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HomeMy WebLinkAbout2015-02-23 Special Town Meeting Warrant ReportSPECIAL TOWN MEETING FEBRUARY 23, 2015 TABLE OF CONTENTS Article Title Sponsor Page # 1 Reports Board of Selectmen 2 2 Instructions Board of Selectmen 2 3 Debt Authorization — Library Building Project (reduce borrowing amount) Board of Selectmen 3 4 Authorize FY2015 Chapter 90 Expenditures Board of Selectmen 4 5 Amend the Capital Improvement Program FY2015 — FY2024 Board of Selectmen 4 6 Amend the FY 2015 Budget Finance Committee 11 APPENDIX Conduct of Town Meeting 15 Town Meeting Handout Guidelines 22 COMMONWEALTH OF MASSACHUSETTS Middlesex, as. Officer's Return, Reading By virtue of this Warrant, I, on January 29 , 2015 notified and warned the inhabitants of the Town of Reading, qualified to vote in Town elections and Town affairs, to meet at the place and at the time specified by posting attested copies of this Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Reading Police Station, 15 Union Street Precinct 3 Reading Municipal Light Department, 230 Ash Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Walter S. Parker Middle School, 45 Temple Street Precinct 6 Barrows School, 16 Edgemont Avenue Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive Precinct 8 Wood End School, 85 Sunset Rock Lane Town Hall, 16 Lowell Street The date of posting being not less than fourteen (14) days prior February 23, 2015, the date set for Town Meeting in this Warrant. I also caused a posting of this Warrant to be published on the Town of Reading website on January 29 .2015. ons able A true copy µt Attest: L�,,A Laura Gemme, Town Clerk TOWN WARRANT � orx 0 COMMONWEALTH OF MASSACHUSETTS Middlesex, as. To any of the Constables of the Town of Reading, Greetings In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the Inhabitants of the Town of Reading, qualified to vote in Town elections and Town affairs, to meet at the Reading Memorial High School Performing Arts Center, 62 Oakland Road, in said Reading, on Monday, February 23, 2025, at seven -thirty o'clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Board of Selectmen, School Committee, Board of Assessors, Board of Library Trustees, Municipal Light Board, Finance Committee, Town Manager and any other Official, Board or Committee. Board of Selectmen Background: This article appears on the Warrant for all Town Meetings. There are no anticipated reports so this Article is expected to be tabled. ARTICLE 2 To choose all other necessary Town Officers and Boards or Committees and determine what instructions shall be given Town Officers and Boards or Committees, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, for the purpose of funding Town Officers and Boards or Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be 'warned" as to the subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Bylaw Committee Report: No report. Finance Committee Report: No report ARTICLE 3 To see if the Town will vote to appropriate the premium paid to the Town upon the sale of bonds issued for the purpose of constructing a new library, and for the payment of all costs incidental and related thereto, which bonds are the subject of a Proposition 2% debt exclusion, to pay costs of the project being financed by such bonds, and to reduce the amount authorized to be borrowed for such project, but notyet issued by the Town, by the same amount, or take any other action with respect thereto. Board of Selectmen Background: Recall that the approximate funding for the Library project is as follows: $18.4 million Total as authorized by Town Meeting and then approved by the voters $ 5.1 million State grant from the Board of Library Commissioners $13.3 million Expected local share, as a debt exclusion Due to the timing of the state grant, paid over five years versus a shorter expected construction period, the local share of funding was divided into two parts: $10.0 million (permanent) as soon as the construction contract was signed $ 5.3 million (temporary) includes extra to cover the timing of the state grant $ 3.3 million (permanent) once the project is closed out On Thursday January 15, 2015 the Town sold 10 -yr debt with these purposes: $10.0 million library project $ 4.3 million to refinance old debt for Barrows, Wood End and the partial MWRA buy -in $ 1.3 million for local share of West Street project The 1.499% interest rate received was quite low on this debt sale - for example remaining interest costs for the $4.3 million of refinanced debt were reduced by over $0.5 million. The town also received a large premium above the $15.6 million in par value for this debt issue, driven by Wall Streets desire to package the debt for retail income buyers. On the library portion of debt sold, the Town would like to keep the $933,541.01 in premiums received, due to the low interest cost MA DOR requires that in order to do so, Town Meeting must vote to reduce the original authorization by the amount of this premium, such that the new authorization is $18.4 million - $933,541.01 or $17,466,458.99. Note that this is a technical change only - taxpayers will still be asked to pay the expected project costs of $18.4 million. The new financing schedule for the project becomes: $10,933,541.01 (permanent) sold on January 15, 2015 $ 4.4 million (temporary) includes extra to cover the timing of the state grant $ 2.3 million (permanent) once the project is closed out (approximate) Approving this Article locks in low financing on an additional -$1 million; failing to approve this Article will require the Town to borrow that - $1 million at the close out of the project in about two years, at an unknown interest rate cost. Finance Committee Report: The Finance Committee recommends this article by a vote of 8-0 at their meeting on January 21, 2015. Bylaw Committee Report: No report. ARTICLE 4 To see what sum the Town will vote to appropriate by borrowing, whether in anticipation of reimbursement from the State under Chapter 44, Section 6, Massachusetts General Laws, or pursuant