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HomeMy WebLinkAbout2015-10-20 Board of Selectmen Minutes F� O i k Town of Reading e Meeting Minutes 's3a°l►KONQ°Pr Board - Committee - Commission - Council: Board of Selectmen Date: 2015-10-20 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Purpose: General Business Session: Attendees: Members - Present: Chairman Daniel Ensminger, Vice Chairman John Halsey, Secretary Kevin Sexton, John Arena and Barry Berman Members - Not Present: Others Present: Town Manager Bob LeLacheur, Town Accountant Sharon Angstrom, Superintendent of Schools John Doherty, Martha Sybert, Executive Assistant Paula Schena, Bill Brown, Karen and Manuel German, John Facitas, Stephen Crook, John Costigan, Jan Baronian Minutes Respectfully Submitted By: Secretary Kevin Sexton g Topics of Discussion: Reports and Comments Selectmen's Reports and Comments - John Arena welcomed back John Halsey after his recuperation. John Halsey noted that he attended the RCASA presentation. RCASA was formed 10 years ago and Erica McNamera does a spectacular job. The knowledge we have now is amazing and progress is being made. RCASA is expanding to address bullying, violence, and sexual issues. He compliments Erica and her team. He will have her send the presentation to Bob to be distributed to the Board. John Halsey noted that he, Mark Segalla and Chief Burns attended a meeting of the Reading Emergency Regional Planning Committee and there is so much that goes on behind the scenes just planning in case something goes wrong. Barry Berman noted that he attended the School Committee meeting last night for the RCASA presentation. It is great that we have 10 years of data and we have made a lot of strides. He attended the hearing on Summer Avenue which is a total remodel. The Historic District Commission pushed back the decision for another year. He also noted that his wife has formed a campaign against child abuse called "Enough Abuse" and she is looking for volunteers. Kevin Sexton noted that he also attended the Summer Avenue hearing. He and John Halsey attended the last meeting of the Firearms Safety Committee to approve minutes. The Fire Department Open House was great, the kids loved it. Daniel Ensminger noted he attended the MAPC Forum with Barry Berman and they will appear before the Board of Selectmen on December 1. He participated in the Reading Conversation show by Kevin Vendt. He attended the second Permanent Building Committee meeting. Chairman Ensminger went on to read a passage of his report to Town Meeting Page 1 1 Board of Selectmen Minutes - October 20, 2015 - page 2 regarding the budget where he indicates he is happy to report significant progress in Facilities, collaborating on technology and moving forward with Human Resource support. He also noted that they will be talking next week at the Financial Forum about a Proposition Pq 2 1/2 override. John Halsey noted that a Prop 2 1/2 override is hard to talk about. The Town has approved two operational overrides usually every 10 years, but it has been 14 years since the last one. We have to replace longtime employees, there is a demand on services and MAPC says Reading's population could be 7% more in 20 years. He endorses the topic that is being proposed and we need to explore every possibility. John Arena noted that it is important to explain to the residents and make clear the trajectory we are on. Town Manager's Report - The Town Manager noted that there is an invite from Veteran's Agent Kevin Boehmiller for Veterans Day. The MAPC says that Reading had the best turnout at their event. There were at least 70 people and at least 40 of them he didn't know so new people are getting involved. The tax classification hearing will be on November 3rd Personnel and Appointments Badge Pinning - Police and Fire - Chairman Daniel Ensminger welcomed everyone. John Halsey noted that if it wasn't for some of the people here tonight, he wouldn't be here tonight. He noted that three weeks ago he was in need of emergency medical help and the safety team of emergency police and medical was remarkable. We have the best professional team. Fire Chief Greg Burns noted that there were two promotions and three new Fire Fighters tonight. Garret Antanavica, and Scott Myette were promoted to Lieutenant and Brian .... Yeager, Eric Bagby and John Messer are new Fire Fighters being pinned tonight. Police Chief James Cormier congratulated the Fire Fighters and introduced Tim Barrett, the newest Police Officer. He noted that Tim is a small plane pilot should the Board find a need to have a plane as part of the fleet. The Board congratulated the Fire Fighters and Police Officer. Discussion/Action Items Town Accountant Quarterly Report and Update on School Revolving Funds - Town Accountant Sharon Angstrom, Superintendent of Schools John Doherty, Martha Sybert and School Committee member Jeanne Borawski were present. Sharon Angstrom noted that the Revolving Funds are growing over 6 - 24 months. There are four in the School Department. The budget supports one amount but taking very little out. Full Day Kindergarten has $963,000 funded but only used $800,000. Some students have reduced or no tuition. The fee charging is close to cost and the last time it was looked at was 2010. Special Ed