HomeMy WebLinkAbout2025-06-10 Select Board Packet
Town of Reading
Meeting Posting with Agenda
2018-07-16LAG
Board -Committee -Commission -Council:
Select Board
Date: 2025-06-10Time: 7:00PM
Building: Reading Town Hall Location: Select Board Meeting Room
Address: 16 Lowell StreetAgenda:
Purpose:General Business
Meeting Called By:Jacquelyn LaVerde on behalf of Chair ChrisHaley
Notices and agendas are to be posted 48 hours in advance of the meetings excluding
Saturdays, Sundays and Legal Holid
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 notbe accepted.
Topics of Discussion:
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¤¯Pledge of Allegiance
Overview of Meeting
¤¯¢Public Comment (for any items not included on the agenda)
¤¯¢Town Manager Report
¤¯Community Spotlight
¤¯¢Discuss and Vote on Juneteenth Resolution
¤¯ Discuss Arcadia Avenue Parking Issues
¤¯¡Economic Development Update
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed
at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting.
Page | 1
Town of Reading
Meeting Posting with Agenda
Public Hearing: Discuss and Vote on FY26 Water, Sewer, and
¤¯¢
Storm Water Rates
Discuss and Vote to Approve Inter-Municipal Agreement for
¥¯¢
Regional Assessor through June 30, 2028
Discuss and Vote on Select Board Policy Article 1, Section 1.4
¥¯¢
Communication
¥¯ Discussion on Select Board Office Hours
¥¯ ¢Recess
Discussion and Vote to Extend or Execute a New Grant
Agreement with Reading Community Television (RCTV) and/or
¥¯¡
Instruct Town Manager to Explore Options Outlined in Town
Counsel's Memo (see motion)
¦¯Select Board Liaison Reports
¦¯Future Agendas
Discuss and Vote to Approve Prior Meeting Minutes
¦¯¢May 27, 2025
June 3, 2025
Executive SessionPurpose 2 & Purpose 3: Public Employee
¦¯
Committee Health Insurance Agreement(All Unions)
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
rom
her Southwestern States, until
pop. At barbecues, special dishes
-
, Member
Trinidad and Tobago; and
,
5
Herrick
sily accessible; and
Texas, with news that the Civil War had ended and the
Gately
, these celebrations range from religious events, rodeos,
, Vice Chair
tate holiday;
________________________
sued the Emancipation Proclamation on January 1, 1863; and
s
Karen
___
recognize June 19, 202 Melissa Murphy
the United States
_________________________
ember
Ghana, Honduras, Japan, Taiwan
, M
________________
___
states, the arc represents a new horizon, and finally the colors represent the American flag,
, Chair
0
Carlo Bacci
Juneteenth in United States
SELECT BOARD OF READING
Christopher Haley
_________________________
.; and
Secretary
; and
Gillis,
-
Town of Reading and the Reading Select Board
_________________________ ________Karen Rose
, that the
was created by Ben Haith, founder of National Juneteenth Celebration Foundation, in 1997 and later revised in 2000 to what we
and are American
and
July 24, 2020 the Governor of Massachusetts signed a bill recognizing Juneteenth as a
nineteen merged together in speech; and
-
News of the end of slavery did not reach the frontier areas of the United States, in particular the State of Texas and the otJuneteenth This day is an opportunity for people to celebrate
freedom and equal rights in On Juneteenth, certain foods became popular and subsequently synonymous at celebrations such as strawberry sodaThe Juneteenth flag
5
, , On June 19, 1865, Union soldiers, led by Major General Gordon Granger, arrived in Galveston, , , , , Juneteenth is celebrated all over the world including but not limited to , On
June 202Whereas months after the conclusion of the Civil War, more than 2 ½ years after President Abraham Lincoln is Whereas enslaved were free;Whereas words June Whereas barbecues/cookouts,
neighborhood block parties, etc Whereas were prepared such as collard greens, cornbread, and meats including lamb, pork and beef; meats were not so ea Whereas know now. The star represents
Texas and the star burst represents all 5a reminder that slaves were WhereasWhereasNow Therefore Be It Resolved nationwide celebration of Juneteenth Independence Day throughout the
United States of America.
