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HomeMy WebLinkAbout2006-06-12 Special Town Meeting Warrant ReportTown. of Reading Massachusetts Report on the Warrant Special Town Meeting June 12, 2006 SPECIAL TOWN MEETING JUNE 12, 2006 TABLE OF CONTENTS Article Title Sponsor Page # 1 Reports Board of Selectmen 2 2 Instructions Board of Selectmen 2 3 Amend Capital Improvements Program FY 2007 - FY 2011 Board of Selectmen 3 4 MWRA Water Buy-In Board of Selectmen 3 5 Home Rule Petition re: MWRA Board of Selectmen 12 6 Improve or Replace Louanis Water Treatment Plant Board of Selectmen 13 7 Amend the FY 2007 Budget Finance Committee 13 8 Purchase of Land - Main Street Board of Selectmen 14 APPENDIX Conduct of Town Meeting 1 8 COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Reading; By virtue of this Warrant, I,. on May 24, 2006 notified and warned the inhabitants of the Town of Reading, qualified to vote on Town affairs, to meet at the place and at the time specified by posting attested copies of this Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1, J. Warren Killam School, 333 Charles Street Precinct 2 Registry of Motor Vehicles, 275 Salem Street Precinct 3 Reading Police Station, 15 Union Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Town Hall, 16 Lowell Street Precinct 6 Austin Preparatory School, 101 Willow Street Precinct 7 Reading Library, Local History Room, 64 Middlesex Avenue / Precinct 8 Mobil on the Run, 1330 Main Street The date of posting being not less than fourteen (14) days prior to June 12, 2006, the date set for the Special Town Meeting in this Warrant. . I also caused an attested copy of this Warrant to be published in the Reading Chronicle in the issue of may 24, 2006. A . Ulrich, Constable A true copy. Attest: eryl A"Johnson, To n Clerk 1 SPECIAL TOWN MEETING (Seal) COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. To any of the Constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the Reading Memorial High School Auditorium, 62 Oakland Road in said Reading, on Monday, June 12, 2006, at seven-thirty o'clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Board of Selectmen, Town Accountant, Treasurer-Collector, Board of Assessors, Director of Public Works, Town Clerk, Tree Warden, Board of Health, School Committee, Contributory Retirement Board, Library Trustees, Municipal Light Board, Finance Committee, Cemetery Trustees, Community Planning & Development Commission, Conservation Commission, Town Manager and any other Board or Special Committee. Board of Selectmen Background: This Article appears on the Warrant for all Town Meetings. No reports are anticipated. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 2 To choose all other necessary Town Officers and Special Committees and determine what instructions shall be given Town Officers and Special Committees, and to see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of funding Town Officers and Special Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. Instructional Motions are normally held until the end of all other business at Town Meeting. Finance Committee Report: No report. Bylaw Committee Report: No report. 2 ARTICLE 3 To see if the Town will vote to amend the FY 2007 - FY 2011, Capital Improvements Program as provided for in Section 7-7 of the Reading Home Rule Charter, or take any other action with respect thereto. Board of Selectmen Background: This Article is included in every Town Meeting Warrant. Town Bylaw prohibits Town Meeting from approving any Capital Expenditure unless the project is included in the Town's Capital Improvements Plan. There are three amendments to the Capital Improvements Program (CIP) that are required for this Town Meeting: • CS-P-001 Acquire Open Space - Amend the amount of the project from $1.2 million to $850,000 from Grants • PW-W-006 Water Supply - MWRA - Add this project as an enterprise debt authorization in the amount of $ 8.6 million for the complete purchase of water from the MWRA as well as demolition of the existing water treatment plant and doing any needed modifications to the water distribution system related to this change. • PW-W-007 - Build new Water Treatment Plant - In the event that Article 4 is not approved by Town Meeting, and Article 6 to build a new water treatment plant is approved, this change would provide for the sum of $24.7 million in enterprise debt authorization to construct a new water treatment plant and demolish the existing plant. Finance Committee Report: Action Pending Bylaw Committee Report: No report. ARTICLE 4 To see if the Town will vote to apply for admission to the Massachusetts Water Resources Authority Water System to receive from Massachusetts Water Resources Authority the entirety of the Town of Reading's public water supply. in accordance with Chapter 372 of the Acts of 1984 of the Commonwealth; and to see what sum the Town will raise by borrowing, or transfer from available funds, or otherwise, and appropriate for the payment of entrance fees, costs of connection, demolition of the existing Water Treatment Plant and other modifications to the water distribution system, and other expenses for the same; and to see if the Town will vote to authorize the Board of Selectmen, acting as Water Commissioners, to take such actions necessary or required to apply for admission to and to receive the entirety of the Town of Reading's public water supply from the Massachusetts Water Resources Authority Water System, including, without limitation, filing legislation, payment of applicable fees and charges, and entering into an agreement with the Massachusetts Water. Resources Authority as may be required or necessary to receive a.supply of water at prevailing rates charged by the Massachusetts Water Resources Authority to communities in its water supply system, or take any other action with respect thereto. Board of Selectmen Background: After a year of data gathering, public input, discussion and debate, the Board of Selectmen in their role as Water Commissioners, has made a decision to purchase the entirety of the Town's water supply from the MWRA, and to therefore abandon the local water supply except for emergency purposes. This decision is not an easy one, and this report and the presentations to FINCOM and to Town Meeting will review the.history of the need to do something with the current water treatment plant, and what has lead to the decision to make this change - to the Town's water supply. Q - WHAT IS THE HISTORY OF THE TOWN'S WATER SUPPLY PLANNING? In 1999, the Board of Selectmen appointed an Ad Hoc Water Supply Advisory Committee to evaluate long term water supply options for the Town of Reading. The Ad Hoc Committee recommended three major actions: 1. Continued and enhanced water conservation; 2. Purchase supplemental water from the MWRA during peak summer use; 3. Renovate the water treatment plant. A feasibility study was completed on the Louanis Water Treatment Plant by the Town's consultant, CDM, in January 2003. The study resulted from the Town of Reading's desire to investigate the existing water treatment facility and develop a recommended improvements plan that would satisfy current and future treatment and operational challenges. The following major issues had driven the need for the study: 1. The requirement to meet proposed drinking water standards; 2. Consumer complaints about hardness, taste and color of the drinking water; 3. Excessive maintenance required for an aging and outdated treatment plant; 4. Heightened security awareness in a post 9/11 world; 5. The need to meet current