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HomeMy WebLinkAbout2015-09-01 Board of Selectmen Minutes F } Town of Reading Meeting Minutes F�EGt�vt:U TOWN CLERK Q'9'► °°"� READING, MASS. Board - Committee - Commission Council: Lt t ,T -1 A es 14 , Board of Selectmen Date: 2015-09-01 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Purpose: General Business Session: General Session Attendees: Members - Present: Chairman Daniel Ensminger, Vice Chairman John Halsey, Secretary Kevin Sexton, John Arena and Barry Berman Members - Not Present: John Arena Others Present: Town Manager Bob LeLacheur, Paula Schena, Carl McFadden, Stephen Crook, Superintendent of Schools John Doherty, Martha Sybert, Carolyn Wilson, Carl McFadden Minutes Respectfully Submitted By: Secretary Topics of Discussion: Reports and Comments Selectmen's Liaison Reports and Comments - Barry Berman noted that the Climate Advisory Committee is seeking support from the Selectmen on legislation regarding gas leaks that State Representatives Dwyer and Lewis support. They would like to come in and make a presentation. Kevin Sexton noted that he and John Halsey met as the Volunteer Appointment Subcommittee and they are recommending several appointments tonight. One applicant is coming in to be interviewed by the whole Board. He is applying for the Conservation Commission and is a good fit as far as background but he is an active contractor in Town. John Halsey noted that the Recreation Committee and Birch Meadow subcommittee received the results of the surveys. A total of 6% of the family base in Reading responded to the survey. They need to hold a public hearing. The meetings have gone well despite a couple of residents who are against it. Parking, noise, time and lights are all issues. Daniel Ensminger recommended that they develop an operational plan and then hold a hearing. John Halsey noted that musician Ben Minney, 10 years old, applied for an amplified sound permit so he can do a charitable concert in the park at Memorial Park. He noted if it gets approved then he should appear before the Board. He is an amazing young man. John Halsey noted that the Lions Club is holding a dog walking event at the Wood End School and have applied for a sound permit. The Recreation Committee couldn't act on either request because they did not have a quorum. Daniel Ensminger noted that the Bylaw Appointment Committee met and appointed energetic Christopher O'Donoghue. There is a new business in Town called Tread LLC and they will be appearing before the Board requesting a 5:00 a.m. opening. He requested that the Town Manager put second water meters on an upcoming agenda to explain the Town's billing process. Page 1 1 Board of Selectmen Minutes - September 1, 2015 - page 2 Town Manager's Report - The Town Manager noted that we received limited approval by the Attorney General regarding associate members. In order for ZBA or Community Planning and Development Commission to have associates it must go to Town Meeting as a bylaw. CPDC will only be allowed to have one and ZBA only two. The Town Manager noted that he will discuss the changes with facilities later. Human Resources is looking for a third person to share with schools. They are desperately understaffed. The School technology person resigned so Kevin Furilla has been appointed temp person to help keep the system running and help hire a new person. Joe Huggins has been appointed Director of Facilities. Personnel and Appointments Conservation Commission, Animal Control Appeals Committee, Climate Advisory Committee Mystic Valley Elder Services Board of Directors, Community Planning and Development Commission and Recreation Committee - Kevin Sexton noted that there will be no appointment to the Community Planning and Development Commission as planned due to the Attorney General's ruling. Kevin Sexton noted that Albert Couillard is seeking appointment to the Conservation Commission. Both he and John Halsey feel it is best for him to have a discussion with the full Board due to a possible conflict. Mr. Couillard noted that he has been a building contractor for 30 years. He has been building in Reading for nine years and has appeared before the Conservation Commission. Daniel Ensminger asked how many cases he had before the Conservation Commission and Mr. Couillard noted one. He also noted that he would abstain if he had to appear before the Commission in the future. John Halsey noted that someone with contractor experience would be good on the Commission but Mr. Couillard does do work in Reading. Barry Berman asked if Mr. Couillard would be the only contractor on the Commission. John Halsey noted yes and it makes sense to have a contractor on the Commission. Kevin Sexton noted that his only concern is how many times he will need to abstain. The Town Manager noted that Mr. Couillard should fill out an appearance of conflict form at the Town Clerks office. Daniel Ensminger asked Mr. Couillard if he felt he could impartially meet his duties and he indicated yes. Barry Berman asked if he could meet the time commitment and Mr. Couillard indicated the site visits are on Sundays so that is no problem. A motion by Sexton seconded by Berman 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 the 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; • Richard Robbins to the Animal Control Appeals Committee with a term expiring June 30, 2018; Page 1 2 Board of Selectmen Minutes - September 1, 2015 - page 3 • Joyce Gould to an Associate position on the Animal Control Appeals Committee with a term expiring June 30, 2016; • Albert