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HomeMy WebLinkAbout2018-02-27 SB PacketoF� ,. Town of Reading Meeting Posting with Agenda ' � E, 1 ` Q ua G R ti I-F z 1" Board - Committee - Commission - Council: ► z: Board of Selectmen Date: 2018 -02 -27 Time: 7:00 PM Building: Reading Town Hall Location: Selectmen Meeting Room Address: 16 Lowell Street Agenda: Purpose: General Business Meeting Called By: Caitlin Saunders on behalf of Chairman John Arena 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 a. Reading Girl Scouts 100th Anniversary 7:15 4) Personnel & Appointments 5) Discussion /Action Items a. Approve FYI Non Union Classification and Compensation Plans 7:30 b. Eaton Lakeview 40B Project— Resident Presentation 7:35 C. Approve Safety Requests 7:55 d. Close Warrant for April Town Meeting 8:00 e. Discuss BOS role in upcoming override 8:30 £ Discuss BOS Policies Article 1 General Operating Procedures 9:00 (Section 1. 1.9 Communication — deferred from last meeting) g. Preview Water /Sewer /Storm Water rates 9:45 h. Change of Manager — Biltmore and Main 9:55 i. Change of D /B /A — Reading Square Texaco 10:00 6) Approval of Minutes a. January 9th, 2018 b. January 23rd, 2018 7) Licenses, Permits and Approvals 8) Executive Session 9) Correspondence a. Correspondence from US Department of Commerce, re: Census b. Correspondence from MassDOT, re: Boston to Reading Highway Lighting System Improvements 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 I 1 c Town of Reading Meeting Posting with Agenda , n a�3x rxc atia C. Correspondence from Xfinity, re: Form 500 for 2017 d. Email from Brad Grimm, re: Override e. Email from MMA, re: Board of Directors f. Email from Jerrold Starr, re: RMLD g. Correspondence from RPD, re: Graffiti Incidents h. Email from Kaitlyn Mercurio, re: Mass Shooting Task Force 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 2 OFR�gp'y Office of the Town Manager ' 16 Lowell Street o,63gINCOAp��P�� Reading, MA 01867 To: Board of Selectmen From: Robert W. LeLacheur, Jr. CFA Date: February 22, 2018 RE: BOS Agenda for February 27th 781 - 942 -9043 townmanager0 ci.reading.ma.us www.readingma.gov /town - manager As a reminder, next week Dan Ensminger has office hours at Town Hall 6:30pm. The Reading Girl Scouts will be in to describe an upcoming celebration for their 100th year nationally and their 75th year in Reading. As I mentioned, the organization was a great experience for our two daughters. Next will be a Hearing to approve the FY19 Non Union Classification and Compensation Plans. There are no suggested changes to the Classification Plan, and as described during the budget process there is a proposed 1% COLA. If the voters approve an Override then the Classification Plan will need to be amended to include two new positions in Accounting and Technology, but the Compensation Plan will not need any revisions. Residents from Eaton /Lakeview will then make a brief presentation about a proposed 40B project in their neighborhood. Next we will ask you to approve the two changes described by Lt. Amendola at your last meeting: a Right Turn Only on Green & Main Streets; and a Right Turn Only 7:30- 8:30am exiting the Killam ES driveway. As yet we have received no subsequent comments or questions from Board members or from the general public. Town Counsel will be present as you close the Warrant for Annual Town Meeting. February 27th is the deadline by the Charter, so we must meet this night. The draft Warrant with 19 Articles is attached and should be considered final with two exceptions: (1) on next Monday night the School Committee is going to discuss and may request more details for the ballot question for their budget, as follows (bold and cross -out format): Shall the Town of Reading be allowed to assess an additional $4.15 million in real estate and personal property taxes for the purposes of the general operation of the Public Schools ($2,654,969); for Classroom Teachers ($1,802,484), Teaching, Learning and Classroom Support ($821,429), and Athletics ($31,056); for 5 Police Officers and 4 Firefighter /paramedics ($1,050,311); for General Government including Public Works, Finance, Technology, Human /Elder Services and inspections ($317,391); and for increased hours and staffing for the Public Library ($127,329) for the fiscal year beginning July 1, 2018 ?" Yes No (2) Town Counsel is still working on the RMLD issue, under Article 18. I expect that Town Meeting will last a minimum of two nights. Next the Board will stop to discuss their role in the upcoming Override, and Town Counsel will remain present for any assistance. Note that last week the FINCOM requested that all elected boards meet on Wednesday March 281h to allow for a community conversation. The Selectmen's agenda for the night before (March 27th) right now is completely blank as some things have needed to be rearranged, so it would seem that the best approach is to simply reschedule and meet on March 28th. BOS Policy Article 1 General Operating Procedures will then be on the table for a discussion. Since the Communication portion was tabled at your last meeting, we will tackle the entire Article at once. I have included a draft revision (and a translation guide) after meetings and feedback from Selectmen Berman & Halsey, with two exceptions: the Communication section, while rearranged, needs your thoughts and comments, so right now it is otherwise unchanged; and (2) all of the financial issues were reorganized into one section and otherwise left unchanged. The section on fraud seems eligible for streamlining, and the Town Accountant will work with Town Counsel on that part over the next few months. It is important that we get through this thoroughly, because your next meeting calls for a Public Hearing to adopt changes, and some are timely because the Board typically has reorganized after the local election, in most recent years. The best way to review this document is to place the old and new versions, each of which are included in the packet, side -by -side. I tried bold and cross -out but that made things impossible to follow. Note that a discussion on BOS Policies: Article 2 Volunteers, Boards and Committees will need to be delayed because of the need to spend time on the Communication section of Article 1. Lastly, the Board will receive a preview of Water /Sewer /Storm Water rates. I plan on doing a quick but comprehensive discussion, so that the Public Hearing scheduled for you next meeting may take only a brief amount of time. In recent years the Board has voted rates in early March, which is helpful for the printed Town Meeting Warrant. This year because of the advanced budget meeting schedule, FINCOM did not have the benefit of knowing about rates before they needed to approve the Enterprise Fund budgets. On March 13th, the Board will first have a Public Hearing on W /S /SW rates. Then the developer of a 40R project at 467 Main Street (the Sunoco station) will give a brief overview. A Public Hearing to approve BOS Policy Article 1 will follow. After that, the Recreation Committee has asked for some time on the agenda to discuss some topics. Among them will not be an update on the Birch Meadow Master Plan, as that subcommittee has been slow to form and has had challenging quorum issues. Finally, I will ask if the Board wishes to vote on the Annual Town Meeting Warrant Articles, and then ask the Board to adjourn to Executive Session for the purpose of discussing strategy with respect to Collective Bargaining & Labor contracts, not to return to Open session. DRAFT - BOARD OF SELECTMEN 2018 AGENDAS 2018 2122120.18 Staff Estimated February 27, 2018 Tuesday; Office Hour Dan Ensminger 6:30 Reading Girl Scouts: 100th Anniversary Celebration LeLacheur 7:15 HEARING Approve FY19 Non Union Classification and Compensation Plans LeLacheur 7:30 Eaton Lakeview 40B Project - Residents' Presentation Board 7:35 Approve Safety requests: (1) Right Turn Only sign on Green and Main Streets; (2) Right Turn Only 7:30- 8:30am sign at driveway exit of Killam Elementary School LeLacheur 7:55 Close Warrant for April Town Meeting Town Counsel 8:00 Discuss BOS role in upcoming Override Board 8:30 Discuss BOS Policies Article 1 General Operating Procedures (Section 1.1.9 Communication deferred from last meeting) Board 9:00 Preview Water /Sewer /Storm Water rates LeLacheur 9:45 March 7,`2018 ' FINCOM- Vote Annual` TM Warrant Articles Wednesday March 13, 2018 Tuesday =, Office Hour Barry Berman 6:30 HEARING Approve Water /Sewer /Storm Water Rates for FY19 LeLacheur 7:20 467 Main St. 40R (Sunoco Station) Delios 7:45 HEARING Approve BOS Policies: Article 1 General Operating Procedures LeLacheur 8:30 Recreation topics Recreation Committee 9:00 Vote Annual Town Meeting Warrant Articles LeLacheur 9:30 Executive Session To discuss strategy with respect to Collective Bargaining & Labor Contracts LeLacheur 9:45 March 27, ;2018 Tuesday; Office Hour Andrew Friedmann 6:30 March 28, 2018 Financial Forum ? Wednesday April 3, 2018 Local Elections Tuesday April 17, 2018 ITuesday !! Office Hour 212212018 Staff Estimated Board reorganization LeLacheur 7:00 Town Accountant Quarterly Review Angstrom 7:20 Discuss Water Tank/Cell Tower Percival 7:45 Discuss BOS Policies: Article 2 Volunteers, Boards and Committees Board 8:30 April 23, 2018 Annual Town Meeting I May 3,2018 Monday Thursday April 26, 2018 Annual Town Meeting II Annual Town Meeting V Thursday April 30,2018 Annual Town Meeting III Monday May 1S, 2018 Office Hour May 3,2018 Annual Town Meeting IV Thursday May 7, 2018 Annual Town Meeting V Monday May 1S, 2018 Tuesday; Office Hour Town Accountant Quarterly Review jAngstrom 7:20 Office Hour DRAFT - BOARD OF SELECTMEN 2018 AGENDAS 2018 212212018 Staff Estimated Office Hour Future Agendas HEARING Approve BOS Policies: Article 2 Volunteers, Boards and Committees LeLacheur Discuss Oakland Road land public process LeLacheur Discuss Liquor License policy LeLacheur July'18 Percy Avenue: improvements on a private way LeLacheur Downtown Parking Segalla Recurring Items Close Warrant: Nov 117 TM by 9/26 Close Warrant: Apr ' 18 TM by 2/27 Review BOS /TM Goals Dec & June Semi -ann Appointments of Boards & Committees June Annual Hearing Approve Classification & Compensation June Annual Hearing Tax Classification October Annual Approve licenses December Annual Reports to BOS Town Accountant Report Qtrly Economic Development Director Semi -ann RCTV members Report Semi -ann CAB (RMLD) member Report Semi -ann MAPC member Report Annual Reading Housing Authority Report Annual Reading Ice Arena Report Annual BOS Appointed Boards & Committees Annual 0 h a V d' A x H x as x H 0 0 H O U a L7 0 O 4.., U O bA � cd � � O o o � o � C 7� o U N O ^" U � C7 0 O p O N 5 H � v �i 0 0 U U O �A O 0 U L 0 U 0 O � O N N � •� o v� O bA � bA bn � 0 N N cd U Y) cd T7 O i a� 0 O O O � cd o t a� V) p„ cd o � U O � to o •� o o � O 00 N O O N U th O O O Ln OU x OC's 0 Cl) N bA O .v U v� H an U H vcn o �-+ cd i■ it O T/ W F W w 0 x H Saunders, Caitlin From: Sent: To: Cc: Subject: Attachments: Caitlin — next BOS packet LeLacheur, Bob Thursday, February 15, 2018 4:45 PM Reading - Selectmen Saunders, Caitlin FW: GS 100 100th Birthday Flyer Marketing- KC.pdf Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanager @ci. reading. ma. us (P) 781 -942 -9043, (F) 781 -942-9037 www.readinQma.gov Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m.;Tuesday: 7:30 a.m. - 7:00 p.m.; Friday: CLOSED From: Joanne Senders [ma i Ito: kjsenders@verizon. net] Sent: Thursday, February 15, 2018 4:21 PM To: LeLacheur, Bob Subject: GS 100 Hi Bob, Please find attached the flyer for the Girl Scout 100 Celebration. We want to formally invite you and the selectmen to this community event. FYI Senator Lewis is stopping by at 2:30 Thanks for your support Joanne �a rate) March 10, 2018 (Snow date 3.11.18) 9am -4 pm Camp Rice Moody 29 Rice Road Reading, MA A day long celebration! Come for the day, stop by for a short visit. We hope you will join us in celebrating! Crafts h as God's Eye, Friendship Bracelets Photo Booth, Time Capsule (Bring something to include in the capsWe) i; U1111-0m, M Please visit our website for additional details and to order a commemorative tee -shirt available in youth and adult sizes. http://www.Read!ngGiriScouts.or . Please let us know you are coming by providing an RSVP at https : / /ReadingGS100.rsvpify.com. Monetary donations will be accepted at the door. All proceeds benefit the Reading Girl Scouts Achievement Award. ReadingMAGirlscouts @ gmaiLcom Text /Call 781 - 789 -6774 6MI 5 ai T N U Z ^J^ Z Q U_ LL U) V J Q U CD Z_ Q LLI ry LL O O O N LL • S o N z �y C c yd U > W ° Q �j U c 8 C4 ii,° w U :av�x a xQ � O V `n cV U C 3 u b x .N C v¢ a aC] H UL1 0 O N bA C N C U v C � O r � Q a d N N U O V a j xv) N x P acn x a>i UQ O a � � V o U U N 3 O U w Q d E E C G > � O �U U o O a U O U C U xC7 N N U x 3 b a d [ w 7 tbdA O U ° N U O. Ov Q xQ kd 22 c7 m Ga[ QQ w aCi c c I CJ w N C E O U N N A Q. 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N V} VF N VT VT VT VT N V} N VT V} N V4 Vl VT Vi N VT N M O N O vt N v1 N M 1D 111 m q M N V1 M m a LD .-i M W M V 0 M O M V IA m n N 1D N t!1 1D N 11 ID M rI rI M n c{ V tD N N V N N n tD .-I V N N .-1 a a m m W a M n N W M O 111 M N n n m W V m n d' n 111 00 CO U1 m N M N d' IO N c} N d' N V1 a ti 111 W �p OG O N C l6 O1 N U1 O1 M I-Z fV M C V1 6 N �/1 T tvt r N r M A LD a N N C 6 y N lr N 1 n N r M N N a N rl M m M C' a m m o ID n OO m 0 d N H N N N N N m m d L d M M M a d' 111 i w w n W m 0 C H H C O V p � N N N N N Vf to vT VF t/i V} Vf lR N t1) N V} V} N to Vl VT V} N N LT W 9 O) y q t6 d J� a� Q m U O W LL J Z O LL a = Date Filed: February 6, 2018 Filed By: Lieutenant Christine Amendola On Behalf of: Parking Traffic Transportation Task Force Section 1: Purpose of Amendment - Right Turn Only Sign Section 2: Proposed Amendment - Street to be amended: Green Street Location on Street: Improve traffic safety at the intersection of Green St and Main St. Westbound on Green St. Regulation: Right turn only at the location Pursuant to Article: Pursuant to Article 6.17.2 Section 3: Effective Date: This act shall take effect upon its passage and the provisions above shall not expire. Board of Selectmen: Date Signed: Certification of Amendment: The Town Clerk certifies that Amendment Number above was by the Board of Selectmen of the Town of Reading through an official vote occurring during a public hearing held on . The Amendment was through a vote of in favor and opposed. Town Clerk Town Corporate Seal 5 �� Date Filed: February 6, 2018 Filed By: Lieutenant Christine Amendola On Behalf of: Parking Traffic Transportation Task Force and Principal Sarah Leveque Section 1: Purpose of Amendment - Right Turn Only Sign to improve traffic safety and flow at the driveway exit to the Killam School, on Charles St. Section 2: Proposed Amendment - Street to be amended: Charles St at the Killam School Location on Street: Driveway exit at the Killam School, on Charles St. Regulation: Right turn only at the location Pursuant to Article: Pursuant to Article 6.17.2.1 Section 3: Effective Date: This act shall take effect upon its passage and the provisions above shall not expire. Board of Selectmen: Date Signed: Certification of Amendment: The Town Clerk certifies that Amendment Number above was by the Board of Selectmen of the Town of Reading through an official vote occurring during a public hearing held on . The Amendment was through a vote of in favor and opposed. Town Clerk Town Corporate Seal 56� Annual Town Meeting - April 2018 - -------- --- April 23(M),- 26(Th); 30(M); May 3(Th) ... - -------- Art. # Article Description Sponsor I Details Notes I Local Election April 3rd defer to 2 Reports Board of Selectmen IStateof the Town - BOS Chair 4/26 Financial Update - Finance Committee I defer to Chair Peter Lyclecker 4/26 IM : i : Motion to Table - Selectman xx Ei SEEM Wi � � defer to 3 :Instructions B o a r do S e I e ct e n�M Otl c n to - Selectman xx Table :i last night Amend the Capital Improvement Program FY18 Presentation - Town Manager Bob 4 -FY28 Board of Selectmen LeLacheur FINCOM Report - xxx 5 Amend the FY18 Budget FINCOM Presentation Bob LeL - acheu - r FINCOM Report - xxx Approve Payment of Prior Presentation -Town Accountant Sharon 6 Bills Board of Selectmen Angstrom 4/5 vote _jYear's g IS FINCOM Report - xxx 7 'Declare Surplus Materials Board of Selectmen Presentation - Sharon Angstrom ;; FINCOM Report - xxx sm ME M!11121: Ems= (Appropriate Funds into 8 Irrevocable Trust Board of Selectmen Presentation - Sharon Angstrom Ems= �OPEB FINCOM Report - xxx w Amend General Byla 6.6.2 9 . Revolving Fund Inspection Board of Selectmen Presentation - Sharon Angstrom _j FINCOM Report - xxx ON ME I Ulm i .Amend General Bylaw 6.6.4 Library Materials Replacement Revolving 10 Fund Board of Selectmen Presentation - Sharon Angstrom FINCOM Report - xxx W 11 Approve Revolving Funds Board of Selectmen Presentation - Sharon Angstrom R, NO— FINCOM Report - xxx Approve Affordable Housing I Presentation -Assistant Town Manager 12 Trust Fund Allocation Plan Board of Selectmen Jean Delios 56� Annual Town Meeting - April 2018 Article Description ---Sponsor Details Authorize Procurement for Pnsentatinn - Superntendemoc]ohn Digital Curriculum For Term Doherty &KP3 Director of Finance & Dowd 13 �G,emerThan3Yeum �BoandnfSe|��men Operations Do�o 4 General Bylaws ' 14 Rename Board of Selectmen Board of Selectmen Amend Zoning Bylaw 6.0 zs Intensity Regulation- |Cpoc AV 16 Expenditures Board of Selectmen Determine the Process of 5t 18 Department � Board of Selectmen Remove Town Meeting 19 �Members ! Board ofSelectmen Presentation - Bylaw Committee Bylaw Committee Report 'mm Presentation 'CPDC F|N[OMReport mm Notes defer to 2/3 vote F|NCO[N Report see votes printed in Budget packet Presentation - Sharon F|NCOM Report 'mm I defer to Presentation - Town Clerk Laura Gernme- I la - st - night Bylaw Committee Report - xxx COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Town of Reading: By virtue of this Warrant, I , on , 2018 notified and warned the inhabitants of the Town of Reading, qualified to vote on Town affairs, to meet at the place and at the time specified by posting attested copies of this Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Reading Police Station, 15 Union Street Precinct 3 Reading Municipal Light Department, 230 Ash Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Reading Public Library, 64 Middlesex Avenue Precinct 6 Barrows School, 16 Edgemont Avenue Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive` Precinct 8 Wood End School, 85 Sunset Rock Lane Town Hall, The date of posting being not les Town Meeting in this Warrant. I also caused a posting of this W, 2018. Constable A true copy Attest: Laura Gemme, Town Clerk fourteen (14) days prior to April 3, 2018, the date set for nt to be published on the Town of Reading website on 50 TOWN WARRANT OF R,40 y � f� O �O INCORp��P� COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. To any of the Constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in the Local,Elections and Town affairs, to meet in the following place designated for the eight precincts in said Town, namely: Precincts 1. 