HomeMy WebLinkAbout2015-04-27 Special Town Meeting Warrant ReportSPECIAL TOWN MEETING
APRIL 27, 2015
TABLE OF CONTENTS
Article
Title
Sponsor
Page
1
Reports
Board of Selectmen
2
2
Instructions
Board of Selectmen
2
3
Amending the Capital Improvement
Program FY2015 — FY2025
Board of Selectmen
3
4
Authorize Debt — Birch Meadow Field
Lighting
Board of Selectmen
3
5
Authorize Debt — School Modular
Classrooms
Board of Selectmen (as a courtesy to
the School Committee)
6
6
Authorize Debt — RMHS Retaining Wall
Repairs
Board of Selectmen (as a courtesy to
the School Committee)
6
7
Settle Potential Litigation — Sutton Brook
Disposal area Superfund Site
Board of Selectmen
7
APPENDIX
Conduct of Town Meeting
9
Town Meeting Handout Guidelines
16
COMMONWEALTH OF MASSACHUSETTS
Middlesex, ss. Officer's Return, Reading:
By virtue of this Warrant, I, on March 25 , 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 to April 27, 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
March 25_,2015.
A true copy Attest:
AwAq--J2��
Laura Gemme, Town Clerk
1
4ase-m-ean-, 7r ,Constable
TOWN WARRANT
'639 INCOPe��//P
COMMONWEALTH OF MASSACHUSETTS
Middlesex, ss.
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 elections and Town affairs, to meet at the
Reading Memorial High School Performing Arts Center, 62 Oakland Road, in said Reading, on
Monday, April 27, 2015, at eight 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,
Library Trustees, Municipal Light Board, Finance Committee, Bylaw Committee, Town Manager, Town
Accountant and any other Town Official, Board or Committee.
Board of Selectmen
Background: This article appears on the Warrant for all Town Meetings. There are no reports
scheduled for this Special Town Meeting.
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.
Finance Committee Report: No report.
Bylaw Committee Report: No report.
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ARTICLE 3 To see if the Town will vote to amend the FY 2015-25 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 appears on the Warrant for all Town Meetings. There are no anticipated
actions expected under this Article during this Special Town Meeting.
Finance Committee Report: No report.
Bylaw Committee Report: No report.
ARTICLE 4 To see what sum the Town will raise by borrowing or transfer from available
funds, or otherwise, and appropriate for the purpose of making extraordinary repairs, replacement
and/or new installation of field lighting systems, including the costs of consulting services, audits, plans,
documents, cost estimates, bidding services and all related expenses incidental thereto and necessary
in connection therewith, said sum to be expended by and under the direction of the Town Manager; and
to see if the Town will authorize the Board of Selectmen, Town Manager, or any other agency of the
Town, to apply for a grant or grants, to be used to defray the cost of all, or any part of, said field lighting
systems improvements; and to authorize the Town Manager to enter into any and all contracts and
agreements as may be necessary to carry out the purposes of this Article, or take any other action with
respect thereto
Board of Selectmen
Background: A Master Plan for the Birch Meadow Complex was drafted in 2008 and approved by the
Board of Selectmen in 2009. Town Meeting subsequently approved funding in the Capital Plan to begin
in FY15. Approximately two years ago, a discussion with the Board of Selectmen concluded with a
changed approach that the Recreation Committee would revisit the Master Plan and make comments
and suggestions before any funds were expended. The project start date was pushed out beyond FY15
on the capital plan.
Last fall the Recreation Committee and Town staff began discussing the Master Plan in detail and one
change evident to all was that the fields would not need to be shifted slightly. This represented a
substantial cost avoidance compared to what had been proposed previously. This decision then made
the Birch Meadow Complex project divisible into two phases — field lighting in the near term and the
remainder of the project to follow.
The first phase of the project is the subject matter of this Article, which is a request to install newer
energy efficient field lighting for the entire Complex at an expected cost of $1.0 million. The second
phase will begin with a community -wide survey by the Recreation Committee later this spring. The
results of the survey will be discussed at public meetings with the Recreation Committee and the Board
of Selectmen, and the community should expect to see the rest of the Birch Meadow Complex Master
Plan within the next year. Town Meeting may see an Article at 2016 Annual Town Meeting to complete
this last phase of the project.
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The field lighting phase will encompass five fields as shown in the picture below. Note the photo is old —
taken before the tennis courts were completed. Right away we shall admit to needing some creativity in
field naming, but currently two of the fields ("Lighted Softball Field" and "Turf 2") are lit, with 'old' lighting
technology:
---.._.____._._.,.�..�_..,... __,_ ,::�..�.-:>,,,�.r,;.r.a,, ..-T�=-�,=�-•ter-T F,--,�r'..'f
The field lighting portion of this project could be said to have two main components: community impact
and recurring cost.