safes money and the revolving fund is not meant to run the full program, just help. In 2013 there was a significant difference between what was budgeted and what was used. The revolving fund is supposed to cover the negatives but the full amount was not always taken. There is a big discrepancy in 2013 and it went up again in 2014. John Halsey asked why and Sharon Angstrom indicated she didn't know why. They should charge year to year what it costs to run the program. It is all up to interpretation. John Arena noted the issue is usually the incoming funds and support to reimburse match but in 2013 and 2014 there was a substantial difference and no text of how the offset is Page 1 2 Board of Selectmen Minutes - October 20, 2015 -page 3 managed. Sharon Angstrom noted that the law says the balance can be rolled over but it doesn't say how much. John Arena noted there needs to be textual content to say how it is managed. Sharon Angstrom noted that part of the problem is the lack of understanding. The money is trapped in a fund that can't be used for any other uses. Someone needs to � ,. determine what is reasonable. John Arena indicated that there needs to be a policy of what the Town expects. Sharon Angstrom noted that Martha has budgeted out over the next three years but it will take time to draw down the money. Barry Berman noted it is important to look at how it works and to work together. That will give the community a sense that we are spending money wisely. Sharon Angstrom noted that she will monitor it closely. Kevin Sexton asked how long it will take to draw down the money. Sharon Angstrom noted that they will continue to draw down until it is at a normal level once it is determined what is normal. She's confident it will go right. There is no disagreement on what needs to be done. Perhaps the Director should look at expanding programs. John Halsey noted that the auditors made us look at this and this is a healthy fiscal process. He noted that Sharon Angstrom is making it easy to understand. He noted that the people building the program should not be doing the bookkeeping. John Arena noted that this will set a precedent on how the Town and Schools work together. The report has comparables to RISE and public institution versus private institution which has capital needs. Sharon Angstrom noted that she was just looking at how much they were charging to see if we were near that charge. Landmark is very expensive and we were reasonably below. Sharon Angstrom went on to talk about Gatsby 54 Fund Balance. There are five categories that need to be acknowledged in a policy: Permanent Fund, Restricted Fund, Committed Fund, Assigned Fund and Unassigned Fund. She noted that the draft Certified Free Cash policy has a goal of 7% with anything less than 5% being caused for concern. She asked the Board if the 7% was okay. John Arena asked if the 7% means at or above and Ms. Angstrom indicated both, this is just something they want us to adopt at some point. John Halsey indicated 7% or above is good to add just don't box yourself in. Sharon Angstrom noted there also needs to be a policy on the order of expenditures. Barry Berman asked if there is any guidance from MMA and Sharon Angstrom noted that she got some other community templates but didn't see this come up at MMA. She will show this to the Finance Committee. John Halsey suggested discussing this at the Financial Forum, Sharon Angstrom noted that Certified Free Cash was certified today at $200,000 more than last year. There were a lot of unused expenses where positions were unfilled. Barry Berman asked how much of that was due to unfilled positions and Ms. Angstrom indicated she wasn't sure but some of that was also from capital projects that didn't get done. John Arena noted that if you look at free cash regeneration and identify where it is coming from, you will find some good and some not so good. Not being able to deliver services because there was no staff is not good. Sharon Angstrom noted that the water, sewer and storm water funds are all healthy amounts. The auditors have been here and they are happy so far. They will be returning. Hearing - Early Opening Request - Tread LLC, 6 Linden Street - The Secretary read the hearing notice. Owners Lori Haverty and Tiffany Feitas were present. Dan Ensminger noted that the Board had granted a temporary 5:00 a.m. opening that expires midnight tonight. Page 1 3 Board of Selectmen Minutes - October 20, 2015 - page 4 The Town Manager noted that on pages 4 and 5 of the handout there was a list of what has been done and copies of letters of support. Ms. Feitas noted that they have been opening at 5:00 a.m. for six weeks now. They have made a lot of investments in soundproofing. They brought in sound engineers and they have gotten much better but not perfect. Some specific songs are worse than others. They schedule only certain classes during the 5:00 - 6:00 a.m. time slot and that is how they will continue. Karen German from 12 Linden Street noted she has good news. Their efforts made a dramatic difference and it is now at a tolerable level. She doesn't hear anything from 5:00 - 6:00 a.m. She sees no reason why they can't continue though their windows could be soundproofed more. She was opening her window later in the day and could hear them. John Halsey noted he has been down there are 5:00 a.m. and couldn't hear anything. Kevin Sexton commended the owners and neighbors for working together and noted the owners did a lot. The vibration was a big thing and they turned it down and elevated it off the floor. Good work. A motion by Sexton seconded by Arena to close the hearing for the early opening for Tread LLC at 6 Linden Street was approved by a vote of 5-0-0 A motion by Sexton seconded by Arena to approve a license to operate a retail business between the hours of midnight and 6:00 a.m. pursuant to Section 7.1 of the Reading General Bylaws and further pursuant to Section 3.9 of the Board of Selectmen Policies to Tread, LLC, 6 Linden Street subiect to the following conditions: -. 