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2018-08-21 SB Packet
c Town of Reading !�F Meeting Posting with Agenda w° o�s39. rxcos Board - Committee - Commission - Council: Select Board Date: 2018 -08 -21 Time: 7:00 PM Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business 21 0',316, P11 p04 Location: Select Board Meeting Room Agenda: Meeting Called By: Caitlin Saunders on behalf of Chair Andy Friedmann Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: 1) � 3 a. Selectmen's Liaison Reports and Comments 21 0',316, P11 p04 Location: Select Board Meeting Room Agenda: Meeting Called By: Caitlin Saunders on behalf of Chair Andy Friedmann Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: 1) Reports and Comments a. Selectmen's Liaison Reports and Comments b. Public Comment C. Town Manager's /Assistant Town Manager's Report 2) Open Session for topics not reasonably anticipated 48 hours in advance of the meeting 3) Proclamations /Certificates of Appreciation 4) Personnel & Appointments 5) Discussion /Action Items a. Liaison Assignments, Roles and Responsibilities 7:20 b. Preview Warrant for November Town Meeting 7:40 C. Authorize Sale Brook St/ Redfield St subject to Nov '18 7:50 Town Meeting Approval d. Downtown Parking — Nelson/Nygaard Study 8:00 e. Amplified Sound Permit Request — Saturday Night Lights 8:30 f. Vote moratorium on non - emergency natural gas work 8:35 National Grid/ United Steelworkers g. Select Board Goals 8:45 h. Preparation for Stakeholders Meeting on anti - Semitic Vandalism 9:00 i. Discuss SB Policy Article #1.4 — Communication 9:15 6) Approval of Minutes a. July 31, 2018 7) Licenses, Permits and Approvals 8) Executive Session 9) Correspondence a. Turtle Batting Cage Donation — Future Agenda Item b. Email from Kate Kaminer, re: Recreation Board liaison C. Email from MassDOT, re: Better Bus Project d. Email from Sprint Business, re: 5 reasons to ditch your desk phone This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page 1 1 OF Ri c Town of Reading m Meeting Posting with Agenda S.) 0 RgO�P e. Email from Lisa Egan, re: Don't miss the wine toss f. Email from Mass Municipal Association, re: Talk eco development with Sec. Ash g. Email from Nick Gagnon, re: Traffic Concerns h. Email from Sprint Business, re: Pre -order the Galaxy Note9 i. Email from Amy Lannon, re: Flag Raising Ceremony j. Email from Michael Devin, re: new District Rep for Congressman Seth Moulton k. Email from Bookountants, re: Accounting Mistakes 1. Email from Greg Burns, re: RFD Weekly notes m. Email from Angela Binda, re: Select Board Members Behavior n. Email from Lisa Egan, re: Best of Northshore o. Email from MassDOT, re: Better Bus Project P. Email from Carl Anderson, re: Tar burms q. Email from Sprint Business, re: Why moving business voice to the cloud is smart r. Email from Zhaohai Product, re: colour code S. Email from Meredith Yoder, re: OML t. Email from Signzilla Training, re: Excel Essentials U. Email from General Mills Foodservice, re: Recipe Winners V. Email from National Civic League, re: Innovative Cities Leading the Way W. Email from DJmjMedia, re: Instant Business Card app X. Email from DSL Alerts, re: City & Town — August 2nd Y. Email from Verizon FIGS, re: Customer Notice Z. Email from Zach Crowley, re: Introducing Emily aa. Email from Brian Kelly, re: Branding and Wayfinding bb. Email from Sharon Angstrom, re: Historic Cell Tower Revenue CC. Assessing News and Notes — August 2018 This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily incfude all matters which may be taken up at this meeting. Page 1 2 �o�N OF RF9�',G Office of the Town Manager �� ..i. 16 Lowell Street J63gIN CO? POPP� Reading, MA 01867 To: Select Board From: Robert W. LeLacheur, Jr. CFA Date: August 15, 2018 RE: Agenda for August 21St 781- 942 -9043 townmanager @ci.reading.ma.us www.readingma.gov /town - manager A reminder that Board member John Halsey has office hours at 6:30pm. At approximately 7:20pm Chair Friedmann will give a brief timeline of events regarding Board interaction with the Recreation Committee, and then turn the focus of the discussion on Liaison Assignments, Roles and Responsibilities over to all Board members for their thoughts on improving the Select Board liaison process. Please note that to the extent this discussion may involve changing Select Board Policy Articles 1 &2 that any formal changes must go through a Public Hearing process. Please also note that both of these Articles are expected to have such Hearings in the near future, and that Board members Vanessa Alvarado and Barry Berman later on this agenda will be discussing a Communication section of Article 1. At 8:00pm, Alyson Fletcher from Nelson \Nygaard will make a presentation to the Board about downtown parking. Several years ago (in 2009) the Town engaged the firm for a comprehensive review of the downtown; more recently we asked for a streamlined update to that report, in light of the many changes made to the downtown since the original report was issued. An important question for the Board to answer is guidance, especially with regards to this topic, for the Economic Development Summit on the Downtown area planned for October 17, 2018 at the Library. Assistant Town Manager Jean Delios will be present to help with that discussion. Once that October agenda is built we will heavily advertise it to the community, and especially to downtown businesses. To review Alyson's material in advance, please use this link: https• / /perkinswill box com/ s/ zcuVmfg6p33iu766930bngud4v25rt0h which contains these documents: PPT slides for the Select Board presentation (the Appendix is a reference to have the full utilization map set); a brief two page primer to provide more context on why this study, why now, and the data process used; and the full 2009 Full Parking Study. At 8:30pm resident Carl McFadden will be in to request an amplified sound permit for the incredibly successful flag football program that has been built up in recent years. While the Board is familiar with this annual request, Carl wanted to appear in person and answer any questions that Board members may have. Next Chair Friedmann will review the request by the United Steelworkers that was described at your previous meeting. Please see a memo from our Engineering division in response to a question from the Board at the last meeting. I will ask for your approval, which will be subject to Town Meeting approval in November 2018, to complete Reading's portion of the joint tax title sale of property held by both Reading and Wakefield. Please see your packets for more information. Chair Friedmann will then lead a brief discussion on Select Board Goals. Further discussion on this topic is expected at future Board meetings. Chair Friedmann will also lead a brief discussion on Preparation for Stakeholders Meeting on anti - Semitic vandalism which will be on the Board's September 11th agenda. Board members Berman and Alvarado as indicated will then discuss Select Board Policy Article 1.4 Communication. Lastly I will preview the Warrant for November Town Meeting. The Board must close the Warrant by September 25th, which is currently the planned date to be on the Select Board agenda. Your next meeting is set for September 11th Lastly, I would like to make a couple of points about the integrity of the Office of the Town Manager. A couple of months ago Chair Friedmann brought a statement to make to the Board for their approval, and there was an ensuing comment from the public that he had sent it to me in advance and that I had kept it from the Board. As the Board saw in their next meeting packet, that information was sent to me the night of a Select Board meeting only 15 minutes in advance, at a time when I was away from my desk helping to cover the Board's office hours. In fact I left the 6:45pm Executive Session that night to see it for the first time and retrieve it for the Board's consideration at 7:OOpm. A recent email sent to the Board states that I had seen a draft letter from the Recreation Committee addressed to the Board, and suggested that I had a hand in keeping it from the Board. Both of those allegations are without merit. I was aware through staff of broad concerns of some members of the Recreation Committee and I suggested that the Chairs of Recreation and the Board speak to each other in an effort to clear things up. At no time did I interfere with or even see such a letter. In fact only through a resident's public records request did I first see email discussion among volunteers that might serve as the basis for such a letter. No Town Manager is perfect, and I try to learn from criticism for decisions I have made or actions I have taken. However questions of integrity for actions I have not taken deserve this public response. 2018 DRAFT - SELECT BOARD AGENDAS 2018 811612018 Responsibility Start time August 21, 2018 Tuesday Office Hour John Halsey 6:30 Liaison Assignments, Roles and Responsibilities Friedmann, 7:20 Preview Warrant for November Town Meeting LeLacheur 7:40 Authorize sale Brook St /Redfield St subject to Nov. '18 Town Meeting approval LeLacheur 7:50 Downtown Parking - Nelson \Nygaard Study Delios 8:00 Amplified Sound permit request from Saturday Night Lights LeLacheur 8:30 Vote moratorium on non - emergency natural gas work - National Grid /United Steelworkers Friedmann 8:35 Select Board Goals Friedmann 8:45 Preparation for Stakeholders Meeting on anti - Semitic vandalism Friedmann 9:00 Discuss SB Policy Article #1.4 - Communication Berman & Alvarado 9:15 September 11 2018 Tuesday Office Hour Vanessa Alvarado 6:30 Stakeholders Meeting Friedmann Discuss Select Board Goals Friedmann Town Manager Review Board Executive Session To discuss strategy with respect to Collective Bargaining LeLacheur 9:45 September 25 2018 Tuesday Town Accountant Update Angstrom 7:20 Close Warrant for November Town Meeting LeLacheur 7 :45 Arts Reading Fest October 13th preview Kraunelis 8:00 October 2, 2018 Tuesday Office Hour Andy Friedmann Legislative update Lewis, Jones & Dwyer 7:30 Review Senior Tax Relief Santaniello 8:00 Preview Tax Classification Santaniello 8:30 Approve (renew) Assessing Inter - Municipal Agreement with Wakefield LeLacheur 9:30 October 16, 2018 Tuesday HEARING Tax Classification Board of Assessors 7:30 811612018 I Responsibility I Start time October 17,2018 I Economic Development Workshop -Downtown lWednesday I Library Office Hour Barry Berman Approve liquor licenses LeLacheur Approve licenses LeLacheur November 15, 2018 Subsequent Town Meeting I Thursday November 19 2018 ` Subsequent Town Meeting II Monday November 26 2018 Subsequent Town Meeting III ` Monday November 29, 2018 Subsequent Town Meeting IV Thursday Office Hour jDan Ensminger Town Department budgets Town Department b Town Department Town Department Future Agendas Recreation Committee I I Fall ' 18 2018 DRAFT - SELECT BOARD AGENDAS 2018 811612018 Responsibility Start time Town Communications Overview Kraunelis & Miller Fall ' 18 HEARING Approve BOS Policies: Article 1 - move a section into Article 2; complete 1.4 Communication Board Discuss SB Policy Article 42 - Volunteers, Boards and Committees (also section 1.5) Board HEARING Approve BOS Policies: Article 2 Volunteers, Boards and Committees Board HEARING Review & adopt revised Personnel Policies Perkins Winter'18 Discuss Memorial Park Town Counsel Discuss Liquor License policy LeLacheur Discuss Oakland Road land public process LeLacheur Recurring Items Close Warrant: Nov '18 TM by 9/25/18 Close Warrant: Apr'19 TM by 3/5/19 Review BOS /TM Goals Jan & July Semi -ann Appointments of Boards & Committees June Annual Appoint Town Accountant April Annual HEARING Approve Classification & Compensation June Annual HEARING Tax Classification October Annual HEARING Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly Economic Development Director Semi -ann RCTV members Report Annual CAB (RMLD) member Report Annual MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees as needed 2018 DRAFT - SELECT BOARD AGENDAS 2018 811312018 Responsibility Start time December 11, 2018 Tuesday Town Department budgets December 12,'2018 Wednesday Town Department budgets Future Agendas Recreation Committee Aug '18? HEARING Approve BOS Policies: Article 1 - move a section into Article 2; complete 1.4 Communication Board Discuss SB Policy Article #2 - Volunteers, Boards and Committees (also section 1.5) Board HEARING Approve BOS Policies: Article 2 Volunteers, Boards and Committees Board HEARING Review & adopt revised Personnel Policies Perkins Discuss Memorial Park Town Counsel Discuss Liquor License policy LeLacheur Discuss Oakland Road land public process LeLacheur Recurring Items Close Warrant: Nov '18 TM by 9/25/18 Close Warrant: Apr'19 TM by 3/5/19 Review BOS /TM Goals Jan & July Semi -ann Appointments of Boards & Committees June Annual Appoint Town Accountant April Annual HEARING Approve Classification & Compensation June Annual HEARING Tax Classification October Annual HEARING Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly Economic Development Director Semi -ann RCTV members Report Annual CAB (RMLD) member Report Annual MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees as needed 2019 DRAFT - SELECT BOARD AGENDAS 2019 81812018 Staff Estimated January 3, 2019 School Comm Budget Meeting Thursday January 7, 2019 School Comm Budget Meeting IManday Office Hour January 17, 2019 ISchool Comm Budget Meeting (vote) [Thursday Town Accountant Update Review Town Manager Goals Preview Warrant Annual Town Meeting Office Hour Close Warrant Annual Town Meeting February 27,2019 IFINCOM Budget Meeting Wednesday March 6, 2019 FINCOMBudgetMeeting Wednesday Office Hour 6:30 March 13, 2019 jFINCOM Budget Meeting I Wednesday Annoint Town Accountant 1 1 7:20 April 22, 2019 Annual Town Meeting I IMonday Office Hour April 25, 2019 Annual Town Meeting 11 Thursday April 29, 2019 Annual Town Meeting III Monday May 2, 2019 Annual Town Meeting ''IV Thursday Office Hour Office Hour HEARING jApprove Classification & Compensation Annoint Boards & Committees I- (Board Reorganization !Appoint Boards & Committees Office Hour Office Hour Preview Warrant for November Town Meeting Office Hour Office Hour Close Warrant for November Town Meeting ILeLacheur 1 J IReview Senior Tax Relief Preview Tax Classification HEARING ITax Classification I I I Office Hour HEARING I Approve licenses November 12, 2019 Su November 14, 2019 Su November 18, 2019 Su November 21, 2019 Su Office Hour juent Town Meeting I juent Town Meeting II juent Town Meeting III juent Town Meeting IV Town Department Town Department b Y ay y ay Town Department budgets l I I Town Department bud Future Agendas Recurring Items Close Warrant: Nov'19 TM by 9/24/19 Close Warrant: Apr'20 TM by ? ?? Review SOS /TM Goals Jan & July Semi-ann. Appoint Town Accountant April Annual Appointments of Boards & Committees June Annual HEARING Approve Classification & Compensation June Annual HEARING Tax Classification October Annual HEARING Approve licenses December Annual Reports to SB Town Accountant Report Qtrly Economic Development Director Semi -ann RCTV members Report Annual CAB (RMLD) member Report Annual MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual SB Appointed Boards & Committees as needed MiyaresHarrinrgton J. Raymond Miyare.s Thomas J. Harrington Christopher H. Iir ep Donna M. Brewer Jennie M. Men'ill Rebekah Lacey I Ivria C3lass Frio d Eric Reustle Blake M. Mensing Katherine E. Stock August 6, 2018 Via first class mail and email (JohnHalsey(>]Verizan.net) John R. Halsey 75 Beaver Road Reading, MA 01867 Re: July 9, 2018 Open Meeting Law Complaint Response from the Select Board Dear John: i.: t.1) On July 9, 2018,' the Select Board of the Town of Reading received your Open Meeting Law Complaint, in which you allege that the Board improperly deliberated about a matter on June 19. As explained in detail below, the statements made by Board members during a private conversation on that date concerned matters of interpersonal dynamics that are not within the scope of the Board's jurisdiction. Therefore, the Board believes that its actions do not run afoul of the Open Meeting Law. Nevertheless, the Board agreed, in open session on July 31, to release minutes of the conversation that occurred on June 19, A copy of those minutes is attached. In addition, the Board affirmed its commitment to comply with the law in its future actions. Several Board members publicly apologized for their role in this incident, and pledged to avoid secrecy in future discussions where possible, even when the Open Meeting Law does not prohibit it. The Board hopes that these actions demonstrate its dedication to fostering government transparency. The Open Meeting Law requires that all meetings of a public body be properly noticed and open to members of the public, unless an executive session is convened. See M.G.L. c.30A, § §20(a) -(b), 21. However, a "meeting" is defined, in relevant part, as "a deliberation by a public body with respect to any matter within the body's iuri� sdiction." M.G.L. c.30A, § 18 (emphasis added). Further, the law defines "deliberation" as: ...an oral or written communication through any medium, including electronic mail, between or among a quorum of a public body on any public business within its jurisdiction; provided, however, that 'deliberation' shall ' On July 12, the Division of Open Government in the Office of the Attorney General granted the Board's request for an extension to respond to the Complaint pursuant. to 940 CMR 29.05(5)(b). A response is now due by August 22. 40 Grove Street • Suite 190 • Wellesley, Massachusetts 02.482 1 617.489.1600 ) www.miyares- harrington.coni Local options at work John R. Halsey August 6, 2018 Page 2 of 2 not include the distribution of a meeting agenda, scheduling information or distribution of other procedural meeting [sic] or the distribution of reports or documents that rnay be discussed at a meeting, provided that no opinion of a member is expressed. Id. (emphasis added). The Attorney General has held that "discussions of interpersonal dynamics, such as how to avoid `unnecessary confrontations'..., do not concern public business within the jurisdiction of the public body." OML Determination 2018-103; OML Determination 2018 -91 (conversation reflecting "interpersonal disagreements among several Board members, rather than Board business," found not be a violation of the law); OML Determination 2018 -1 (holding a discussion was "outside a body's jurisdiction where it concerned purely interpersonal. dynamics "). As the minutes demonstrate, Vanessa's statements and Andy's and Barry's response thereto do not concern Board business and, instead, relate only to interpersonal dynamics among Board members. Accordingly, because these discussion topics fall outside the scope of the Board's jurisdiction, it did riot violate the Open Meeting Law. Even if a violation had occurred, however, the Board has taken appropriate remedial action. Thank you for bringing this matter to the attention of the Board. Sincerely, J. It i) + )n Miyares Encl. cc: Division of Open Government (with a copy of the Complaint attached) Select Board Local options at work MiyaresHarrington DRAFT MINUTES OF UNPOSTED READING SELECT BOARD MEETING JUNE 19, 2018 Date of meeting: June 19, 2018 Location: Reading Town Hall 16 Lowell Street Reading, MA Downstairs Conference Room Time: Approximately 7:01 PM- 7:12 PM Attendees: Barry Berman (Acting Chair); Vanessa Alvarado; Daniel Ensminger; Andrew Friedmann; John Halsey; Robert LeLacheur (Town Manager); Caitlin Saunders (Executive Assistant) Regularly scheduled Executive Session of the Reading Select Board adjourned at approximately 7:01PM. At request of Andrew Friedmann, Town Manager LeLacheur left the room to retrieve copies of a document that was needed for regular session. As members began leaving to resume regular session, Vanessa Alvarado requested members to stay. She then asked Caitlin Saunders to leave the room and close the door behind her. Ms. Alvarado said that she had something to say and there will be no need for minutes of this meeting. Ms. Alvarado then began to read a prepared statement. Mr. Berman asked her what she was doing and suggested she stop. Ms. Alvarado read her statement over Mr. Berman's objections. All Board members remained in the room. Ms. Alvarado did not provide copies of her statement to the other members, but the thrust of her remarks centered on events which occurred at the last Executive Session of the Select Board on May 15, 2018. When Ms. Alvarado completed reading her statement Mr. Berman asked members if they had anything to say. The only member to respond was Mr. Friedmann, who stated that Ms. Alvarado's remarks seemed reasonable. Members left the room and were in their seats at about 7:15. In preparation of these minutes Mr. Berman on 7/23/18 asked Ms. Alvarado to provide the statement she read on 6/19 so they could be attached to this document. On 7/25/18 Ms. Alvarado sent an email to Mr. Berman with remarks. That email is attached, and is incorporated in these minutes. Submitted by Barry Berman July 31, 2018 Berman, Barry From: Barry Berman <barry.berman @ci.reading.ma.us> Sent: Monday, July 30, 2018 4:46 PM To: Berman, Barry Subject: Fwd: Minutes for 6/19 unposted Sb meeting Barry Berman Vice Chair Reading Select Board 617 - 699 -9487 From: Vanessa Alvarado <alvaracloselecti «�J.rciC?f,m�_il.colll> Sent: Wednesday, July 25, 2018 10:41 AM To: Barry Berman Subject: Re: Minutes for 6/19 unposted Sb meeting Barry, Apologies for the delay, cell coverage is spotty in the mid -West. Below is the statement I read on 6/19. "I have concerns regarding two events that took place at the last executive session. I will not be a party to speaking negatively about town staff or volunteers. If it happens again, I will ask you to stop. If you continue, (will leave the room and you can call me back when you are finished and return to topics of town business." I then turned to Mr. Halsey and said: "John, I was uncomfortable with your behavior at the last executive session. It was unprofessional and unacceptable. I will not subject myself to that kind of an environment and should it happen again will immediately remove myself from the situation." Best, Vanessa On Mon, Jul 23, 2018 at 9:08 PM, Barry Berman, <barr .berman c ci.reaclrn �irv�t .us <nv<3ill�:la�ar ±�..berrrran �ci.rraadin ,.n7a.us>> wrote: Vanessa, as you know I am compiling the minutes for the unposted SB meeting of 6/19 to send to Ray. Would you mind sending me the statement you read to the Board so I may attach to my draft. I want to send to ray this week Thx Barry Berman Vice Chair ;! Reading Select Board ;r 617 - 699 -9487 C ;�� x Town of Reading' Meeting Minutes sJB +IMO i6rd - Committee - Commission - Council: Recreation Committee REtE1VEQ • . '. TOWN OLT;RK' ..READING, A 2818 HAY 10 Phi 1.53 Date: 2018 -04 -17 Time: 7:00 PM Building: Reading Town Hail Location: Berger Room Address: 16 Lowell Street Purpose: General Discussion Session: Genera( Session Attendees: Members - Present: Dan Foley, Mike,DiPietro, Rich Hand, Frank Driscoll, Kate Kaminer Members - Not Present: Adam Chase, Lori Russo; Emily Sisson,. Mary Ellen Killon, Gil Congdon, Jeanne Borawski Others. Present: Genevieve Fiorente . Minutes Respectfully Submitted .By: Genevieve Fiorente Topics of Discussion. . D. Foley opens the meeting _pt 7: 150m. R. Hand makes'a motion to elect K. Kaminer as a voting member for the evening. M. DiPietro seconds. All In favor 4 -0. D. Foley states that the: committee must •approve the meeting minutes from March. R. Hand makes.a motion to approve the meeting minutes as written from March 19,.2018. K. Kaminer. seconds. All in favor 5 -0. G. Fiorente presents the, first amplified sound. permit presented by the Reading Little• League. G,_ Fiorente explains that they plan to have a parade_.on April, 29th for their.opening day and'batting cage dedication. ceremony from. 12pm- 6pm.-She states that they.would like' to -use amplified sound near the batting cages.and majors field at the Birch Meadow. Complex, for the national anthem and'general announcements. X Kaminer asks how many -people are expected at the event. G. Fiorente °says around 500 kids from RLL and RSLL-and their families. F. Driscoll asks if there is anything else'planned. at the High School that day... G. Fiorente'says:that RLL reached out to' facilities and were told.. ,that there. was not: G. .Fiorente said that the parade was•approved by ail-appropriate town department heads, She :stated she vas invited last minute to the Review Team .meeting that goes over.the.event and that. she.tried.fogging into school dude to-double check the.field house activity for that day. G. Fiorente was unable to logon in the meeting. M., DiPletro•says that he is not sure why. G. Fiorente would not initially, be included in the meeting and asked., who ran the meeting and attended it -G. Fiorente states the.appropriate division and department heads that were there and also mentioned that John - Halsey, Mike .Wondolowski and Bob Weiden were there from RLL. She, says- that, J. Mercier runs the meetings and goes on to say she Is glad Julie mentioned she should attend. this time since there was an issue she found. G., Fiorente states that she got on an hour later and verified that the recreation division was holding a volleyball. jamboree, the high school 'had'.scheduied practices, there was a: private . volleybal1.event scheduled, and. the RMHS drama club were; all, at the High School and /or �` field house that day. She was concerned for the traffic-flow and reached out toAhe RLL about this issue. She stated one suggestion. that they switch.the parade.date to their rain date since there are no events scheduled in the field house that would interrupt the parade. When the response was no, she said she problem solved and moved her recreation event later once Tom Zaya, the Athletic Director at the* High 'Schooi verified he could push. his practices later. She also stated that she was told there .would' be another exit route made for the earlier private volleyball event. K. Kaminer says that she feels the event was rushed and wonders why it was approved'Imsuch a short time frame given that new events of this magnitude are and should be more carefully planned overtime. She says she still worries of the safety of traffic flow and ,the number of people attending several events that day. F. Driscoll -tells G. Florente that once she found out she had an,activity in the Field'House that those recreation programs should have taken precedence ..over an outside organization: The committee agrees that large events held by youth organizations should come.before the recreation committee with their request and to meet with the Administrator to field these potential conflicts. G. Fiorente states that they did fill' out appropriate permits to run the ' event and that they were aware of the short term planning. She said they. have already made It very clear that they will start the planning process -Much earlier'in the future. K. - Kamine ..asks if other leagues request amplified sound on opening days and G. Fiorente says . none that she can recall. F. Driscoll makes a motion to approve Reading Little League the amplified sound permit on April 29th, 2018 from 12pm -6pm for,the national anthem and general announcements. K. Kaminer seconds. Committee votes 5 -0, .motion approved. G. Fiorente presents-the next amplified sound permit from Connect the-Tots who are having their annual member appreciation day on May 6, 2018 and would-'like to play. music from 3:30pm- 4:30pm at Memorial Park. F. Driscoll makes a motion to accept the amplified sound permit request from Connect the Tots from 3:30pm- 4:30p'm,.on May 6, 2018. K..Kaminer seconds. All in favor 5 -0. F. Driscoll asks.what the field scheduling updates are on. the agenda. G. Fiorente said that she wanted to get feedback from the committee on the Board of Selectmen public meeting and also'give an.update on the two organizations. The.committee has a.brief discussion on the public hearing. G. Fiorente says that. John Halsey had asked if he could reach out to Mike Cormio from RMSL if compromise could not be agreed upon between the RMSL and RSLL organizations. She said that yes, the leagues should be trying to work things out.-G. Fiorente said that she didn't think there. would 'be a meeting focused on the current Spring season since'her understanding. was, that the immediate "need of, RSLL was already met with the 3 early Sunday permits for the Spring 2018. She stated that in this' meeting,- RMSL gave: up field space already awarded to them by the Rec Division on We nights on one field for one.hour and .gave the 'space to RSLL for this season only. G. Fiorente said this will. give them about 7 hours of more play in addition to the 3 Sunday. early starts. ' ' The committee members voice a collective concern with the Inability of the current directors of the organizations being unable to reach compromise-on their•own. F. Driscoll and K. Kaminer both state that they have been. on the Recreation Committee'for over 30 years and have never.seen an organization •like RSLL treat staff. so poorly. R. Hand mentions that he felt- Barry, Berman_ on the selectmen also agreed that town staff should be treated with the upmost respect based on his statements'at the Public Hearing. M. DiPietro suggests that RSLL and' RMSL should be ;invited to a future meeting which will be mandatory to 'go over what is expected moving forward. The committee strongly emphasizes that they plan to`be actively involved and help handle this issue over the course of'the next year. D. Foley, mentions that a subcommittee can also be formed if needed. D. Foley'presents the next agenda item of Liaison to the Recreation Committee. He states ' that committee members and the Administrator have been'-p'ublic'ly and privately questioned on their integrity based on association. with the current liaison to the Board of Selectmen, John Halsey.