HomeMy WebLinkAbout2024-12-03 Select Board Packet
Town of Reading
Meeting Posting with Agenda
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.
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2018-07-16 LAG Board - Committee - Commission - Council:
Select Board
Date: 2024-12-03 Time: 7:00 PM
Building: Reading Town Hall Location: Select Board Meeting Room
Address: 16 Lowell Street Agenda:
Purpose: General Business
Meeting Called By: Caitlin Nocella on behalf of the Chair
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:
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7:00 Overview of Meeting
7:05 Public Comment
7:15 Select Board Liaison Reports and Town Manager’s Report
7:30
Discuss and vote on performance review and evaluation process
for the Town Manager, include selection of direct reports to
submit evaluations and individual to compile composite
evaluation in accordance with Section V of the Town Manager's
contract
3
7:45
HEARING - Discuss and Vote on Safety Amendment 2024-10; the
installation and maintenance of an official Right Turn Only Sign at
the exit of 62 Willow Street parking lot onto Willow Street.
11
Town of Reading
Meeting Posting with Agenda
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 | 2
7:50
HEARING - Discuss and Vote on Safety Amendment 2024-11; the
installation and maintenance of an official Left Turn Prohibited
sign on the Northerly side of Willow Street across from the
entrance to Maillet, Sommes & Morgan Conservation Area
parking lot.
8:00 Discuss and Vote on 264 Ash Street Driveway Waiver Request 17
8:15 Economic Development Update
8:30 Discuss and Vote on second water meter pilot program 23
8:50 Vote to declare surplus item: Fire Department Vehicle – 2009
Ford Escape 35
9:00 Vote to approve Annual Liquor Licenses 38
9:15 Vote on amendments to Section 1.5 of the Select Board Policies;
Volunteer Board and Committee Appointments 39
9:30 Edge Sports/ Symonds Way Update
9:35 Future Agenda Items 62
9:40 Approve Meeting Minutes
9:45
Executive Session Purpose 3: Discuss litigation strategy with
respect to (1) Town of Reading v. Delphi Construction; and (2)
Davenport v. Town of Reading.
Legal Notice
(Seal)
Town of Reading
To the Inhabitants of the Town of Reading:
Please take notice that the Select Board of the Town of Reading will hold a public
hearing on December 3, 2024 at 7:00 PM in the Select Board Meeting Room at Town Hall, 16
Lowell Street, Reading, MA or also available remotely on Zoom to act on proposed changes to
the following Traffic and Parking Regulations:
• Amendment Number 2024-10; the installation and maintenance of an official Right Turn
Only Sign at the exit of 62 Willow Street parking lot onto Willow Street.
• Amendment Number 2024-11; the installation and maintenance of an official Left Turn
Prohibited sign on the Northerly side of Willow Street across from the entrance to
Maillet, Sommes & Morgan Conservation Area parking lot.
A copy of the proposed documents regarding this topic will be in the Select Board packet
on the website at www.readingma.gov
All interested parties are invited to attend the hearing in person or remotely via Zoom; or
may submit their comments in writing or by email to townmanager@ci.reading.ma.us
By order of
Matthew A. Kraunelis
Town Manager
To the Chronicle: Please publish on Monday, November 25, 2024
Send the bill and tear sheet to: Town Manager’s Office
16 Lowell Street
Reading, MA 01867
ATTN: Caitlin Nocella
cnocella@ci.reading.ma.us
781-942-9043
Town of Reading
Amendment to the
Traffic and Parking Regulations
Amendment Number: 2024-10
Date Filed: October 28, 2024
Filed By: TSO Michael S. Scouten
On Behalf of: Parking Traffic Transportation Task Force
Section 1:
Purpose of Amendment: – Installation of a Right Turn Only Sign
Section 2:
Proposed Amendment:
Street to be amended under Article 12.1: Willow Street
Location on Street: 62 Willow Street at the exit of Maillet, Sommes & Morgan
Conservation Area parking lot.
Regulation: Right Turn Only exiting on Willow Street heading eastbound towards
Lowell Street.
Pursuant to Article 6.17.2: the installation and maintenance of an official Right
Turn Only Sign at the exit of 62 Willow Street parking lot onto Willow Street.
Section 3:
Effective Date:
This act shall take effect upon its passage and the provisions above shall not expire.
Select Board:
Date Signed:
Town of Reading
Amendment to the
Traffic and Parking Regulations
Certification of Amendment:
The Town Clerk certifies that Amendment Number ____________ above was
____________ by the Select Board 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
Town of Reading
Amendment to the
Traffic and Parking Regulations
Amendment Number: 2024-11
Date Filed: October 28, 2024
Filed By: TSO Michael S. Scouten
On Behalf of: Parking Traffic Transportation Task Force
Section 1:
Purpose of Amendment: – Left Turns Prohibited
Section 2:
Proposed Amendment:
Street to be amended under Article 12.1: Willow Street
Location on Street: Northerly side of Willow Street across from the entrance to
Maillet, Sommes & Morgan Conservation Area parking lot.
Regulation: Left Turns Prohibited: a left turn into the Maillet Land parking lot from
Willow Street prohibited for Willow Street westbound traffic.
Pursuant to Article 6.17: the installation and maintenance of an official Left Turn
Prohibited sign on the Northerly side of Willow Street across from the entrance to
Maillet, Sommes & Morgan Conservation Area parking lot.
.
Section 3:
Effective Date:
This act shall take effect upon its passage and the provisions above shall not expire.
Select Board:
Date Signed:
Town of Reading
Amendment to the
Traffic and Parking Regulations
Certification of Amendment:
The Town Clerk certifies that Amendment Number ____________ above was
____________ by the Select Board 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
⚫ Page 1
Memo
To: Select Board
Mathew Kraunelis, Town Manager
From: Ryan Percival, P.E., Town Engineer
Date: November 20, 2024
Re: 264 Ash Street
An appeal request was made to the Parking Traffic Transportation Task Force (PTTTF) on
September 25, 2024, regarding a driveway modification located at 264 Ash Street.
On September 23, 2024, the Engineering Division denied the application to modify the
driveways. The submitted plan revealed that the distance between the proposed driveways
exceeded the 125-foot separation requirement, as set forth in the Driveway Regulations. In
addition, the proposed driveways also exceed the maximum driveway width of 24 feet.
The applicant has revised the plan so both driveways meet the maximum 24-foot width
requirement. The applicant is requesting a waiver from the select Board for the 125-foot
separation between driveways. The existing property currently has two driveways, which the
applicant is looking to modify as part of a redevelopment.
PTTTF reviewed and discussed the request and determined that there was no concern in
regard to public safety or traffic on the roadway to prohibit the driveway. Engineering
recommends that stormwater infiltration be installed as mitigation for the driveway waiver.
Attached are the original denied plan, revised plan, and narrative from the applicant as
to the reason for the waiver.