building codes and safety regulations; and 6. The need for increased plant efficiency by integrating new technologies into the treatment facility. CDM conducted health and safety, security, mechanical, electrical, instrumentation and. control, HVAC, architectural, and structural audits of the Louanis Water Treatment Plant. The audits included analysis, inventory, and onsite inspections of all plant facilities and equipment. Following this evaluation, a decision was made to proceed with a rehabilitation and upgrade of the existing water treatment plant including an addition that would house a new membrane filtration system. At the November 2003 Supplemental Town Meeting, $3.1 million for the buy-in of supplemental MWRA water during the summer peak period and $1.5 million for the design of the water treatment plant were approved. The estimated construction cost of the water treatment plant was $13.7 million. The Town staff and CDM had workshops during the initial design process and also looked at the option of constructing a new treatment facility. Preliminary estimates at that time showed that the cost for a new facility would be approximately $500,000 more than rehabbing the 70 year old existing treatment plant facility. The proposal was brought to the Board of Selectmen, a site walk was held, and the Board of Selectmen approved moving forward with the design and construction of a new water treatment plant. During the later stages of the design of the new facility an environmental review was done and it was determined.that there were problems at the new site due to the presence of blue-spotted salamanders. Alternative sites were identified and a site visit was held by the Board of Selectmen in September 2005.. At that time, due to the tremendous increase in the estimated cost of the treatment plant caused by the cost of steel, other construction materials and recent bid results for the construction of treatment plants, the estimated cost of the plant had risen to $23 million. The Board of Selectmen decided to review the.option of full MWRA buy-in for the Town's water supply versus building a new water treatment plant with supplemental MWRA water during the summer 4 months. At their meeting of April 11, 2006 the Board of Selectmen voted 3-2 to pursue the option of purchasing 100% of the Towns water supply from the MWRA. Q - WHY MUST WE DO SOMETHING NOW? The current water treatment plant is over 70 years old, and has reached the end of its useful life. The plant has been improved and modified over its life, but the following information details the current condition of the plant. During the inventory, analysis, and onsite inspections of the plant facilities and equipment, CDM found the following conditions at the existing water treatment plant: Health and Safety Several health and safety concerns were identified during the facilities evaluation. It was recommended that Reading replace the existing chlorine gas system with a safer hypochlorite system because of the serious health effects posed by an accidental chlorine gas leak. Due to the risk of contaminating Reading's well supply, it is also strongly recommended that the existing fuel oil underground storage tank be. replaced with an aboveground storage tank. Finally, CDM recommends that Reading develop emergency procedures for a fuel oil spill in case such an accident should occur during fuel oil deliveries. Security Due to recent events, security has become a top priority for water utilities. In order to address these concerns it is recommended that Reading update all of the security system alarms and monitors at the water treatment facility including security gates and fencing. Mechanical Systems The mechanical evaluation revealed that a majority of the water treatment plant equipment has reached its life expectancy. Most of the equipment needs to be replaced because it's obsolete, aging, and/or requires excessive maintenance. Some of the major recommended mechanical improvements are to replace the existing horizontal flocculators with vertical flocculators, reconstruct and relocate the existing rapid mixers to the existing flocculator basins, and replace the high service pumping station with all new pumps, motors, valves and building structure. The new pumping station building must also be relocated because the existing structure is located in a flood zone. This is the second time the recommendation to replace the high service pumping station has been made. The town was previously advised to replace the high service pumping station in the 1981 treatment plant evaluation. Electrical Systems The electrical evaluation concluded that most of the electrical equipment is aging, obsolete and/or needs replacement. It was also determined that new VFDs are needed at all nine supply wells, the standby generator needs replacement, and emergency standalone lighting system needs to be installed to meet the requirements of the Life Safety and Massachusetts Electrical Code. Instrumentation and Controls An on-site inspection was performed to evaluate current operating conditions and plant needs for instrumentation and control equipment. At present there is little centralized control or monitoring of plant equipment. Most of the equipment is controlled locally with some equipment monitored from the control room. A good deal of the field equipment is corroded and deteriorating while the filter and well pump control panel contains obsolete equipment. The most efficient means of operation and monitoring would be through a Supervisory Control and Data Acquisition (SCADA) system. Implementation of a full SCADA system would provide improved monitoring and control C of existing equipment. It would also simplify the instrumentation and control aspects of upgrading and. replacing process and mechanical equipment. HVAC Systems An on-site inspection of the HVAC system was also performed. The outcome of the evaluation showed that major pieces of the HVAC system have deteriorated due to rust, chemical fumes, and aging. As a result, it was recommended that the air handling units, hot water unit heaters, and dehumidifiers be among the first components of the HVAC system to be upgraded. Architectural Evaluation The architectural evaluation revealed that two issues need to be addressed so that the treatment facility will comply with the Commonwealth of Massachusetts Architectural Access Board Regulations and the Americans with Disabilities Act (ADA). A lift or an access ramp is required for public access to the main operating floor of the treatment facility. An accessible unisex handicap bathroom must also be added to the main operating floor. Structural Evaluation The structural evaluation showed that most of the structures appeared to be in good condition at the time of the on-site inspection. It was observed that the concrete slats in the roof of the flocculation basins exhibited spalls, cracks, and corrosion over approximately 60% of the roof's total surface area. However, recommended improvements for the flocculator basins include removing the roof above each flocculator basin and replacing it. As a result, this structural problem will most likely be corrected. As a current example of the deteriorating condition of the plant, recently an air handling unit and wiring to the aerator building had to be replaced at a cost of $35K. There are other major pieces of equipment that will continue to fail as time goes on. Q - WHAT IS THE TOTAL COST OF BUILDING A NEW WATER TREATMENT PLANT VS BUYING ALL OF OUR WATER FROM THE MWRA? Either choice will lead to higher water/sewer