-K. Kaminer states that it Is.diffiouit-for staff and the •committee to operate when they are unsure of the liaison's. role on certain recreation topics. She states that John Halsey sits on five different boards for outside town organizations and. some deal directly with the recreation staff and committee. K. Kaminer goes on say that she has had conversations with him on his involvement and while he is passionate and enthusiastic about many recreational activities, it is hard to determine what hat he is wearing. K. Kaminer suggests that they are reappointing liaisons. in June and the committee may benefit from a new member of the Board of Selectmen. The committee discusses the subject and agrees that there are blurred lines and. that the committee needs to be seen as transparent to the community. F. Driscoll makes a motion to 'send a letter to the Board of Selectmen to request a new liaison for the coming year. K. Kaminer seconds. All are in favor 5 -0. G. Fiorente additionally states as an aside that Laura Gemme, the Town Clerk, has received calls from .committee members and members of the public questioning the integrity, and operations of the recreation committee as a whole. Some of these individuals have asked . her to attend future meetings to, ensure transparency on behalf of the ;recreation committee. G. Fiorente said that she welcomed her to come to any meeting. G. Fiorente speaks about the playground mock rules that she was exploring last year.. She says that she has a list of rules that she would like to share with the Parks Department and eventually get them posted at each, of the playgrounds. She says.that currently there are park rules and regulations but none specific to the playground. The committee supports the Idea. G. Fiorente gives an update on the Memorial Park Bandstand. She states that the bandstand has been completely taken down. She says that she plans to circle in with the Pacino Family since they had mentioned a potential donation for a new project last year. G. Fiorente said that she has been researching pre -tab Gazebos that would fit nicely in the area. She mentions that her initial research shows that this option, would be very cost efficient and beautiful. G. Fiorente mentions that she spoke with-Jeff Zager-as well about the idea. The committee all agrees that they are on board with this idea and do not feel it is necessary to form a subcommittee at this time. They advise G. Fiorente to go In-this direction and update them on developments.'G. Fiorente says she will continue to research and collaborate with Town Departments on the project. G. Fiorente gives an Administrator's report on what is going on in the division. She states that the programs for spring and summer continue to fill! up and the recreation magazine has been mailed to Reading Residents. G. Fiorente states they are currently still working on hiring a part-time program coordinator for the division. F. Driscoll makes a motion to adjourn at 9:15pm. K. Kaminer seconds. All in favor 5 -0. Town Of Reading Meeting Minutes. R E GE I V OWN CLERK. R-EA D I N G, MA.. Board - Committee - Commission - Council: 2018 JUI$ 2S AM-8:31 Recreation Committee Date: 2018 -05 -08 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16. Lowell Street Purpose: General Discussion Session: General Session Attendees: Members - Present: Dan Foley, Mike. DiPietro; Rich Hand, Frank Driscoll,. Jeanne Borawski, .Adam . . Chase,-.Emily Sisson, Mary Ellen Killon (associate), Kate Kaminer (associate) Members - Not Present: Lori Russo, Gil Congdon (associate) Others Present: Genevieve Fiorente Recreation Administrator Alan Foulds - 9 Ide Street 375th Reading. Anniversary Committee Ace Foulds - 01 de Street 375th Reading'Anniversary Committee' Philip Rushworth - 36 Knoliwood Rd 37 5th 'Reading Anniversary. Committee Jim Murphy - 55 *Haystack Rd RLL Organization, James Murphy.- 55 Haystack Rd RLL.Organization Jack Keefe- 9 Pennsylvania Avenue RLL Organization PICKLEBALL Kathy Rovnak - 86. Sunnyside Avenue Nancy Enrico 424, South. Street • 'Tom Hill - 7 Green Meadow Drive Chris Hill - 7 Green Meadow Drive Peter Lydecker - 7 Beaver Road Dick Lyons - 358 Pearl Street Jack Drinkwater-- 392 South' Street Mary Kay Watts. - 21 Hemlock Road Paul Devlin - 44 Estate Lane Judy Coltman - .18 Milton, Road Mike. Coltman - 18 Milton .Road Russell Bond - 144 Prospect Street Kevin McGrath - 7 Orchard Dr, North Reading'. June McGrath -.7 Orchard Dr,. North Reading •Alex.Wilson 21 Milton Rd Marilyn Freeman - 26 Forest Street Barbara Sinisgalli - 54 Haystack Road Paul Sinisgalli - 54 Haystack Road Mary'Ann Devlin - 44 Estate Lane Deb Gutierrez m 121 Haverill Street, Dan Gutierrez - 121 Haverill Street Minutes Respectfully Submitted By: Genevieve Fiorente Topics of Discussion: Dana 1 1 D: Foley.opens .up meeting at 7:05Pm..G.. Fiorente asks if anyone else needs Meeting,' . minutes from April. F. Driscoll makes a motion to approve the April 17th, 2018 meeting minutes. R. Hand seconds. All In favor 6 -0.. *J. Borawski and. M. Killon enter-the meeting at 7:09pm. *- G. Fiorente:introduces Alan Foulds from Reading 375 who are. working on planning events for the Reading 375th Anniversary . He says that they are looking to have a movie night at Memorial Park in July 3rd from'Spm - 10:30pm and would like to request amplified sound. 'He goes on to say that although the 375th Anniversary is not until next.year, they would like to use this as a kick -off event and get the -buzz going. G. Florente tells-the committee that ' the parks are supposed to be closed at 10:00pm but'that can be a collective discussion with other departments as needed.- A..Fouids responds that it does . not get, dark out until 8 :30pm. ' so that- is why_ they were looking to go a. little beyond 10:00prri. E. Sisson asks what movie will be playing..Phil Rushworth states that they do not know yet and will not know until the secure rights to play it. E. Sisson follows up with asking-about the rating of the movie: P. Rushworth assures the committee that it will be a "G- rated" movie. F. Driscoll asks why note use Hunt.Park since there is more parking down there. Ace Foulds responds'that they thought that Memorial Park was more centrally located and visible and that they were also hoping that'more folks would walk than .park anyways. R. Hand asks if:they will be playing music beforehand. P. Rushworth says' the hope is to get a performer but if they cannot secure one, they will play patriotic music prior to the movie. F. Driscoll makes a motion to approve the amplified sound permit from. 6:00pm - 10:300m. for the Reading 375 Movie Night on July 3, 2018. J'. Borawski:'seconds. All iri favor 77'0. G.•Fiorente moves on to present the next amplified sound permit request from RLL organization. She states that two middle schoolers are here, James Murphy and Jack Keefe, to request' having, some announcements and music played on Saturdays at Majors 'Fleid at the High School. She continues to say .that the committee has authority to permit one amplified: sound request but the multiple weeks'of sound would need to get approved by. the • Select Board. James Murphy says-that he and'Jack Keefe would like to play music and announce ,players coming to bat on Saturdays for the next 5.weeks -for two games from approximately 3pm - 7pm. J. Murphy says that the noise level is very low and he does'not think It will disturb the neighborhood. F. Driscoll asks the boys why they think ;this Is beneficial and why should they get approved. J. Murphy says'because baseball is a slow moving- sport. and it will give, kids something to-get excited about. and, the fans too.. F. :' Driscoll makes a point: to say that typically the- committee gives.amplified sound to All Star games but not at weekly games at fields.. He then asks who will select the'music for the games. J. Keefe says he will play his apple music off of a, small. speaker and will make sure . ail the -songs are edited with no swearing or anything like that. F. Driscoll asks if the committee thinks the tennis players. will be disturbed: J, -Boraw.ski adds that she was at• a game on Little League Parade day and that the music was so low and she thought it did add a fun element. F. Driscoll states it is a slippery slope and worries other organizations will want to• do this weekly. too. E. Sisson commends the boys for coming in to speak with the committee.. Everyone in the .room claps for the boys. G. Fiorente also says that they have - also pitched the-idea to RLL organization for their approval. A. Chase makes a motion to approve the. amplified sound from. 3pm - 7pm on. Majors .. Field for Saturday,, May 19th. J. Borawski seconds: All in favor 7 -0. G. Fiorente restates that beyond this one permit, the RLL will need to petition the Select Board for approval of any remaining Saturday. amplified sound permits. G. Fiorente presents the next 'amplified sound permit for the - Reading Babe Ruth Organization. She states that they will' be having their annual' All Star Game on Saturday, May 26th from 10:00arn - 4:00pm ,and are requesting amplified sound for general announcements and some music. E. Sisson makes a motion to'grant the Reading Babe Ruth AA Organization .an.amplified sound permit for their Ali Star Game :on Saturday, .May 26th. from 10:006m - 4`00pm. R. Hand seconds.. All in favor 7-0. G. Fiorente-moves onto the final amplified sound permit. for the Reading Public Library submitted by Director, Amy Lannon.. She says that they are having a Summer Redding Kick= .:Off Event on Friday, June.22 "d, and are requesting amplified ;sound -from 6:30pm .- 8:30pm... K..Kaminer asks where exactly they-are setting up. G. Fiorente says that the permit does.. not indicate the exact location at the library so she is unsure. . She, adds that she notices that there will- be food trucks at the. event and a few bands playing so she. would .assume somewhere.out front. F. Driscoll makes a motion to: approve the amplified sound permit for.. the Reading Public Library Summer. Reading Kick- Off 'Event on Friday, June 22nd from 6:30pm - '8;30pm. J. Borawski seconds. All are -in favor 7 -0. G. Fiorente talks about the next item on the agenda of lining..the tennis courts at Memorial Park for .Pickleball which will make them dual' purpose. She summarizes the conversation from last year saying that the committee had an overall feeling that the pickleball community should be thinking long -term and considering fundraising for a dedicated facility. She also stated that last year they were given permission by;:the prior Parks. Supervisor, Tom. Ferris, to chalk. lines down.at the courts as a temporary trial period. G. Fiorente -says that this decision was also voted for'by the recreation. committee. She said that'since they have-been chalking lines, she has, not received any negative feedback from the tennis or pickleball community. She- mentions: that she:has circled. iri with DPW & Parks and they will .support whatever the recreation committee decides. M. DiPietro exits the meeting and indicates he will return in a moment at 8 :00prn. K. Kaminer mentions that Gregg Luongo may have;to.move his lessons Memorial Park from the Bancroft Ave Community Tennis'Courts on weekdays In the. summer if there are issues with space with the lighted courts. G. Fiorente says that if that does happen, Recreation would take priority on.any court. R. Hand asks about rehabbing courts for the future as previously discussed like Barrows or- . . Sturges..G.. Fiorente states that Barrows School uses the courts for gym and recess.'P. Lydecker says that Sturges only has the one tennis court,and-that both of those potential.: rehabs-could take years to fundraise and plan fora G. floreiite-states that she hopes it Is-the . Intention of the Pickleball Community to still move in a direction -of long -term planning regardless.of the committee vote. F. Driscoll asks is Gregg Luongo. had an opinion. on the lines.'G. Fiorente responds.that Gregg does not have an issue with pickleb all lines being painted on the tennis court for. multi- purpose.use. E. Sisson inquiries about the color of the .lines. A Pickleball player passes around some pictures of colors of lines on other tennis courts. In neighboring communities. G. Fiorente states that the final color is still to be determined'. M. Killon asks if. there was input from any other towns who have, done the lines. P. lydecker. said that there have been lines placed on existing tennis courts. in .Wilmington,'Peabody,• . Billerica, Salem, and'Wellesley. D. Foley asks: about the difficulty of changing the courts back again. G. Fiorente says that she thinks it would be a matter of.repainting; them. F. Driscoll makes'a motion to have the Recreation Division, pay.for the painting of.the Memorial Park Tennis Courts for picklebail, for -dual use. E. Sisson seconds. Motion passes 4 2., M. DiPietro re- enters meeting at 8:25pm. G. Fiorente gives an update on the Memorial.Park Bandstand,and she said since the last .meeting, the project has been .put:on hold. She said she'still plans to. contact Mr. Pacino -to see if he'would like something at the park to honor his, parents: She states that she thinks It would be•nice to do a bench or picnic table with a plaque until.a bigger plan is in the works. The committee agrees. E. Sisson' leaves the meeting at 8:30pm. K..Kaminer suggests that the new structure doesn't have to necessarily be at Memorial Park. The committee briefly discusses the pros and cons of the Town Common and Memorial Park locations for a new structure., G: Fiorente states that she is excited a new part-time program coordinator• was hired, Shannon Fratto. G. Fiorente adds that Shannon will assist in, programming and where needed within the Recreation Division. G. Fiorente gives the committee a brief background on Shannon's past involvement with. Recreation and Friends of Reading Recreation. The committee expresses that they are• happy someone will now be there to help and hope that: a full -time position is examined in the future. G. Fiorente also gives an update on the . division and talks about how the. division is gearing up for a busy summer with the , Recreation Summer Camp, several clinics /programs, and a playground improvement project at Barrows.. R. Hand states that he has no RCASA update. F. Driscoll makes a motion to adjourn at 9:050m. R: Hand Seconds. All in favor 5 -0. y .. Town of Reading Meeting Minutes R E G E I V TOWN C Board'.- Committee - Commission - Council: 2018JOL -5 PM 3: 05 Recreation Committee = Date:. 2018 -06 -T2 ..Time: 7:00. PM Building: Reading Town Hall Location:' Conference Room'. Address: 16 Lowell Street Purpose; General Discussion Session:: General Session . Attendees.: Members - Present: Emily Sisson, Rich Hand'- Adam Chase, Lori Russo, Mary Ellen Killion (associate) Members - Not Present:. Chuck Robinson, •Dan Foley, Mike DiPietro, Kate Kaminer (associate).. Others Present: Genevieve Fiorente - Recreation'Administrator. John Halsey - Select Board Liaison Minutes Respectfully Submitted• By: • Genevieve Fiorente' Topics of Discussion: ***********DRAFT 'COPY ONLY * * * * * * * * * * * * * * * ** Discussion starts:at 7:03pm. G. Fiorente asks J: Halsey-if he would:like to speak first. He states that he can wait until. other agenda items -have been *discussed. G. Fiorente presents the mock playground rules that have been passed around at a .prior' meeting. She explains.how there are rules and regulations for Parks& Field ,but nothing. specific that is placed by the playgrounds that give generalized rules-for the play structures. She-stated. that M. Hannaford.is now the Parks,, Cemetery & Foresty Supervisor and has looked over the rules as well. Committee members discuss the rules,.specifically pertaining to the dog's - inside'.the play area. G. Fiorente states that there is'no law that says •the dogs cannot be inside the play area according to- C: Amendola at-the-Police Department but it can' be a rule we Implement through the Recreation Division..]. Halsey says that there is . however a leash law that people' do have to follow. He adds that a subset is multiple dogs in the play, area that cain••also be problematic. -when particular dogs do not get along. The committee agrees. E. Sisson: makes a suggestion to: reorder the rules to make -it flow better. She.goes onto say. that she would: say the top. 3• issues at the playgrounds are dogs, vandalism and trash. The -'committee agrees on her suggestion .and points. G. •Fiorente.states that she will reorder the rules for better-flow and share again with appropriate parties in Parks before official signs are made. A.,Chase - also - states that Instead of adult supervision required the rule should say adult supervision recommended. The Committee also agrees. G., Fiorente said she will also make that edit. M. Killion asks about where'the signs will be placed. G.' Fiorente says right on the fence when people walk in or right next to the playground. itself: G. Fiorente. talks about the Birch Meadow Master Planning Subcommittee. G.,.Fiorente states, . that -the- committee officially appointed 3 people to the committee- in: February,. Dan Foley, ''Rich Hand .and neighbor, Shannon Fratto.. She says that Shannon Fratto Is now helping.as a part -time town employee and can no longer serve on the committee. She said'it-is the committee's. job to appoint a new member of the subcommittee. The. committee discusses. the appointment of a new member. They- agree that there will be great value in the near future to perhaps add another, member to the 'committee, that is a neighbor. M: Killion asks for a .directive and indicates .the need for'activexecreation..J.. Halsey gives. more background on the subcommittee and states that the'Recre'ation projects the past few years have been put on-the-back burner due.to finances. R..Hand mentions some.of the prior discussions of the plan that originated from the survey. He speaks to M. Killion's point on active:recreation andsays that the survey results called for walking paths and bike paths for active recreation in: the area. .G. Florente'says that there should probably be another survey done since the last one came out in 2015. M. Killion says she will be more.than happy to volunteer on the subcommittee. :. J. Halsey exits: the room and indicates: he will-'return in. a moment.. G.'Fiorente:asks the committee if they would be willing to meet 'earlier in the. evening or a different,day to get more of a' quorum. The committee is open to discussing other day.and times possibilities and suggests that G. Fiorente or D. Foley send out a poll. They briefly discuss some. other days and times that may work.: J: Halsey returns. G. Fiorente talks about a couple pending improvements. She.says that she has met with Parks,- Water and Highway ,on ways to improve the drainage down at the .Kiliam Elementary Softball Field. She goes on to say that fixing the. held would make the field playable for leagues like Reading Softball Little League. -She also states that most recently,, Reading. .Little. League. has approached her for their need foe :an intermediate field for the 12 year bid.. boys. She states that thin intermediate field needs to be a softball field and that they bring their -own.. mound. J. Halsey adds.specific details on the .requirements and dimensions of the held: The committee is-in,support of fixing the drainage down there.. G: Fiorente says that there have been. prior plans to improve the area but there' was still - some question on when the Killarn Building' Project .would becoming into the planning stages:, G. Fiorente said that: now that the plan-is looking -like it is 5+.-years away that a remedy, to the field now to provide -much needed additional -field space for many leagues. will. be extremely beneficial. The committee agrees as does.]., Halsey. G. Fiorente says that-the project stage is now with engineering who' will be working on some surveying of the area., G. . Fiorente also adds ,that. the Killar'n .Principal Is on board with the project and she plans to Aeep her.updated' on* developments. G: Fiorente says that nothing is guaranteeduntiI passed through appropriate channels- but she and other departments /divisions are working . together proactively on a solution. R. Hand- exits the room: G. Fiorente gives a brief update on :the Pickleball Court lines and.says she is trying to schedule'a,date with. East Coast Seal Coating who lined the Wilmington existing tennis courts for picklebail-. G. Fiorente says that she thought it was irriportant use:a company, who had experience lining .existing tennis court surfaces: G. Fiorente briefly speaks about the color ofthe picklebail lines which is yet to'be determined. M., Killion asks if there -is .something the company`can provide that would:show -.you what the lines would look like. 0.... Fiorente said that she Js sure they can provide some aerial views with what it would look . like. G. Fiorente gives'a few more updates. on the division. She states that Shannon Fratto has been in the .division for a few weeks and is already helping tremendously. with programming.. She also. says that she just had the summer camp orientation at 5pm which went weIL'She . goes on to say that the camp will begin In a couple weeks along with other sports clinics. and enrichment clinics. She says it will be another busy summer. G. Fiorente asks. J. Halsey Whe would like to speak now. J. Halsey says that yes, he would like to address.the committee about the 4.17.18. meeting in which the committee voted on what he would like to.call a "'no. confidence"- vote. He said that•he had questions for the. people who: were at the, meeting who voted, Kate Kaminer, Frank Driscoll, Dan Foley, Mike ' DiPietro and Rich Hand. He states that unfortunately only Rich Is here today, to speak to it. 1 Halsey announces that the Select Board voted to' have two •Ilaisons to larger committees. and recreation r was one of those committees. He' states that both .he and Dan Ensminger, are_ recreation committee liaisons now. R. Hand reenters the room. J. Halsey reads excerpts of the minutes from '4.17.18. He states that he'feeis the recreation Committee should publicly apologize and considered the meeting to be a public embarrassment. 1 Halsey continues to speak at length about the process in which it happened and that he did not: know.that the discussion" was going' to take place: He States that -he loves the Town of Reading and that he, is involved recreationally and socially with'severai organizations and boards. He says that these affiliations aren't going away: He points out other members on the committee and their associations like the late Frank.Driscoii with Youth Softball and Kate - Kaminer being-a big advocate for Reading Tennis. J.)Halsey says that he-had met with a lawyer twice and had the resources. . He says he has been considering' lawsuits against ' recreation'committee members.:He also states thathe could fill the room with 60 people. He cites ,a prior personal recent conversation with K. Kaminer in which she addressed her opinion on his involvement on several boards and committees. J. Halsey says that he indicated that he would not stop his involvement. J.' Halsey also'brings up the L. Gemme portion'In the 4.17.18 meeting minutes. G. Fiorente said that what was stated in the - meeting minutes was the truth. J. Halsey also states -that there is in implication that. he . interferes with town staff which he also says he doesn't. J. Halsey states that he has now requested to get ail agendas and recreation committee ..meeting -minutes-and plans to be present at every meeting he can. He said that he will be coming to recreation committee meetings instead of Select Board meetings unless a- quorum . Is needed at the Select Board or, important issues are being discussed. Committee members say that they were talking about possible. other. days of the week and - starting times when J. ..Halsey had been :gone. for a moment. J. Halsey states that his integrity'was questioned and It needed to be addressed and feels that it is important. to beat meetings moving forward. . R. Hand states that it was. not his personal intention or the board's to.questionJ..Halsey's .integrity. G. Fiorente. states that'while she also cannot.speak for the. committee members' who are not there, she has been at every meeting. She said from her standpoint it was herself and the committee who were .having their integrity questioned based on several . associations not J. Haisey's integrity. She said .that the overall feel of the committee in her opinion was to suggest having a.liaison that wasn't directly. related and.'sitting on boards of youth organizations so the committee could be seen as being as transparent as possible when discussing and deciding on important- recreation topics. J. Halsey, again emphasized . how the meeting minutes read. R..Hand.thanks J. Halsey for coming in to have the discussion, with the recreation committee and from a courtesy standpoint he agrees that J.. Halsey should have been Informed -of the Select Board Liaison agenda Item.:R. Hand says that the committee cannot take back the process In which ,it happened but hopes for a better relationship and communication moving forward from. all parties involved.�O Dann 1 'a J. Halsey mentions.while the lawsuit is not off the table, he doesn't think it would be the right way, to-proceed. He says he plans to put this behind him and move, forward. He Welcomes discussions with other members of the. committee that were part of the vote but not present tonight. M.. Killion. suggests that a meeting be had with other members who are not present. and J. .Halsey. J. Halsey exits. Committee .members briefly discuss J. Halsey's comments. Several members state they felt personally threatened by the lawsuit comment. -M.• Killion asks about the. minutes and agendas and who they are sent to. G. Florente says. she has never sent agendas or meeting minutes to her boss or Select Board liaison unless they have requested them. G. Fiorente says she follows protocol and posts agendas and publishes meeting minutes once they :are approved. G. Florente says. she will now include the Select Board liaison on recreation committee agendas and minutes. R. Hand asks G. Florente if she knew J. Halsey was coming in. G: Florente states that J.. Halsey notified her and D. Foley via email yesterday afternoon that he would like to .come . ..in. She says she would have updated the agenda If it was in the 48 hour window and the . chairman or herself would have sent it out to appropriate parties. Meeting discussion ends at 9:05pm: After realizing that there was not a' quorum present, the votes are being rescinded and will be retaken at the 7/10/18 meeting. * * * * * * * * ** *DRAFT COPY ONLY * * * * * * * * * * * * * * * ** DAN6FR- Town of Reading rR R p.y� b Meeting Minutes .),NCO 90�P� Board - Committee - Commission - Council: Recreation Committee Date: 2018 -07 -10 Time: 7:00 PM Building: Reading Town Hall Location: Conference Room Address: 16 Lowell Street Purpose: General Discussion Session: General Session Attendees: Members - Present: Dan Foley, Emily Sisson, Rich Hand, Chuck Robinson, John Parks, Eric Gaffen, Mary Ellen Killion (associate), Michael Coltman (associate), Patrick Sheeran (associate) Members - Not Present: Mike DiPietro, Adam Chase, Lori Russo, Kate Kaminer (associate) Others Present: Genevieve Fiorente - Recreation Administrator Angela Binda Jean Delios Minutes Respectfully Submitted By: Genevieve Fiorente Topics of Discussion: D. Foley opens up the meeting at 7:10pm. Existing committee members and new committee members give introductions. D. Foley states at the June 12, 2018 meeting there was no quorum and that discussion points need to be revisited for votes. E. Sisson states that since F. Driscoll had passed away before the meeting and that the committee innocently thought the quorum was 4 and not 5. She continues to say that the committee would have elevated M. Killion had they been aware that the quorum always had to stay at 5. She said that as a result, the minutes are just discussion points from the June 12, 2018 meeting. E. Sisson asks G. Fiorente about the approval process for the discussion. G. Fiorente states that she just asked L. Gemme the process and she indicated it is a board decision. Committee decides to start with agenda item of nominating a new chair and vice - chair. R. Hand nominates E. Sisson as chair. C. Robinson seconds. D. Foley states he thinks E. Sisson is an excellent choice. Motion passes 6 -0. M. Killion states that she thinks R. Hand would be a great vice - chair. J. Parks nominates R. Hand for vice - chair. E. Gaffen seconds. Motion passes 6 -0. G. Fiorente presents an amplified sound permit she received for Arts Reading submitted on behalf of Amy Lannon from the library. She states that the amplified sound request is for Saturday, October 13th from 10am -2pm on the Town Common and the group would like to use speakers and equipment for performances. C. Robinson states that he can reach out to performing arts at school to see if they may want to be involved in event. C. Robinson also asks if groups typically come in for amplified sound. G. Fiorente says sometimes yes, if the event is going to be very large. She states that since she talked to A. Lannon about details Page 1 1 V°°� and had no concerns on the even that she didn't think Amy needed to come in. Committee members express that they think this is a great event and want to know more details as the event gets closer. G. Fiorente says she will let A. Lannon know. R. Hand makes a motion to accept the amplified sound request as presented. C. Robinson seconds. Motion passes 6 -0. A. Binda enters the conference room. E. Sisson states the next order of meeting minutes from May 8, 2018. E. Sisson asks committee members if they had time to review. G. Fiorente offers copies to anyone who needs them. E. Gaffen makes a motion to accept the meeting minutes from May 8, 2018. J. Parks seconds. M. Killion makes a comment that she was playing tennis and RILL was playing music during the week and it was loud. She says the meeting minutes indicate the committee only gave them one Saturday. E. Sisson says that yes, only that one and that they would have needed to get permission from Select Board if they wanted to do more. M. Killion asks G. Fiorente if she had complaints. G: Fiorente says she cannot recall off hand but if she did get a complaint, she would have forwarded it to RLL. G. Fiorente says she will look back to see if she had an emails come in on it. G. Fiorente also says she will mention to RLL of M. Killion's observation. Motion passes 5 -1 (C. Robinson abstains). The committee talks about the mock playground rules from prior discussion and meetings. A conversation ensues and members make adjustments to some rules and offer suggestions to the Recreation Administrator. The committee agrees to table the discussion for a future meeting. E. Sisson brings up the next discussion topic on the Birch Meadow Master Planning Subcommittee and that the committee has said in the past they want at least 3 members on the committee. Discussion occurs on getting a neighbor appointed to the committee at some point. The committee agrees that would be beneficial. M. Killion expresses an interest in joining the Birch Meadow Master Planning subcommittee. C. Robinson makes a motion to appoint M. Killion as a member of the Birch Meadow Master Planning Subcommittee. R. Hand seconds. Motion passes 6 -0. J. Parks and M. Coltman also express an interest in the subcommittee. R. Hand makes a motion to appoint J. Parks to the Birch Meadow Master Planning subcommittee. E. Gaffen seconds. Motion passes 6 -0. D. Foley makes a motion to appoint M. Coltman as a member of the Birch Meadow Master Planning Subcommittee. J. Parks seconds. Motion passes 6 -0. G. Fiorente clarifies the standing appointed members with the recreation board: M. Coltman D. Foley J. Parks R. Hand M. Killion She states she will remain a liaison as well as the Select Board liaisons. E. Sisson refers back to the June 12, 2018 discussion. She encourages new members to read up on the discussion if they have not already. Committee members who were there collectively decide that they should confirm the discussion points related to the conversation with J. Halsey that were made public and comment additionally. M. Killion says she would like to add on to discussion points from June 12, 2018. She adds the following points: 1. M. Killion said that according to her notes on the discussion J. Halsey said it was highly inappropriate and he felt that his integrity was impugned and it interfered with his role as a member on the Select Board. 