Town of Reading Engineering Division
From:Cresta, Richard
To:Percival, Ryan
Subject:Personal: Existing and Proposed Conditions for 264-266 Ash Street
Date:Thursday, October 10, 2024 9:03:26 AM
Attachments:PPP_264-266ASH-REV5(STAMPED).pdf
Ryan,
I am requesting a waiver of the driveway policy for proposed new construction located at 264 - 266
Ash Street. Please see the attached plans for the proposed dwelling which include two driveways
with two 24’ aprons. The plan was approved by the ZBA. Two driveways already exist today and is
consistent with the neighborhood as there are 3 other properties on the same side of the street with
one located approximately 175’ away, one directly next door, and the other within 80’. For
additional context, the proposed dwelling is 3 houses away from the Reading Municipal Light
Department (RMLD). There are other factors to be taken into consideration which include safety
reasons due to the sheer number of vehicles traveling on Ash Street, the excessive speed (known to
the Police Department) as well as, the location of the proposed dwelling. There is an incline as one
is heading northbound on Ash Street (heading towards the center of town) that creates a blind spot
and combined with the excessive speed makes backing up into the road dangerous. Also, the
proposed dwelling is set back 25’ (five feet more than is required) to create additional site lines due
to the aforementioned. Lastly, I will work with the Engineering Department and their
recommendations for any water mitigation plans.
Thank you,
Richard Cresta
From: Percival, Ryan <rpercival@readingma.gov>
Sent: Tuesday, October 8, 2024 10:12 AM
To: Cresta, Richard <Richard.Cresta@fmr.com>
Subject: [External] RE: Personal: Existing and Proposed Conditions for 264-266 Ash Street
NOTICE: This email is from an external sender - do not click on links or attachments unless you recognize the
sender and know the content is safe.
Hi Richard,
Please see the attached denied driveway plan for 264 Ash Street. If you would like to pursue a
waiver please submit your request with a narrative of the reason why you believe the waiver
should be granted. Also note that the driveway opening should not exceed 24 feet.
Ryan Percival, P.E.
Town Engineer
Town of Reading
16 Lowell Street
Reading, MA 01867
781-942-6690 (Direct)
781-942-9082 (Eng. Main)
From: Cresta, Richard <Richard.Cresta@fmr.com>
Sent: Tuesday, September 17, 2024 2:46 PM
To: Percival, Ryan <rpercival@readingma.gov>
Subject: Personal: Existing and Proposed Conditions for 264-266 Ash Street
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Ryan,
I hope all is well. Attached are the latest plans for 264 - 266 Ash Street based on your
feedback, so hopefully this addresses your comments. Please let me know if you need
anything else. Also, how quickly can we get in front of the Select Board? Lastly, just as a
reminder, I will be moving the barn back at some point after the construction of the house. As
always, I appreciate your insight.
Regards,
Richard Cresta
From: Cresta, Richard <Richard.Cresta@fmr.com>
Sent: Wednesday, September 4, 2024 12:16 PM
To: rpercival@ci.reading.ma.us <rpercival@ci.reading.ma.us>
Subject: Personal: Existing and Proposed Conditions for 264-266 Ash Street
Ryan,
I hope you had a great Labor Day weekend. I have attached a couple of documents for the proposed
plan at 264-266 Ash Street based on our discussion and your feedback. The first document is to
better visualize what we are proposing vs existing conditions. You can see that it is a much cleaner
look. Again, it is consistent with the area and other dual driveways on the street. The second
document is the more detailed plan. Does this get you what you need? Is there any way to get in
front of the Select Board so we could start the process of permits vs waiting until the next meeting?
As always, your insight is appreciated.
Regards,
Richard Cresta
Fax: (781) 942-5441 PUBLIC WORKS
Website: www.readingma.gov (781) 942-9077
Date: November 27, 2024
To: Town of Reading Select Board
Cc: Matthew A. Kraunelis, Town Manager
From: Christopher A. Cole, Director of Public Works
Re: Secondary Water Meter – Pilot Program updated policy
Per the request of the Select Board, the Department of Public Works made the following updates
and provided additional information for the Secondary Water Meter policy as requested, which
includes:
• Clarification that this policy will only apply to residential properties.
• Permit swimming pools to be filled via the secondary water meter.
• Clarification on logistics with the application process via OpenGov.
• Removal of the off-season outside water restriction and fine.
• Penalty will be imposed for any illegal tampering.
• Any properties with existing secondary water meters will require inspections by Town
staff (plumbing and DPW) and replacement of the old meter. Possible internal plumbing
reconfigurations may be necessary by the property owner.
• Property owners to pay for all permitting, plumbing work, and the secondary water meter.
• Provided water rate information for MWRA communities who both allow secondary
water meters, and who also receive full water and sewer services from MWRA.
If any Board members would like to contact me directly, with any questions prior to the meeting,
please feel free to do so.
Thank you,
Christopher A. Cole
Director, Department of Public Works
781-942-6685 (office)
Town of Reading
16 Lowell Street
Reading, MA 01867-2683
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TOWN OF READING
MASSACHUSETTS
Department of Public Works
Second Water Meter Regulation and Fees
Adopted November 2024
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TOWN OF READING
75 NEW CROSSINGS RD.
READING, MASSACHUSETTS 01867
Reading Requirements and Process for Secondary Meter Installation
Authority and Purpose
These regulations set forth uniform requirements for the installation of secondary water meters for
the purpose of outside watering use only and are not intended for domestic drinking water, or
commercial and manufacturing use. All costs associated with the second water meter shall be borne
by the property owner and are subject to permitting and all regulations listed below. These
regulations are adopted for the purpose of servicing a 400-unit pilot program.
All existing second meters must be inspected by Town of Reading staff (by appointment) and must
meet current standards as described in this policy. All irrigation systems will be required to have
an operable rain sensor switch as well as a backflow prevention device. Consumption from this
meter will be charged a premium water rate only.
These regulations shall apply to residential properties within the Town of Reading (Town).
The Department of Public Works, DPW, acting through the Director of Public Works, shall
implement and administer the provisions outlined within these rules and regulations.
Secondary Meters
The policy is to allow one secondary water meter to be installed in front of or before the primary
meter for the purpose of outside watering use. Installation shall meet all State and Local
plumbing codes and require an approved plumbing permit and inspection. All irrigation systems
will be required to have an operable rain sensor switch as well as a backflow prevention device.
Permits
The owner, through their licensed plumber, must obtain all necessary permits from the Reading
Building Division Office via the OpenGov portal at https://readingma.portal.opengov.com/. Any
application for a service must include drawing(s) of proposed water service, showing all pipes,
valves, means and materials involved in the project, including all connections to outside faucets
and irrigation system(s) if applicable, completed by a licensed plumber.
Process
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1. A licensed plumber must apply for a Plumbing Permit through our online OpenGov portal at
https://readingma.portal.opengov.com/
2. Must attach license, workers compensation information, and drawings of the proposed
plumbing alterations, showing all pipes, valves, means, and materials involved to the plumbing
application and pay relative fees through OpenGov.
3. Once permit is issued, the plumber needs to coordinate with the DPW water division to
schedule a water shut-off (if needed) and prepare the site for the meter installation.
4. During the OpenGov permitting process, once the plumbing work has been completed by the
licensed plumber, they must contact the plumbing inspector during office hours (7-8AM Mon-
Thurs at 781-942-6615) to schedule an inspection.
5. Following approval by the plumbing inspector, Public Works will contact the property owner
to schedule an appointment to install the second meter.
6. DPW personnel will install the 2nd water meter. Please allow a minimum of 24-48 hours, or
as scheduling allows, after final inspection and before installation.
Fees & Cost
All permits, installation charges, equipment, including a secondary water meter, and water
dispensed through the secondary water meter shall be charged to the applicant at a rate approved,
from time to time, by the Town Manager. There are no refunds or exchanges.