bills in Reading; the cheapest short- term (25 years option is to purchase all of the Town's water from the MWRA, and that option still has these projected rate increases and (use of reserves): • +10.3% in FY07 ($600,000) • +10.2% in FY08 ($200,000) • +16.5% in FY09 ($1,300,000) • +10.4% in FY10 ($600,000) Neither choice offers a clear-cut long-term financial edge. The MWRA option is likely- to save money in the short-run (at least 25 years). The rate of future MWRA wholesale cost increases will dictate level of long-term savings (if any). In performing the financial analysis the following Key Facts & Assumptions were used: MWRA • It may take as long as three-years to join MWRA • The Town will run the existing treatment plant until the MWRA water purchase can be finalized, and will spend only what is absolutely required on maintenance and upkeep of the existing plant • The Town will continue to use supplemental summer MWRA water for the three years • The Town will demolish the plant and switch to full MWRA water in year 4 6 Water Treatment Plant • It will take two years to build a new treatment plant • The existing plant site will be the location of the new plant • The current plant will be demolished immediately • The Town will use full MWRA water for two years while the new plant is being constructed • Some Water Treatment Plant staff will be re-assigned during the construction of the new water treatment plant. • By the end of year 3 the new plant will be operational and the town will then use MWRA water only for the summer supplemental use. In order to consider the cost of the two options, a financial model to study 40 years (expected life of new plant) was developed. The model: o Identified components of cost o Identified which components drive model For the MWRA option, the model o Used the MWRA wholesale rate forecast through FY15 o Used a range. of +6% to +9% wholesale water rate increases for years beyond FY15 o Acknowledged recent Cost of Operation & Maintenance (O&M) and used an increase of +5% for all future years Components of Cost (40 vears): MWRA Only New Water Treatment Plant Capital (with Interest on $18.4 million $39.3 million debt) Operations and $25.5 million $180.5 million Maintenance MWRA Water Purchase $354.4 million $109.3 million Full MWRA Buy-In All Costs for 40 years ($millions of 2006 dollars; MWRA water costs +8% after 2015) 7 New Water Treatment Plant - all Costs for 40 years ($millions of 2006 dollars; MWRA water costs +8% after 2015) $30.0 $25.0 $20.0 $15.0 $10.0 $5.0 6 1.1 16 21 26 31 36 M O&M ® Capital m Water Q. - WHAT ARE THE PRIORITY CONSIDERATIONS IN DETERMINING WHAT OF THE 2 OPTIONS THE COMMUNITY SHOULD SELECT FOR FUTURE WATER SUPPLY? Through a process over the past year, the Board of Selectmen developed and sought community input into the issues that are most important in making a decision on whether the Town should buy all of its water from the MWRA, or continue the process of buying supplemental water from the MWRA for summertime water use, and build a new water treatment plant. The following is a summary of the issues in priority order, and the pros and cons of each water supply option with respect to that issuer Water Supply Vulnerability • The MWRA water supply is less vulnerable to accidental and intentional contamination; • . The Water Treatment Plant can treat many contaminants out of the supply Water Supply Redundancy • The MWRA supply has a single point of entry to the Town, and therefore may be more vulnerable to disruption; in this unlikely scenario, the Town will be required to maintain several wells to be used in an' emergency, with an order for residents to boil water before it is used. • With the Water Treatment Plant, the Town would have its own water supply, with the MWRA system as a back-up. Impact on the Environment • The Ipswich River, which is the basin from which the Town gets its public water supply, is one of the most distressed rivers in the United States. Utilizing the MWRA as the Town's sole source of water will eliminate any impact of the Town's water supply on the Ipswich River and its environs. Statistics show that 8 with no pumping from the current well system, the average number of days the Ipswich River would be dry would be eliminated (see chart below). It is not clear what the sustainable yield of the well system in the Ipswich basin is or will be in the long run. DEP has not done any planning on this issue at this time. It is clear that Reading's wells do have and will continue to have a negative environmental impact on the River. Simulated Flow at M ill Street No Flow Frequency Scenario Average Flow Median Flow Days Years out of 35 1989-93 Actual Demand 28.3 19.0 1353 35 50% reduction May-Oct 29.5 20.3 509 27 1 m d May-Oct 31.2 22.2 45 6 No pumping May - Oct 30.9 21.7 4 1 No Pumping 33.5 24.5 0 0 Notes: All :simulations by USGS except 1 mgd May to October. 1 m d May to October b CDM using USGS model. If the Town builds a new water treatment plant and continues to pump water from the Ipswich River basin, there will continue to be a negative impact on the River flows. The construction of a new plant may be able to somewhat mitigate the effects because the plant should be more flexible in terms of how much water it takes to run the plant - i.e. the minimum amount that can be produced daily, with the remainder coming from MWRA supplemental water supply. Loss of Water Rights • If the Town goes to a 100% utilization of the MWRA for its water supply, the* Town would give up its current water rights, except for use in an emergency - the disruption of the MWRA supply. The Town's water registration is for 2.57 million gallons per day (MGD) from its wells. It is possible/probable that, when the current registration is up for renewal in 2008, the registration will be reduced by DEP, probably to our actual use which is closer to 2 MGD. DEP may also impose other restrictions on the water use, through the registration and/or permit process. If the Town gives up its registration for water use, that water registration is not then available for other water systems in. the basin - that registration is reduced or eliminated for the benefit of the river. The MWRA must also go through a renewal of its registration for its water supply, and it is possible that their registration could also be reduced. • If the Town builds a new water treatment plant, it would continue to maintain some level of water rights. DEP has indicated that it may reduce the water registration and/or permit to levels currently used, and that any growth in water demand could need to.be met through conservation. Capital Costs • The capital costs of buying into the MWRA. are about $8 million dollars, which would be bonded and paid over a number of years. This is in addition to the $3.3 million that the Town has already committed to the supplemental purchase of MWRA water. The estimated capital cost of building a new water treatment plant is just over $24. million. Final costs will be known when the project is actually bid. C 9 i. Overall Cost Predictability • The capital cost for the MWRA buy-in is more predictable than the cost -of building a water treatment plant at this point. The cost of purchasing water is less clear, and less under the Town's control in a 100% MWRA alternative. • The cost of the water treatment plant construction option will be fairly predictable once bids are taken - in January 2007. The operating costs will be more predictable and more under the town's control if the Town operates the treatment plant. Ability to Implement in a Timely