2. 3. 4. 5.>6. 7 and `8 ing Memorial High School, I TUESDAY, the THIRD from 7:00 a.m. to 8:00 P.M. to ARTICLE 1 Toe A Moderator for one year One member of the Boar Two members of the Boa One member of the Boar Two members of the Mur Two members of the Sch Seventy.. -Six Town Meetir following precincts: followi of Selectmen I of Library Ti of Library Try ipal Light Bo :)I Committee OF APRIL, A.D., 2018 Dn the following Articles, viz: three years; Bes for three years; as for two years; for three years; three years; ad rs shall be elected to represent each of the Precinct 1 Eight members for three years; be One member for two years One member for one year; Precinct 2 Eight members for three years; Two members for one year; Precinct 3 Eight members for three years; Three members for one year; Precinct 4 Eight members for three years; Precinct 5 Eight members for three years; Two members for one year; Precinct 6 Eight members for three years; Three members for one year; Precinct 7 Eight members for three years; and Precinct 8 Eight members for three years be and to vote on the following question: Shall the Town of Reading be allowed to assess an additional $4.15 million in real estate and personal property taxes for the purposes of the general operation of the Public Schools ($2,654,969); for 5 Police Officers and 4 Firefighter /paramedics ($1,050,311); for General Government including Public Works, Finance, Technology, Human /Elder Services and Inspections ($317,391); and for increased hours and staffing for the Public Library ($127,329) for the fiscal year beginning July 1, 2018? Yes No and to meet at the Reading Memorial High School, 62 Oakland Road, in said Reading on MONDAY, the TWENTY -THIRD DAY of APRIL A.D., 2018 at seven - thirty o'clock in the evening, at which time and place the following Articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 2 To hear and act on the reports of the Board of Selectmen, School Committee, Library Trustees, Municipal Light < Board, Finance Committee, Bylaw Committee, Town Manager, Town Accountant and any other Town Official, Board or Committee. Board of Selectmen ARTICLE 3 To choose all other necessary Town Officers and Boards or Committees and determine what instructions shall be given Town Officers and Boards or Committees, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, for the purpose of funding Town Officers and Boards or Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen ARTICLE 4 To see if the Town will vote to amend the FY 2018 -28 Capital Improvements Program as provided for in Section 7 -7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Board of Selectmen ARTICLE 5 To see if the Town will vote to amend the Town's Operating Budget for the Fiscal Year commencing July 1, 2017, as adopted under Article 16 of the Annual Town Meeting of April 4, 2017 and amended under Article 4 of the Subsequent Town Meeting of November 13, 2017; and to see if the Town will vote to raise and appropriate, borrow or transfer 5 d5 from available funds, or otherwise provide a sum or sums of money to be added to the amounts appropriated under said Article, as amended, for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee ARTICLE 6 To see if the Town will vote to raise and appropriate, transfer from available funds or otherwise provide a sum or sums of money to pay bills remaining unpaid from prior fiscal years for goods and services actually rendered to the Town, or take any other action with respect thereto. Board of Selectmen ARTICLE 7 To see if the Town will vote to authorize the Board of Selectmen to sell, exchange, or dispose of, various items of Town tangible property, upon such terms and conditions as they may determine; or take any other action with respect thereto. ARTICLE 8 To see what su "Other Post - Employment Benefits Liab ARTICLE 9 establishing and deletior 6.6.2 To see if t e inspection Revo aeing struck throu tion Revolving Ft he Board of Selectmen will appropriate to the irrevocable trust for any other action with respect thereto. Board of Selectmen `Town will vote to amend Section 6.6.2 of the General Bylaw, Iving Fund as shown below, with additions being shown in bold g h' .-A Funds held in the Inspection Revolving Fund shall be used for legal costs, oversight and inspection, plan review,_ property appraisals and appeals, public services general management, pedestrian safety improvements, records archiving, and other costs related to building, plumbing, wiring, gas and other permits required for large construction projects and shall be expended by the Town Manager. Receipts credited to this fund shall include building, plumbing, wiring, and gas and other permit fees for the Schoolhouse Commons, Reading Village, Postmark Square, 20 -24 Gould Street, 467 Main Street, Oaktree, Addison - Wesley /Pearson and Johnson Woods developments. or take any other action with respect thereto. Board of Selectmen 5a� ARTICLE 10 To see if the Town will vote to amend Section 6.6.4 of the General Bylaw, establishing the Library Materials Replacement Revolving Fund as shown below, with additions being shown in bold and deletions being struck through: Library Materials ReplaGement Fines and Fees Revolving Fund. Funds held in the Library lN.4at8r0_;;lg ReplaGernent Fines and Fees Revolving Fund shall be used for the acquisition of library materials to replace lost and damaged materials, or for the maintenance, upkeep and supplies for supplementary fee -based services. and Funds shall be expended by the Library Director under the supervision of the Library Trustees. Receipts credited to this fund shall include charges for lost and damaged library materials, and fees from printing, faxing or similar supplementary fee - based services. or take any other action with respect thereto. Board of Selectmen ARTICLE 11 To see if the Town will vote to establish the limit on the total amount that may be expended from each revolving fund established by Article 9 of the Town of Reading General Bylaw pursuant to Section 53E'/z of Chapter 44 of the Massachusetts General Laws for the fiscal year beginning July 1, 2018, or take any other action with respect thereto. Board of Selectmen ARTICLE 12 To see if the Town will vote to approve an Affordable Housing Trust Fund Allocation Plan pursuant to Chapter 140 of the Acts of 2001 entitled "AN ACT AUTHORIZING THE TOWN OF' READING TO ESTABLISH AN AFFORDABLE HOUSING TRUST FUND ", or take any other action with respect thereto. Board of Selectmen ARTICLE 13 To see if the Town will vote to authorize the Superintendent of Schools, or a designee thereof, to enter into a contract or contracts for Digital Curriculum for a term in excess of three years but not to exceed six years, including any extension or renewal thereof or option under an existing contract, upon such terms and conditions determined by the Superintendent or designee to be in the best interests of the Town; provided, however, that, prior to executing a contract for a term in excess of three years, the Superintendent or designee shall certify in writing to the School Committee that such longer term will enable the Town to secure more favorable terms, considering price, expected useful life of the technology and any other relevant factors, that would otherwise be available under a contract with a three -year term; and provided further that any such contract with a total value in excess of $25,000 shall require the concurrence of the Town Manager; or take any other action with respect thereto. Board of Selectmen l ARTICLE 14 To see if the Town will vote to amend the General Bylaw as follows: A. By inserting, after Section 1.10.2, the following definition: and 1.10.3 Executive Board The Board of Selectmen established by Section 3.2 of the Reading Home Rule Charter. The Executive Board 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 this bylaw, by the Zoning Bylaw or by Town Meeting vote. B. By renumbering subsequent provisions of Section 1.10 accordingly; C. By striking the term "Board of Selectm Bylaw, and inserting, in place thereof, or take any other action with respect thereto. ARTICLE 15 To see if the T the Zoning Bylaw as shown below, struck through: 6.0 INTENSITY F No use shall be established, nor build to the dimensional regulations of the be changed in size or shape so the prescribed are exceeded. ierever it may currently appear in said m "Executive Board;" of Selectmen )wn will vote to amend Section 6.0 Intensity Regulations of with additions being shown in bold and deletions being EGULATIONS ng or structure erected in any district unless it conforms Zoning Bylaw. No existing lot, building or structure shall the height, area, yard or coverage provisions herein 6.1 General Requirements 6.1.1 Dimensional Requirements Dimensional requirements for all uses and buildings shall be as set forth in Section 6.3, the "Table of Dimensional Controls." The letters "NA" in this table denote that specific dimensional controls are not applicable to a particular use. Additional requirements shall be as set forth in Sections 6.2 and 6.3. 6.2 Supplementary Requirements All buildings, structures and uses shall be subject to the following additional requirements: 6.2.1 Lot Shape 6.2.1.1 Minimum Lot Width Specified Any newly created lot in a Residential District for which a minimum lot width is specified shall satisfy the following requirements: a Each lot shall have, in addition to the required frontage, the required minimum lot width at all points between the required frontage and the nearest point on the front wall of any dwelling on such lot; and b The angles formed by the intersection of the side lot lines and the right -of -way providing the minimum frontage shall not be less than 45 degrees. Eb 6.2.1.2 Minimum Lot Width Not Specified Any newly created lot in any Zoning District for which a minimum lot width is not specified shall satisfy the following requirement: The angles formed by the intersection of the side lot lines and the right -of -way providing the rnirli[OUM frontage shall not be less than 45 degrees. 6.2. -32 Yards 6.2.32.41In Residence Districts, yard requirements shall not apply to projecting eaves, cornices, chimneys, steps, bow or bay windows, windowsills and belt courses that do not increase the gross floor area of the building. 6.2.34 He! 6.2.34.1 -2 In the Industrial District, a hotel or motel may have a maximum height of eighty - four (84) feet if the following conditions are satisfied: a 2-1—, Nfto hotel or motel building may cast an unacceptable shadow, as determined by _ CPDC based on shadow studies submitted by the Applicant, on any building containing a dwelling unit in existence at the time of the building permit application; b Along a major street, the hotel or motel building shall be set back seventy -five a minimum of f75- (50) feet er the height ef the building, whieheve, is grea-tef, and a landscaped or naturally vegetated buffer at least €+€t� twenty (20) feet wide shall be provided along the major street, except where there are curb cuts.;; --acrd 6.2.54 Gross Floor Area 6.2.54.1 In Apartment 40 and Business A Districts, the gross floor area of a multi - family dwelling shall not exceed forty percent (40 %) of the lot area. 6.2.54.2 In the Apartment 80 Districts, the gross floor area of a multi - family dwelling shall not exceed the lot area. 6.2.65 Landscaped Area 6.2.65.1 In Apartment 40 and Business A Districts, not less than twenty -five percent (25 %) of the area of a lot containing a multi - family dwelling shall be a landscaped area. 6.2.65.2 In Apartment 80 Districts, not less than thirty -five percent (35 %) of the area of a lot containing a multi - family dwelling shall be a landscaped area. 6.2.76 Buildings Per Lot 6.2.76.1 In all d' tFietS other than the Apartment 80, a-Rd Business C, Industrial and PUD- I Districts, a lot may have more than one principal building. net m Fe th 6.2.176.2 Where two or more principal buildings are permitted on the same lot: a T, -the minimum distance between the buildings shall be determined, at the discretion of the Building Inspector, as follows: 1 The total distance between the proposed or existing , building(s) o Building Code and Fire Code requires and other fire prevention /suppressh 2 The Fire Department has sufficient a b The area between the buildings shall =t the property owner. 6.2.87 Upland Requirement )roposed building(s) and any i "` the lot is adequate to meet vents, accounting for fire - rating in features; and :cess between the buildings. e maintained and kept clear by Any portion of a lot lying within a delineated wetlands resource area, as determined by the Reading Conservation Commission, may be credited to the minimum lot area requirements set forth in Section 6.3 ef the Zening Bylaw only if the portion outside such wetlands resource area is of at least the following size: Zon Single Fami Single Fami Single Fami Minimum Area Outside of Wetlands Resource Area 15 12,000 square feet 20 12,000 square feet 40 20,000 square feet Use Minimum Lot Width (Feet) Minimum Area (Square Feet Minimum Frontage (Feet); Required Front Yard' Feet Required Side Yard (Feet) Required < Rear Yard (Feet) Maximum Coverage % of Lot Maximum Building Height2 Feet One or Two Farn ly Dwellin In S -15 District 60 15 000 100 20 15 20 25 35 In S -20 Districts 80 20,000 1203 20 15 20 25 35 In S -40 Districts 80 40 000 200 20 15 20 25 35 In A -40 Districts 10,000 80 20 15 20 25 40 In Bus -A Districts NA NA 154 104 204 25 45 Multi-Family Dwelling In A -40 Districts 1 1 40,000 80 30 30 30 25 40 � I,, 6�c) Use Minimum Lot Width (Feet) Minimum Area (Square Feet Minimum Frontage (Feet) Required Front Yard' Feet Required Side Yard (Feet) Required ` Rear Yard (Feet) Maximum Coverage % of Lot Maximum Building Height2 Feet In A -80 Distric:ls 80,000 NA 60 60 60 12.5 60 In Bus -A Districts 40,000 100,000+ NA 15 30 30 25 40 In S -15 Districts 100 20 15 20 25 35 In S -20 Districts 100,000+ 120 20 15 20 25 35 In S -40 Districts 100,000+ 200 20 15 20 25 35 In A -40 Districts 100,000+ 80 20 15 20 25 40 In A -80 Districts 100,000+ NA 20 NA NA NA 60 Hotel or Motel In Bus -A Districts NA NA 504 104, 204 60 45 In Bus -B Districts NA NA NA NA- 20 85 45 In Bus -C Districts NA NA 104 104 104 60 55 -5 In Ind Districts NA NA 506&8 206 206 602-5 60 _*' Other Permitted Princi al Use In S -15 Districts 15,000 100 20 15 20'' 25 35 In S -20 Districts 20 000 120 20 15 20 25 35 In S -40 Districts 40 000 200 20 15 20 25 35 In A -40 Districts 10 000 80 20 NA NA NA 40 In A -80 Districts 80,000 NA 20 NA NA NA 60 In Bus -A Districts NA NA 154 104 204 60 45 In Bus -B Districts NA NA NA 20 85 45 In Bus -C Districts :NA NA 104 104 104 60 55 -5 In Ind Districts NA 206 &8-50 206 206 60 60 Exempt Uses – School and Church In S -15 Districts 15,000 100 15 30 30 25 35 In S -20 Districts 20,000 120 15 30 30 25 35 In S -40 Districts < 40 000 200 15 30 30 25 35 In A -40 Districts ' 10,000 80 NA 30 30 NA 40 In A -80 Districts 80 000 NA NA ' 30 30 NA 60 In BUS -A Districts NA NA 104 304 304 60 45 In BUS- B Districts NA NA NA 30 30 85 45 In BUS -C Districts NA NA 104 304 304 60 55 In Ind Districts NA NA �2 06 &8S8 20638 20638 60 60 Use Minimum Minimum Minimum Required Required Required Maximum Maximum Business A and B Lot Width Area Frontage Front Side Yard Rear Yard Coverage Building (Feet) (Square (Feet) Yard (Feet) (Feet) % of Lot Height' Feet) (Feet) (Feet) 1. In all Residence Districts, irrespective of the requirements set forth in Section 6.3 of the Zoning By4awthis Table, the required front yard for any building other than a multi - family dwelling shall be ten (10) feet or the average of the actual front setbacks of the buildings on the adjacent lots on either side, whichever is greater. For the purposes of ct;en 6.2this requirement, if an adjacent lot is vacant, it shall be deemed to be occupied by a building with a required front yard as specified in this Table. 2. Maximum height regulatienslimits shall not apply to appurtenances such as: chimneys, elevators, poles, spires, tanks, towers or similar structures not intended to be used for human occupancy. 3. In a Single Family 20 Districts, the required frontage shall be reduced to not less than eighty (80) feet if the street line is a curve having a radius of not more than two hundred (200) feet, and the lot has a width of not less than one hundred twenty (120) feet, measured at along the rear of the required front, yard. 4. In Business A and C Districts, the required yard measured from e" a street which is not designated as the front lot line on whmeh the building does not have frontage shall be twenty (20) feet for any building other than a multi - family dwelling. ** 5. Fifty -five (55) feet, except ninety -five (95) feet if the structure is located within four hundred (400) feet of the property line adjacent to Route 128, as the property line exists on May 1, 2000, including ramps, and south of Jacob Way and excluding areas within two hundred (200) feet of the residential zoning district to the west, all as more specifically shown on a plan entitled: "Plan Showing Height Limitation and Setback Areas, Business C District in Reading, ,Mass.," dated March 27, 2000, Scale 1" = 60', by Hayes Engineering, Inc., on file with the Reading Town Clerk. 6. Where an Industrial District lot directly adjoins, Required Rear Yard where the adjacency occurs Inspector, if the following conditions are met: a. The total distance between the proposed I meet Building Code; and Fire Code prevention /suppression features; and b. The Fire Department has sufficient acces adjacent lots. The area(s) between any proposed building(s) ani owner. _ dustrial District lot, the applicable Required Side Yard or educed or eliminated, at the discretion of the Building iilding(s) and existing building(s) on adjacent lots is adequate to requirements, accounting for fire - rating and other fire between the proposed building(s) and existing building(s) on the lot line(s) shall be maintained and kept clear by the property 7. Except as provided in Section 6.2.3.1. S. In an Industrial District, the Rrequired F #ront Yyards shall be five (5) feet for canopies over any drive - through facility. 