Owners will not pay sewer charges on the water used through the Secondary Water Meter;
however, after 41 HCF units (Tier 4), your water rate will increase by an added conservation rate
for units used in excess of 41 HCF units. Consumption from this meter will be charged a premium
water rate only.
Meter Cost:
• $400 meter plus transponder (Residential)
Water Connection (Second Meter) Application Fee:
• $100.00 (residential)
Plumbing Permit:
• $50 (Residential)
• $50 for Backflow Prevention Device (if needed)
Tamper Fee:
• $300
o Tampering includes but is not limited to customers that received unauthorized,
unmetered water, customers that have intentional damage or tampering done to
their meters, meter locks, radio readers, wires, or any equipment that is property
of the Town.
4 | Page
Second Water Meter Technical Requirements
Purpose: As stated above, second water meters measure water used outside of the home, so that
the sewer fee is based only on indoor water usage. The meter is for outdoor use only and cannot
be used for indoor consumption. The meter must be used for the address where it was purchased.
All costs associated with the second water meter shall be borne by the property owner and are
subject to permitting and all regulations listed below. These regulations are adopted for the purpose
of servicing a 400-unit pilot program.
All existing second meters need to be inspected by Town of Reading staff (by appointment) and
must meet current standards as described in this policy.
Use of secondary water meters to provide outdoor watering shall be operable only during the
months of April 1 through October 31, when the Town Manager has imposed no water bans. All
irrigation systems will be required to have an operable rain sensor switch as well as a backflow
prevention device.
No Plumber shall be allowed to shut off the water at the outside curb stop entering a home or
business. Only the Town of Reading Water/Sewer Division personnel shall perform this function.
All inspections for valves and piping will be by appointment only except in an emergency.
When a plumber encounters an old iron pipe service entering the home through the wall or up
through the floor, they shall not operate the meter valve. They shall call the Water/Sewer Division
Office immediately to determine if the pipe is in sound condition to shutoff the existing meter
valve.
When a plumber encounters an old iron pipe service entering the house and it is determined by the
Water/Sewer Division personnel that it is poor condition and needs to be replaced, it shall be the
home or business owner’s responsibility to repair or replace the pipe and meter valve and notify
the Town of its repair or replacement before a new secondary water meter can be installed.
If, for any reason, a plumber is unsure about shutting off the meter valve please contact the
Water/Sewer Division office to arrange for an inspection of the meter valve or to have the water
shutoff at the outside curb stop.
There shall be no freezing of water pipes when installing new plumbing for secondary water
meters. All water shutdowns will be by meter valves or outside curb stops. No exceptions to this
policy.
All plumbers will be required to have all the tools and equipment needed to ensure no water is
allowed to spill or leak onto the basement floor whether it is concrete, tile or carpets, etc.
For the standard meter setup (⅝ inch by ¾ inch meter), the plumber shall leave a 7.5 inch spacing.
All meter bends and straights must be ¾ inch male internal pipe thread by 1-inch meter nut
connection to the meter. If the assembly is for a meter which is not standard or if there are any
questions, the plumber shall verify the adaptor sizes or connection set size and shape with the
Water & Sewer Division personnel.
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All plumbers are required to include drawing(s) of proposed water service, showing all pipes,
valves, means and materials involved in the project, including all connections to outside faucets
and irrigation system(s), if applicable. The drawing showing the “Secondary Water Meter Typical
Layout” is not acceptable as the drawing for the plumbing permit.
Backflow devices will be required and pressure reducing valves may be required, as outlined in
the State Plumbing Code. Costs for those devices will be the responsibility of the property owner.
After the installation of all valves, piping, and secondary meter all plumbing will be wiped dry and
checked for leaks before leaving the premises.
TOWN OF READING
DEPARTMENT OF PUBLIC WORKS
SECONDARY WATER METER TYPICAL LAYOUT
Secondary
Water Meters
Town of Reading
(400–unit pilot program)
2nd Water Meter Recap
•400-unit pilot program
•2nd meter for outside water use only, residential only
•Rain sensor and backflow preventor required
•Property owner pays for all permitting, plumbing work, and the 2nd water
meter/transponder
•Penalty charged for any illegal tampering
•Filling swimming pools can utilize 2nd meter
2nd Water Meter Recap (cont.)
•Any properties with existing 2nd water meters will require inspections by
Town staff (plumbing and DPW) and replacement of the old meter.
Possible plumbing reconfiguration may be required.
•These properties will receive a letter inquiring whether they want to
participate in the pilot program, and what the process will be to do so.
•Application process will be through OpenGov via a Plumbing permit.
•We removed the watering season restriction and fine.
Rate Comparisons (MWRA Communities) TIER 1 TIER 2 TIER 3 TIER 4 TIER 5 2nd METER Belmont 6.62$ 8.32$
Brookline 3.14$ 7.85$ 6.27$
Framingham 8.02$ 8.92$ 10.37$ 12.21$ 14.80$ 15.00$
Lexington 5.06$ 7.59$ 10.02$
Medford 7.53$ 8.05$ 8.57$ 8.57$
Newton 7.81$ 9.03$ 10.38$ 12.95$ 14.27$
Stoneham 6.95$ 6.95$
Watertown 5.68$ 8.85$ 11.96$ 15.61$ 15.61$
Reading 11.15$ 12.14$ 12.45$ 12.97$
Decisions for the Select Board to Make
•What rate(s) should be charged for the 2nd meter?
•Should there be a penalty charged for not cancelling an appointment?
•Approve Tamper Fee and amount
ANY QUESTIONS?
Town of Reading Liquor Licenses
2025 Renewal List
All Alcohol – Restaurants
Anthony’s Coal Fired Pizza – 48 Walkers Brook Drive
Bertucci’s Italian Restaurant – 45 Walkers Brook Drive
Café Capri – 355 Main Street
Chili’s Grill & Bar – 70 Walkers Brook Drive
Fuddruckers – 50 Walkers Brook Drive
Public Kitchen - 530 Main Street
Longhorn Steak House – 39 Walkers Brook Drive
Mandarin Reading Restaurant – 296 Salem Street
Oye’s – 26 Walkers Brook Drive
Zucca Italian Restaurant and Bar – 601 Main Street
Fusilli’s Cucina – 107 Main Street
Venetian Moon Restaurant – 680 Main Street
Bunratty Tavern – 620 Main Street
Half & Half – 607 Main Street
POST1917 – 136 Haven Street
Wine & Malt – Restaurants
Bangkok Spice Thai Restaurant, 76 Haven Street
All Alcohol – Clubs
Knights of Columbus – 11 Sanborn Street
Meadow Brook Golf Club – 292 Grove Street
Reading Veteran’s Association/American Legion – 37 Ash Street
All Alcohol – Package Stores
Reading Fine Wines and Spirits - 25 Walkers Brook Drive
City Wine Spirits and Smoke Shop – 345 Main Street
Rickys Liquors – 214 Main Street
Square Liquors – 13 High Street
The Liquor Junction – 1 General Way
1-1 Select Board Policies
ARTICLE 1 - GENERAL OPERATING PROCEDURES
Section 1.1 – Organization of the Board
1.1.1 – Annual Reorganization
The Select Board shall schedule a meeting after the Town election and prior to the opening of the
annual Town Meeting. During this meeting, the Board shall reorganize (elect officers).
Although the Select Board retains the right to reorganize at their discretion, this policy establishes
the guidelines of:
1. Annual rotation of the Chair.
2. Not having a Select Board member serve as Chair in the final year of that member’s
term.
