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HomeMy WebLinkAbout2026-05-02 Select Board MinutesTown of Reading Meeting Minutes 3e @L s:�MOpapP0.` c. Board - Committee - Commission - Council: Select Board Date: 2026-05-02 Time: 8:30 AM Bullding:The Merritt Center Location: 2nd Floor Address:600 Market Street, Lynnfield MA Session: Open Session Purpose: Select Board Retreat Version: Final Attendees: Members - Present: i Melissa Murphy, Karen Rose -Gillis, Karen Gately Herrick, Sal Bramante, Chris Haley Members - Not Present: Others Present: Town Manager Jayne Wellman, CFO Sharon Angstrom, Facilitator Jeff Nutting, Taylor Gregory, Vanessa Alvarado, Karl Hersh (Remote) Minutes Respectfully Submitted By: Madeleine Baptiste Topics of Discussion: Chair Melissa Murphy called the meeting to order at 8:33 am. Welcome and Introductions Jeff Nutting introduced himself and provided a brief history of his professional experience and purpose for the day. Icebreaker ream Building Exercise The Board engaged in an icebreaker activity that consisted of working together on a Massachusetts trivia quiz. Board Roles and Responsibilities Mr. Nutting noted that it is important for the Board to figure out what works best for them and to understand their roles and responsibilities. Board Members discussed the three most important jobs of the Board including to hire the Town Manager and working well with that individual, focus on policies, and to figure out and understand the priorities and direction of the Town. Board Members stated that they would like to be a stronger team and have improved trust among the Board. They noted that they feel that their communication with Town Manager Jayne Wellman is working well. Ms. Wellman noted that one of her goals is to continue providing Board Members with as much information as possible for them to be prepared in decision making. Board Members stated that moving forward their goals include to focus on present issues and to be respectful and engaged during meetings. The Board noted that it is important to be a unified front and have the trust of the public. Policies The Board discussed that they would like to, on a future agenda item at a regular meeting, appoint Board Members to form a policy subcommittee to dive into their policies thoroughly outside of regular meetings. The Board also discussed their Chain of Communication and Ms. Wellman suggested creating a document to use for information about who to call or who go to for certain issues. This is also important for the Board because it will assist in getting information to be distributed to all people at the same time. Board Members expressed their thoughts that the Town Manager should be dispersing information in her role and are looking to streamline the chain of communication processes. The Board noted their plans to revisit the Public Comment policy and form a policy subcommittee as future agenda items. FY28 !Potential of an Overridel CFOrrown Accountant Sharon Angstrom and Town Manager Jayne Wellman noted that this is the beginning of planning for FY28. Ms. Angstrom noted that the Town has $11 million in reserves currently, which is 8.3 k of revenue. This number is below what bond agencies like to see at 15 to 20%. Ms. Angstrom expressed Page 1 1 concerns regarding the Town's bond rating being affected and recommended doing short-term borrowing as opposed to permanent borrowing, as permanent could impact the bond rating, especially with an override scenario. Ms. Wellman and Ms. Angstrom stated that the Select Board would be the one to call for an override. Ms. Wellman and Ms. Angstrom discussed the possibility of putting the override on the November ballot and providing voters with a multiple-choice style ballot question with varying override amount options. The Board discussed the importance of building two FY28 budgets to outline what will and will not be included if an override fails to pass. The Board also expressed wanting to bring the topic to the public through information sessions so that the public can be informed of what is at stake without an override passing. Ms. Angstrom reviewed with the Board a chart of the trends regarding reserves and free cash usage. For FY27, the projection is that free cash usage will be in line with the minimum 7% in reserves and would advise FY28 be the year for an override. She also reviewed the history of the previous three voted overrides, in 1993 a $2.4 million override, in 2003 a $4.5 million override, and most recently in 2018 a $4.15 million override. She noted that the most recent override in 2018 lasted longer than expected due Covid and the Town had the free cash bandwidth to support itself. Ms. Angstrom reviewed the financial forecast and accommodated costs with the Board. She noted that the structural deficit would require additional funding than the projected free cash, this would be the baseline override number of an estimated $7 million. Ms. Wellman noted that Department Heads are working on their level one budget now. She also noted that on the November ballot they want to give voters a high, middle, and baseline override option. The baseline would just be to get by, and the higher options could include funding for things such as projects in town and community programming. The Board had concerns about there being too many options and thought two may be better for voters. The Board expressed the thought that it needs to be clear about what each option will provide so voters can have an understanding of what they could or could not lose in terms of services or extra things as well as how long the override will last. Ms. Wellman noted that the current forecasted numbers are preliminary and conservative and she would ideally like an override to last for five years. Ms. Wellman noted that next steps include the upcoming financial forum, the Select Board calling an override, and getting it on the November ballot. Ms. Wellman is hoping to have finalized numbers in August and to hold community forums to inform the public around early fall. The Board expressed their understanding that their platform allows them to advocate for and inform the residents on the override. Board Members believe that information to the public needs to be in simple and clear terms to reach the largest audience and help in making terms clear to people. Karen Gately Herrick left the meeting at 11:00 am. Boostina Community Ennaaement and Resident Participation Karen Rose -Gillis noted that she wants the Board to collaborate on coming up with ways to boost engagement and resident participation. Board Members noted that they already see a lot of good volunteer participation in Town. The Board expressed thoughts that different people getting information from various sources is good and thinks the Town Manager Minute and Ms. Wellman's poticast are great resources. Who is the Internal Customer Karen Rose -Gillis noted her attendance at a Massachusetts Municipal Association (MMA) webinar on this topic and noted that it feels relevant as a Select Board to work together to show appreciation and recognition to Town Staff and other boards and committees. She suggested this could be through something like a coffee hour or some sort of appreciation event. She noted her takeaway from the webinar was that Town Staff knows and sees the Town in a different way than elected officials and wants to welcome their perspectives and input on things in hopes of finding ways to support Town Staff and plan better for the future of the Town and the Board. Ms. Wellman suggested that goal setting could be beneficial for the Board to do and they can also give Ms. Wellman goals so that they can easily track progress. The Board concluded discussion by expressing their thoughts that there could be a more central location for all Boards, Committees, and Commission to have their meeting schedule information in one place as opposed to on their individual pages. Karen Rose -Gillis motioned to adjourn. The motion was seconded by Chris Haley and approved by a vote of 4.0. The meeting adjourned at 12:40 pm.