6.4 Special Cases 6.4.1 Transitional Areas The following additional requirements shall apply to buildings in Business A; or Business B and industrima4 Districts located within one hundred fifty (150) feet of a Residence District;, and to buildings in a Business C District located within one hundred (100) feet of a Residence District; and to buildings in Industrial Districts whose lots share a lot line with a Residence District: 9; A 1 1 Tahla of Arlrlitinnal Dimensional Controls for Transitional Areas District Distance From Residence Required Yards District Front Feet Side Feet Rear Feet Business A and B Sharing a lot line with 1 5 10 NA C56'0\ 66.4.1.2 in an industFial DhStHet., the required side and rear yard shall be fifty (50) feet where the let line is a street line, and the eppesite side ef the street is on a ReswElenee DwstH - -- 6.4.1.42 In an Industrial District, as part of all new construction of any building, parking lot, structure, or any extension or addition to a preexisting building, parking lot or structure on a lot that is leeated shares a lot line with or is across a street from a Residence District, a buffer strip with a minimum depth and visual screen is required and may include any combination of the following at the discretion of the CPDC: landscaping, fencing, or other structures. 6.4.1.3 In an Industrial District, as part of all new construction of any building or any extension or addition to a, preexisting_ building, on a lot that shares a lot line with a Residence District, any building 'wall facing a Residence District shall 'be stepped back such that the maximum building envelope is bounded by a';line projected from the property line at a 3 to 5 ratio. y FIGURE b.XXX 6.4.1.4 In the Business C District, all new construction of any building, parking lot, structure, or any extension or addition to a preexisting building, parking lot or structure shall be subject to the following requirements: a No building shall be located within one hundred (100) feet of a Residence District. b There shall be a landscaped buffer strip of a minimum width of twenty -five (25) along the full abutting length of a Residence District. Said buffer shall be a densely planted staggered double row of a seventy /thirty (70/30) mixture of evergreen /deciduous trees. Plant material shall be such that a minimum of seven (7) feet in height is reached within the first five (5) years of planting. Plant material shall be maintained in a healthy condition or replaced to attain 5a�3 Within 150 feet 5 NA NA Business C Within 100 feet 5 NA NA Industrial Sharing a lot line with NA I-8850 I -9850 Within 150 feet NA 4-00 399 66.4.1.2 in an industFial DhStHet., the required side and rear yard shall be fifty (50) feet where the let line is a street line, and the eppesite side ef the street is on a ReswElenee DwstH - -- 6.4.1.42 In an Industrial District, as part of all new construction of any building, parking lot, structure, or any extension or addition to a preexisting building, parking lot or structure on a lot that is leeated shares a lot line with or is across a street from a Residence District, a buffer strip with a minimum depth and visual screen is required and may include any combination of the following at the discretion of the CPDC: landscaping, fencing, or other structures. 6.4.1.3 In an Industrial District, as part of all new construction of any building or any extension or addition to a, preexisting_ building, on a lot that shares a lot line with a Residence District, any building 'wall facing a Residence District shall 'be stepped back such that the maximum building envelope is bounded by a';line projected from the property line at a 3 to 5 ratio. y FIGURE b.XXX 6.4.1.4 In the Business C District, all new construction of any building, parking lot, structure, or any extension or addition to a preexisting building, parking lot or structure shall be subject to the following requirements: a No building shall be located within one hundred (100) feet of a Residence District. b There shall be a landscaped buffer strip of a minimum width of twenty -five (25) along the full abutting length of a Residence District. Said buffer shall be a densely planted staggered double row of a seventy /thirty (70/30) mixture of evergreen /deciduous trees. Plant material shall be such that a minimum of seven (7) feet in height is reached within the first five (5) years of planting. Plant material shall be maintained in a healthy condition or replaced to attain 5a�3 previously noted height. Buffer edge shall be planted a minimum of two (2) feet off of the property line abutting residential property. c No parking area shall be located within twenty -five (25) feet of the Residence District, and no parking area or building shall be allowed in Restricted Area "A" as shown on the plan entitled: "Plan Showing Height Limitation and Setback Areas, Business C District in Reading, Mass. ", dated March 27, 2000, Scale I" _ 60', by Hayes Engineering, Inc., on file with the Reading Town Clerk." d Maximum Allowable Development - Senior Housing and Townhouses. The plan entitled: "Business C Planning Subdistricts ", dated October 2, 2007, on file with the Building Inspector and the Town Clerk, and incorporated herein by reference, establishes four (4) Planning Subdistricts within the Business C District. The boundaries of a Planning Subdistrict may be modified by the CPDC based upon Site Plan Review applications submitted by the landowner or its agents for proposed developments within, the Business C District. Within such Planning Subdistricts, the following restrictions shall be applicable: 1 Townhouses shall be permitted only within Planning Subdistrict A and shall be limited to no more than sixteen (16) dwelling units. 2 Age- restricted dwellings, assisted living facilities and nursing homes shall be permitted only in Planning Subdistricts B and D; provided, however that (a) no more than one hundred sixty,, (160), units shall be permitted in any Planning Subdistrict, (b) no more than three hundred ten (310) units shall be permitted within the entire Business C District, and (c) no more than two (2) Planning Subdistricts may contain age- restricted dwellings, assisted . living facilities or nursing home units. 3 Within any ,Planning Subdistrict, an increase of one hundred sixty thousand (160,000) square feet in the total authorized gross floor area of all office or other allowed principal uses shall be permitted; provided, however, that the amount of such increase shall be reduced by one thousand (1000) square feet for each age - restricted dwelling, assisted living or nursing home unit constructed within the Planning Subdistrict. e For purposes of determining compliance with the foregoing requirements and the height limitations set forth in Table 6.3, all yards and buffer areas shall be measured from the boundary line between the Business C District and the adjoining 5 -20 District and the S -15 District. 6.5 Landscape Standards 6.5.1 Appropriate landscaping and design shall be incorporated into new nonresidential development and redevelopment projects within nonresidential districts and into new multi - family dwelling projects. Landscape design plans shall be prepared by a registered landscape architect; provided, however, that the CPDC may accept a plan prepared by one other than a landscape architect if it believes the plan meets the landscaping standards of this Section and is in concert with the intent thereof. Wherever possible, naturally occurring vegetation shall be incorporated into the landscape plan, which shall show the limits of work, existing tree lines, and all proposed landscape features and improvements including screening, planting areas, size and type of stock for shrubs and trees, and proposed erosion control measures. 6.5.2 Side yards required by the Intensity Regulations set forth in Section 6.0 of the Zoning Bylaw shall be landscaped. Such side yards shall be planted with a combination of grass, shrubs of appropriate height and shade trees. If there is not an adequate amount of side yard area to landscape, a fence may be allowed as an alternative; provided, however, that chain link fencing shall not be permitted. No parking area or driveway shall be allowed within such side yard. 6.5.3 Exposed storage areas, machinery, garbage dumpsters, service areas, truck loading areas, utility buildings, and structures shall be screened from the view of abutting properties and streets using plantings, fences, and other appropriate methods. 6.5.4 A landscaping maintenance plan shall be prepared and submitted as part of the landscape design plan. All landscaped areas shall be properly maintained. Any tree or shrub that dies shall be replaced within one (1) growing season. Replacement trees or shrubs shall be of similar type and size to what was approved as part of the original approval. 6.5.5 Trees are to be planted where necessary, as determined by the CPDC. Trees shall be well- rooted nursery -grown stock, free of injury,`' harmful insects, and diseases. They shall be well- branched, and the branching ;structure shall be sound. Trees shall be planted only after April 15 and before September 30. The Tree Warden DoFeeter e the shall approve any planting outside of those dates. 6.5.6 No more than 50 percent (50 %) of the trees, approved to be planted, shall be of any one species and no less than 25 percent (25 %) of the total trees planted shall be of any one species. Trees shall be chosen from a list provided by the Tree Warden DiFeeter of ,i unless an alternative is specifically approved by the CPDC. 6.5.7 Trees along a public way shall be spaced at intervals of fifty (50) feet; provided, however, that no trees shall be planted within fifty (50)! feet of an intersection or future intersection. Trees on one (1) ,side of a street may be set either opposite or diagonally to trees on the opposite side. Trees shall be planted two and a half (21/2 ) feet behind the sidewalk or `six (6) feet behind the gutter line and always within the right -of -way. The location of all the proposed trees must be reviewed by the Dieete Tree Warden on site and approved prior to installation. 6.5.8 The minimum acceptable size of tree to be planted along public way shall be three (3) inch trunk caliper at four (4) feet above the grade. At the time of delivery, the D*r-eeteF of the Tree Warden must approve the proposed trees. Evergreen trees shall be least eight (8) feet tall at the time of planting. 6.5.9 Specifications for planting operations and for support stakes, guy wire and cable, ground anchors, hose, and strapping material shall be as specified in the American Standard Specifications for Nursery Stock published by the American Association of Nurserymen. or take any other action with respect thereto. Community Planning and Development Commission ARTICLE 16 To see what sum the Town will vote to raise and appropriate, borrow, transfer from available funds, or otherwise provide a sum of money for highway projects in accordance with Chapter 90 of the Massachusetts General Laws, or take any other action with respect thereto. Board of Selectmen 5a\5 ARTICLE 17 To see if the Town will vote to raise and appropriate, borrow, transfer from available funds, or otherwise provide a sum of money for the operation of the Town and its government for Fiscal Year 2019 - beginning July 1, 2018, or take any other action with respect thereto. ARTICLE 18 To see if the Town will vote RMLD issue - pending or take any other action with respect thereto. ARTICLE 19 To see if the Town will vote, pursuan Rule Charter, to declare the seats of certain Town Meetirn certain described persons from their position as Town Me oath of office within 30 days following the notice of electi, more of the Town Meeting sessions during the previous respect thereto. Finance Committee Board of Selectmen section 2 -6 of the Reading Home mbers to be vacant and remove Members for failure to take the for failure to attend one -half or or take any other action with Board of Selectmen E and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to April 3, 2018, or providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of said Warrant to each Town Meeting Member. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this _t" day of Barry Berman, Vice Chair John Halsey SELECTMEN OF READING a, OLD GENERAL OPERATING PROCEDURES 1.1 Operating Procedures 1 Organization 2 Chairmanship 3 Responsibilities 4 Genl Oper Policies 5 Limit of Hours for Regular Meetings b Declassitying Contidential Exec Session Minutes 7 Identification of Person Addressing BOS 8 Continuity of Business 9 Communication 10 Appointment of Volunteers 1.2 Accept Gifts Depts 1.3 Solicit /Accept Donations 1.4 Authorize TM Grants 1.5 Use Public Funds for Gifts 1 Retirement /Resignation 2 Sick /Bereavement 1.6 Convention Expenses 1.7 Use of Town Seal 1.8 Access to Public Records 1.9 Non Discrimination - Persons with Disabilities 1.10 Americans with Disabilities Act Reasonable Accommodations 1.11 ADA Section 504 Grievance Policy for Gen'I Public 1.12 Policy Prohibiting Fraud 1 Definitions of Fraud 2 Responsibilities 3 Reporting Suspicion of Fraud 4 Investigation 5 Reporting Results 1.13 Policy Providing for the use of Purchasing Cards shaded areas are Financial issues that are consolidated into one section NEW GENERAL OPERATING PROCEDURES 1.1 Organization of the Board 1 Annual reorganization 2 Chair 3 Vice Chair 4 Secretary 5 Liaisons b Subcommittees 7 New Members 1.2 Board Meetings 1 Schedule 2 Offie Hours 3 Agendas 4 Deferred Agenda Items 5 Public Comment 6 Executive Session 1.3 Responsibilities of the Board 1 Charter 2 Town Manager Authorization 3 Town Manager Goals 4 Town Manager Contract 5 Town Collective Bargainning Agreements 6 Legal Issues 7 Operations 1.4 Communication 1 Meeting Protocol 2 Meeting Minutes 3 Public Records 4 Electronic 5 Social Media 1.5 Volunteer Board and Committee Appointments 1.6 Financial Matters 1 Accept Gifts /Donations 2 Use of Town Staff 3 Grants 4 Use of Public Funds for Gifts 5 Use of Public Funds for Expenses 6 Financial Oversight Purchasing Card Policy 1.7 Non Discrimination 1.8 Use of the Town Seal 5- �1 ARTICLE 1 - GENERAL OPERATING PROCEDURES Section 1.1— Organization 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: 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. 3. Nominate Board members for annual Liaison assignments. The final decision on Liaison assignments is by a majority of the Board members. 4. 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 - Secretary The Board off 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. Board of Selectmen Policies 5 �a 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 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, and to ensure that matters of high -level strategy are understood by those Boards and Committees appointed by the Board of Selectmen. 1.1.6 - Subcommittees The purpose of establishing Board of Selectmen Liaisons 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 shall 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 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 1 -2 Board of Selectmen Policies 5 �3 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. 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 will result in the Chair withdrawing permission for that individual to speak to the Board of Selectmen. 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 K-0 - 1 -3 Board of Selectmen Policies �C� 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 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 1.3 — Responsibilities of the Board 1.3.1 — Reading 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 1 -4 Board of Selectmen Policies 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. 1.3.5— Town Collective Bargaining Agreements 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 1.4 — Communication 1.1. 9 -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: 1. 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 f 1 -5 Board of Selectmen Policies 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. 3. The Board of Selectmen may lake 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. �)-taj 1 -6 Board of Selectmen Policies Revised March 9, 2004 Revised June 5, 2007 Section 1.8 — Access to Public Records (LEGAL UPDATE) 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: I . 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. 1 -7 Board of Selectmen Policies 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. 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 f6r 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 Nss1 -8 Board of Selectmen Policies • The item being replaced, maintained, or repaired is consistent with any master plan for the property in question. Additionally, the Town must be assured that any donations that are solicited or received oil 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: 1. 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 Manaller to Sign 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 1 -9 Board of Selectmen Policies 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 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 Oversil4ht 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; Nv�1 -10 Board of Selectmen Policies \ Improper handling or reporting of money transactions; - 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 1 -1 l Board of Selectmen Policies �� the investigation, and the Town Manager or Assistant Town Manager shall immediately report such allegation to the Chairman of the Board of Selectmen. 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 No� 1 -12 Board of Selectmen Policies `'� invest; ation All employees suspected of irregularities and /or fraud are to be treated g fairly and consistently and in compliance with the collective bargaining agreements and 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 - ReportinLF 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- PurchasinjZ 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 re_ ig ster 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 o1 -13 Board of Selectmen Policies �� \� 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. 