1.1.2 - Chair
The Select Board Chair shall:
1. Be responsible for calling regular, emergency and Executive Session meetings of
the Select Board, as needed.
2. Preside over Select Board meetings, approve the Agenda in consultation with the
Town Manager, and recognize all speakers including other Board members.
3. Nominate Board members to represent the Select Board at appropriate functions,
events and meetings.
4. Nominate Board members to Board Subcommittees. Final appointment is by a
majority of the Board members.
5. In fulfillment of the requirement of Sec. 2.2.5 of the General Bylaws, serve as a
member of the appointment committees for the following entities:
• Finance Committee (per Sec. 2.12.1 of the Home Rule Charter),
• Bylaw Committee (per Sec. 2.12.2 of the Home Rule Charter),
• Permanent Building Committee (per Sec. 3.2.6 of the General Bylaws).
1.1.3 – Vice Chair
The Select Board 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 Select Board 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 Select Board.
4. Sign documents upon direction of a majority of the Board members, including legal
settlements on behalf of the Select Board. Alternatively, any other Board member
or the Town Manager may be authorized to perform this function.
1-2 Select Board Policies
5. Until a revised Communication Policy is enacted, the Secretary will respond to all
correspondence received within 48 hours, acknowledging receipt. The
correspondence will be done in the role of Secretary and not as an individual
member.
1.1.5 - Liaisons
The purpose of establishing Select Board 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 Select Board at a regular meeting on an
as needed basis.
Liaisons shall:
1. Act in a role to support the Town Departments/Divisions in their operating
functions as well as longer-term Select Board Goals.
2. Attend as many meetings of the Boards and Committees as possible.
3. 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. All correspondence from a liaison to a Department
Head will copy the Town Manager.
4. Facilitate communication between the Select Board and the Boards and
Committees. Under no circumstances will a member acting in a liaison role direct
or manage staff.
1.1.6 - Subcommittees
The purpose of establishing Select Board Subcommittees is to have a mechanism for the Board to
review and consider specific issues.
Subcommittees shall:
1. Be composed of two members of the Select Board.
2. Follow all Open Meeting Law as if conducting a full Board meeting.
3. Recommend, but not approve, a course of action to the full Board.
1.1.7 – New Members
In order to assist new Board members to be effective in their first years, the Board shall establish
an on-boarding process which may include but not be limited to meetings with individual Board
members the Town Manager and Town Department Heads. The Board shall also create a Select
Board Guide to be distributed to new members.
Section revised March 2019
Section 1.2 – Board Meetings
1.2.1 – Meeting Schedule
The Select Board shall meet at least once each month and publish a meeting Schedule at least six
months in advance.
1.2.2 – Office Hours
The Select Board shall offer Office Hours to the general public at least once each month and
publish the times and dates in their meeting schedule. Individual Select Board members will
1-3 Select Board Policies
rotate turns with Office Hours, and make a report to the full Board during Liaison reports as
needed. 1.2.3 – Meeting Agendas
The purpose of the agenda is to allow the general public an opportunity to participate in a topic
matching their interests.
The Agenda shall:
1. Be approved by the Chair in consultation with the Town Manager.
2. Contain any discussion item requested by two or more Board members as soon as
practical
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. Proclamations / Certificates of Appreciation
2. Reports and Comments (including Select Board Liaison Reports and Comments, Town
Manager’s Report, and Public Comment)
3. Open session for topics not reasonably anticipated 48 hours in advance of the meeting
4. Approval of Previous Meeting Minutes
5. Personnel and Appointments
6. Discussion / Action Items
7. Licenses, Permits, and Approvals
8. Preview of the Next Meeting’s Agenda
9. Executive Session
The regularly scheduled meetings of the Select Board 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 Select Board 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 Select Board who wishes to speak will, upon recognition by
the Chair, identify him/herself by name and address of residence. Failure to identify him/herself
may result in the Chair withdrawing permission for that individual to speak to the Select Board.
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When recognized by the Chair, the speaker will (1) address only the Chair and (2) speak for only
the time allocated by the Chair.
Section Revised April 2023
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 Select Board, will review approved confidential minutes of the Select Board's Executive
Sessions on a regular basis. It is the intent of the Select Board to withhold minutes only for as
long as the publication of the record would defeat the original purpose of a lawfully convened
Executive Session. The Town Manager will review all approved minutes still in confidential status,
and will release for publication those segments that need not be confidential any longer. This action
will be part of a report on the "Routine Matters" of the Select Board's meeting agenda.
1.2.7 – Conduct of Select Board Meetings
In the conduct of all Select Board Meetings, the following rules shall be observed:
Rule 1 A quorum for doing Select Board business shall be a majority of the total number of Select
Board members, as defined in the Reading Home Rule Charter.
Rule 2 Pursuant to Sec. 1.6 of the Reading Home Rule Charter, except as otherwise determined
by bylaw or statute, a majority of the total number of Select Board members shall constitute the
majority vote for approving motions.
Rule 3 All articles on the Select Board agenda shall be taken up in the order of their arrangement
in the agenda unless otherwise decided by a majority vote of the members.
Rule 4 Every Select Board member shall respectfully address the Chair, shall not speak until
recognized by the Chair, shall speak to the question under debate and shall avoid making
disparaging comments about individuals.
Rule 5 No speaker at a Select Board Meeting shall be interrupted, except by a Member making a
point of order, or by the Chair.
Rule 6 A procedural ruling of the Chair may be overturned by a majority vote of the Board.
Rule 7 Select Board members who have a financial interest in any matter that comes before the
Select Board for consideration is required by M.G.L. c.268A, §19 to recuse themselves from
participating in the Select Board deliberations. Members of the public who have a financial interest
in any matter that comes before the Select Board for consideration and any person whose employer
has such an interest are encouraged to disclose such interest or interests before speaking on such
matter.
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Rule 8 All Select Board votes shall be taken by a show of hands, or roll call vote, the results of
which shall be recorded in the minutes.
Rule 9 No motion shall be acted on until it is seconded. Amendments deemed irrelevant by the
Chair to the subject of the original motion shall not be accepted. A “friendly amendment” may be
agreed to without a vote and included as part of a pending motion, if it is acceptable to both the
mover and seconder of the motion.
Rule 10 When a question is under debate, no motion shall be in order except:
• to adjourn,
• to lay on the table (for the duration of the meeting)
• to make a privileged motion (point of order or, point of information)
• to take a motion from the table
• to postpone for a time certain
• to commit for further study
• to amend
• to postpone indefinitely
• to move the question (requires 2/3 vote)
• to fix a time for terminating debate and putting calling the question,
and the aforesaid several motions shall have precedence in the order in which they stand arranged
in this rule.
Rule 11 Motions to adjourn (except when balloting for offices and when votes are being taken)
shall always be first in order. Motions to be decided without debate include motions to adjourn, to
move the question, to lay on the table and to take from the table.
