlom and ❑ x contract provisions. I.F. Managing Conflict: Employs strategies for responding W disagreement anti dissent, constructively resolving conflict and building 71 El x El consensus throughout all Town departments. Overall Rating for Standard I The Town Manager demonst hates strong leadership and promote a strong professional culture. Mderfin o s.1 Unsatisfactory Needs Improvement Proficient Exemplary Comments and analyst (recommended for all ratings; required for any rating of Needs Improvement or Unsatisfactory): 7 Town Manager's Performance Rating for Standard II: Management and Operations Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for all ratings; required for any rating of Needs Impruvamard or UnsaNsfactoM: 8 0 �: U N E N m D m N V a w p Z a 0 x w Check one tax for each indicator and underline the overall standard rating. II -A. Eevino men: Develops and exacldas effective plum, procedures, routines, and operational systems to address a lull range of financial, fJ XO El safety, health, and social needs. II-a. Human Resources Management and Development: Implements a cohesive approach to recrolting, hiring, development and career El 11 0 XO growth that promotes high-quality and effective ogamadlon. II-C. scheduling and Management Information systems: Uses appropriate systems to ensure optimal use of data and time for staff O 0 XD 11 productivity and collaboration, while minimbing staff disruption and distraction. II -0. law, Ethics, and Policies: Understands and compiles wlth stets and federal laws and mandates, Board of selsebnan policies, collective 0 p XO ❑ bargaining agreements, and ethical guidelines. II {. Fiscal sysems: Develops a budget that supports the Towne vision, mission, and goals; allocates and manages expenditures W O ❑ X❑ ED balance goals vs. available resources. Overall Rating for Standard ll The Town implement uses resources to Manager im g P appropriate staff operations and facility management. ry naedine meal Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for all ratings; required for any rating of Needs Impruvamard or UnsaNsfactoM: 8 Town Manager's Performance Rating for Standard III: Community Engagement Unsatisfactory Needs Improvement Proficient Exemplary Comments and analysis (recommended for all ratings; required for any rating of Needs Improvement or Unsatisfactory): 9 o a) U v E 4% m m m (� E W Z p X Check one box for each indicator and underline the overall standard rating. c E — L III -A. sharing Responsibility: Collaborates with citizens and community stakeholders to formulate and support the Town's goals. ❑ ❑ x:--,. ❑ Ilia. Communication: Engages In regular, two -way, proficient communication with citizens and community stakeholders about Town 1:1 1-1 x❑ government performance. III-C. Community Concerns: Addresses community problems and concerns In an equitable, effective, and efficient manner. ❑ ❑ Xil ❑ Overaff Rating for Standard N The Town Manager fors 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 all ratings; required for any rating of Needs Improvement or Unsatisfactory): 9 TOWN OF READING Town Manager Evaluation FY 2015 SUMMARY OF INDIVIDUAL EVALUATIONS 9/1/2015 a FY 2015 Town Manager Evaluation Summation Town Manager: Robert LeLacheur Step 1: Summary of Ratings for FY'l5 Goals (DNM =Did Not Meet: M--Met., E= Exceeded) MAJOR GOAL AREA: Ov DE JH KS JA BB MW R2020 -1 Community Partners- Regional M M M M M M R2020 -2 Community Partners — Non -Profit I Private M M M E M DNM R2020 -3 Services & Performance Measurement M M M M M DNM R2020-4 Communication M M DNM M E M 82020 -5 Strategic Planning M M M E M M 82020-6 Strategic Real Estate M M E M M M R2020 -7 Strategic Policy M M E E M M R2020 -8 Internal Operations M M M M E M Step 2: Summary of Performance on Standards (U= Unsatisfactory: NI =Needs Improvement: P--Proficient; E= Exemplary) Indicators Unsatisfactory= Performance on a standard or overall has not sgnificantly improved following a rating of Needs Improvement, or performance is consistently below the requirements of a standard or overall and is considered inadequate, or both. Needs Improvwnw0eveloping = Performance on a standard or overall is below the requirements of a standard or overall but is not considered to be Ov DE JH KS JA BB MW Unsatisfactory at the time. Improvement is necessary and expected. Proficient = Proficient practice is understood to be fully satisfactory. This is the rigorous expected level of performance. 