to any other enabling authority or from the tax levy, or transfer from available funds, or otherwise, for highway projects in accordance with Chapter 90, Massachusetts General Laws, or take any other action with respect thereto. Board of Selectmen Backaround: Incoming Governor Charles Baker released an additional $300 million in funding that the legislature had already approved for local roads, via Chapter 90. This increases the Chapter 90 share for Reading from $605,869 to $908,803 for fiscal 2015. Last April, Town Meeting authorized the smaller amount, so additional authorization is needed in order to claim the additional $302,933. Finance Committee Report: The Finance Committee recommends this article by a vote of 8-0 at their meeting on January 21, 2015. Bylaw Committee Report: No report. ARTICLE 5 To see if the Town will vote to amend the FY 2015-24 Capital Improvements Program as provided for in Section 7-7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Board of Selectmen Background: This Article is included in every Town Meeting Warrant The Reading General Bylaw states (section 6.1.3) '... No funds may be appropriated for any capital item unless such Item is included in the Capital Improvements Program, and is scheduled for funding in the Fiscal Year in which the appropriation is to be made.' Bond ratings agencies also want to ensure that changes to a long-term CIP are adequately described. The following changes are proposed to the FY 2015 — FY 2024 CIP: General Fund FYI 6: $1.240.000 $1,200,000 School Facilities — modular classrooms $ 40,000 Improvements at Morton Field (backstop and handicapped accessible seating) FY16+ ($38.000) ($38,000) Morton Field (part of Birch meadow complex $2.3 million future plans) John R Doherty, Fd. D. CMartin 9upe,inta,iea' (Bawls Assistant Bu�tenlent 1/8/2015 for Learning and T hing 820ek1eW Rued Warrant Background and Report Due to Town Manager ReWiry.e 01867 An Financial Forum {FINCOM Vote on Proposal; BOS vote to close Warrant for Special Town Meeting; FINCOM Vote on Town Meeting Article Photic 781-9".8800 Martha J. Sybert Pec 781-942-9149 Duecmr of Pima¢ and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow To: Town Meeting Members From: John F. Doherty, Ed.D., Superintendent of Schools Date: January 24, 2015 Re: Kindergarten and Space Needs for 2015-16 School Year The following memo provides background information for the Special Town Meeting Articles on the purchase of 6 modular classrooms for Killam, Joshua Eaton, and Barrows Elementary Schools. Timeline At the December 22, 2014 School Committee Meeting, the Committee directed the Superintendent to develop a plan for implementation of modular classrooms to support district -wide full day kindergarten and address increased enrollment at the Killam, Eaton and Barrows Elementary Schools for the 2015-16 school year. This was based on our full day kindergarten registration numbers that were finalized on December 19'h and other space related Issues that are described below. At the January 8, 2015 School Committee meeting, the Committee voted to request a Special Town Meeting to request funding for six modular classrooms. In discussions with the Town Manager and the Town Clerk, a proposed timeline has been developed which will culminate in a Special Town Meeting on February 23itl. The timeline is as follows: Timeline Schedule School Committee vote requesting Special Town Meeting 1 12/22/2014 Legal Review Complete School Committee Vote Specifying Specific Path 1/8/2015 Finance Committee Meeting 1/14/2015 Warrant Background and Report Due to Town Manager 1/15/2015 Financial Forum {FINCOM Vote on Proposal; BOS vote to close Warrant for Special Town Meeting; FINCOM Vote on Town Meeting Article 1/21/2015 Warrant Goes to Print 1/27/2015 Warrant Available to Town Meeting Members 2/2/2015 Town Meeting 2/23/2015 Lottery for Full Day Kindergarten (If Town Meeting Does Not Approve Article) 2/24/2015 Notification to Families of Assignment 1 3/1/2015 Rationale for Request The space needs are related to the following factors: • Increase In full day kindergarten over the last several years. • Increase in the number in -district special education programs over the last several years. • Incoming "population bubbles" at Barrows and Killam: total kindergarten enrollment (full and half day) is significantly increased at these two schools for 2015-16 year. 0 Steady Increase in enrollment at Joshua Eaton (46 students) since 2010-11 schoolyear. • Current "population bubble" at Eaton: Total kindergarten enrollment (full and half day) at Eaton this school year has led to kindergarten class sizes averaging 24.5 students. As this group moves to first grade next year, they will all be "full day' and we are aware of several incoming first graders who will join Eaton after attending private kindergarten. We have budgeted to add a Grade 1 Teacher at Eaton next year to bring class sizes for this group back to School Committee guidelines. • Art and Music Classrooms decreased at Barrows, Kiilam, and Joshua Eaton. The Information below will go into more detail into the above points of emphasis. Updated Enrollment and Modular Classroom Information As a reference point for discussion, I have included Table 1, the kindergarten enrollment since the 2005-06 school year, which Is the first year full day kindergarten was implemented in the district. I have also included the current registration numbers for the 2015-16 school year. Table 1 -Full Day Kindergarten Enrollment 2005 -present SchoolYear 2005-06 FDK Enrollment 92 287 32% 2006-07 106 325 33% 2007-08 123 324 38% 2008-09 120 324 37% 2009-10 123 280 44% 201D-11 145 348 42% 2011-12 166 319 52% 2012-13 177 302 59% 2013-14 195 287 68% 2014-15 228 322 71% 2015-16(12/19) 227 296 77% Table 2 outlines the enrollment numbers for full day and half day kindergarten as of December 19, 2014, which was the registration deadline for families who wanted to be considered for full day kindergarten. Please note that we usually receive several additional kindergarten registrations between