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HomeMy WebLinkAbout2015-12-15 Board Of Selectmen Minutes Fq Town of Reading 0Y Meeting Minutes 1 4 Board - Committee - Commission - Council: Board of Selectmen Date: 2015-12-15 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Purpose: General Business Session: Open Sessioin 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 Lel-acheur, Executive Assistant Paula Schena, Christine Hansen, Stephen Crook, Jeanne Borawski, Emily Sisson, David Swyter, John Feudo, Mike Dipietro, Genevieve Fiorente, Richard Hand, Dan Foley, Kate Kaminer, Nancy Linn Swain, Justin Lizotte Minutes Respectfully Submitted By: Secretary Kevin Sexton Topics of Discussion: Reports and Comments Selectmen's Selectmen's Reports and Comments Comments - John Halsey noted he attended the Recreation Committee and Trust Fund Committee meetings. There are issues developing with the Trust Funds and transportation for seniors and the disabled. Some agencies are rolling back their services with hour restrictions. The hospital.Trust Fund is the largest Trust Fund because we didn't build a hospital, we use the money in the spirit that It was given. The Town's social worker petitioned the Trust Fund Commissioners to change the qualifications so that they don't have to include everyone's income in the house and the Commissioners made that change to draw more people. If the Board of Selectmen wish to broaden the conditions let him know. Barry Berman noted that the Town had previously looked at funding the Nurse Advocate position but there were too many restrictions. John Halsey noted that the Town has at least 100 trusts ranging from $5,000 - $4 million. John Arena noted he was Interested In supporting looking at broadening the guidelines. The Town Manager noted he will review the document and determine what needs to be done. Kevin Sexton noted that he attended the CPDC meeting last night regarding 262 Main Street which is the Bridal Shop and commercial property next door. A lot of abutters showed up. The proposal is to not show the four floors from the front. The majority of the space is office. Kevin Sexton noted that he and John Halsey attended a meeting of the Volunteer Appointment Subcommittee tonight and he will report on that next. ' Daniel Ensminger noted that nomination papers are available and due back by January 12"'. The Town Manager noted that there will be an important discussion at the January 201h Financial Forum. The Warrant closes on January 260 and the Animal Control Bylaw will be on the Warrant. He, Jean Delos and Matt Kraunelis attended the lay Ash Gift and Gab which was to promote shop local. We have had two requests from restaurants who want to Page 1 1 Board of Selectmen Minutes - December 15. 2015 - page 2 serve alcohol until 1:00 on New Year's. There is a motion if the Board wants to approve that. ' A motion by Sexton seconded by Arena to extend the time to serve alcohol and food for all restaurants subject to the Town Manager's approval from 12 midnight to 1:00 a.m. on Friday, January 1, 2016 was approved by a vote of 5-0-0. Personnel and Appointments Climate Advisory Committee - Kevin Sexton reported that he and John Halsey interviewed Jeff Everson for a position on the Climate Advisory Committee but there is no vacancy yet. An Associate will be stepping down so when he does we will post and fill the vacancy. Human Relations Advisory Committee - In addition, they Interviewed Seema Lynch for a position on the Human Relations Advisory Committee as the Selectmen's representative. John Halsey referred to her resume and noted that all roads lead to this candidate. She is an attorney with a strong background and she has the ability to be a steady influence on the Committee as they move forward. A motion by Sexton seconded by Arena for the Board of Selectmen to accept the recommendation of the Volunteer Appointment Subcommittee as follows: Seema Lynch to a position as the Selectmen's designee on the Human Relations Advisory Committee with a term expiring June 30 2018 was approved by a vote of 5-0-0. Discussion/Action Items Wakefield/Reading Inter-Municipal Agreement - Renew Shared Assessor - The Town ' Manager noted the agreement is in the packet. The agreement has worked out perfectly and Vidor has done a great job. A motion by Sexton seconded by Halsey to renew the Inter-Municipal Agreement between the Town of Reading and the Town of Wakefield for the Director of Assessing Department effective January 1 2016 to December 31 2018 was approved by a vote of 5-0-0. Watering for Adopt an Islands and Town Buildings - Demetra Tseckares, President of the Garden Club, Vice President Denise McCarthy, Chair of Adopt an Island Suzanne McCance and Co-Chair of Civic Beautification Camille Anthony were present. Demetra Tseckares noted the Garden Club wants to start the conversation about water and Town beautification. The Town Hall has been 2/3 renovated by the Garden Club and the DPW. They want to complete the project but they are asking the older ladies to water by hose and that Is too much for them. The garden needs watering eight weeks during the summer. The lawn is a dust bowl so they are asking for Irrigation for this area. Demetra Tseckares noted that there are too many adopt and islands and they will be cutting back. The gateway islands at Stoneham, and REI need irrigation. The islands