Manner • The time it will take to buy into the MWRA is uncertain. The approval process for the supplemental water buy-in. took- approximately 5. years. On the other hand, much of the work to address the supplemental buy in will be usable for the full buy-in process. All state agencies are very aware of Reading's water supply issues. Our estimate is that it could take between 1 and 3 years to complete this process. • The construction of a water treatment plant is fairly certain. Bids could be opened in January, and a 2'/2 year process for construction is anticipated. Local Control • In the purchase of all water from the MWRA, the Town is giving up local control of its water supply. It should be noted that, even with a local water supply, the Commonwealth of Massachusetts exercises a great deal of control over all local water supplies. I • If the town builds a new water treatment plant, Reading will continue to maintain local control as it currently does, subject to a considerable amount of State oversight. The unknown is how much additional State oversight and restrictions may be applied in the 2008 re-registration and re-permitting process, due to the distressed nature of the Ipswich River. Mechanism to Fix Local Environmental Problems in the Ipswich Basin • Under a 100% MWRA scenario, if environmental problems occur in the basin (like a gasoline truck overturning on the highway) the Town Water Division would no longer have a direct interest in the issue, and Water Division funds could not be used to address any such problems. • If the Town continues to use the well system and builds a new water treatment plant, then the full resources of the Water Division can be brought to bear in any such situation. Continuation of Water Use Restrictions • If the Town buys all of its water from the MWRA, the Town will still be required to have an extensive water conservation program, including restrictions on outdoor water use similar to current restrictions. However, the very drastic restrictions on outdoor water use such as the Town had to impose in the late summer and fall of 2005 are extremely unlikely, and have not occurred in the MWRA system.for over 50 years. • If the Town builds a new water treatment plant, the town would continue standard restrictions on outdoor water use.as a norm. But when the Ipswich basin is in severe distress, the Town would be required to impose more extensive restrictions than the norm. In the late summer and fall of 2005, there was a total 10 prohibition on outdoor water use except for hand-held devices. Statistically, this would occur at least a couple of times in a decade. Meeting of State and Federal Regulations • The MWRA fully meets. all Federal and State requirements for drinking water. MWRA water is softer than our own water source, and taste has been compared to bottled water. • The Town water does and would continue to fully meet all Federal and State requirements for drinking water. The Town's harder water may be harder on domestic plumbing systems if they are not maintained properly (annual flushing of hot water heaters etc.) Operating Costs • The MWRA operating costs are higher than those of the Town. Therefore, some of the annual savings in servicing the debt for capital cost are taken up by higher operating costs. • Under the option of building a new water treatment plant, the annual operating costs are lower, but the annual debt service costs are higher. Other Factors: • The need for a local reserve fund to offset significant increases in the cost of the water purchase from the MWRA may be needed, whereas the size of a reserve fund for a treatment plant construction option may be less. • If the Town buys all of its water from the MWRA, it may be able to utilize some of the land where the existing plant and appurtenances are for active recreation uses - soccer/lacrosse/field hockey fields etc. • Depending upon the location of a new water treatment plant, the Town's compost center may be affected. • If the land where the water treatment plant is now located is not used for a plant, the land still falls under Article 97 of the state constitution and cannot be used for other purposes or sold without the approval of Town Meeting, approval of the State legislature by a super-majority vote, and the purchase of substitute land. It has to be used for water supply, open space, conservation, or park purposes only. • In order to support the debt and operating cost of a new water treatment plant, the town needs to sell a certain amount of water in order to keep the rates low. This is the same issue facing the MWRA currently. This can be contrary to encouraging water conservation. MWRA Rates The question is asked as to why water rates to customers vary among communities that buy MWRA water - does the MWRA charge different rates to different communities. The MWRA charges the same wholesale rate to all communities. Each community then determines what portion or all of that charge to pass along to its customers. In addition, some communities like Reading charge the enterprise fund all costs of the operation of the water system including employee benefits, maintenance of vehicles, etc. Others do not. Q. - WHERE DO WE GO FROM HERE? It is imperative that Town Meeting make a decision on water supply at this special Town Meeting. 11 Once a decision is made by a 2/3 vote on either of the options, much work remains to be done. If the option is to buy 100% of the Town water from the MWRA, the Town will need to: • Authorize funds under Article 7 to proceed with the necessary applications • Begin the application process through MEPA • File the Home Rule Petition under Article 5 • Process the application through the Water Resources Commission (WRC) • If the debt authorized under Article 4 is sufficient, move forward with the approval. If not, call a special Town Meeting to increase the debt authorization • Continue to operate the existing plant, including minor capital improvements needed to keep the plant operational If the option is to construct a new water treatment plant, the Town will need to: • Authorize funds under Article 7 to proceed, with the necessary design • The Board of Selectmen will need to make a final decision on location; • Complete the design of the plant; • Bid the project • If the debt authorized under Article 6 is sufficient, award the bid. If not, call a special Town Meeting to increase the debt authorization; • Commence construction, which will take approximately two years. Finance Committee Report: Action Pending Bylaw Committee Report: No report. ARTICLE 5 To see if the Town will vote to authorize the Board of Selectmen to file a Home Rule Petition with the Great and General Court of the Commonwealth of Massachusetts which would provide legislative approval for the Town of Reading to purchase the entirety of its public water supply from the Massachusetts Water Resources Authority including to the extent possible expediting and/or waiving of all other required approvals, any other legislation not withstanding, or take any other action with. respect thereto. Board of Selectmen Background: In the event that Article 4 is approved by the required 2/3 of Town Meeting members, the intent of this article is to request legislation that would apply to Reading only, to bypass as much of the bureaucracy as possible, in order to implement the change to the MWRA water supply as quickly as possible. This is necessary in order to avoid unnecessary costs of continuing to maintain the existing water treatment plant while the applications to the state agencies are pending, and