now and the start of school in September. Table 2 -Kindergarten Registration (2015-16 school year) as of December 19, 2014 Category Barrows Half Day 12 11• 9 19 18 69 Full Day 66 36 45 55 25 227 Total 78 47 54 74 43 296 Holding Out for 2015-16 3 3 4 2 12 Private K 3 1 4 3 11 Other 2 2 Unable to Contact 15 410 17 3 50 Original Census 92 54 70 99 45 360 As you can see from the chart above, we currently have 227 students who have requested full day kindergarten for next year, the second highest total ever requested in our district. In addition, 25 students have notified us that they will not be attending Kindergarten in our district next year, but plan on attending either Kindergarten or Grade 1 the following year, which will add to the 2016-17 Kindergarten and Grade 1 class numbers. Moreover, we have been unable to contact 50 families from the original census numbers, which means, based on historical data and our original census, it is possible we will reach at least 310-320 kindergarten students for the 2015-16 school year. There may also be students who were not on the census or who have not moved to Reading yet that are unaccounted for in our count. This means that potentially an additional 30 or more students from the current registration numbers could be added between now and September. It should be noted that we currently have 296 students registered for next year, which is one of the highest projected kindergarten enrollments that we have had by the registration deadline. Based on current data and the School Committee discussions at the December 22, 2014 meeting, the kindergarten classroom needs for the 2015-16 school year are listed below in Table 3. Please note that this will change as enrollment numbers increase. I have included two additional columns for classrooms needed, based on 100% full day participation and anticipated kindergarten classroom needs for the next 1 to 5 years. These numbers are based on current and historical enrollment patterns. The Joshua Eaton classroom needs include an additional Grade 1 classroom for next year in order to expand the current kindergarten classroom from 3 classrooms to 4 classrooms due to high class sizes in the current kindergarten class (current class sizes are 24/25). Table 3 -Kindergarten Classroom Space Needs for 2015-16 and Projected 1-5 Years Based on current known enrollment for 2015.16 school Pear Barrows 12 66 78 3 1 Grades 2 2 2 2 Birch 11 36 47 . 2 1 3 0 0 0 Meadow Joshua 9 45 54 3 3 1(includes 1 2 (Includes Eaton Grade 1 Grade 1 need( Classroom; Klllam 19 55 74 3 1 3 1 2 2 Wood 18 25 43 1 1 3 0 0 0 End I have included in Table 4 below a projection of classroom use for the next five years based upon current enrollment numbers and historical trends. I assumed in this projection that Killam and Eaton would continue to have 4 classrooms per grade, and Barrows, Birch Meadow, and Wood End would have three classrooms per grade. I also made the assumption that the 2014- 15 school year is the baseline starting point for the number of classrooms. Barrows begins at a deficit of one classroom because we are currently using an under—sized former music classroom for kindergarten, which is not counted as a regular size classroom. Table 5 summarizes all of Table 4. Table 4 -Classroom Use Projection for Next Five Years Please note that the charts below show only full size classrooms that are currently being used for classroom use and does not include classroom space used for art, music, PE, or special education. 2014-15 School Year School Grade K Grades Grade2 Grade3 Grade4 Grades Total Available Net '.. �00000©mmo �00000©mmo 2015-16 School Year School �00000©mm® Grade K Gradel Grade2 Grade3 Grade4 Grades Total AvailableNet �000®©©mmo �00000©mmm 2016-17 School Year School Grade ©0000©mmm, Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Total Available Net I�00000©mmo �o©o©Dom®m moo©Doom®® �00000©mmm 2017-18 School Year School Grade Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Total Available Net �00000©mmo moo©o©om®m �000®Dom®® �00000©mmm 2018-19 School Year School Grade K Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Total Available Net �00000©mmo �00000©mmo 2019-20 School Grade K Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Total Available Net �00000©mmo As you can see from the charts above, we will need a minimum of 4 modular classrooms for the 2015-16 school year; two at Barrows and one at Joshua Eaton and Killam. We will begin to need five classrooms (2 at Barrows, 2 at Eaton, and 1 at Killam) for the 2019-20 school year. Having six modular classrooms (two at Barrows, Eaton, and Killam) will provide adequate space for all kindergarten programs, the Grade 1 classes at Eaton, and moves music classes at Joshua Eaton and Killam from the stage to a classroom. It will also provide some swing space at Joshua Eaton and Killam if there is an unanticipated enrollment increase. Table 5: Net Classroom Space Needed for Grade Level Classrooms Only 12014-201 School 2014-15 .2015-16 2016-17 2017-18 2018-19 2019-20 F-MIT"T" Mwoo�000 !moo®®moo Funding The estimated total costs to Install the six modular classrooms will be in the range of $1,000,000 to $1,200,000. One of the variables in the cost estimate will be the location of the modular classrooms at each site and the proximity to utilities such as electricity, water, and sewer. We are currently working with town officials and an architect to determine the best locations for the modular classrooms at the three sites. We are also going to factor into the estimated costs the use of an outside contractor to do site preparation work because of the number of projects that the Reading DPW will be involved with this spring and summer. Operating Costs For the 2015-16 school year, we do not anticipate additional personnel costs with the installation of the modular classrooms. Existing kindergarten staff will be reassigned to the schools with population increases. For utility costs, we are anticipating approximately $15,000-$25,000 per year in electricity and heating costs. The cost