Loading...
HomeMy WebLinkAbout1999-11-16 Board of Selectmen Minutes - Board of Selectmen Meeting November 16, 1999 The meeting convened at 7:38 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. Present were Secretary George Hines, Selectmen Camille Anthony and Matthew Cummings, Town Manager Peter Hechenbleikner, Assistant Town Manager Russell Dean, Personnel Administrator Carol Roberts, Health Administrator Jane Fiore, Paula Schena and the following lists of interested parties: Jane Stavaridis, Mary Christine Kwiatek, Jill Macari, Tim Biller, John Kachichian, Stephanie Bejtlich,Nancy Eaton, Susan Giacalone. Reports and Comments Selectmen's Liaison Reports and Comments—Selectman Matthew Cummings had no report. Selectman Camille Anthony had no report. Selectman George Hines had no report. Public Comment—There was no public comment. Town Manager's Report The Town Manager gave the following report: ♦ The Town Manager noted that he has received complaints regarding the sound quality of the Cable TV broadcast. He was told that the modulators are the problem, and they — are being replaced this week. ♦ The State hopes to be doing additional paving on Route 129 from Salem up to Grove Street. ♦ There was discussion about requesting the School Committee to submit a plan for the new school project for site plan review. The Board directed the Town Manager to write to the School Committee asking them to come in and discuss this. Proclamations/Certificates of Appreciation Proclamation - World AIDS Day — Health Administrator Jane Fiore and members of the peer leadership were present to receive the Proclamation. On motion by Anthony seconded by Cummings, the Board of Selectmen voted to approve a Proclamation declaring December 1, 1999 as World AIDS Day in Reading. The motion was approved by a vote of 3-0-0. Personnel and Appointments Board of Cemetery Trustees—Applicant was unable to be present. _ Solid Waste Advisory Committee— Susan Giacalone was interviewed for a position on the Solid Waste Advisory Committee. Board of Selectmen Meeting—November 16, 1999—Page 2 On motion by Anthony seconded by Cummings, the Board of Selectmen placed the following names into nomination for two positions on the Solid Waste Advisory Committee with terms expiring June 30, 2002: Foy Johnson and Susan Giacalone. Both Mr. Foy and Ms. Giacalone received three votes and were appointed. Discussion/Action Items Approval of Bonds for RMLD — The Town Manager noted that this is for $5.5 million in bonds for the RMLD substation in North Reading. Corby North Bridge Securities was the low bidder at 4.6107%. On motion by Cummings seconded by Anthony, the Board of Selectmen voted to approve the issuance, sale and delivery of $5,500,000 serial issue bonds for the Reading Municipal Light Department substation in North Reading, the bonds being general obligation bonds of the Town of Reading. Said bonds shall be dated December 1, 1999 and shall mature on staggered dates from September 1, 2000 to September 1, 2009 with interest payable on September 1 and March 1 of each year commencing on September 1, 2000. Said bonds shall be issued by means of a book- entry system. The Board of Selectmen approves the acceptance of the bid of Corby North Bridge with a true interest cost of 4.6107% and designates State Street Bank and Trust Company as Note Registrar, Transfer Agent and Paying Agent. The motion was approved by a vote of 3-0-0. Review Pay/Classification and Personnel Evaluation System- The Town Manager noted that this is on the Agenda because the Selectmen had some questions regarding the process. He noted that the pay and class structure is for all non-union employees. The performance evaluation system is linked to pay in primarily the non-union area. Personnel Administrator Carol Roberts was present. She noted that the pay and classification study is done every two years. The first step is to look at the job description and rates and then mail out salary surveys to 14 comparable communities asking for job requirements and salary. There are 22 grades on the classification plan and it is tied to the compensation plan. The compensation plan is approved every year by the Board of Selectmen. The Selectmen had a goal to pay for performance. The only way to move up the steps of the compensation plan is to receive a satisfactory evaluation. Evaluations are done once a year for regular employees and after the probationary period for new employees. The_Town Manager noted that the evaluations are an opportunity to communicate about goals and concerns. The employees also evaluate their supervisor. Selectman George Hines asked if the supervisors were trained in performing evaluations. Carol Roberts indicated that both employees and supervisors attended the same training. She also noted that most of the Unions are doing performance evaluations but it is not tied to pay. Selectman