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Home My WebLink About2016-07-26 Board Of Selectmen HandoutDRAFT MOTIONS BOARD OF SELECTMEN MEETING JULY 269 2016 Halsey, Sexton, Berman, Arena, Ensminger LeLacheur 5a) Move that the Board of Selectmen approve the employment agreement between the Town of Reading and Robert LeLacheur for services as Town Manager effective August 1, 2016 through July 31, 2018. 5b) Move that the Board of Selectmen vote to approve the plan of land entitled "Easement Plan of Land located in Reading, Massachusetts (Middlesex County- Southern District) prepared for Sage Development scale 1" =20' Date May 1, 2016 prepared by Sullivan Engineering Group. LLC, P.O. Box 2004, Woburn, MA 01888" to be recorded at the Middlesex South Registry of Deeds with a grant of a water and sewer easement to the Town of Reading, said easement and plan are required in order for the commencement of a Reading Department of Public Works' utility project. 5d) Move to close the hearing on the driveway waiver for 43 Track Road. Move that the Board of Selectmen approve the driveway for 43 Track Road with a 30 foot offset. 6a) Move that the Board of Selectmen approve the minutes of June 21, 2016 as amended. 6b) Move that the Board of Selectmen approve the minutes of July 12, 2016 as amended. Move that the Board of Selectmen adjourn the meeting at p.m. to o� OF I?FAO� w Office of the Town Manager ,639lNCORP��P� 16 Lowell Street Reading, MA 01867 To: Board of Selectmen From: Robert W. LeLacheur, Jr. CFA Date: July 24, 2016 RE: BOS Agenda for July 26th 781 - 942 -9043 townmanager @ci.reading.ma.us www.readingma.gov /town - manager Sorry for the delay in this memo, we've been pulling together some tax data with the Assessors. John Halsey met with Victor and me last week, I will update the Board on our discussions as John will miss your meeting. First the Town Accountant will ask the Board to approve the Town Manager's two -year contract that was in your packet over the weekend. I will let her cover the highlights, but the remaining FY17 wages (8/1 to 6/30) mimic the town non -union steps +2% COLA; the Board's desire to change the workweek to 40 hours will also begin on August Vt. Thank you for your ongoing support! I will review briefly a request for utility easements for Birch Road, and expect to have a write -up for the Board from the Engineers in Tuesday night's packet. The Hunt /Lee drainage easement will need to be postponed and brought back to the Board at a later date because of a misunderstanding between the Engineers and Town Counsel. I will then review a straight- forward driveway waiver request on Track Road that made sense to all of us internally, and as yet we have not heard any negative comments from the abutters we notified. Next will be a preview of a September Special Town Meeting Warrant that needs to be closed on August 16`h. Articles 1 -2 -3 are standard and we actually have one change for the FY17 Fire department ambulance to make in the capital plan. Articles 4 -5 -6 are changes we should make regardless of any Override discussion. These will help a handful of seniors most in need — we did something similar about five years ago as we like to survey our Peer Communities as to what they do. Although we don't have a lot of data to prove it, the challenge of financially keeping seniors in their homes in the metro - Boston area seems to rival the medical challenges of doing the same. Article 7 is a Home Rule petition seeking Senior Tax Relief, with the tool directly aimed at the ratio of annual property tax to annual income. This is a more targeted solution that the residential exemption discussed by the Board last fall. Higher "tax /income" ratios result in larger tax - breaks, which can be up to 50% of the property tax bill. We expect some seniors to end up paying far less property taxes even after any Override that the Board will consider. Note that the language will be such that the Home Rule will be enacted only after a successful Override of Proposition 2 -1/2. Until such time it will be a tool in a stand -by mode. The language of the Home Rule Petition is not finalized because the Board needs to think about several considerations. The most important of these are: minimum age to qualify; minimum time living in Reading to qualify; the dollar tax shift desired. It is important for the Board to understand up front that due to the way state tax policy is laid out, any shift away from lower income seniors must be picked up only by the rest of the Residential Class. Therefore the tax rate on Residential will be higher than that of commercial /industrial /personal property. On August 9th your entire agenda is set aside to complete this discussion: Chairman Halsey intends the August 9th tax classification discussion to result in a formal vote by the Board on a factor between the Residential and Commercial classes. Should an Override pass, this factor (currently 1.0) will be used in tax classification in late October /November when the exact rates are known. If an Override fails or is not requested, the vote on August 9th becomes moot. The considerations above will lead to some further mathematical work needed. For example, a $1.5 million shift away from low income seniors could be met with a shift to a factor of 1.05 in order to about equalize the tax rates between Residential and Commercial. Another way to consider this is that these two classes share the $1.5 million of tax relief in the 92% to 8% ratio that is currently in place. I strongly support the Assessors request that the Board not tweak this factor beyond a 5% multiple, and also that the Board not consider a small business exemption in the first year. This tax policy is revolutionary in the state — only one community has done something similar thus far — and there are a lot of moving parts. We think that we have minimized the risks to the town and the benefits to the seniors, and certainly will be happy to tweak tax policy in 'year two' as we assess the impacts. The Board should also consider that the Home Rule petition needs to not only pass by counsel from the House and Senate, but also by the DOR. Complex policies are less likely to receive approval. Article 8 is 'the Override' and received a lot of discussion between myself and Town Counsel, which was continued at a meeting that included Chair Halsey. First it should be noted that when you close the Warrant, the exact amount of an Override is not needed — that should be set by September 1St however, and must be set by September 12th when formally calling for a Special Election. There are some Town Meeting members that oppose seeing an Override discussion on the floor, since the body has no binding authority. On the other hand, there are some Town Meeting members that ran for the seat in order to have a vote on the Override (mistakenly). The language of Article 8 will be for the Selectmen to hear from Town Meeting as it considers requesting a Proposition 2 -1/2 Override — there need not be any final vote. This is an unusual step in the Commonwealth, and I think the Board is to be commended for being so transparent, and for giving Town Meeting the opportunity to hear the facts and give the Board their views. CS) August 9, 2016 Senior Center 7:00 Tax Classification discussion LeLacheur 7:30 Senior Tax Relief Discussion LeLacheur 8:00 Financial Review & Proposition 2 -1/2 Override discussion LeLacheur 8:30 Chairman Halsey intends the August 9th tax classification discussion to result in a formal vote by the Board on a factor between the Residential and Commercial classes. Should an Override pass, this factor (currently 1.0) will be used in tax classification in late October /November when the exact rates are known. If an Override fails or is not requested, the vote on August 9th becomes moot. The considerations above will lead to some further mathematical work needed. For example, a $1.5 million shift away from low income seniors could be met with a shift to a factor of 1.05 in order to about equalize the tax rates between Residential and Commercial. Another way to consider this is that these two classes share the $1.5 million of tax relief in the 92% to 8% ratio that is currently in place. I strongly support the Assessors request that the Board not tweak this factor beyond a 5% multiple, and also that the Board not consider a small business exemption in the first year. This tax policy is revolutionary in the state — only one community has done something similar thus far — and there are a lot of moving parts. We think that we have minimized the risks to the town and the benefits to the seniors, and certainly will be happy to tweak tax policy in 'year two' as