1.2.8 - Public Hearings
Public hearings shall be conducted using the following guidelines:
1. Select Board Secretary reads the legal notice for the hearing;
2. Select Board Chair introduces the main speaker, and may then delegate authority
to chair the hearing to another Select Board member;
3. Main speaker gives presentation on the hearing's subject matter;
4. Chair or designee first asks for questions on the presentation from Select Board
members;
5. Chair or designee then asks for questions from the public. Reasonable time limits
per speaker may be imposed, per Sec. 1.2.5. The Chair or designee may take a
show of hands to see how many wish to speak before establishing such time
limits;
6. Motion to close the hearing (or continue it to a date and time certain) is made and
voted by the Select Board;
7. If the hearing is closed (not continued), a motion is made by a Select Board
member to approve the document or action that is the subject of the hearing;
8. Motion is seconded. Amendments may then be offered by other SB members.
The chair or designee can ask that each amendment be discussed and voted on
before others are offered; and
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9. Once all amendments are dealt with, a final vote is taken on the main motion as
amended.
1.2.9 - Liaison Assignments
Nominate Board members for annual Liaison assignments in April, following the Annual Town
Election (per Sec. 1.1.5) or at other times, where necessary. The final decision on Liaison
assignments is by a majority of the Board members.
Section revised March 2019
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 Select Board. The Select 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 Town Bylaw, or by Town Meeting vote.
The Select Board 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 Select Board 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 Select Board 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 Select Board. Except for actions contrary to
decisions or written policies made by the Select Board, 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 Select Board regarding collective bargaining negotiations. The
Town Manager may utilize other Town personnel as needed to carry out these responsibilities.
1.3.3. Process for Evaluating the Town Manager
The Select Board 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.
The Board is also charged with conducting an annual review and evaluation of the Town
Manager’s performance.
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1.3.3.1 Town Manager Contract
In accordance with Article 5.1 of the Reading Home Rule Charter, the Select Board has
entered into a three-year contract with the Town Manager (see
https://www.readingma.gov/administrative-services/human- resources/pages/contracts-1).
There are a series of requirements stipulated in the contract for the annual evaluation:
• (Sec. V A.) The Board shall review and evaluate the Town Manager no later than
September 30 of each year….. Said review and evaluation shall be based on the goals
and objectives developed jointly by the Board and the Town Manager. Further, the
Town Manager shall be provided a summary written statement of the evaluation
findings of the Board and shall have an adequate opportunity to discuss individual
comments with each Board member in advance of a formal Performance Review.
• (Sec. V B.) Annually the Board and the Town Manager shall define the Town Manager
goals and objectives which they determine necessary for the proper operation of the
Town and the attainment of the Board's policy objectives, and shall further establish a
general priority among those various goals and objectives, said goals and objectives to
be reduced to writing. They shall generally be attainable within the time limits specified
and within the annual operating and capital budgets and appropriations provided by the
Town and the events that have occurred during the year.
• Per a recent court case, the method of collection of material used in the Town
Manager’s annual evaluation has been changed to comply with OML. Composite
evaluations must now be compiled by Staff, not by individual Select Board Members.
1.3.3.2 Process for Setting Town Manager Goals
The following guidelines and timetable are hereby established for setting annual and
multi- year goals for the Town Manager:
• Prior to the end of the calendar year, the Town Manager shall submit in writing to the
Select Board for discussion and mutual approval a list of goals that reflect the Town’s
needs and priorities; provided, however, where a new Town Manager is appointed, the
Town Manager shall submit said goals within sixty (60) days of appointment and such
goals shall be effective from the date of Select Board approval through February 14.
• Between 5 and 10 of these goals shall be prioritized by the Town Manager.
• If multi-year goals are desired by both parties, they shall be split into multiple sub-goals
for each fiscal year, in a manner that allows progress on each year’s sub-goal to be
measured.
• These draft goals should be accompanied by a set of metrics suggested by the Town
Manager by which the Select Board can measure progress toward the accomplishment
of each goal.
• The goals shall generally be attainable within the time limits specified and within the
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annual operating and capital budgets and appropriations provided by the Town and the
events that have occurred during the year.
• The Select Board shall discuss, modify, and approve the Town Manager’s goals by
February 14, to be effective February 14 through February 13, annually.
• If a situation arises where the Town Manager or Select Board decide that the approved
goals for the current year need to be modified or re-prioritized,
o The Select Board Chair will first meet with the Town Manager to discuss
the revisions
o The Town Manager will revise the goals and re-present them to the Select
Board for their approval within thirty (30) calendar days of the initial meeting
with the Select Board Chair.
Section revised February 1, 2022
1.3.3.3 Process for Reviewing and Evaluating the Town Manager
The following guidelines and timetable are hereby established for the annual review and
evaluation of the Town Manager’s performance:
Development and Periodic Review of the Annual Evaluation Form
• The Board shall annually review and evaluate the Town Manager no later than
February 14 of each year. This review and evaluation shall include a “360 degree
assessment” with solicited subjective feedback from the Superintendent of Schools, the
Library Director, and at least five direct reports to be designated by the Select Board, at
least three of whom are Department Heads. The Select Board members shall also
submit evaluation forms. These forms shall be submitted to a staff member, designated
by the Select Board, or the Chair, and compiled into a composite evaluation. The
composite evaluation shall be a public record. The Town Manager shall have an
opportunity to discuss the evaluation and the results of the assessment with the Select
Board.
• The Town Manager to shall submit a self-evaluation on a form provided by the Select
Board as part of the evaluation process.
• The Board may assign the process review to a subcommittee who will hold public
meetings on the subject.
• The Town Manager review form shall contain the following elements, with a mixed
response style of numerical ratings and comments:
o Evaluation of progress toward meeting goals
o Setting and measuring of core competencies
o Measuring achievement of daily responsibilities
o Highlighting areas of “necessary professional growth”
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Communication During the Year
• The Town Manager shall review progress made toward achieving the goals with the
Select Board at least once every three months
• Consistent with the Town Manager’s contract, each member shall discuss any concerns
that they might have with the Town Manager in a timely manner. This feedback should
take the form of a meeting with the Town Manager and a representative of HR.
First Year Review
• The Board may adopt a more robust review process, including but not limited to more
frequent evaluations, to be followed in the first twelve (12) months of a Town Manager
who is new to the position in the Town of Reading. Such process shall be included in the
new Town Manager’s contract.
End of Year Review
• Each Board member shall complete and submit the approved evaluation form to
designated staff member no later than January 15.
• Individual Board members should keep their feedback professional and respectful.
• Newly elected Board members should endeavor to complete as much of the evaluation
form as they feel competent to do. Their comments should address the Town
Manager’s performance only for the period of time they have been Select Board
members.
• The designated staff member will collate the individual submissions into a composite
document that will be used in the evaluation.
• The Town Manager’s self-review is also due not later than January 15.
• During public meetings held to discuss the composite evaluation, the Board should
focus on common themes present in the composite evaluation.
• If a majority of Board members agree that remedial action is required by the Town
Manager in any area, the Board and the Town Manager will develop a separate plan of
action and may incorporate any required actions into the Town Manager’s goals that are
being set for the current Fiscal Year, in accordance with the timetable specified in Sec.
1.3.3.2.
Section revised February 1, 2022
1.3.3.4 – Personnel File
• A copy of the annual or multiyear goals, the individual evaluation and composite
evaluation forms, and the self-evaluation shall be maintained in the Town Manager’s
personnel file.
• Any progress reports or modifications to annual or multiyear goals shall be maintained
in the Town Manager’s personnel file.
• Section revised February 1, 2022
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1.3.4 – Town Manager Contract
The Select Board may approve 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 Select Board 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 Select Board is responsible for initiating or settling litigation, in certain cases subject to Town
Meeting approval.