Camille Anthony asked why the Unions were doing evaluations if they are not tied to pay. The Town Manager noted that it becomes part of their personnel file, and is a tool to be used for promotion, training or corrective action. The communication alone is very helpful and valuable. Selectman Camille Anthony asked if we asked if the employees are satisfied with the Town as an employer. She suggested sending out a survey. —' Board of Selectmen Meeting—November 16 1999—Page 3 Selectman Matthew Cummings asked how the communities are chosen to participate in the salary surveys. Carol Roberts noted that we go by local labor market, population, tax base, locality and ability to pay. The Town Manager noted that Woburn is not on the list because it is not comparable. Selectman Camille Anthony asked what happens when an employee reaches the top step. Carol Roberts indicated that they would get the COLA increase. The Town Manager noted that the Town has many high performing employees at Step 10, and he would like suggestions on how to reward. Request to Purchase Parcel 11 — Track Road — This was cancelled because the property owner has decided to sell his property. Conservation Commission Chairman Nancy Eaton handed out information on this property. Evaluation of Legal Services — The Town Manager noted that the Board of Selectmen appoint Town Counsel. Over the last nine years, the Board has gone out to bid every three years. Town Counsel does not do labor counsel, tax lien or bond counsel. In the past, the Board has selected a committee composed primarily of two Selectmen, one School Committee members, and one Bylaw Committee member to develop the RFP, advertise and receive proposals, then make a recommendation to the Board of Selectmen.- The -Town Manager noted that in the past evaluations have been sent to staff and Boards, Committees, and Commissions for their input. Selectman Matthew Cummings noted that he would like to know how much time is being spent outside, how much is spent with Boards, Committees and Commissions and senior staff. He also asked if Town Counsel contracts for outside services. The Town Manager noted we went outside for the cable negotiations and that came back to the Board of Selectmen. Selectmen Camille Anthony and Vice Chairman Matthew Nestor were selected to serve on the committee. The Town Manager will send out a request for representation from CPDC, Conservation Commission, Zoning Board of Appeals, School Committee and Bylaw Committee which gives a total of seven members including the two Selectmen. The Board of Selectmen will appoint. Management of Issues — Selectman George Hines noted that he asked the Chairman to put this item on the Agenda to talk about the process by which issues can be tracked. He noted that often issues are raised in the meeting and the Board does not know if staff is working on it. Selectman Matthew Cummings noted that it would be nice to have something online that shows the status, who it is assigned to and the plan. Selectman George Hines noted that who it is assigned to is very important, and that the Town Manager should not have to track every little issue. Selectman George Hines requested an e-mail directory for Town employees. Board of Selectmen Meeting—November 16. 1999—Page 4 The Town Manager noted that employees use a citizen complaint form for potholes, etc. This tracks when the issue is initiated, the status, the person assigned to and also generates a letter. Selectman Camille Anthony noted that there should be timelines on items. Selectman Matthew Cummings noted that sometimes the Board concludes an issue without being in agreement of what is being done. Selectman George Hines indicated that perhaps it could be defined in the Minutes as to what, who and status. He also suggested having the Minutes at the beginning of the meeting instead of at the end. The Town Manager indicated that he would look into creating something similar to the citizen complaint form that the Selectmen will have access to from the outside. Selectman George Hines suggested calling it the "Selectmen Action Form." There needs to be a system in place to make sure that items are being worked on. The Selectmen should be able to input information and the Town Manager will assign the issue to a person. The Town Manager will report back to the Board in one month. Approval of Minutes On motion by Cummings seconded by Anthony, the Beard of Selectmen voted to approve the minutes of their meeting of October 30, 1999. The motion was approved by a vote of 3-0-0. On motion by Cummings seconded by Anthony, the Board of Selectmen voted to approve the minutes of their meeting of November 2, 1999. The motion was approved by a vote of 3-0-0. On motion by Cummings seconded by Anthony, the Board of Selectmen voted to adjourn their meeting of November 16, 1999 at 9:35 p.m. Respectfully submitted, Secret