From a community impact standpoint, the increased hours of field illumination are estimated to add 3-5
hours per day for the three unlit fields, or the equivalent of adding 1.5 more fields to the existing Birch
Meadow Complex. This estimate assumes that hours of use are not extended beyond their current
limits, but simply that more fields are available deeper into the evening. This additional field time will be
a huge positive step towards meeting unmet recreational demands from our residents, which are
substantial. Growing the availability of team sports and activities is consistent with the efforts of the
Reading Coalition Against Substance Abuse to provide alternatives and opportunities to engage the
students and young adults in the community.
The Board of Selectmen will schedule a spring 2015 neighborhood meeting if this Article is approved in
order to review the field lighting project details, answer all questions and hear any concerns. Parking,
traffic, light spillage and other impacts will be discussed. If the community has an appetite to expand
the current night-time hours of field use, that will be considered. Note that modern lighting design
features very low.light leakage and as one can see from the picture above, this should have negligible
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impact on abutters and neighbors. There is expected to be no impact on Conservation land, but
Conservation staff and the Commission as needed will be consulted before the project begins.
From a cost standpoint, it should first be noted up front that Recreation is not a profit-seeking
enterprise. Recall that revolving funds are meant to draw in just enough revenues to reasonably pay the
costs. All Recreation expenses are paid directly by the revolving fund during the year and at fiscal year
end the revolving fund turns back about $75,000 to $100,000 to the general fund, an amount
purposefully below the remaining wage and benefit costs of Recreation staff in order to provide a low-
cost service to the community.
On the financing side, selling project debt for ten years will add approximately $15,000 in annual
interest costs. Note that participants are directly charged the cost of field lighting, so there is no
additional operational cost to the town for adding new lighting. For the participants using the two
currently lit fields, there is an estimated total combined energy savings of about $10,000 annually.
Field revenues are currently estimated to be $55,000 during the year. The addition of extra field
availability should increase field hours purchased by at least 15%. The Recreation Committee has
already discussed raising fees to help cover the cost of the first phase of the project. This is only
possible indirectly since fees do not currently fully support all costs. Note that it is affordable by current
night-time participants as they will get a break in lower lighting costs. Following is a chart that combines
these two impacts on revenues, as reviewed at a recent Board of Selectmen meeting. It is not difficult
to see this project paying for the extra $15,000 costs described above.
SCENARIOS FOR INCREASE OF
FEES AND PARTICIPATION
Increased Field Fees 20%
30%
40%
50%
Increased Participation
Current
$ 55,234
10%
15%
20%
$ 60,757
$ 63,519
$ 66,281
$ 66,281
$ 72,909
$ 76,223
$ 79,537
$ 71,804
$ 78,985
$ 82,575
$ 86,165
$ 77,328
$ 85,060
$ 88,927
$ 92,793
$ 82,851
$ 91,136
$ 95,279
$ 99,421
In the next year when the remaining phase of the Birch Meadow Complex is presented to the
community, the financial approach to covering costs will again be explored, but weighed against the
benefit of the service provided to the community.
Finance Committee Report: The Finance Committee recommends this Article by a vote of 8-0-0 at
their meeting on March 25, 2015.
Bylaw Committee Report: No report.
Board of Selectmen Report: The Board of Selectmen at their meeting on March 24, 2015 voted 4-0-0
to support this Article. Selectman John Halsey left the meeting for both the discussion and the vote on
this Article due to a possible perceived conflict of interest because of his association with baseball
activities in the community.
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ARTICLE 5 To see what sum the Town will raise by borrowing or transfer from available
funds, or otherwise, and appropriate, to be added to this amount appropriated for modular classrooms
under Article 6 of the February 23, 2015 Special Town Meeting, for the purpose of purchasing and
placing modular classroom units at elementary schools, including the costs of consulting services,
audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto
and necessary in connection therewith, said sum to be expended by and under the direction of the
School Committee and the Town Manager; and to see if the Town will authorize the School Committee,
Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a grant or grants to
be used to defray the cost of all, or any part of, said improvements; and to authorize the School
Committee and/or the Town Manager to enter into any and all contracts and agreements as may be
necessary to carry out the purposes of this Article.
Board of Selectmen as a courtesy to the School Committee
Background: A Special Town Meeting in February 2015 approved $1.2 million to be used from Free
Cash towards the purchase and siting of modular classrooms at the Joshua Eaton, Alice M. Barrows
and J. Killam Elementary Schools.
A first round of the procurement process has revealed the need for the School Committee to make
some choices ranging from changing some technical specifications to a request for additional funding.
Results from a second round of the procurement process currently underway will provide the School
Committee with information to help determine the next steps.
In order to provide the most flexibility to the project, this Article has been placed on this Warrant. There
are three possible outcomes:
a) The Article will be tabled;
b) The Article will move forward as a request to use debt instead of Free Cash for an amount
up to $1.2 million;
c) The Article will move forward with a request to include additional funding above $1.2 million,
and to use debt instead of Free Cash.