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NReWBS
Town of Reading
Meeting Posting with Agenda
2018-07-16LAG
Board -Committee -Commission -Council:
Select Board
Date: 2025-06-10Time: 7:00PM
Building: Reading Town Hall Location: Select Board Meeting Room
Address: 16 Lowell StreetAgenda:
Purpose:Public Hearing
Meeting Called By:Jacquelyn LaVerde on behalf of Chair Chris Haley
Notices and agendas are to be posted 48 hours in advance of the meetings excluding
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 notbe accepted.
Topics of Discussion:
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 June 10, 2025 at 7:00 PM in the Town Hall Select Board Meeting Room, 16
Lowell Street, Reading, Massachusetts, and remotely via Zoom, toapprove Water,
Sewer, and Storm Water rates for FY26.
A copy of the proposed documents regarding these topics will be in the Select
Board packet on the website at www.readingma.gov.
All interested parties are invited to attend the hearing, or may submit their
comments in writing to townmanager@readingma.gov.
By order of
Matthew A. Kraunelis, Esq.
Town Manager
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed
at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting.
Page | 1
Water
-
Recent History
Water (Cont.)
Recent History
Water
-
term sustainability.
-
The MWRA assessment is projected to increase 3.9% on average annually, per the long
deficits through FY 2029, but not beyond that.
Projections
Water Usage Estimates
Projections
2.5% in FY 2026 (Cont.)
Water Rate Option 1
1.75% in FY 2026 (Cont.)
Water Rate Option 2
3.25% in FY 2026 (Cont.)
Water Rate Option 3
1.0% in FY 2026 (Cont.)
Water Rate Option 5
Sewer
-
Recent History
Sewer (Cont.)
Recent History
Sewer
-
term sustainability.
-
Over $1 million in FY 2026 / $750,000 in FY 2033 / $130,000 in FY 2035$715,000 in FY 2026 / $290,000 in FY 2027 / $1.8 million in FY 2035 long
Capital outlay anticipated to fluctuate over next 10 yearsdeficits through FY 2032, but not beyond that.
Projections
Sewer Usage Estimates
Projections
2.0% in FY 2026 (Cont.)
Sewer Rate Option 1
1.5% in FY 2026 (Cont.)
Sewer Rate Option 2
2.5% in FY 2026 (Cont.)
Sewer Rate Option 3
1.0% in FY 2026 (Cont.)
Sewer Rate Option 5
INTER-MUNICIPAL AGREEMENT
AMONG THE TOWNS OF READING, WAKEFIELD AND LYNNFIELD
FOR THE
DIRECTOR OF THE ASSESSING DEPARTMENT
THIS AGREEMENT dated as of this _____ day of ________, 2025 (this
by and between the Town of Reading, a Massachusetts municipal corporation having a usual
place of business at Town Hall, 16 Lowell Street, Reading MA 01867, acting by and through its
Select
having a usual place of business at 1 Lafayette Street, Wakefield, MA 01880, acting by and
through its Town Council , and the Town of Lynnfield, a Massachusetts municipal
corporation having a usual place of business at 55 Summer Street, Lynnfield, MA 01940
WITNESSETH THAT:
WHEREAS, Lynnfield, Reading and Wakefield currently are parties to a certain
intermunicipal agreement whereby they share the services and costs associated with a Director of
WHEREAS, each of the parties has obtained authority to enter into this Agreement
pursuant to G.L. c. 40, § 4A;
NOW, THEREFORE, in consideration of the premises set forth above and for other good
and valuable consideration the receipt and sufficiency of which are hereby acknowledged, the
parties hereto, intending to be legally bound, hereby agree under seal as follows:
1. Termination of Existing Agreement. Lynnfield, Reading, and Wakefield agree to
terminate the Existing Agreement effective June 30, 2025 in order that it be replaced by this
Agreement.