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. Wards 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 of Reading will not discriminate in any way against employees or members of the public based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status, or any other characteristic protected by local, state or federal law. The Town of Reading provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, disability or genetics or any other characteristics protected by local state or federal law. In addition to federal law requirements, the Town of Reading complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Section 1.9 — Non Discrimination — Persons with Disabilities The Town and its employees will not discriminate in any way on account of race, political activity, religion, creed, color, national origin, gender, age, sexual orientation, disability, or life - threatening illnesses. It is the policy of the Town of Reading not to discriminate in hiring, promoting, contracting, appointing or any other means on the basis of disabilities. The Town of Reading will make its best effort to provide reasonable accommodations to employees, appointees, contractors and others who have disabilities. Adopted 10- 18 -88, Revised 12- 13 -94; Revised 3 -9 -04 1 -14 Board of Selectmen Policies t V' Section 1.10 - Americans With Disabilities Act Reasonable Accommodations It is the policy of the Town of Reading to provide reasonable accommodations to the known physical and mental impairments of qualified job applicants, employees and members of the public in order to ensure equal opportunity for them to participate in and enjoy the benefits of the Town's many programs, activities and services including employment. Requests for accommodations can be made directly to the head of any Town department or his or her designee, to the Director of Personnel or to the ADA Coordinator. Once a request for accommodation is made to any party other than the ADA Coordinator, a copy of that request must be forwarded to the ADA Coordinator who is also available to provide technical assistance regarding alternatives for accommodating an individual's disability and what accommodation(s) might be considered reasonable under particular circumstances. Once a request for accommodation has been made, strict confidentiality procedures will be observed in order to uphold the rights of the self- identified person with the disability. Every request for reasonable accommodation will be evaluated independently and implemented to the extent that it does not impose undue financial or administrative burden. Under no circumstances will the individual requesting an accommodation either incur the cost of that accommodation or be penalized in any manner for making the request. In all cases, the individual with the disability will be included in the process of identifying appropriate and reasonable accommodations. If the process of requesting reasonable accommodations results in an unsatisfactory accommodation, or if the accommodation requested is determined to impose undue financial or administrative burden and therefore to be unreasonable, a grievance procedure has been established to process, investigate and mediate complaints at the local level. Aggrieved parties also have remedies available as set forth under the Americans with Disabilities Act of 1990. The Town Manager shall appoint an ADA Coordinator, and shall periodically publish the name and phone number of the Coordinator. Adopted 12 -13 -94 Section 1.11 - ADA Section 504 Grievance Policy for the General Public Equal Access to Facilities and Activities Maximum opportunity will be made available to receive citizen comments, complaints and /or resolve grievances or inquiries. Step 1: The Town Manager will be available to meet with citizens and employees during business hours. When a complaint, grievance, request for program policy interpretation or clarification is received either in writing or through a meeting or telephone call, every effort will be made to create a record regarding the name, address and telephone number of the person making the complaint, grievance, program policy interpretation or clarification. If the person desires to remain anonymous, he or she may. tk1 -15 Board of Selectmen Policies 15VD A complaint, grievance, request for program policy interpretation or clarification will be responded to within ten working days (if the person making the complaint is identified) in a format that is sensitive to the needs of the recipient (i.e., verbally, enlarged type face, etc.). Copies of the complaint, grievance, request for program policy interpretation or clarification and response will be forwarded to the appropriate Town agency (i.e., Recreation Committee, Park Commission, Conservation Commission). If the grievance is not resolved at this level, it will be progressed to the next level. Step 2: A written grievance will be submitted to the Town Manager. Assistance in writing the grievance will be available to all individuals. All written grievances will be responded to within ten working days by the Town Manager in a format that is sensitive to the needs of the recipient (i.e., verbally, enlarged type face, etc.). If the grievance is not resolved at this level, it will be progressed to the next level. Step 3: If the grievance is not satisfactorily resolved, citizens will be informed of the opportunity to meet and speak with the Board of Selectmen, with whom local authority for final grievance resolution lies. Adopted 8 -7 -01 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. 1 -16 Board of Selectmen Policies \ 1.1.1 Organization I am completely agnostic about this. I don't know why we moved reorganization from June to April, so I can't make the argument to move it back. However, if we implement the changes below, I don't see a downside to keeping reorganization in April 1.1.2 This is new. To assist newly elected members to be effective in their first years, the Board shall establish an on- boarding policy for newly elected members. This policy will include but not be limited to scheduled meeting times with the town manager and department heads, the distribution of a Selectmen guide which includes policies and synopsis of key issues, and a designated mentor program. The purpose of these initiatives is to allow members to be able to serve in leadership roles earlier in their term. 1.1.3 Chairmanship 1. Annual rotation of chairmanship. No member shall serve as chair in consecutive years. This provision will also mean that no member who has already served as chair, can serve as chair again until all current members who have a served a total of two years have had the opportunity to become chair. 1.1.4 Responsibilities A. Add The Chair must be physically present to preside over the meeting. S(he) can vote remotely. New 5. To avoid the appearance of conflict of interest if a member is serving as chair in the final year of their term, the actions in number 2 above (presiding over meetings and setting agenda) will be done collectively by the Char and Vice chair, and they shall rotate presiding over meetings. B. Add B. Board of Selectmen Vice Chair: To perform the duties of the Chairman when s(he) is incapacitated or unavailable. D.2 Add "or a member of board of selectmen" after the words Town personnel. DSb. Do we approve all correspondence to other boards? In recent BOH proceedings, a letter went out from the Board summoning the BOH to a meeting. As a member I did not vote on this correspondence, nor did I see it in advance. In this case we violated the policy. Perhaps we change the language to designate the Chair or the manager to correspond on our behalf. 1.1.4 7. Not sure why this needed. Can omit 9. (new) The Board shall designate one of its members to hold office hours prior to each regularly scheduled meeting. 0 0 1.1.9 Communication policy (scrap the whole thing) A new policy needs to address the following issues: . l l i �� W VV YVUV�e&41 O-A, i Ks I'LL 1. Rules of engagement for individual members to communicate to the public through social media. The policy needs to address instances when members are initiating the communication, and when they are responding to others. This policy needs to be mindful of serial communication if more than two members reply to the same post. r C 2. Policy needs to address communications from members who are running for reelection. 3. We need a policy establishing a service level agreement on when residents can expect UZZ, acknowledgement of their communication (email or letter). 4. policy clarity on whether and /or how a member can reply to an email addressed to all five members. 5. Proactive Communication from the Board of Selectmen to the public through FB, twitter, and Instagram, and the website. My feeling is that the public needs to hear from the Board regularly, frequently and with purpose. The communication shall include items to be discussed at upcoming meetings, summaries of what items or votes that transpired; success stories, special employee acknowledgments and other things which market what town government is achieving for its residents. The communication shall be initiated by staff on a town controlled page. The Board shall designate a "communication subcommittee" consisting of the Chair and Vice Chair to work with staff on content, velocity and timing. Individual members who want to communicate with their constituency from their own pages should be encouraged to forward the "board approved "content PREFACE The policies included in this manual constitute the policies, rules and regulations duly adopted by the Board of Selectmen in accordance with Section 4.11 of the Bylaws of the Town of Reading. The forms, procedures, guidelines, rules and regulations included in the Appendix of this document are not adopted by the Board of Selectmen but are adopted by the Town Manager in order to implement these policies. The dates of adoption and revision of each of the policies contained in this document are for historical purposes and are not adopted as part of these policies. ARTICLE I - GENERAL OPERATING PROCEDURES Section 1.1 -Board of Selectmen Operating Procedures 1.1.1 - Organization 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. 1.1.2 - Chairmanship Although the Board of Selectmen retains the right to reorganize at their discretion, this policy establishes the guidelines of: 1. Annual rotation of the chairmanship. 2. Not having a Selectman serve as chair in the final year of a term. 1.1.3 - Responsibilities A. Board of Selectmen Chairman: 1. Responsible for calling regular, emergency and Executive Session meetings of the Board of Selectmen, as needed. 2. Presides over Board of Selectmen meetings, approves the Agenda and recognizes all speakers including other Board members. 3. Nominates Board members to represent the Board of Selectmen at appropriate functions, events and meetings, and for annual liaison assignments. The final decision on liaison assignments is by a majority of the Board members. 4. Nominates Board members to Board Subcommittees. Final appointment is by a majority of the Board members. B. Board of Selectmen Secretary: 1. Final review and signature of Board Minutes. 2. Certifies, as required by law, votes of the Board of Selectmen. 3. Signs 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. I� 1 -1 Board of Selectmen Policies ��30 C. Board of Selectmen Liaisons: 1. The purpose of establishing Board of Selectmen liaisons to the various Departments is to maintain good communication and effective working relationships between other Boards, Committees and Commissions and the Board of Selectmen. 2. Liaison assignments shall be established by the Board of Selectmen on a yearly basis. 3. It is the Board of Selectmen's intention that every Board, Committee or Commission will have an assigned Board of Selectmen liaison each year. 4. Board of Selectmen roles as liaisons: (a) To attend as many meetings of the Board, Committee and Commission as possible; (b) To assist the Board, Committee or Commission where there is a problem with attendance of any member; (c) To act as a resource person for the liaison Board, Committee or Commission regarding Selectmen's issues; (d) To particularly understand and communicate to the full Board of Selectmen issues which affect budgets and other areas of concern of the Board, Committee or Commission; (e) To adhere to Policy 1. 1.4 - 4 when dealing with staff support for the liaison Board, Committee or Commission. D. Board of Selectmen as a whole, by majority vote: 1. 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. 2. Selects the Town Manager and establishes the rate and manner of compensation. The Town Manager serves as the equivalent of the Chief Operating Officer for the Board of Selectmen with the ultimate authority and responsibility for the operation and the management of the Town, under the direction and control of the Board of Selectmen. Except for actions contrary to decisions or written policies made by the Board of Selectmen as a whole, 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. 3. Serves as an appeal body for residents on matters arising from the Board of Selectmen's operations. 4. Annually chooses Selectmen to serve as Board Chairman, Vice Chairman and Secretary. 5. Approves: a. The Annual Report of the Board of Selectmen. b. All correspondence on Board of Selectmen letterhead that is written by the Board to other elected or appointed Boards or Committees 1 -2 Board of Selectmen Policies 5 c. All collective bargaining agreements. Also establishes the goals and objectives for the Town Manager to meet in bargaining new or amended collective bargaining agreements. d. All presentations made by the Board of Selectmen to other elected Boards or Committees. e. Initiation of litigation or its settlement. f. The appointment of members to Boards, Committees or Commissions and to Board subcommittees. E. Board of Selectmen Subcommittees: Subcommittees serve as a mechanism for the Board to review and consider specific issues. Subcommittees may recommend, but not approve, a course of action to the Board. Adopted March 9, 2004 1.1.4 — General Operating Policies It is the policy of the Board of Selectmen: 1. To operate in accordance with the spirit, as well as the letter of all laws affecting its business and its employees. 2. All Board members, members of Boards, Committees and Commissions appointed by the Board of Selectmen, and Town staff and employees are required to 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. To operate in a businesslike and efficient manner in all aspects of operating and managing the Board of Selectmen. 4. To be supportive of a good working relationship between management and employees including Unions. 5. To hold regular open and public meetings to allow residents to provide direct input on any open session matter before the Board and to offer the opportunity at all regular sessions of the Board of Selectmen for residents to comment upon any issue that is on the Agenda for that meeting. 6. To affirmatively and courteously respond to all requests for public information. All requests will be arranged through the Town Manager. 7. To 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; 8. To operate in the best interests of the Town in all matters. Adopted March 9, 2004 1. 1. 5 Limit of Hours for Re ,-ular Meetings 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 Chairman will: 1 -3 Board of Selectmen Policies aa I . 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. 1.1. 6 - Declassifying Confidential Executive Session Minutes In accordance with the provisions of the Open Meeting Law, Chapter 39, Section 23, 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. At least once a month, the Town Manager will review all approved minutes still in confidential status, and will release for publication those segments that need not be confidential any longer. This action will be part of a report on the "Routine Matters" of the Board of Selectmen's meeting agenda. Adopted 9- 24 -91, Revised 12 -13 -94 1 1 7 - Identification of a Person Addressing the Board of Selectmen Each person appearing before the Board of Selectmen who wishes to speak will, upon recognition by the Chairman of the Board, identify him /herself by name and address of residence. Failure to identify him /herself will result in the Chair withdrawing permission for that individual to speak to the Board of Selectmen. Adopted 1 -16 -96 1.1. 8 -Continuity of Business It shall be the policy of the Board of Selectmen (subject to the provisions of Section 1.1.3 of these policies) 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. Adopted 9- 24 -91, Revised 12- 13 -94, Revised 1- 16 -96, Revised 1 -7 -97 1.1. 9 - 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: 1. 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. �� 1 -4 Board of Selectmen Policies �� 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. 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 .Tune 5, 2007 ()�� 1 -5 Board of Selectmen Policies " 1 �a 1.1.10-Appointment of Volunteers to Town of Readinz Boards, Committees and Commissions The Board of Selectmen hereby implements the following process in order to address the following two issues related to the Board of Selectmen consideration of and appointment to the various Boards, Committees, and Commissions (BCC) of the Town of Reading for which the Board of Selectmen has responsibility to appoint: 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 Board of Selectmen to do a thorough job of interviewing. The process will be as follows: 1. Incumbents will be asked whether or not they wish to be considered for reappointment 2. Applications for Potential new Board, Committee and Commission (BCC) 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 BCC 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 BCC that will be recommended to the full Board of Selectmen. 6. The VASC will transmit a slate of candidates for each BCC to the entire Board of Selectmen along with a list of all candidates who had applied for each BCC. 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 may ask for any BCC recommendation to be removed from the consent item for consideration by the full Board of Selectmen. Any candidate for a position to a BCC may also ask the Board of Selectmen to consider the BCC for which they applied to be removed from the consent item for consideration by the full Board of Selectmen. The consent item with any remaining BCC appointments will then be considered and voted in its entirety. 