at Simms, Walgreens, Town Hall and Christopher's need irrigation also. They are asking people to haul water and that's not easy. They want to plant cherry trees in pots at the depot but they will need a watering truck. The Town Manager noted that we no longer have funding for watering the flowers ' downtown. Camille Anthony noted that those tiny baskets of flowers are silly. She would like to see us streamline like Winchester. lean Delios suggested they join forces with the Chamber to combine resources. Camille Anthony asked if we are watering new trees that are being planted and Jane Kinsella noted we are. Page 1 2 Board of Selectmen Minutes - December 15, 2015 - oaoe 3 ' Demetra Tseckares noted that the Police Station also needs some attention. John Halsey said it all sounds great and asked if she had any pricing. Demetra Tseckares noted she was not sure how the Town gets pricing for that. John Arena asked if she is asking for a system with a timer or if she wants to truck In water for the gateway islands and Demetra noted they are asking for a dedicated water system for them. The pots at the Depot will need water trucks. The Town Manager suggested that she send him an email with the locations and he will get a price. Barry Berman suggested doing It as capital but if there is no water source then he recommends they not go forward with that island. Daniel Ensminger deputized John Halsey to work with the Town Manager on looking at other sources. The Town Manager indicated it would be nice if the Garden Club suggested an alternative to the hanging baskets. Disability Commission - Matt Kraunelis noted this is a local option. If the Board wants a Disability Commission then it will have to go to Town Meeting. Christine Hansen encourages a Disability Commission to go along with the Town's ' development plan. She noted there are a lot of families with disabilities. Matt Kraunelis noted that the Town Clerk Is our ADA Coordinator. The Town Manager noted that Town Counsel would have to look at this. He also noted that a requirement is that a majority of the Commission has to be disabled and that could be hard to get. John Halsey noted he loved the Idea but It is a tricky situation. Christine Hansen noted that years ago the communities were given the option for a Commission or and ADA Coordinator. Confirm Appointment of Police Chief - Daniel Ensminger welcomed Mark Segalla. He noted he witnessed the Assessment Center and Mark performed admirably. Barry Berman noted that he went through the process also and the assessment exercises were grueling. Mark was by far above everyone else. Mark Segalla thanked the Board and noted he will do his best. He also thanked his wife for her support. A motion by Sexton seconded by Arena to confirm the Town Manaaer's appointment of Deputy Chief Mark Segalla as the next Reading Police Chief was approved by a vote of 5-0-0. ' Approve Licenses (non-alcohol) and Special Permits for Early Opening and 24 Hour Operation - Daniel Ensminger noted that the Town Manager will be issuing these permits with the Board's approval. Page 1 3 Board of Selectmen Minutes - December 15. 2015 - page 4 The Town Manager noted that two restaurants have requested extension of serving alcohol , on New Year's Eve to 1:00 a.m. The Police Chief has no problem with it so if the Board has no problem with it he will grant approval for all restaurant liquor licenses. Birch Meadow Master Plan Joint Meeting with Recreation Committee - John Feudo noted that Jenna Fiorente, Nancy Linn Swain, Kate Kaminer, Emily Sisson, Jeanne Borawski, Richard Hand and Dan Foley were present. John Feudo noted that the Recreation Committee looked at the Capital Plan and some things have become passe. They did a survey over the summer. The Town Manager noted that it is not reasonable to do anything at this Annual Town Meeting. Richard Hand noted that 564 residents responded to the survey. The people who use the area are adults 18 - 55 and youth 6 - 11. Teenagers use it 5 - 7 times a week. The uses Include walking, organized youth sports, playground use, ice skating, tennis and organized sports. Items with the highest Interest for that area are restrooms at 74%; walking paths 63%; water park 38%, multi-purpose sport court 37%; pavilion 32%. The community wants a place to gather. The lowest interest was in a skate park, dog park and turf fields. So the priority ranking is restrooms, walking path and pavilion. He noted that food could be brought in on food trucks but that needs more discussion. John Feudo questioned how to maintain the restrooms. Richard Hand noted that the following Items are in the 2016 Capital Plan: • Restrooms/Pavillion • Lighted fields • walking paths ' • multipurpose field • improved parking • water/splash parks The redesign of the softball fields will not be added because it is not needed. The Morton Field upgrade is not included because It Is not needed. There is no public interest in a dog park and a tree lined walkway is not economical. John Feudo noted that the met with everyone in the sports groups and sent notices to the abutters. Restrooms are a priority for the youth sports groups. A snack shack Is nice idea but there is no need for it. Other priorities include noise barriers i.e. trees to block noise and lights and walking paths to get around the fields without going through them. They will meet with the Permanent