2. Director of Assessing. During the term of this Agreement, Reading, Wakefield
and Lynnfield shall assume their respective shares of the costs associated with a shared Director
of Assessing . Notwithstanding any other provision of this Agreement to the
contrary, Reading, Wakefield and Lynnfield shall maintain separate Boards of Assessors which
shall be vested with the authority for setting policy within their respective communities.
3. Term. The term of this Agreement shall commence on July 1, 2025, and shall
expire on June 30, 2028, unless earlier terminated as set forth herein. The parties shall review
their contractual relationship every 12 months, the terms of which are set forth herein, to ensure
that this Agreement continues to satisfy the needs and objectives of each community.
4. Identity of Director. The parties shall share the services and costs of the
incumbent Director of the Assessing Department of Wakefield, Victor Santaniello, or a successor
hired through the standard personnel practice of Wakefield in consultation with Reading and
Lynnfield.
5. Compensation. Wakefield shall pay the salary and benefits of the Director and
shall, not less frequently than annually, give written notice to Reading and Lynnfield of the costs
thereof. Reading and Lynnfield shall each contribute their respective shares of the associated
costs for this position by paying to Wakefield their respective shares of such amounts per fiscal
quarter during the term, each payment to be due and payable within fifteen (15) days after the
commencement of such fiscal quarter (i.e., after 7/1, 10/1, 1/1 and 4/1).
a. .
33s share of the cost of all benefits paid to,
for or on account of the Director (including without limitation health insurance, retirement,
20%.
c. Collective Bargaining Agreement Adjustments. Wakefield shall adjust the
compensation it pays the Director as it may be required to do in accordance with any collective
bargaining agreements and standard personnel practices and shall give prompt written notice to
Reading and Lynnfield of any such adjustment. Reading and Lynnfield shall adjust their
respective quarterly payments accordingly. In the event that any collective bargaining agreement
or such personnel practices may require Wakefield to make a lump sum payment to the aforesaid
position reflecting a retroactive salary increase during the term hereof, Wakefield shall promptly
give written notice thereof to Reading and Lynnfield, and Reading and Lynnfield shall, within
sixty (60) days thereafter, pay Wakefield their respective shares of such amount (as set forth in
Section 5.a, above) to the extent that the retroactive pay period includes any part of the term
hereof.
6. Other Collective Bargaining Agreement Benefits. Wakefield shall provide the
Director with all benefits to which he is entitled under any collective bargaining agreement and
standard personnel practices. All parties agree to allow the Director to enjoy such vacation, sick
days, personal days and other leave as he may be entitled to receive under such agreement and
under standard personnel practices of Wakefield. No party shall make any demand on the
Director or take any action with respect to the Director that is in violation of his rights under
such collective bargaining agreement, standard personnel practices of Wakefield or any
applicable legislation.
7. Retirement, Workers Compensation and Other Benefits. The Director will
remain a member of the Wakefield Contributory Retirement System. Upon retirement, Reading
and Lynnfield will be assessed their proportionate share of the cost of pension plans reflecting
any concurrent time the Director spent working for Reading or Lynnfield hereunder pursuant to
applicable Massachusetts General Laws.
8. Duties. The Director shall perform his duties as required by the respective local
laws and regulations of Wakefield, Reading and Lynnfield. Attached as Appendix I is
2
Wakefield job description for the position. Wakefield, Reading and Lynnfield shall each
provide the Director with office space and office equipment for work within their respective
communities. The Director shall work primarily in the office space provided by Wakefield and
shall maintain regular, public office hours in Reading and Lynnfield, such office hours to be
mutually agreed upon by the parties.
9. Car. The Director will be reimbursed for any mileage incurred in the performance
of services hereunder directly by the community in which said services are performed. All
mileage reimbursement shall be paid at the rate then governing in the community receiving said
services.