Couillard to the Conservation Commission with a term expiring June 30, 2017; • Heather McLean to the Human Relations Advisory Committee with a term expiring June 30, 2016. The motion was approved by a vote of 4-0-0. It was noted that there is still a vacancy on the Human Relations Advisory Committee for a Board of Selectmen representative. Discussion/Action Items Amplified Sound Permit - Carl McFadden noted this is their fourth year of flag football on Saturday nights. They have 700 kids signed up this year. They will have a bouncy house and have hired 40 High School kids to help out this year. All of the kids will be getting shirts. Each night a business will be highlighted. Chilis will do free food one night. He has never received any complaints from the neighbors regarding the DJ. Each night the concession stand will be run by different groups. Carl McFadden noted there is one change this year and they will be shifting things back to turf 2. The bleachers will act as a sound barrier. The Town Manager noted that he has not received one complaint. Daniel Ensminger asked about the dates and hours. Carl McFadden noted it begins this Saturday and is from 4:00 p.m. to 8:00 p.m. They have started a K-2 and 3-5 ladies division this year. Barry Berman asked about the cost and Carl McFadden noted it is $159. Barry Berman asked what if a family has more than one child and Carl McFadden noted that Recreation has never turned anyone away. The Board gave Mr. McFadden their blessing. Busa Liquors Pledge of License - Andrew Busa was present. He noted that he is changing banks from TD Bank to Berkshire. Daniel Ensminger asked if this is common and the Town Manager noted it is not but Town Counsel says it is okay. Barry Berman asked if there is any implication of the Town if he defaults and it was noted there are no implications to the Town. A motion by Sexton seconded by Halsey 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 was approved by a vote of 4-0-0. Inter-Municipal Agreement with Wakefield for Post Program for Special Education Students - Superintendent of Schools John Doherty, Martha Sybert and Carolyn Wilson were present. John Doherty noted that EMARC is no longer providing services for kids outside of high school. The Town is required to provide services. The Town of Wakefield approached them to join forces and they have finally reached an agreement. He thanked the Town Manager `~ for working on getting this agreed to. Page 1 3 Board of Selectmen Minutes - September 1, 2015 - page 4 Carolyn Wilson noted that the post academy is for 18 - 22 year olds with intellectual impairments. It provides community based opportunities including employers with internships; independent living schools and creative living teaching community skills. John Doherty noted this will be shared costs. Last year they spent over $200,000 and this will cost $150,000. They could also tuition students from other communities. Barry Berman asked why EMARC went out of business and John Doherty noted it was due to a decrease in students. Barry Berman asked how many students they predict to have and Carolyn Wilson indicate six would be our high and Wakefield has seven. Barry Berman asked about the cost sharing and John Doherty noted it will be 50/50 for ease of budgeting. Daniel Ensminger asked if Reading has any financial oversight and Martha Sybert noted they will be audited. John Doherty noted that we can opt out after the first year if we want. The Town Manager noted that when a facility is being shared that is a little bit more difficult and we have to be open minded regarding maintenance, etc. A motion by Sexton seconded by Halsey 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 was approved by a vote of 4-0-0. Preview Town Meeting Articles - Focus on Financial Items - The Town Manager noted that Article 6 is for 6 road acceptances. Daniel Ensminger and Karen Herrick got two petitions signed. Article 10 is a Bylaw change regarding Associate members. Article 11 is a Bylaw change for removal from a committee for absence and Article 12 is a Bylaw change regarding residence requirements for committee members. The Town Manager noted that there is an enormous amount of action in the capital plan. There was a lot of damage to equipment last winter. Money is needed for technology and the phone project. The Facilities Department is juggling priorities. We failed two times to get good bids for the regrade of the Killam Field. Barry Berman asked if the Killam School project is too small to bid and the Town Manager indicated he did not know but it could be. Unfortunately, we don't have extra staff or equipment to do the work ourselves. The Town Manager reviewed the pay and class changes. He proposes upgrading the vacant Business Analyst position to be a Procurement position that will be shared with facilities. We are centralizing Town facilities except the School Custodians will stay isolated. He will be asking for an Assistant Facility Director plus another person in facilities. Barry Berman asked what the Assistant Facility Director would do and the Town Manager noted that is being worked out. The Town Manager noted that operationally, there are not a lot of changes, but there is a fair amount of work to be done. The Town's expertise in construction is the Development Review Team which has the same people working together. He plans on outsourcing the Hazard Mitigation Plan. The Town Manager noted that we will discuss the need to take care of our buildings at the Financial Forum on September 16tH Daniel Ensminger noted that some Division Heads are doing two jobs