8. Any BCC 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 BCC will be by the full Board of Selectmen. Adopted 6122110 0 C� 1 -6 Board of Selectmen Policies 5 Section 1.2 —Acceptance of Gifts to Departments In numerous instances, the various departments or agencies of the Town receive offers of gifts or donations for various purposes. It is the policy of the Board of Selectmen to encourage such donations and gifts, with the clear understanding that there is no offer on the part of the Town or its Departments or Agencies 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 donors wishes and applicable law, and to notify the Board of Selectmen at their next meeting of any such gifts or donations. Adopted 11 -4 -86, Revised 12 -13 -94 Section 1.3 — Solicitation /Acceptance of Donations The Board of Selectmen values and appreciates the efforts of individuals, community groups, and businesses in the community to raise private funds for the betterment of the Town. These donations often take the form of donations of trees and benches, construction of capital projects, and donation of funding for programs. It is important for the Town and donors to have an understanding of the nature, location, design, and details of any such equipment, capital project or program on Town property or at Town facilities or utilizing Town resources prior to entering into fundraising efforts, so that the Town can meet its share of any commitments related to capital projects or programs, so that donations of trees and benches and other equipment are of a design and quality and in locations consistent with Town needs, and so that any such projects or programs are compatible with the plans and programs of the Town. Therefore, the Town must be consulted prior to any fundraising efforts, In accepting gifts and donations the Board of Selectmen should consider how the maintenance of the and operation of the equipment, capital project or program will be funded. Agreements as to gifts and donations, including maintenance, should be documented in writing. In order to facilitate this process, the Town is working to develop master plans for its various facilities and sites. The following procedures shall be used under the circumstances outlined: Town sites with Master Plans: • The donor shall consult with Town staff through the Town Manager, and if the proposed donation is consistent with the master plan, approval may be granted by the Town Manager to proceed with fund raising. • 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. • The Town Manager shall notify the Board of Selectmen of any such approved projects. 1 1 -7 Board of Selectmen Policies a�D k.7,vl 5� Town Sites without Master Plans: • The donor shall consult with the agency having jurisdiction over the property in question - Board of Selectmen as Park Commissioners; Conservation Commission for Conservation lands; Town Forest Committee; etc, for projects in those locations. • The agency having jurisdiction may grant approval to proceed with the project. • If a commitment of Town funds is required to match or supplement fund raising efforts, the fundraising efforts of the donor may be approved only if the proposed project is included in the Town's Capital Improvement Program(CIP) or funds are otherwise available, with an understanding that Town funds will not be available until those capital funds are available through the budget. Equipment Plantings, and programs: • Donors shall consult with Town staff and /or Board, Committee, or Commission as appropriate, having jurisdiction in the area where the equipment or planting is proposed to be located, or the staff of the department or division within which the program is proposed to be run. • If the equipment, planting, or proposed program is consistent with the standards, design, mission and direction of the agency having jurisdiction, approval may be granted to proceed with fundraising. • If a commitment of Town funds is required to match or supplement fund raising efforts, the fundraising efforts may be approved if the needed funding is otherwise available from the agency of jurisdiction. Replacement maintenance and repair: 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, (example — replacement of pitchers mounds and home plates, replacement of basketball hoops) the Department Head within whose jurisdiction the site or facility falls may accept such donations where: • The value of the donation is $5000 or less • The item being replaced, maintained, or repaired is consistent with any master plan for the property in question. Where the above criteria are met but the value of the replacement, maintenance, or repair, is between $5000 and $10,000, the Town Manager may approve the donation upon the recommendation of the Department Head. The Town will develop a standardized mechanism to recognize donors of equipment, capital projects, and programs that is consistent and which will be easy to maintain and update. The method of recognition shall be subject to review and approval of the Board of Selectmen. 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 6U° 1 -8 Board of Selectmen Policies a, fundraising group is indeed making all donations properly and directly to the Town for the purpose intended. In order to achieve other deparlmenl inissions 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: 1. 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, Committees, Commissions 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. Adopted 3 -8 -94, Revised 12- 13 -94; Revised 9- 22 -09; revised 1 -9 -10 Section 1.4 —Authorization for the Town Manager to Sian 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 possible, but in all cases shall take place prior to the acceptance of any grant, unless the Board of Selectmen waives this requirement. Adopted I1 -3 -86, Revised 12- 13 -94, Revised 12114104 Q 1 -9 Board of Selectmen Policies ^ (sal Section 1.5 — Use of Public Funds for Gifts 1.5.1 — Retirement/Resignations Public funds shall not be expended by any employee, official, Board, Committee or Commission of the Town, except the Board of Selectmen, for the purchase of food, gifts, 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, Committees or Commissions, testimony of service in the form of printed, framed documentaries or other forms of appreciation, as the Selectmen shall decide from time to time. 1.5.2 — Sickness /Bereavement 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. Adopted 12- 22 -86, Revised 12- 13 -94, Revised June 7, 2011 Section 1.6 - Convention /Seminar Expenses - Spouses and Families 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. Adopted 9- 28 -87, Revised 12 -13 -94 Section 1.7 - 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. Adopted 12 -13 -94 � `) 1 -10 Board of Selectmen Policies O A l.�' � a'- t Section 1.8 —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 1.9 — Non Discrimination — Persons with Disabilities The Town and its employees will not discriminate in any way on account of race, political activity, religion, creed, color, national origin, gender, age, sexual orientation, disability, or life - threatening illnesses. It is the policy of the Town of Reading not to discriminate in hiring, promoting, contracting, appointing or any other means on the basis of disabilities. The Town of Reading will make its best effort to provide reasonable accommodations to employees, appointees, contractors and others who have disabilities. Adopted 10- 18 -88, Revised 12- 13 -94; Revised 3 -9 -04 Section 1.10 - Americans With Disabilities Act Reasonable Accommodations It is the policy of the Town of Reading to provide reasonable accommodations to the known physical and mental impairments of qualified job applicants, employees and members of the public in order to ensure equal opportunity for them to participate in and enjoy the benefits of the Town's many programs, activities and services including employment. Requests for accommodations can be made directly to the head of any Town department or his or her designee, to the Director of Personnel or to the ADA Coordinator. Once a request for accommodation is made to any party other than the ADA Coordinator, a copy of that request must be forwarded to the ADA Coordinator who is also available to provide technical assistance regarding alternatives for accommodating an individual's disability and what accommodation(s) might be considered reasonable under particular circumstances. Once a request for accommodation has been made, strict confidentiality procedures will be observed in order to uphold the rights of the self - identified person with the disability. Every request for reasonable accommodation will be evaluated independently and implemented to the extent that it does not impose undue financial or administrative burden. Under no circumstances will the individual requesting an accommodation either incur the cost of that accommodation or be penalized in any manner for making the request. In all cases, the individual with the disability will be included in the process of identifying appropriate and reasonable accommodations. If the process of requesting reasonable accommodations results in an unsatisfactory accommodation, or if the accommodation requested is determined to impose undue financial or Board of Selectmen Policies �o V administrative burden and therefore to be unreasonable, a grievance procedure has been established to process, investigate and mediate complaints at the local level. Aggrieved parties also have remedies available as set forth under the Americans with Disabilities Act of 1990. The Town Manager shall appoint an ADA Coordinator, and shall periodically publish the name and phone number of the Coordinator. Adopted 12 -13 -94 Section 1.11- ADA Section 504 Grievance Policy for the General Public Equal Access to Facilities and Activities Maximum opportunity will be made available to receive citizen comments, complaints and /or resolve grievances or inquiries. Step 1: The Town Manager will be available to meet with citizens and employees during business hours. When a complaint, grievance, request for program policy interpretation or clarification is received either in writing or through a meeting or telephone call, every effort will be made to create a record regarding the name, address and telephone number of the person making the complaint, grievance, program policy interpretation or clarification. If the person desires to remain anonymous, he or she may. A complaint, grievance, request for program policy interpretation or clarification will be responded to within ten working days (if the person making the complaint is identified) in a format that is sensitive to the needs of the recipient (i.e., verbally, enlarged type face, etc.). Copies of the complaint, grievance, request for program policy interpretation or clarification and response will be forwarded to the appropriate Town agency (i.e., Recreation Committee, Park Commission, Conservation Commission). If the grievance is not resolved at this level, it will be progressed to the next level. Step 2: A written grievance will be submitted to the Town Manager. Assistance in writing the grievance will be available to all individuals. All written grievances will be responded to within ten working days by the Town Manager in a format that is sensitive to the needs of the recipient (i.e., verbally, enlarged type face, etc.). If the grievance is not resolved at this level, it will be progressed to the next level. Step 3: If the grievance is not satisfactorily resolved, citizens will be informed of the opportunity to meet and speak with the Board of Selectmen, with whom local authority for final grievance resolution lies. Adopted 8 -7 -01 1 -12 Board of Selectmen Policies O'W 5 �\ Section 1.12 Policy Prohibiting Fraud and Establishinga Procedures to Investi ,qate Allegations of Fraud The Town is committed to complying with and requires its employees (which includes officers, board, committee, and commission 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. 12.1 -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 • 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. 12.2 - 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. d1 -13 Board of Selectmen Policies 5 3o. 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. 12.3 - 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. 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. 12.4 - 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 1 -14 Board of Selectmen Policies 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 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. 12.5 - Reportin,- 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. Adopted 6 -13 -06 Section 1.13 - Policy providing- for the use of Purchasing Cards 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 D�� 1 -15 Board of Selectmen Policies 5 �? 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 trade 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 re ister 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 nurnber 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. 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. Adopted by the Reading School Committee on 7 -23 -12 Adopted by the Board of Selectmen 7 -24 -12 Revised by the Board of Selectmen 10 -22 -13 1 -16 Board of Selectmen Policies �3 5 m M env mah pig 0 rforlogigh k}z 0 nm M� READING POLICE DEPARTMENT 15 Union Street Reading, Massachusetts 01867 -------------------------------------- Emergency Only: 911 - All Other Calls: (781) 944 -1212 • Fax: (781) 944 -2893 Web: www.ci.reading.ma.us /police/ EXECUTIVE SUMMARY Change of Manager -Unagi Servers Inc. d/b /a Biltmore & Main Bar and Grill February 8, 2018 Chief Mark D. Segalla Reading Police Department 15 Union Street Reading, MA 01867 Chief Segalla, As directed by your Office and in accordance with Reading Police Department Policy and Procedures, I have placed together an Executive Summary of the application for Change of Manager at "Biltmore & Main Bar and Grill" (530 Main Street). New Manger: Alexander Tamargo I find no reason why the Change of Manager application should not go forward. Respectfully Submitted, ?. Lt. Detective Richard P. Abate Criminal Division Commander \r\\ The Commonwealth of Massachusetts x Alcoholic Beverages Control Commission 239 Causeway Street _ - Boston, MA 02114 " www.mass.gov/abcc AMENDMENT APPLICATION FOR A CHANGE OF MANAGER The following documentation is required as a part of your retail license application. ABCC investigators reserve the right to request additional documents as apart of their investigation. ❑x Monetary Transmittal Form with $200 fee You can PAY ONLINE or include a $200 check made out to the ABCC ❑x Change of Manager Amendment Application (this packet) ❑x ' CORI Authorization Form For the manager of record AND any individual with direct or indirect interest in the proposed licensee. This form must be notarized with a stamp* ❑x Proof of Citizenship for proposed manager of record Passport, US Birth Certificate, Naturalization Papers, Voter Registration ❑x Vote of the Corporate Board A corporate vote appointing the manager of record, signed by an authorized signatory for the proposed licensed entity ❑ Additional Documents Required by the Local Licensing Authority The Commonwealth of Massachusetts Alcoholic Beverages Control Commission 239 Causeway Street Boston, MA 02114 www.mass. v/abcc RETAIL ALCOHOLIC BEVERAGES LICENSE APPLICATION MONETARY TRANSMITTAL FORM APPLICATION SHOULD BE COMPLETED ON -LINE, PRINTED, SIGNED, AND SUBMITTED TO THE LOCAL LICENSING AUTHORITY. ECRT CODE: RETA CHECK PAYABLE TO ABCC OR COMMONWEALTH OF MA: $200.00 (CHECK MUST DENOTE THE NAME OF THE LICENSEE CORPORATION, LLC, PARTNERSHIP, OR INDIVIDUAL) _ CHECK NUMBER IF USED EPAY, CONFIRMATION NUMBER A.B.C.C. LICENSE NUMBER (IF AN EXISTING LICENSEE, CAN BE OBTAINED FROM THE CITY) 00 IQ kv LICENSEE NAME Unagi Servers Inc., d /b /a Biltmore & Main Bar and Grill ADDRESS 530 Main Street CITY /TOWN Reading STATE MA ZIP CODE 01867 TRANSACTION TYPE (Please check all relevant transactions): Alteration of Licensed Premises ® Cordials /Liqueurs Permit © New Officer /Director [] Transfer of License ® Change Corporate Name ® Issuance of Stock 0 New Stockholder ❑ Transfer of Stock ❑ Change of License Type ® Management /Operating Agreement ® Pledge of Stock ® Wine & Malt to All Alcohol n Change of Location ❑ More than (3) §15 ® Pledge of License E] 6 -Day to 7 -Day License ❑X Change of Manager ® New License 0 Seasonal to Annual Other I -� THE LOCAL LICENSING AUTHORITY MUST MAIL THIS TRANSMITTAL FORM ALONG WITH THE CHECK, COMPLETED APPLICATION, AND SUPPORTING DOCUMENTS TO: ALCOHOLIC BEVERAGES CONTROL COMMISSION 239 CAUSEWAY STREET BOSTON, MA 02241 -3396 5�5 APPLICANT'S STATEMENT I, David M. Rosenberg the: ❑sole proprietor; ❑ partner; F corporate principal; ❑ LLC /LLP member Authorized Signatory of Unagi Servers, Inc. hereby submit this application for Change of License Manager Name of the Entity /Corporation Transaction(s) you are applying for (hereinafter the "Application "), to the local licensing authority (the "LLA ") and the Alcoholic Beverages Control Commission (the "ABCC" and together with the LLA collectively the "Licensing Authorities ") for approval. I do hereby declare under the pains and penalties of perjury that I have personal knowledge of the information submitted in the Application, and as such affirm that all statement and representations therein are true to the best of my knowledge and belief. I further submit the following to be true and accurate: (1) I understand that each representation in this Application is material to the Licensing Authorities' decision on the Application and that the Licensing Authorities will rely on each and every answer in the Application and accompanying documents in reaching its decision; (2) 1 state that the location and description of the proposed licensed premises does not violate any requirement of the ABCC or other state law or local ordinances; (3) 1 understand that while the Application is pending, I must notify the Licensing Authorities of any change in the information submitted therein. I understand that failure to give such notice to the Licensing Authorities may result in disapproval of the Application; (4) 1 understand that upon approval of the Application, I must notify the Licensing Authorities of any change in the Application information as approved by the Licensing Authorities. I understand that failure to give such notice to the Licensing Authorities may result in sanctions including revocation of any license for which this Application is submitted; (5) 1 understand that the licensee will be bound by the statements and representations made in the Application, including, but not limited to the identity of persons with an ownership or financial interest in the license; (6) 1 understand that all statements and representations made become conditions of the license; (7) 1 understand that any physical alterations to or changes to the size of, the area used for the sale, delivery, storage, or consumption of alcoholic beverages, must be reported to the Licensing Authorities and may require the prior approval of the Licensing Authorities; (8) 1 understand that the licensee's failure to operate the licensed premises in accordance with the statements and representations made in the Application may result in sanctions, including the revocation of any license for which the Application was submitted; and (9) 1 understand that any false statement or misrepresentation will constitute cause for disapproval of the Application or sanctions including revocation of any license for which this Application is submitted. Signature: Date: 1%6 -� Title: President =I The Commonwealth of Massachusetts Alcoholic Beverages Control Commission 239 Causeway Street Boston, MA 02114 ' www.mass.gov/abcc AMENDEMENT APPLICATION FOR A CHANGE OF MANAGER Please complete this entire application, leaving no fields blank. If field does not apply to your situation, please write N /A. 1. NAME OF LICENSEE (Business Contact) lUnagi Servers, Inc. d /b /a Biltmore & Main Bar and Grill ABCC License Number City /Town of Licensee 1005-RS-1 0016 � Reading 2. APPLICATION CONTACT The application contact is required and is the person who will be contacted with any questions regarding this application. First Name: Trish Middle: - -� Last Name: Farnsworth Title: Attorney Primary Phone: 617.439.4990 Email: tfarnsworth @lawson- weitzen.com . BUSINESS CONTACT Please complete this section ONLY if there are changes to the Licensee phone number, business address (corporate headquarters), or mailing address. Entity Name: Primary Phone: �— Fax Number: !