1.3.7– Operations The Select Board 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 Select Board member or employee represents the Select Board.
No Select Board member 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 Select Board.
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.
7. Adhere to the Code of Conduct presented in Article 2, Subsection 2.2.
1.3.8– State of the Town Address
The Select Board shall prepare and deliver the annual State of the Town address, at the Annual
Town Meeting following the Election.
Section revised March 2019
Section 1.4 – Communication
1.4.1 - Select Board Communication
It is important to the public and to the Select Board itself to make it clear when individual
members are speaking for the Board as a whole, or when they are speaking for themselves as
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individuals. In order to ensure this clarity of communication, the following shall be the policy of
the Select Board:
1. Members of the Select Board shall be given stationery with the Town seal in printed
and electronic format for their use. This stationery shall name only that member of the Board on
the masthead. Board members may only use this stationery for correspondence relative to Town
matters. Any such correspondence shall state that the views expressed are those of that member
of the Select Board only.
2. The Select Board stationery, naming all five members of the Board on the masthead,
shall be used only for correspondence from the full Select Board. This stationary shall be used to
communicate positions of the full Select Board based on consensus of the full Board or based
upon actually voted positions of the Board.
3. The Select Board may take votes on recommendations on Warrant Articles appearing
before Town Meeting, and the Chair of the Select Board or the designee thereof shall be
responsible for communicating those recommendations to Town Meeting based on votes of the
Board.
4. When Board members rise to speak at Town Meeting, they shall identify whether they
are speaking for the full Board or as individuals.
5. In today’s society, much of the correspondence to the Select Board is electronic, and
often is copied to all members of the Board. The Select Board acknowledges that correspondence
in electronic form that is made and/or received by it and its individual members are public
records, unless specifically exempted from the definition of public record. Additionally, the
Select Board 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.
All correspondence will be handled in the following manner:
a. Electronic correspondence sent to the whole Select Board shall be included in the
meeting packet for the Board’s next meeting if the communication specifically
pertains to an approved agenda item for that meeting, as determined by the Chair,
after Consultation with the Town Manager. Notwithstanding the above, all
correspondence from or pertaining to a minor child or involving privileged legal
material shall be excluded from the meeting packet. A correspondence shall also be
excluded from the meeting packet on the advice of Town Counsel. All meeting
packets shall be posted online and made publicly available.
b. Non-electronic correspondence sent to the whole Select Board shall be converted to
an electronic format and forwarded to the full Select Board in a timely manner. All
correspondence circulated pursuant to this provision shall also be subject to the terms
of subsection a, above.
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c. The Select Board’s Secretary shall respond to electronic communication sent to the
entire Board and acknowledge receipt of the correspondence, and note that the
correspondence shall appear in the next available Select Board meeting packet.
i. If the correspondence may require actions by Town staff, the Town Manager shall
be copied and so noted to the sender.
ii. If the correspondence requests action from the Board on a particular matter within
the Board’s jurisdiction, the sender shall be advised that the Requests for action shall
appear in the next available published meeting schedule under ‘Future Agendas’ as
appropriate.
d. Select Board members may respond directly to any email correspondence received,
provided they do not violate the Open Meeting Law in doing so. They are encouraged
to copy the Town Manager on issues that may involve Town staff.
e. The Town Manager is encouraged to reply directly to the sender on issues that have
been noted under section 1.4.1.5.b.i above and to update the entire Select Board on a
timely basis either through email or at the next Select Board meeting. The Town
Manager shall maintain a record of outstanding resident requests and inquiries that
have come to the Select Board’s attention that may require actions by Town staff.
Such record shall contain the name, request, and status of response, which shall be
provided to the Board as part of the Town Manager’s report at each meeting. Multiple
requests on the same topic may be consolidated into one record.
If an inquiry relates to interaction with a member of Town staff, the Town Manager
shall provide all relevant updates to the Board as permitted by law or pursuant to the
advice of Town Counsel. The Town Manager, the Ombudsman and the Human
Resources Director shall make themselves available to the public as may be helpful
for further follow up on the inquiry; provided, however, that the Town Manager, the
Ombudsman and the Human Resources Director shall provide an acknowledgement
but shall not provide substantive responses to such inquiries when doing so would
violate a contract or other law and need not so respond when such response would be
contrary to the advice of Town Counsel.
f. Members of the Select Board may communicate electronically as a quorum on the
scheduling, cancellation, and time of meetings.
g. Documents may be distributed via email from the Select Board to all members of the
Town’s boards, commissions and committees to permit advance review of materials
to be discussed at upcoming meetings, provided such distribution does not violate the
Open Meeting Law.
h. Relative to information potentially of interest to members of the Select Board, the
Town Manager shall err on the side of providing that information to all members of
the Board on a timely basis either through email or at the next Select Board meeting.
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Correspondence relative to setting meeting agendas may be limited to the Town
Manager and Chair.
i. The Town Manager shall respond individually to members of the Select Board who
email the Town Manager as individual members, unless the individual Board member
requests that the Town Manager provide the information to all members of the Board
and such communication does not violate the Open Meeting Law.
j. If individual Board members request the Town Manager or Town staff take a
particular action and it is unclear whether that request is representative of the will of
the Board as a whole, the Town Manager may request the Board provide additional
instruction or take a formal vote to indicate their preference or instruction for staff
action.
Section revised March 9, 2004
revised June 5, 2007
revised February 16, 2021
revised August 10, 2021
1.4.2 – Access to Public Records
The Select Board 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 66, Section 10, 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.
Section revised December 13, 1994
Revised February 16, 2021
Section 1.5 – Volunteer Board and Committee Appointments
The Select Board 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 Select Board Policy.
The Select Board recognizes the following two issues related to the consideration of and
appointment to the various Boards and Committees:
1. The amount of time taken in the past for this process by the Select Board and volunteers has
been extraordinary and not necessarily productive; and
2. The depth of interviews given time constraints does not allow the full Select Board to do a
thorough job of interviewing.
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The Select Board therefore hereby implements the following process in order to address these two
issues:
1.5.1 - Volunteer Appointment Subcommittee (VASC)
The Select Board shall appoint members to a two-member VASC at the time that Select Board
liaison assignments are established.
1. VASC members shall be appointed for staggered two-year terms so arranged that one term
shall expire each year.
2. No member of the Select Board shall serve on the VASC for more than two consecutive
terms. Notwithstanding this limitation, the Chair and the Select Board shall consider
appointing a new member who wishes to serve, over an incumbent reapplying for a second
term on the VASC.
3. Vacancies on the VASC shall be filled promptly by a vote of the Select Board.
4. The meetings of the VASC shall be posted and open to the public.
5. If both positions become vacated, the Select Board shall appoint one member for two years
and one member for a one year term.
1.5.2 - Process for Annually Appointing Volunteers to Boards and Committees
In order to ensure an orderly, transparent and fair process for annually appointing incumbents and
new candidates to Boards and Committees, the following guidelines are established:
1. Beginning on May 1 of each year, the Town Manager’s office shall issue invitations to all
incumbent members of Boards and Committees, asking them to indicate their desire for
reappointment. Responses shall be due not later than May 15. At the same time, the Town
Manager’s office shall cause to have advertised the complete list of full and associate
positions, whether currently filled or not, that will be open beginning July 1.