1. This license is for approval, pursuant to the Board of Selectmen regulation 3.9, to open for business not earlier than 5.00 a.m. on Monday through Friday, and not earlier than 6:00 a.m. on Saturday Sunday and holidays. 2. This approval expires at midnight on December 31 2015• 3. All signs shall conform to the Zoning Bylaws of the Town of Reading• In granting this license the Board finds that in accordance with Section 5 10 4 of the General Bylaws: • It is in the interest of the public health safety and welfare or that public necessity or convenience will be served by permitting such operation• and • There is no detrimental effect of such operation on the Town or the immediately abutting neighbors. The motion was approved by a vote of 5-0-0. Climate Committee - Update on Gas Leaks - Daniel Ensminger noted that this agenda item has been postponed. Board of Cemetery Trustees - Cemetery Trustees Bill Brown, Janet Baronian, Elise Ciregna, Ronald Stortz, Olive Hecht and Mary Vincent were present. Daniel Ensminger asked the Board of Selectmen how they want to proceed on Article 13. Barry Berman suggested go to the Permanent Building Committee and ask them to seek funding for a design. He noted that this is the prototype project for what the Building Committee should be used. It is not outrageous that the Permanent Building Committee Page 1 4 Board of Selectmen Minutes - October 20, 2015 - page 5 propose having money set aside for studies and consultants. The question is how to get the money for studies. The Town Manager noted that if the money is put in a fund then Town Meeting approval will be needed or we can give the Finance Committee a larger reserve fund to fund it. Daniel Ensminger noted that the two Cemetery Trustees cannot be appointed to the Permanent Building Committee until Town Meeting approves the project. Janet Baronian noted that the Trustees support Bill Brown and they hope to have the Permanent Building Committee take a tour of the cemetery building before the snow falls. Bill Brown noted that it is the Cemetery Trustees job to make sure the money is spent wisely and properly and that is why they disagree with joining DPW. John Halsey asked if they would consider a columbarium within one of the cemeteries and Bill Brown noted that the site of the current building would be a good site and Elise wants to do an ash garden. Preview of Financial Forum - The Town Manager noted that new growth is over $900,000 and this is the highest one over the past five years. John Arena asked what is driving that and the Town Manager noted the building revolving funds with everyone remodeling so $900,000 goes into next year's base. He proposes $1 Million in revenues. Available revenues is at 3% and health insurance is a huge expense in accommodated costs. John Arena commented that it is amazing how much a business spends on wages and benefits. The Town Manager noted that the Schools and Public Safety are high on wages. r.. John Halsey noted that we can't avoid a proposition 2 1/2 but if we do things right then maybe we won't need to do another one for 20 years. Barry Berman noted the goal is not to come back in five years. Daniel Ensminger remarked on the survey that was done at Town Meeting regarding an override and 9% said they would want less services and 54% said they would want more services. It was also noted that 20% of the voters said do nothing and 80% said they would agree to an increase of some amount. Kevin Sexton asked what the 20% who say no increase want to cut. John Halsey noted that if you talk to the 20% most won't change. John Arena noted that we need to get the word across without numbers. Barry Berman noted it is important to let them know the things that we will be adding. John Halsey noted that we need to work with Boards, Committees and Commissions on how staff time gets authorized because there is definitely an overuse of staff time. The Town Manager noted that next year looks better, it assumes use of $2 million in free cash. John Halsey asked how much of funding of RCASA is grants and how much longer will we have them. The Town Manager noted that there are no more grants available and they are talking about fundraising. bw John Arena suggested that Chairman Ensminger do a quick report at Town Meeting and he would be happy to help with the message creation. Page 1 5 Board of Selectmen Minutes - October 20, 2015 -page 6 A motion by Sexton seconded by Arena to adiourn the meeting at 9.40 p m was approved by a vote of 5-0-0. Respectfully submitted, l f Secretary Page 6