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HomeMy WebLinkAbout2004-05-18 Board of Selectmen Minutes Board of Selectmen Meeting May 18,2004 The meeting convened at 7:36 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Chairman George Hines, Vice Chairman Richard Schubert, Secretary Gail Wood, Selectmen Camille Anthony and Joseph Duffy, Finance Director Beth Klepeis, Town Manager Peter Hechenbleikner,Paula Schena and the following list of interested parties: Bill Brown, Frank Driscoll, Margaret O'Sullivan, Domenic Rotondi, Bob Cummings, Jim Francis. Personnel and Appointments Memorial Park Committee — Chairman George Hines noted that the Committee was created to review the uses of Memorial Park and to develop a cy pres agreement. He also noted that the Recreation Committee recommends Rick Shaffer as their representative. The Board interviewed Frank Driscoll and Margaret O'Sullivan for two positions on the Memorial Park Committee. Anthony moved and Schubert seconded to place the following names into nomination for four vacancies on the Ad Hoc Memorial Park Use Review Committee with terms expiring December 31, 2004: Gail Wood (L30S), Rick Shaffer (Recreation Committee), Frank Driscoll and Margaret O'Sullivan. Each candidate received rive votes and were appointed. Reports and Comments Public Comment — Domenic Rotondi from the Lions Club was present to promote the Friends and Family Day on May 22,2004. Town Manager's Report The Town Manager gave the following report: ♦ The Town Manager noted that he will'have all of the right of entries for the Downtown project by the end of June, and CPDC voted to take the bond for Summit Village. Discussion/Action Items Trust Fund Commissioners Policy—The Town Manager noted that the Charter is different from the Act that set up the Trust Fund Commissioners. The Charter requires three members and the Act requires five members. Town Counsel has advised that the Charter supercedes. Chairman George Hines noted that the Charter Review Committee is looking at changing the membership to five. The Town Manager noted that the draft policy lays out the responsibility as investment and management of funds. The Cemetery Funds are expended by the Cemetery Trustees, the Library Funds by the Library Trustees, and the Veterans Flowers Committee expends the Veterans Flowers Funds. The Hospital Trust Fund is a cy pres agreement. The role of the Trust Fund Commissioners is to ensure that the interest is being spent only on what was requested in the Will. Board of Selectmen Meeting—May 18, 2004—Page 2 Selectman Joseph Duffy asked how much money is expended from the Hospital Trust Fund, and Finance Director Beth Klepeis indicated$12,000415,000 per month. Trust Fund Commissioner Bob Cummings noted that the original trust was for a hospital but until a hospital could be built, a portion of the money could be used for hospital care for the indigent. The Town went to court with a cy pres agreement to add home health care. There is approximately$3.75 million in the Hospital Trust Fund currently. He feels that when it reaches $4 million, it would be enough to build an urgent care facility. Mr. Cummings noted that he doesn't agree with the.draft policy and f6els that the Trust Fund Commissioners are the trustees not the Town, and he does not want the money turned over to the Department of Community Services. He also noted that the will specifically states that the Trust Fund Commissioners administer the funds. Selectman Gail Wood indicated that the Commissioners would tell the group how much money there is to be spent. Community Services can verify those in need. Mr. Cummings noted that they are already required to confirm the need, and Selectman Gail Wood indicated that it was a duplication of effort to hire an agency to evaluate need. Finance Committee Chairman Jim Francis noted that the policy is inconsistent. There are boards, committees and commissions expending funds except for the Hospital Trust Fund. He suggests another committee be responsible for administration of the fund instead of a department of the Town. The Town Manager noted that Town Counsel does not agree with the Trust Fund Commissioners. Mr. Cummings noted that the use of the Hospital Trust Fund is temporary until we have a facility, and he suggests approaching local hospitals regarding an urgent care facility. He indicated that these are not Town funds -- the Town has no ownership. The Town Manager disagreed. Vice Chairman Richard Schubert noted that the amount of money is at the point where there is enough to seek out the original intent of the money. He feels that we should go through a process to see if anyone is interested in an urgent care facility before changing the policy. He indicated that we also need to