will be dependent on whether we will be using electric or natural gas to heat the modular, depending on the location of the modular to those utilities. We are still calculating water and sewer costs. The final cost will depend upon if we are able to use natural gas versus electric for heating the modular with natural gas being the less expensive option. Educational Impact of Modular Classroom Decision If we are able to secure the six requested modular classrooms, we will be able to ensure elementary class sizes that conform to the School Committee guidelines, offer dedicated art and music space at all five elementary schools, and continue to offer tuition -based full day kindergarten for families who request it. If we are not able to secure modular classrooms for the 2015-16 school year, approximately 80 students will not have access to full day kindergarten at their own neighborhood schools, Including Barrows, Killam, and Joshua Eaton. We will have some slots available at Birch Meadow and potentially at Wood End for full day kindergarten for those families, but not all families who request full day kindergarten will receive full day kindergarten next year. Without these modular classrooms, we will continue to have reduced art and music classroom space at Barrows, Killam, and Eaton to accommodate increase enrollment or "population bubbles." The classroom space problem will resurface in the 2016-17 school year if we do not purchase modular classrooms next year because the kindergarten students will be moving from half day classrooms to full day classrooms in Grade 1. For example, at Barrows, we will need to have four classrooms available in Grade 1 for the 2016-17 school year; currently only three 10 classrooms exist in that grade and no other classroom space is available. Without the modular classrooms at Barrows, first grade class sizes in the 2016-2017 school year are projected to be more than 26 students per class, well above the School Committee guidelines of 18 —22 students in a grade 1 class. Community Impact of Modular Classroom Decision During this process we have heard from kindergarten families that some of the reasons they moved to Reading include the quality of our schools and the opportunity to access full day kindergarten in their neighborhood setting. The additional space from modular classrooms will create equitable opportunities for families to access tuition -based full day kindergarten across the district, as well as equitable class sizes for our K-2 students across all five elementary schools. Without the modular classrooms, we will be conducting lotteries at some of our elementary schools for full day kindergarten slots. Financial Impact of Modular Classroom Decision Not having modular classrooms next year will also have a significant financial impact on an already strained projected FY16 budget. If 80 students who are currently registered for full day kindergarten next year do not receive full day kindergarten, there will be a staffing reduction of 2.0 FTE Teachers, 2.0 FTE Paraeducators and an additional budgetary reduction of $200,000 to the FY16 budget. In addition, approximately 30% of our full day kindergarten students access our tuition based extended day programs, resulting in a decrease of an additional $37,000 to the budget. Therefore, the overall Impact of not having modular classrooms next year will result in a decrease in the FY16 budget of up to $237,000, In addition to the $849,000 we are already reducing in the level serviced FY16 budget, as well as, a reduction of up to 2.0 FTE Kindergarten Teachers and 2.0 FTE Paraeducators. If you have any questions, please do not hesitate to contact me Finance Committee Report: The Finance Committee recommends the proposed amendments to the FY 2015 — FY 2024 Capital Improvements Program by a vote of 8-0 at their meeting on January 21, 2015. Placing items in the Capital Improvement Program is a prerequisite but in itself does not authorize spending funds towards these items. For this issue, the FINCOM did suggest the full presentation be given in this Article. Bylaw Committee Report: No report ARTICLE 6 To see if the Town will vote to amend the Town's Operating Budget for the Fiscal Year commencing July 1, 2014, as adopted under Article 14 of the Annual Town Meeting of April 28, 2014 and amended by Article 8 of the Special Town Meeting of September 29, 2014 and by Article 5 of the Subsequent Town Meeting of November 10, 2014 and Article 4 of the Special Town Meeting of January 5, 2015; and to see if the Town will vote to raise and appropriate, borrow or transfer from available funds, or otherwise provide a sum or sums of money to be added to the amounts appropriated under said Article, as amended, for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee 11 Background: General Fund — Wages and Expenses Account Line Description Decrease Increase C99—Capital School Facilities — modular classrooms $1.2 million Morton Field $40,000 $1,240,000 J91 — Public Safety wages Clothing allowance moved into wages due to recent IRS decision about taxablifty $6,000 $31,500 J92 — Public Safety expenses Clothing allowance moved into wages due to recent IRS decision about taxability $31,500 $2,500 K91 — Public Works wages Clothing allowance moved into wages due to recent IRS decision about taxabili $2,500 $13,800 K92 — Public Works expenses Clothing allowance moved into wages due to recent IRS decision about taxability $13,800 $1,500 Y99 — Storm Water Fund Expenses Clothing allowance moved into wages due to recent IRS decision about taxability $1,500 Subtotals $46,300 $1,285,300 Net OperatiniflExPenses $10,000 $1,240,000 From Free Cash $1,240,000 Enterprise Funds — Wages and Expenses Account Line Description Decrease Increase W99 - Water Fund Wages Clothing allowance moved Into wages due to recent IRS decision about taxability $6,000 W99 - Water Fund Expenses Clothing allowance moved into wages due to recent IRS decision about taxability $6,000 X99 - Sewer Fund Wages Clothing allowance moved into wages due to recent IRS decision