� Alternative Phone: Email: (Corporate Headquarters) Street Number: �— Street Name: City/Town: State: Zip Code:^ Country: Check here if your Mailing Address is the same as your Business Address Street Number: �— ^� Street Name: City/Town: State: !� Zip Code: 9�1 APPLICATION FOR A NEW RETAIL ALCOHOLIC BEVERAGES LICENSE 4. MANAGER CONTACT The Manager Contact is required and is the individual who will have day -to -day, operational control over the liquor license. Salutation Mr. First Name Alexander Middle Name Michael Last Name Tamargo Suffix Social Security Number Date of Birth Primary Phone: 781.433.9061 Email: atamargo @goodnuhospitality.com Mobile Phone: 978.793.3715 Place of Employment Good N U Hospitality Alternative Phone: Fax Number Citizenship / Residency / Background Information of Proposed Manager Are you a U.S. Citizen? G` Yes (` No Do you have direct, indirect, or financial interest in this license? r; Yes (`= No Have you ever been convicted of a state, (' Yes r*,, No federal, or military crime? If yes, percentage of interest If yes, attach an affidavit that lists your convictions with an explanation for each If yes, please indicate type of Interest (check all that apply): Have you ever been Manager of Record of a 6 Yes C:, No ❑ Officer ❑ Sole Proprietor license to sell alcoholic beverages? ❑ Stockholder ❑ LLC Manager ❑ LLC Member ❑ Director If yes, please list the licenses for which you are the current ❑ Partner ❑ Landlord or proposed manager: ❑ Contractual ❑ Revenue Sharing ❑ Management Agreement Z Other Please indicate how many hours per week you intend to be on the licensed premises 20+ Employment Information of Proposed Manager Please provide your employment history for the past 10 years Date(s) Position Employer Address Phone April 2017 to present Director Operations Good N U Hospitality 1215 Chestnut Street Newton 7814339061 03/ 2011 -04/ 2017 General Manager Legal Sea Foods Boston MA 01/2009- 03/2011 Restaurant Manager Papa Razzi Burlington MA 08/2006- 01/2009 Business Development Garment Valet Boston MA Have you ever been involved directly or indirectly in an alcoholic beverages license that was subject to disciplinary action? If yes, please complete the following: Date of Action I Name of License I State ICity lReason for suspension, revocation or cancellation PROPOSED MANAGER MUST COMPLETE A CORI REQUEST FORM 2 ADDITIONAL SPACE The following space is for any additional information you wish to supply or to clarify an answer you supplied in the application. If referrencing the application, please be sure to include the number of the question to which you are referring. Alexander M. Tamargo 46 Lawrence St #2 Medford, MA 02155 alex.tamargo @gmail.com Cell: (978) 793 -3715 EMPLOYMENT Director of Operations, Good N U Hospitality, Newton, MA April 2017 - Present General Manager, Legal Sea Foods, Boston, MA March 2011 -April 2017 ➢ Became youngest general manager at Legal Sea Foods in April 2015 after only four years with the company. Promoted and recognized every single year since joining on in 2011. ➢ Successfully opened two Legal Sea Foods concepts that exceeded six million dollars in sales year one. ➢ Highest performing beverage manager company wide in regards to beverage cost, variance dollars, beverage mix, cocktail and wine sales. Also received multiple perfect scores of 100% in sanitation and bar shopper's reports. Restaurant Manager, Papa Razzi, Back Bay Restaurant Group, Burlington, MA January 2009 - March 2011 ➢ Managing of guest relations through hospitality and menu knowledge while employing sales techniques in order to drive check averages and provide a one of a kind dining experience. ➢ Initiated and organized new training program that has provided education and mentoring for 100+ new hires. ➢ Received numerous restaurant awards for hospitality and sales. ➢ Collaboration with chefs, bartenders, and management for successful execution of private functions. Head of Business Development, Garment Valet, Boston, MA Husky Express is the holding company for a number of personal consumer services including Garment Valet August 2006 - January 2009 ➢ Expanded sales outside the college community through targeted research and analysis, establishing company as a premier Metro - Boston dry- cleaner. ➢ Initiated new direct sales project for condominiums and private residences, doubling monthly sales, and creating $100k in additional revenue. ➢ Developed marketing campaigns and collateral for the company around sponsorship, advertising, and press releases, increasing brand recognition. ➢ Created and directed 2008 summer sales and marketing efforts for incoming local college students in order to create brand awareness. EDUCATION Northeastern University, Boston, MA, May 2008 Bachelor of Science Degree in International Business Concentration: Marketing Minor: Spanish Honors: Dean's List GPA: 3.18 ICADE, Madrid, Spain Spent a year in Spain taking nine business courses and interning at Fiat Auto Spain as assistant product manager for my BSIB degree. SKILLS AND INTERESTS Hospitality Systems: Everserv, Micros, Compeat, Netchef, Open Table, New Brand Analytics, HotSchedules, & People Answers /Infor Talent Science Computer Skills: Proficient in Microsoft Word, Excel, PowerPoint, Windows XP /2000, Outlook, 5V�o QuickBooks, & Photoshop /Illustrator. Languages: Fluent in Spanish. Interests: Skiing, Trivia, geography, travel, international cuisine, wine and spirits. � \ I FiRtwrk 4111�� irmtqr4, O Q r- v_o �00 WCO 4 c 0 'u �a Q C m 3 O UP 0 Q Q w 0 z w Q E c 0 vs v 0.2 v -v -v = � v V ac e� tp a= �—he v G Q .F L Ni C" _ c v s v = �' V �} v ' 0 S th C V v v o CL Q CL L � •v" L k (lk s %,7 U L3` C&7 v _L a_ sa G Q ui U— C) .Q N It CD Q LO 4 N Q Q Cfl Q a� u V o o� a� c E Gppt E 8 �Z u�a m� m a Q � 9 0 o�Z y� a w;r '6 6� aT tom' e r w���eva h °» Ayi. 0 Q Q w 0 z w Q E c 0 vs v 0.2 v -v -v = � v V ac e� tp a= �—he v G Q .F L Ni C" _ c v s v = �' V �} v ' 0 S th C V v v o CL Q CL L � •v" L k (lk s %,7 U L3` C&7 v _L a_ sa G Q ui U— C) .Q N It CD Q LO 4 N Q Q Cfl Q a� u V o o� a� c E Gppt E 8 �Z u�a m� m a Q � 9 0 o�Z y� a w;r '6 6� aT Unagi Servers Inc. CORPORATE VOTE January 10, 2018 At a meeting of the Board of Directors of Unagi Servers Inc. held at Newton, Massachusetts on January 10, 2018, it was duly voted that the Corporation apply to the Board of Selectmen for the Town of Reading for a change of manager on the all- alcoholic beverages restaurant license exercised on the premises located at 530 Main Street, Reading, MA "Voted: To authorize David M. Rosenberg, President, to sign the application for the license in the name of Unagi Servers Inc. d /b /a Biltmore & Main Bar and Grill and to execute in its behalf any necessary papers, and to do all things required relative to the granting of the license." "Voted: To appoint Alexander M. Tamargo of Medford MA its manager or principal representative, with as full authority and control of the premises described in the license of the Corporation and of the conduct of all business therein relative to alcoholic beverages as the licensee itself could in any way have an exercise if it were a natural person resident in the Commonwealth of Massachusetts and that a copy of this vote duly certified by the Secretary of the Corporation and delivered to said manager or principal representative shall constitute the written authority required by Sec. 26, Chap. 138, G.L." This Corporation has not been dissolved. David M. Rosenberg, Secretary t�61 OF.RORAH R GOI.RDRF,RG TREASURER AND RECEIVER GENERAL Conur:ouzvealth of Allassachusetts Alcoholic Beverages Control Commission 239 Caasezvay Street, First Floor Boston, MA 02114 COM REQUEST FORM JEAN AI LORIZIO, r Q, CHAIRAfAA' The Alcoholic Beverages Control Commission ( "ABCC ") has been certified by the Criminal History Systems Board to access conviction and pending Criminal Offender Record Information ( "CORI "). For the purpose of approving cacti shareholder, owner, licensee or applicant for an alcoholic beverages license, I understand that a criminal record check will be conducted on me, pursuant to the above. The information below is correct to the best of my knowledge. ABCC LICENSEINFORMATION ABCCNUMBER: PI'MSTnK>UCERfEE) t t7__________II LICENSEE NAME: Unagi Servers, Inc. CITY /TOWN: Reading J LAST NAME: Tamargo FIRST NAME: Alexander I MIDDLE NAME: Michael �1 MAIDEN NAME OR ALIAS (IF APPLICABLE): 1 PLACE OF BIRTH. New York City II DATE OF BIRTH: 09/02/1984 SSN: C ID THEFT INDEX PIN (IF APPLICABLE): _ I MOTHER'S MAIOEN NAME: Be�lier DRIVER'S LICENSE R: STATE LIC. ISSUED: Massachusetts- - GENDER: MALE I HEIGHT: 11 WEIGHT: 250����1/1 EYE COLOR: Brown CURRENT ADDRESS: 46 Lawrence Street #2 CITY/TOWN: Medford I STATE: MA ZIP: 02155 FORMER ADDRESS: 148 Westgate Road CITYITOWN: Chestnut Hill STATE: MA ZIP: PRINT AND SIGN PRINTED NAME: Alexander M. Tamargo APPLICANT /EMPLOYEE SIGNATURE: On this Jan rylL" G, C1 before me, the undersigned notary public, personally appeared ime of document signer), proved to me through satisfactory evidence of identification, which were p hUr, j L�i be the person whose name is signed on the preceding or attached document, and acknowledged to me that (he) (she) signed it voluntarily for stated purpose. -e* 4 ,,-1; -4 DIVISION USE ONLY REQUESTED ay: i.(rxA1flF.r. ():'CLxI:- AQlfiq:fGEG:AftEOYfE The DO Idee"fy Theft Index MR Et—ber h ro be taap' --d by thett apptidanlf that hsve been I—d an Idemhq Thtff NN KW by the DCR. Ce iffdd 4r-41 are rowed I, provide NI IFOUnta the <ppdrlonMIV W Indddt IN, W t mt Id tetme dw sa—ey of the CORt reeotaf ptocea1. All CORI "toe4 6— t1w ft awe IN$ field arc tegWSCd to be sebrn+4ed. ff.=1 Hams" oebytaxto 161]1S.W. ELLEN M. COSTIGAN Notary Public COMMONWEALTH OF MASSACHUSETTS ul 0"" My Commission Expires July 9. 2021 MA wvnv.masSvCrtnv 6416;.Zt- i5 C ASS- s !b"ex ptv- hoc(h- ENRORSE!kim- FCS(d!�iiSh'S'- NONE !X3HE MWOW CPAAME OF aDDAES .PF6!R O'N. PilS +15F£((F 4•&C i 5y�`� O� OFt�O ci x � a t !-NCORP��P� Town of Reading BUSINESS CERTIFICATE Certificate #:16 -050 Original Issue: July 30, 2008 Type: Renewal Renew: May 24, 2016 Expiration: May 24, 2020 In conformity with the provisions of Massachusetts General Laws, Ch 110 Sec 5, as amended, the undersigned hereby declares that a business is conducted under the title of: Bassam Kofahi d /b /a Reading Square Service 749 Main Street Reading, MA 01867 Said business is conducted by the following named person(s). If a corporation, include the title of each corporate officer signing the certificate. Bassam Kofahi � r Bassam Kofahi Address 1 Acorn Lane Methuen, MA 01844 Type of Business: Gas Station & Repair Shop Appeared before me the above named person(s) and acknowledged the foregoing to be a true and accurate account, given under the pains and penalties of perjury this 21 st day of February 2018. Laura A. Gemme, Town Clerk- In accordance with the provisions of Massachusetts Laws the business certificate shall be in effect for a period of 4 years from-the date of issue and shall be renewable by the applicant every four years thereafter. In the event of discontinuance, withdrawal of partner, retirement, or amendment of the certificate in any manner it shall be necessary to file with the Town Clerk such change, under oath. Such change shall be recorded with and become part of the original filing. Copies of the Business Certificate shall be available at the address of the business and shall be furnished to any person(s), making purchases of goods or services upon request. This is not a license to do business. Necessary licenses and permits must be obtained at the Town Manager's Office or Board of Health. 5�� THE COMMONWEALTH OF MASSACHUSETTS Number: 2018 -3 TOWN OF READING Fee: $75.00 USED CAR DEALER'S LICENSE - CLASS II TO BUY AND SELL SECOND -HAND MOTOR VEHICLES In .accordance with the provisions of Chapter 140 of eneral Laws with amendments thereto, Bassam Kofahi d/b /a Reading S ua a Texaco, 's hereby licensed to buy and sell second -hand motor vehicles at 749 Main S6 et su ' ct to the following conditions: All Zoning and other Bylaws and Rules and Regulations of the Town of Reading are adhered to. No more than two vehicles to be for sale at any one time, and vehicles to be parked as indicated on attached plan. This license is granted in conformity with the Statutes and ordinances relating thereto and expires December 31, 2018, unless sooner suspended or revoked. In Testimony Whereof, the undersigne& have hereun axed their official Date Issued: December 12, 2017 THIS LICENSE MUST BE POSTED IN A CONSPICUOUS PLACE UPON THE PREMISES (OVER) 5,a O OFNfi�Oi ,. Town of Reading A �'a Meeting Minutes 6,639.7NCORp��P� Board - Committee - Commission - Council: Board of Selectmen Date: 2018 -01 -09 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Selectmen Meeting Room Session: Version: Chair John Arena, Barry Berman, Dan Ensminger, John Halsey, Andrew Friedmann Members - Not Present: Others Present: Town Manager Bob LeLacheur, Fire Chief Burns, Deputy Fire Chief Jackson, Executive Assistant Caitlin Saunders, Barbara Melanson, Demetra Tskeras, Rebecca Bailey, Mark Dockser, Gary Baker, Kristyn Kaupas, Kathleen Donnelly, Erin Gaffen, Michele Sanphy, George Kachen, Nick Bonanno, Todd Merkle, Elaine Webb Minutes Respectfully Submitted By: Topics of Discussion: Chair John Arena called the meeting to order at 7:00 PM. Mr. Arena started off the meeting by noting the efforts of National Grid over the weekend while they battled a water leak in one of their gas lines. Mr. Halsey wanted to announce that long time employee Ann Gentile retired last week. She has been working in the Elder Services department and helped over at the Senior Center. He thanked her for her years of service and wished her well in retirement. Mr. Berman noted he attended the School Committee meeting last night which was about their budget. It will be a very tough process for them. Mr. Berman also noted that the town received a grant for wayfinding and they have been working on that and will unveil it to the board at the end of the month. Mr. Friedmann also went to the School Committee and noted they had a very interesting presentation to explain to everyone their needs. Chief Burns was present to talk about the National Grid issue over the weekend as a lot of unhappy residents came to share their stories. Chief Burns explained that he got word Friday morning that about 78 homes were without heat. National Grid came out and found a leak in one of their lines. As the town was setting up a shelter for people without heat, National Grid brought in a temporary truck and got their heat back on. However, because it was so cold, the truck froze and people lost their heat again late Friday afternoon. Saturday morning heat was restored again. The Page 1 1 � °' ///'''1 department sent out a reverse 911 stating their heat was back on. Right after that message was sent out, they ,lost it again. The Town's water department was brought in to help find the water leak. What was happening was the town's water pipe was leaking into National Grids gas line, causing an outage. They had to dig up 3 sections of the street trying to find where the leak was. Eventually, the leak was found and repaired and National grid went door to door and made sure every house was back on. Dan Cameron, our National Grid district manager, was present to answer any questions. Mr. Berman felt their needed to be better communication in what the town can do to let residents know what is going on. Mr. Arena agreed better communication is needed for our residents instead of them just calling the general National Grid service number. Mr. Cameron noted they usually do set up a local command center if they plan to be on site for more than a day, however, they thought they had the problem fixed the first day so they did not set one up. Mr. Friedmann suggested Mr. Cameron and the Fire Chief sit down and come up with a plan for future events. Kristyn Kaupas of Timberneck Drive explained that she called the Fire Department Thursday night when they first lost it and she did not like the answer she got. She said she also called National Grid Thursday night and they didn't come out. She noted she still doesn't think this issue is resolved and it's a huge concern to her. Kathy Donnelly of Charles Street noted the 1 -800 number for National Grid is not effected and she would have liked to see more of a town presence and communication. Another resident noted the only reliable information he got was by going outside and talking to the guys actually working on the street. The call center in Brooklyn is a hit or miss when you call there and all the neighbors are really skeptical if this issue is really fixed. Mr. Cameron noted the situation is fixed but they will continue to monitor the situation as the temps are expected to drop again this week. Demetra Tskeras wanted to comment about her concern about campaigning and governing. The Chair of the Selectmen is up for reelection and he launched his campaign at a Selectmen meeting and she doesn't think that is right. She also noted his social media is misleading and the board needs to have a serious talk about a social media policy. Part of her wanted to ask Mr. Arena to step down because of how he has been campaigning. She then asked about the policy they have that says you can't be chair if you're up for reelection. Mr. Arena responded noting he did some research and showed they have not been doing outP. Mr. Berman felt there is a misconception out there that the board is not following its policies. Mr. Friedmann feels they should keep in mind the role of the Chair and what we want it to be when going through the general operating procedures policy. Town Manager Report Mr. LeLacheur noted the Library Trustees would like to meet jointly at the Selectmen's next meeting to vote on a new member. a Page 1 2 bcy Reappoint Retirement Member Mr. Ensminger moved that the Board of Selectmen appoint Carol Roberts to the Retirement Board