we assess the impacts. The Board should also consider that the Home Rule petition needs to not only pass by counsel from the House and Senate, but also by the DOR. Complex policies are less likely to receive approval. Article 8 is 'the Override' and received a lot of discussion between myself and Town Counsel, which was continued at a meeting that included Chair Halsey. First it should be noted that when you close the Warrant, the exact amount of an Override is not needed — that should be set by September 1St however, and must be set by September 12th when formally calling for a Special Election. There are some Town Meeting members that oppose seeing an Override discussion on the floor, since the body has no binding authority. On the other hand, there are some Town Meeting members that ran for the seat in order to have a vote on the Override (mistakenly). The language of Article 8 will be for the Selectmen to hear from Town Meeting as it considers requesting a Proposition 2 -1/2 Override — there need not be any final vote. This is an unusual step in the Commonwealth, and I think the Board is to be commended for being so transparent, and for giving Town Meeting the opportunity to hear the facts and give the Board their views. CS) Reading 2020 FY17 Working Groups & Goals 016 R2020 -1 Financial Sustainability (LeLacheur Chair; Angstrom, Miller, Heffernan, Santaniello; Halsey) Goal #1 - Comprehensive financial review through FY2025 & FY2030 Goal #2 - Local Real estate Tax Policy Goal #3 - Projects outside of Tax Levy Goal #4 - Gather feedback from the Community on the balance of resources and services Goal #5 - Provide Information to the Community R2020 -2 Operational Efficiency (Angstrom Chair; Delios, Jenkins, Furilla, Cabuzzi, LeLacheur; Ensminger) Goal #6 - Resource sharing with other communities & organizations Goal #7 - Master Plan for Human /Elder Services Goal #8 - Gather internal operations data Goal #9 - Conduct Peer comparisons as warranted & relevant Goal #10 - Continue to integrate and leverage technology Communication (Kraunelis Chair; Lannon, Zager, Miller, Furilla, Jackson, Deputy Police Chief (open), R2020 -3 Feudo, LeLacheur; Sexton) Goal #11 - Review Selectmen's Policies - Article 2 Appointed Boards Goal #12 - Improve communications between Appointed Boards & both BOS and the community R Goal #13 - Cable Negotiations: complete by November 2018 Goal #14 - Website continuous improvements Goal #15 - Complete Library Building project and Assess Communication needs R2020 -4 Policy (Burns Chair; Kraunelis, Segalla; Jenkins, Kinsella, Perkins, Sch , LeLacheur; Arena) Goal #16 - Targeted Review of General Bylaws (Nov'16 Town Meeting) Goal #17 - Review Selectmen's Policies - Article 1 Operating Procedures /Charter Goal #18 - Review Selectmen's Policies - Article 3 Licenses Goal #19 - Complete Legal Review of all union collective bargaining contracts Goal #20 - Complete Review of Town Personnel Policies R2020 -5 Long Term Planning (Delios Chair; LeLacheur, Huggins, Kinsella, Library ADir /Dir (open), Mercier; Berman) Goal #21 - Economic Development - Downtown(zoning, parking, initiatives /projects) Goal #22 - Economic Development - Other Priority Development areas (zoning, marketing) Goal #23 - Economic Development - Housing (zoning, demographics, projects) Goal #24 - Assess condition of Town infrastructure (Bldgs - existing /space needs; roads; wtr /swr) Goal #25 - Assess status of all Town owned land (include Oakland Road) E,D Reading 2020 FY17 Grnuns 9) Financial Sustain- Operational Communk Long Term I ability Efficiency cation Policy Planning R2020 -1 R2020 -2 R2020 -3 R2020 -4 R2020 -5 John Halsey BOS Ch xxx Kevin Sexton BOS VCh xxx Barry Berman BOS Sec xxx John Arena BOS xxx Dan Ensminger Bob LeLacheur BOS Adm Svc TM Chair_ xxx xxx x_x_x_ xxx xxx Jean Delio_s Pub Svc DH xxx Chair Sharon Angstrom Finance DH xxx Chair Matt Kraunelis Adm Svc DH Chair xxx Greg Burns Fire DH Chair Mark Segalla Police DH xxx Amy Lannon Library DH xxx Jeff Zager DPW DH xxx Joe Huggins Facilities DH xxx Allison Jenkins Adm Svc purch xxx xxx Deputy Chief (open) Police ADH xxx Jane Kinsella DPW ADH xxx xxx Jayne Miller Adm Svc busn xxx xxx John Feudo Pub Svc ADH xxx Judi Perkins Adm Svc ADH xxx Julie Mercier Pub Svc ADH xxx Kevin Cabuzzi Facilities ADH xxx Kevin Furilla Adm Svc tech xxx xxx Library (open) Library tba xxx Nancy Heffernan Finance ADH xxx Paul Jackson Fire ADH xxx Paula Schena Adm Svc ExSec xxx Victor Santaniello I Finance Asr xxx 9) DRAFT - BOARD OF SELECTMEN 2016 AGENDAS 2016 712412016 Responsibility Start time July 26, 2016 Approve Town Manager's Contract Angstrom 7:15 Birch Road Utility Easements LeLacheur 7:20 AbandenD nageEasenients 21.uvu,nt sifeet POSTPONED -- ""a '6 Lee Suer' Hearing Driveway Waiver - 43 Track Road LeLacheur 7:30 Megaag. W Senior Tax Relief LeLacheur Santaniello 7:45 8:00 Tax Classification discussion LeLacheur 7:30 Senior Tax Relief Discussion LeLacheur 8:00 Financial Review & Proposition 2 -1/2 Override discussion LeLacheur 8:30 Office Hour Barry Berman Amend license for underground storage tank at 83 - 85 Main Street to change one tank from gasoline to diesel 7 :20 Hearing Transfer Liquor License from Brooks Brew and Fine Wines, 676 Main Street, to Anastasi Brookline, 25 Walkers Brook Drive 7:30 Hold Fusilli's Alteration of Premises Trust Fund Commissioners ICohen 8:30 Hearing -V--IuNV-VV-WWX"Ian lull Town Meeting LeLacheur 9:00 Community Financial Forum 9/1/16 @RMHS Thursday 7:OOpm September 6, 2016 Office Hour Kevin Sexton Fire Badge Pinnings Burns 7:20 FY17 Goals & Reading 2020 update LeLacheur 7:45 Preview Warrant for November Subsequent Town Meeting (begins 11/14/16) LeLacheur 9:00 0 0� Special Town Meeting September 12, 2016 Monday Call for Special Election on October 18, 2016 (formal notification to Town Clerk) September 20, 2016 Close Warrant for November Subsequent Town Meeting (begins 11/14) LeLacheur Town Manager Performance Evaluation Halsey October 4, 2016 Office Hour Dan Ensminger Close Warrant for October 18, 2016 Special Election LeLacheur Vote Warrant Articles for Subsequent Town Meeting 11/14/16 LeLacheur October 25, 2016 Close Warrant for Presidential and State Elections 11/8/16 Finacial Forum 10/26/2016 1 Pleasant St Ctr 7:30 Town Meeting November 14, 2016 Monday November 15, 2016 Office Hour lJohn Halsey 0� ps Town Meeting November 17, 2016 Thursday Town Meeting November 21, 2016 Monday Town Meeting November 28, 2016 Monday November 29, 2016 Town Meeting December 1, 2016 Thursday December 13, 2016 Office Hour John Arena Future Agendas Board of Selectmen Policies: Article 1 General Operating Procedures LeLacheur Board of Selectmen Policies: Article 2 Volunteer Boards /Committees /Commissions LeLacheur Board of Selectmen Policies: Article 3 Licenses LeLacheur Recurring Items Close Warrant: Nov TM by 9/27 Close Warrant: Presidential & State Elections by 11 /1 (Elections are 11/8) Review BOS/TM Goals Mar & Sep Semi -ann Appointments of Boards & Committees June Annual Hearing Approve Classification & Compensation June Annual Hearing Tax Classification October Annual Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly RCTV members Report Semi -ann CAB (RMLD) member Report Semi -ann MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees Annual ps DRAFT - BOARD OF SELECTMEN 2017 AGENDAS 2017 712412016 Staff Estimated January 10, 2017 Pleasant St Ctr Office Hour Barry Berman 6:30 FY18 Town Budget 7:15 Budget Overview LeLacheur Public Services Delios Facilities Huggins Finance Angstrom Administrative Services Kraunelis January 11, 2017 Pleasant St Ctr FY18 Town Budget 7:15 Public Safety - Fire /EMS Burns Public Safety - Police Segalla Public Safety - Dispatch Segalla Public Library Lannon & Trustees Public Works Zager Enterprise Funds LeLacheur Benefits, Miscellaneous LeLacheur Capital /Debt LeLacheur Budget Summary LeLacheur January 24, 2017 Pre, ie-,j - Annual Town Nleeting LeLacheur 7.20 January 25, 2017 - Financial Forum Pleasant St Ctr 7:30 February 7, 2017 Office Hour John Arena 6:30 February 21, 2017 Senior Center Town Accountant Quarterly Report Angstrom 7:20 Hearing Close Annual Town Meeting Warrant LeLacheur 7:45 Hearing Water, Sewer and Storm Water Rates for FY18 (effective December 2017 billing) LeLacheur 8:00 Office Hour John Halsey 6.30 c� Vote Annual Town Meeting Warrant Articles LeLacheur March 21, 2017 Local elections April 4, 2017 Tuesday April 11, 2017 Office Hour Dan Ensminger 6:30 Board Reorganization LeLacheur 7:00 Appoint Board of Assessor VASC 7:05 Discuss Board Liaison Assignments Chair 7:10 Town Meeting April 24, 2017 Monday Town Meeting April 27, 2017 Thursday Town Meeting May 1, 2017 Monday May 2, 2017 Office