2. M. Killion says that in addition to saying after speaking with his lawyer, he had considered lawsuits against the members of the Recreation Committee, that he also mentioned the Recreation Administrator. G. Fiorente says that she does not recall Page 1 2 to that. E. Sisson says that yes, he did also include G. Fiorente when speaking of the lawsuits. 3. M. Killion asks for clarification when J. Halsey referenced the L. Gemme portion in the discussion. G. Fiorente responds that the statement referenced is in the April meeting minutes and is true and accurate. 4. M. Killion would like to add that she said in the discussion as a suggestion that a meeting with a neutral town or state party should be involved to help negotiate discussion with J. Halsey. E. Sisson says that M. Killion's edits are true to her recollection and she has no additional comments to add from the June 12, 2018 discussion. R. Hand says he has no edits. A. Binda asks why the June 12, 2018 was edited as discussion not minutes. E. Sisson explains that mistake with the passing away of F. Driscoll as she stated prior to A. Binda entering the meeting and that the committee thought the quorum was 4 not 5 since a member had passed away. E. Gaffen states that the discussion from June 12, 2018 should state at the bottom why there wasn't a quorum. E. Gaffen asks clarification on the letter not being sent to the Select Board officially. D. Foley said that it was a suggestion of Town Manager and G. Fiorente to first reach out to the Select Board chair, Barry Berman, about the request for a new liaison which he did. D. Foley says he takes responsibility for not continuing the initiative to move forward with the letter but he thought the appropriate message was relayed. A. Binda asks if this was documented in any previous meeting minutes or discussion so the public would be aware. E. Sisson responds that D. Foley was not present at the June 12th meeting to update the committee on the process of the letter. E. Sisson and D. Foley offer a timeline of events: -State that the April meeting happened where the committee voted to send a letter requesting a new liaison -A letter was drafted -D. Foley made decision to take suggestion from Town Manager and G. Fiorente to reach out to Chairman of Select Board, Barry Berman, before sending the letter -D. Foley thought this line of communication was effective to obtain a positive outcome so the letter was never finalized or sent -D. Foley was not present at June 12th discussion to update committee on these happenings The committee is satisfied with the breakdown of events and asks G. Fiorente to make note of this timeline in the meeting minutes so public is fully aware. J. Delios enters the conference room. R. Hand gives a brief update on RCASA and he and new members have a short discussion on the initiatives of the RCASA board. G. Fiorente gives an update on the Recreation Division and states that two pickleball courts have been lined and the Barrows playground improvement project was completed. She states she is still working on the Killam drainage project with other departments. G. Fiorente says that the summer camp has been going extremely smooth aside from the YMCA pool shutdown. She says that since the pool was closed, the division rented water inflatables and got a slush truck to make sure the kids stayed cool during the heat wave. G. Fiorente goes on to say that the clinics have been extremely successful so far and that the division is running several sports and specialty clinics throughout the summer. D. Foley makes a motion to adjourn at 7:45pm. J. Parks seconds. All in favor 6 -0. Page 1 3 vim+ November 2018 Town Meeting i Art. # Article Description Sponsor Details Notes 1 (Reports Select Board ;375th update General Bylaws update - Bylaw Committee Chair xxx -I ,Permanent Building Committee update - PBC Chair j xxx - - -- Municipal Light Department Annual Update - General Manager Coleen O'Brien School Department Annual Update - School Committee Chair Elaine Webb and Superintendent Dr. John Doherty Motion to Table - Select Board Chair Andrew i 'Friedmann Motion to Table Select Board Vice Chair Barry 2 Instructions Select Board Berman Amend the Capital Improvement Program i 3 FY 2019 - FY 2029 Select Board Presentation - Town Manager Bob LeLacheur FINCOM Report - 4 Amend the FY 2019 Budget FINCOM _ Presentation Bob LeLacheur FINCOM Report- Approve Payment of Prior Year's Bills Presentation - Town Accountant Sharon Angstrom 5 (p aceholder) Select Board -lif needed 119/ib IFINCOM Report vote 6 IDis ose of Surplus Select Board Presentation Sharon Angstrom .. r - -- -- - -i FINCOM Report - — - -- - -- i_ -` - -- 7 Rescind Debt Authorization iSelect Board ;Presentation Sharon Angstrom 2/3 vote FINCOM Report- I_ _ Debt Authorization - MWRA 8 Inflow /Infiltration Phases 11 -13 Select Board Presentation - Bob LeLacheur 2/3 vote FINCOM Report - ElmApprove Real Estate Sale - Property in Tax 9 Title sold jointly with Wakefield Select Board Presentation - Bob LeLacheur FINCOM Report - Approve Real Estate Purchase - property in ' 10 Timberneck Swamp Select Board Presentation - Bob LeLacheur - j FINCOM Report - LeLacheur, Bob From: Kraunelis, Matthew Sent: Tuesday, August 14, 2018 10:24 AM To: LeLacheur, Bob Subject: FW: Next Bylaw Meeting Some of the members can't do next week, so no date yet... From: Paul Sylvester [mailto:sylvesp @yahoo.com] Sent: Monday, August 13, 2018 10:12 PM To: Jayna Stafford; Christopher O'Donoghue; Stephen L. Crook; Jeffrey W. Struble; Kraunelis, Matthew Subject: Next Bylaw Meeting How does it look for next Monday or Tuesday? I have been bogged down with work, a bathroom remodel, and a sick Honda CRV. Many stress points. We need to review our gender changes and appoint new officers. Regards, Paul Sent from Yahoo Mail for iPad 5ba Brook Street Sale Background • 28 Redfield Road is a parcel of land (the "Property "), with a one - family home, located in both Reading and Wakefield. The home and most of the land (2,725 sf) is in Wakefield but a small portion of the land (436 sf), constituting all the Property's frontage on the road, is in Reading on Brook Street. • In 2015, both Reading and Wakefield completed tax foreclosures on their respective pieces of the Property. Thus, both Towns now hold title to their portions of the Property. • In 2017, Wakefield conducted a Chapter 30B procurement to locate a buyer for the Property. Wakefield included Reading's portion of the Property in the procurement. • That procurement yielded a buyer, with a purchase price of $151,000. Reading and Wakefield will split the proceeds based on each Town's square footage in the Property, with Reading receiving $20,838. Presently, the Town Assessor assesses the value of Reading's portion of the Property at $100. • Completion of the sale requires: (1) approval by the Select Board of the sale; (2) execution of a deed to the Property by the Select Board; and (3) subsequent ratification of the sale by a vote at Town Meeting. • Buyer desires and is prepared to close immediately (end of August) after approval by the Select Board of the sale and execution of the deed. Brook Street Select Board Motions MOVE that the Select Board vote to approve the sale of the property located on Brook Street, shown as Lot 122 on Assessors' Map 8 and described in a deed recorded with the Middlesex South District Registry of Deeds at Book 31286 Page 172, subject to approval by a vote at the Subsequent Town Meeting to be held in November 2018. MOVE that the Select Board vote to execute the deed as presented for the sale of property located on Brook Street, shown as Lot 122 on Assessors' Map 8 and described in a deed recorded with the Middlesex South District Registry of Deeds at Book 31286 Page 172. MOVE that the Select Board vote to have Town Counsel prepare a Warrant Article for the approval of the sale of property located on Brook Street, shown as Lot 122 on Assessors' Map 8 and described in a deed recorded with the Middlesex South District Registry of Deeds at Book 31286 Page 172, for inclusion in the Warrant to be issued for the Subsequent Town Meeting to be held in November 2018. Oil Memo To: Robert W. LeLacheur, Jr., Town Manager Cc: From: Christopher A. Cole, Civil Engineer Date: August 9, 2018 Re: National Grid Gas Infrastructure Improvements To date, National Grid proposed to replace gas main this year on several streets. At the time of the lockout, National Grid crews were still in the process of replacing the gas mains on the following streets, of which the work still has not yet been completed: 1. Lowell Street (Bond St to Barrows Rd) 2. Barrows Road 3. Pilgrim Road 4. Plymouth Road The work on Lowell St (as well as Barrows Rd, Pilgrim Rd, and Plymouth Rd) was being performed this year, as the Town of Reading is planning to resurface sections of Lowell Street in the spring of 2019. Also in the spring of 2019, it is anticipated that MassDOT will be resurfacing sections of Main Street (Rt. 28) within the Town of Reading. National Grid has proposed to replace the gas main on the following streets within the Main St corridor, of which no work has been completed yet: 1. Main Street ( #927 Main St to Birch Meadow Dr) 2. Hampshire Road — the work is proposed to extend into Main St National Grid also has proposed to replace the gas main on the following streets this year, given gas interruptions in the Charles Street area last winter, of which no work has been completed yet: 1. Charles Street (Wakefield St to Boswell Rd) 2. Evergreen Road 3. Tamarack Road 4. Timberneck Drive (Tamarack Rd to Haverhill St) 5. Wakefield Street (Juniper Circle to Tamarack Rd) The Engineering Division is not aware of any potential economic development impacts related to new gas installation for current or proposed developments at this time. • Page 1 5� � A Resolution in Support of United Steelworkers District 4, Local 12003, Boston Gas Workers Union, by The Reading Select Board WHEREAS: National Grid serves many residential and commercial natural gas customers within the Town of Reading; and WHEREAS: The United Steelworkers Local 12003 District 4 Boston Gas Workers Union represents the men and women who operate on gas lines and projects within the Town of Reading; and WHEREAS: The safety and wellbeing of National Grid gas Customers and the general public is contingent upon high-quality and well-trained emp|oyoeoperfunninOearvicosond|ineinspooUonsongaspnojmcha;ond WHEREAS: A prolonged lockout of National Grid gas workers raises safety concerns for the general public and strains service ho National Grid gas customers: now BE I FTHEREFORE RESOLVED: That the Reaciing Select E-3oardorges National Grid to end the lockout of its gas workers so that gas line inspections, services, and repairs may continue to be performed by qualified and properly trained employees; and BE|TFURTHER RESO0VED:Thut the provide heightened scrutiny and safety inspections and monitoring on all National Grid work being done during the lockout of National Grid's workers, and that prior to the Town of issuing permits for any non-emergency work' National Grid must disclose in writing to the affected property owner that th eyareumi ng replacement (cont:aGt) workers-and -ba�k-filUngoupervisep�*o` *evith- ;and BE IT FfURTHER RESOLVED: That the Reading Select Board urges National Grid to agree to a fair and equitable contract that provides for competitive wages and benefits commensurate with the technical skills and qualifications possessed by the members of United Steelworkers Local 12003 District 4 Boston Gas Workers Union. Offered oothis 21st day of August 2018 by the Select Board of Readimg.IVIA. Andrew Friedmann, Chair Vanessa A|varacio'Secretary John Halsey, Mernber Barry Berman, Vice Chair I Board of Selectmen TOWN OF %I A S S A C H E: S£ T T Towo K&A 11 Cefflml s1rett Swrghw, MA 1.:18!7 79V279-2680 WHEREAS, National Grid services many residential and commercial, natural gas consumers within the Town of Sloneharn, and I WHEREAS, the safety and wellbeing of these consumers and that of the general public is contingent upon high quality and well-trained employees performing services and line inspections on existing gas services and new gas service projects, and WHEREAS, the actions of National Grid and Its lock out of high quality, well-trained gas service workers raises safety concerns for the residential and commercial consumer, as well as the general public, Be It therefore resolved, the Stoneham Board of Selectmen urges National Grid to end the lock out of these employees so that gas line maintenance, inspections, repairs and services may continue to be performed by high quality, well-trained, experienced employees, and Be it further resolved, that the Town of Stoneham implement heightened scrutiny and increased oversight- Including safety inspections and the monitoring of work currently being performed, and Be it further resolved, that the Town of Stoneham not issue any new permits far gas service or gas construction projects in the Town of Stoneham until such time as out safety concerns tyre oddressed. Given at the Executive Chamber of the Board of Selectmen, the Town of Stoneham, this 7th day of August, In the year of our Lord, two thousand eighteen, Anthony Wilson, Chairman Shelly MacNeill, Vice Chairwoman Raymie Parker, Clerk Caroline Colarusso George Seibold ARTICLE 1 - GENERAL OPERATING PROCEDURES Section 1.1— Orl4anization of the Board 1.1.1 — Annual Reorganization The Board of Selectmen will reorganize (elect officers) in the month of June for the following fiscal year. The purpose of this policy is to have continuity of Board leadership through Annual Town Meeting. Although the Board of Selectmen retains the right to reorganize at their discretion, this policy establishes the guidelines of: 1. Annual rotation of the Chair. 2. Not having a Selectman serve as Chair in the final year of a term. 1.1.2 - Chair The Board of Selectmen Chair shall: 1. Be responsible for calling regular, emergency and Executive Session meetings of the Board of Selectmen, as needed. 2. Preside over Board of Selectmen meetings, approve the Agenda and recognize all speakers including other Board members. 3. Nominate Board members to represent the Board of Selectmen at appropriate functions, events and meetings. 4. Nominate Board members for annual Liaison assignments. The final decision on Liaison assignments is by a majority of the Board members. 5. Nominate Board members to Board Subcommittees. Final appointment is by a majority of the Board members. 1.1.3 — Vice Chair The Board of Selectmen Vice Chair shall: 1. Be responsible for stepping in to assume the duties of the Chair as may be necessary. 1.1.4 - Secreta�r The Board o Selectmen Secretary shall: 1. Be responsible for stepping in to assume the duties of the Vice Chair or Chair as may be necessary. 2. Conduct the final review and signature of Board Minutes. 3. Certify, as required by law, votes of the Board of Selectmen. 4. Sign documents upon direction of a majority of the Board members, including legal settlements on behalf of the Board of Selectmen. Alternatively, any other Board member or the Town Manager may be authorized to perform this function. 1.1.5 - Liaisons The purpose of establishing Board of Selectmen Liaisons to the various Town Departments /Divisions and to Boards and Committees is to maintain good communication and 1 -1 Board of Selectmen Policies 5' \ effective working relationships. Liaisons are responsible for providing reports to the full Board of Selectmen at a regular meeting on an as needed basis. Liaisons shall: 1. Be established by the Board of Selectmen on an annual basis. 2. Act in a role to support the Town Departments /Divisions in their operating functions as well as longer -term Board of Selectmen Goals. 3. Attend as many meetings of the Boards and Committees as possible 4. Inform Town Department Heads of their interaction with Boards and Committees for which they have responsibility as described in the Table of Organization as approved by Town Meeting. 5. Facilitate communication between the Board of Selectmen and the Boards and Committees. 1.1.6 - Subcommittees The purpose of establishing Board of Selectmen Subcommittees is to have a mechanism for the Board to review and consider specific issues. Subcommittees shall: 1. Be composed of two members of the Board of Selectmen. 2. Follow all Open Meeting Law as if conducting a full Board meeting. 3. Recommend, but not approve, a course of action to the full Board. 1.1.7 — New Members In order to assist new Board members to be effective in their first years, the Board shall establish an on- boarding process which may include but not be limited to meetings with individual Board members the Town Manager and Town Department Heads. The Board shall also create a Board of Selectmen Guide to be distributed to new members. Section revised March 2018 Section 1.2 — Board Meetings 1.2.1— Meeting Schedule The Board of Selectmen shall meet at least once each month and publish a meeting schedule at least six months in advance. 1.2.2 — Office Hours The Board of Selectmen shall offer Office Hours to the general public at least once each month and publish the times and dates in their meeting schedule. Individual Selectmen will rotate turns with Office Hours, and make a report to the full Board during Liaison reports as needed. 1.2.3 — Meeting Agendas The purpose of the agenda is to allow the general public an opportunity to participate in a topic matching their interests. The Agenda shall: 1 -2 Board of Selectmen Policies I . Be approved by the Chair. 2. Contain any discussion item requested by two or more Board members. 3. Be published in advance as far as is possible. 4. Contain public communication received since the last Board meeting. Some Board meetings may consider only a single agenda item. However typical Board meetings will have the following agenda items: 1. Liaison reports. 2. Public Comment. 3. Town Manager report. 4. Approval of previous Meeting Minutes. 5. Listing of next scheduled Board meeting. The regularly scheduled meetings of the Board of Selectmen shall be limited by having discussion limited to agenda items taken up or tabled prior to 11:00 p.m. All remaining items will be deferred to a subsequent meeting. In order to facilitate the above policy efficiently, the Chair shall: 1. Limit the time of speakers from the floor especially during public hearings. 2. Call for votes on major issues or policy changes prior to 11:00 p.m., or defer final votes to subsequent meetings. 3. Request staff to prepare motions for Board action in advance. 1.2.4 — Deferred Agenda Items It shall be the policy of the Board of Selectmen to conduct the business on its agenda at the meeting for which it is listed, unless a particular member of the Board is essential to the topic of discussion by virtue of special background or expertise, and is not able to be present at the meeting for which that item is listed. 1.2.5 — Public Comment Each person appearing before the Board of Selectmen who wishes to speak will, upon recognition by the Chair, identify him /herself by name and address of residence. Failure to identify him /herself may result in the Chair withdrawing permission for that individual to speak to the Board of Selectmen. When recognized by the Chair, the speaker shall (1) only address the Chair; (2) speak for only the time allocated; and (3) avoid personalities while speaking. 1.2.6 — Executive Sessions The Board shall always begin a meeting in Open Session, and may enter Executive Session only for the purposes allowed under Open Meeting Laws. Whenever possible, Executive Sessions will be scheduled at the end of an open session, and for the convenience of the public the Board will announce their intention to adjourn without returning to open session. In accordance with the provisions of the Open Meeting Law, the Town Manager, acting as clerk to the Board of Selectmen, will review approved confidential minutes of the Board of Selectmen's Executive Sessions on a regular basis. It is the intent of the Board of Selectmen to withhold minutes only for as long as the publication of the record would defeat the original purpose of a lawfully convened Executive Session. The Town Manager will review all approved minutes still in confidential status, and will release for publication those segments that need not 1 -3 Board of Selectmen Policies be confidential any longer. This action will be part of a report on the "Routine Matters" of the Board of Selectmen's meeting agenda. Section revised March 2018 Section 1.3 — Responsibilities of the Board 1.3.1 — ReadinIZ Home Rule Charter Article 3.2 The executive powers of the Town shall be vested in the Board of Selectmen. The Board of Selectmen shall have all of the powers and duties granted to Boards of Selectmen by the Constitution and General Laws of the Commonwealth of Massachusetts, and such additional powers and duties as may be provided by the Charter, by Town Bylaw, or by Town Meeting vote. The Board of Selectmen shall cause the laws and orders for the government of the Town to be enforced and shall cause a record of all its official acts to be kept. The Board of Selectmen shall appoint a Town Manager, a Town Counsel, a Town Accountant, not more than five (5) Constables, and any other appointed board or committee member for whom no other method of selection is provided by the Charter or by Town Bylaw. The Board of Selectmen or its designee shall be the Licensing Board of the Town and shall have the power to issue licenses, to make all necessary rules and regulations regarding the issuance of such licenses, to attach such conditions and restrictions thereto as it deems to be in the public interest, and to enforce the laws relating to all businesses for which it issues licenses. 1.3.2 — Town Manager Authorization The role of the Town Manager is established by Article 5 of the Reading Home Rule Charter. The Town Manager has the ultimate authority and responsibility for the operation and the management of the Town, under the direction of the Board of Selectmen. Except for actions contrary to decisions or written policies made by the Board of Selectmen, the Town Manager is authorized to take whatever actions are required to operate and manage the Town. The Town Manager is the designated representative for the Board of Selectmen regarding collective bargaining negotiations. The Town Manager may utilize other Town personnel as needed to carry out these responsibilities. 1.3.3 — Town Manager Goals The Board of Selectmen is responsible for approving overall goals, objectives and policy setting for the Town to be discharged by the Town Manager within the constraints of the Reading Home Rule Charter, and other applicable local Bylaws and Federal and State statutes and regulations. 1.3.4 — Town Manager Contract The Board of Selectmen is responsible for approving a written contract with the Town Manager in accordance with Article 5.1 of the Reading Home Rule Charter. This contract shall be available as a public document. 1 -4 Board of Selectmen Policies 1.3.5— Town Collective Barizaining ALYreements The Board of Selectmen is responsible for approving written agreements signed by the Town Manager and all Town labor unions, including a Health Insurance agreement signed by the Town Manager and all Town, School and Light department unions plus a Retiree representative. 1.3.6— Legal Issues The Board of Selectmen is responsible for initiating or settling litigation, in certain cases subject to Town Meeting approval. 1.3.7 — Operations The Board of Selectmen shall: 1. Operate in accordance with the spirit, as well as the letter of all laws affecting its business and its employees. 2. Act with the highest level of integrity, business ethics and objectivity in any transaction where a Selectman or employee represents the Board of Selectmen. No Selectman or employee is allowed to misuse the authority or influence of their position. 3. Operate in a businesslike and efficient manner in all aspects of operating and managing the Board of Selectmen. 4. Be supportive of a good working relationship between management and employees. 5. Advocate for the use of technology, training, personnel and flexible work and administrative processes to maintain an efficient municipal government serving the best interests of residents; 6. Operate in the best interests of the Town in all matters. Section revised March 2018 Section 1.4 — Communication 1.4.1 - Board of Selectmen Communication It is important to the public and to the Board of Selectmen itself to make it clear when an individual member is speaking for the Board as a whole, or when he /she is speaking for him /herself as an individual. In order to ensure this clarity of communication, the following shall be the policy of the Board of Selectmen: I. Members of the Board of Selectmen shall be given stationery in printed or electronic format for their use. This stationery shall name only that member of the Board on the masthead. Board members may use this stationery for correspondence relative to Town business or matters. Correspondence of this type shall be copied to all of the other members of the Board of Selectmen and to the Town Manager. Any such correspondence shall state that the views expressed are those of that member of the Board of Selectmen only. 2. The Board of Selectmen stationery, naming all five members of the Board on the masthead, will be used only for correspondence from the full Board of Selectmen. This will be used to communicate positions of the full Board of Selectmen based on consensus of the full Board or based upon actually voted positions of the Board. 1 -5 Board of Selectmen Policies 3. The Board of Selectmen may take votes on recommendations on Warrant Articles appearing before Town Meeting, and the Chairman of the Board of Selectmen or his /her designee will be responsible for communicating those recommendations to Town Meeting based on votes of the Board. 4. If a Board member rises to speak at Town Meeting, he /she shall identify whether he /she is speaking for the full Board or as an individual. In today's society, much of the correspondence to the Board of Selectmen is electronic, and often is copied to all members of the Board. The Board of Selectmen acknowledges that correspondence in electronic form that is made and /or received by it and its individual members are "public records ". Additionally, the Board of Selectmen acknowledges that the manner in which it deals with electronic correspondence may raise concerns relative to the Open Meeting law. The Board also feels it is important to ensure that a proper response is given to an email request. Electronic correspondence will be handled in the following manner: • Correspondence about a particular service that needs attention from town staff. The Town Manager will respond to this electronic correspondence, with an electronic copy to all members of the Board of Selectmen, and this correspondence will be listed on the next Board of Selectmen agenda. • Correspondence addressed to the Board of Selectmen expressing an opinion or comment on a matter before the Board of Selectmen. The Town Manager will respond to acknowledge this electronic correspondence, with an electronic copy to all members of the Board of Selectmen, and this correspondence will be listed on the next Board of Selectmen agenda. • Correspondence addressed to the Board of Selectmen asking the Board for action on a particular matter. The Secretary to the Board of Selectmen (or designee) will draft a form letter, acknowledging the receipt of the correspondence, outlining that the Open Meeting Law prohibits the Board of Selectmen as a whole from commenting on the matter outside of a public meeting, and that the Board will consider at a future meeting whether to schedule agenda time on that matter. • Acknowledging that it is possible that private one on one electronic communications may reach a quorum of members without the knowledge of all participants, members of the Board of Selectmen shall only comment in electronic form on any correspondence received by referring the matter to the Town Manager. • Members of the Board of Selectmen may communicate electronically on housekeeping matters such as the scheduling, cancellation and time of meetings and requests to put matters on its agenda. • Documents may be distributed via email from the Board of Selectmen to all members of the town's boards, commissions and committees to permit advance review of materials to be discussed at upcoming meetings. • Hard copies of all electronic communications will be created and immediately placed in a central file where it can be provided as a public record upon request. Revised March 9, 2004 Revised June S, 2007 1 -6 Board of Selectmen Policies Section 1.4.2 — Access to Public Records The Board of Selectmen is committed to the philosophy that the citizens should have access to public records that are not exempt by law. To this end, the Town Clerk is hereby designated as custodian of public records for the Town of Reading (not including the School or Light Department). The custodian of public records will carry out the duties and responsibilities of a record custodian as required by Massachusetts General Laws, Chapter 4, Section 7, and may establish and charge such reasonable fees and establish other regulations in accordance with rules and regulations established by the Supervisor of Public Records, Regulation 950 CMR 32.06, or other applicable laws and regulations. Adopted 1- 12 -87, Revised 12 -13 -94 Section 1.5 — Volunteer Board and Committee Appointments The Board of Selectmen is responsible for appointing volunteers to Boards and Committees in accordance with Article 4 of the Reading Home Rule Charter, as well as those Boards and Committees created by local Bylaw or Board of Selectmen Policy. The Board of Selectmen recognizes the following two issues related to the consideration of and appointment to the various Boards and Committees: 1. The amount of time taken by the Board of Selectmen and volunteers for this process has been extraordinary and not necessarily productive 2. The depth of interviews given time constraints does not allow the full Board of Selectmen to do a thorough job of interviewing. The Board of Selectmen hereby implements the following process in order to address these two issues: 1. Incumbents will be asked whether or not they wish to be considered for reappointment 2. Applications for potential new Board and Committee members will be solicited and received. 