about taxability $2,500 X99 - Sewer Fund Expenses Clothing allowance moved into wages due to Irecent IRS decision about taxability $2,500 Y99 — Storm Water Fund Wages Clothing allowance moved Into wages due to recent IRS decision about taxability $1,500 Y99 — Storm Water Fund Expenses Clothing allowance moved into wages due to recent IRS decision about taxability $1,500 Subtotals $10,000 $10,000 Net Operating Expenses $0 From Enterprise Fund Reserves $0 In addition to the school capital request described in Article 5, fundraising is in place for $40,000 in improvements to Morton Field. Approximately half of the total has been raised thus far and the other half will be raised before the end of the fiscal year. All funds raised will be deposited to the general fund. Improvements to Morton Field were in the capital plan as part of a larger Birch Meadow complex, so that future portion is reduced. In addition, net neutral Town budget adjustments are made as a result of a recent IRS ruling combined with collective bargaining changes to move certain uniform expenses into employee wages. This change took effect 12 during FY15, so this budget adjustment is needed for the current fiscal year, and also helpful in comparing budget changes in FY16. Finance Committee Report: The Finance Committee recommends the proposed amendments to the FY 2015 budget by a vote of 8-0 at their meeting on January 21, 2015. Bylaw Committee Report: No report. 13 and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to February 23, 2015, or providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of said Warrant to each Town Meeting Member. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands thisam day of -SA. -Hey , 2015. Joh na, Chairman ,# is K. West, Vice Chairman Daniel Ensminger, Secretary 5� Sexton SELECTMEN OF READING Constabl 14 CONDUCT OF TOWN MEETING Reading's Town Meeting is conducted in accordance with the rules set down in Article 2 of the Charter and the General Bylaws. Although Town Meeting Time Third Edition is the basic source, a Town Meeting Member need only be familiar with what is contained in the Charter. These notes are Intended to outline the major points all Town Meeting Members should know, and which by knowing will make Town Meeting more understandable. Organization • Town Meeting consists of 192 elected members, of which 97 constitute a quorum. • There are two required sessions: The Annual Meeting in Spring which is primarily for fiscal matters and acceptance of the annual budget, and the Subsequent Meeting in November. Special Town Meetings may be called at any time that the need arises. • There are three main committees which review certain Articles and advise Town Meeting of their recommendations: Finance for all expenditures of funds, Bylaw for all bylaw changes, and the Community Planning and Development Commission for all zoning changes. Their reports are given prior to discussing the motion. General Rules Of Procedure • The Meeting is conducted through the Warrant Articles which are presented (moved) as motions. Only one motion may be on the floor at a time; however, the motion may be amended. Often two or more Articles which address the same subject may be discussed together, however, only one is formally on the floor, and each when moved is acted upon individually. Note that the vote on one may influence the others. • Members who wish to speak shall rise, state their name and precinct in order to be recognized. • A Member may speak for ten (10) minutes but permission must be asked to exceed this limit. • Seven (7) Members can question a vote and call for a standing count, and twenty (20) can ask for a roll call vote; however, a roll call vote is seldom used because of the time it takes. Principal Motion Encountered At Town Meeting The following motions are the principal ones used in most cases by Town Meeting to conduct its business. Experience shows that the Members should be familiar with these. • Adjourn: Ends the sessions, can be moved at any time. • Recess: Stops business for a short time, generally to resolve a procedural question or to obtain information. • Lay on the Table: Stops debate with the intention generally of bringing the subject up again later. May also be used to defer action on an Article for which procedurally a negative vote is undesirable. Note that tabled motions die with adjournment. • Move the Previous Question: Upon acceptance by a twothirds (213) vote, stops all debate and brings the subject to a vote. This is generally the main motion, or the most recent 15 amendment, unless qualified by the mover. The reason for this as provided in Robert's Rules of Order is to allow for other amendments should they wish to be presented. • Amend: Offers changes to the main motion. Must be in accordance with the motion and may not substantially alter the intent of the motion. In accordance with Robert's Rules of Order, only one primary and one secondary motion will be allowed on the floor at one time, unless specifically accepted by the Moderator. • Indefinitely Postpone: Disposes of the Article without a yes or no vote. • Take from the Table: Brings back a motion which was previously laid on the table. • Main Motion: The means by which a subject is brought before the Meeting. The Following Motions May Be Used By A Member For The Purpose Noted: • Question of Privilege: Sometimes used to offer a resolution. Should not be used to "steal" the floor. • Point of Order: To raise a question concerning the conduct of the Meeting. • Point of Information: To ask for information relevant to the business at hand. Multiple Motions Subsequent (Multiple) Motions If the subsequent motion to be offered, as distinct from an amendment made during debate, includes material which has previously been put to a vote and defeated, it will be viewed by the Moderator as reconsideration and will not be accepted. If the subsequent motion contains distinctly new material which is within the scope of the Warrant Article, then it will be accepted. An example of this latter situation is successive