2. Following the expiration of the required number of days for advertising open positions (per
Sec. 8.10 of the Reading Home Rule Charter), the VASC Chair and the Town Manager’s
office shall schedule a minimum of six meeting dates between May 16 and June 15 for the
VASC to hold interviews for these positions, covering as many days of the week (Monday-
Thursday) as is practicable.
3. In recognition of the value of maintaining personal relationships between the Select Board
and its appointees, it shall be the policy of the VASC to invite all incumbents seeking
reappointment to attend one of these interview sessions.
4. In recognition of the Select Board’s desire to involve Board and Committee Chairs in the
appointment process, the Town Manager’s office shall notify all Committee Chairs of the
six VASC meeting dates.
5. The Town Manager’s office shall issue an email to Board and Committee Chairs not later
than 5:00 pm the day of each scheduled VASC meeting, with the complete interview packet
for that day’s VASC meeting and requesting the attendance of the affected Committee
chairs (or designees).
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6. The VASC shall interview any new candidate who is not already an Associate member of
that Board or Committee, prior to voting a recommendation on that candidate to the full
Select Board.
7. Following the last VASC meeting, the VASC shall transmit to the entire Select Board and
to all candidates and Committee Chairs, a slate of recommended candidates for each Board
and Committee along with a list of all candidates who had applied for each Board and
Committee. A copy of the application form and/or resume for any new candidate shall also
be provided to the entire Select Board.
8. The VASC shall present this recommended slate of candidates to the Select Board as a
single item on the agenda. Any member of the Select Board may ask for a particular
recommendation to be voted on separately. Any person who has been interviewed or
recommended by the VASC for a particular position may ask for their particular
recommendation to be voted on separately. Any request to remove a name should include
a reason. The remaining Board and Committee appointments of the recommended slate
shall then be considered and voted on as a single item.
9. Any Board and Committee appointments removed from the consent item will then be
scheduled for interview during a later Select Board meeting, and the appointment process
to that Board and Committee will be by the full Select Board.
1.5.3 - Process for Filling Vacancies on Boards and Committees during the Year
1. Within five days of learning about a vacancy on a Board or Committee, the Town
Manager’s office shall cause to have advertised the complete list of full or associate
positions that have become vacant.
2. The Town Manager’s office shall also invite all Associate Members of the affected Board
or Commission to apply for any available Full memberships.
3. Following the receipt of all applications and the expiration of the required number of days
for advertising (per Sec. 8.10 of the Reading Home Rule Charter), the VASC and Town
Manager’s office shall schedule one or more dates for VASC interviews, taking into
consideration the schedules of all applicants. VASC shall meet quarterly, if needed.
4. The requirements of Sections 1.5.2.4 through 9 shall be applicable to filling vacancies on
Boards and Committees during the year. Section revised November 2024
Section 1.6 – Financial Matters
1.6.1 – Acceptance of Gifts and Donations
It is the policy of the Select Board 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
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notify the Select Board of any such gifts or donations. The Town Manager shall determine if the
gift and donation is consistent with Town plans, needs and resources.
If gifts and donations involve equipment, programs or the construction of capital projects, it is
important for the Town and the donor to have an agreement in advance of any fundraising efforts.
A written agreement will describe the nature, location, design and details of any such equipment,
programs and projects.
If a commitment of Town funds is required to match or supplement fund raising efforts, the
fundraising efforts may be approved if the proposed project is included in the Town’s Capital
Improvement Program (CIP), with an understanding that Town funds will not be available until
those capital funds are available through the budget.
In circumstances where donations are made to replace, maintain or repair portions of Town sites
and facilities, including replacement of elements of parks, recreation areas, buildings, and similar
equipment, the Department Head within whose jurisdiction the site or facility falls may accept
such donations where:
• The value of the donation is $5,000 or less
• The item being replaced, maintained, or repaired is consistent with any master plan for the
property in question.
Additionally, the Town must be assured that any donations that are solicited or received on behalf
of improving Town facilities or operating Town programs are either solicited by properly
established non-profit corporations, through for profit corporations, or by individuals making
donations directly to the Town. This is important for purposes of ensuring that donor’s
expectations are completely met with regard to possible tax deductibility of donations, and that a
fundraising group is indeed making all donations properly and directly to the Town for the purpose
intended.
1.6.2 – Use of Town Staff and Resources for Gifts and Donations
In order to achieve other department missions and provide essential services, the Select Board
recognizes the need for staff to develop fiscal and other resources to supplement municipal
funding.
The policy of the Select Board 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
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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 Manager 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 Select Board
authorizes the Town Manager to sign grant applications and acceptances for such grants as have
been authorized by the Select Board 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 Select Board 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 Select Board, 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 Select Board members 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 Select Board
members shall decide from time to time.
The Select Board members 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 Select Board 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
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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 Oversight
The Town is committed to complying with and requires its employees (which includes officers,
board and committee members and other persons acting on its behalf) to comply with all applicable
Town policies, State and Federal Laws and regulations and internal accounting controls. The
Town of Reading will investigate any report of fraudulent acts or related misuse of Town resources
or property. Any individual found to have engaged in fraudulent acts or related misconduct, as
defined in this policy, is subject to disciplinary action by the Town, which may include dismissal
or expulsion, as well as prosecution by appropriate law enforcement authorities.
1.6.6.1 - Definition of Fraud
Fraud and related misconduct prohibited by this policy generally involves a willful or
deliberate act or failure to act with the intention of obtaining an unauthorized benefit. The
following are examples of activities that may be considered fraud:
- Making or altering documents or computer files with the intent to deceive;
- Purposely inaccurate financial reporting;
- Improper handling or reporting of money transactions;
- 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.
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Every employee has the responsibility to assist the Town in complying with policies and
legal and regulatory requirements, and in reporting known violations. It is the policy of
the Town to encourage the support and cooperation of all employees in meeting the Town’s
commitment and responsibility to such compliance.
1.6.6.3 - Reporting Suspicion of Fraud
Employees should report suspected instances of fraud or irregularity to their immediate
supervisor or their next appropriate management level. However, in certain circumstances,
it may be appropriate for employees to report suspected instances of fraud or irregularity
directly to the Town Accountant (If the alleged fraud has been committed by the
Employee’s supervisor.) It is the responsibility of a supervisor or relevant manager to
ensure that the suspicion of fraud and/or irregularity that is reported to them is reported as
soon as practical to the Town Accountant. The written or verbal report should be
sufficiently detailed and inclusive to ensure a clear understanding of the issues raised. In
the event that the Town Accountant is the subject of, or otherwise identified as involved in
the acts underlying such report, the person making the report may notify and forward such
report to the Town Manager or Assistant Town Manager who will then lead the
investigation, and the Town Manager or Assistant Town Manager shall immediately report
such allegation to the Chair of the Select Board.
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
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be notified and included on the Investigation Team. In those instances where the
investigation indicates the probability of criminal activity, the inquiry will be turned over
to the appropriate law enforcement agency.
In an investigation, objectives include verifying the facts, maintaining objectivity and
confidentiality, determining responsibility and recommending corrective action. Details of
the initial response and/or investigation will remain confidential.
If in the opinion of the Investigating Team fraud is probable, employees suspected of such
irregularities and/or fraud shall be suspended pending investigation. Appropriate Human
Resource personnel will provide guidance to the Investigating Team related to action
(disciplinary or otherwise) required as a result of any response to or investigation of fraud
or irregularity.