Hour Kevin Sexton 6:30 Town Accountant Quarterly Report Angstrom 7:20 Board & Committee updates LeLacheur 7:45 Town Meeting May 4, 2017 Thursday May 16, 2017 Board & Committee updates LeLacheur 7:20 May 30, 2017 Board & Committee updates LeLacheur 7:20 June 13, 2017 Office Hour Barry Berman 6.30 Appoint Boards & Committees VASC 7:20 Hearing FY18 Non Union Classification & Compensation Plans LeLacheur 7:50 June 27, 2017 c� Future Agendas Board of Selectmen Policies: Article 1 General Operating Procedures LeLacheur Board of Selectmen Policies: Article 2 Volunteer Boards /Committees /Commissions LeLacheur Board of Selectmen Policies: Article 3 Licenses LeLacheur Review Inflow & Infiltration policy Percival Oakland Road status & plans LeLacheur Strout Avenue Master Plan Delios Downtown Parking Segalla Recurring Items Close Warrant: Apr '17 TM by 2/28 Close Warrant: Nov '17 TM by 9/26 Review BOS/TM Goals Dec & June Semi -ann Appointments of Boards & Committees June Annual Hearing Approve Classification & Compensation June Annual Hearing Tax Classification October Annual Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly RCTV members Report Semi -ann CAB (RMLD) member Report Semi -ann MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees Annual 0 FINCOM FY17 Meeting Schedule (All meetings are shown in bold and begin at 7:30pm held in Town Hall, unless noted) 2016 my 26 o ulaf meeting August 10 regular meeting August 16 BOS close Warrant for September Special Town Meeting August 31 regular meeting September 1 Financial Forum: FY18 budget (RMI IS PAC 7:30pm - Thursday) September 12 Special Town Meeting September 20 BOS close Warrant for November Subsequent Town Meeting October 12 regular meeting (November TM Warrant Articles) October 18 Special Election October 26 Financial Forum: FY18 budget (Pleasant St. Center 7:30pm) November 9 regular meeting November 14(M)- 17(Th)- 21(M) -28(M) Subsequent Town Meeting (at RIIH.S) December 13 regular meeting 2017 January Selectmen Town budget meetings (January 10,11) January School Committee budget meetings (January 9,12, 23, 26) January 25 Financial Forum: FY18 budget (Pleasant St. Center if needed 7:30pm) February 8 regular meeting February 21 BOS close Warrant for April Town Meeting March 1 FY18 Budget Meetings (Town) March 8 FY18 Budget Meetings (Town) March 15 FY18 Budget Meetings (Schools) March 22 Vote FY18 Budget & Town Meeting Articles April 4 Local elections April 24(M)- 27(Th) -May I (M) -4(Th) Annual Town Meeting ((it RMH,S) June 28 Year -end meeting OF RFq�� Town of Reading Employee Performance Review 6`9. INCORQO¢P NAME: POSITION TITLE: DEPARTMENT: DIVISION: SUPERVISOR: DATE OF REVIEW: INTRODUCTION The annual performance review is a communication tool designed to help employees understand their roles, continue to learn, and participate in the improvement of the organization. The substance of the program is a focus on communication between employees and supervisors. This document is built on the following assumptions: • Employees need to know what is expected of them and how their supervisor views their performance. • Employees want to work, do a good job, and take responsibility. • Motivation to contribute and achieve requires a sense of purpose. • Employees and supervisors are partners in this discussion. Each annual review is confidential and is not public record. OBJECTIVES OF THE PERFORMANCE REVIEW PROGRAM • Enhance communication between an employee and a supervisor. Dialogue should be continuous during the year and may include coaching, guiding, and clarification of job responsibilities within the context of larger organizational goals. This Review form is a summary of the year's efforts in this regard, and is a formal written record of that summary. • Develop employees. Identify interests in professional development and opportunities for development. This may be related to either current or future positions within the organization. • Support continuous quality improvement throughout the organization. Emphasis should be on guiding and empowering employees 4 -30 -08 Employee Performance Review Part I: List Objectives /Projects from the previous review period. Use this section to briefly explain positive results, delays in success. Part II: Employee Core Competencies: The following items represent important skills and competencies related to this employee's primary job functions and the supervisor's perspective on the emplovee's level of attainment. Note: Add to this list 3 -4 additional core competencies from the attached list which are directly related to this position. For supervisors there are 4 additional competencies listed as "4 Managerial Competencies" on the attached list. Competency Comments: Use this area to elaborate on any `below standard' areas listed above. Any areas of `below standards' must list some specific actions required to address improvement in that araa I - 0-08 Competency Area Below Standard Meets Standard Exceeds Standard 1. Customer Service 2. Communication 3. Quality of Work 4. Dependability /Reliability 5. Skills /Knowledge 6. Productivity 7. Judgment 8. Flexibility/Willingness to Adapt 9. Teamwork 10. Ethics and Standards 11. Safety 12. 13. 14. 15. Note: Add to this list 3 -4 additional core competencies from the attached list which are directly related to this position. For supervisors there are 4 additional competencies listed as "4 Managerial Competencies" on the attached list. Competency Comments: Use this area to elaborate on any `below standard' areas listed above. Any areas of `below standards' must list some specific actions required to address improvement in that araa I - 0-08 Part III: Development Plan: Use this space to identify continuing education, professional development, or new skills that an employee and supervisor agree upon that will lead to improvement in the current job, future advancement, or career growth. 2 3 Part IV: Future objectives: The following Objectives /Projects have been determined to support town, department and individual needs. These objectives /projects become the subject matter of Part I of the review process for the next review. Include for each objective /project the resources/support required and estimated timeframe. 1. Objective /Project: 2. Objective /Project: 3. Objective /Project: 4. Objective /Project: 5. Objective /Project: Part V: Supervisor comments: Supervisors may wish to summarize the review or elaborate on an area not addressed through this process Part VI: Employee comments: Employees may wish to elaborate on an area not addressed through this process or comment on any part of this process. I have read and discussed this review with my supervisor and objective /projects for the coming year have been established which along with daily job responsibilities, applicable policies and town by -laws and contracts will be the basis for my next performance review. Employee Signature Supervisor Signature Department Head Date 3 4 -30 -08 (�) Core Competencies Listed in Part II of the Employee Performance Review Form 1. Customer Service: Willingness to provide consistent high - quality service using tact, courtesy, patience and discretion during interactions with all customers (staff, public, outside agencies). 2. Communication: Exchanges information well, both verbally and in writing, listens and processes information appropriately. 3. Quality of Work: Accurate, thorough, neat. 4. Dependability /Reliability: Completes assigned work in a timely manner, keeps commitments, punctual. 5. Skills /Knowledge: Possesses or acquires necessary skills, knows procedures, meets the requirement of the job description. 6. Productivity: Handles multiple priorities, works well despite frequent interruptions, works effectively under pressure, completes a reasonably expected amount of work in the time allotted. 7. Judgment: Make effective decisions, uses logical thought processes, maintains confidentiality. 8. Willingness to Adapt: Willing to maintain and update skills to meet the changing requirements of the position including utilizing new procedures and adapting to new technology. 9. Teamwork: Ability to establish working relationships with others and promote productive cooperation. 10. Ethics and Standards: Exhibits a high moral standard of conduct that sets an example for others to follow. 11. Safety: Follows safety policies and procedures, uses safe work habits, reports and corrects unsafe conditions or practices. Core Competencies In Addition to Those Listed in Part II 1. Creativity: Seeks new ideas and approaches, excels in developing new perspectives and demonstrates a high degree of originality. 2. Flexibility: Receptive to new ideas and approaches, adapts to changing priorities. 