with a term expiring December 31, 2020. The motion was seconded by Mr. Halsey and approved with a 5 -0 -0 vote. Discuss BOS Policies - Article 1: General Operating Procedures The board had a discussion on some of their policies. They agreed the reorganization is best suited in June. They discussed the need to talk more about communication and social media. Mr. Berman brought up the idea of having an onboarding process and also suggested committees have 2 co- chairs. Mr. Halsey expressed this article needs a lot of work with some more conversation. Mr. Arena noted he doesn't want to think this `trust gap' is because of this policy. Peter Lydecker called the Finance Committee to order at 8:45 PM. Continued Hearing - BOS Policies, Article 3: Licenses The board briefly discussed entertainment licenses. They also discussed if they would like to have a separate fee schedule. They decided that would probably be the simplest way. The board also touched upon A -Frame signs. Because they would be using our property to put the signs on we would need a liability number from our insurance company. The board decided it was best if we used MIIA's recommendation for how much liability. Mr. Ensminger made a motion to close the hearing regarding the BOS Policies, Article 3, Licenses. The motion was seconded by Mr. Berman and approved with a 5 -0 -0 vote. Nick Bonnano wanted to bring forward his thoughts on the liquor policy. He believes it is very inconsistent for club licenses. He also noted he was looking on the ABCC website and explained there is such thing as a `war veterans' club license and asked why we don't have any in town. He noted right now all clubs are lumped together into one leaving it hard to regulate certain things. He also expressed how relaxed regulations are right now for clubs. He also wants regulations for outdoor use in residential neighborhoods. Lindsey Baker from Grove Street also noted she is concerned about clubs being allowed to serve alcohol from 8 am - 2 am. She is also worried about the peace of her neighborhood when people are outside having a good time at the golf course. Mr. Ensminger moved that the Board of Selectmen accept the changes to the Board of Selectmen Policies in regard to Article 3, Licenses, as presented. The motion was seconded by Mr. Berman and approved with a 5 -0 -0 vote. Review Town Manager's Budget The board reviewed what the Town Manager prepared for them. Mr. LeLacheur noted this budget does not include everything the departments wanted and what he thought was the most necessary. Mark Dockser feels the town needs to look at all the fees we charge again. Certainly there are some that are outdated that we can up. Elaine Webb asked about fees to offset salaries. Mark Dockser asked if there was any update about the RMLD payment conversation. Mr. Ensminger noted they are not meeting again until February. Mr. Dockser also wanted to remind everyone that RCASA is going to be a FY20 issue that we need to keep in mind. Page 1 3 Peter Lydecker felt there is an issue with sustainability and adding positions we may not be able to fund in the following years. Mr. LeLacheur noted when he built in new positions he did build in some sustainability like benefits. George Kachen suggested in the next coming days/ meetings that they keep the budget very simple, easy for people to understand. Minutes Mr. Ensminger made a motion that the Board of Selectmen approve the meeting minutes from December 12th, 2017. The motion was seconded by Mr. Berman and approved with a 5 -0 -0 vote. Mr. Ensminger made a motion that the Board of Selectmen approve the meeting minutes from December 13th, 2017. The motion was seconded by Mr. Halsey and approved with a 5 -0 -0 vote. Mr. Ensminger made a motion that the Board of Selectmen approve the meeting minutes from December 19th, 2017. The motion was seconded by Mr. Friedmann and approved with a 5 -0 -0 vote. Mr. Berman moved that the Board of Selectmen adjourn at 10:52 PM. The motion was seconded by Mr. Ensminger and approved with a 5 -0 -0 vote. Page 1 4 a,�N OFR' ,. c Town of Reading Meeting Minutes 0 ff38•INC0440PP Board - Committee - Commission - Council: Board of Selectmen Date: 2018 -01 -23 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Selectmen Meeting Room Session: Version: Chair John Arena, Barry Berman, Dan Ensminger, John Halsey, Andrew Friedmann Members - Not Present: Others Present: Town Manager Bob LeLacheur, Assistant Town Manager Jean Delios, Administrative Services Director Matt Kraunelis, Library Trustees, Executive Assistant Caitlin Saunders, Housing Consultant Liz Rust, Amy Lannon, Angela Binda, Stephen Crook, Everett Blodgett, Michelle Sanphy, Jeanne Borawski Minutes Respectfully Submitted By: Topics of Discussion: Mr. Arena called the meeting to order at 7:00 PM. Liaison Reports Mr. Arena wanted to first commend all the members of the board on attending all the long and numerous budget meetings over the past couple weeks. Mr. Friedmann agrees noting he went to all the School Committee budget meetings and the presentations went well and the budget was put together very thoughtfully. Mr. Berman noted they all put in a lot of hours on the budget and it shows. Next meeting will have some Eagle Scouts coming in to get their proclamations. He noted he attended the MMA conference over the weekend and heard the governor's speech. He also attended the deployment ceremony at Camp Curtis Guild as a set of troops stationed there will be heading overseas. Mr. Berman also suggested changing their `office hours' to before every meeting instead of every other. Vi Mr. Ensminger noted he has been watche'd� all the meetings remotely. Mr. Halsey noted he has been doing the same. He also wanted to thank our State Representative Jim Dwyer as he has recently announced he will not be seeing reelection. Public Comment 01\ ��r . Bill Brown commented that there needs to be a flag at the library. Page 1 1 Angela Binda stood up and felt the need to explain she was having trouble finding the meeting minutes online. Mr. LeLacheur pulled up the website and showed her where to find them. She feels the town is hiding the minutes from these public meetings and not being transparent because she could not find them. She asked about the process of minutes and it was noted that once minutes are approved by the board they go to the Town Clerk to be posted. If anyone else is having trouble finding the minutes they can easily just contact the Town Clerk via telephone or email and she can point you in the right direction. All the meetings are also aired live on RCTV and available to watch again at any time on YouTube. Town Manager's Report Mr. LeLacheur noted that Reading received some glowing reviews at the MMA conference. Health Insurance number came in better than expected but State Aid came in much lower. Mr. LeLacheur also wanted to echo Mr. Halsey's comments about Jim Dwyer noting is a great representative for Reading and always worked for us. He also noted he attended the ceremony to ship off the troops from Camp Curtis. Appoint Library Trustee The library trustees called themselves to order. They have two applicants applying for the one position; Patrick Egan and Monette Verrier. The library trustees started off by asking the applicants some questions. They asked the applicants if either of them see any challenges for the library. Ms. Verrier noted if the override doesn't pass she would still like to see a way for them to get back the Sunday hours. Mr. Egan agreed with Ms. Verrier and also noted he would like to see them stay ahead with their technology. They then asked about their skills and expertise. Mr. Egan noted he is a great team player and has been on boards before. In his professional life he works on teams all the time to complete big projects and he feels that it is important for all boards to work together for a common goal. Ms. Verrier noted professionally she is in human resources so she is a people person. She also loves the library and thinks it needs to be utilized more and would like to help make that happen. The candidates were asked if they would be able to meet the time commitments and they both said yes now that their kids are grown they have more time to get involved with the community. Mr. Friedmann asked if they had any other volunteer experience. Ms. Verrier noted she is an active volunteer at the library at Wood End School. Mr. Egan noted he is very involved with school fundraising. Mr. Halsey asked Mr. Egan about his application in which he wrote he felt the library is undervalued and underappreciated. He asked if he could elaborate on that more. Mr. Egan noted he meant he is very surprised that he still runs into people who don't utilize the library. He thinks it is a great resource for the town and feels more people need to take advantage of it the amazing, new building. Mr. Ensminger asked if either candidate had any conflicts if they were on the board and both answered no. Mr. Berman asked if there was something they would change about the library. Ms. Verrier noted she thinks because of budget constraints that they don't have a lot of out - of- the -box programming. She feels if they have unique programs it could draw new, different groups of people to the library. Mr. Egan noted he would love to see more hours; Sundays and evenings specifically. Page 1 2 OD, Mr. Friedmann asked the current library trustees to tell him their backgrounds. Mr. Halsey asked the candidates if they would run in the election if they did or did not get appointed tonight. Ms. Verrier explained if she gets appointed tonight then yes she will run in the election; however if she doesn't get appointed tonight she will not run in the election because she feels it is important for one to person to get on the board, learn, and continue on. Mr. Egan noted he felt and would do the same as Ms. Verrier. The Board of Selectmen and the Library Trustees took a vote as followed: Mr. Egan received 1 vote. Ms. Verrier received 8 votes. Ms. Verrier was appointed to the Library board of trustees with a term expiring April, 2018. Review RCTV Cable Needs Assessment Matt Kraunelis and our Cable Advisor were present to give a presentation on the cable franchise. The group had a discussion on how Comcast doesn't add funds into their 5% they give us but Verizon does. It is something that needs to be watched closely and looked at when we do this contract. The next steps will be to have an internal staff meeting and then call Comcast to start negotiating. Mr. Berman asked when this needs to be done by and it was noted our contract ends in November. Mr. Kraunelis noted a formal process would include and RFP. Mr. LeLacheur asked if there was any possibility to negotiate with other towns and with all franchises ending at the same time frame. It was noted it is possible but would take a lot of work and preparation to get everyone together, but it is something we could work towards if other towns are interested. Mr. Berman asked what would happen if Verizon and Comcast happen to merge. It was noted there would need to be languafe in the contract to transfer ownerships. Housing Production Plan Town Planner Jean Delios and our Housing Consultant Liz Rust were present to give the board and update and presentation on our new Housing Production Plan. It is important to have a housing production plan in place to show the state we are serious and always working towards our housing needs. Mr. Halsey noted he feels like there is no finish line for this and it is always a merry -go- round because the census will continually keep changing our numbers and requirements. The board would like more time to look over the actual plan proposed and would like to vote at their next meeting on the 13tH Ms. Delios noted the Housing authority has a new director and they are planning a meeting with her soon to introduce themselves. Wayfinding Presentation Town Planner Jean Delios and Community Development Director Julie Mercier were present along with Designer Mark Favermann to give the board a presentation on what they have come up with for Wayfinding signs for downtown. Julie Mercier worked on and got the town a grant to do this project. Mr. Favermann, along with staff input came up with designs for directional and informational signs to be used in the downtown area. Page 1 3 Elaine Webb asked if this would be for the schools too because there are a lot of activities that happen at the schools especially the high school. Mr. Favermann noted this grant was a specific downtown initiative but if it goes forward they can certainly add to and make signs for the schools as well. Reading will own the design at the end of this process to continue for future use. Mr. Berman wanted to thank Julie Mercier for all her hard work on this. He thought the process was great and the end product is wonderful and appealing. Mr. Berman moved that the Board of Selectmen approve the design by Mark Favermann as presented. The motion was seconded by Mr. Ensminger and approved with a 5 -0 -0 vote. Discuss Downtown Parking Town Planner Jean Delios continuing in the seat for this discussion as well. She noted she just wanted to start up a discussion on this and see where the board is at. Mr. Arena noted he really does not want to see meters around town. Mark Dockser noted there is a lot of employee parking issues. Mr. Ensminger asked if we have looked into shared parking with businesses in their off hours. It was noted we have before but there are a lot of liability problems with that that businesses don't want to be involved with. Mr. Friedmann suggested more signage specifically to do with parking in the downtown. It can point people to other lots when some are full. Ms. Delios also noted that perhaps looking into a shuttle service could be useful. Shuffle people from Walkers Brook drive area, which has a town of parking, into the downtown to the depot and vice versa. Overview of Process for Next Megting Mr. Arena would like to discuss the process in which the board wants to process for the January 30th meeting in which the only topic on the agenda will be to discuss and vote to put an override question on the ballot. Mr. Arena noted the board needs to discuss the prioritized list and possibly reevaluate it depending on the number they choose. Mr. Berman suggested picking a number first and then coming up with the list that the money will be used for. Jeanne Borawski asked if the board could please include the school committee in.the process. Mark Dockser agreed with Mr. Berman and he felt having a specific number to work with from the beginning would make the prioritizing easier. He also noted the Finance Committee plans to discuss a lot of this tomorrow night at their meeting. Michelle Sanphy asked when public comment was for the next meeting and noted she wants an exact specific time of when she can speak. The board noted that is the only agenda item and public comment is in the beginning. Mr. Ensminger moved that the Board of Selectmen adjourn at 11:18 PM. The motion was seconded by Mr. Berman and approved with a 5 -0 -0 vote. Page 1 4 M Q "O�tj OF COQ Ry OAP �9m BAS -3L ° (9- 2017) P FO SATES OF � January 2018 BAS _ID: 32501756130 Reading town SEQUENCE: 06935 Mr. John Arena Chairman Board of Selectmen 16 Lowell St Reading, MA 01867 UNITED STATES DEPARTMENT OF COMMERCE Economics and Statistics Administration U.S. Census Bureau Washington, DC 20233 -0001 Mail Stop 7400 OFFICE OF THE DIRECTOR A Message from the Director, U.S. Census Bureau... N r� ;' --J 1 - ;1 c The U.S. Census Bureau (Census Bureau) conducts the Boundary and Annexation Survey (BAS) to update our records regarding changes to legal boundaries, names, and governmental status of all governmental units effective on or before January 1 of the survey year. This voluntary survey is an important opportunity for you to ensure that we have the correct boundary and legal name for your government. The Census Bureau will use the boundary information you provide to report data from the Population Estimates Program (PEP), the American Community Survey (ACS), and other Census Bureau programs and surveys. The Census Bureau and your state or county representative are collaborating to consolidate responses to the BAS. The representative has agreed to report all governmental annexations, deannexations, incorporations, disincorporations, and mergers for the governments effective on or before January 1 of the survey year to the Census Bureau. Since your government is participating in this consolidation of work, we will not be sending you separate BAS materials. Please work with your state or county BAS contact to ensure all boundary changes are reported to the BAS. For state reporting requirements, please visit the BAS Web page at the following link: https / /wwwcensus Gov/ programs- surveys/ bas / information /state affreements.html Please confirm your contact information above for the Highest Elected Official and submit changes via email to <geo.bas @census.gov> or submit online athttps: / /wWW.Census.nov /ceo/ partnerships /bas /bas_ar_form.html If you have questions about what will be submitted for your government to the Census Bureau, please contact your representative: Name: Mr. Neil MacGaffey Position: Director Department: Mass GIS Shipping Address: 1 Ashburton PI Rm 819 City, State, Zip: Boston, MA 02108 Phone: 617- 619 -5641 United States" Census c////ennsus.gov Bureau V - L Charles D. Baker, Governor Karyn E. Polito, Lieutenant Governor Stephanie Pollack, Secretary & CEO Jonathan L. Gulliver, Highway Administrator Robert W. LeLacheur, Jr. ,elf 40rr 7Highway Division January 30, 2018 Town Manager 16 Lowell Street Reading, MA 01867 Re: Boston to Reading — Highway Lighting System Replacements and Improvements (Including ITS Camera System Installation) along the Section of Interstate 93(Phase 11) Federal Aid No. STP- 093- 4(001)X Project File #60.8763 Dear Manager LeLacheur, I am pleased to inform you that the construction bid documents for Highway Lighting System Replacements & Improvements (Including ITS Camera System Installation) along the Section of Interstate 93(Phase 11) in your community has been completed and bids were solicited on January 23, 2018 The Massachusetts Department of Transportation - Highway Division is currently in the process of certifying the low bidder Coviello Electric & General Contracting, Inc. In general, the work includes the replacement of the existing highway lighting system on Route 1 -93, including exit ramps, with a proposed highway lighting system inclusive of new lighting load centers, new light poles (both high mast and conventional highway) on the foundations of existing light poles or on new light pole foundations, new luminaires, new conduit, handholes and wiring and new underpass roadway lighting which replaces an