line items of an omnibus budget moved as a block. Subject To The Following Considerations - • The maker of any proposed multiple motion shall make their intent known, and the content of the motion to be offered shall be conveyed to the Moderator - prior to the initial calling of the Warrant Article. • Once an affirmative vote has been taken on the motion then on the floor - no further subsequent alternative motions will be accepted. (Obviously does not apply to the budget, for example.) • Also - There can only be one motion on the floor at any one time. You have the ability to offer amendments to the motion that is on the floor. You also have the ability to move for reconsideration. Town Of Reading Bylaw - Article 2 Town Meeting 2.1 General 2.1.1 Date of Annual Town Election The Annual Town Meeting shall be held on the third Tuesday preceding the fourth Monday in April of each year for the election of Town Officers and for such other matters as required by law to be determined by ballot. Notwithstanding the foregoing, the Board of Selectmen may schedule the commencement of the Annual Town Meeting for the same date designated as the date to hold any Federal or State election. 2.1.2 Hours of Election 01 The polls for the Annual Town Meeting shall be opened at 7:00 AM and shall remain open until 8:00 PM. 2.1.3 Annual Town Meetina Business Sessions All business of the Annual Town Meeting, except the election of such Town officers and the determination of such matters are required by law to be elected or determined by ballot, shall be considered at an adjournment of such meeting to be held at 7:30 PM on the fourth Monday in April, except if this day shall fall on a legal holiday, in which case the meeting shall be held on the following day or at a further adjournment thereof. 2.1.4 Subsequent Town Meetina A Special Town Meeting called the Subsequent Town Meeting shall be held on the second Monday in November, except if this day shall fall on a legal holiday, in which case the meeting shall be held on the following day. The Subsequent Town Meeting shall consider and act on all business as may properly come before it except the adoption of the annual operating budget. 2.1.5 Adjourned Town Meetina Sessions Adjourned sessions of every Annual Town Meeting after the first such adjourned session provided for in Section 2.1.3 of this Article and all sessions of every Subsequent Town Meeting, shall be held on the following Thursday at 7:30 PM and then on the following Monday at 7:30 PM, and on consecutive Mondays and Thursdays unless a resolution to adjourn to another time is adopted by a majority vote of Town Meeting Members present and voting. 2.1.6 Postina of the Warrant The Board of Selectmen shall give notice of the Annual, Subsequent or any Special Town Meeting at least fourteen (14) days prior to the time of holding said meeting by causing an attested copy of the warrant calling the same to be posted in one (1) or more public places in each precinct of the Town, and either causing such attested copy to be published in a local newspaper or providing in a manner such as electronic submission, holding for pickup, or mailing, an attested copy of said warrant to each Town Meeting Member. 2.1.7 Closina of the Warrant All Articles for the Annual Town Meeting shall be submitted to the Board of Selectmen not later than 8:00 PM on the fifth (5') Tuesday preceding the date of election of Town officers, unless this day is a holiday in which case the following day shall be substituted. All articles for the Subsequent Town Meeting shall be submitted to the Board of Selectmen not later than 8:00 PM on the seventh (7th) Tuesday preceding the Subsequent Town Meeting in which action is to be taken, unless this day is a holiday in which case the following day shall be substituted. 2.1.8 Delivery of the Warrant The Board of Selectmen, after drawing a Warrant for a Town Meeting, shall immediately deliver a copy of such Warrant to each member of the Finance Committee, the Community Planning and Development Commission, the Bylaw Committee and the Moderator. 2.2 Conduct of Town Meetina 2.2.1 In the conduct of all Town Meetings, the followina rules shall be observed Rule 1 A majority of Town Meeting Members shall constitute a quorum for doing business. 17 Rule 2 All articles on the warrant shall be taken up in the order of their arrangement in the warrant unless otherwise decided by a majority vote of the members present and voting. Rule 3 Prior to debate on each article in a warrant involving the expenditure of money, the Finance Committee shall advise Town Meeting as to its recommendations and the reasons therefore. Rule 4 Prior to a debate on each article in a warrant involving changes in the bylaw or Charter, petitions for a special act, or local acceptance by Town Meeting of a State statute, the Bylaw Committee shall advise Town Meeting as to its recommendations and reasons therefore. Rule 6 Every person shall stand when speaking as they are able, shall respectfully address the Moderator, shall not speak until recognized by the Moderator, shall state his name and precinct, shall confine himself to the question under debate and shall avoid all personalities. Rule 6 No person shall be privileged to speak or make a motion until after he has been recognized by the Moderator. Rule 7 No Town Meeting Member or other person shall speak on any question more than ten (10) minutes without first obtaining the permission of the meeting. Rule 8 Any non -Town Meeting Member may speak at a Town Meeting having first identified himself to the Moderator. A proponent of an article may speak on such article only after first identifying himself to the Moderator and obtaining permission of Town Meeting to speak. No non -Town Meeting Member shall speak on any question more than five (5) minutes without first obtaining the permission of the Meeting. Non -Town Meeting Members shall be given the privilege of speaking at Town Meeting only after all Town Meeting Members who desire to speak upon the question under consideration have first