3. Goal- Oriented: Sets realistic and effective goals and priorities and steps to reach them. 4. Initiative: Self- starter, makes suggestions for improvements, seeks new challenges, takes on new tasks without direction. 5. Interpersonal Skills: Interacts well with own department and other agencies, team member, cooperates with colleagues. 6. Negotiating: Ability to influence others in a positive manner to effectively achieve results. 7. Organizational awareness: Consistently works towards department and Town goals, makes suggestions for improvement. 8. Planning and Organization: Manages time well, plans ahead, structures work logically, identifies potential problems and resolves. 9. Professionalism: Presents self in an appropriate manner, good work attitude and conduct. 10. Self- Development: Enhances personal knowledge, skills and abilities, seeks opportunities for continuous learning. 11. Work Habits: Consistently demonstrates a commitment to his /her work by giving the best effort at all times. Four Managerial Competencies 1. Change Management: Define and implement procedures and /or technologies to deal with changes in the work environment to ensure that the Town and employees profit from changing opportunities. 2. Leadership: Influence a diverse group of individuals, each with their own goals, needs and perspectives, to work together effectively for the benefit of the Town. 3. Managing Others: Has the ability to direct employees, the public towards its goals, using its resources in an effective and efficient manner. 4. Strategic Thinking: Process by which an individual envisions the future and develops strategies, goals, objectives and action plans to achieve that future. 4 4 -30 -08 ' 6 Memo To: Board of Selectman Robert W. LeLacheur, Jr., Town Manager From: Ryan Percival, P.E., Town Engineer Date: July 25, 2016 Re: 11 Birch Road Utility Easement Materials Reviewed: • Portion of Birch Road, Easement Plan of Land — prepared by Sullivan Engineering Group, dated May 1, 2016 • Accompanying "Water and Sewer Easement to Town of Reading, Mass ", dated June 30, 2016 Upon the review of the above mentioned documents and discussion with Town Counsel, Engineering recommends the approval and acceptance of the granted easement located on a portion of Birch Road. Said easement will be for the purposes to "construct, inspect, repair, renew, replace, operate and maintain a water main, drain, and sanitary sewer... and to do all acts necessary thereto ". The Town requested the easement because this is considered an extension of our water and sewer systems, and we would need an easement in order to maintain the utilities. This is really no different than obtaining an easement on a new sub - division. If for example we had a water main break on this portion of Birch Road the Town would not have the authority to fix or repair the break without an easement, losing thousands of gallons of water from our system. • Page 1 LEGAL NOTICE TOWN OF READING To the Inhabitants of the Town of Reading: . Please take notice that the Board of Selectmen of the Town of Reading will hold a public hearing on July 26, 2016 at 7:30 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts on a driveway waiver for 43 Track Road. A copy of the proposed docu- ment regarding this topic is available in the Town Manager's office, 16 Lowell Street, Reading, MA, M -W- Thurs from 7:30- a.m. - 5:30 p.m., Tues from 7:30 a.m. - 7:00 p.m. and is attached to the hearing notice on the website at www.readinama.gov All interested parties are invit- ed to attend .the hearing, or may submit their comments in writing Or by email prior to 6:00 p.m. on July 26, 2016 to townmanager@ci. reading. ma .uS By order of Robert W. LeLacheur Town Manager 7.19.16 R - Town of Reading x � b 16 Lowell Street Co Reading, MA 01867 -2685 FAX: (781) 942 -9071 Email: townmanager @ci.reading.ma.us Website: www.readingma.gov MEMORANDUM TO: Board of Selectmen FROM: Paula Schena DATE: July 26, 2016 RE: 43 Track Road TOWN MANAGER (781) 942 -9043 Ruth Silva, 45 Track Road called to comment on tonight's hearing for the waiver for 43 Track Road. Her and her husband have no objection to the waiver for the driveway and are actually looking forward to seeing the project done. 5 2016 Special Town Meeting Monday September 12, 2016 WARRANT OUTLINE REVISED 07/21/2016 Art. Mover/ Moderator # Article Description Sponsor Comment Notes 1 I Reports I Board of Selectmen I ♦ Motion to Table — 2 Instructions Board of Selectmen ♦ Motion to Table — 3 Amend the Capital Board of Selectmen ♦ Presentation — Improvement Program FY ♦ FINCOM report — 2017 - FY 2027 4 Increase Senior Exemption Board of Selectmen ♦ Presentation — Assessor from $750 to $1,000 Victor Santaniello ♦ Board of Assessors Report — Chair Frank Golden 5 Accept Optional Cost of Board of Selectmen ♦ Presentation — Santaniello Living Increases for Seniors ♦ Board of Assessors Report - and Surviving Spouses Golden 6 Lower Interest Rate on Tax Board of Selectmen ♦ Presentation — Santaniello Deferrals ♦ Board of Assessors Report — Golden 7 Home Rule Petition — Tax Board of Selectmen ♦ Presentation — LeLacheur & Relief for State Senior Circuit Santaniello Breaker filers • Board of Assessors Report — Golden ♦ Board of Selectmen Report - 8 (Proposition 2 -1/2 Override Board of Selectmen Ballot Question 7/21/2016 1 ♦ Presentation — LeLacheur & Doherty ♦ Board of Selectmen Report - Halsey ♦ School Committee Report - Borawski ♦ Board of Library Trustees Report - Brzezenski ♦ FINCOM Report - Dockser MUST finish on Monday 9/12 6 �-4f" Schena, Paula From: LeLacheur, Bob Sent: Thursday, July 21, 2016 8:08 PM To: Reading - Selectmen Cc: Schena, Paula Subject: FW: Lead and Copper Testing in all of Reading's Schools and Public Buildings in 2016 Good news on the remainder of our public buildings - Paula, please add to packet for next Tuesday From: Mysliwy, Erik Sent: Wednesday, July 20, 2016 9:37 AM To: Reading - All Employees Subject: Lead and Copper Testing in all of Reading's Schools and Public Buildings in 2016 To All Town of Reading Employees; Hello and we hope your summer is going well. We have some good news to share with you. As you may know, we have been doing some very extensive testing of our Town's drinking water that is offered from all of our Public Schools, Parks and Town Buildings. Across the board, we have consistently found that we have no issues at all with any high copper levels in any of our Town's drinking water sources. With regard to lead, we have found some minor issues with a few of our older buildings stemming from their older brass water fixtures. The replacement of all of those older brass water fixtures is currently underway by our Town's Facilities Department and all such matters will be resolved before summer is over. On June 21st, we cataloged and tested all water faucets and water fountains in all of our Town Public Buildings. Water sampling locations included the DPW, Town Hall, Senior Center, Police Station, and both the Main Street and Woburn Street Fire Stations. We found that all the samples from the Town Building's water faucets and water fountains came back well below the MassDEP and EPA Lead Content Action Level with the exception of one older brass water faucet in the older Woburn St. Fire Station building. This older water faucet fixture was in a Men's Bathroom off of the Garage Truck Bay in the Woburn Street Fire Station. Although the first draw sample from this bathroom fixture was high, the 30 second flush second sample came back well below the MassDEP and EPA Action Level. This brings us to the conclusion that indeed, the issue is from the older brass plumbing fixture itself, not with or in the building's internal plumbing. This sink with the problem faucet has been labeled and posted as a "hand washing only faucet" for now, then before summer ends, Facilities will replace this faucet with a new lead free fixture. This will fully resolve the matter. All said, as a Town we have met and exceeded all standards set forth by both MassDEP and the EPA regarding our Public Building's and their offerings of Healthy Safe Public Drinking Water for all Town Employees and Residents. We are glad to do such and we look forward to continuing this quality of service in the future. If you want to review our Town's 2016 lead and copper in drinking water testing results from our Schools, Parks , and Public Buildings, please look at the link below: http: / /www.readingma.gov/ water - division /pages /lead - testing -in- reading- public - schools - buildings If there are any follow -up questions or concerns regarding these matters, feel free to reach out to me via email. g-2--, Sincerely, Erik