and he asked if there is any compensation for that. The Town Manager noted that some people are doing four jobs and he has to determine how to compensate. Turnover is difficult because we can't find good replacements. Most planning departments have three to five employees, we only have two. Page 1 4 Board of Selectmen Minutes - September 1, 2015 -page 5 T Barry Berman noted that at some point we need to develop what we want to be budgeted and then whittle it down. John Halsey noted that if we don't identify what is needed then we will not be able to manage the results. The Capital Improvement Plan works. The Town Manager noted that master planning helps. Board of Selectmen Communication Policy - Daniel Ensminger noted that he would like to discuss email, social media and stand on legislation. Email - Daniel Ensminger noted that the selectmen are not able to debate emails unless they are at a posted meeting. The safest way is to send emails to Bob and ask him to distribute. Barry Berman noted that when people email individual Selectmen they want to reply. Daniel Ensminger suggested maybe the liaison should reply. The Town Manager noted that if it is not clear then the Chairman and Vice Chairman. John Halsey noted that when he responds he always copies the Town Manager and Chairman. The Town Manager noted that in the past he has responded with a thank you and letting them know the Board of Selectmen will take it up at their next meeting. We are obligated to respond quickly. He noted that the Chairman should always be included and he would include the Vice Chair or liaison. Daniel Ensminger suggested including the Ombudsman. Social Media - Daniel Ensminger noted that if a Selectmen posts on a site i.e. 01867 Group, it could be considered to be the Selectmen's view when it is not. The Town Manager recommended that there is no law against it, it is just perception. He suggests not saying you are a Selectman. Barry Berman noted that as long as they don't give perception that they are replying for the whole Board, he feels it is okay for a Selectman to answer for himself because it is important to be involved. The Town Manager noted that the Selectmen need to differentiate executive session material. The Town Manager asked about Boards, Committees and Commissions and Daniel Ensminger noted they should not be posting on social media at all. The Town Manager noted he will develop a policy. Barry Berman asked if the Selectmen could create a Facebook page and the Town Manager indicated he will bring in Matt Kraunelis to discuss this. Special Legislation - Daniel Ensminger noted that he can't remember the Board of Selectmen ever being asked to support legislation and he feels the Board needs guidelines for this. He noted that the Climate Advisory Committee is asking the Board to support legislation regarding gas leaks and the customers having to pay for the repairs. Kevin Sexton noted that if it is a safety concern then it is a priority. Daniel Ensminger noted that in the case of the gas leaks legislation it is both safety and economic and we need to hear from both sides. John Halsey noted that he doesn't know how the Board could respond to that request. He also noted that if there are 140 leaks in Reading then the Town needs to get on it by approaching them not passing legislation. He feels the Climate Advisory Committee should not be taking a stand on this and he prefers to hear from our public safety folks. John Halsey recommended having the Climate Advisory Committee, DPW and gas company in to discuss this. Page 1 5 Board of Selectmen Minutes - September 1, 2015 - page 6 Barry Berman stated that in certain circumstances The Board may want to take a position on statewide legislation. The criteria would include, public safety, whether the issue had a direct impact on Reading, and whether or not the legislation is supported by our delegation and in the opinion of our legislative delegation the support of Town government would help the passage of the legislation. Town Manager Evaluation - Daniel Ensminger noted that the overall ratings on all eight goals was "meets". He noted that Barry Berman's scoring of DNM on Goals 2 and 3 sound more like "meets." John Halsey noted that he gave a DNM under communication because the goals have been expanded and we are not there yet. It is not a critical statement, just factual, and we have hired Matt Kraunelis now so there will be changes. Daniel Ensminger noted the accomplishments on regional projects such as health. He likes the discussion with the School Department regarding technology and Human Resources. He noted that we need to move forward with real estate. He feels the See Click Fix is a good method of communication. Barry Berman noted that the Permanent Building Committee should be a priority. Daniel Ensminger noted that the Historical Commission has valuable artifacts but they don't have a home. Barry Berman noted that he spoke with the Library Director about that. The Town Manager noted that this was a useful exercise and it was nice to see different opinions. Barry Berman noted that he would like to see the Town Manager get out and tell our story by restarting Ask the Town Manager or a monthly article in the newspaper. Approval of Minutes A motion by Sexton seconded by Ensminger to approve the minutes of August 11, 2015 was approved by a vote of 3-0-1 with Halsey abstaining. A motion by Sexton seconded by Berman 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 was approved on a roll call vote with all four members voting in the affirmative. Respectfully submitted, Secretary Page 1 6