10. Indemnification. Wakefield shall hold Reading and Lynnfield harmless from any
and all claims related to employment or employee benefits, collectively bargained or otherwise,
made by the Director prior to the commencement of the term of this Agreement (except to the
extent that such claims may arise against Reading under the Existing Agreement). Reading shall
indemnify and hold harmless Wakefield and Lynnfield, and each and all of their respective
officials, officers, employees, agents, servants and representatives from and against any claim
arising from or in connection with the performance by the Director of his duties in or for
Reading including, without limitation, any claim of liability, loss, damages, costs and expenses
for personal injury or damage to real or personal property by reason of any negligent act or
omission or intentional misconduct by the Director while in or performing services for Reading.
Wakefield shall indemnify and hold harmless Reading and Lynnfield, and each and all of their
respective officials, officers, employees, agents, servants and representatives from and against
any claim arising from or in connection with the performance by the Director of his duties in or
for Wakefield, including without limitation, any claim of liability, loss, damages, costs and
expenses for personal injury or damage to real or personal property by reason of any negligent
act or omission or intentional misconduct by the Director while in or performing services for
Wakefield. Lynnfield shall indemnify and hold harmless Reading and Wakefield, and each and
all of their respective officials, officers, employees, agents, servants and representatives from and
against any claim arising from or in connection with the performance by the Director of his
duties in or for Lynnfield, including without limitation, any claim of liability, loss, damages,
costs and expenses for personal injury or damage to real or personal property by reason of any
negligent act or omission or intentional misconduct by the Director while in or performing
services for Lynnfield. Such indemnification shall include, without limitation, current payment
of all costs of defense (including reasonable attorneys fees, expert witness fees, court costs and
related expenses) as and when such costs become due and the amounts of any judgments, awards
and/or settlements, provided that (a) each indemnifying community shall each have the right to
select counsel to defend against such claims, such counsel to be reasonably acceptable to the
indemnified party and its insurer, if any, and to approve or reject any settlement with respect to
which indemnification is sought; (b) the parties shall cooperate with each other in all reasonable
respects in connection with such defense; and (c) no party shall be responsible to pay any
judgment, award or settlement to the extent occasioned by the negligence or intentional
misconduct of any employee, agent, official or representative of the other party other than the
Director. By entering into this Agreement, the parties have not waived any governmental
immunity or limitation of damages which may be extended to any of them by operation of law
including, but not limited to, G.L. c. 258, the Massachusetts Tort Claims Act.
3
11. Termination. This Agreement may be terminated by any party for any reason or
no reason on thirty (30) days written notice to the other parties. No such termination shall affect
any obligation of indemnification that may have arisen hereunder prior to such termination. The
parties shall equitably adjust any payments made or due relating to the unexpired portion of the
term following such termination.
12. Assignment. No party shall assign or transfer any of its rights or interests in or to
this Agreement, or delegate any of its obligations hereunder, without the prior written consent of
the other parties.
13. Severability. If any provision of this Agreement is held by a court of competent
jurisdiction to be invalid, illegal or unenforceable, or if any such term is so held when applied to
any particular circumstance, such invalidity, illegality or unenforceability shall not affect any
other provision of this Agreement, or affect the application of such provision to any other
circumstances, and this Agreement shall be construed and enforced as if such invalid, illegal or
unenforceable provision were not contained herein.
14. Waiver. The obligations and conditions set forth in this Agreement may be
waived only by a writing signed by the party waiving such obligation or condition. Forbearance
or indulgence by a party shall not be construed as a waiver, nor limit the remedies that would
otherwise be available to that party under this Agreement or applicable law. No waiver of any
breach or default shall constitute or be deemed evidence of a waiver of any subsequent or other
breach or default.
15. Amendment. This Agreement may be amended only by a writing signed by all
parties duly authorized thereunto.
16. Governing Law. This Agreement shall be governed by and construed in
accordance with the substantive laws of the Commonwealth of Massachusetts, without regard to
the conflicts of laws provisions thereof.
17. Headings. The paragraph headings herein are for convenience only, are no part of
this Agreement and shall not affect the interpretation of this Agreement.