Erik J. Mysliwy Water Quality & Supply Coordinator DPW Safety Coordinator Town of Reading 16 Lowell Street Reading, MA 01867 (P) 781 - 942 -9199 (C) 781 - 858 -2566 emysliwy@ci.reading.ma.us www.readingma.gov P OF FR? M '6J9' 1MCOR90 Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Selectmen Date: 2016 -06 -21 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Selectmen Meeting Room Session: Version: Chair John Halsey, Kevin Sexton, John Arena, Barry Berman and Dan Ensminger Members - Not Present: Others Present: Town Manager Bob LeLacheur, Police Chief Segalla, Town Accountant Sharon Angstrom, HR Director Judi Perkins, Conservation Administrator Chuck Tirone, CPDC Chair Jeff Hansen, CPDC members David Tuttle, Nick Safina and John Weston, Annika Scanlon, William and Debra Dalton, George Katsoufis, Tony D'Arezzo, Brad Latham, Administrative Assistant Caitlin Saunders Minutes Respectfully Submitted By: Secretary Topics of Discussion: Selectmen's Liaison Reports and Comments Mr. Arena noted he has nothing to report except he did witness that accident on Main Street last night and would like to say how wonderful our emergency personnel are. Mr. Sexton commented the good turnout at the community listening meeting. He noted it was good to see a lot of new faces. Mr. Berman and Mr. Ensminger agreed with Mr. Sexton also noting the presentation was very well done. Public Comment Brian Omara of 12 Batchelder Road voiced his concerns about the cemetery garage. Not only because he is an abutter but as a taxpayer he does not believe the town should be doing a cemetery garage when we are making cuts. He noted it would make more sense to tie this in with the DPW project down the road. Larry Gilson of 70 Pearl Street voiced his objection to the parking ban. He noted when events are going on everyone parks on the sidewalks making it very difficult for residents to safely back out of their driveways. Town Manager's Comment Mr. LeLacheur addressed Mr. Omara's concerns about the cemetery building. The way the town is set up, if a capital project gets cancelled, another one just moves into its place. He noted they are doing a lot of studies to make sure this project, if it goes forward, gets done correctly and at a good location. Page 1 1 Board of Selectmen Minutes — June 21. 2016 — vage 2 Mr. Halsey reassured Mr. Omara that the Board of Selectmen are looking at everything - concerns /comments /locations. All aspects of this to make sure it is a good project to put through. Mr. LeLacheur noted on Father's Day, himself, Chief Segalla and Dr. Doherty went to the congregation for a working group. At the end of the day he received updated plans for the 40B project at the corner of Lincoln and Prescott. He noted the new plans are much improved. Appoint Boards and Committees Dan Ensminger second by Mr. Arena moved that the Board of Selectmen accent the recommendations of the Volunteer Appointment Committee as follows: Annika Scanlon to the Conservation Commission with a term ending June 30 2019. David Pinette to the Conservation Commission with a term ending June 30 2019 Dan Ensminger moved that the Board of Selectmen reconsider the previous Associate member votes, second by Mr. Arena and approved with a 5 -0 -0 vote Dan Ensminger, second by Mr. Arena moved that the Board of Selectmen accept the recommendations of the Volunteer Appointment Committee for the Associate members as follows: Animal Control (Associate) Joyce Gould Board of Health (Associate) Nancy Docktor Climate Adv. Com. (Associates) Jeffrey Everson Gina Snyder Comm. of Trust Funds (Associate) Richard Holmes Council on Aging (Associate) Pooja Parsons Fall Street Faire Committee (Associate) Allison Ullman Historic District (Associates) Historical Commission (Associate) Recreation Committee (Associate) Town Forest Committee (Associate) Trails Committee (Associate) The motion was approved by a vote of 5 -0 -0. Page 1 2 Jack Williams Virginia Adams Mary Ellen Stolecki Catherine Kaminer Gill Congdon Michael Bourque Daniel Ford Nancy Docktor John Parsons 6 -30 -18 6 -30 -18 6 -30 -17 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -18 6 -30 -17 6 -30 -18 6 -30 -18 6 -30 -17 6 -30 -18 �O,Z, Board of Selectmen Minutes — June 21, 2016 — page 3 Discussion /Action Items Hearing — Approval of the FY17 Non Union Classification and Compensation Plans - Human Resources Director Judi Perkins noted nothing is really changing from the spring. A few positions are now vacant but there are no changes to the schedule. Mr. Berman moved that the Board of Selectmen close the hearing on the approval of the FY17 Non Union Classification and Compensation Plans, seconded by Mr. Ensminger and approved with a 5 -0 -0 vote. Mr. Berman moved that the Board of Selectmen approve the FY17 Non Union Classification and Compensation Plans, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Town Accountant Quarterly_Report - Ms. Angstrom noted that the Finance Director position at the School Department will be vacant and she will help out until it is filled. Mr. LeLacheur also added the School's Human Resources Director also resigned. Ms. Angstrom noted we are in good shape for FY16 and they are only 16% short of 100% of collection taxes. We are still maintaining our triple A bond rating. Mr. LeLacheur stated we refinanced our water debt and saved $.5 Million. The audit committee met and had no concerns. They also believe the corrections being made to correct the revolving funds are working. Hearing — Increase the No Parking on the easterly side in front of 75 Pearl Street from 100 feet to 285 feet - Chief Segalla noted he receives several complaints on Pearl Street for sporting events at the field so he would like to extend the restricted parking. Mr. Arena asked where those cars can park and Chief Segalla noted Belmont Street would be a great substitute. Mr. Sexton asked why it never got extended in the first place and Chief Segalla said they looked into it but could not find the history of why it was only restricted to 100 feet. Bill Dalton of 91 Pearl Street noted that the bend in the road makes cars drive on the wrong side of the road to get around cars. This has been a long standing problem. Larry Gilson of 70 Pearl Street agreed with Mr. Dalton about traffic driving on the wrong side of the road because the street is so narrow however if they restrict this further, the cars are going to be parking on the other side of the road up on the sidewalk making it hard for residents to get out. He thinks this will further cluster the other part of the road. Chief Segalla noted if anyone is parking on the sidewalks to call the station and a cruiser will come and tag those cars. You are not allowed to park on sidewalks. Jeff Hansen noted he is a soccer coach that uses that field and there definitely is a safety issue over there. It's impossible to park and he does not want to use that field anymore. Mr. Sexton agreed with Mr. Hansen and noted that maybe this field isn't a good use for kids recreation. � /?, Page 1 3 � / Board of Selectmen Minutes — June 21, 2016 =page 4 Mr. Halsey noted they can bring that up to the Recreation Committee since they rent that field. Mr. Berman moved that the Board of Selectmen close the hearing on increasing the No Parking on the easterly side in front of 75 Pearl Street from 100 feet to 285 feet, seconded by Mr. Sexton and approved with a 5 -0 -0 vote. Mr. Berman moved that the Board of Selectmen approve amending Article 12.1 of the Town Of Reading Traffic and Parking Regulations to prohibit parking on the easterly side in front of 75 Pearl Street for approximately 285 feet, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Hearing — No bus access beyond house number 230 on Bancroft Avenue - Chief Segalla noted this is just a safety issue so the bus does not have to back out. Mr. Berman moved that the Board of Selectmen close the hearing restricting bus access beyond house number 230 on Bancroft Avenue, seconded by Mr. Sexton and approved with a 5 -0 -0 vote. Mr. Berman moved that the Board of Selectmen amend Article 12.1 of the Town of Reading Traffic and Parking Regulations to prevent bus access beyond 230 Bancroft Avenue, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Hearing — No Parking on the northerly side of Charles Street between Dana Road and Boswell Road between 8:00 am and 3:30 pm on Monday — Friday and enact Article 5AAK Additional Time Restriction on Charles Street - Chief Segalla noted it is currently restricted in the morning and the afternoon. It is hard when there are half days so he just wants to extend it to the whole day. Mr. Berman moved to close the hearing on additional time restrictions on parking on Charles Street between Dana Road and Boswell Road between the hours of 8:00 a.m. and 3:30 pm. on Monday — Friday; and enacting Article 5AAK of the Town of Reading Traffic Rules and Regulations, seconded by Mr. Ensminger and approved with a 5 -0 -0 vote. Mr. Berman moved and Mr. Arena seconded that the Board of Selectmen amend Article 12 of the Town of Reading Traffic and Parking Regulations to replace 5.4.4D to 5AAK by adding the following: Pursuant to Article 5.4.4K, parking shall be prohibited on the northerly side of Charles Street between Dana Road and Boswell Road between the hours of 8:00 a.m. and 3:30 p.m. on Monday through Friday. The motion was approved with a 5 -0 -0 vote. Mr. Berman moved and Mr. Arena seconded that the Board of Selectmen enact Article 5AAK Additional Time Restriction to include: No Person shall park a vehicle from 8:00 a.m. to 3:30 p.m. on Monday through Friday on any of the streets or parts of the streets to which this Article has been applied as listed under Article 12 of the Town of Reading Traffic and Parking Regulations; approved with a 5 -0 -0 vote. Hearing Application for an All Alcohol Restaurant Liquor License for Chipotle Mexican Grill, 46 Walkers Brook Drive - Attorney Matt Fogelman and General Manager Shane Wilson were present. 