HomeMy WebLinkAbout2021-12-21 Select Board Minutes - Executive Sessiono,�N Of RFgO
Town of Reading RECEIVED
.I Meeting Minutes TOWN CLERK
RFADING,Ll
2022 JUL 13 AM 10: 18
Board - Committee - Commission - Council:
Select Board
Date: 2021-12-21 Time: 7:30 PM
Building: Reading Town Hall Location: Select Board Meeting Room
Address: 16 Lowell Street Session: Executive Session
Purpose: Executive Session Version: Final
Attendees: Members - Present:
Chair Karen Herrick, Vice Chair Anne Landry (remote), Secretary Mark
Dockser (remote), Carlo Bacci (remote), Chris Haley (remote)
Members - Not Present:
Others Present:
Town Counsel Ivria Fried (remote), Community Paradigm Consultant
Bernard Lynch (remote), Administrative Specialist Jacquelyn LaVerde
(remote)
Minutes Respectfully Submitted By: Jacquelyn LaVerde
Topics of Discussion:
This meeting was held in the Town Hall Select Board Meeting Room and remotely via Zoom.
Chair Karen Herrick called the meeting to order at 7:33 pm and identified Select Board
Members Mark Dockser, Chris Haley, Carlo Bacci and Anne Landry, Consultant Bernie Lynch,
Administrative Specialist Jackie LaVerde, and Town Counsel Ivria Fried, all of which
participated via Zoom.
Mark Dockser moved that the Board enter into Executive Session pursuant to
M.G.L. Chapter 30A Section 21 for the purpose of conducting a strategy session for
an employment agreement with the selected Town Manager candidate, Fidel
Maltez, and invite Ivria Fried, Bernie Lynch, and Jackie LaVerde to attend, and
adjourn from Executive Session and not return to Open Session. The motion was
seconded by Carlo Bacci and approved by unanimous roll call vote of 5-0.
All individuals stated that they were in a location that they could not be overheard.
Ms. Herrick stated that she had met with Ms. Landry and Mr. Lynch to discuss the existing
Town Manager contract, what it should look like going forward, and what other communities
do. Mr. Lynch confirmed that the salary range posted was $200,000 plus or minus,
depending on qualifications. Someone with more experience might earn around $215,000,
where someone with less experience would earn closer to $180,000.
Ms. Fried offered some comments for the Board. She and Mr. Lynch started with the
current Town Manager contract as a template, looked at provisions that were outdated, and
made some tweaks to them. One big change is a proposed alternative review process called
a 360 assessment, which solicits feedback and evaluation material from the Superintendent
of Schools, Department Heads, and a required written self-evaluation. Ms. Fried noted that
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if the Board decides to adopt the 360 assessment as a way to review the Town Manager, it
will also need to revise the Select Board policies to reflect that change.
Ms. Fried and Mr. Lynch proposed a salary range for the Board to consider. In the current
contract, the Town Manager was receiving a 3% cost of living increase each year, however
he was not receiving a vehicle allowance. The new contract proposes a 2% cost of living
increase, along with a vehicle allowance, and a suggested $2,500 or $5,000 deferred
compensation contribution. Ms. Fried noted that the vehicle allowance and deferred
compensation contribution are not considered salary In terms of payment into the pension
plan.
Mr. Dockser noted that delineating vacation days and requiring notice is new, and requested
adding language such as "as soon as practicable" when notifying the Board of use of
vacation days.
Mr. Dockser also requested that language be added to the notice clause clarifying that
benefits would terminate with the last day of work, and Mr. Lynch suggested adding
language for COBRA benefits.
The Board further discussed the new proposed Town Manager evaluation process and which
department heads to include in the process. Ms. Fried advised that the Board refrain from
identifying specific individuals to review the Town Manager in the contract itself and noted
that such information is best detailed in more flexible and amendable Board regulations.
The Board agreed to keep the length of the contract at three years, as the charter specifies
the contract cannot be more than three years, and it is the most common term in other
communities across the state. A check-in will occur at 90 days to review onboarding and
priorities, followed by another check-in at six months. After discussion, it was determined
that the 360 review should occur at one year only. Ms. Herrick asked about adding defining
good performance in the polity. Ms. Fried confirmed that establishing metrics would be
more appropriately placed in the Board's polity, not the contract. While not a lot of
communities include metrics in their policies, it does not mean It is a bad idea for Reading,
but the Board will need to be aware of any unintended consequences.
Section 6 Part A indicates that the Town Manager should participate in all Select Board
meetings, Town Meetings, and other meetings deemed beneficial. Mr. Dockser asked if
Finance Committee should be included, as the Town Manager's office coordinates and
schedules Finance Committee meetings. In order to leave the requirements broader, as the
new Town Manager may forge a different relationship with the Finance Committee, Mr.
Dockser suggested replacing the term "generally" in the clause with 'regularly".
Mr. Lynch shared that Mr. Maltez was scheduled to participate in a course at the Kennedy
School at Harvard this winter/spring. However, he has delayed that to expedite his
departure from Chelsea. Mr. Maltez has expressed interest in doing it in the future, which
would be a half day program for three to four weeks, and would not cost the Town of
Reading anything. The Board agreed on a $1,600 cap for other professional development.
Following a lengthy discussion, the Board agreed to offer Mr. Maltez a starting salary of
$183,000, plus a vehicle allowance of $4,800, plus a $2,500 deferred compensation
contribution in year two, and a $5,000 deferred compensation contribution in year three,
leaving room for negotiation. With an annual 2% cost of living and other benefits, the
salary would be worth $200,000 by year three of the contract, with room to expand upon a
renewed contract.
Karen Herrick will present the package on behalf of the Select Board to Mr. Maltez
Wednesday morning, December 22nd, and request his response by end of business
December 28th. The Board agreed on a proposed start date of February 14th, 2022.
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The Board agreed to meet in Executive Session via Zoom on December 29th to review Mr.
Maltez's proposed changes and vote to accept.
Karen Herrick moved to adjourn at 8:52 pm. The motion was seconded by Mark
Dockser and approved by unanimous roll call vote of 5-0.
Documents used during the Executive Session: Town Manager proposed contract, version 3,
12/21/2021
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