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 E P E E E E Standard II: Management and Operations E P E E P E Standard III: Community Engagement P P P P P P FY 2015 Town Manager Evaluation Step 3: Add Summary-Level Evaluator Comments on Attainment of Goals and Performance on Standards: Comments and analysis are recommended for any rating but are required for an overall Standards rating of Needs Improvement or Unsatisfactory, or for an overall Comments: Kevin Sexton - Many goals were given a high rating by the Board of Selectmen and the Town manager did an overall excellent job in meeting those goals. It has been a pleasure to work with Bob over past year and half, and his wiliness to explore the best option for the town's issues is a welcome site. My overall assessment is that he has met or exceeded his objectives this past year and my recommendations for him in the next year is to continue to work on the areas of communication with the public, private/public relationships, regionalization and wage levels for staff inside the budget. An area that 1 know he works on already is staff retention and responsibilities; 1 would like to see an overview done of how the new staff structure has worked out so far. As well as exploring ways to make our town more attractive to the top candidates, especially in the area of perks, but not just limited to that Barry Berman - The Town Manager exemplifies true professionalism and utmost integrity. In his two years at the helm he has reorganized town government to make it more efficient and has undertaken efforts to categorize the services we provide. He has created a professional culture and brought a sophisticated eye to management and operations. The only goals which I do not believe were met were establishing community partners (R2020 -2) and Service and Performance Measurement (R2030 -3). The establishment of the Cultural Connection is a beginning, but there are many other opportunities and possibilities. The Board will need to provide assistance and leadership on this front as it will be an ongoing effort. I am unaware that a full performance measurement analysis has been done, but will be critical as Town navigates operational override discussion. While the Manager communicates well internally, I feel there could be improvement on how issues, challenges and successes are communicated to the Town at large. I strongly consider the Manager resurrect "Ask the Manager" on RCN and /or write a monthly column in Advocate /Chronicle /Patch on issues the Town faces. Daniel Ensminger— Bob continued his steady hand at Reading's helm in FY'l5. Among his principal accomplishments are: 1) providing significant leadership that helped secure Town Meeting approval of the recodified Reading's Zoning Bylaws and Home Rule Charter; 2) the hiring of Administrative Services Director Matt Kraunelis as the capstone on Bob's expert restructuring of Town Government. Our Departments now all have successors in place who can ably back up their Department Heads in the event of absence or emergency; 3) continued effective fiscal management of the Town; 4) effective collaboration with Supt. Doherty to restructure staffing in the following areas in order to achieve operational efficiencies: finance, HR, technology, and facilities. Bob also skillfully restructured the Public Services (new Community Services) Department into two Divisions, and also reduced the number of part -time positions to promote better service to the public and B /C /C's such as ZBA, CPDC, and the Conservation Commission. He continues to work collaboratively with surrounding towns to explore creative solutions to mutual problems. John Halsey - I believe our Town Manager has demonstrated exemplary leadership to both his staff and the BOS. I feel he has created a culture of open communication and transparency that is critical for the efficient operation of a small town's government. Bob has found a way to motivate and inspire staff to achieve at a high level despite in my opinion an obvious shortage of staff positions and manpower to staff them. Along these lines, Bob has clearly taken on more responsibility and 'task management" personally than any one person should...... He leads his team by example with his work ethic and "can do" approach to everything he does. I believe that hiring Matt this year is finally a key step towards sharing the management load. I believe everyone on Bob's management team, especially he will benefit greatly by this hire. The team, although already very good, will function at a more productive and efficient manner as Bob's organizational plans are being more fully implemented. Bob's leadership will continue to develop a better and more highly efficient management and operational structure. I think the next step that must be addressed is an improved "Town -wide Communication System ". By that I mean a more thorough communication of the Town's accomplishments and services on behalf of its citizens. It is my opinion that better information flow will lead to a greater sense of pride and volunteerism. Given our budget constraints and manpower shortages this is a "key ingredient" to the continuation of high service levels and creative problem solving. I would like to see the town expand on the strategy of "private - public" partnerships. Bottom line is: the greater the levels of "community involvement" the greater the likelihood of the maintenance of services and methods for funding them. Bob's grasp of strategic planning in all key categories is notable and well above average. I would like to see the BOS working on a closer more regular basis with Bob on a strategic rather than tactical basis. I believe Bob and the BOS should meet quarterly to work strictly on a "Strategic Agenda" in a "retreat format" likely on a Saturday morning. The Town of Reading is very fortunate to have Bob as our Town Manager...... our last year under his leadership has been challenging in many ways but has met those challenges in a very positive way. There are some areas for improvement as noted throughout my review and analysis but I see those as systemic not as shortfalls of our Town Manager. I believe Bob is acutely aware of the tasks not yet completed and is energized to lead us forward in a very positive and productive way. am personally excited to work side by side with such a willing partner as Bob...... looking forward to a productive year on behalf of Reading. Town Manager's FY'2015 Goals Ratings for each goal (DNM =Did Not Meet M- -Met: E= Exceeded) R- 2020 -1 Community Partners - Regional Ov DE JH KS JA BB MW Goal #14 Review Current regionalization efforts M E M E M M Goal #15 Examine possible future regionalization opportunities M M M M M M R- 2020 -1 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R- 2020 -2 Community Partners — Non -Profit l Private Ov DE JH KS JA BB MW Goal #23 Explore creative public I private partnerships M M M E M DNM R- 2020 -2 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R- 2020.0 Services d Performance Measurement Ov DE JH KS JA BB MW Goal #9 Create an inventory of Public Services provided M M DNM E M M Goal #10 Suggest ways to gather data and measure performance DNM M M DNM M DNM Goal 617 Review Public Health division E E E E E G001018 Review RCASA M M M M M M G00I#119 Review Emergency Planning M M M M M M R -20203 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R -20201 Communication Ov DE JH KS JA BB MW Goal 93 Board/Committee Summit DNM M DNM DNM E DNM Goal #11 Provide easy to use community feedback methods M M DNM M E M Goal #22 Examine role of boards and committees M M M E M M R -20201 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R -20205 Strategic Planning Ov DE JH KS JA BB MW Goal #20 Implement & Encourage Bike / Pedestrian Planning M M M E M Goal #21 Implement Complete Streets M E M E M M Goal 925 Work towards 10% Affordable Housing M M DNM M E M Goal #27 Implement high priorities of PTITF M M M M M R -20203 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R -26263 Strategic Real Estate Ov DE JH KS JA BB MW Goal #26 Develop strategies for econ development of Industrial Zone M E E M M Goal #28 Review Recreation Facilities M M E M M M Goal #29 Review Public Works Facilities M M E DNM M M Goal #30 Library Building project- keep on track E E E M E M Goal #31 West Street project M M M M M M R -20203 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R- 2020 -7 Strategic Policy Goal #4 Review Selectmen's Policies M M M DNM M M Goal 06 Comprehensive Review of Town Charter E E E E E M Goal #7 Comprehensive Review of Zoning Bylaws E E E E E M Goal #8 Targeted Review of General Bylaws M M M M M M Goal 024 Explore and recommend strategy on Community Preservation Act DNM M DNM E M DNM Goal 032 Permanent Building Committee M M M M M DNM 6 ►` 7 R- 2020 -7 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS R -2020$ Internal Operations Ov DE JH KS JA BB MW Goal 01 Implement final phase of Town Manager's reorganization E E E E E M Goal #2 Human Resources Planning M M M M E M Goal 95 Organize & Review Town Manager Policies M M M M M M Goal #12 Comprehensive Review of Library Services DNM M DNM DNM M DNM Goal #13 Create Technology Master Plan M M M M M DNM Goal #16 Centralized Procurement M M M M M Goal #33 Long -term liability planning E M E E M Goal 934 Review current printing & mailing policy M M M M M Goal #35 Review town -wide fee structure M DNM M M DNM Goal #36 Develop a Fund Balance Policy per GASB 54 M M M M M R- 2020 -6 Comments: SEE COMMENTS ON INDIVIDUAL EVALUATIONS Town Manager's Performance Rating for Standard I: Leadership and Professional Culture Overall Rating for Standard I The Town Manager demonstrates strong leadership and promotes a strong professional culture. (Underline oneJ Unsatisfactory Needs Improvement Proficient Exemplary Standard I - Comments and analysis: SEE COMMENTS ON INDIVIDUAL EVALUATIONS 8 ov DE JH KS JA BB MW Performance on Standards (U= Unsatisfactory; N1 =Needs Improvement, P= Proficient; E= Exemplary). I-A. Leadership: Demonstrates strong leadership practices in the exercise of executive functions and personnel management E E C CC E E P I -0. Communication: Demonstrates strong Interpersonal, written, and verbal communication skills. E P E E E I.C. Commitment to High Standards: Fosters a shared commitment to high standards of public service delivery by staff, E P CC E E P E professional Interaction with the public, and professional development, with high expectations for achievement for all. I -D. Assessmerd: Ensures Nat all department and division heads we a variety of formal and infomlal methods and assew men s to E p p measure employee growth and understanding and make necessary adjustments to their practice when employees are not p p P performing. I-E, Evaluation: Ensures effective and timely supervision and evaluation of all staff in alignment with town policies, state regulations P P P E P P and connect provisions. I.F. Managing Conflict Employe sbategles for responding to dleagreement and dissent, censtuctively resolving conflict and p P E P E Wilding consensus Mroughout all Town departments. Overall Rating for Standard I The Town Manager demonstrates strong leadership and promotes a strong professional culture. (Underline oneJ Unsatisfactory Needs Improvement Proficient Exemplary Standard I - Comments and analysis: SEE COMMENTS ON INDIVIDUAL EVALUATIONS 8 Town Manager's Performance Rating for Standard II: Management and Operations Overall Rating for Standard ll The Town Manager uses resources to Implement appropriate staff operations and facility management. (OnWnlns one.) Unsatisfactory Needs Improvement Proficient Exemplary Standard II - Comments and ana"Is: SEE COMMENTS ON INDIVIDUAL EVALUATIONS 9 Ov DE JH KS JA BB Performance on Standards (U= Unsatisfactory; NI =Needs Improvement, P= Proficlent,' E= Exemplary). Il.& Environment: Develops and executes effective plans, procedures, routines, and operational systems fo address a full range or P P P E P P financial, safety, health, and social needs. U.S. Human Resources Management and Development: Implements a cohesive approach fo recruiting, hiring, development. and P P P P E P caner growth that promotes high - quality and effective organization. II-C. Scheduling and Management Information Systems: Uses appropriate systems W ensure optimal use of data and time for staff P P NI P P P productivity and collaboration, while minimizing staff disruption and distraction. eo. Law, Ethics, arat policies: UrMentantls and complies with state and federal laws and mandates, Board of SeNcbnen policies, E P E E P E collective bargaining agreements, and ethical guidelines. 14E Fiscal Systems: Develops a budget that supports the Town's vision, mission, and goals; allocates and manages expenditures P E E P P fo bstenca scab vs. available resources. Overall Rating for Standard ll The Town Manager uses resources to Implement appropriate staff operations and facility management. (OnWnlns one.) Unsatisfactory Needs Improvement Proficient Exemplary Standard II - Comments and ana"Is: SEE COMMENTS ON INDIVIDUAL EVALUATIONS 9 Town Manager's Performance Rating for Standard III: Community Engagement Performance on Standards (U= Unsaitsractory., NI =Needs Improvement P= Proficient E•Exemplary). Ov DE JH KS JA BB MW III -& Sharing Responsibility: collaborates with citizens and community stakeholders to formulate and support the Town's goals. P P P P P P 11143. Communication: Ergagas in regular, tam- way, proficient communication with cklzans and community eakeholdent about town gowmment performance. P P NI P E P III -C. Community Concerns: Addresses community problems and contains in an equitable, e/fecu". and emclsm manner. P E E P P Overall Rating for Standard Ill (Undedine one.) The Town Manager forms effective partnerships among town employees, citizens, community organizations, and other stakeholders that address citizen concerns and build support for the mission of Town. Unsatisfactory Needs Improvement Proficient Standard III - Comments and analysis: SEE COMMENTS ON INDIVIDUAL EVALUATIONS Exemplary 10 Comments on Standards (Cont) Standard II: Standard 111: 11