Building Committee regarding the building proposals. John Arena asked If $1.2 million covers the scope of work. John Feudo said it was hard to say because the plan is not set yet but he doesn't see anything that he is concerned about. John Arena asked if the original scope the same four corners and we're just bringing in new things and John Feudo indicated that is correct. John Feudo noted that we won't redo Imagination Station and that was budgeted at $50,000, but if we make that a parking lot the money will be needed for that. John Arena noted that food sales are a good income generator, it just needs to be managed well. John Feudo noted that they could have a shack at the end of each park. ' John Halsey noted that his wife ran the shack at Hunt for years. It is a great way to raise money. Smaller satellites are easier to manage. He also noted that a pavilion could be a good gathering place for family reunions, get togethers, etc. Page 1 4 Board of Selectmen Minutes - December 15 2015 - page 5 ' John Arena asked if horizontal light is still an issue and John Feudo noted it is. Daniel Ensminger noted that lighting has been discussed since the 1930's in Birch Meadow. Last April we were going to light all five fields but funds were insufficient so they prioritized the fields. What happened? John Feudo noted the received quotes. The added the little league field because they could use it. They thought It would work but they got separate quotes. The Town Manager noted that we got in-house estimates for the borings, and site work for $165,000 for site prep that is necessary to complete the project. They originally thought it would be $50,000. He doesn't understand it because he was told it was a turnkey project. The Town Manager noted that our Engineers changed their mind and said their first quote was too low. The irrigation alone will cost $45,000. John Arena noted that $165,000 doesn't sound right: Barry Berman noted that Norwood hired a contractor for a lot less. John Arena noted if the scope of work is reasonable to hire someone. The internal problem is a separate issue. The number might be good we just don't know. Barry Berman asked If the Building Committee can help with this and the Town Manager noted this is outside their scope. The Town Manager noted we need a priority list of fields in case there Is not enough money. John Feudo noted that the Recreation Committee did a site walk and had four meetings to examine different ways to move forward. They looked at usage, scheduling and maintenance costs. ' Daniel Ensminger asked if they considered and John Feudo noted they did not, but they did raise field fees. Barry Berman noted that the selling point to Town Meeting was It would pay for itself. He feels it would be worth going back and relooking at it. John Arena noted that for usage they are tracking the current and historical but it doesn't show new demand. How do we get more use? John Feudo reviewed the rankings and noted that aesthetics were included. He noted that the unlit fields ranked #1. Lights would add field time and accommodate many uses. The cost would be $225,000 - $245,000 stand alone. Barry Berman noted it would be helpful to know the potential revenue by field. John Feudo noted that revenue was dependent on usage. In-town use Is maxed out but they could invite out of towners. Daniel Ensminger asked if lacrosse could play If it was lit and John Feudo noted they could but they will tear up the field. John Feudo noted that the lighted softball field ranked #2. No extra time is added but It would improve safety and aesthetics. The cost would be $175,000 - $200,000. John Arena remarked that the field is already lit. Barry Berman asked if both fields were done together can the price be cheaper than stand alone and John Feudo noted that It depends how the project is bid. ' The Turf 2 Field was ranked #3. It would enhance flexibility but would not give additional play time because it is unsafe for light level and quality. There are numerous blind spots. It is unsafe for lacrosse and football because they would be looking directly Into the light. John Halsey asked why we using that field if it is deemed unsafe. John Feudo noted it Is adequate for practice. Page 1 5 Board of Selectmen Minutes - December 15. 2015 - page 6 The Tennis Court Field was ranked #4. It would Increase use 50% for practices and games. ' The cost would be $180,000 - $200,000. Barry Berman noted that this field is the biggest bang for the buck. We could host Little League playoffs. Daniel Ensminger asked if we could piggy back off the tennis court lights and John Feudo noted he will have to find out. John Feudo noted that the Moscariello Ballpark ranked #5. The outfield is used as a multipurpose area. They would have to change the schedule to get more playing time. Lighting is a concern from abutters. The cost will be $275,000 - $300,000. John Halsey asked they are scheduling 90 minute games and John Feudo noted they schedule two hour time slots. Daniel Ensminger asked John Feudo what process was used in ranking. John Feudo noted a grid was sent to each Recreation Committee member to rank cost, usage and least impact to the neighbors. Daniel Ensminger asked if cost affected the ranking and John Feudo noted it did. Barry Berman noted that it is more important to add something we don't have. Turf 2 already has lights. We could look