look at what we would no longer be providing once the money is spent. The Board directed the Town Manager to pursue with Town Counsel the issues that were raised, and to meet with Bob Cummings to develop an outline to investigate an urgent care facility. The Town Manager noted that we also need to clarify the procurement process. Discussion—Route 128/1-93 Advisory Committee Role and Continuation— The Town Manager noted that there are two groups: The State Task Force which is reviewing the RFP for .consultants, and the Ad Hoc Route 128/193 Advisory Committee which hasn't been meeting because there is no plan. Board of Selectmen Meeting—May 18,2004—Page 3 Selectman Camille Anthony noted that the State Task Force is fine but she feels that the Ad Hoc Task Force should get back together and be more active. Chairman George Hines noted that the Ad Hoc meetings were good to a point but the Committee couldn't make policy. He suggests making this a monthly agenda item. He also noted that the State Task Force is where the Selectmen can note their position. Vice Chairman Richard Schubert noted that the Ad Hoc Committee was established as a result of a specific process but the plan was pulled so the State Task Force was set up. He indicated that the Board of Selectmen know what the people want, and it has been documented in letters to Mass Highway. He also noted that the policy establishing the Task Force was for a specific project that isn't there anymore. Chairman George Hines noted that the effort has been focused on what the.study should do and getting a consultant on board. He'feels that the membership needs to be re-evaluated and noted- that one of the members is sarcastic and insulting and has attempted to state that he represents Reading's opinions. Selectman Gail Wood indicated that the member has been inappropriate because the Committee has not met. She feels that we need history data and something of substance to advocate for or against. She feels that if we wait,then we'll just be reacting. Selectman Camille Anthony indicated that we need a Mission Statement. The Town Manager noted that the Ad Hoc Committee was created before the Task Force. There is no project now, so it needs to be radically revised. He suggests carrying through with the Task Force until we get to the point where we need the help of a Committee. Chairman George Hines indicated that there is a Standing Committee on the Task Force. Selectman Camille Anthony noted that the Board needs to be updated as a regular agenda item. She suggests scheduling a working session in the Conference Room with the Ad Hoc Committee,the Board of Selectmen and anyone else. Review Instructional Motions from Town Meeting — The Town Manager reviewed the instructional motions from Town Meeting. He noted that the RMLD will give a report at the Fall Town Meeting. He will talk with the maker of the motion regarding Recreation Committee Permits to understand what he wants. The National Guard salary will be paid monthly. He noted that we are in the process of getting a letter out to the family. It will be retroactive to the beginning and if payment is due, we will pay biweekly. He is making a list of Town and military benefits but there are issues with the health insurance. The motion on forming a committee for the re-dedication of RMHS didn't pass. Board of Selectmen Meeting—May 18, 2004—Page 4 Process to Review Town Manager's Evaluation System—Selectman Camille Anthony noted that the form is lengthy and redundant and should be revised. She also noted that the evaluation would be based on attainment of goals and the Selectmen need to establish them. The Town Manager noted that the goals are the missing portion and he asked that the Board determine the format by September. He will be meeting with Department Heads on July 13th regarding goals. He also noted that the Selectmen need to determine the evaluation process. He will get the ICCU sample. Chairman George Hines and Selectman Camille Anthony will work together to review the form and process. Schedule for Summer Avenue — The Town Manager noted that the Town received $850,000 from the State to do Summer Avenue with curb and sidewalks on both sides. We are working with Mass Highway. The survey needs to be finished and a hearing has to be held. Chairman George Hines asked if the drainage issues will be addressed, and the Town Manager noted that there is some money to do drainage. A motion by Schubert seconded by Wood.to go into Executive Session for the.purpose o strategy with respect to labor negotiations and strategy with respect to the purchase or sale of real estate, not to come back into Open Session was approved on a roll call vote with all five members voting in the affirmative. Rqs.pectfally submitted, Secretary