3. The Board of Selectmen shall appoint a two- member Volunteer Appointment Sub - Committee (VASC) at the time that Board of Selectmen liaison assignments are established. No member will serve on the VASC for two consecutive terms. 4. The VASC shall schedule meetings to interview all potential Board and Committee members, including any incumbents that wish an interview, and any incumbents that the Board of Selectmen or the VASC wishes to interview. This process will be used for the "annual" appointment process as well as any appointments that come up during the year. The meetings of the VASC will be posted and open to the public. 5. The VASC will inform all candidates for appointment or reappointment of the slate of candidates for each Board and Committee that will be recommended to the full Board of Selectmen. 1 -7 Board of Selectmen Policies 6. The VASC will transmit a slate of candidates for each Board and Committee to the entire Board of Selectmen along with a list of all candidates who had applied for each Board and Committee. A copy of the application form and/or resume for any new candidate will also be provided to the entire Board of Selectmen. 7. For the annual appointment process the VASC will present the recommended slate of candidates to the Board of Selectmen in early June as a "consent" item on the agenda. Any member of the Board of Selectmen or any potential candidate may ask for any recommendation to be removed from the consent item. The consent item with any remaining Board and Committee appointments will then be considered and voted in its entirety. 8. Any Board and Committee appointments pulled from the consent item will then be scheduled for interview during a succeeding Board of Selectmen meeting, and the appointment process to that Board and Committee will be by the full Board of Selectmen. Section 1.6 — Financial Matters 1.6.1— Acceptance of Gifts and Donations It is the policy of the Board of Selectmen to encourage donations and gifts, with the clear understanding that there is no offer on the part of the Town to reciprocate in any manner with regard to provisions of services, enforcement of laws or regulations, or any other consideration by the Town. The Town Manager is hereby authorized to accept any such gifts or donations on the part of the Town, to see to their disposition in accordance with donor's wishes and applicable law, and to notify the Board of Selectmen of any such gifts or donations. The Town Manager shall determine if the gift and donation is consistent with Town plans, needs and resources. If gifts and donations involve equipment, programs or the construction of capital projects, it is important for the Town and the donor to have an agreement in advance of any fundraising efforts. A written agreement will describe the nature, location, design and details of any such equipment, programs and projects. If a commitment of Town funds is required to match or supplement fund raising efforts, the fundraising efforts may be approved if the proposed project is included in the Town's Capital Improvement Program (CIP), with an understanding that Town funds will not be available until those capital funds are available through the budget. In circumstances where donations are made to replace, maintain or repair portions of Town sites and facilities, including replacement of elements of parks, recreation areas, buildings, and similar equipment, the Department Head within whose jurisdiction the site or facility falls may accept such donations where: • The value of the donation is $5,000 or less • The item being replaced, maintained, or repaired is consistent with any master plan for the property in question. 1-8 . Board of Selectmen Policies Additionally, the Town must be assured that any donations that are solicited or received on behalf of improving Town facilities or operating Town programs are either solicited by properly established non - profit corporations, through for profit corporations, or by individuals making donations directly to the Town. This is important for purposes of ensuring that donor's expectations are completely met with regard to possible tax deductibility of donations, and that a fundraising group is indeed making all donations properly and directly to the Town for the purpose intended. 1.6.2— Use of Town Staff and Resources for Gifts and Donations In order to achieve other department missions and provide essential services, the Board of Selectmen recognizes the need for staff to develop fiscal and other resources to supplement municipal funding. The policy of the Board of Selectmen regarding fundraising activities by staff is the following: I. Such activities will not decrease staff effectiveness nor will they constitute an inordinate amount of work time. 2. In accordance with the Conflict of Interest Law (Massachusetts General Laws, Chapter 268A), Town employees will not realize personal financial benefit from fundraising activities. 3. Employees involved in fundraising are expected to use good judgment at all times, and to be sensitive to issues such as the business climate and the ability to give. 4. In accordance with the Town's established policy on Acceptance of Gifts, it is understood that there is no offer on the part of the Town or its employees, Departments, or Agencies to reciprocate in any manner with regard to provision of services, enforcement of laws or regulations or any other considerations by the Town. 5. To ensure consistency in communication about fundraising efforts, Boards and Committees and Department Heads shall inform the Town Manager of new fundraising efforts or campaigns prior to such activities. 6. Notice of regular or ongoing fundraising activities should be given to the Town Manager through the regular channels of communication. 7. The Town Manager may establish guidelines which specifically describe different types of fundraising and appropriate actions. 1.6.3— Authorization for the Town ManalZer to Sil4n Grant Applications and Acceptances The Town of Reading from time to time makes application for grants from various State, Federal and private sources. Since the Town Manager is authorized to execute contracts for the Town, the Board of Selectmen authorizes the Town Manager to sign grant applications and acceptances for such grants as have been authorized by the Board of Selectmen or the appropriate public body. It shall be the responsibility of every Department to report to the Town Manager that all operating requirements and resources are in place to properly implement the grant, including personnel policies, labor contract provisions, availability of resources, equipment, and all other things that will be needed. This action should take place prior to application for the grant if 1 -9 Board of Selectmen Policies possible, but in all cases shall take place prior to the acceptance of any grant, unless the Board of Selectmen waives this requirement. 1.6.4— Use of Public Funds for Gifts Public funds shall not be expended by any employee, official, Board or Committee of the Town, except the Board of Selectmen, for the purchase of food, flowers or other gifts for personnel of any Town Department who are retiring or resigning from employment. Use of public areas for the purpose of Department testimonials may be approved by the Town Manager. The Selectmen representing the Town may, as they deem fit, expend public funds for the purpose of presenting personnel or members of Boards and Committees, testimony of service in the form of printed, framed documentaries or other forms of appreciation, as the Selectmen shall decide from time to time. The Selectmen representing the Town may, as they deem fit, accept and use funds donated for the specific purpose of expressing sympathy for injury or death with appropriate acknowledgment. 1.6.5— Use of Public Funds for Professional Development The Board of Selectmen recognizes that in many instances it is desirable for staff and /or elected officials to have spouses and /or families attend conventions or seminars with them. The intent of this policy is not to prohibit or discourage such attendance but to provide that, to the extent such attendance creates an expense over and above the expense of the employee or official attending such seminar or conference, that the employee or official will personally bear that additional expense. It is not the intent, where no additional expense is generated, to have the employee bear a pro rated share of the expense for rooms, transportation or other costs. 1.6.6— Financial OversijZht The Town is committed to complying with and requires its employees (which includes officers, board and committee members and other persons acting on its behalf) to comply with all applicable Town policies, State and Federal Laws and regulations and internal accounting controls. The Town of Reading will investigate any report of fraudulent acts or related misuse of Town resources or property. Any individual found to have engaged in fraudulent acts or related misconduct, as defined in this policy, is subject to disciplinary action by the Town, which may include dismissal or expulsion, as well as prosecution by appropriate law enforcement authorities. 1.6.6.1 - Definition of Fraud Fraud and related misconduct prohibited by this policy generally involves a willful or deliberate act or failure to act with the intention of obtaining an unauthorized benefit. The following are examples of activities that may be considered fraud: - Making or altering documents or computer files with the intent to deceive; - Purposely inaccurate financial reporting; - Improper handling or reporting of money transactions; 1 -10 Board of Selectmen Policies Misappropriation or misuse of Town assets and resources for personal gain or for the advantage of another; Unauthorized use of Town assets and resources for personal gain or for the advantage of another; Altering or incorrectly reporting information for personal gain or for the advantage of another or the Town; - Authorizing or receiving remuneration for time not worked; Authorizing or receiving compensation for goods not received or services not performed Fraud includes a false representation of a matter of fact, whether by words or by conduct, by false or misleading statements, or by concealment of that which should have been disclosed, which deceives and is intended to deceive. 1.6.6.2 - Responsibilities The Town has a responsibility to investigate and report to appropriate governmental authorities, as required, any violations of compliance with Town policy, State and Federal Laws and regulations, internal accounting controls and questionable accounting matters. Town of Reading management is responsible for establishing and maintaining policies and controls that provide security and accountability for the resources entrusted to them. Internal controls are intended to aid in preventing and detecting instances of fraud and related misconduct. Management is also expected to recognize risks and exposures inherent in their area of responsibility and be aware of indications of fraud or related misconduct. Responses to such allegations or indicators should be consistent. Every employee has the responsibility to assist the Town in complying with policies and legal and regulatory requirements, and in reporting known violations. It is the policy of the Town to encourage the support and cooperation of all employees in meeting the Town's commitment and responsibility to such compliance. 1.6.6.3 - Reporting Suspicion of Fraud Employees should report suspected instances of fraud or irregularity to their immediate supervisor or their next appropriate management level. However, in certain circumstances, it may be appropriate for employees to report suspected instances of fraud or irregularity directly to the Town Accountant (If the alleged fraud has been committed by the Employee's supervisor.) It is the responsibility of a supervisor or relevant manager to ensure that the suspicion of fraud and /or irregularity that is reported to them is reported as soon as practical to the Town Accountant. The written or verbal report should be sufficiently detailed and inclusive to ensure a clear understanding of the issues raised. In the event that the Town Accountant is the subject of, or otherwise identified as involved in the acts underlying such report, the person making the report may notify and forward such report to the Town Manager or Assistant Town Manager who will then lead the investigation, and the Town Manager or Assistant Town Manager shall immediately report such allegation to the Chairman of the Board of Selectmen. 1 -11 Board of Selectmen Policies Town employees are not to initiate investigations on their own. However, anyone may report suspected violations or concerns by letter to the Town Accountant and should indicate that he or she is an employee of the Town. The report should be sufficiently detailed and inclusive to ensure a clear understanding of the issues raised. Mark the envelope "Confidential and Private ". It is the policy of the Town that anyone who reports a violation may make such report confidentially and offsite. There shall be no retaliation by the Town's employees against any employee who makes a report pursuant to this policy even if after investigation the Town Accountant determines that there has not been a violation of any applicable Town policy, State or Federal laws and regulations or internal accounting controls. However, employees who make reports or provide evidence which they know to be false or, without a reasonable belief in the truth and accuracy of such information, may be subject to disciplinary action. 1.6.6.4 - Investigation Following receipt of a report, the Town Accountant shall commence an investigation, as he /she, in his reasonable judgment, deems appropriate. The Town Accountant shall be authorized to retain such other individuals, including outside legal and accounting experts, as he or she deems appropriate to assist in such investigation. Appropriate Town management, together with the Town Accountant, will constitute the Investigation Team and will determine the necessary action depending upon the nature of the allegations or suspicions. The individual being investigated shall be notified immediately of said investigation and shall have the right to an attorney and /or union representative, as applicable, during all stages of the investigation. All efforts shall be made to ensure due process in the investigative process. Law Enforcement agencies may be notified and included on the Investigation Team. In those instances where the investigation indicates the probability of criminal activity, the inquiry will be turned over to the appropriate law enforcement agency. In an investigation, objectives include verifying the facts, maintaining objectivity and confidentiality, determining responsibility and recommending corrective action. Details of the initial response and /or investigation will remain confidential. If in the opinion of the Investigating Team fraud is probable, employees suspected of such irregularities and /or fraud shall be suspended pending investigation. Appropriate Human Resource personnel will provide guidance to the Investigating Team related to action (disciplinary or otherwise) required as a result of any response to or investigation of fraud or irregularity. Any individual suspected of irregular and /or fraudulent activities should not be confronted prior to commencement of the investigation process. Records related to the activity may need to be seized before the suspected individual becomes aware of any investigation. All employees suspected of irregularities and /or fraud are to be treated fairly and consistently and in compliance with the collective bargaining agreements and 1 -12 Board of Selectmen Policies personnel policies. Employees suspected of irregular and /or fraudulent activities have legal rights that must be respected. In the event any such investigation reveals information that is either material or, in the reasonable judgment of the Investigation Team, merits immediate attention by the Audit Committee, and in every case where the dollar impact of fraudulent activities exceeds $2500, they shall contact the Chairman of the Audit Committee to discuss the matter, and shall inform the Chairman of the Board of Selectmen. The Investigation Team shall make the final determination of whether a violation of the Town policy, State and Federal laws and regulations or internal accounting controls applicable to the Town has occurred. 1.6.6.5 - ReportinI4 Results The Town Accountant will prepare a report of the results of any review of fraudulent or irregular activities. The report will contain the disciplinary taken, if any. As applicable, it will also contain details of the systems weaknesses that did not prevent or detect the fraudulent or irregular activities and provide recommendations for improving systems controls to prevent or detect similar events. It is recognized that management investigating the incident may share information with senior management, the town's audit committee, town counsel, and /or law enforcement agencies as deemed necessary. The Town Accountant will include a statistical summary of the fraud reports in the annual report. 1.6.7- Purchasing Card Policy Use of purchasing cards will expedite Town and School purchasing and payables for isolated one -time purchases along with payment for smaller dollar items. Purchasing cards may be issued to one or more employees at the discretion of the Town Manager or Superintendent of Schools as applicable, and with the names of all users to be filed with the Town Accountant. Issuance of a purchasing card under the name of the Town of Reading or the Reading School Department is a privilege and every reasonable effort shall be made to ensure that cards are used responsibly and in a manner consistent with Town and School Department policies, guidelines and applicable laws and regulations of the Commonwealth of Massachusetts. The Town Accountant will authorize the type of items that can be purchased on the card and the maximum single transaction limit. In any event, the purchasing card shall not be used for purchases of travel, lodging, food, or beverages, for employees or Officials. The procurement card may be used for travel, lodging, and food and beverage (but not alcohol) expenses from student activity accounts for student travel. The Procurement card may be used to register for conferences or seminars. If the use of purchasing cards is extended beyond the one year trial period, the Town Accountant will periodically establish and issue guidelines to purchasing card users. It is the responsibility of each purchasing card user to ensure that their respective card is stored in a secure place and that the account number is protected. A card number may be used in a secure internet transaction but shall never be written out and transmitted via email. Each purchasing card user is responsible to reconcile every transaction made within the month. 1 -13 Board of Selectmen Policies Purchasing cards may be issued to individual users at the discretion of the Town Manager or Superintendent of Schools as applicable. Each user will sign for receipt of the card. Cards are to be stored in a secure location. If a purchasing card is lost or stolen the purchasing card user will notify the Town Accountant who will notify the bank, local police department and the Town Manager or Superintendent of Schools as applicable. Replacement of a lost or stolen card will be at the determination of the Town Manager or Superintendent of Schools as applicable. Failure to adhere to purchasing card policy and guidelines will result in revocation of card use, and the user may be subject to disciplinary action. An individual who is found to abuse the use of a purchasing card will be subject to disciplinary action up to and including termination from employment along with potentially criminal charges being filed against them. In addition the Town will seek restitution for any inappropriate charges made to a purchasing card. The Town Accountant will establish procedures to be followed regarding the reconciliation processes. All relevant records are to be included with each statement and retained with applicable voucher records. Section 1.7 — Non - discrimination The Town does not discriminate against any person on the basis of race, religion, ethnicity, color, gender, sexual orientation, gender identity, national origin, ancestry, age, marital status, veteran status, or disability, or any other protected status defined by law. Section revised March 2018 Section 1.8 - Use of the Town Seal The Town Seal was adopted by the Town in 1890, and constitutes a symbol to the general public of the Town of Reading. In order to control and regulate the use of the Town Seal so that it is used only to represent official uses by the Town, this policy is adopted as follows: 1. The Seal of the Town shall be used on all letterhead, forms, legal notices and other official papers of the Town of Reading, in a form and format to be approved by the Town Manager. 2. The Town Seal is to be placed on municipally -owned or operated vehicles as may be determined by the Town Manager. Any other use of the Seal of the Town of Reading will require prior approval by the Board of Selectmen. Section 1.9 — Severability Should any provision of this Policy be held unlawful by a court or administrative agency of competent jurisdiction, all other provisions of this Policy shall remain in full force. Section revised March 2018 1 -14 Board of Selectmen Policies Board of Selectmen Policies - Article 2 Volunteers, Boards and Committees Suggested Policy Current Policy Section 2.1 Policy on Volunteers Section 2.5 Policy on Volunteers Eugene R. Nigro Town Government Section 2.6 Volunteer Award Section 2.2 Policy on Boards and Committees Policy Establishing Boards and Standing Boards, Committees and Section 2.3 Committees Section 2.3 Commissions (2nd part) Section 2.4 Ad Hoc Committees (2nd part) 2018 note: move section 1.5 Volunteer Board and Committee Appointments to this Policy General Provisions for all Boards, Section 2.1 committees and Commissions Section 2.2 Code of Conduct Standing Boards, Committees and Section 2.3 Commissions (1st part) Section 2.4 Ad Hoc Committees (1st part) Policy Establishing Boards and Standing Boards, Committees and Section 2.3 Committees Section 2.3 Commissions (2nd part) Section 2.4 Ad Hoc Committees (2nd part) 2018 note: move section 1.5 Volunteer Board and Committee Appointments to this Policy ARTICLE 2 — VOL UNTEERS, BOARDS AND j-- COMMITTEES AND-C � IQNS Adopted/Re- adopter[ March 30, 2004 DRAT"T CIIIINGIES RE f'IEIJ1T'D,+IA Y 2017 BUT NOT FINALIZED Section 2.1 - Poliq, On Volunteers -)n qwl lhen/ gy/ I R ItIqgC el Yllggestj��(I sc i i, ... --- This r)olicv is established bv the Board ofSelcctrnen ofthe Town ofReadirls�) to �-Tovcrn . ........ . ------- the recruitment and use of volunteers as a vital resource to the operations of the Town and its load ooycrnmetit. The value of volunteers is long recognized iu-,Readin. and the -Dolio V is established to provide clear auidelines to the volunteers and to the staff. that interact -wi.th.-then.I., ........ . . . ............. pros ............ ......... .. 2. 1. 1 - 11olunteei, Riolits 1. --Volunteers are viewed as a-va-luable resource. Then shall be extended the right to be g,y -igjjt -aining, the 11 111 to meaungful assignments, the i to jp �gjro cfrective supervision. the right to full involvement and, particii.)ation, and t right Forma underli Forma Forma underli Forma Forma underli Forma underli Formam or underli to tccc> <onition for work done. Forme 2. Volunteers are to be treated as equals to the paid staff in terms of resr)ect and 1---- .... . Volunteers ...... duty. They are to be valued for their input and called upon for flicir opinions. 3. Volunteers have the rim to have access to all information relevant to and necessary 66r the satisfactory perf'on-nance of their ass4-mment. . the - -------- --.- 23.2- Volunteei- Utilization I Volunteers will enhance the work of paid staff. Volunteer service will extend the work of the Town of Reading into areas that otherwise could not be considered due to fiscal or time constraint. 2. volunteer positions will be suf'ficigitly flexiblc.-�C api 1riate, to allow the best - -------- 11.111, fit with the talent Lis. lifts and limitations ofeach volunteer. with the cj s ski I it significant to _. - -- 17r_o rand par ticip�lf7tsz The work in all volunteer positions should be meanie and siLn _5ta wuj_�volunteers. , 11.1 .. ......... --I...---.------.- 23.3 - Volunteeir Respolisibilities 1. Volunteers shall a-rec to actively ver1f.Orm their duties to the best of their abilities and to remain loyal to the (goals and proccclures of the De artment. 2. VOILinteers are respop.,ible for presenting, a good image. -to the citizens of the - -------- ---- . .. ..... . - .......... --l- . .. presenting, . ... ----- - ---- - ------ . ....... ...... .. --- -1------- community. Volunteers shall dress appror6afely for the conditions and pS t'Qn-lance of their - duties. 3. Volunteers will notify the coordinatim-, staff' member of any chanves in ..... . ...... will .. ...... . . — ----------- conditions. or any other concerns so that possibIe adjustments can be considered. 4. Individual volunteers are responsible for the accurate completion and timely Submission ofany an.d all record J<eoing it'directed by staffinernbers. . ..... . . all 2.1.4 - StaffInvoliwinein 2- 1 Board of Selectmen Policies I'very volunteerr will have a clearly identified supervisor who will be resilonsible for day -to -day= consultation, SLqToijt �md direction. It is important that volunteers have back up from staff members in the event . .... . .... gill_ --- that they encounter difficulties in the course of then- volunteer duties. 2.1.5 - Recruitineut 1. Volunteers shall be recruited-with the intent of strengthening VOIUn.tcgLpi either to specific function or t , or general interest to be matched at a later time. Jor a a 2. T.......he ---s-- .o...l..e,A.u... ..alificatioi.. s 1- for ...... . .v- o.l..u...n..... teer recruitment will be abilitv and suitability to . . put Iform , n si minent. _�jpwis� 2.1.6 - Screenin I Volunteers may be required -to submit_7eoi�al and/or rofessional references pdgrIq_ace�p refuse to -comply with -this tqqc�.e as, ayoluntqer. Individuals w - ho ref qrj iav not be accepted _as-volunteers. Volunteers n-mv be required to submit to a criminal record /police /reference /check prior to acceptance volunteer, individuals who refuse to comply with this t1al—ACCIII-S LCI—IVII ------- request may not be acc v rs eoted as olwitee. not ........... 2.1.7 - fnfei vieLELng, 1. The iriterview will offer the prospective volunteer the opportunity to learii about --I----..--- . . .......... -- ---- ... . ....... thq oroanizatioii, its mission ail available volunteer positions. 2. All volunteers will be interviewed to ascertain their suitability for and interest in a posi Interview's tion. Intervie should determine the qual.ifications of volunteers. their . . .. ....... commitment as well as any limitations to fulfill the requirements of the position. and shOL,Ild answer any questions that the volunteers might have about the ptls i t io-I.I..., Volunteers will be fully and honestly informed of the expectations and at the re-S 2)IIIII-Lb—ilitics of their 11L)sifign might entail. 2-1.8 - Placement In cIcte•minim-Y suitable olacernents Cor volunteers, equal attention will be aiven to ---------- --------------- ..... . ......... the interests and tment and -,�)-QIWIIS of of the position in question. 2.1.9 - Orientation jj;e surfer visor or appoirited designee will introduce the VOILipteer c to o )perations and personnel of Department and related Town functions. A )Olicies and ..... .. . . ..... --II-..-------..-- Department . ... ......... --.— procedures documents, includim-:, the Volunteer Manual and relevant job descriptions. will be orovided., 2. 1. 10 - Dw h i in - I The SLW visor or appointed desigmee will outline the b performance nce exIxLctations to the volunteer. -1-.-----.,-- ........ . . 2-2 Board of Selectmen Policies 2. Volunteer training may include &s�cjption, demonstration, on-the-Jpb training or a combination. 2. LkI - S 'tici The Town of Reading) accepts s volunteer agplicants those particMatiqg in A student cornmUII]tV service activities. student intern J)rojeCtS, 'Youth COITIM.Unity service - 1-1--.. -- . ..... ..... . . pno lc - — Lat s Iternative sentencing or diwr gams and other voluriteer referral 12-11(29,rains. Ass4mment must be confined to candid rtes with triate records and -- ience. A- ss p c!;J a I ganization. school or pro gain __agreement must be in efl�ect with the or, Groin whom the s _ c at, case vl ul teers orwinate .... .D.......... .i. ..vi.... sion OfSUpervisor. y .. ..... . r esoonsibility between the m-)anlzation and the J "own Department must be identified as part of this agreement. 