6 Page 1 4 �p a'-1 Board of Selectmen Minutes — June 21 2016 — page S Mr. Arena asked how they decide which locations will serve alcohol or not. Mr. Fogelman noted every location wants a license but some towns they are just not able to acquire them in because there are none left, too expensive, etc. Mr. Arena asked about the types of alcohol being served. Mr. Fogelman noted they are asking for an all alcohol license but will only be selling beer and margaritas and only to people purchasing food. Mr. Berman asked Mr. Wilson who he reports to and Mr. Wilson noted he reports to an area manager who reports to a regional manager. Mr. Arena asked if they would deny someone who just wanted a drink and Mr. Wilson said yes they would. Mr. Berman asked if the store would close if they did not get this license. Mr. Fogelman noted no, it is not crucial; it is just something they like to have to offer their customers. Mr. Sexton asked Mr. Wilson if he has prior experience with all alcohol licenses and Mr. Wilson noted yes he has worked for Chipotle for three years and has managed other locations with liquor licenses. Dave Tuttle commented that Chipotle frequently does catering and asked how the liquor license would affect that. Mr. Wilson noted no alcohol will leave the building including on the patio. Nick Safina asked the size of the beverages and if there was a limit. Mr. Wilson noted there is a two drink max per customer. The beers are bottles and the margaritas are premixed and poured into 16 oz cups. Mr. Berman moved that the Board of Selectmen close the hearing on the application for an All Alcohol Restaurant Liquor License for Chipotle Mexican Grill, 46 Walkers Brook Drive, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Mr. Berman moved and Mr. Arena seconded that the Board of Selectmen approve the application for an All Alcohol Restaurant Liquor License for Chipotle Mexican Grill of Colorado, LLC d/b /a Chipotle Mexican Grill, 46 Walkers Brook Drive, Reading for a term expiring December 31, 2016 subject to the following conditions: All Bylaws, Rules and Regulations of the Town of Reading and of the Commonwealth of Massachusetts shall be followed, and subiect to a satisfactory inspection of the establishment by the Town Manager or his designee. The motion was approved with a 5 -0 -0 vote. Community Zoning; Joint Meeting with CPDC - The CPDC called to order at 8:40. Chairman Jeff Hanson gave a presentation updating the Board of Selectmen on zoning. There has been a lot done since November 2013 but there are still some big items that need to be addressed. The release of the economic plan changed our focus a little on the priorities. Town Counsel strongly advised us to change our sign bylaw after the Supreme Court ruling. The proposed zoning amendments now are: site plan review, other amendments, sign bylaw and downtown zoning. Page 1 5 9) �#�5 / Board of Selectmen Minutes — June 21, 2016 — page 6 Mr. Arena asked what some examples of home occupations are and Ms. Mercier noted someone giving music lessons out of their house. Mr. Berman asked about a home daycare and Ms. Mercier noted that is regulated differently. Regarding the sign bylaw, Mr. Safina noted they looked at models, our current bylaw and then took into consideration all of Town Counsel's recommendations. Mr. Halsey asked if this was mostly a compliance change and the board indicated yes it was changed to bring into compliance with the new ruling. Mr. Hanson noted they held public forums regarding downtown zoning and people seemed to favor the area down by the depot. However, he thinks that may be the case because we now have a 40B going in there. Mr. Halsey commented people do not understand that an overlay will not force them out of their homes but rather creates potential opportunities for the future. Mr. Arena noted people need to be presented with correct information on what would/could/could not happen. Mr. Hansen suggested another combined meeting to show the public what the possibilities are. Mr. Halsey noted they need to explain to homeowners that this is just another option they have not a requirement. Mr. Sexton noted this would actually bring up the value of their homes. Mr. Berman suggested spending some time putting together a simple presentation for Town Meeting in November. Mr. Sexton thanked the CPDC for all their hard work. CPDC adjourned at 9:20 PM. 172 Woburn Street 40B Project (former St. Agnes School) - Mr. Latham noted they went to the neighbors and talked to them, they had an abutters meeting. The product now is amended with all those comments and concerns. They are still trying to address water concerns. They are putting windows and landscaping in the front of the building. Mr. Berman asked about snow and the Mr. Latham noted the applicant will have it removed when large amounts fall. Mr. Arena asked if this building is currently three stories and it was noted it is. They plan to reverse the traffic flow and have assigned parking spaces for the tenants. The applicant Mike Sullivan plans on being the building manager when complete. r Page 1 6 Board of Selectmen Minutes — June 21, 2016 — page 7 Mr. Arena asked what the biggest issue was for the neighbors and it was noted they are nervous about drainage issues. The next step is to apply to MassHousing and get a site /eligibility letter. They are probably about three months away from needing to meet with the ZBA. They are going through Mass Housing and not a LIP because Mass Housing works better with smaller developments. Mr. Halsey asked Mr. Latham what they are looking for from the Board at this time and Mr. Latham noted they just wanted to know they liked the project and are not against it. Mr. Arena noted it looks good however they are not the important people; the neighbors are during the ZBA process. Mr. Halsey thanked them for coming to see them but noted their opinions really do not matter. The general consensus is we like the progress and glad you are communicating with the neighbors. Approve Debt-Sale - Mr. Berman moved and Mr. Ensminger seconded that in order to reduce interest costs, the Treasurer is authorized to issue refunding bonds, at one time or from time to time, pursuant to Chapter 44, Section 21A of the General Laws, or pursuant to any other enabling authority, to refund all or a portion of the Town's $9,535,000 General Obligation Municipal Purpose Loan of 2007 Bonds dated November 1, 2007 maturing on and after November 1, 2018 (collectively, the "Refunded Bonds ") and that the proceeds of any refunding bonds issued pursuant to this vote shall be used to pay the principal, redemption premium, if any, and interest on the Refunded Bonds and to pay costs of issuance of the refunding bonds. Further move that the sale of the $8,680,000 General Obligation Municipal Purpose Loan of 2016 Bonds of the Town dated June 28, 2016 (the "Bonds "), to FTN Financial Capital Markets at the price of $9,785,514.62 and accrued interest, if any, is hereby approved and confirmed. The Bonds shall be payable on November 1 of the years and in the principal amounts and bear interest at the respective rates, as follows: Further move that in connection with the marketing and sale of the Bonds, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated June 14, 2016, and a final Official Statement dated June 21, 2016 (the "Official Statement "), each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. 