at temp fixes to move up the tennis court field and Moscariello Field. We should look at lighting all fields. John Arena suggested making good by something remedial or to do away with the electronic lights and go to manual. The Town Manager noted It Is critical to rank because procurement laws say we have to prioritize. If the Board cannot decide tonight then we won't go out to bid right now. John ' Arena asked if we can do alternatives or renovation or remediation. The Town Manager noted we can list the four fields with a fifth field as an "add alternate". He would have to find out if we can do remediation or renovation. The Board discussed different rankings for the field. A motion by Ensminaer seconded by Arena to rank the fields as followina: Unlit Field #1 Tennis Court Field #2 Moscariello Field #3 Lighted Field #4 and Turf 2 #5 as an add alternate. The motion was approved by a vote of 5-0-0. Jeanne Borawski noted that they looked at the two softball fields as one because if one is lit and the other is not it will look funny. Nancy Linn Swain noted that Turf 2 is not safe. John Halsey noted they should shut it down then. John Arena noted it is the will of the Town to do as much as possible. Kevin Sexton asked if there would be any logic in going back to Town Meeting and the Town Manager noted that the timing is off. If we received bids that we don't like then we can go back to Town Meeting. Dave Swyter asked If Town Meeting approved this from free cash and the Town Manager noted no it will be borrowed money. FY17 Budget - The Town Manager noted that he sent out the budget to departments today. ' It is a 3.25% operating budget. He had to cut $1 million this year to balance the budget. Positions will be eliminated. Next year there will be cuts in public safety and library if revenues don't increase. We will have to cut programs and services or raise revenues. The Finance Committee priority is staffing and pay. They would rather cut services. They plan to look at the pay and classification plans. Page 16 Board of Selectmen Minutes - December 15. 2015 - oaoe 7 ' John Arena noted that it would be helpful to show attraction and retention area with the difficulty in hiring and inability to keep talent in place. The Town Manager noted that there are not additions to the budget just adding hours - Police and Fire employees are 40 hours and Chiefs 37.50 so there is a gap in coverage. Barry Berman noted that we've managed it so well the expectation is that we will manage. When positions were unfilled we worked harder and provided the same level of service. John Halsey noted that the word is out when you take a job with Reading you will be doing three jobs. He noted that we need to partner with the schools to take the message to the neighborhoods. They need to take the show on the road. The Town Manager noted that the Finance Committee will be looking at the following: 1. Inability to fill positions 2. Understand use of free cash 3. Average tax bill by community 4. Expectations of services S. Proposition 2 rh 6. What budget is required for DY17 7. If propose override - how much? _ 8. Longterm Town plans 9. Importance of good schools 10.Best way to get more people in the community aware John Halsey noted that we have to say how much we need and where we are going to ' spend it. It is up to the Selectmen to be out in front talking about it. Barry Berman suggested an independent committee to advocate for it. John Arena noted that the Town costs are all services. The Town Manager noted also unfunded mandates. John Arena noted that we cannot take the approach that if we don't do the sky will fall or the schools will fail. Daniel Ensminger noted that we have a Town Manager keeping his folks paid the best that he can and we need to do the same for him. He had asked Sharon Angstrom to get salary information from other communities and they range from $101,000 to $189,174. The Town of Wilmington had actually done a survey of other ways to pay. John Arena asked what deferred compensation is and John Halsey noted that is an agreement to fund pension money. John Halsey noted that we need to address changes to come into reality of what the pay should be because we are near the bottom. If we had to replace Bob tomorrow it will cost us money. We need to get In line with peer communities. Daniel Ensminger noted that the budget by salary is way out of line. The Town Manager requested that Sharon Angstrom work with Human Resources to verify the information. His personal preference is to be transparent and not hide anything in the ' budget. Barry Berman noted that the longevity of the office holder is important. John Halsey noted that how long the person has been doing that job not just in the current job is data needed. Page 1 7 Board of Selectmen Minutes - December 15. 2015 - pace 8 Daniel Ensminger noted that they will use the Peer Community list. He and John Halsey will ' get more data and work on it. Approval of Minutes A motion by Sexton seconded by Arena to approve the minutes of October 28, 2015 was approved by a vote of 3-0-2 with Arena and Halsey abstaining. A motion by Sexton seconded by Arena to approve the minutes of November 17, 2015 as amended was approved by a vote of 5-0-0. A motion by Sexton seconded by Arena to adiourn the meeting at 10:22 p.m. was approved by a vote of 5-0-0. Respectfully submitted, Secretary Page 1 8