2.132- Liability I Volunteers are considered as Town employees _for "bodily iniurv" or )wrt" damn 7e caused to- third pti-es while perforn-iing duties for the Town. Volunteers are not covered by the Towri for "bodily iniurv" or "personal injury" that they themselves sustain while performing duties for the Town. 2. Volunteers are not covered bv the Town's insurance Linder Workers' -Co jMIgisation coverage. I need to make; sure that they are covered for injuries to themselves under their own health insurance coverage. g their own Volunteers are maintain their own insurance while usin pe driver for the-J'awn. _Lsonal motor vehicle while acting as a volunteg Town Shall require evidence of such coverage fhere a ro )riate, and will also require hoof ithat the volunteer has q.Aalid driver's license. 4. Volunteers are encouraged to consult with their own insurance-agents regarding the extension of then- personal insurance to include community volunteer work. S Volunteers will be required to inforin their own insurance cornpany of their volunteer di-i\,ino- activity to ensure continuance of protection. 2.1'.13 - —Co /I LI (it, I I fit, lit Records should be maintained on volunteers including dates of" service, positions .......... . . . . . ........ - ------ . . ............ ......... - - ------- . ..... . ... . positions .. . held, duties performed, evaluation of work. Volunteer persODncl records shall be cc—orded-1h- e same confidentiality_ as staff personnel records. —a- 2. Volunteers shall hold in strictest confidence, all information -- verbal, written or comp _uter -- reed, concerning users of Town services, to be shared only with staff members in order to otJ`cr ap ro k assistance. Failure to maintain confidentiality may result in termination of services or other corrective action. 2.L14 - Dialuation Each Department has the right to regularly monitor and evaluate the work performance of all volunteers. - 2.1.15 - Recognition 2-3 Board of Selectmen Policies 1. All staff and volunteers responsible I"or volunteer supervision are encounwed to undertak ethods of -reco-nition of volunteer service on a re<;�ular basis - methods of informal recognition range from verbal ut - the year.- Thes e and/or written "Thank You" to a concerted effort to include volunteers as ftill, pqi t Li a n t s i n 1) djMrkMel:q� L cjp-�-- An annual volunteer recoLmition event may be conducted to highlight and reward . . ......... ....... . . - - - - - - - ------- - ------- the contribution Of Volunteers. 2.1.16 - A bsen teeism Volunteers are expected to perform their duties on an arced -upon schedule and on a timely basis. If expecting to be absent from a scheduled duty. —VoIlinteers —ISIAOUld inform their staff coordinator as far in advance as possible so that alternative arr4qgcmerlts v be made. jnq_y- 2.1.17 - Substitution Volunteers may be directed by the staff.* coordinator to find a substitute for any t 7c ornim-, absences. Substitutes may only be obtained frorn volunteers currently enrolled in that prqgrla.ni. 2.1.18 - Termination is rec ucs d Volunteers ma v resign 1roin their volunteer service at any time. It I te . . . . ......... ------------ ........... . . that volunteers who intend to resign provide advance notice of their departure and a reason for their decision. 2. ---- Volunteers who do not adhere to the rules and ix-ocedures ol'the Departinent, or --- - -- who fail to satisfactorily perform their Volunteer assignment are subject to dismissal. WIS 11 S a 2.1.19 -Trans ortation Guidelines - Volunteer 1) 1-0 III's �O —rM 21 L ptQyees ofthe Town of'Reading, and volunteers involved in transportation of persons participating in `Gown of Reading, ,;hall be guided by I'S sponsored by the the-follow, igy an iotexceed It shall be the policy that the number of people beii trans must the number the vehicle is allowed by Massachusetts General Law, Chapter 90, Section 1A. r be considered the policy that no It —s 1-i q--I 1. (u —rt I i- -e. person when ODerati1w a 1-notor vehicle. which _g�lc.s,ha�11)qijmit to be on or in the vehicle or on or about his per�on, an yfitiLg-m- niav interfere with or impede the proper operation of the vehicle or any ejcuipment by which the vehicle is operated or controlled, as stated by Massachusetts General Law, ............ operated . ....... . ....... .. . . ........ . ..... . ChAL ?tcr_ 90 A otion 13. It shall further be the DOIiCV that the operator shall be properly licensed, and the vehicle legally registered and insured and inspected Yearly, that all passengers and the driver have available, and will be required to use scatbelts when the motor vehicle is in o oration, and that the operator shall obey all the rules regulations and laws of the road. AdoLVed2-9-87, _geyised 12-13-94 [Form 2-4 Board of Selectmen Policies 2.1.20 F U, e Ile t. NillrTOWT 1 Government Volunteer Ay arch (- Forma There is hereby established the Eugene R. Nigro Town Govcrnrnent Volunteer Award in Forma recqg1jition of the vegrs rendered bv Mr. Nigro in service to Ills community --- -- — - An award will be presented annually to honor the service of Eugene R. Nigro by service ofd current qpEQintooLejecte d volunteer. Government volunteer who has served at least one term in their nut-Icular office or function. This could include anyone from a Selectman to a Meals on Wheels Volunteer to a PTA official. I..... . Volunteer ... ... . ........... - 11--l' . ........... - Criteria: A V'OtUnteff -,,N!Iio has demonstrated-._ outstandiriL, dedication to Town . ......... . . . . Criteria__. ....... . . . ... --1-1- ... ...... .... . . . . .. . ............ . . town Government activities, serving with h0ucstY. i"teRrity e airriess and __a soirit of . . . ........ . ----- - ---- 11sitivit c000cration. Process: A Scpiqejr_in( Committee is hereby -established consisting of - the - Chairman ' and Vice Chairman or the Board of Selectmen or their designees, the Chairman of the School CO .11 nimittee or his/her designee. the Town Moderator or his/her desionce. and the Chairman ofthe Library Board of"Frustees or his/her des4-mee. - ................ - - - - -- - Board - - ---------------- -- ----------------- ... ....... - - - -------- --- Fhe Screening Committee will n)ceApn sand develop forms --for the iniplernentation of «.d Aw��u-d Prourarn. ---- ------ ----- - - - -------- -, . . ...... 11.1 .... ...... . ..... ......... . . 1`---------1------ The Screenin, committee will review nominations submitted by December I st-of each year, and will select the award winner for presentation at the next Annual Town Meeting. �The Committee will screen nominations and select a final list. Nominations will be iccepted from any source. Form of A-ward: The Award will include a plague for presentation to the honoree and a master phic Lic t) be dis Ala yed at I ()N.vijjlall with each ),car's honoree added. 4LIqptetl 12-13-94 2- 5 Board of Selectmen Policies Section 242.2 — mittees [Forma 'YhiS DO&V is established by the Board of' Selectmen and shall apply to all Boards and 'tablished by iew. Stich Boards and Committees in C.onjjj,j.jLLc( that fall under their purv. ornin ttces _,a �,bcqs, fflBoard of Selectmen Policv-, (2Ljnaccordance with Reading Home Rule Charter Article 4 A -nittees- -by --bv State Statute. ?ointed Boards and Comi _anv_�!p or pli ableBylaw . . . . ......... of Selectmen Pol Nev 1. Shall be either . . ........... ____ C,11LILI ad-hoc committee established for a specific terra porary purpose that is __SXI)_e4ed to last for less than one-vear., or .(bj a ..'tanding board or committee established for- loi,.i.�er than one vear, 2. Ad-hoc committees flLay be extended beyond one year only by vote of the Board- of Selectmen. Staboards or may committees m include a sunset clause. ndin 20202 — Boards and 'omnuttees Ista ) Is C It! iir tw_ 13v aw or Matte St6rtrrte -- ----- - . ....... MaN/ be filled at the sole discretion of the Board of Selectmen. subject to ....... . ........ ,plicabl C�olim,svl calvice lo Charter C'onypi.tlee v 2. Shall l'ollow the terms and conditi - ons described in the Reading—[Tome Rule Charter Article 4 A.. - ---ppointed Boards or Committees. . ....- Boar -d of Selectmen 1. Shall be bound by all oftfie rules and rci�,tjjations ol'the Town oil' Readina and the . .. . .................. . ..... ..... ........ - ----- - -- -------- ........ .. . . Shall . ....... . . . . . . . . . . . . . .. .............. . . ........ - ----- . Commonwealth of'Massachuset ' ts. 2. Shqtlrejx�i requested and advise them on-- S rt to the Board of - Selectmen as often as i matters that come before the board or committee as needed. .(130S discuss hoii_ . . . . ....... .. LhLy I Eocess - shoultl ivork) 3. Shall include a. policy that- establishes the number of and qualifications for its 1".." .. . .......... . .. _ Forma CForma [Forma Forma [_Fo,rm_z. Forma I � I Forma Forma Forma . . ............ Forma (Forma Forma members. i 4. Shall - h, . . ve inember terms for three years, and the initial terms shall be staggered so that, to the extent possible. an even number of terms shall expire oil June 30th in each vear. 5. Shall elect a Chair horn the membership annually in the first njecting (-) -_'each A fiscal year. Rotation of Chair responsibilities is encoura(ved to deepen the votiitee,.... cxDe hence .11ct,s'tj2o A tILU,5uq,t e5 / 17 Forma 6. _1l4 ay_jn&idcAqj a non voting Selectman appointed as a liaison for a standing board or onunittee: or Sri voting or non - voting Selectmen appointed for an ad hoc committee. 7. Shall include a policy that assi >ns an associated Town department. 8. Shall be made aware of a forrijal staff main. point of contact to the board or committee by the Town Manager or his designee, his - ------ - 2-6 Board of Selectmen Policies contact to communicate with the public 9. Shall use the assigned staff.inaiti point of` contact officia] board or committee matters._ (in Code of' Contlycl under Decision bzll pre-social Ineclia: cakled here) Forma Members Appointed bN, the Board of Forma [-For - m I a Sel ussion antl then le q revi-,u) - - ---- Forma Ever v member of every Board or Committee �vho has been ap'nointed by the Board of Selectmen to that position is AY with the follow g Code of Conduct,. andFormz . IN, of this )o1jel,'. sicyn ()�t' as iijlh stale ethics) Forma at L11el—Vr o �knll off that [Forma IG e n e i -a I I Are required to act with the highest level of integrity, business ethics and ethics atic- q1)jcctjA,._,Lty in all matters. 2. S courteous, respectful, businesslike and efficient manner ill all .. ... . ...... - - - ------ - aspects oCtheir duties. 3. Must not misuse the authority or influence of their positions. 4. Are subject to Readingbt jm2eAule C.'harter 8_l Rernoval of an Appointed Board- or con-Imittee member s �)Ons�ibifiti�es 1. Realize that his or her function is to fc)llo\,v the mission statement ol'the BX., ......... . Realize _ . . that I ------ ----- - --- - --- 2. Realize that he or she is one of a team and without stiflina free sl)ecch,l each member should abide by all decisions of the BX' once they are made., 3. lie well informed concerning the duties and responsibilities ofthe,DL 4. Remember that he or she represents the entire community at all times, 5. Acceot that the role of a B/C' member is a rncans of unselfish service, not to benefit personally or politically froin his or her B/C activities. Laws and Regulations G_ovepiio Action Abide .. by the ethics ne guidelis established by the State - 2. . ...... . al a, Honk Rule 'cable state statutes and General Laws. Reading Abide _by_jpL -'harter, Town. Bylaw's and all applicable policies established by the Board of Selcarn 11 eSDLCiallv the en-jail co—ininu-nications policy, Decision Maki 1. e nest assistance from Town staff or consultants only through the staff- a assi�ncd to the B/C. If 110 Staff Dersop is assioned,_go through the Town Mana,(_,er 2. Not make statements or promises of'homey he or she will vote on matters that will come before the BX until he or she has had an opportunity to hear the pros and cons of the issue during a public meeting of the _B/( .. ..... ...... ..... ......... ... 3. Make decisions only after all facts on a question have been presented and discu.ss.ed. -- ------ ------ ------ ------- ------------ -- ------------ 2 -7 Board of Selectmen Policies rma F[orma Indent . . ....... . . .. . ...... . Forma Forma Numbe Align 1 .25 Formz Form.z . tFormz f Forma Forma NurnbE Alignm 1° Formz [Forma [Forma Formz 4. Refrafli from coi the 1) ( _ os-ition of the-B/ C (a, as opposed _pqsed to the member's personal position) to reporters or state officials unless the full B/C -,e of' the oosition s_p_reviously agreed on both the position and the laii(atag ..... ........... . ............ .... ....... ..... . ...... cony vinp the statement.. Forma ()fl j,,tbjjC;, Staff and Other Members 1. Treat with respect all members of the 131,', all -)plicants to come before the B�C� Forma all Ifo and all stall and consultants workin )\yWlLi the B/C. despite differences of opinion. Concerns about staff perf'ormance should on1v be made to the Town Manner or 1,.__., . .......... .. . ... . ....... - ---- - -- - ---------- ---- --- - ----------- the Board of Selectmen liaison to the B/C through private conversation, Forma . 2. Insure that ariv materials or information provided to a B/C. member from '['own . s....t..a. fTshould be rnade available to all -- ---- B--/C members. Forma 3. If' circumstances change so that mectinL) attendance on a regular basis becomes difficult. the B/C I member will loffer his or her resi,(,,,nati.on to the Board of Selectmen, so that sorneoiie who caii regularly attend rneetim-)s can be avvoiiited . .. . . .. . ......... . .regularly .... .... - - - ------- Me by the B,oard, I I 1 1 Enforcement FFITi/T _nleiribcr's conduct is inconsistent with this code of conduct. the Board of Selectmen will determine whether - actiop needs to be taken. Action may UICILide: @_a -discussion with the Chairman of the B( and/or the Board of Selectmel, liaison to try to address the conduct: Cons'dcration by the Board of Selectmen relative intment when that consideration comes bef'ore the Board of" Selectmen. ............. .1,111ple d /IV th 1, 131) (1 'd OLSel" ill -Ien (1191119 ,2.2_5 - Remote Pqr�fici 2�fion 44,10 A W)ard,. (4)mrriittee __of Garn-ra"ission. ma) be - ..... hortter-H1--0Fft17 --eori-eem--- bodi�e s- %h+f It-the--body, -st -2,--- --the-4x-)d-V sha-14 be a m te 4 ac b\,4he---l1oard-- of- ha1l -iri-s/her 2- 8 Board of Selectmen Policies Forma Space__. -------- --- — Forma I Forma —0 pt d cii #e s tc3 es-tabfis -t -a -p �sitit�fl- � f1El c i -z �p � }.i�# z�l ..... i��dividrtal tt�- a-1 t> id ,Com mittee h<re -th-: i- nd+N4duz44-,f�f -iht l vc ling age. 4; - -}n - eondttcti gits or orl�, zr1113t�arrds E c�i �t lftte an i E c l f� fissions shall -��e L�c>zf rd b all t� t13e-- r-1--- zltii4- 1'E%gt�- r`ktff �o1= tl= ex��f3-- e1= Rez�td- i- �= 1g-- and�lv- �����i- 1- ,erl= rv�z�lth -of rk+a- ti4{3n ia[l- i "t }3()i — t�3 -tklC Bard -{� �et tl}1 i1 (� - -- 1f117( t ll<3 ll3tS yE i}lree �Cfntic 6t��ibe 1?Cifn� i,ra��c rti t E3rin1F%de -E �Hi 'ti33tiz%1 131 ° Forma zi F33tfjEiilt �f3l:e �)} tlif,lE }ilre, -� E3nfn3itttL -E3r �i3T11i}3f61i3n-,- ? - �- igk�t- le�1-- <�- f- ' -i-s3- tai -t� - lay- �:;- ii��;�- c =�1� -i c s- atad -obj L' c�ti�ity-- i- n- a1- 1-- �- r��tt%1•s - -� o- i�l�3befi -ca f zff��-' l�k3iirt#, -i_ E>i33n1ittE?E <3t _�- � {3n11i ?�:stiit)Il- li }d�; 133f4t .lsr('- t } }L'_-iilftht}7=11�a= <3r - i- }3 #�fl£ne(; E }�`- t }3{i -f' pt�fsltf flf=1- 4�- .---- t'� -1-1- fie- gl?C{;t #�Lfl.. �if.f4i- 13€,- �513-1tE rtil {l-{'# #lip- i€= %it- nirtl3ri£f - fri- a�- 1- a:4 }3E.tt�i t3} -ti3� f3?.f}eltl{;!� 9—.----All appointed and elected Boards and Committees d Cemin -rte (hereinafter `public - -- Forma [Spa,ce-. Participation body') are hereby authorized to conduct Remote p n subject to the requirements of The -- Massachusetts Open Meeting Law, G.L. c30A, §20(d), 940 CMR 29.10, and the Additional Regulations listed below. Additional Regulations: (1) Remote participation is limited to members of a public body and is notes -- Forma available to the general public; (2) A member of a public body requesting remote participation must notify the Chair or acting Chair in writing and in advance of the meeting, stating the reasons why; (3) The person chairing the meeting may permit remote participation if he or she determines that one or more of the following factors makes it unreasonably difficult for the member requesting remote participation to physically attend the meeting. a. Personal illness; b. Personal disability; c. Emergency; d. Military service; or e. Geographic distance. (4) Remote participation is allowed as audio only. The remote audio must be clearly heard in the public meeting space to all participants; (5) The Chair or acting Chair shall announce the presence of any remote participants at the start of the meeting; 2 - 9 Board of Selectmen Policies (6) If technical difficulties arise and persist during a meeting, the remote participant will be declared to have left the meeting and the Chair of the public body may decide to continue with the Agenda if there is a quorum still physically present; (7) A quorum of the body, including the Chair or, in the Chair's absence, the person authorized to Chair the meeting, shall be physically present at the meeting location, as required by M.G.L. c. 30A, sec 20(d); (8) All votes must be by roll call if there is a remote public body participant; (9) All handouts or presentations must be made available to all remote participants in advance. If used during the meeting, such documents shall be part of the official record of the meeting, and shall be listed in the meeting minutes and retained in accordance with M.G.L. c. 30A, sec. 22; (10) A member participating remotely may participate in an executive session, but shall state at the start of any such session that no other person is present and /or able to hear the discussion at the remote location, unless presence of that person is approved by a simple majority vote of the public body; (11) Any costs associated with remote participation are born entirely by the remote participant. Adopted 12- 13794, Revised 1 -2 -96, Revised March 30, 2004, Revised November S, 2013, Revised August 12, 2014 2- 10 Board of Selectmen Policies e .`, --I2- -- 3 l� f Forma Forma i�i]}C3tE# f ➢�'- � l f i§3 ' i� Ei i� 31 f} i �n % 03 p Z-w -- Form " ➢t)iiifl1 CFormz atat§icL -1; �1(:7k� ��1 ttla ����,� f)i'llt{ f E}I1fi{1'i3ki17 ��1 -E{S cl}11TF}l {1k1}31iZ +i Hf- 4}t%1CfL;. - Forma o -AbId �3 ` i11(�( 1:.13k{ LlitlE li3if still § ?t E } Z §( ZC -: p Formz -- - -Abi -de %y -i d4-e§ 1-1 §e ti{i+ �r%i%t{tt{�i Cli -id- �y L-k% , Fi{i-) a rv" - ad *- 14 o ww-- R- ct4 -e- tkt-t (-i t', §i3fiil { an- 11=37L§a§(;£it-kons poti -'y, : Forma 1}l;4w tie- I-VC'/C-- w+tk4-1=}i:: f-)f- ;�(- -l1 iS- aJ- aii- -(3j-71 oi' t-uiiit-,� o --li€- iii -$13(- pi.ic- :si3ilt -1 LE3i�s- t13E §5 §-e eft -If -H ; --a-,I §1f) � - - -;��1� lam: L�e�e rr� §�ti� -t�i� l�a�tL� � -l-#�i E t �; - (�- a -�-�ki c�k- li:`-- k��'✓�= § --p�§t 3i- �d-�i: '�� -��� � . 13(;k'S( } §iiil- �lf}Esi� }t) §1� tf3 §' t13E3§' tL�' s-( 3§''.• rtLitE ; { }�� §� §- }- l}}-1f;�5- t13� -1: X111-- 1�r���- lizi- �s-- �3§' E;�zif3liSl- �'- ii�i.E;' {� ~-E?FI �- Forma - 1 --real wi -Z 13- ic�bp43G1- §il�_ii3t-k33��§'�- fl� -Z�k(� a iiEl c111 Estill ci§1 {{ Ef3li4L} l�ii1} Zti(} i' if§ i} ,~r:..�S=§-t1i- �-11f?-as��, %rc; (E Ali §t{ (li��i §'E 1i({ S {� {}3 §i1 §{ }i3:- C ;(>iiLG §'§19 a bout- `,va -ff ji£ k ni-ane S l�iii i { E}iil 1 %i { 1 i (ski - � i iii T k (3 he43o Fd -H " te—&t+nen tia i ,oii -to- Pit ;rh{31i iti %}{� § %i%Clf —iii z%1 Iii lt{ 1 r 31i t'` + - Forma I;-ii i t Elm - Boa - d7cif ` 1LC t i i 2- 11 Board of Selectmen Policies --a di . �lsi��n -viN3� t1lirman tt�1 tl�l,C;�= anc1��}r the lr� c4 S�cetn 1i�iis {gin k� try Forma space I ft4- ad(k!e•- s -s4k -! titc t, space ®- Forma jAdop4ed by-the Board and of Selee €"Ieae -6/9 /4 () Forma Forma Section 2.11 --- folic lastablislina$ Boards arid; Committees - --- r-- �Fomz . tt - - --S tl9f t3 F) b1 fiW }t fN li fN91 Forma ..:: Forma Forma �. - f�tEtl`�tltf- %�ofNfS:'E }7?t? tF ?fitEE';§ f }1 % t }Fi4?3'�4 §t�2,; !I£ -f3ttt f3.�flf'%Ft?�f? f?7 {,? Forma underli �t�} �}( N- �4�f#- �?£'- 1- 7- ��f' 3�H�- I�iE'.— �r(` 1tH`" L- in;€- r���= �= tt}? f'.? 4-C �'• t- �itl;' if3�4-- t( ?- t�4��f)iP3t� %rm�niiic:c' _.- t}t= F= ¢}n?t��i:ti'.§ -rep:- (Forma l -- Forma - 2. -r9#' t- LET" 7? � :!s-�%#-��>1i�1=- P?4E'-Fi�e3 =4` �§'rsc�i -i ���vr�filriic�= et77Gr�ez-cci r-m— rr�e�`�trr— cr�rr.r- r'i2t7� on 3-. '�We£•.one- tr - "Ma f} tie Forme r sunset l.�Ul "�), Forma _- 2.3-3.1 Human Relations Advisory Committee ,(chunQc cl o F There is hereby established by the Board of Selectmen a Human Relations Advisor rma y � o— a Committee. Forma • Forma The Human Relations Advisory Committee shall provide advice to the Board of -- Selectmen on how the community can encourage an environment of tolerance, understanding and harmonious racial, ethnic, religious, cultural and gender relations within the Town and among its citizens, prevent discrimination or the perception of discrimination on the basis of color, age, gender, religion, disability, culture, national origin, ancestry or sexual orientation within the Town or among its inhabitants, and enhance its ability to mediate differences arising from the aforesaid relations. The Human Relations Advisory Committee shall: ♦ Engage in out -reach to such groups which may have suffered from or been the object of such discrimination, or may perceive themselves to have been the object of the same; ♦ Provide a safe place where individuals or groups may air their concerns or complaints as to the existence of such discrimination, or where concerns as to the potential existence of 2 - 12 Board of Selectmen Policies such discrimination within the Town or community at large or the perception thereof may be discussed; ♦ Identify perceived problems of such discrimination or human relations conflicts within the Town, and be a resource or referral agency to assist the parties or mediate among the parties so as, to the extent possible, permit the resolution of the same at the local level; ♦ Promote and encourage understanding, tolerance and diversity and the recognition of human and civil rights in the Town and community, and sponsor educational programs and the celebrations of events for that purpose. The Human Relations Advisory Committee shall consist of seven (7) members appointed by the Board of Selectmen, unless another means of appointment is indicated. Members shall reside in the Town or have their place of business in the Town. Membership on the Human Relations Advisory Committee shall include the following: ♦ One member shall be a member of the Board of Selectmen or its designee, ♦ One member shall be the Chief of Police or his /her designee, ♦ One member shall be designated by the School Committee, ♦ The remaining four members shall be appointed by the Board of Selectmen and, to the extent possible, shall be a diverse group which may include representatives from the following fields: ♦ A business owner other than the real estate business or a business association; ♦ A representative of a real estate business or association; ♦ A representative of the Reading Clergy Association. The Committee may invite to serve as non - voting members such voluntary consultants in the field of human relations or human rights as it may choose from time to time. The Town Manager may assign a staff liaison representative to the Human Relations Advisory Committee and arrange for staff support. The Committee shall be advisory to the Board of Selectmen and shall report at least annually to the Board of Selectmen on policy issues. The Committee shall administratively fall within the Police Department. This Committee shall sunset on ,\u(._ust -June- 30, 2017 unless renewed by the Board of Selectmen. Adopted 2- 13 -01, Revised 7 -22 -0, Revised 12114104, Revised4 110112, Revised June 23, 2015 Revised rtfay 7 2017 2 2 Reading Climate Advisory Committee,,(i..��c °ky (Id, The International Council for Local Environmental Initiatives (ICLEI) has established a "Cities for Climate Protection" program, which works with cities, towns, and counties to reduce the pollution that causes global warming. There is hereby established a five (5) member Reading Climate Advisory Committee to advise the Board of Selectmen on implementation of the Program. The purpose of the Committee is to: ♦ Advise the Board of Selectmen on matters of policy related but not limited to the "Cities for Climate Protection" Program for use within the Town of Reading. In doing this work, the Committee will: ♦ Conduct a local emissions inventory of greenhouse gas emission. ♦ Recommend an emissions reduction target. 2- 13 Board of Selectmen Policies Forma Forma Forma Forma Forma ♦ Identify local actions that achieve the target. ♦ Develop a proposed implementation action plan identifying policies and actions. ♦ Quantify and report benefits created. ♦ Make recommendations to the Board of Selectmen, the Town Manager, and other bodies of the Town on measures appropriate to implement such a program. The Committee will be made up of five (5) members appointed for 3 year terms, so appointed that as even a number of terms shall expire in each year. In selecting the Committee membership of 5 members, the Board of Selectmen shall appoint all members and shall give consideration to members representing the following interests within the community: ➢ Residents of the community who have expertise or interest in conservation, environmental affairs, energy, or other areas of expertise which, in the opinion of the Board would be helpful in meeting the Committee's mission. Subcommittees may be created by a vote of the Committee. Members of Subcommittees do not necessarily have to be members of the Committee. The Committee shall be advisory in all matters. Decisions as to whether or not to implement measures shall rest with the Town Manager, the Board of Selectmen, or other body having jurisdiction in the matter. This Committee shall administratively fall within the Department of Community Services. Staff as available will be assigned by the Town Manager to work with the Committee. This committee shall sunset on June 30, 2017 unless renewed by the Board of Selectmen. Adopted 11- 22 -05, Revised 4110112, Revised June 23, 2015 Forma x,.3 ,3 l l �� l t��l l hzs �- Reading Trails Committee Oin�hu :;ed)� { Form2 Based on the recommendation of the Northern Area Greenway Committee, there is hereby established a five (5) member Reading Trail Committee (RTC) which will assume the �Formz responsibilities of planning, developing, and maintaining present and future trails in the Town of Reading. The goal is for the Town to create and maintain a connected, well ---coordinated system of trails to serve the residents of the community. The RTC will undertake the following responsibilities. ♦ Make recommendations to the Conservation Commission, Town Forest Committee, and Recreation Committee regarding development, operation, use, and maintenance of trails crossing lands under the jurisdiction of these bodies. The RTC shall have no rule- making authority itself. ♦ Act as a liaison between the Town of Reading and the Reading Open Land Trust, Friends of Reading Recreation, Walkable Reading, Scout groups, and other youth and community groups with respect to development, operation, use, and maintenance of trails. ♦ Coordinate and manage an Adopt -a -Trail program, if appropriate, for the maintenance of trails or portions there -of. ♦ Set trail construction, maintenance, use, accessibility, and signage standards. ♦ Oversee production of trail maps and guides. ♦ Provide advice and recommendations on the development of the Ipswich River Greenway and other trail initiatives arising from Town reports and studies. 2- 14 Board of Selectmen Policies ♦ Approve volunteer trail projects before the volunteers seek approval for projects from the Conservation Commission, Town Forest Committee, or other Town or other cooperating organizations. ♦ Organize training, hikes, trail maintenance days, and trail construction projects. ♦ Foster working relationships with DPW, Police, Fire, Schools, or other agencies to carry out the mission of the RTC. ♦ Encourage cooperation and address problems and conflicts in trail areas. ♦ Identify grant opportunities to support trail initiatives. ♦ Make recommendations to the Board of Selectmen, the Town Manager, and other bodies of the Town on measures necessary and appropriate to implement the trails program. The Committee will be made up of five (5) members appointed for 3 year terms, so appointed that as even a number of terms shall expire in each year. Associate members may also be appointed. In selecting the Committee membership of 5 members, the Board of Selectmen shall appoint all members and shall give consideration to members representing the following interests within the community: ➢ Recommendation of the Conservation Commission; ➢ Recommendation of the Town Forest Committee; ➢ Recommendation of the Recreation Committee; ➢ one or more residents of the community who do not represent the above groups, and who has expertise in, conservation, environmental affairs, trails operation and maintenance, or other areas of expertise which, in the opinion of the Board would be helpful in meeting the Committee's mission. Subcommittees may be created by a vote of the Committee. Members of Subcommittee members do not necessarily have to be members of the Committee. This Committee shall administratively fall within the Department of Community Services. Staff as available will be assigned by the Town Manager to work with the Committee. This Committee shall sunset on June 30, 2018 unless renewed by the Board of Selectmen. Adopted 3- 25 -08, Revised 4110112, Revised June 23, 2015 1t Town Meeting ' n 930establ she onh. tc �t•ur�cc.�to (l2ut•lcr° �. rl). __ the "Committee on Re- forestation" which we now Forma refer to as the Town Forest Committee. Article 4_ -118 of the Reading Home Rule Charter Forma provides for the appointment by the Board of Selectmen of a Town Forest Committee. The Forma purpose of this policy is to establish the structure and purpose of the Town Forest Committee. Forma There is hereby established a 5 member Town Forest committee whose members shall be appointed for three (3) year terms, so appointed that as close as possible to an even number of terms shall expire each year. The Board of Selectmen shall give consideration to applicants with the following credentials when selecting and appointing members of the Town Forest Committee: • Knowledge of the community • Familiarity with and interest in the Town Forest • Experience with open space preservation and /or land use management • Interest and knowledge in protection of wildlife habitats, forest ecosystems, wetlands, trails, outdoor recreation, and soil and water resources. 