to avoid some of the administrative cost of filing additional MEPA and other applications. As part of the process of purchasing supplemental summertime water from the MWRA, completed in late 2005, the Town prepared extensive MEPA and other environmental filings. This process took over five years. The various state agencies that have jurisdiction over such matters are very well aware of Reading's water supply, and its role in the health of the Ipswich River. It therefore seems unnecessary for the Town to re-apply for all of the permits, and spend tens of thousands of dollars and many 12 months on the studies. It also seems a waste of resources for the Town to have to spend additional tens of thousands of dollars doing capital improvements to the existing water treatment plant just to keep it operating for a short period of time. It is doubtful that all State reviews would be waived as a result of this legislation, but one would hope that this process could shorten the approval process with State agencies. Finance Committee Report: No report. Bylaw Committee Report: Action Pending ARTICLE 6 To see what sum the Town will raise by borrowing, or transfer from available funds, or otherwise, and appropriate for the purpose of making improvements to or replacing the Louanis Water Treatment Plant and related facilities by construction of a new facility and/or renovation of the existing facility, including the costs of engineering services, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the Town Manager; and to see if the Town will authorize the Board of Selectmen; the Town Manager, or any other agency of the Town, to apply for a grant or grants, to be used to defray the cost of all, or any part of, said water system improvements; and to authorize the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article, or take any other action with respect thereto. Board of Selectmen Background: In the event that Article 4 is not approved by a 2/3 vote of Town Meeting, Town Meeting members will be asked to approve the construction of a new water treatment plant. The current estimated cost is $24.7 million. This article also needs a 2/3 vote of Town Meeting. In the event that this article passes by the required 2/3 vote, then the Town would request additional funds under Article 7 to complete the design and bidding of the new plant. Bidding would take place in late 2006 or early 2007. In the event that the amount authorized under this article is not sufficient to award the bid, a Special Town Meeting would be called immediately after bidding for the purpose of amending the dollar amount of this article. If the funds authorized under this article are adequate, then no Special Town Meeting would be required. Finance Committee Report: Action Pending Bylaw Committee Report: No report. ARTICLE 7 To see if the Town will vote to amend one or more of the votes taken under Article 15 of the Warrant of the Annual Town Meeting of April 24, 2006, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, as the result of any such amended votes for the operation of the Town and its government, or take any other action with respect thereto. Finance Committee 13 Background: The amendments to the budget are necessary in order for the Town to - - move forward to secure the future of Reading's water supply. The funding will be needed for one of two events: 1. Article 4 is approved, and the Town therefore needs to expend funds for consulting engineers to prepare the necessary filings with State agencies to secure all of the approvals necessary to fully implement the full buy-in to the MWRA. If Article 5 is successful in reducing the time and cost of processing the applications to state agencies, the full amount authorized would not need to be expended, and would be returned to water reserves. The maximum estimated cost of making and processing all applications is $130,000. 2. Article 4 is not approved by Town Meeting by the required 2/3 vote, and Article 6 is approved, then funding in the amount of $230,000 is needed to complete design and bid the Water Treatment Plant project. Immediately after bidding, a Special Town Meeting would be called to authorize the needed debt for the construction of a new plant based on actual bids. In either event, the source of funds for the budget amendments would be from Water Reserves, which are currently at $ 1,431,446. In addition, The Habitat for Humanity program has passed papers on two lots on Governors Drive. They have paid the town $29,705 for the first payment, and the funds have been placed into the Sale of Real Estate fund. Those funds need to be appropriated by Town Meeting for road improvements - curb, sidewalks, from Melendy to Salem, and pavement overlay. A second payment will be made in August and will be separately appropriated. Finance Committee Report: Action Pending Bylaw Committee Report: No report. ARTICLE 8 To see if the Town will vote to authorize the Board of Selectman to acquire by purchase, eminent domain, gift or otherwise, two parcels of land containing approximately 2.14 acres located on Main Street shown as Lots 2 and 16 on Board of Assessors' Map 237 currently believed to be owned by the estate of Richard A. Mattera, said land to be used for open space and conservation purposes in accordance with the provisions of Mass. General Laws Chapter 40, Section 8C to be under the care, management and control of the Town of Reading Conservation Commission and further to be dedicated in perpetuity to purposes stated in Article 97 of the Amendments to the Constitution of the Commonwealth of Massachusetts including the protection of water resources and shall be fully protected by all provisions of Article 97; and to see if the Town will vote to appropriate by borrowing, or transfer from available funds, or otherwise, a sum of money; and to authorize the Board of Selectmen to enter into any and all agreements and contracts upon terms and conditions as they may determine to be necessary to carry out the acquisition of such parcel and the purposes of this Article, and to see if the Town will authorize the Board of Selectmen, Town Manager and/or the Conservation Commission to apply for a grant or grants, including but not limited to a Self-Help Grant under MGL, Chapter 132A, Section 11, to be used to defray the cost of all, or any part of the purchase price for such parcel of land; provided however that any borrowing authorized by this Article and any appropriation subject to this Article shall be contingent upon the passage of a debt exclusion referendum question under General Laws Chapter 59, §21 C within 90 days of the close of this Special Town Meeting, or take ( any other action with respect thereto. Board of Selectmen 14 Background: The property located at 1481 Main Street provides a unique opportunity for the Town to develop a base of operations for environmental education and outdoor recreation activities within the Town's extensive open space areas along the Ipswich River and Bare Meadow Brook. The property directly abuts the Bare Meadow Conservation Area and has direct access to the existing trail network. Other open space areas nearby include North Cedar Swamp, Fairbanks Marsh, Marion Woods, and the Lobs Pound Mill canoe launch and picnic area. The Town Forest and Water Department lands lie farther west along the Ipswich River, completing the Town's holdings across its northern bouncia ARTICLE 18 . Log cabin on this parcel sti ~s M A R• I:O N ::W0'0:D-$: s unseen due to tree. cover, LOBS POUND / v MjL.L SITE BARE M E'A:U b:W: wi s KIM . N Syr 10 ' 7 ` Fa e ~t~ ' i-.