18. Notices. Any notice permitted or required hereunder to be given or served on any
party or parties by any other party shall be in writing signed in the name of or on behalf of the
party giving or serving the same. Notice shall be deemed to have been received at the time of
actual receipt of any hand delivery or three (3) business days after the date of any properly
addressed notice sent by mail as set forth below.
a. To Reading. Any notice to Reading hereunder shall be delivered by hand
or sent by registered or certified mail, return receipt requested, postage prepaid, to:
Matthew Kraunelis, Town Manager
Town Hall
4
16 Lowell Street
Reading MA 01867
or to such other address(es) as Reading may designate in writing to Wakefield and Lynnfield.
b. To Wakefield. Any notice to Wakefield hereunder shall be delivered by
hand or sent by registered or certified mail, return receipt requested, postage prepaid, to:
Stephen P. Maio, Town Administrator
Wakefield Town Hall
1 Lafayette Street
Wakefield, Massachusetts 01880
or to such other address(es) as Wakefield may designate in writing to Reading and Lynnfield.
c. To Lynnfield. Any notice to Lynnfield hereunder shall be delivered by
hand or sent by registered or certified mail, return receipt requested, postage prepaid, to:
Robert J. Dolan, Town Administrator
Lynnfield Town Hall
55 Summer Street
Lynnfield, Massachusetts 01940
or to such other address(es) as Lynnfield may designate in writing to Reading and Wakefield.
19. Complete Agreement. This Agreement constitutes the entire agreement among
the parties concerning the subject matter hereof, superseding all prior agreements and
understandings. There are no other agreements or understandings among the parties concerning
the subject matter hereof. Each party acknowledges that it has not relied on any representations
by the other parties or by anyone acting or purporting to act for any other party or for whose
actions any other party is responsible, other than the express, written representations set forth
herein.
20. Financial Safeguards. Wakefield shall maintain separate, accurate and
comprehensive records of all services performed for each of the parties hereto. Wakefield shall
maintain accurate and comprehensive records of all costs incurred by or on account of the
Assessing Department, and all reimbursements and contributions received from Reading and
Lynnfield. Periodic financial statements must be issued to each party. On an annual basis, the
audit the accounts of the Director for accounting
consistency and reliability.
WITNESS OUR HANDS AND SEALS as of the first date written above.
TOWN OF WAKEFIELD
By its Town Council
Certificate of available
5
appropriation __________________________________
_______________________________ __________________________________
Town Accountant
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
TOWN OF READING
By its Select Board
Certificate of available
appropriation __________________________________
_______________________________ __________________________________
Town Accountant
__________________________________
__________________________________
__________________________________
TOWN OF LYNNFIELD
By its Select Board
Certificate of available
appropriation __________________________________
_______________________________ __________________________________
Town Accountant
__________________________________
c:\\Lynnfield\\IMA-Assessor
6
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
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.
1-1 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 BoardLiaisons 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
1-2 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 membersas 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
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.
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 allapproved 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
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 orderor, 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
performance.
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1.3.3.1 Town Manager Contract
InaccordancewithArticle5.1oftheReadingHomeRuleCharter,theSelectBoardhas
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 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 ofa formal Performance Review.
(Sec. V B.) Annually the Board and the Town Manager shall define the Town Manager
goals and objectiveswhich 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
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
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
-goal to be
measured.
These draft goals should be accompanied by asetof metrics suggested by the Town
Manager by which the Select Board can measureprogress 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 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 theTown Manager to discuss
the revisions
o The Town Manager will revise the goals and re-present them to theSelect
Board 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
Development and Periodic Reviewof the Annual Evaluation Form
The Board shall annually review and evaluate the Town Manager no later than
February 14 of each year.
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 towardmeeting goals
o Setting and measuring of core competencies
o Measuring achievement of daily responsibilities
o
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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
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
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
performance only for theperiod 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 self-review is alsodue 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 that are
being set for 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-
personnel file.
Any progress reports or modifications to annual or multiyear goals shall be maintained
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 BoardCommunication
It is important to thepublic 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 clarityofcommunication, thefollowing shall be the policy of
theSelectBoard:
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 usethis stationery for correspondence relative to Town
matters.Anysuchcorrespondenceshallstatethattheviewsexpressedarethoseofthatmember
ofthe Select Board only.