2- 15 Board of Selectmen Policies The Town Forest Committee shall serve as the stewards of the Town owned lands owned as the Town Forest land. As stewards of the Town Forest, the Town Forest Committee shall undertake the following tasks with and in cooperation with appropriate Town staff. • With staff and input by the community, coordinate the development of a Town Forest Stewardship Plan and a Town Forest Master Plan which will act as guides in future decision making. • Maintain ongoing files of information pertaining to the Town Forest, using the most current available technology. • Develop and adopt rules and regulations for the Town Forest. • Coordinate scheduling as appropriate for the use of all or a portion of the Town Forest by various community groups The Town Forest Committee shall administratively fall under the Department of Public Works. Staff as available shall be assigned by the Town Manager to work with the Town Forest Committee. Adopted 6122110, Revised April 23, 2013 6 he�L is 1 b c l ate -as -a s#ancdi �g 1�n�itttc cif the tc�� i t-Rir flit 1 c3a c � S�f lc -c tm tl�t -lam Odin 11- t�e4 t f air Col m�ttE herein eak-- he C� � +�rtEe : "- 1= e liectat n s - -tl a , -by a - sta +1dii g-- eomraga- 4e-�.- the -fe-a - t� Ti��; -�a r• {�c - �- ��f- �- t-f3c- Con3 r�-� -i #�- i -s--ka v e-tl ss—, c � I i iiT 3 i-C t 1 }= sCi T E f s—ci ?—cr cui�� u 7rim— tip —�?p 1z a i �4 Acs c3'un' i g- 4- 4-- all--Tr►nds Tom tl�€ - -LV t- r�Zil1- - throi �h- t11....- .. =Ft�wn i f� idz SynE r- ep�wit —be, ,r wA" -to— the —BI) 7ii.hl Ui invif� Fa-ife •-- lea {:- c�ia�l;�'-- f= ollc- jwi� =�-g- tlx:- �=�t�- sal- it- ic;���ad;lcr�r- }�artiei��at�tts -and a -t-tes onEl-- nti- li�c- �haic#t�t�:- i= a- l�la�t- �ni-n� tl�= ne-�:- tsar -'-s -e ac4+w-tie-s, c;t#atli}n i 3£ �1�tai s- (ii`th£ alt- Ei3 13ist bLi#i?- TI�c= Cc��33a -t� i�teeti�vil- l- be-- r�tsx�- ca- l= f= i�xe- (- ��e-n} lac- rs:- �- t= 1��ss�b� ;plc- astt- c�n�:-- ��rnl3er tman -er clesi €;nE Z �3tl one r en lei= will { Se at- ice€ rest# th l e �a i1 g 2 - 16 Board of Selectmen Policies suE<7emlmgl4tte :y.....nui -y be-- z;reated --by a The--- �li�ccrt�t }ti a�ie it4- ( =}er3 1�9 eE t i r� pit St r-vic e-:Y t- 4 car- -the di - ee+ - -wa - k-- «# =44i -( - Got - n+n44e ; and fof4 +e- R- &,,'di- io-'A -Strew i�11 1�ai�r�1 cr�e 1�4r i��ikkcrree --1w Adotykil 2-1-5-201, Revhvd-4110112j-Revised 0/2-34-5 �2Y9"8— �0"'�' "- 7-9`E8 A -B-9.7g= "�.- ➢ /iH�b3'T�B- YY�.'S -:Y T'he Boar of xs 1 c t t�� s�Ir3� tFom ti -111 4 *14m , Z�ppoi -xi ad- hoc; -C Ern- Ifni-ttt��:- 1��c-id.:i..t.}.on tlat 13t�1— C- `c }r�lrt3ittc -oi= ot�iit: L. -...._ . 11€ ..... f <3 +, �nded-1y the- 4.1-aai ci....o#- } oe tmen, 4 se--t-1a —Ro—af 1acl ��Pi# �i1a- t��= 1= e�r1- €�- €- I2e�t�iaa� -- �---- 1�a�c- �- iafrac�c�- i�- r�-t1� - tcc�- t- lao-• �t= l��,- ��« z�:;- k�- t�e�1- n�- �,n,z,- r�ryt��rc3r�� .... 4 he--d- io e- -e-ad i-n��Al� =tia --- ���at?--- raa�1 =+ r1�- ( =x�rt3 - �iat�rc= � i{�ra -i; e r� -ta•�i ttc�- l�ocaraa�ac� ��� ,,r~� -�, �-tk�e i=c,� t-i�1a ro�c�laalaa��c- k- :- c1- 1�=-- tk1e- C'- 1'1��, t>i31k 31S ions - 2-17 Board of Selectmen Policies 11 e-1 t 1 �r1 l tti3 1a 11 } o4- rat -a-�1a -tea �= 1�C= �t- ��ja3- N -t<�{; '�;1a�:�i- d- ��- c.�;#- a1�1 -i-= a�x- l- t-i�t= rye- t��1= �e- �: ��1; �- 2�a- }a}- �ca��- �1- 1Fii- �- t�r•�t l to -a tea i €a ti - ab }3at�.... €4i'ca� al 3ie 1{ M43- 1?1ta -i%} iae' e}�c{ r ��Fi k�a1- �rira {� artc rrcica}3giaa'e?` tJaeizI11 ii-t rise ra }1 �rr� iG -(a�� -cl- raft-- i-�� -4 i�-= f- 1= �t�- r•{�- c�- f� -�ic�4 t��c- �- r��.e- ate- r�c�- �l- i�- te�°r�-- c�Ei- :;� ?�ni „a�i t-tE -e ti'ae- et- i'rateacst tea {a<>. tl3t }3c }say °t a i#. c>f` {'�� a at�aa t 1 � �'e1t�i ' c -� t ....atat t l <)� .- ....Man - Man-shtali �s,si,, n 4a-I -to - d<- itla t� E eraa�i�i t� e 7<�a1 re Br e t aa�e1 -� resouf eest�e-m+4, �6 =tkac, 1� }�- �� -i�!k€ act{)' o�- ��rc�a- �3�1- �- ec��a�aa��'�it���i.�i {ara -�- sac}- aa= �a�tc- �}�- a3- 4e>r- 1•e�;�ea�i -�>� zrrac�- c� }3ea3 --�}�c N4iddIe x ii(:K _.s.:i..te^.....tl eAA= nevi__ff"aefty-an--C r-av- 44er —OZi e, tlaer —r4 wl�iEh- :���1�- ea- l��i�a�- i- l- �lee� -�- x=3-1, �`'�� +_, ,1. r�•,. � n�ra�,a�..v --R��t �o}c�-J -�i= iii --iH =cii1— Ali- l�L�ttit= 3�zccc� -crii= c7i.c�i- rvJC- ncrcr� 1U 1 -( c) j +1 raia tt C-C- t+IaN -1j�a { ei�a }alt -tC tt , 4-1 Bit- -e-1 l/le aE4)w .: 1za�t -' Kara 0 {> a)a aitt s'lizall e em i t of- n-ifw+) - }r� si{4� rats f }1 1�e�afii�r 4}i– te£%ia S' t)i13H i+i- -�-- Deeei�n -i , –22007, i� a i 13t 1' EiittG t i1}i 1}i iacct^� i�T�i iea —rir � c1 3ti 4: � \)aae taYla�Ceary {F�q .Yil t. r-e JL.�W..>as1tTa4vG�T1 1.1�Y4 �7L CIl�JIJ i^�� ��Y� ` +, c� Vii. �. �..l�t. ll- iCC✓111.Yt+., li il.t. 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Town of Reading y Meeting Minutes 0 o s39 +)NCOt�4�� Board - Committee - Commission - Council: Select Board Date: 2018 -07 -31 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 6:30 PM Location: Select Board Meeting Room Session: Open Session Version: Chair Andrew Friedmann, Barry Berman, Vanessa Alvarado, Dan Ensminger Members - Not Present: John Halsey Others Present: Town Manager Bob LeLacheur, Town Counsel Ray Miyares, Executive Assistant Caitlin Saunders, Town Clerk Laura Gemme, Assistant Public Works Director Jane Kinsella, Cemetery Director Mike Hannaford, Bill Brown, Virginia Blodgett, Beth Shurland, Angela Binda, Kaitlyn Mercurio, Shawn Brandt, Amy Cole, Kate Goldlust, Demetra Tseckeres, Nancy Docktor, Dan Dewar, Gregg Johnson, Bruce Johnson Minutes Respectfully Submitted By: Topics of Discussion: Chair Andrew Friedmann called the meeting to order at 6:30 PM. Ms. Alvarado moved that the Select Board close the Warrant for the State Primary to be held on September 4t", 2018 from 7:00 am - 8:00 pm at the Reading Memorial High School, Hawkes Field House, 62 Oakland Road. The motion was seconded by Mr. Ensminger and approved with a 4 -0 -0 vote. Ms. Alvarado moved that the Board vote to enter Executive Session under Purpose 1 to discuss an Open Meeting Law Complaint filed against the Board by John Halsey, and under Purpose 7, to review Executive Session draft minutes for accuracy and release in accordance with M.G.L. c.30A, §22; to allow [Andrew Friedmann, Barry Berman, Vanessa Alvarado, Dan Ensminger, Town Manager Bob LeLacheur and Town Counsel Ray Miyares] to participate in the discussion held under Executive Session Purpose i [or in both discussion topics]; and to reconvene in Open Session after the conclusion of the Executive Session for the purpose of continuing with the Open Session as listed in the Agenda. The motion was seconded by Mr. Ensminger and had the following roll call vote: Alvarado - Yes Berman - Yes Ensminger - Yes Friedmann - Yes The board reconvened in open session at 7:15 PM. Page 1 1 1� Beat Heart Foundation Update The Beat Heart Foundation was founded by a couple of young Reading residents last year after losing a close friend to addiction. Last year, as many may remember, they put on a musical show called Jams for Jake' to raise money for a scholarship in their late friends name. After the show was a success John Oliver and Ryan McKee founded Beat Heart Foundation which will continue the Jams for Jake' show annually, but also many other things like bringing awareness to Reading about the opioid crisis. They have done fundraisers leading up to this year's event and donated money to RCASA. This years `Jams for Jake' will feature music again as well as booths mandated by other recovery foundations. Everyone volunteering at the festival has a direct connection to the opioid crisis. The foundation wants to focus on Reading's awareness of the opioid crisis and be available for people to talk if they need to. US Steelworkers Request A group of National Grid steelworkers came to visit the board with a request. The steelworkers are currently locked out of work due to a dispute in their contracts. They noted National Grid is now using inexperienced workers to perform highly skilled gas jobs. The unions are going around to local cities and towns and asking them to put a moratorium on National Grid projects until the lockout is over and the experienced workers can do the jobs. The board asked if there were any scheduled projects in Reading that a moratorium would affect. Mr. LeLeacheur noted he can look into it more and get back to them. The board noted they will put this on their next agenda to discuss and vote on. Open Meeting Law Complaint Mr. Friedmann explained the board went into Executive Session earlier this evening to discuss and approve the minutes of what happened at the suggested open meeting violation. Mr. Berman read the minutes they approved in Executive Session.'�`� o Ms. Alvarado read the statement on. M,64 ��tF� Town Counsel Mr. Miyares noted this is an unusual circumstance but in his opinion they technically did not break open meeting law due to, solely, the topic of conversation at said time. He explained a meeting is defined as deliberation but discussing interpersonal dynamics between board members is not in the jurisdiction of the board. This could have easily lead to a violation if any of the board members responded and or further discussion ensued but since everyone left the room after Ms. Alvarado's statement, he sees no violation. However; he cautions the board to tread lightly as they should never be behind closed doors without being posted no matter the topic. Mr. Berman felt whether this was legally a violation or not, this was wrong and should have never happened. It was a violation of the public's trust in the board. Any member of the board could have stopped it and left the room but they didn't. Ms. Alvarado noted her reasoning for doing it that way was to spare other members public embarrassment but she has provided her statement she read for clarification and further minutes will show the public why she felt she needed to make that statement. Mr. Friedmann explained in the future he will make sure that executive sessions stay on topic and this does not happen again. Mr. Ensminger made a motion to respond to Mr. Halsey saying they do not believe there was a violation, however, they will do better in the future to ensure transparency and to make sure this doesn't happen again. Andy will approve the letter before it is sent. The motion was seconded by Mr. Friedmann and approved with a 4 -0 vote. orge Kachen noted watching the last meeting was sad. Ms. Alvarado and Mr. Halsey need to go have coffee, resolve their differences and agree to disagree respectively. W09 Page 1 2 Al Sylvia believes they still violated open meeting law. Anything behind closed doors is a violation. Demetra Tsckeres finds it concerning that Ms. Alvarado even had to make a statement about the board behind closed doors talking badly about residents. Public Comment �! � C C Angela Binda noted her concerns that a letter was written to the Select Board but was never sent. She thinks in the order of transparency the board should produce the letter that they never got. Council on Aging Update Jane Burns gave a presentation on what the Council has been working on and working towards. Their biggest topic is making Reading Dementia Friendly. Dementia impacts a significant amount of the senior population around the world and in Reading. Dementia Friendly America is a national network of communities, organizations and individuals seeking to ensure that communities across the U.S. are equipped to support people living with dementia and their caregivers. The council has established Dementia Friendly Reading with a mission statement to establish Reading as a town that empowers those with dementia and their caregivers to feel valued and actively engaged in our community. They will continue their efforts thru grants to make Reading a Dementia Friendly place to live. Cemetery Trustees Update Members Virginia Blodgett and Bill Brown were present to give an update to the board. Their new policy in the cemeteries actually has very few changes but it is re- written to clean up the language, organize and simplify the policy. They are working with people to make sure they understand the rules. Jane Kinsella, Assistant DPW Director noted that Mike Hannaford is the new Cemetery Department Director. The cemetery department is a very caring and dedicated department. They do a lot of work to keep all the cemeteries in great shape and these new policies will ensure our workers and public stay safe for example, shatter resistant vases must be used at cemeteries now. The board had a quick discussion about the Cemetery Building and it was noted the repairs have made it better than it was. Select Members Liaison Reports Mr. Ensminger is working with the Recreation Committee and would like to work with Ms. Alvarado about how to move forward on this topic that is on the agenda for next week. Mr. Berman went to the ZBA meeting and noted the Eaton /Lakeview developer came back with a new proposal which only has 86 units now. They are still trying to work out the traffic concerns. He also attended the Wayfinding meeting and wanted to clarify for the people who are concerned we are changing the town's colors. These signs they are discussing are mostly directional and just to point people to parking and downtown. Lastly, he wanted to note that Julie Thurlow, President and CEO or Reading Coop Bank, won Woman of the Year award! Mr. Friedmann wanted to mention that he would like to meet with HRAC sometime in the fall to work more on the anti - sematic problems in town. Page 1 3 l \ o Town Manager's Report oVSA Mr. LeLacheur noted on October 17 there will be a downymposium on infrastructure. RCASA was recently recognized for their efforts during r covery month. One of our establishments was caught selling liquor to a minor and was issued a warning by the ABCC. Metro North Regional Housing Services This is an inter - municipal agreement we have had for a few years now between four communities. It has been working well so they wish to renew the agreement with no changes. Ms. Alvarado made a motion that the board approve the Metro North Regional Housing Services Inter - Municipal Agreement as presented. The motion was seconded by Mr. Berman and approved with a 4 -0 vote. Town Manager Evaluation Process Mr. Ensminger noted the board needs to get moving on this process so that everyone can get their evaluations in so they can be compiled. Mr. Berman asked if Mr. LeLacheur evaluated himself last year or if that was something the board would be interested in having him do. It was noted he has never evaluated himself before. Ms. Alvarado brought up the 360 evaluations and asked if the board ever considered using that approach as it is widely used in the private sector. The board also discussed having department head feedback. Town Manager FY 19 Draft Goals The board had a brief discussion about the draft goals list Mr. LeLacheur came up with for himself. They discussed having specific goals set for the Town Manager and goals specific for themselves as well. Minutes After much deliberation: Ms. Alvarado made a motion to approve the meeting minutes of June 19, 2018 as amended. The motion was seconded by Mr. Friedmann and approved with a 4 -0 vote. Ms. Alvarado made a motion to approve the meeting minutes of July 10, 2018 as amended. The motion was seconded by Mr. Ensminger and approved with a 4 -0 vote. Mr. Berman made a motion to adjourn at 10:37 PM, second by Ms. Alvarado and approved with a 4 -0 vote. Page 1 4 wo-� Saunders, Caitlin From: vtsdmailer@vt-s.net on behalf of Contact form at Reading MA <vtsdmailer @vt- s.net> Sent: Wednesday, August 15, 2018 12:26 PM To: Reading - Selectmen Subject: [Reading MA] Recreation Board Liaisons (Sent by Kate Kaminer, kkaminer @comcast.net) Hello Board of Selectmen, Kate Kaminer (kkaminer @comcast.net) has sent you a message via your contact form (https: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /475 /edit. Message: To Vanessa Alvarado and Dan Ensminger, Thank you for attending the recreation committee monthly meeting last evening, 8- 15 -18. Your guidance, counsel, and comments were welcome. We as a committee look forward to the fresh start. Sincerely, Kate Kaminer Saunders, Caitlin From: MassDOT <massDOT @public.govdelivery.com> Sent: Wednesday, August 15, 2018 11:33 AM To: Saunders, Caitlin Subject: [POSSIBLY SPAM] Better Bus Project: Reminder - Upcoming Chelsea Public Meeting, 8/22 Importance: Low UR You are subscribed to Better Bus Project updates from the MBTA. Join the MBTA's Better Bus Project for a Public Meeting Wednesday, August 22, 2018 6:00 PM - 8:30 PM Chelsea City Hall Council Chambers 500 Broadway, Chelsea, MA 02150 Nearest bus stops: City Hall Ave @ Broadway (Routes: 111, 114,116, and 117), Washington Ave *Broadway (Routes: 111, 112,114,116, and 117), and Broadway @ Shurtleff St (Routes: 111, 112,114,116, and 117) This is a reminder that you are invited to join the Better Bus Project at our Public Meeting next week in Chelsea. You can stop by anytime during the open house to provide public comments, share your ideas and experiences, and give your input on: • Your transit priorities. • The single most important thing the MBTA could do to improve bus service in your area. After the open house, there will be a presentation with additional time for public comments. Open House: 6:00 PM - 7:30 PM Presentation: 7:30 PM - 8:30 PM a View a meeting flyer (anuncio en Espanol) for more information. Please visit www.mbta.com /betterbus to learn more about the project, sign up for email updates, and review project materials. If you have been forwarded this message and would like to receive email updates about the Better Bus Project, please sib. Thank you, The Better Bus Project Team The meeting is accessible to people with disabilities and those with limited proficiency in English. Accessibility accommodations and language services will be provided free of charge, upon request, as available. Such services include documents in alternate formats, translated documents, assistive listening devices, and interpreters (including American Sign Language). For more information or to request a reasonable accommodation and /or language services, please email gpoggenburggreginavilla.com or call 617- 357 -5772 x26. Under Title VI of the Civil Rights Act of 1964, the MBTA does not discriminate against any person in its programs, services and activities based on race, color or national origin. To learn more about your civil rights or to file a complaint, please contact: MBTA Title VI Specialist Office of Diversity and Civil Rights 10 Park Plaza Boston, MA 02116 (617) 222 -3200 for Relay Service dial 711 E -mail: MBTACivilRights @mbta.com Website: www.mbta.com /TitleVI Para mas informacion o para pedir arreglos razonables y/o servicios lingiiisticos, por favor envie un e -mail a apog enburg_na,reginavilla.com o Name a 617- 357 -5772 x26. Para aprender mas sobre sus derechos civiles o presentar una querella, por favor Name a (617) 222 -3200 (marque 711 para servicio rel6) o envie un e -mail a MBTACivilRights Ambta. com. MRS, 114 %Napog eg nburgkreginavilla .com IMW 617 - 357 -5772 $4260 AAM 1 —! M AqR f *9, :-11 3Z EP (6 17) 222 -3200 fl T9, MMIT711) :4MM MBTACivilRights@mbta.com AAWX )I! - +7Aq-I- ITM R *gyp /diq E—NN , iW E,M� agog eg nburgA,reginavilla.com :-It EP 617 - 357 -5772 $260 ° � 193Z E F , MM(617) 222 -3200 (EP WR y*-, , %W7711) d EP- 0 MA MBTACivilRightsgmbta.com Para mais informag6es, ou para solicitar servigos de acesso e /ou linguisticos em termos razoaveis, contactar por email para apog eg nburggreginavilla.com ou pelo telefone 617 - 357 -5772 x26. Para mais informag6es sobre os seus direitos civis ou para apresentagao de queixas, contactar pelo telefone (617) 222 -3200 (para Relay Service marcar 711) ou por correio electronico MBTACivilRightsgmbta.com. Pour plus d'informations ou pour obtenir un accommodement raisonnable et /ou des services linguistiques, veuillez envoyer un courriel apog eg nburggreginavilla.com ou composez le 617- 357 -5772 x26. Pour en savoir plus sur vos droits civils ou deposer une plainte, veuillez appeler le (617) 222 -3200 (pour service de relais composez 711) ou par courriel MBTACivilRi hg tsgmbta.com. De' biet them chi tiet hoac de yeu cau nUeng ho try hyp ly va/hoac cac dich vu ng6n ngir, vui long email gpoggenburggreginavilla.com hoac goi 617- 357 -5772 x26. De' biet them ve cac quyen cling dan ctaa quy vi hoac de khieu nai, vui long goi (617) 222 -3200 (gqi bam 711 neu can Dich vu Chuyen tiep) hoac email MBTACivilRightsna,,mbta.com. This email was sent to csaunders @ci.reading.ma.us using GovDelivery Communications Cloud on behalf of the: Massachusetts Department of Transportation • 10 Park Plaza, Suite 4160 • Boston, MA 02116 877 - 623 -6846 1 ❑ c'3 Saunders, Caitlin From: Sprint Business < Sprint- Business @biz.sprint.com> Sent: Tuesday, August 14, 2018 10:32 AM To: Reading - Selectmen Subject: 5 Reasons to ditch your desk phones View online I El =-- It's time to modernize your workplace. And equip your people with the tools to get their best work done. Dialpad Business Voice will bring your business into modern times. With Dialpad, your people stay connected and productive wherever they go, on whatever device they're using. Give your team a smarter and simpler way to communicate and collaborate. Investigate five ways a cloud - powered voice system can give your business a boost. Get the eBook., Want more? Read this whitepaper from ZK Research and see how Unified Communications with cloud -based voice can make your modern workplace a productivity powerhouse. rrr ©2018 Sprint. All rights reserved. Sprint and the logo are trademarks of Sprint. Other marks are the property of their respective owners. 326079 -MPU �a Saunders, Caitlin From: Lisa Egan, Reading -North Reading Chamber of Commerce <legan @rnrchamber.com> Sent: Tuesday, August 14, 2018 9:50 AM To: Reading - Selectmen Subject: Don't Miss the Wine Toss August After Hours F.M Tapas, Beer, .' Wednesday, August 15th 5:30 - 7:30 PM Matador Restaurant, located within Hilton 2 Forbes Road Woburn MA (by BJs Wholesale Club) Just Added: Wine Toss Game! Win great wine and prizes! Meet us on the Matadora Patio for our August After - Hours. Join the Reading -North Reading Chamber of Commerce and the Woburn Business Association's (WBA) Young Professionals Group for our August After - Hours. Whether you are young or simply young at heart, you won't want to miss this evening. This hotel recently underwent a 20 million dollar renovation and you will swear you are in Boston instead of Woburn! Enjoy delicious Tapas appetizers, and a cash bar. This is a great opportunity to make new connections with our key stakeholders in The Readings, Woburn and beyond. Tickets: $10 for Chamber Members $20 for Non Chamber Members Governor Baker's Grand Bargain Legislation® What it means for local 1 1� ?_I\ industry ?A Panel Discussion Save the Date: September 26th 7:30 AM Check In and Breakfast 8:00 - 9:30 AM Panel Presentation and Questions The Massachusetts Legislature Passed a "Grand Bargain" Legislative Package Which Includes a $15 Minimum Wage and Paid Family /Medical Leave Program Join fellow small business owners to learn about what was included in the final "Grand Bargain" legislative package. This legislation bundled parts from three ballot questions slated for the November 2018 ballot: $15 Minimum Wage Paid Family and Medical Leave Sales Tax Rollback This is your opportunity to learn about the final package and how it will impact your business. Following the presentation, there will be time for questions on how best to prepare your business for the new law, some of which goes into effect on January 1, 2019. Registration will open soon. August Multi I0 Chamber Networking► Wednesday, August 22th Cafe Escadrille 26 Cambridge Street Burlington, MA Complimentary Seminar: 4:30 - 5:30 Networking: 5:30 -7:30 PM Main Ballroom MEET, GREET & NETWORK with over 150 member professionals from a dozen local area Chambers. Don't forget to bring plenty of business cards. Tabletop space is available on a first -come, first- served basis for Chamber Members Only at no additional cost. Space is limited and the tables are shared by 3 Chamber member companies. Table space is meant to display product samples and hold marketing materials. This is not a Business Expo - we encourage everyone to be lea networking and meeting new business contacts. Reserve your Ticket Now Member Ticket: 10 Non Member Ticket 20 Immerse yourself into BellaSandra Skin Spa and escape to relaxation and tranquility. Leave your stress at the door and enter a world where wellness meets relaxation and beauty. Discover the luxurious and therapeutic services offered featuring Eminence Organic Skin Care products. Indulge in Facial Treatments, Medical Esthetics, Massage, Hair Removal, Nail Services, Lash Extensions, Eyelash Lifts, Tints, Airbrush Tanning, and Make Up. www.bellasandraskinspa.com maria @bellasandraskinspa.com Follow us on Instagram and Like us on Facebook 159 Ash St. 339 - 206 -5654 Reading -North Reading Chamber of Commerce I PO Box 771, Reading, MA 01867 Unsubscribe selectmen Oci. read ing. ma. us Saunders, Caitlin From: Mass. Municipal Assoc. <dwilliams @mma.org> Sent: Tuesday, August 14, 2018 7:56 AM To: Reading - Selectmen Subject: Talk Econ. Development with Sec. Jay Ash on September 25! Dear Member, The Massachusetts Municipal Selectmen's Association will have their September Regional Meeting on Tuesday, September 25 in Danvers at the Danversport Yacht Club (161 Elliott St, Danvers, MA 01923) with registration beginning at 7 a.m. The breakfast meeting is free of charge but registration is required - you can register online here. Featured speakers for this program are: • Jay Ash, Massachusetts Secretary of Housing and Economic Development • Geoff Beckwith, MMA Executive Director & CEO The program will begin with registration and a networking breakfast at Too a.m. and include an MMA legislative update from MMA Executive Director Geoff Beckwith and welcoming remarks from Jim Lovejoy, MSA President and Mount Washington Selectman. The meeting will conclude by 10:0o a.m. If you have any questions, please don't hesitate to contact me. Best, Devon Devon Elizabeth Williams Member Services Coordinator Massachusetts Municipal Association One Winthrop Square, Boston, MA 02110 �F� Phone: 617-426-7272 x'04 wfd*l Saunders, Caitlin From: vtsdmailer @vt -s.net on behalf of Contact form at Reading MA <vtsdmailer @vt- s.net> Sent: Monday, August 13, 2018 12:49 PM To: Reading - Selectmen Subject: [Reading MA] Follow up: Traffic concerns - Washington St. (Sent by Nick Gagnon, gagnonjn @gmail.com) Hello Board of Selectmen, Nick Gagnon (gagnonin @gmail.com) has sent you a message via your contact form (https: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /475 /edit. Message: Dear Select Board - I wrote to you in May 2018 to express concerns about the lack of traffic calming measures on Washington St. in front of Washington park. Following my message a temporary radar speed sign was installed by the Reading police to help reduce traffic speed on the street. Unfortunately, any benefits from this measure has rapidly disappeared once the sign was removed from the street. I'm therefore writing to you again to reiterate my concerns about the safety of the street. As mentioned in my first message to you in May, the street is narrow and is heavily used by drivers as a short cut to access the downtown core. The view of the park entrance is often blocked by parked cars and there's no measures in place to reduce traffic speed despite the fact that the park is heavily used by families with toddlers and young children. I have personally witnessed just last weekend, a young toddler'running out of the park without looking and an incoming car traveling too fast having to brake suddenly to avoid a tragic accident. Given that the last action by the town (radar speed sign) only had limited and temporary benefits in reducing speed, will the town consider more permanent measures (e.g., speedbumps) to improve safety around the park? Thank you for your consideration. Best regards, Nick Gagnon 76 Washington St. Reading MA 01867 617 - 955 -7719 gagnonin @gmail.com 6 0 0 Embrace the hustle with tht Samsung Note9 The ultimate in performance —the new super powerful Galaxy Note9. Pre - order yours today and get a free pair of AKG noise - cancelling wireless headphones. Samsung's fastest processor ever on a Note – remarkably fast downloads and uploads. And for a limited time, get 50% off the super powerful Samsung Galaxy Note9 with Sprint Flex lease. All on a Network Built for Unlimited. AKG Noise - cancelling Wireless Headphones A $299 value - FREE when you pre -order the Note9 by 8/23. 877 - 633 -1106 1 Click I Go Offer ends 09/13/18. Activation Fee: Up to $30 /line. Credit approval required. Phone Offer: Samsung Galaxy Note9: $999.99. While supplies last. Lease: Mo. amount excl. tax. Terms for all other customers will vary including amount due at signing & taxes /fees. Req. qualifying device & svc. plan. No equipment security deposit req. Upon completion of 18 -mo. term, customer can continue to pay mo. lease amount, purch. or return device. Customer is responsible for insurance & repairs. Early termination of lease /svc.: Remaining lease pymt. will be due immed. & req. device return or pymt. of purch. option device price in lease. Gift With Purchase: Offer ends 08/23/18. Reqs, online registration on the Shop Samsung application. Visit samsungpromotions.com/workplav for more information. Ships from Samsung. While supplies last. Restrictions apply. See in -store materials for details. Other Terms: Offer/coverage not avail. everywhere or for all phones /networks. May not be combinable with other offers. Accounts that cancel lines within 30 days of activating on promo pricing may void savings. Restrictions apply. See store or sprint.com for details. © 2018 Sprint. All rights reserved. Sprint and the Sprint logo are trademarks of Sprint. Samsung Electronics America, Inc. Samsung, Galaxy Note are trademarks of Samsung. 