existing underpass system. The work also includes the installation of a closed circuit camera system (ITS) along the Route 1 -93 corridor. The project is expected to complete within 1085 Calendar Days from receipt of the Notice to Proceed. The bid package, including the construction plans and specifications are available for review at the District office. I encourage you to take advantage of this opportunity to reacquaint yourself with the project and ask that you share this invitation with the community's emergency services divisions and any other local officials or departments who may have an interest in the matter. If you would like to view this information, please contact Mark Kratman, Assistant District Operations Engineer, at (781) 641 -8469 or at Mark. Kratman@dot.state.ma.us. You may also wish to visit www.massdot.state.ma.us/Highway for more information and updates. I look forward to working with you on this important transportation project. If you have any questions, please feel free to contact me. X -C: Jeffrey T. Zager, Director Public Works Department Ryan Percival P.E., Town Engineer John Arena, Chairman Board of Selectmen Honorable Jason M. Lewis, State Senator Honorable Bradley H. Jones, Jr., State Representative Honorable James J. Dwyer, State Representative s 519 Appleton Street, Arlington, MA 02476 Tel: 781 -641 -8300, Fax: 781-646-5115 www.mass.gov/massdo�\D February 8, 2018 Via UPS Board of Selectmen Town of Reading 16 Lowell Street Reading, MA 01867 Dear Chairman and Members of the Board: Xfinity Pursuant to G.L. Ch. 166A, Section 10, Comcast is pleased to provide a copy of its Form 500 for 2017. The Form 500 contains information on customer video service related issues in your community and how Comcast responded, including the time taken to resolve these complaints. For the Form 500, the Massachusetts Department of Telecommunications and Cable defines a complaint as: Any written or verbal contact with a cable operator in connection with subscription in which a person expresses dissatisfaction with an act, omission, product or service that is (1) within the operator's control, and (2) requires a corrective measure on the part of the operator. Comcast also has forwarded a copy of the enclosed Form 500 to the Department of Telecommunications and Cable. If I can be of further assistance on any matter related to the Form 500, please contact me at 508 - 647 -1418. Very truly yours, t Greg Franks Sr. Manager of Government Affairs cc: Department of Telecommunications and Cable fp. COMCAST 1L� m m 0 C .m E O V O O O L U- c O .7 O N d O d G C N T d Y d 0 O U d F C O 7 O N m a> m Y d v 0 U N d N CL .6 L Z O 2 0 G O O d ww U N C13 N N d � E O O O N d :3 > U 0-6 N d d > � N Q � CD v 0 A v v cn N m m 00 �o 4 co A A v a7 v N N CU T > c m M O M N LO v n Tv N T m� L CD J n v N C G O V G w d O N v d) d d E a`� c c a c w E E m w w � c y" c > a m a d W L L � V w y N c d . 3 v -. _ O d V O O N N c O O � G N _ I ~ � 3 o d d a c ` c m � � y .0 III Q r V7 N O C d d Q d O > v N v N N N �- v Q IOU ~ U N C (0 a7 O O' E O U i i Z r- O co CIJ Q N v c d � a I- 5. N a N SO IS 0 O N 0 0 0 �- O m c_ E rn E m fO E 0 0 a` W U rn U .0 0 Z d C o cu U z 2 m CD N E c a`) o aci a ° o O U > O. C N 7 cu L L Q m U w CO � 0 0 d of d cn SO IS V .r+ d � N O_ O L CLL L L a) O 40 WE o O) A 10 A = CL 2 cn CD N N C C) v'! it W', A Lr) o�'� v c T O a I m - o v S v A m v M n N V C ca 47; N N N ' J n V O a 2 m _c m m N 0 c 0 0 0 a Q Y d D O 0 I F- 1 C C' ¢ ¢ o� a' a 00 0 0 ° p c� in C) N �d �I I @ d i a @ m' ry, c 0 H ¢ a O 0 o 0 o0 io 0 O 0 N N N � O N a O 0 0 O N O s a 0 O v v n 0 N M N O m C1 m; m C7 C1 07 Saunders, Caitlin From: LeLacheur, Bob Sent: Sunday, February 18, 2018 7:10 PM To: Saunders, Caitlin Subject: Fwd: [Reading MA] A Suggestion for the BoS (Sent by Brad Grimm, blgrirnrn @yahoo.com). BOS packet Sent from my Whone Begin forwarded message: From: Contact form at Reading MA <vtsdmailergvt- s.net> Date: February 18, 2018 at 6:44:17 PM EST To: <selectmengci.reading ma.us> Subject: [Reading MA] A Suggestion for the BoS (Sent by Brad Grimm, bl2rimmkyahoo.com) Reply -To: <bl rig mmgyahoo.com> Hello Board of Selectmen, Brad Grimm (bl rg immgyahoo.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 BoS, My name is Brad Grimm and I currently reside at 156 Prospect Street. I have been informed that the BoS, at its upcoming 2/27 meeting, will discuss holding open forums to provide information regarding the override. This is very encouraging and a necessary step toward, hopefully, passing the override on April 3rd. I would like to recommend that the Chief of Police, the Fire Chief, a School Committee representative and the Town Manager also attend these forums. believe that having them available for questions would help convince residents that an override is needed at this time. Also, they can speak to the long -term impacts to each of their areas, and the town, if the override fails to pass. Please consider this suggestion as you think about these open forums. Regards, Brad Grimm =IF Saunders, Caitlin From: Sent: To: Subject: BOS packet Sent from my Whone Begin forwarded message: LeLacheur, Bob Thursday, February 15, 2018 8:02 AM Saunders, Caitlin Fwd: MSA Seeks Leadership for Board of Directors From: "Mass. Municipal Assoc." <dwilliams@mma.or > Date: February 15, 2018 at 8:00:33 AM EST To: < selectmen(,ci. reading. ma.us> Subject: MSA Seeks Leadership for Board of Directors Reply -To: <dwilliams@ ma.org;> MSA seeks leadership in Districts 2 and 3 Massachusetts Municipal Association Good Morning, The Massachusetts Municipal Selectmen's Association is seeking selectmen for two vacancies on the MSA Board of Directors and subsequently the MMA Board of Directors. The vacant seats are the District 2 Representative which covers: Essex and Middlesex counties and the District 3 Representative which covers: Bristol, Norfolk and Suffolk counties. This commitment is for one year and includes approximately 8 -15 meetings where attendance is required. If you are interested in serving as a District Representative on the MSA Board of Directors and you are a selectmen in these counties please email your resume and a short statement of interest (no longer than one page) to dwilliamspmma.org by March 1. Please feel free to contact me with any questions. Thank you! Best, qE� Devon Devon Elizabeth Williams Member Services Coordinator Massachusetts Municipal Association One Winthrop Square, Boston, MA 02110 Phone: 617- 426 -7272 x104 dwilliams(&mma.org I @massmunicipal i re f o r m z., aeR Saunders, Caitlin From: LeLacheur; Bob Sent: Wednesday, February 14, 2018 5:08 PM To: Saunders, Caitlin Subject: FW: [Reading MA] RMLD (Sent by jerrold starr,jstarr1944 @gmail.com) BOS packet Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanaeerPci.readiniz.ma.us (P) 781 - 942 -9043; (F) 781 - 942 -9037 www.readingma.gov Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m.;Tuesday: 7:30 a.m. - 7:00 p.m.; Friday: CLOSED - - - -- Original Message---- - From: vtsdmailer @vt -s.net [mailto:vtsdmailer @vt- s.net] Sent: Wednesday, February 14, 2018 4:48 PM To: Town Manager Subject: [Reading MA] RMLD (Sent by jerrold starr, istarr1944@gmail.com) Hello rlelacheur, jerrold starr (jstarr1944 @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: �� Quit negotiating with the RHLD to get good information to see if they should give the town more money, the RMLD doesn't want to accept the fact that the town owns the RMLD and they think we should just trust them. When a company buys another company, they "sweep" the money coming in to that company and that starts the control process without actually being in the new company. That would let the BOARD see the actual revenues received. You would be the point man to receive the revenue into a separate account and then disburse to them weekly cash needs. The RMLD mgmt. would now know the town is serious about money issues. The RMLD is playing with us, and thinks they can manipulate data so we will accept what they tell us. Don't accept any excuses we can't do this, just tell them we are doing it! Believe me i have done the many times, gotten a lot of pushback but did it and found amazing savings and got to better understand how the businesss operates. This is a proven procedure used by most companies until they get a handle on budget needs for the new company. (You can pass this on to the board of selectmen). Jerrold Starr, 126 Beaver rd READING POLICE DEPARTMENT 15 Union Street :_ Reading, -Massachusetts 01867 --------------- — ---- Emergency Only: 911 - All Other Calls: (781) 944 -1212 - Fax: (781) 944 -2893 www.ci.reading.ma.us /police/ Robert LeLacheur Town Manager 16 Lowell Street Reading, MA 01867 Dear Mr. LeLacheur: February 9, 2018 The following is an "Executive Summary" of the Reading Police Department's investigation into the Reading Memorial High School's graffiti incident. INCIDENT Date reported to RPD: 02/09/18 Dated Discovered: 02/07/18 (approximately 1208hrs) Discovered by: A 120' grade male student. Location: Level 300 Room 317. Graffiti of two swastikas located in a desk cubby. Responded to by: SRO Lewis Photos taken. No suspects at this time. Case remains open. Respectfully submitted, David J. Clark Deputy Chief of Police qgi READING POLICE DEPARTMENT 15 Union Street - Reading, Massachusetts 01867 Emergency Only: 911 - All Other Calls: (781) 944 -1212 - Fax: (781) W -2893 www.ci.reading.ma.us /police/ Robert LeLacheur Town Manager 16 Lowell Street Reading, MA 01867 Dear Mr. LeLacheur: February 2, 2018 The following is an "Executive Summary" of the Reading Police Department's ongoing investigation into the Coolidge Middle School's graffiti incident. INCIDENT Date reported to RPD: 02/02/18 Dated Discovered: 02/02/18 (approximately 1110hrs) Discovered by: A sixth grade male student. Location: D Corridor (Main Hallway) All Gender Bathroom. Graffiti was located on the top corner of the bathroom stall. Responded to by: SRO Lewis Photos taken. No suspects at this time. Case remains open. Respectfully submitted, David J. Clark Deputy Chief of Police q 9a READING POLICE DEPARTMENT 15 Union Street - Reading, Massachusetts 01867 Emergency Only: 911 o All Other Calls: (781) 944 -1212 - Fax: (781) 944 -2893 www.ci.reading.ma.us /police/ Robert LeLacheur Town Manager 16 Lowell Street Reading, MA 01867 Dear Mr. LeLacheur: February 8, 2018 The following is an "Executive Summary" of the Reading Police Department's investigation into the Parker Middle School's graffiti incident. INCIDENT Date reported to RPD: 02/08/18 Dated Discovered: 02/08/18 (approximately 1000hrs) Discovered by: Two sixth grade female students. Location: 2nd floor classroom 4219. Graffiti of a swastika was drawn faintly on a desktop. Responded to by: SRO Lewis Photos taken. No suspects at this time. Case remains open. (eraser added for scale) Respectfully submitted, David J. Clark Deputy Chief of Police Saunders, Caitlin From: LeLacheur, Bob Sent: Thursday, February 22, 2018 2:00 PM To: Saunders, Caitlin Subject: FW: Mass Shooting Task Force BOS packet From: Kaitlyn Mercurio [mailto:kcmercurio @gmail.com] Sent: Thursday, February 22, 2018 1:56 PM To: LeLacheur, Bob Cc: charles .robinson @ reading. k12. ma. us; Segalla, Mark; John Arena at Home; Doherty , John (John.Doherty@ read ing.k12. ma. us) Subject: Re: Mass Shooting Task Force IC . Thank you for the thoughtful response. I think the public info session is a great start, and I think it needs to happen sooner than later, but we also need more. I very much want to hear what you all are currently doing, as does likely everyone in this town. But we need to involve more people in the action. I completely understand the sensitivity of security related matters, and the need to keep people in the know to a minimum. In fact, it would be downright irresponsible to do otherwise. However, there is a way to have higher level conversations without getting into the details of sensitive information. And there are many topics to discuss without any sensitive information at all. We are doing a disservice to the community by limiting these conversations to a handful of leaders in the town. We need to bring in people from all sectors in our community. Kids see things we don't see. Parents & teachers hear things others don't. Perhaps a large company in town has an active - shooter plan or a way to red flag disgruntled employees that the rest of us haven't thought of. What do our businesses need? What do,our churches need? What do our teachers need? How do we know the needs of these various groups unless we ask? The town needs to ask questions and we need to ask questions of the town. And not for the purpose of saying "gotcha ", but to try and make improvements and find ideas that the 6 of you haven't thought of yet. Let's bring all the stakeholders to the table. I do not feel comfortable with the environment in our town right now. I am concerned that something is brewing here. It is no secret our young people are struggling with mental health issues. It has been the year of the Swastika. I have no idea what the most recent graffiti was about in the last press release, but it sounds concerning. And I truly am not trying to be dramatic, but we need to seriously consider that we have a major issue on our hands. As a courtesy heads up, I do plan to come to the next BOS meeting and formally request this during public comment. I am looking for a purposeful commitment to create a group for the sole purpose of reviewing what we have, and actively trying to come up with new and better ways. I'm asking for a commitment for action. I may not know what exactly that should look like, but I think the discussion needs to be on the table. I really believe there is a unique opportunity here for the town to grab the bull by the horns and make some positive changes. It is a chance to start a community conversation, to be open, and to collaborate for the better. Thanks, 1 `/�� Kaitlyn On Feb 20, 2018, at 4:43 PM, LeLacheur, Bob <blelacheurnci.reading ma.us> wrote: Hi Kaitlyn, I've added John Doherty, I know you included him also in your original email. The following are my thoughts alone. On Monday I had the occasion to drive to Westchester County for a family funeral. I passed the exit for Sandy Hook, and was reminded how often I was in that area visiting friends when I lived in Connecticut. Some of them sent children to the elementary school, which I drove past regularly. Although this was years before the shooting there, I've never had trouble imagining exactly what that day was like, visually. I had a similar experience when I used to work on the 103rd floor of the World Trade Center, as former colleagues described their experiences on 9/11. Each time 'something else happens', I think we all lose a bit of ourselves. I suppose for every person the experience is different, but I know some of my friends are fairly numb to these events now, as a coping mechanism. Rest assured that neither the Superintendent, Police Chief nor myself are numb in the least, we are keenly aware and concerned. Virtually all of the things you list below are areas that Town, Police and /or School staff have discussed at length, implemented programs and procedures for, and plans for improvement in the future. Most of the details in these areas are either protected under student privacy laws, or by security concerns. For example, only six staff members, including the three on this email, are allowed to see an extensive building security plan that was created by highly credentialed professionals last summer. The three elected boards and FINCOM received a very high level summary in an Executive Session last fall. We are currently pursuing funding options, and have the first phase scheduled as part of the FY19 budget (in the capital plan). Town, School and Police staff will sit down as soon as we are able to and discuss holding some sort of community information meeting in the spring, especially for parents of students and the students themselves. I think it is important that everyone know that while we can't prevent any tragedy, we are as well prepared as any community could be. There may be some level of frustration when we cannot get into details, and there will simply need to be a level of trust shown by the community towards our effo rts. Thanks for your concerns, :.. Robert W. LeLacheur, Jr. CFA Town Manager, Town of Reading 16 Lowell Street, Reading, MA 01867 townmanager@ci.reading.ma. us =OF (P) 781- 942-9043, (F) 781 - 942 -9037 www.readiagma.gov Town Hall Hours: Monday, Wednesday and Thursday: 7:30 a.m - 5:30 p.m.;Tuesday: 7:30 a.m. - 7:00 p.m.;Friday: CLOSED From: Kaitlyn Mercurio [mailto:kcmercurioCd)gmail.com] Sent: Sunday, February 18, 2018 2:13 PM To: charies .robinson@readina.kl2.ma.us; Segalla, Mark; John Arena at Home; LeLacheur, Bob Subject: Mass Shooting Task Force Hello, I am writing to you all because I know you share in my devastation over the most recent school shooting in Florida. I hope that you all also share in my sense of urgency for action. It is with this hope, that I have a request. I would like to request that a Mass Shooting Prevention task force be formed here in Reading. I truly believe that no matter what the debate looks like nationally, acting locally is the best way to position ourselves in Reading to prevent, prepare, and respond to this type of emergency. I would like to include representatives from the police, town, school, parent community, and student body. I think a representative from both a local business and the Reading Rifle Club (or other community member with a LTC) would make excellent additions. Some topics I think necessary for our community to review: Prevention • Social /emotional wellness programs • School security assessment • Risk assessment • Threat reporting mechanism (for schools, employers, general community) tracking, & response • Regulatory review of LTC /firearms process /bylaws Preparation • Written Emergency Plan - active shooter - for the town, schools, guidance for businesses (create or review) • Review ALICE training - student training & teacher training • Classroom tool kits Among others. I think it is important to bring members from all parts of our community together to have this conversation. To brainstorm new ideas. To review what is already in place. We know mass shootings are a national problem, but when we talk about a potential mass shooting in Reading, we are dealing with perpetrators who likely live in READING and victims who are definitely from READING. It is up to us locally to protect our own. It is my sincere hope that you are all willing to work together for a common goal of keeping our children & community members safe. Please let me know your thoughts, and I'm happy to make this request more formally as needed. Thank you, qh3 Kaitlyn Mercurio Killam parent fmil