2. TheSelectBoardstationery, 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 thefull Select Board based on consensus of the full Board or based
upon actually voted positions of the Board.
3. TheSelectBoardmay take votes on recommendationson 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 onvotes 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 todays society, much ofthe correspondence to the Select Board is electronic, and
often is copied to allmembers 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 whichit deals withelectronic correspondence
may raise concerns relative to the Open Meeting Law. TheBoard also feels it is important to
ensure that a proper response is given to an email request.
Correspondence shall behandled in the following manner::
a. Electronic correspondence sent to the whole Select Board shall be included in the
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
Formatted: Strikethrough
b.
a.c.
entire Board and acknowledge receipt of the correspondence.
i. If the correspondence may require actions by Town staff, the Town Manager shall
be copied and so noted to the sender.
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ii. If the correspondence requests action from the Board on a particular matter within
appropriate.
iii.Allnon-electroniccorrespondenceshallbeconvertedtoanelectronicformatand
forwarded to the full Select Board in a timely manner. All correspondence circulated
pursuant to this provision shall be subject to the terms of subsection a, above.
b.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.
c.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
Such a record shall be included in each meeting packet and shall contain the name,
request, and status of response, which shall be provided to the Board as part of the
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.
d.f. Members of the Select Board may communicate electronically as a quorum on the
scheduling, cancellation, and time of meetings.
e.g. Documents may be distributed via email from the Select Board to all members of the
to be discussed at upcoming meetings, provided such distribution does not violate the
Open Meeting Law.
f.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.
g.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.
a. 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
shallexpire 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.
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
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.
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.
six VASC meeting dates.
5.
than 5:00 pm the day of each scheduled VASC meeting, with the complete interview packet
ee
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
positions that have become vacant.
2.
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
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 donors 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,
programsand projects.
If a commitment of Town funds is required to match or supplement fund raising efforts, the
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
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.
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
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
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
It is the policy of the Town that anyone who reports
a violation may make such report confidentially and offsite.
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
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 Readingor 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 Schoolsas 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 policyoutlines 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:
P 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 GreaterThan $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.
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June 24, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
7:15
Town Manager Report
Community Spotlight
Discuss and Vote to Approve Gift of
Chuck Tirone
Land off Waverley Road
Eastern Gateway Priority Planning
Update
Archive Room Dedication Request
from the Historical Commission
Discuss Town Manager Goals
Discuss and Vote on Appointments of
Boards & Committees
Discuss Potential Override/Budget
Review (Recurring Discussion)10 mins
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
July 15, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
Town Manager Report 7:15
Community Spotlight
PTTTF Arcadia Avenue Parking
Public Hearing
Amendments
Annual Update from Reading Ice
Arena Authority
Discuss and Vote on Board &
Committee FY26 Budget Requests
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
August 5, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
Town Manager Report 7:15
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
August 26, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
7:15
Town Manager Report
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
September 9, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
Town Manager Report 7:15
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
September 23, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
included on the agenda)7:05
7:15
Town Manager Report
Community Spotlight
Close Warrant: Subsequent Town
Meeting
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
October 7, 2025
Pledge of Allegiance 7:00
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
Town Manager Report 7:15
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
October 21, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
included on the agenda)7:05
7:15
Town Manager Report
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
November 4, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
included on the agenda)7:05
7:15
Town Manager Report
Community Spotlight
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
November 10, 2025Town Meeting
November 13, 2025Town Meeting
November 17, 2025Town Meeting
November 20, 2025Town Meeting
December 2, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
included on the agenda)7:05
7:15
Town Manager Report
Community Spotlight
Approve Annual Licenses
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
December 3, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
included on the agenda)7:05
7:15
Town Manager Report
Community Spotlight
Budget Presentations
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes
December 9, 2025
7:00
Pledge of Allegiance
Overview of Meeting
Public Comment (for any items not
7:05
included on the agenda)
Town Manager Report 7:15
Community Spotlight
Budget Presentations
Select Board Liaison Reports
Future Agendas
Approve Meeting Minutes