Any individual suspected of irregular and/or fraudulent activities should not be confronted
prior to commencement of the investigation process. Records related to the activity may
need to be seized before the suspected individual becomes aware of any investigation. All
employees suspected of irregularities and/or fraud are to be treated fairly and consistently
and in compliance with the collective bargaining agreements and 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 Chair of the Audit Committee to discuss the matter, and shall
inform the Chair of the Select Board. 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 - Reporting Results
The Town Accountant will prepare a report of the results of any review of fraudulent or
irregular activities. The report will contain the disciplinary taken, if any. As applicable, it
will also contain details of the systems weaknesses that did not prevent or detect the
fraudulent or irregular activities and provide recommendations for improving systems
controls to prevent or detect similar events.
It is recognized that management investigating the incident may share information with
senior management, the town’s audit committee, town counsel, and/or law enforcement
agencies as deemed necessary. The Town Accountant will include a statistical summary
of the fraud reports in the annual report.
1.6.7 - Purchasing Card Policy
Use of purchasing cards will expedite Town and School purchasing and payables for isolated
one-time purchases along with payment for smaller dollar items. Purchasing cards may be issued
to one or more employees at the discretion of the Town Manager or Superintendent of Schools as
applicable, and with the names of all users to be filed with the Town Accountant.
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Issuance of a purchasing card under the name of the Town of Reading or the Reading School
Department is a privilege and every reasonable effort shall be made to ensure that cards are used
responsibly and in a manner consistent with Town and School Department policies, guidelines
and applicable laws and regulations of the Commonwealth of Massachusetts.
The Town Accountant will authorize the type of items that can be purchased on the card and the
maximum single transaction limit. In any event, the purchasing card shall not be used for
purchases of travel, lodging, food, or beverages, for employees or Officials. The procurement
card may be used for travel, lodging, and food and beverage (but not alcohol) expenses from
student activity accounts for student travel. The Procurement card may be used to register for
conferences or seminars. If the use of purchasing cards is extended beyond the one year trial
period, the Town Accountant will periodically establish and issue guidelines to purchasing card
users. It is the responsibility of each purchasing card user to ensure that their respective card is
stored in a secure place and that the account number is protected. A card number may be used in
a secure internet transaction but shall never be written out and transmitted via email. Each
purchasing card user is responsible to reconcile every transaction made within the month.
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.
1.6.8 - Surplus Property
The following policy outlines the process to be followed in the disposition of tangible surplus
items after the originating department has offered the item(s) for repurposing to other departments
within the Town. This policy applies to all items having resale or salvage value regardless of
dollar amount. Any property that is determined to be surplus to the Town must be disposed of
according to the guidelines of this policy.
In order to follow the appropriate steps you must first make a determination of its value. The
declared value determines the procedure that must be followed.
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Surplus items owned by the Town shall be sold, traded or otherwise disposed of upon the written
recommendation of the respective Department Head to the Town Manager. The written
recommendation shall include a specific description (as much information as possible) of the item
to be disposed of including relevant make, model number, serial number, vehicle identification
number, etc. The written recommendation must include a justification/reason for the request.
Please complete the Surplus Property Form and submit it to the Town Manager.
The Town Manager shall review the written recommendation and make an initial determination of
its merits.
If the surplus goods or equipment have no resale or salvage value, the department shall dispose of
such property at the least cost to the town.
If the item has a resale or salvage value, the next step is to have the item approved for disposition
by the Select Board. After the Surplus Property Form has been approved by the Town Manager
follow the steps outlined below:
Please submit the “Surplus Property Form” to the Procurement Office. Sufficient information and
photographs should be provided to allow for inspection of the surplus item. The form gives the
Procurement Office the necessary information to offer the item(s) for auction and disposal. The
Procurement Office will require the list and photographs of the items to sell a minimum of 30
calendar days prior to the items needing to be removed from your site. This timeframe allows for
advertising requirements and the buyer time to make payment and pick the item up.
The originating Department must ensure that all confidential and personal data has been removed
prior to the sale, trade or disposal of the item.
Value Less Than $10,000
If the surplus property is determined to have resale or salvage value less than $10,000 the property
may be disposed of pursuant to one of the procedures set forth below in subsection A, B or C.
A. Solicit quotes from at least 3 companies that deal in such property, maintaining a
written record of the names and addresses of the companies from which a quote was
solicited; or
B. Advertise the surplus property for sale on the town website and or on any internet site
that offers such property for sale at least 14 calendar days prior to the sale. Any such
advertisement shall state the sale date and the terms of the sale, or
C. Offer the item no longer useful to the Town to a charitable organization after receiving
approval of the Town Manager and the Select Board. To be eligible, the charitable
organization must be tax-exempt under section 501(c)(3).
Value Greater Than $10,000
If the surplus property is determined to have resale or salvage value greater than $10,000 it must
be disposed of in conformance with procedures of Massachusetts General Laws Chapter 30B.
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This policy shall not apply to the Municipal Light Board or the disposition of old books,
magazines, periodicals, recordings and printed materials in the custody of the Board of Library
Trustees. Such disposition may be made at the discretion of the Board of Library Trustees.
Section revised March 2019
Section 1.7 – Non-discrimination
The Town does not discriminate against any person on the basis of race, religion, ethnicity, color,
gender, sexual orientation, gender identity, national origin, ancestry, age, marital status, veteran
status, or disability, or any other protected status defined by law.
Section 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 Select Board.
Section 1.9 – Severability
If any provision of this Article shall be found invalid for any reason in a court of competent
jurisdiction, such invalidity shall be construed as narrowly as possible, and the balance of the
Article shall be deemed to be affected to the minimum extent necessary, so as to secure the
purposes thereof.
December 4, 2024 Wednesday
Department Budget Presentations
- Fire
- Police
- Health
- Public Works
- Public Services/Administrative
Services Board 7:00 PM
December 10, 2024 Tuesday
Department Budget Presentations
- Library
- Facilities
- Technology
- Finance
- Shared Costs
- Budget Summary Board 7:00 PM
Recurring Agenda Items
Close Warrant: Annual Town
Meeting March
Close Warrant: Subsequent Town
Meeting September
Appoint Town Accountant March Annual
HEARING
Approve Classification &
Compensation May Annual
Appointments of Boards &
Committees May/June Annual
HEARING Approve Tax Classification October Annual
Approve Licenses December Annual
Arbor Day Proclamation April Annual
Liaison: RCTV members Report Annual
Liaison: CAB (RMLD) member
Report Annual
Liaison: MAPC member Report Annual
Liaison: Reading Housing Authority
Report Annual
Liaison: Reading Ice Arena Report Annual
Town Accountant Report Qtrly
Economic Development Director Semi-ann
Parking/Traffic/Transportation
Task Force (PTTTF)
Town Board & Committee visits
Town Department visits
Review Select Board Goals
Review Town Manager Goals February/March
2025
DRAFT - SELECT BOARD
AGENDAS
Staff Responsibility Estimated start time
January 7, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15
HEARING Classification Hearing Donahue
Eagle Scouts Ian Nelson
Town Manager Reviews Donahue
Discuss and Vote on Second water
meter pilot program
Senior Tax Worker Program Wood/Wellman
January 21, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15
Mandarin Restaurant Recognition
DPW Cart and General Updates
February 4, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15
February 18, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15
March 4, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15
March 18, 2025
Overview of Meeting 7:00
Public Comment 7:05
Select Board Liaison and Town
Manager Reports 7:15