~ st 'tf ~vVia<•ij 0 50-0 200 Ft The Main Street property is heavily wooded, with a log cabin and a second house tucked in among the trees. The land slopes down considerably from south to north. There are looped driveways and parking areas within the site, and a number of interesting hand-crafted stonewalls, seats, and other features that give it charm. The log cabin is in very good condition and would lend itself to group gatherings.. The second house would be removed to provide some additional parking spaces. Potential conservation and recreational uses for the site include serving as a base for school field trips, after-school programs, enrichment programs, and summer day camps, as well as adult programs such as bird-watching, nature photography, painting and drawing, cross-country skiing, and similar activities. The Town has had the land appraised, and the appraised value is $675,000. The Assessed Value on the Town's tax records is $776,400. The Town, through the Conservation Commission, will apply for a Self-Help grant from the MA Division of Conservation Services. A Self-Help grant would reimburse the Town for up to 65% of the total cost, if awarded. Additionally, the House version of the State 2007 budget includes an appropriation of $350,000 for the purchase of this land, thereby making the 15 availability of State funds less uncertain. Finally, a donor has come forward who is - willing to fund remaining costs of this project above the grant amount. The Town's intent is to ask Town Meeting for debt authorization for the purchase and initial development of this property; to then enter into a Purchase and Sale agreement with the owners; to make an application for Self Help funds or a state grant; and to secure a donation for the remainder of the project cost. • The "development" costs of the site are estimated at $40,000 which includes the demolition of one of the three buildings on the property, creation of a small parking area, ADA modifications to the remaining building (the log cabin), screening of abutting properties, and development of a small picnic area. This level of funding is included in the total funding request to Town Meeting under this article. Additional information about the property which may be of interest to Town Meeting includes: • The site consists of two separate lots, parcels 2 and 16 of Assessor's Map 237. The total area is 93,294 square feet • Total frontage on Main Street is 333 feet. • Two houses are located on the site. The log cabin is in very good condition and would lend itself to group gatherings. The second house would probably be demolished. • The owner's estimate of the value of the property as $1,200,000, but a formal appraisal is now being done by the Town and will be completed before Town Meeting is asked to vote on this project. • The land is in the S-20 Zoning District, and has sufficient frontage on Main Street for two lots. If a short subdivision road were constructed into the site, it might be possible to I provide frontage for three lots. However, development would be constrained by the suitability of soils for septic systems and by the slope • Residential properties abut the site directly to the north and south, as well as. across Main Street. The Sanborn Hill gas station is across the street to the south. • The rear lot line of the site abuts the Town-owned Bare Meadow Conservation Area, where there is an extensive and well-used trail network. Bare Meadow extends all the way to Haverhill Street and has entrances from Pearl Street and from the Wood End Cemetery on Franklin Street. Bare Meadow also abuts Fairbanks Marsh, a conservation area belonging to Reading Open Land Trust with frontage on Main Street and access to the Ipswich River. • The site is a short distance from the Lobs Pound Mill/Marion Woods Conservation Area on the west side of Main Street. Finance Committee Report: Action Pending Bylaw Committee Report: No report. 16 and you are directed.to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to June 12, 2006, the date set for the meeting in said Warrant, and to publish this Warrant in a newspaper published in the Town, or by mailing an attested copy of said Warrant to each Town Meeting Member at least fourteen (14) days prior to the time of holding said meeting. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this 16th day of May, 2006. Cami ~e W. Anthony, Chairman Richard W. Schubert, Vice Chairman Steph h A. Goldy, Secretary James E. Bonazoli oya SELECTMEN OF READING Ala' W., Ulrich, Constable G_ 17 ,r CONDUCT OF TOWN MEETING Reading's Town Meeting is conducted in accordance with the rules set down in Article 2 of the Charter and the General Bylaws. Although Robert's Rules of Order is the basic source, a Town Meeting Member need only be familiar with what is contained in the Charter. These notes are intended to outline the major points all Town Meeting Members should know, and which by knowing, will make Town Meeting more understandable. ORGANIZATION ♦ Town . Meeting consists of 192 elected members, of which 97 constitute a quorum. subject may be discussed together; however, only one is formally on the floor, and each when moved is acted upon individually. Note that the vote on one may influence the others. ♦ There are two required sessions: the Annual Meeting in Spring which is primarily for fiscal matters and acceptance of the annual budget, and the Subsequent Meeting in November. Special Town Meetings may be called at any time that the need arises. o There are three main committees which review certain Articles and advise Town Meeting of their recommendations: Finance for all expenditures of funds; Bylaw for all bylaw changes; and the Community Planning and Development Commission for all zoning changes. Their reports are given prior to dis- cussing the motion. GENERAL RULES OF PROCEDURE ♦ The Meeting is conducted through the Warrant Articles which are presented (moved) as motions. Only one motion may be on the floor at a time; however, the motion may be amended. Often two or more Articles which address the same ♦ Members who wish to speak shall rise, state their name and precinct in order to be recognized. ♦ A Member may speak for ten (10) minutes but permission must be asked to exceed this limit. ♦ Seven (7) Members can question a vote and call for a standing count and twenty (20) can ask for a roll call vote; however, a roll call. vote is seldom used because of the time it takes. PRINCIPAL MOTION ENCOUNTERED AT TOWN MEETING The following motions are the principal ones used in most cases by Town Meeting to conduct its business. Experience shows that the Members should be familiar with these. ♦ Adiourn: Ends the sessions, can be moved at any time. ♦ Recess: Stops business for a short time, generally to resolve a procedural question or to obtain information. 