0 60-1 Page 1 7 Interest Interest Year Amount Rate Year Amount Rate 2016 $705,000 3.00% 2022 $860,000 4.00% 2017 605,000 4.00 2023 860,000 4.00 2018 970,000 4.00 2024 710,000 4.00 2019 965,000 4.00 2025 475,000 4.00 2020 965,000 4.00 2026 355,000 3.00 2021 860,000 4.00 2027 350,000 3.00 Further move that in connection with the marketing and sale of the Bonds, the preparation and distribution of a Notice of Sale and Preliminary Official Statement dated June 14, 2016, and a final Official Statement dated June 21, 2016 (the "Official Statement "), each in such form as may be approved by the Town Treasurer, be and hereby are ratified, confirmed, approved and adopted. 0 60-1 Page 1 7 Board of Selectmen Minutes — June 21 2016 — page 8 Further move to authorize the execution and delivery of a Refunding Escrow Agreement to be dated June 28, 2016, between the Town and U.S. Bank National Association, as Refunding Escrow Agent and Paying Agent. Further move that the Town Treasurer and the Board of Selectmen be, and hereby are, authorized to execute and deliver a continuing disclosure undertaking in compliance with SEC Rule 15c2 -12 in such form as may be approved by bond counsel to the Town, which undertaking shall be incorporated by reference in the Bonds for the benefit of the holders of the Bonds from time to time. Further move that we authorize and direct the Treasurer to review and update the Town's post- issuance federal tax compliance procedures with such changes, if any, as the Treasurer and bond counsel deem necessary in order to monitor and maintain the tax - exempt status of the Bonds. Further move that each member of the Board of Selectmen, the Town Clerk and the Town Treasurer be and hereby are, authorized to take any and all such actions, and execute and deliver such certificates, receipts or other documents as may be determined by them, or any of them, to be necessary or convenient to carry into effect the provisions of the foregoing votes. The motion carried with a 5 -0 -0 vote. FY17 Goals Update and Draft FY18 Goals - Mr. LeLacheur noted that the state is looking at Council on Aging so we may not have to do that. We are keeping our 911 system for another year. We are going to wait on the AdHoc Master Planning committee because we are not quite ready for that. Parking is a continuous work in progress. The lighting project is on hold. The library project is moving along slowly. Oakland Road really needs to be discussed with Town Counsel. Mr. Halsey suggested looking at a policy about what can be said as a committee /town/individual. The FYI goals will be done after reviews. Appoint Town Manager - This is an extension to finalize Mr. LeLacheur's contract. Mr. LeLacheur noted this new Town Counsel should look at the agreement because our previous Town Counsel created the last one. Mr. Berman moved to approve the Amendment to the May 21, 2013 Employment Agreement between Town of Reading and Robert LeLacheur for Services as Town Manager as presented, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Mr. Berman moved that the Board of Selectmen adiourn the meeting at 10.34 PM, seconded by Mr. Arena and approved with a 5 -0 -0 vote. Respectfully submitted, Secretary Page 1 8 3° �w8 O� OF R�i ry c ♦6,''9. 1tvCOPp0Q,r Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Selectmen Date: 2016 -07 -12 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Selectmen Meeting Room Session: Open Session Version: Chairman John Halsey, Vice Chairman Kevin Sexton, Secretary Barry Berman, John Arena and Daniel Ensminger Members - Not Present: Others Present: Town Manager Bob LeLacheur, Assistant Town Manager Jean Delios, Public Works Director Jeff Zager, Police Chief Mark Segalla, Fire Chief Greg Burns, Town Accountant Sharon Angstrom, Executive Assistant Paula Schena, Bill Brown, Zachary Camenker, Stephen Crook, Kate Grant, Erin Griffen Minutes Respectfully Submitted By: Secretary Topics of Discussion: Reports and Comments Selectmen's Reports and Comments — In light of the recent Police Officer slayings Daniel Ensminger read Paul Harvey's narration of "A Police Officer." Chief Segalla thanked Daniel Ensminger and noted that he has three Police Officers going to Dallas to pay their respects to the fallen officers. Barry Berman noted that the Trust Fund Commissioners are coming in to meet with the Board of Selectmen and they will present some opportunities. He noted that he and Kevin Sexton attended a Human Relations Advisory subcommittee meeting to figure out the right format. They had members of the Wakefield HRAC there. They will be meeting with the Town Manager. Barry Berman noted that the contractor for the MWRA is using Lynch Park as a staging area and he asked if they will put up a flagpole when they redo it. John Halsey noted he will talk to the MWRA about that. Kevin Sexton noted regarding HRAC it was a false expectation that night at the Selectmen's meeting. They were looking for action and the Selectmen were looking for what they found. He and Barry Berman will work with them to bring something back to the Selectmen. In addition, he attended the last CPDC meeting and Reading Village brought the preliminary plans including Brown's Auto Body property. The project has been stepped down and the numbers of units have been reduced from 77 to 72. They changed a lot of the two bedroom units to one bedroom units and they still have a long way to go. John Halsey asked about the affordable concept and Jean Delios indicated 25 %. (P w Page 1 1 Board of Selectmen Minutes - July 12, 2016 - page 2 Daniel Ensminger asked if there have been changes to the Woburn Street project and Jean Delios noted there has been a change in the composition of the units to 20% at 50% of the median. The consultant told her it is a new finance program. Daniel Ensminger asked about the time table for ZBA and she noted that there has been no filing yet and they have not received any communication from the state. Public Comment - Bill Brown, 28 Martin Road, noted that the High School was dedicated to veterans and there is a plaque missing for William Hanson. He is looking for people to sponsor a plaque for him. John Arena asked if he is the only Reading casualty from Desert Storm and Bill Brown noted that as far as he knows he is. Town Manager's Report - The Town Manager noted that the annual legal budget is on page 5 of the handout. He is expecting two smaller bills to be paid. He is meeting with Town Counsel tomorrow and he asked all of the department heads if there were any issues with Town Counsel and they are all happy with his services. Discussion /Action Items Close Warrant for September 8, 2016 State Primary - Daniel Ensminger noted that this is for everyone above State Representatives except Presidential. A motion by Berman seconded by Sexton to close the Warrant for the September 8, 2016 State Primary was approved by a vote of 5 -0 -0. Review Proposed 2020 Working Groups and Draft FY18 Goals - The Town Manager noted that he listed five sets of goals: 1) Financial Sustainability; 2) Operational Efficiency; 3) Communication; 4) Policy; and 5) Long Term Planning. Goal 1 - Financial Sustainability FY2025 - FY2030 - The Town Manager noted that in 2025, the Library debt comes off the roll and the High School debt comes off the year before. He is meeting with staff tomorrow to discuss local real estate tax policy. The objective is to keep seniors in their homes. He warns that DOR will not like us setting tax policy. In addition there will discussion about projects outside the tax levy and gather feedback from the community on the balance of resources and services. The Town Manager noted that information needs to be provided to the community. The September 1, 2016 Financial Forum will be led by the Selectmen and it will be a dry run for Town Meeting. He is concerned about the projects outside the levy. John Arena noted that those need to be covered when we talk about an override. John Halsey noted that we need to find ways to get information out to everyone. Daniel Ensminger asked if we could do a mass mailing and the Town Manager noted we could. Matt Kraunelis noted we can use social media i.e. Facebook and Twitter. Amy Lannon noted we have to be careful what information we are giving. John Halsey agreed and noted we cannot advocate, we can only provide facts. John Arena noted we need a consistent story line that hits all media. The Town Manager noted that we have nothing to say yet until the decision is made. John Arena noted that was correct but we can start preparing fact based information now. John Arena suggested asking RCTV to figure out how to capture the September 1 Financial Forum to put up on You Tube with good