The first two choices above indicate that the previously approved $1.2 million is ample for the project,
and that is the current expectation and desire of the School Committee. The third choice c) will indicate
that the $1.2 million is not adequate, in which case Town Meeting will be asked to approve debt for the
entire project. Note that if this is the case, the Capital plan in Article 4 of the Annual Town Meeting will
need to be first amended for the new total project cost.
Finance Committee Report: The Finance Committee recommends this Article by a vote of 8-0-0 at
their meeting on March 25, 2015.
Bylaw Committee Report: No report.
School Committee Report: The School Committee at their meeting on March 26, 2015 voted 4-0-0 to
support this Article.
ARTICLE 6 To see what sum the Town will raise by borrowing or transfer from available
funds, or otherwise, and appropriate for the purpose of making extraordinary repairs, replacement
and/or new installation of retaining walls at Reading Memorial High School, including the costs of
consulting services, audits, plans, documents, cost estimates, bidding services and all related
expenses incidental thereto and necessary in connection therewith, said sum to be expended by and
n
under the direction of the School Committee and the Town Manager; and to see if the Town will
authorize the School Committee, Board of Selectmen, Town Manager, or any other agency of the
Town, to apply for a grant or grants to be used to defray the cost of all, or any part of, said
improvements; and to authorize -the School Committee and/or the Town Manager to enter into any and
all contracts and agreements as may be necessary to carry out the purposes of this Article.
Board of Selectmen as a courtesy to the School Committee
Background: Subsequent Town Meeting in November 2014 approved $30,000 in funding for an
engineering assessment of the retaining wall for the upper parking lot at Reading Memorial High
School. That assessment is 50% complete and the estimated repair cost will be known if the snow ever
melts, which hopefully will be before Annual Town Meeting!
Complete information for both Articles 5 and 6 will be known in advance of Town Meeting but not in
sufficient time for the printing of this Special Town Meeting Warrant Report. If Article 5 has converted
previously approved use of Free Cash to be debt instead, then it is possible that Article 6 will be tabled
and the retaining wall repair project will continue as a request to use Free Cash instead of debt. Such a
request would happen under Article 5 in the Annual Town Meeting. Otherwise this Article will request
debt funding for these repairs.
Finance Committee Report: The Finance Committee recommends this Article by a vote of 8-0-0 at
their meeting on March 25, 2015.
Bylaw Committee Report: No report.
School Committee Report: The School Committee at their meeting on March 26, 2015 voted 4-0-0 to
support this Article.
ARTICLE 7 To see if the Town will vote, pursuant to Section 5.2 of the Reading General
Bylaws, to approve and authorize the Board of Selectmen to settle potential litigation involving the
Sutton Brook Disposal Area Superfund Site, involving the possible payment of a sum of more than Fifty
Thousand ($50,000) Dollars, or take any other action relating thereto.
Board of Selectmen
Background: The Town may be named as defendant in a suit seeking contribution towards the cost of
cleanup of the Sutton Brook Disposal Area Superfund Site, formerly known as Rocco's Landfill, The
Town has received a preemptive offer of settlement, to be paid in exchange for avoiding
litigation. Town Counsel has been looking into both the chances such a suit will actually be brought as
well as the legitimacy of any claims the Town would face. Town Counsel and the Board of Selectmen
will meet in Executive Session on April 14, 2015 in order to recommend a course of action. This Article
is placed on this Warrant as a placeholder in the event that there is need for Town Meeting to approve
the payment of a settlement.
Finance Committee Report: The. Finance Committee may be asked to advise Town Meeting on this
matter once Town Counsel recommends the best solution to the Board of Selectmen.
Bylaw Committee Report: No report.
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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 April 27, 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 this 24h day of March , 2015.
Thomas reeman irConsfable
X.
JQhnlArc\oA, Chairman
J
Marsie est , ce Chairman
Daniel Ensminger, Secretary
C -
J Halse
Kevin Se
SELECTMEN OF READING
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 two-thirds (2/3) vote, stops all debate
and brings the subject to a vote. This is generally the main motion, or the most recent
A
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.
2.1
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
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
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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 Meeting 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 Meeting
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 Adiourned Town Meeting 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 Posting 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 Closing 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 (5t') 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 Meeting
2.2.1 In the conduct of all Town Meetings, the following rules shall be observed
Rule 1 A majority of Town Meeting Members shall constitute a quorum for doing
business.
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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 5 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 9 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
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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 it.
2.2.4 Motion to Reconsider
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2.2.4.1 Notice to Reconsider
A motion to reconsider any vote must be made before the final adjournment 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 of actions 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
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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 Meeting 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 Meetings During Town Meeting
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.
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Town of Reading
16 Lowell Street
Reading, MA 01867-2685
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 voters 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 stating "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 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
Mel