329209 -MPU This email was sent to selectmen @ci.reading.ma.us. This is a promotional email from Sprint. For questions about our privacy policy write to: Office of Privacy - Legal Department, Sprint, P.O. Box 4600, Reston, VA 20195. UNSUBSCRIBE I SPRINT PRIVACY POLICY =0 Saunders, Caitlin From: vtsdmailer@vt-s.net on behalf of Contact form at Reading MA <vtsdmailer @vt- s.net> Sent: Monday, August 13, 2018 9:33 AM To: Reading - Selectmen Subject: [Reading MA] RPL Flag raising ceremony: August 16 @ 5pm (Sent by Amy Lannon, lannon @noblenet.org) Hello Board of Selectmen, Amy Lannon (lannon @noblenet.org) has sent you a message via your contact form (https: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /475 /edit. Message: The Reading Public Library invites you to a flag raising ceremony on Thursday, August 16 at 5 pm. This is the culmination of an Eagle Scout project designed and completed by Kevin Yatsuhashi. The new flagpole was installed on Friday, August 10 and is located to the left of the glassed in Porte Cochere as you face the building from Middlesex Ave. This is an open invitation and please feel free to share with your staff, volunteer boards, family and friends. Warm Regards Amy Lannon, Library Director q*k Saunders, Caitlin From: LeLacheur, Bob Sent: Saturday, August 11, 2018 10:20 AM To: Reading - Selectmen Subject: Fwd: Flag raising ceremony: August 16 @ 5pm Sent from my iPhone Begin forwarded message: From: "Lannon, Amy" <Lnnon o noblenet.org> Date: August 11, 2018 at 9:33:33 AM EDT To: "Clark, David" <dclark ci.reading ma.us >, Jean Delios <jdelios(a,ci.reading ma.us >, "Kraunelis, Matthew" <mkrauneliskci.reading_ma.us >, "Zager, Jeff' <jza er ,ci.reading ma.us >, "Huggins, Joe" <jhugginskci.reading ma.us >, "Burns, Greg" < bg urnsAci.reading ma.us >, "Bohmiller, Kevin" <kbohmiller kci.reading ma.us >, "Doherty, John" <idoherty_kreading.kl2.ma.us >, Bob LeLacheur <blelacheur(kci.reading.mq.us>, "Angstrom, Sharon" <san str om(a�ci.reading ma.us> Subject: Flag raising ceremony: August 16 @ 5pm Hi Everyone: The Reading Public Library invites you to a flag raising ceremony on Thursday, August 16 at 5 pm. This is the culmination of an Eagle Scout project designed and completed by Kevin Yatsuhashi. The new flagpole was installed on Friday, August 10 and is located to the left of the glassed in Porte Cochere as you face the building from Middlesex Ave. This is an open invitation and please feel free to share with your staff, volunteer boards, family and friends. Warm Regards, Amy Lannon, MLIS Library Director Reading Public Library Reading, MA 01867 Lannon e,noblenet.org Saunders, Caitlin From: Devin, Michael <Michael.Devin @mail.house.gov> Sent: Thursday, August 16, 2018 9:59 AM To: Reading - Selectmen Subject: Congressman Seth Moulton's Office Good Afternoon, I hope this email finds you well. I am the new District Representative for Congressman Seth Moulton's Office covering the Western Part of Massachusetts District 06. I wanted to reach out to you to introduce myself and share my contact information. If at all possible, I would love to meet over the coming weeks to establish rapport and hear from you on how our office can help. If you ever need to reach me, my cell phone number is (978) 500 -9509. Respectfully, Michael Michael Devin District Representative Congressman Seth Moulton (MA -06) 21 Front St I Salem, MA 01970 978 - 500 -9509 0 Saunders, Caitlin From: Bookountants <admin @americanemail.services> Sent: Saturday, August 11, 2018 3:12 AM To: Reading - Selectmen Subject: [POSSIBLY SPAM] Accounting Mistakes Made by Small Businesses Importance: Low Accounting Mistakes Made by Small Businesses 1. Not knowing the difference between cash flow and profit Many business owners look at the profit line and wonder why their bank account is not anywhere close to the same amount. Cash flow and profit are two very different things. Profit is revenue minus expenses, for a specified time period. Cash flow, and cash on hand, fluctuates as money `flows' in and out from sales, receivables, payables, expenses, etc. Looking at the Profit & Loss Report does not tell you about cash flow or cash on hand. 2. Not saving receipts of less than $75 It is normal to forget to file a receipt once in a while. But to not file smaller receipts on a regular basis, or at all, can add up to a lot of money that you can deduct as expenses at the end of the year. Those small expenses should be paid either by business credit card and documented immediately or the receipts should be saved in a specific small expenditure file for proof of any deducted expenses. 3. Forgetting to track reimbursable expenses If you purrchase any items with a personal credit card or with cash, you need to do a reimbursement to document the expense. These can also add up very quickly and need to be justified as deductions for tax purposes. 4. Not Balancing Your Bank Statements This is a crucial task that needs to be done monthly, without fail. If every month there are errors that go overseen, they may not be found at all. This can cause your financial statements to have errors or be inaccurate. There could be very simple mistakes that could cost you a lot such as a transaction being entered incorrectly; for example as $50 not $500. If this is only detected six months later the bank may not give you credit for the mistake. 5. Failing to properly identify employees and contractors If employees are not classified correctly and you mistakenly treat them as independent contractors you could be solely responsible for all of their past due payroll taxes, including the employees share. There are guidelines by the IRS to help you classify your employees properly. 6. Failure to accurately report payroll taxes Reporting and paying payroll taxes incorrectly can end up in large fines and penalties. This is not just in Federal 0� y- � payroll taxes; it also applies to your state's department of revenue. 7. No backup Trying to be totally paperless sounds good, "on paper ", but is not completely feasible in reality. Even if you keep everything backed up on a computer, there is still the chance you may lose your information. The cloud is an option, but it is not 100% perfect either. Your bank usually will only offer access to records and statements a few months prior. Lastly, if you have an audit it could be disastrous to find out that you do not have documentation to prove items. 8. Petty cash nonchalance Not keeping track of petty cash expenditures could quickly add up and cost you hundreds of dollars. Those petty cash expenses may seem small and insignificant. But they can add up very quickly, just like small reimbursable expenses. Also if you do not track where petty cash is being spent, you cannot expense or deduct it where it needs to go. 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If you would rather not receive this information then please unsubscribe here: https :Hamericanemail.services /mw/ index. php/ listsl do630lx8k4l841 unsubscribe lzb65ljt85kcl7lrbOl4sn2p3fe3 qK3 Saunders, Caitlin From: Burns, Greg Sent: Friday, August 10, 2018 3:51 PM To: Delios, Jean; Jackson, Paul; Keenan, Cindy; Kraunelis, Matthew; Lel-acheur, Bob; Martel, Justin; Paul Guarino (pfguarino @comcast.net); Reading - All Fire Department; Reading - Police Dispatchers; Reading - Selectmen Subject: Reading Fire Department's Weekly Notes Weekly Notes August 10, 2018 1. The ISO has begun the process of reevaluating the Town's Fire Suppression Rating Schedule (FSRS). This evaluation examines four primary categories of fire suppression (fire department), emergency communications, water supply, and community risk reduction. 2. Engine 1 is out of service do to latch issues with the rear cab doors. The DPW ordered the parts and they will be installed as soon as possible. 3. The spare RIT pack will be placed on Engine 1 in the left rear compartment (same as Engine 3) when it returns to service. 4. The SAFE Trailer is in Chelsea. 5. CAT is still working on resolving an issue with the regen system on Ladder 1. 6. The International Dealer replaced a sensor on Medic 1 and it is back in service. 7. Captain Nelson has scheduled a final inspection for Burger King located at 357 Main Street for Wednesday August 151h 8. As a reminder the Employee Cookout on Thursday, August 23rd from 1 lam - 2pm. Chief Gregory J. Burns Reading fire Department 757 Main Street Reading, MA 01867 (P) 781.944.3132 (F) 789.942.9194 www.readm agov 1 (� �/i Saunders, Caitlin From: Angela F. Binda Sent: Wednesday, August 08, 2018 10:53 PM To: Reading - Selectmen Subject: Select Board Members Behavior Dear Chair Friedmann and Select Board Members, One Select Board Code of Conduct policy states that members of a Board, Committee, and Commission "realize that he or she is one of a team and without stifling free speech, each member should abide by all decisions of the B /C /C once they are made." In April, a Select Board - appointed committee voted 5 -0 to send a letter to the Select Board regarding an issue important to the committee, which would be voted on at an upcoming meeting of the Select Board. According to public record, the letter was drafted, but the committee Chair decided to not send the letter. The public record is unclear as to with whom the content of the letter was shared, except for the Town Manager and a staff member. The Select Board voted on the matter at a May meeting, and it later became known that at least one Select Board member was completely unaware of the letter and its contents. The fact that the letter was never delivered to the Select Board was also not conveyed to the committee which voted to send the letter until July, and at least one committee member who voted to send the letter assumed that the letter had been sent, as had been decided by the committee. It was the intent of the committee to speak "board to board." These actions raise several issues, which are very troubling. First is the guidance and treatment of volunteers who work very hard on B /C /Cs to support the goals of the Town. Committee members should be encouraged to seek guidance and ask for the assistance of the Select Board when needed. The committee acted in good faith in asking for assistance. All B /C /C members should feel confident that they will be treated fairly and equitably, and not with some members being reprimanded or removed for violating policy, with others possibly being encouraged to violate policy. More importantly, the public needs to know that when a matter is before the Select Board for deliberation and vote, no matter how small or large the matter is, how general or delicate, that ALL Select Board members have ALL the information regarding the matter, and ALL the SAME information. The public record does not indicate which members of the Select Board knew of the letter and its contents before the May vote, if any did. I believe each Select Board member should make public whether or not he or she was aware of the letter and its contents before the May vote. I also believe each Select Board member should make known publicly if he or she knew that this information was being withheld from fellow Board members. The matter was not the committee's to decide, but the Select Board's decision to make. However, withholding information from Select Board members in order to influence and affect their vote is, in my opinion, unethical. Why did a letter that was drafted and was intended to go to the full Select Board never make it to them? If this information was in fact purposefully withheld from Select Board members, then what guarantee 1 �M� does the public have that this behavior is not occurring when the decisions being made by the Select Board involve large sums of money or more critical matters? Why should the citizens of Reading feel comfortable that all information that is needed to make important decisions on behalf of the Town is being shared equally with all Select Board members, and that all deliberation and votes by our highest elected officials are being made with careful consideration of all available information? I believe that transparency and honest behavior is what the citizens of this town expect from their Select Board. Sincerely, Angela Binda Town Meeting Member =01 Saunders, Caitlin From: Lisa Egan, Reading -North Reading Chamber of Commerce <legan @rnrchamber.com> Sent: Wednesday, August 08, 2018 1:40 PM To: Reading - Selectmen Subject: Who Was Just Selected as a "Best of" Northshore Winner for General Excellence, Best New Restaurant and Best Small Plates? 07 August After Hours Tapas, Beer, ' Wednesday, August 15th 5:30 - 7:30 PM Matador Restaurant, located within Hilton 2 Forbes Road Woburn MA (by BJs Wholesale Club) Congratulations to Chamber Member and our August's Networking Host: Matador, located within the Hilton Hotel. They have won 3 "Best of the Northshore Awards: General Excellence: Reader's Choice New Restaurant: Editor's choice AND Reader's Choice Small Plates: Reader's Choice Check out the article here. Join the Reading -North Reading Chamber of Commerce and the Woburn Business Association's (WBA) Young Professionals Group for our August After - Hours. Whether you are young or simply young at heart, you won't want to miss this evening. This hotel recently underwent a 20 million dollar renovation and you will swear you are in Boston instead of Woburn! Enjoy delicious Tapas appetizers, and a cash bar. This is a great opportunity to make new connections with our key stakeholders in The Readings, Woburn and beyond. Tickets: $10 for Chamber Members $20 for Non Chamber Members Baker's Governor Legislation: I I I local r industry? A Panel Discussion Save the Date: September 26th 7:30 AM Check In and Breakfast 8:00 - 9:30 AM Panel Presentation and Questions The Massachusetts Legislature Passed a "Grand Bargain" Legislative Package Which Includes a $15 Minimum Wage and Paid Family /Medical Leave Program Join fellow small business owners to learn about what was included in the final "Grand Bargain" legislative package. This legislation bundled parts from three ballot questions slated for the November 2018 ballot: $15 Minimum Wage Paid Family and Medical Leave Sales Tax Rollback This is your opportunity to learn about the final package and how it will impact your business. Following the presentation, there will be time for questions on how best to prepare your business for the new law, some of which goes into effect on January 1, 2019. Registration will open soon. August Multi Chamber Networking Wednesday, August 22th Cafe Escadrille 26 Cambridge Street Burlington, MA Complimentary Seminar: 4:30 -5:30 Networking: 5:30 -7:30 PM Main Ballroom 2 �a MEET, GREET & NETWORK with over 150 member professionals from a dozen local area Chambers. Don't forget to bring plenty of business cards. Tabletop space is available on a first -come, first - served - basis for Chamber Members Only at no additional cost. Space is limited and the tables are shared by 3 Chamber member companies. Table space is meant to display product samples and hold marketing materials. This is not a Business Expo - we encourage everyone to be networking and meeting new business contacts. Reserve your Ticket Now Member Ticket: 10 Non Member Ticket 20 WelcomeNew IN Member: KayLash Extensions At Kayl-ash we specialize in eyelash extensions. We'll choose the lashes that work best for you to wake up for a carefree, ready to go look! Call or text us at 781 -439- 5160 to schedule an appointment. Visit our website www.kaylashextensions.com and follow the links to our Facebook and Instagram to see some client photos. "Whoever said Diamonds are a girls best friend never had eyelash extensions." Kaylash Extensions, 161 Ash Street, Floor 2 Reading, MA (781)439-5160 KAYLASHEXTENSIONS @GMAIL.COM q 05 Reading -North Reading Chamber of Commerce I PO Box 771, Reading, MA 01867 Unsubscribe selectmen@ci.reading.ma.us Update Profile I About our service provider Sent by legan @rnrchamber.com in collaboration with LI Try it free today Saunders, Caitlin From: MassDOT <massDOT @public.govdelivery.com> Sent: Wednesday, August 08, 2018 11:43 AM To: Saunders, Caitlin Subject: [POSSIBLY SPAM] Better Bus Project: Upcoming Chelsea Public Meeting, 8/22 Importance: Low 111 You are subscribed to Better Bus Project updates from the MBTA. Join the MBTA's Better Bus Project for a Public Meeting Wednesday, August 22, 2018 6:00 PM - 8:30 PM Chelsea City Hall Council Chambers 500 Broadway, Chelsea, MA 02150 Nearest bus stops: City Hall Ave @ Broadway (Route: 111, 114, 116, and 117), Washington Ave @ Broadway (Routes: 111, 112,114, 116, and 117), and Broadway @ Shurtleff St (Routes: 111, 112, 114, 116, and 117) You are invited to join the Better Bus Project at our Public Meeting later this month in Chelsea. You can stop by anytime during the open house to provide public comments, share your ideas and experiences, and give your input on: • Your transit priorities. • The single most important thing the MBTA could do to improve bus service in your area. After the open house, there will be a presentation with additional time for public comments. Open House: 6:00 PM - 7:30 PM Presentation: 7:30 PM - 8:30 PM View a meeting flyer (anuncio en Espanol) for more information. 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This email was sent to csaunders @ci.reading.ma.us using GovDelivery Communications Cloud on behalf of the: Massachusetts Department of Transportation • 10 Park Plaza, Suite 4160 • Boston, MA 02116 877 - 623 -6846 Saunders, Caitlin From: vtsdmailer @vt -s.net on behalf of Contact form at Reading MA <vtsdmailer @vt- s.net> Sent: Tuesday, August 07, 2018 1:02 PM To: Reading - Selectmen Subject: [Reading MA] Tar Burms (Sent by Carl Anderson, cfa3 @verizon.net) Hello Board of Selectmen, Carl Anderson (cfaverizon.net) has sent you a message via your contact form (his: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /475 /edit. Message: Hello My name is Carl Anderson and I am a Town Meeting Member precinct 7. 1 live in the neighborhood containing Whittier Rd and Tennyson Rd. I was approached by a few of the neighbors with concerns about our street. When our road was done a few years ago curbing was not installed. Instead a tar burm was added. Over the years the burm has been cut down by over half and in some cases wiped away totally by the plows. During the winter several of the tree lawns were `also gauged out from plowing. The tree lawns were either repaired by the town or by the home owner. Currently during rain storms dirt from the tree lawns now flows down the street. I am writing to ask if the burms can be repaired or even better if we could get at least get full size tar curbing. Of course granite curbing would be the best but I understand that is very expensive. Let me know Carl Es Saunders, Caitlin From: Sprint Business < Sprint - Business @biz.sprint.com> Sent: Tuesday, August 07, 2018 10:31 AM To: Reading - Selectmen Subject: Why moving business voice to the cloud is smart View online Quite simply, your business and your people can do so much more in the cloud than on phones tied to on- premise systems. Upgrade your voice service to the cloud to match the way your people communicate and collaborate today Because in today's real world, work happens everywhere on all kinds of devices. Check out our mini -guide to see how cloud -based voice can unleash workforce productivity and set your people free. Read the min.glaide Read our blog and discover other ways workplace communication is changing for the better. FEJ 02018 Sprint. All rights reserved. Sprint and the logo are trademarks of Sprint. Other marks are the property of their respective owners. 326073 -MPU This email was sent to selectmen @ci.reading.ma.us. This is a promotional email from Sprint. For questions about our privacy policy write to: Office of Privacy - Legal Department, Sprint, P.O. Box 4600, Reston, VA 20195, UNSUBSCRIBE I SPRINT PRIVACY POLICY {{my. International Privacy }} Saunders, Caitlin From: ZHAOHAI PRODUCT LTD <jeff1zhaohai @163.com> Sent: Tuesday, August 07, 2018 2:21 AM To: Reading - Selectmen Subject: [POSSIBLY SPAM] figure skate guard Attachments: colour codejpg; package of guard1.png; guards jpg; 2018quotationofskatebladeguard .pdf Importance: Low Hi Dear Sir, Good day! We are a prefessional skate blade guard manufactuer in China,we could make guards with various colours like our colour code.as for the details,please refer to the enclosed files,thank you! BTW, flashing skate blade guard ex- work:5USD /pair.thank you! Best regards, Jeff SKYPE:marke236 ZHAOHAI PRODUCT LTD W Saunders, Caitlin From: LeLacheur, Bob Sent: Tuesday, August 07, 2018 1:32 AM To: Saunders, Caitlin Subject: FW: [Reading MA] Letter for SB packet re: OML (Sent by Meredith Yoder, meredith.yoder @gmail.com) SB packet From: vtsdmailer a vt -s.net [vtsdmailer @vt- s.net] Sent: Friday, August 03, 2018 9:43 AM To: Town Manager Subject: [Reading MA] Letter for SB packet re: OML (Sent by Meredith Yoder, meredith.voder @gmail.com) Hello rlelacheur, Meredith Yoder (meredith.voder @ gmail.com) has sent you a message via your contact form (https: / /www.readingma.gov /user /431 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /431 /edit. Message: Hi Bob. I submitted the following letter to the editor to the Patch and Chronicle today. I'd also like it included in the Select Board packet for the August meeting. Thank you and have a good weekend. Meredith Yoder 16 Curtis Street Subject: Vanessa Alvarado's ethics stand out as details of OML complaint revealed Town officials cannot debate or discuss town issues privately. Open Meeting Law (OML) requires all of these conversations to be made in formal executive or public sessions. However, according to the Attorney General's Office, they can talk about interpersonal topics outside of public forums- e.g. to resolve conflicts between individuals or address concerns unrelated to town issues. Interpersonal discussions are specifically carved out from OML to encourage boards to work through issues in a less formal way. That said, John Halsey, a member of Reading's Select Board, recently filed an unfounded OML complaint against his own board regarding a private interpersonal conversation that occurred prior to the June 19th public meeting. The complaint was focused specifically on a statement that Vanessa Alvarado made about not wanting to participate in derogatory conversations about town staff and volunteers, and her choice to leave the room if it were to happen again. On July 31, town counsel advised that the OML complaint made by Mr. Halsey was not a violation because the statement was related to an interpersonal concern. In my opinion, the crux of this matter is not a transparency issue. It was one board member standing up for personal ethics and conduct. While there have been many calls for the Select Board to be less combative publicly, it's clear to me that Ms. Alvarado attempted to address her concerns in a permissible way with fellow board members before public session so they could move on with town business. Unfortunately the attempt was met with an OML complaint by Mr. Halsey. 5� I believe Ms. Alvarado should have been supported more strongly by her fellow board members on this issue. I was astounded to witness so much grandstanding regarding transparency and opining about what should have been done differently, instead of addressing the actions that led to the need for such a statement in the first place. We should all be upset that this issue escalated to an unfounded CIML complaint resulting in town -paid legal fees and distracting us from pressing town matters. We should all expect better behavior and renewed focus going forward. Sincerely, Meredith Yoder 16 Curtis Street 00, Saunders, Caitlin From: Signzilla Training <excel @officedaycamp.com> Sent: Monday, August 06, 2018 9:57 PM To: Reading - Selectmen Subject: Training: Excel Essentials Aug 14 -15 Office 2016 License Included 99 USD I L1 Excel Essentials 2 -Day Class ONLINE August 14 -15 r k_3 ' , �s This information packed, two -day live online class, covers all of the essential topics to become productive with Excel 2016. No prior Excel Knowledge is needed. Explore the editions of Excel 2016 Analyze alternative data sets • Become familiar with new features in Excel . Examine data by using the Quick 2016 Analysis Lens • Create workbooks • Define an alternative data set • Modify workbooks • Define multiple alternative data sets • Modify worksheets • Analyze data by using data tables • Merge and unmerge cells . Vary your data to get a specific result • Customize the Excel 2016 app window by using Goal Seek • Find optimal solutions by using Work with data and Excel tables Solver • Analyze data by using descriptive • Enter and revise data statistics • Manage data by using Flash Fill • Move data within a workbook Create charts and graphics • Find and replace data • Correct and expand upon data • Create charts • Define Excel tables . 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Could your community get all of its power from renewable energy? Over 58 U.S. cities have committed to do so during the next two decades, according to a report from the World Economic Forum. With cities being responsible for 70% of global CO2 emissions and no leadership from the federal government, this may be what it takes to battle climate change. President, National Civic League National Civic League Couldn't Make it to Decatur, GA: Community Community Assistance #AAC2018? Watch all of the Relations Officers Who Project- Castle Pines finalists presentations. Enforce the Law 1101 ---------- 7 1 LDI __ A The League is working with the City of Castle Pines, Colorado to engage residents around what kind of a community they want to become amidst rapid population growth. Through online and in- person engagement, the National Civic League is helping residents to define what makes their community unique and what steps the city, businesses and people can take together to create a stronger future ... Read more "What About Women ?" -Carla Kimbrough Community presentations are an essential part of the All-America City experience. We see everything from first - person testimonials to skits, from mock TV shows to heartfelt stories, from dancing to spoken -word poetry and rap. Whatever form they take, these presentations are a powerful, inspiring and educational experience. Learn what makes an equitable, thriving community. Read more In 2015, the Decatur Police Department began an effort to reform the way they do policing, dovetailing this work with the Better Together Initiative and work to improve racial equity. The process, which involved extensive community outreach and guidance, has led to community policing being embedded in the Decatur Police department's culture. Decatur is also a 2018 All-America City... Read more Free Resource for Climate August Webinar: Public Resilience Planning Libraries Lending Resources D O �V� Because government - -those hired The Geos Institute has developed a and elected -- rarely reflects our free, step -by -step, comprehensive diverse society, we must deliberately guide to climate resilience planning engage the broader based on its 9 years of experience community, including the under- helping communities understand and represented and those isolated by adapt to changing climate race and income. We must hold public conditions. The free resource "A meetings in different neighborhoods, Practical Guide to Building Climate at different times, in different Resilience" is built on the Geos formats ... This must occur often, not Institute's Whole Community merely periodically or during election Resilience framework. season... Read more Read more Additional Information & Upcoming Events 2018 Priority Based Budgeting Bootcamp + Summit! August 8 - 10, 2018 in Denver, CO More information 2018 ICMA Annual Conference September 23 -26, 2018 in Baltimore, MD More information. 8th National Conference on Dialogue & Deliberation (NCDD) November 2 -4, 2018 in Denver, CO More information. City Summit (National League of Cities) November 7 -10, 2018 in Los Angeles, CA More information. 