been given an opportunity to do so. Rule 8 Members of official bodies and Town officials who are not Town Meeting Members shall have the same right to speak, but not to vote, as Town Meeting Members on all matters relating to their official bodies. Rule 10 No speaker at a Town Meeting shall be interrupted except by a Member making a point of order or privileged motion or by the Moderator. Rule 11 Any person having a monetary or equitable interest in any matter under discussion at a Town Meeting, and any person employed by another having such an interest, shall disclose the fact of his interest or his employer's interest before speaking thereon. Rule 12 The Moderator shall decide all questions of order subject to appeal to the meeting, the question on which appeal shall be taken before any other. Rule 13 When a question is put, the vote on all matters shall be taken by a show of hands, and the Moderator shall declare the vote as it appears to him. If the Moderator is unable to decide the vote by the show of hands, or if his decision is immediately questioned by seven (7) or more Members, or if the Moderator determines that a counted vote is required such as for a debt issue or Home Rule Petition, he shall determine the question by ordering a standing vote, and he in shall appoint tellers to make and return the count directly to him. On request of not less than twenty (20) members, a vote shall be taken by roll call. Rule 14 All original main motions having to do with the expenditure of money shall be presented in writing, and all other motions shall be in writing if so directed by the Moderator. Rule 15 No motion shall be received and put until it is seconded. No motion made and seconded shall be withdrawn if any Member objects. No amendment not relevant to the subject of the original motion shall be entertained. Rule 16 When a question is under debate, no motion shall be in order except: • to adjourn, • to lay on the table or pass over, • to postpone for a certain time, • to commit, • to amend, • to postpone indefinitely, or • to fix a time for terminating debate and putting the question, and the aforesaid several motions shall have precedence in the order in which they stand arranged in this rule. Rule 17 Motions to adjourn (except when balloting for offices and when votes are being taken) shall always be first in order. Motions to adjourn, to move the question, to lay on the table and to take from the table shall be decided without debate. Rule 18 The previous question shall be put in the following form or in some other form having the same meaning: "Shall the main question now be put" and until this question is decided all debate on the main question shall be suspended. If the .previous question is adopted, the sense of the meeting shall immediately be taken upon any pending amendments in the order inverse to that in which they were moved, except that the largest sum or the longest time shall be put first and finally upon the main question. Rule 19 The duties of the Moderator and the conduct and method of proceeding at all Town Meetings, not prescribed by law or by rules set forth in this article, shall be determined by rules of practice set forth in "Town Meeting Time Third Edition" except that to lay on the table shall require a majority vote. 2.2.2 Attendance by Officials It shall be the duty of every official body, by a member thereof, to be in attendance at all Town Meetings for the information thereof while any subject matter is under consideration affecting such official body. 2.2.3 Appointment of Committees All committees authorized by Town Meeting shall be appointed by the Moderator unless otherwise ordered by a vote of the Members present and voting. All committees shall report as directed by Town Meeting. If no report is made within a year after the appointment, the committee shall be discharged unless, in the meantime, Town Meeting grants an extension of time. When the final report of a committee is placed in the hands of the Moderator, it shall be deemed to be received, and a vote to accept the same shall discharge the committee but shall not be equivalent to a vote to adopt 8. 2.2.4 Motion to Reconsider FC 2.2.4.1 Notice to Reconsider A motion to reconsider any vote must be made before the final adjoumment of the meeting at which the vote was passed but such motion to reconsider shall not be made at an adjourned meeting unless the mover has given notice of his intention to -make such a motion, either at the session of the meeting at which the vote was passed or by written notice to the Town Clerk within twenty-four (24) hours after the adjournment of such session. When such motion is made at the session of the meeting at which the vote was passed, said motion shall be accepted by the Moderator but consideration thereof shall be postponed to become the first item to be considered at the next session, unless all remaining articles have been disposed of, in which case reconsideration shall be considered before final adjournment. There can be no reconsideration of a vote once reconsidered or after a vote not to reconsider. Reconsideration may be ordered by a vote of two-thirds (2/3) of the members present. Arguments for or against reconsideration may include discussion of the motion being reconsidered providing such discussion consists only of relevant facts or arguments not previously presented by any speaker. 2.2.4.2 Federal or State Law Affecting Reconsideration The foregoing provisions relating to motions to reconsider shall not apply to any such motion made by the Board of Selectmen and authorized by the Moderator as necessary for the reconsideration ofactions previously taken by Town Meeting by reason of State or Federal action or inaction or other circumstances not within the control of the Town or Town Meeting. In the event such a motion to reconsider is made and authorized, said motion may be made at any time before the final adjournment of the meeting at which the vote was passed, said motion may be made even if the vote was already reconsidered or was the subject of a vote not to reconsider, and reconsideration may be ordered by a vote of two- thirds (2/3) of the Members present. 