18 ♦ Lay on the Table: Stops debate with the intention generally of bringing the subject up again later. May also be used to defer action on an Article for which procedurally a negative vote is undesirable. Note that tabled motions die with adjournment. ♦ Move the Previous Question: Upon acceptance by a two-thirds (2/3) vote, stops all debate and brings the subject to a vote. This is generally the main motion, or ♦ The most recent amendment, unless qualified by the mover. The reason for this as provided in Robert's Rules of Order is to allow for other amend- ments should they wish to be presented. ♦ Amend: Offers changes to the main motion. Must be in accordance with the motion and may not substantially alter the intent of the motion. In accordance with Robert's Rules of Order, only one primary and one secondary motion will be allowed on the floor at one time, unless specif- ically accepted by the Moderator. ♦ Indefinitely Postpone: Disposes of the Article without a yes or no vote. ♦ Take from the Table: Brings back a motion which was previously laid on the table. ♦ Main Motion: The means by which a subject is brought before the Meeting. THE FOLLOWING MOTIONS MAY BE USED. BY A MEMBER FOR THE PURPOSE NOTED: ♦ Question of Privilege: Sometimes used to offer a resolution. Should not be used to "steal" the floor. ♦ Point of Order: To raise a question concerning the conduct of the Meeting. ♦ Point of Information: To ask for information relevant to the business at hand. MULTIPLE MOTIONS SUBSEQUENT (MULTIPLE) MOTIONS If the subsequent motion to be offered, as distinct from an amendment made during debate, includes material which has previously been put to a vote and defeated, it will be viewed by the Moderator as reconsideration and will not be accepted. If the subsequent motion contains distinctly new material which is within the scope of the Warrant Article, then it will be accepted. An example of this latter situation is successive line items of an omnibus budget moved as a block. SUBJECT TO THE FOLLOWING CONSIDERATIONS o The maker of any proposed multiple motion shall make their intent known, and the content of the motion to be offered shall be conveyed to the Moderator - prior to the initial calling of the Warrant Article. ♦ Once an affirmative vote has been taken on the motion then on the floor - no further subsequent alternative motions will be accepted. (Obviously does not apply to the budget, for example.) 19 0 Also - There can only be one motion except if this day shall fall on a legal - on the floor at any one time. You holiday, in which case the Meeting have the ability to offer amendments shall be held on the following day. to the motion that is on the floor. You The Subsequent Town. Meeting shall also have the ability to move for consider and act on all business as reconsideration. may properly come before it except the TOWN OF READING BYLAWS adoption of the annual operating budget. ARTICLE 2: TOWN MEETINGS Section 2.1.5 Adjourned sessions of every Annual 2.1 General Town Meeting after the first such adjourned session provided for in Section 2.1.1 Section 2.1.3 of this Article and all The Annual Town Meeting shall be held sessions of every Subsequent Town on the third Tuesday preceding the Meeting, shall be held on the follow- second Monday in April of each year ing Thursday at 7:30 p.m. and then for the election of Town officers and on the following Monday at 7:30 p.m. for other such matters as required by and on consecutive Mondays and law to be determined by ballot. Thursdays, unless a resolution to Notwithstanding the foregoing, in any adjourn to another time is adopted by year in which presidential electors are a majority vote of the Town Meeting to be elected, the Board of Selectmen Members present and voting. may schedule the commencement of the Annual Town Meeting for the same Section 2.1.6 date designated as the date to hold the The Board of Selectmen shall give Presidential Primary. notice of the Annual Subsequent or any Special Town Meeting at least Section 2.1.2 fourteen (14) days prior to the time The.polls for the Annual Town Meeting of holding said Meeting by causing shall be opened at 7:00 a.m. and shall an, attested copy of the Warrant remain open until 8:00 p.m. calling the.same to be posted in one (1) or more public places in each Section 2.1.3 precinct of the Town, and either All business of the Annual Town causing such attested copy to be Meeting, except the election of such published in a local newspaper or Town officers and the determination of mailing an attested copy of said such matters as required by law to be Warrant to each Town Meeting elected or determined by ballot, shall be Member. considered at an adjournment of such meeting to be held at 7:30 p.m. on the Section 2.1.7 second Monday in April, except if this All Articles for the Annual Town Meeting day shall fall on a legal holiday, in shall be submitted to the Board of which case the Meeting shall be held Selectmen not later than 8:00 p.m. on on the following day or at a further the fifth Tuesday preceding the date of adjournment thereof. election of Town officers unless this day is a holiday in which case the following Section 2.1.4 day shall.be substituted. . A Special Town Meeting called the Sub- sequent Town Meeting shall be held on All Articles for the Subsequent Town the second Monday in November, Meeting shall be submitted to the Board 20 of Selectmen not later than 8:00 p.m. on the fifth Tuesday preceding the Subsequent Town Meeting in which action is to be taken, unless this day is a holiday, in which case the following day shall be substituted. Section 2.1.8 The Board of Selectmen, after drawing a Warrant for a Town Meeting, shall immediately deliver a copy of such Warrant to each Member of the Finance Committee, the Community Planning and Development Commission, the Bylaw Committee and the Moderator. 2.2 Conduct of Town Meetings Section 2.2.1 In the conduct of all Town Meetings, the following rules shall be observed: Rule 1: A majority of the Town Meeting Members shall constitute a quorum for doing business. Rule 2: All Articles on the Warrant shall be taken up in the order of their arrangement in the Warrant, unless otherwise decided by a majority vote of the Members present and voting. Rule 3: Prior to debate on each Article in a Warrant involving the expenditure of money, the Finance Committee shall advise the Town Meeting as to its recommendations and the reasons therefor. Rule 4: Prior to debate on each Article in a Warrant involving changes in the Bylaws, the Bylaw Committee shall advise the Town Meeting as to its recommendations and the reasons therefor. Rule 5: Every person shall stand when speaking, shall respectfully address the Moderator, shall not speak until recog- nized by the Moderator, shall state his name and precinct, shall confine himself to the question under debate and shall avoid all personalities. Rule 6: No person shall be privileged to speak or make a motion until after he has been recognized by the Moderator. Rule 7: No Town Meeting Member or other person shall speak on any ques- tion more than ten (10) minutes without. first obtaining the permission of the Meeting. Rule 8: Any inhabitant of the Town may speak at a Town Meeting having first identified himself to the Moderator as an inhabitant of the Town. No inhabitant shall speak on any question more than five (5) minutes without first obtaining the permission of the Meeting. Inhabitants shall be given the privilege of speaking at Town Meetings only after all Town Meeting Members who desire to speak upon the question under con- sideration have first been given an opportunity to do so. Rule 9: Members of official bodies who are not Town Meeting Members shall have the same right to speak, but not to vote, as Town Meeting Members on all matters relating to their official bodies. Rule 10: No speaker at a Town Meet- ing shall be interrupted except by a Member making a point of order or privileged motion or by the Moderator. Rule 11: Any person having a mon- etary or equitable interest in any matter under discussion at a Town Meeting and any person employed by another having such an interest, shall disclose the fact of his interest or his employer's interest before speaking thereon. C 21 Rule 12: The Moderator shall decide all questions of order subject to appeal to the