19 F Public libraries see some of the community's most pressing problems up close. Join us for a webinar on August 7th to learn how libraries are assisting people with recovery needs and homelessness. Presenters Jean Badalamenti, Health and Human Services Coordinator for the D.C. Public Library, and Elissa Hardy, Community Resource Manager for the Denver Public Library Register for free qua National Civic League Headquarters 1 303 - 571 -4343 1 www.nationalcivicleague.org, 190 E. 9th Ave. Suite 200, Denver, CO 80203 SafeUnsubscribeTM selectmen@ci.reading.ma.us Forward this email I Update Profile I About our service provider Sent by aac@ncl.org in collaboration with O Try it free today Saunders, Caitlin From: DJmjMedia <DJmjMedia @djmjmedia.com> Sent: Friday, August 03, 2018 5:54 PM To: Reading - Selectmen Subject: Instant Business Card App for iOS and Android CUSTOMIZED ICARD FOR YOUR BUSINESS We can develop a custom "iCard app for your business. iCards can be used on all mobile platforms. You can place your iCard web link on your website, social media pages, email or text the link. WE COVER ALL BUSINESSES iCard offers many features to better connect with your potential customers. Some of our main features include the following: Call, Directions, Share App, E -Mail, Push messaaes to iCard users. Android and Apple devices. Join mailina list and aavment 1 �\O\ integration. Content Management system available to make all changes. =IF Saunders, Caitlin From: DLS Alerts <dls alerts =dor. state .ma.us @mail87.at1161.mcsv.net> on behalf of DLS Alerts <dls_alerts @dor.state.ma.us> Sent: Thursday, August 02, 2018 6:13 PM To: Reading - Selectmen Subject: City & Town - August 2nd, 2018 D - I Discussing Community Preservation q X \ Jared Curtis — Bureau of Accounts Field Representative Tony Rassias — Bureau of Accounts Deputy Director August 2nd, 2018 In this issue: Each year, the Bureau of Accounts distributes a Budget Bulletin in the spring addressing issues that cities, towns, regional school and other districts should • Discussing consider for the upcoming fiscal year's revenue and expenditure budgeting and other Community Preservatio related matters. n • Ask DLS: Personal One particular topic that appears annually in the Bulletin and always generates ProaertjrTaxes inquiries is the Community Preservation Act (CPA) as it relates to state matching funds estimate for cities and towns. The following represents a discussion between Tony Rassias, Deputy Director of the Bureau of Accounts, and Jared Curtis, the Bureau's subject matter expert, covers a variety of topics related to the CPA. We hope Important Dates & you find it helpful. Information Tony Rassias: Jared, for cities and towns that haven't accepted the CPA, could you first explain what the Act is all about? DLS Employment Jared Curtis: Sure. Cities and towns that accept the CPA impose a surcharge on Opportunity — Worcester each parcel of taxable real estate up to an additional 3% of the bill, less any exemption Office to the surcharge adopted by the city or town as allowed by the CPA law. Total surcharges received are then reserved into a local CPA fund for community The DLS Bureau of Accounts (BOA) preservation purposes to preserve open space and historic resources, create is seeking a field representative in its affordable housing and develop outdoor recreational facilities. A state trust fund, Worcester office to work with created from recording fees at the Registry of Deeds and Land Court, provides an municipalities, special districts and additional source of revenue to the local CPA fund through state matching funds. regional school districts on accounting, reporting, and financial TR: How do cities and towns accept the Act? management through regulatory review and technical support. JC: Cities and towns have two acceptance options. Under the first option, the CPA is accepted under M.G.L. c. 44B, §3(b) and a surcharge up to 3% of the tax assessed on Please view the posting by clicking each parcel of taxable real estate is approved. This is called the "traditional" CPA. this Mass Careers Job Opportunities Under the second option, the CPA is accepted under G.L. c. 44B, § 3(b1/2) and (1) a link. Applications must be submitted surcharge of at least 1 % is approved and (2) an appropriation of other municipal online to be considered. Related revenue is made into the Community Preservation Fund (CPF) which when added q X \ questions should be directed to BOA together with the surcharge will not exceed 3% of the taxes assessed on real property. Director Mary Jane Handy at This is called the "blended" CPA. handymAdor. state. ma. us. the electorate after filing a local ballot question petition signed by at least 5% of the four (4) hours of continuing If a city or town has adopted a "traditional" CPA, it must follow the amendment Registration Now Open for procedure under M.G.L. c. 44B, § 16(a) to adopt the "blended" CPA. Adoption of the "What's New in Municipal CPA under both options requires either (1) legislative body approval and voter approval of a ballot question or (2) a petition process and voter approval of a ballot Law" question. The Division of Local Services Legal Staff will offer its annual seminar "What's New in Municipal Law" for local officials on Thursday, September 27, 2018 at The Lantana in Randolph and Thursday, October 4, 2018 at the Log Cabin Banquet & Meeting House in Holyoke. TR: What happens to the CPA surcharge receipts? JC: Surcharges, and the other revenue appropriated to the Community Preservation Fund by a "blended" CPA community, are credited to the local CPF and may be appropriated on the recommendation of the Community Preservation Committee for community preservation purposes under the CPA law. TR: What are state matching funds? Please click the following for the JC: A Community Preservation Trust Fund is established at the state level which is agenda and registration form. funded by surcharges on recording fees at the Registry of Deeds and Land Court. All Registrations must be received by municipalities imposing a surcharge the previous year receive a first round state Wednesday, September 19, 2018. match. Pre - registration is required. If you have any questions about these TR: Our Budget Bulletin begins with a total number of cities and towns that have seminars, please contact DLS accepted the CPA that are eligible for state matching funds in the upcoming fiscal Training Coordinator Donna Quinn at year. How does BOA know the correct number of acceptances and are they all 617- 626 -3838 or eligible for state matching funds? d I s reg istratio n A-d or. state. m a. us. the Way Now Available Don't miss the July 2018 edition of Buy the Wav, the monthly newsletter of the Operational Services Division (OSD). Because a municipality must commit one fiscal year of surcharges prior to receiving a state match, cities and towns where the CPA takes effect on July 1, 2018 will receive their first state match distribution in November of 2019, in FY2020. In FY2018, 172 municipalities committed the CPA local surcharge and will be eligible for the State match in FY2019. In FY2018, 162 cities and towns received just over $24 million for the FY2018 state match. Click here to get news and updates TR: The Bulletin then indicates a percentage first round state match as determined by from OSD delivered to your inbox. the Municipal Databank. Why is this estimate so important? DLS Releases New Budget JC: The CPA calls for up to three distribution rounds. All cities and towns that imposed and Tax Rate Planning Tool a surcharge the previous fiscal year will receive first round match distributions. The estimate is important for local Community Preservation Committees to properly budget revenue to be received from the State's Trust Fund in the upcoming fiscal year. For The Division of Local Services has FY2019, the Databank has estimated a first round match of 11.5% of the municipality's released a new Excel -based tool for 0$1 JC: Once the CPA has been accepted by either (1) a majority vote of the municipal The Massachusetts Association of legislative body followed by a majority vote of the electorate or by (2) a majority vote of Assessing Officers (MAAO) will grant the electorate after filing a local ballot question petition signed by at least 5% of the four (4) hours of continuing municipality's registered voters, municipal clerks are required to submit a CPA education credits to assessors Notification of Acceptance form to the Municipal Databank in the Division of Local attending this program. Services (DLS). This notification is important, not only for tracking acceptances, but for distributing the state matching funds because the Municipal Databank is responsible OSD: Latest Issue of Buy for the distribution. the Way Now Available Don't miss the July 2018 edition of Buy the Wav, the monthly newsletter of the Operational Services Division (OSD). Because a municipality must commit one fiscal year of surcharges prior to receiving a state match, cities and towns where the CPA takes effect on July 1, 2018 will receive their first state match distribution in November of 2019, in FY2020. In FY2018, 172 municipalities committed the CPA local surcharge and will be eligible for the State match in FY2019. In FY2018, 162 cities and towns received just over $24 million for the FY2018 state match. Click here to get news and updates TR: The Bulletin then indicates a percentage first round state match as determined by from OSD delivered to your inbox. the Municipal Databank. Why is this estimate so important? DLS Releases New Budget JC: The CPA calls for up to three distribution rounds. All cities and towns that imposed and Tax Rate Planning Tool a surcharge the previous fiscal year will receive first round match distributions. The estimate is important for local Community Preservation Committees to properly budget revenue to be received from the State's Trust Fund in the upcoming fiscal year. For The Division of Local Services has FY2019, the Databank has estimated a first round match of 11.5% of the municipality's released a new Excel -based tool for 0$1 assisting cities, towns and districts with tax rate planning'and analysis. This Excel workbook can be used in tandem with DLS Gateway to analyze the impact of municipal finance decisions on the estimated property tax levy for any fiscal year. To view this new resource, please visit our Financial Tools Calculators and Templates webpage. C 0 Other DLS Links: surcharge imposed in FY2018. TR: How is the first round match estimate determined? JC: The process of estimating the first round match is a bit complicated, but here is a very basic overview. The Databank estimates the match by: • reviewing the balance in the state trust fund as of March 15th • estimating deposits into the fund through October of the next fiscal year • splitting 80% of the projected fund balance, after administrative expenses, among the eligible cities and towns • estimating growth in the local surcharge commitments TR: Why did our first round percentage estimate drop from FY2018 to FY2019? JC: The FY2018 first round estimate was 15 %, but the actual match was 17.2 %. The actual percentage exceeded our estimate. But for FY2019, the estimate is 11.5 %. 1 see two reasons for the estimate's decline. The first and main reason is that recent legislative changes to the CPA have attracted 10 additional cities and towns, including several larger cities, to accept the law and these entities are now eligible to receive a state match in FY2019. The second reason is that fees taken in by the Registry of Deeds and Land Court that provide revenue for the match have remained stable. As a result, the percentage of the state match has decreased. TR: As for the other distribution rounds, which cities and towns are eligible? JC: We already know that municipalities that imposed a surcharge in the prior fiscal Local Officials Directory year are eligible for the first round distribution. If monies remain, there is a second or equity round and a third or surplus round distribution to cities and towns that have Information Guideline adopted the maximum 3% surcharge. The most a city or town may receive in state Releases (IGRs) matching funds in any year is 100% of the total surcharge it assessed in the previous fiscal year. Bulletins TR: How is the state match determined for a "blended" CPA municipality? Publications & Training Center JC: For these cities and towns, the state match is based on surcharge collections in the previous fiscal year plus the amount of the additional revenue appropriated by the municipality to the CPF by June 30 of that fiscal year. To be eligible for additional Tools and Financial rounds of state matching funds, the "blended" CPA municipality must have Calculators appropriated additional municipal revenue to the CPF so that the total funds, additional appropriated municipal revenues plus surcharge, equal 3% of the real estate tax levy. The most a "blended" CPA city or town may receive in state matching funds in any year is 100% of the total surcharge assessed in the previous fiscal year plus additional funds appropriated in that fiscal year to the CPF. TR: How many cities and towns have accepted the 3% maximum surcharge? JC: Currently, for the 172 municipalities that have accepted the CPA, the breakdown of percentages accepted is: • 75 at 3% • 15 at 2% • 39 at 1.5% • 1 at 1.25% • 1 at 1.10% • 40 at 1% • 1 at .5% Included within the 1 % and 1.5% categories are five municipalities that have adopted or amended their CPA adoption to a "blended" CPA. TR: The Bulletin says that the equity and surplus distributions will increase a city or town's reimbursement depending upon their decile and total surcharge amount. What is a decile, and why will reimbursements increase because of it? JC: It would probably help if I explain how the second and third rounds work. The 20% reserved in the state trust fund before the first round is calculated is used to determine the second or equity distribution round by dividing the remaining fund balance by the number of cities and towns receiving distributions. This result is called the "base." Every municipality's equalized valuation or EQV per capita and population is then ranked from highest to lowest and the ranks are averaged to get a "raw score." The "raw scores" are then ranked from lowest to highest and the cities and towns are placed into what are called deciles. Each decile has 35 municipalities, except decile 1 has 36. Each one of the 10 deciles has a percentage of the base assigned to it in descending order from 140% to 50 %. Decile #1 is assigned 140 %, decile 2, 130% and so on. By formula, municipalities in the lower deciles (for example 1, 2, or 3) are determined to be those most in need and will receive a greater percentage share of the "base." If money is still available in the state trust fund after the second round, there is a third or surplus round. A new "base" is determined just as in the second round that is then multiplied by the same decile percentage used in the second round. TR: How about a quick example? JC: Let's say that Community A accepted a surcharge percentage of 3% and is therefore eligible for three rounds of distribution and let's say that money will be available in the fund after rounds one and two. Now, let's say that Community A collected a previous fiscal year surcharge of $1 million and the next fiscal year's actual first round match is 17.2 %. In the next fiscal year, Community A will receive a match of at least $172,000. In the second round, Community A's EQV and population was averaged to give it a raw score which was then ranked against all cities and towns. A base was calculated at $45,000. Community A's ranking placed it into the fourth decile which allows an equity distribution of 110% of the base, another $49,500 or $45,000 times 110 %. In the third round, after a new base of $25,000 is determined, Community A's 110% decile percentage from the second round allows a surplus distribution of $27,500, or $25,000 times 110 %. In total for the three rounds, Community A will receive a distribution of $249,000 from the state trust fund. TR: Finally, the Budget Bulletin indicates that the estimates are subject to change depending upon Registry of Deeds collections between the time of the Bulletin and October of that year. Why does that time frame make a difference? JC: The time frame when we issue our Budget Bulletin through October is important because actual Registry of Deeds and Land Court fees will be deposited into the State Trust Fund. The Databank does a great job estimating the amounts that will be collected, however; the actual receipts are what the final distribution in November is based on. TR: Is there more than one distribution in a fiscal year? JC: The only distribution for the fiscal year is in November provided the city or town submits to the Databank forms CP -1 and CP -3. Form CP -1 is available in Gateway and form CP -3 is available from Mass GIS after entering your community's password issued by the DLS Databank. Contact the Databank to obtain a password. Any questions concerning the completion of the CP -3 should be directed to the Community Preservation Coalition at (617) 367 -8998. TR: Thank you for your explanations, Jared. I'm sure our readers will now more fully understand the Bureau's guidance. JC: Thanks, Tony! The authors would like to thank Lisa Krzywicki, Director Municipal Databank/Local Aid Unit, and Patricia Hunt of the Bureau of Municipal Finance Law for their help in reviewing this article. Ask DLS: Personal Property Taxes This month's Ask DLS is the last in a series of frequently asked questions about personal property taxes. This month's questions are about the collection of delinquent personal property taxes. Please let us know if you have other areas of interest or send a question to cityandtownador. state. ma. us. We would like to hear from you. What remedies may be used to collect delinquent personal property taxes? Local tax collectors must enforce the personal liability of the assessed owner in order to collect delinquent personal property taxes. The reason is that a municipality or district does not have a lien on taxable personal property to secure the payment of the assessed tax. This means that a personal property item that is taxed, e.g., a valuable work of art, cannot be taken and sold to satisfy the tax obligation. Collectors have several remedies available to collect from the assessed owner. The most commonly used are (1) civil suit, (2) set -off and (3) license and permit denial, revocation, suspension or non - renewal. Collectors are not limited to using just one of these available remedies. They may use any or all remedies available under state law in order to collect taxes owed the municipality or district. When can a municipality sue to collect delinquent personal property taxes? The collector may file a civil suit against the assessed owner within six years of the due date of the personal property tax. M.G.L. c. 60. § 35. As a result of changes made by the 2016 Municipal Modernization Act, the collector may bring all such actions in the Small Claims Session of the District Court. Ordinarily, there is a $7,000 limit on the value of claims that may be litigated in a Small Claims Session. M.G.L. c. 218, § 21. However, tax collection suits can now be brought in this session regardless of the amount of the tax owed. The small claims procedure is designed for individuals not represented by counsel and is a fast - tracked, practical, and inexpensive process to resolve a tax delinquency. Tax collectors who obtain a judgment for a tax deficiency may then be able to collect on the judgment by levying against the delinquent taxpayer's assets. When can a municipality withhold money it owes to a taxpayer to apply to unpaid personal property taxes? Under M.G.L. c. 60, § 93, money owed by a municipality to a delinquent taxpayer may be withheld in order to set off the tax delinquency. The municipal treasurer may set -off monies owed to the taxpayer on his or her own initiative and must do so upon the tax collector's request. There is no time limit or statute of limitation on the use of set -off as a collection remedy. Decota v. Stoughton, 23 Mass. App. 618 (1987). This remedy might be used, for example, where the taxpayer is owed an abatement refund or payment for goods or services provided to the city or town under a contract. When can a municipality use license or permit denial, revocation, suspension or non - renewal to collect delinquent personal property taxes? Under M.G.L. c. 40, § 57, a municipality may deny, revoke, suspend or not renew certain local licenses and permits to applicants who are delinquent in payment of their local taxes or charges. In order to use this collection remedy, however, the municipality must accept M.G.L. c. 40, § 57 and adopt an implementation by -law or ordinance. Acceptance is by vote of the legislative body subject to charter. M.G.L. c. 4, § 4. Tax collectors then provide their licensing and permitting boards and departments annually, or on a more frequent period as established in the implementation by -law or ordinance, with the names of delinquent taxpayers. A taxpayer has a right to a hearing with the licensing or permitting authority and opportunity to enter into a payment agreement in order to obtain the license or permit. What does the collector do when personal property taxes cannot be collected after diligent collection efforts? The collector cannot on his or he own authority write -off a tax committed for collection. Uncollectible personal property receivables are cleared from the books by the assessors abating the tax, with the abated tax charged to the overlay. Therefore, if after diligent collection efforts, the tax collector finds that a personal property tax is uncollectible, the collector can follow one of two procedures to have the assessors abate the tax. The abatement procedure followed depends on the reason the taxes 0 are uncollectible. A personal property tax may be uncollectible because the assessed owner is dead, is unable to pay due to bankruptcy, poverty or other reason, or has relocated out of state or otherwise disappeared. In that case, under M.G.L. c. 59, § 71, the collector gives a written notice to the assessors, who have 30 days to process the abatement. The assessors may inquire about the reasons during that 30 day period, but the collector decides that the taxes are uncollectible. The assessors abate within 30 days and certify the abatement to the collector, who is then no longer obligated to collect the tax. State Tax Form 380/166 is used for this procedure. If a personal property tax is uncollectible for some other reason, the collector may ask the assessors to obtain authority to abate the tax using the procedure under M.G.L. c. 58 8. Under that statute, the Commissioner of Revenue may authorize the assessors to abate in circumstances where they do not have jurisdiction. The primary purpose it was enacted was to enable local tax collectors to clear uncollectible receivables from the books and protect them on their bonds. Although it is within the assessors' sole discretion to use the so- called "8 of 58" procedure to obtain authority to abate, they should use this procedure in order'to abate personal property taxes that will never be collected. Editor: Dan Bertrand Editorial Board: Sean Cronin, Anthonia Bakare, Linda Bradley, Deb Joyce, Theo Kalivas, Patricia Hunt and Tony Rassias Contact City & Town with questions, comments and feedback by emailing us at cityandtownador.state.ma.us. To unsubscribe to City & Town and all DLS alerts, email dls alerts@dor.state. ma. us. This email was sent to selectmen(a)ci. reading, ma. us why did I pet this? unsubscribe from this list update subscription preferences Massachusetts Department of Revenue - Division of Local Services • 100 Cambridge Street • Boston, MA 02114 • USA Z� Saunders, Caitlin From: LeLacheur, Bob Sent: Wednesday, August 01, 2018 11:38 AM To: Saunders, Caitlin Subject: FW: Verizon Fios TV -- LFA Notification Attachments: Customer Notice -- belN Sports.pdf Email & attached for next SB packet Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanaaerOci. readina. ma. us (P) 781- 942 -9043, (F) 781 - 942 -9037 www.Lggdingma.gov Town Hall Hours: M,W,Th: 7:30 a.m - 5:30 p.m.;T: 7:30 a.m. - 7:00 p.m.; CLOSED Friday From: Connors, Niall S [ mailto :niall.s. con nors(cbyerizon.com] Sent: Wednesday, August 01, 2018 11:28 AM Subject: Verizon Fios TV -- LFA Notification Dear Municipal Official: This is to inform you that our agreement with belN Sports (channel 596), which also owns belN Sports en Espanol, is up for renewal today atmidnight. They have proposed a significant rate increase for the same content that they offer today. We have given belN Sports a reasonable offer to continue providing subscribers access to their channels. Unfortunately, there is a possibility that we will not be able to reach an agreement with belN before the contract expires, which would result in Verizon not having the rights to carry their channels effective August 2, 2018. Rest assured, our goal is to quickly reach a fair agreement to prevent any disruption to the channels but wanted to make you aware of the potential situation. Verizon will begin notifying subscribers through the Fios° TV Message Center on August 1, 2018. A sample customer notice is attached. Please note, if we do not reach an ,agreement with belN Sports bymidnight tonight, we will send you and our subscribers another notification indicating that the channel is no longer available on the Fios® TV channel lineup. Access to the Fios® TV channel lineup is available 24/7 online at verizon.com /fiostvchannels. We realize that our customers have other alternatives for entertainment and our goal is to offer the best choice and value in the industry. Verizon appreciates the opportunity to conduct business in your community. Should you or your staff have any questions, please contact me. Sincerely, VWiZCii1' Niall Connors Fios Franchise Service Manager Massachusetts and Rhode Island 6 Bowdoin Square, 10th Floor Boston, MA 02114 O 857.415.5123 1 M 781.715.7058 niall.s.connorsAc erizon.com qya Fioso TV Programming Change As you are probably aware, we receive new proposals from content providers when it is time to renew existing agreements for channels we currently provide. Our agreement with belN Sports, which also owns belN Sports En Espanol, is currently up for renewal on August 1, 2018. They have proposed a significant rate increase for the same content that they offer today. We have given belN Sports a reasonable offer to continue providing you access to their channels. Unfortunately, there is a possibility that we will not be able to reach an agreement with belN before the contract expires, which would result in Verizon not having the rights to bring you their channels effective August 2, 2018. Rest assured, our goal is to quickly reach a fair agreement to prevent any disruption to the channels you enjoy today but wanted to make you aware of the potential situation. As a reminder, regardless of the outcome of our negotiations you will continue to have access to both of these channels until 11:59pm EST on August 1, 2018. We understand you have a choice for home entertainment and appreciate you choosing Verizon. Saunders, Caitlin From: LeLacheur, Bob Sent: Tuesday, July 31, 2018 4:07 PM To: Saunders, Caitlin Subject: FW: Introducing Emily Follow Up Flag: Follow up Flag Status: Flagged SB 8/21 packet Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townrnonooer(@ci.readino.ma.us (P) 781 - 942 -9043; (F) 781- 942 -9037 www.readingma.pov Town Hall Hours: M,W,Th: 7:30 a.m - 5:30 p.m.;T: 7:30 a.m. - 7:00 p.m.; CLOSED Friday From: Crowley, Zachary (SEN) [ma i Ito: Zachary.Crowley @masenate.gov] Sent: Tuesday, July 24, 2018 3:31 PM To: Crowley, Zachary (SEN) Cc: Granoff, Emily Subject: Introducing Emily Good afternoon - I write to introduce you to our new District Director in the Senator's office, Emily Granoff. Emily recently graduated from Hamilton College, and we're very excited to have her here in our office to help us advocate effectively for your local priorities. Please reach her at the office at (617) 722 -1206, or by her e-mail (CC'd), and she will be sure to follow up. Welcome aboard Emily! Best, Zach Zach Crowley Chief of Staff Office of Senator Jason Lewis (617) 722 -1206 0 Saunders, Caitlin From: LeLacheur, Bob Sent: Tuesday, July 31, 2018 4:05 PM To: Saunders, Caitlin Subject: FW: [Reading MA] Branding & Wayfinding (Sent by Brian Kelly, bkellyca @yahoo.com) Follow Up Flag: Follow up Flag Status: Flagged For 8/21 SB packet Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 town manager(@ci.readine.ma.us (P) 781 - 942 -9043; (F) 781 - 942 -9037 www.readingma.gov Town Hall Hours: M,W,Th: 7:30 a.m - 5:30 p.m.;T: 7:30 a.m. - 7:OO p.m.; CLOSED Friday - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] Sent: Sunday, July 29, 2018 3:25 PM To: Reading - Selectmen Subject: [Reading MA] Branding & Wayfinding (Sent by Brian Kelly, bkellyca @yahoo.com) Hello Board of Selectmen, Brian Kelly (bkell cy a @yahoo.com) has sent you a message via your contact form (https: / /www.readingma.gov /user /475 /contact) at Reading MA. If you don't want to receive such e- mails, you can change your settings at https: / /www.readingma.gov /user /475 /edit. Message: I just wanted to bring this Branding and Wayfinding proposal to your attention. You all may look at this a a small drop in the bucket of how you spend tax payers money. Some expenditures are neccessary and some are not. I found out Ipswich did a similar project and spent almost $100,00.00 of their taxpayers money on this project. Sounds to me like you as town officials want this and businesses want this project to be done. I object strongly to spending money on a project which has limited success for all parties involved. We should not be spending tax payers money on a project which really does nothing for you taxpayer base. I would like to suggest that if you folks see no way around this expenditure, that you divide the cost between business owners and the town tax payers 50% to the town and 50% to the business who want these signs. Just a thought!! Thank You, 1 Brian Kelly Saunders, Caitlin From: LeLacheur, Bob Sent: Tuesday, July 31, 2018 4:03 PM To: Saunders, Caitlin Subject: FW: Historical Cell Tower Revenue.xlsx Attachments: Historical Cell Tower Revenue.xlsx Email & attachment for 8/21 SB packet Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanaaer(a)ci. reading, ma. us (P) 781- 942 -9043; (F) 781 -942 -9037 www.readinama.aov Town Hall Hours: M,W,Th: 7:30 a.m - 5:30 p.m.;T: 7:30 a.m. - 7:00 p.m.; CLOSED Friday From: Angstrom, Sharon Sent: Monday, July 30, 2018 10:33 AM To: Gemme, Laura Cc: Kraunelis, Matthew; LeLacheur, Bob Subject: Historical Cell Tower Revenue.xlsx Hi Laura, Attached is the historical cell tower revenue information that was requested last week by public records request. I could only provide 10 years of data as the rest would be in the prior software. Please let me know if anything else is needed. Thanks, ebb\ Town of Reading Cell Tower Revenue History As of July 30,2018 Cell Provider FY 08 FY 09 FY 30 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 Vendor Breakout Unknown 91,011 Brought forward from priorsoftware system AT &T 50,255 31,740 31,740 31,834 36,501 37,393 36,501 33,459 39,543 18,251 Sprint 36,225 41,175 54,780 51,075 51,075 53,629 58,736 58,736 58,736 58,736 T- Mobile 15,870 31,740 31,740 31,740 34,835 39,543 36,501 36,501 36,501 53,187 Totals 91,011 102,350 104,655 118,260 114,649 122,411 130,564 131,738 128,697 134,780 130,174 Assessing News and Notes August 2018 By the Reading Board of Assessors Victor Santaniello Chief Appraiser Your Assessing Department is gearing up for the second year of our Reading Senior Circuit Breaker Real Estate Tax Exemption. Applications will be available next week at our office in Town Hall, the Reading Senior Center and the Reading Public Library. Our office will be receiving applications on August 1 St with the last day to file of August 31St. In order to qualify, you must: • Receive a Senior Circuit Breaker Credit on your 2017 Massachusetts Income Tax Return. • You, or at least one joint applicant, must have owned and occupied a home in Reading as your principal residence for the past 10 consecutive years. • Applicant is 65 by the close of the previous year (joint applicant must be at least 60). • Must NOT have significant other assets, i.e. second home, which would disqualify you. What do you need to bring? • 2017 Income Tax Filing with 2017 MA state tax form Schedule CB. • Valid Massachusetts ID, Birth Certificate or valid passport • For properties that may be subject to a trust, bring trust instrument and schedule of beneficiaries. Again, please do be prepared with your state and federal 2017 income tax filing and any trust documents that may apply so that we can determine eligibility. The amount of the exemption will depend on the number of applicants and will be based upon your individual circuit breaker credit. At a minimum, the town will offer at least 50% of your circuit breaker credit. The maximum credit could be up to double your circuit breaker credit. The amount of the credit will be determined with the Select Board at the annual classification presentation by the Board of Assessors. Please understand that only 2 other Massachusetts communities have established an additional form of senior tax relief. So, I respectfully ask for your patience and understanding during our review of pertinent documents to determine eligibility. For any other inquiries, please do call the Assessor's Office at 781 - 942 -9027.