audio and video. Goal 2 - Operational Efficiency - The Town Manager noted that this includes such things as resource sharing with other communities and organizations. Updating the Master Plan for Elder /Human Services. John Halsey asked if we have one and Jean Delios noted that we have one that was done 12 years ago. Page 1 2 Board of Selectmen Minutes - July 12 2016 -page 3 The Town Manager noted that we need to gather internal operational data and conduct peer comparisons as warranted and relevant. Daniel Ensminger noted that Reading maintains water and sewer up to the foundation and we plow downtown. None of our peers do that. In addition, we will continue to integrate and leverage technology though the Town Manager noted that we've tried to integrate things and it's impossible. The salespeople promise everything and give us nothing. Goal 3 - Communication - The Town Manager noted that the Board needs to update its policy on appointed Boards. They need to improve communication with Boards, Committees and Commissions. This has been achieved internally by making part time staff full time. The Board needs to discuss how appointed Boards and Committees provide community information and we need to let the Boards and Committees know what they can and cannot do. Website improvements are being done continuously. Matt Kraunelis noted that the Reading Post is pretty good but nobody knows who is running it. Daniel Ensminger noted that the quality of reporting in the Chronicle has improved. The Town Manager noted that once the Library building project is complete we will assess the staffing and communication needs. Goal 4 - Policv - The Town Manager noted that a targeted review of the Bylaws is ongoing. The Board needs to review their operating procedures and the policy on licenses. A review of all union contracts is being done with labor counsel and the Town's Personnel Policies are being updated. Goal 5 - Long Term Planning_- The Town Manager noted that economic development in downtown, other priority development areas and housing are key issues. In addition, it is important that we assess the condition of Town buildings and space needs including schools. Daniel Ensminger noted that roads and pipes need to be planned also. Assessment of the status of Town owned land including Oakland Road will be done. Daniel Ensminger asked if that will include tax title and the Town Manager noted it will. Daniel Ensminger requested that we add 24a - assess the condition of utility and infrastructure including the street inventory. The Town Manager noted it has been a long time since DPW came before the Board with the pavement management index. Jeff Zager noted they are in the process of updating that now and they use the pavement management as a guide. Daniel Ensminger requested that be made available to the public. John Halsey commented that the residents want to see how their money is being spent. Financial Overview - The Town Manager asked what the Board's take away was from the Listening Sessions. Daniel Ensminger noted that nobody would say what they would give up. Barry Berman noted that one person said don't pave his street. The Town Manager noted the problem is that nobody knows what we do. There are constituents for all of the services and they all feel very strong about them. John Arena suggested showing the residents what government should do as a core and then show what we are actually doing. Barry Berman noted that everyone seems satisfied with the level of service that is being provided and most seem willing to pay. A lot of people want to look at the structure of taxes for fairness issues and most people are open to hearing what we have to say. John Halsey noted that the Board needs to decide how much, for how long and determine n what will be gained. Most people think of debt exclusion and override as the same but they 6 j Page 1 3 (9 Board of Selectmen Minutes - July 12, 2016 - Dace 4 are not. An override is permanent. The Town Manager noted that he suggests it last until 2025 as a minimum. This is when the High School and Library are repaid from outside the levy. The last override was suggested for 8 years but lasted 13 years. The Town Manager noted that if we do a percentage override then we would never need to ask again but the amount grows like a runaway train. It is a mathematical equation that is impossible to solve. John Arena noted that 8 years of 8% increases in health insurance will blow everything up too. The Town Manager noted that an override should sustain the Town and School operating budgets at historic levels of 3.25 %. We can add things that were removed in past years but everything that gets added makes the problem worse. We could build in an override list. John Halsey noted that Boston is implementing cameras for the Police Officers and that could add $1 million. Chief Segalla noted that would require an additional person to manage the data. Daniel Ensminger noted that we could do a class action lawsuit against state government regarding unfunded mandates. The Town Manager offered some suggestions. He noted that we could reduce the annual use of free cash to balance the budgets to $1 million - he needs to speak with the Finance Committee about that. John Halsey asked how we could roll back when the appetite has been $2 million. The Town Manager noted that we could get the override or cut $1 million. The DPW and Facilities are the two biggest users of capital and we are in good shape. We could trim them down by doing $1.5 million instead of $2 million. In addition, the Town Manager suggested funding the pension more with a onetime bump up and that would lower the yearly rate. Sharon Angstrom agreed, she feels 4% is a lot to fund every year. The year 2029 is the target year to fully fund. John Arena asked how much the bump up would be and the Town Manager noted maybe $300,000 - $400,000 and then 3% each year after. The Town Manager noted we need a reserve for TLT litigation and that was all he could say about that at this time. He noted that he would continue a blend of conservative and realistic budgeting and forecasting. Any override will require a savings in the beginning. He needs to leave a policy that can be explained easily and establish a stabilization to cover expenses. The Town Manager noted that the Board is meeting next Tuesday at 6:00 p.m. with CPDC to review planning efforts at the Zoning Charrette. Daniel Ensminger asked the Town Manager to add to the August 16th Agenda the form to take for asking for an override i.e. the pyramid approach or itemize. He noted that they also need to discuss what the money will be spent on. The Town Manager noted that Town Meeting doesn't have to have exact language, but it would be nice. Daniel Ensminger indicated he thought they were taking a number to Town Meeting, not an instructional motion. John Halsey asked if the articles to protect the seniors will be on the warrant and it was noted that they will. John Arena noted that the override vote is for the people who pay the bills. Town Meeting can approve but it is still up to all of the voting residents in Town to decide. The Town (J Manager noted that some Town Meeting members don't want it to go to Town Meeting J Page 1 4 �p Board of Selectmen Minutes - July 12 2016 -page 5 because it is not the role of Town Meeting. If we are not asking for a vote then we are just giving a report. He asked when the language needs to be done for the ballot and Matt Kraunelis noted he wasn't sure. Barry Berman noted he wasn't sure bringing this to Town Meeting is the best thing. Daniel Ensminger noted that they need to talk about the language and the Town Manager noted that they need an objective for the number and the School Committee should be engaged in that conversation. Barry Berman asked about the correspondence in the packet from Demetra Tseckares and the Town Manager noted that there was a lapse in communication and she is being reimbursed. Approval of Minutes A motion by Berman seconded by Ensminger to approve the minutes of Mav 17 2016 was approved by a vote of 4 -0 -1 with Arena abstaining A motion by Berman seconded by Sexton to approve the minutes of June 1 2016 Community Listening session as amended was approved by a vote of 4-0-1 with Arena abstaining. A motion by Berman seconded by Sexton to approve the minutes of the June 7 2016 Community Listening session as amended was approved by a vote of 5-0-0. A motion by Berman seconded by Ensminger to approve the minutes of June 7 2016 was approved by a vote of 5 -0 -0. A motion by Ensminger seconded by Berman to adjourn the meeting at 9.55 p.m. was approved by a vote of 5 -0 -0. Respectfully submitted, Secretary Page 1 5 3� �h