2.2.4.3 Posting and Advertising Notice of every vote to be reconsidered at an adjourned Town Meeting shall be posted by the Town Clerk in one (1) or more public places in each precinct of the Town as soon as possible after adjournment, and he shall, if practicable, at least one day before the time of the next following session of said adjourned meeting, publish such notice in some newspaper published in the Town. Said notice shall include the vote to be reconsidered and the place and time of the next following session of said adjourned meeting. The foregoing notice provisions shall not apply when a motion to reconsider any Town Meeting action is made publicly at Town Meeting before the adjournment of any session of any adjourned Town Meeting. 2.2.5 State of the Town The Selectmen shall, at each Annual Town Meeting, give to the Members information on the 'State of the Town.' 2.2.6 Annual Precinct Meeting Town Meeting Members and Town Meeting Members -elect from each precinct shall hold an annual precinct meeting after the annual Town election but before the convening of the business sessions of the Annual Town Meeting. The purpose of the meeting shall be the election of a Chairman and a Clerk and to conduct whatever business may be appropriate. Chairmen shall serve no more than six (6) consecutive years in that 20 position. Additional precinct meetings may be called by the Chairman or by a petition of six (6) Town Meeting Members of the precinct. 2.2.7 Removal of Town Meetina Members 2.2.7.1 Notice of Attendance The Town Clerk shall mail, within thirty (30) days after the adjournment sine die of the Annual Town Meeting, to every Town Meeting Member who has attended less than one-half of Town Meeting sessions since the most recent Annual Town Election, a record of his attendance and a copy of Section 2-6 of the Charter. 2.2.7.2 Precinct Recommendation All Precinct meeting held prior to consideration by Town Meeting of the warrant article pursuant to Section 2-6 of the Charter. Town Meeting Members of each precinct shall adopt a recommendation to Town Meeting on whether each member from the precinct listed in the warrant per Section 2-6 of the Charter should be removed from Town Meeting. The Chairman of each precinct or his designee shall make such recommendations along with supporting evidence and rationale to Town Meeting. 2.2.7.3 Grouped by Precinct The names of the Members subject to removal in accordance with Section 2-6 of the Charter shall be grouped by precinct in the warrant article required by said section. 2.2.8 Meetinas During Town Meetina No appointed or elected board, committee, commission or other entity of Town government shall schedule or conduct any hearing, meeting or other function during any hours in which an Annual, Subsequent or Special Town Meeting is in session or is scheduled to be in session. Any such board, committee or commission which schedules or holds a meeting or hearing on the same calendar day, but at a time prior to a session of Town Meeting, shall adjourn or recess not less than five (5) minutes prior to the scheduled session of Town Meeting. Any board, committee or commission may, at the opening of any session of Town Meeting, present to that Town Meeting an instructional motion requesting an exemption from this bylaw and asking that Town Meeting permit it to meet at a date and hour at which a future session of Town Meeting is scheduled, and may present reasons for Town Meeting to give such permission. Notwithstanding the foregoing, any board, committee or commission which meets the requirements of M.G.L. Chapter 39, Section 23B concerning emergency meetings may, upon meeting such requirements, conduct such a meeting or hearing at a time scheduled for a Town Meeting. 2.2.9 Rules Committee The members of the Rules Committee, established under Section 2-12 of the Charter, shall hold an annual meeting within thirty (30) days after the adjournment of the Annual Town Meeting for the purpose of electing a Chairman and a Clerk and to conduct whatever business may be appropriate. Additional Rules Committee meetings may be called by the Chairman. In the absence of a Chairman, the Moderator shall convene a meeting of the Rules Committee within sixty (60) days after a vacancy for the purpose of electing a new Chairman. 21 O'BN OF11 Town of Reading I 16 Lowell Street e Reading, MA 01867-2685 Gs 9' MCOPQ�P•� FAX: (781) 942-9070 TOWN CLERK Website: www.readingma.gov (781) 942-9050 Town Meeting Handout Guidelines To ensure that all Town Meeting members have access to the same information, distributed in the same manner, please follow the below listed guidelines for handout materials: Materials that are prepared by a Town Board / Committee / Town Department must include the following: o Article name and number o Name of Town Board / Committee / Commission or Town Department o Date the document was created o Contact information o Approval of Town Clerk's Office Materials that are prepared by petitioners or other voter; must include the following: o Article name and number o Contact information of person who created handout o Date the document was created o Approval of Town Clerk's Office All handouts: • Must contain facts only unless specifically staling "This is the opinion of • Should be on white paper only • Should be double -sided copies if more than one page • May be distributed only by giving adequate copies for all Town Meeting members (192) to the Town Clerk or designee by 6:30 PM on the night in which the subject article will be discussed • All handouts not approved will be removed and recycled • All handouts not distributed must be picked up at the end of each night or they will be recycled at the end of each night- All ight All PowerPoint Presentations: • Must consult with the Town Clerk before the meeting • Provide a copy before the meeting • All presentations will be given using the Town of Reading laptop computer February of 2010 22