meeting, the question on which appeal shall be taken before any other. Rule 13: When a question is put, the vote on all matters shall be taken by a show of hands, and the Moderator shall declare the vote as it appears to him. If the Moderator is unable to decide the vote by the show of hands, or if his decision is immediately questioned by seven (7) or more Members, he shall determine the question by ordering a standing vote and he shall appoint tellers to make and return the count directly to him. On request of not less than twenty (20) Members, a vote shall be taken by roll call. Rule 14: All original main motions having to do with the expenditure of money shall be presented in writing, and all other motions shall be in writing if so directed by the Moderator. Rule 15: No motion shall be received and put until it is seconded. No motion made and seconded shall be withdrawn if any Member objects. No amendment not relevant to the subject of the original motion shall be entertained. Rule 16: When a question is under debate, no motion shall be in order except (1) to adjourn, (2) to lay on the table or pass over,. (3) to postpone for a certain time, (44) to commit, (5) to amend, (6) to postpone indefinitely or (7) to fix a time for terminating debate and putting the question, and the afore- said several motions shall have precedence in the order in which they stand arranged in this Rule. Rule 17: Motions to adjourn (except when balloting for offices and when votes are being taken) shall always be first in order. Motions to adjourn, to move the question, to lay on the table and to take from the table shall be decided without debate. Rule 18: The previous question shall be put in the following form or in some other form having the same meaning: "Shall the main question now be put?," and until this question is decided all debate on the main question shall be suspended. If the previous question be adopted, the sense of the meeting shall immediately be taken upon any pending amendments in the order inverse to that in which they were moved except that the largest sum. or the longest time shall be put first, and finally upon the main question. Rule 19: The duties of the Moderator and the conduct and method of pro- ceeding at all Town Meetings, not prescribed by law or by the Rules set forth in this Article, shall be determined by the rules of practice set forth in Robert's Rules of Order Revised so far as they may be adapted to Town Meetings. Section 2.2.2 It shall be the duty of every official body, by a Member thereof, to be in attend- ance at all Town Meetings for the information thereof while any subject matter is under consideration affecting such official body. Section 2.2.3 All committees authorized by Town Meeting shall be appointed by the Moderator unless otherwise ordered by a vote of the Members present and voting. All committees shall report as directed by the Town Meeting. If no report is made within a year after the appointment, the committee shall be 22 discharged unless, in the meantime, the Town Meeting grants an extension of time. When the final report of a committee is placed in the hands of the Moderator, it shall be deemed to be received, and a vote to accept the same shall discharge the committee but shall not be equivalent to a vote to adopt it. Section 2.2.4 Motion to Reconsider 2.2.4.1 A motion to reconsider any vote must be made before the final adjournment of the Meeting at which the vote was passed but. such motion to reconsider shall not be made at an adjourned meeting unless the mover has given notice of his intention to make such a motion,. either at the session of the meeting at which the vote was passed or by written notice to the Town Clerk within twenty-four (24) hours after the adjournment of such session. When such motion is made at the session of the meeting at which the vote was passed, said motion shall be accepted by the Moderator but consid- eration thereof shall be postponed to become the first item to be considered at the next session unless all remaining Articles have been disposed of, in which case reconsideration shall be consid- ered before final adjournment. There can be no reconsideration of a vote once reconsidered or after a vote not to reconsider. Reconsideration may be ordered by a vote of two-third (2/3) of the votes present. Arguments for or against reconsider- ation may include discussion of the motion being reconsidered providing such discussion consists only of relevant facts or arguments not pre- viously presented by any speaker. 2.2.4.2 The foregoing provisions relating to motions to reconsider shall not apply to any such motion made-by 23 . the Board of Selectmen and authorized by the Moderator as necessary for the reconsideration of actions previously taken by Town Meeting by reason of State or Federal action or inaction or other circumstances not within the control of the Town or Town Meeting. . In the event such a motion to reconsider is made and authorized, said motion may be made at any time before the final adjournment of the Meeting at which the vote was passed, said motion may be made even if the vote was already reconsidered, or was the subject of a vote not to reconsider and reconsideration may be ordered by a vote of two-thirds (2/3) of the votes present. 2.2.4.3 Notice of every vote to be reconsidered at an adjourned Town Meeting shall be posted by the Town Clerk in one (1) or more public places in each precinct of the Town as soon as possible after adjournment, and he shall, if practicable, at least one (1) day before the time of the next following session of said Adjourned Meeting, publish such notice in some newspaper published in the Town. Said notice shall include the vote to be reconsidered and the place and time of the next following session of said Adjourned Meeting. The foregoing notice provisions shall not apply when a motion to reconsider any Town Meeting action is made publicly at Town Meeting before the adjournment of any session of any Adjourned Town Meeting. Section 2.2.5 The Selectmen shall, at each Annual Town Meeting, give to the Members information of the State of the Town. Section 2.2.6 The Town Meeting Members and Town Meeting Members-Elect from each { precinct shall hold an annual precinct meeting after the Annual Town Election but before the convening of the business sessions of the Annual Town Meeting. The purpose of the meeting shall be the election of a Chairman and a Clerk and to conduct whatever business may be appropriate. Chairman shall serve no more than six (6) consecutive years in that position. Additional precinct meet- ings may be, called by the Chairman or by a petition of six (6) Town Meeting Members of the precinct. Section 2.2.7 Removal of Town Meeting Members 2.2.7.1 The Town Clerk shall mail, within thirty (30) days after the adjournment sine die of a Town Meeting, to- everyTown Meeting Member who has attended less than one half (1/2) of the Town Meeting sessions since the most recent Annual Town Election, a record of his attend- ance and a copy of Section 2-6 of the Charter. 2.2.7.2 Town Meeting Members of each precinct shall consider at a precinct meeting to be conducted in accordance with Section 2.2.6 of these Bylaws and Section 2-6 of the Charter, preceding the consideration of the Article placed upon the Annual Town Meeting Warrant in accordance with Section 2-6 of the Charter, the names of Town Meeting Members in that precinct appearing on said Warrant Article and adopt recommendations to Town Meeting as to what action should be taken regarding each such. Member. The Chairman of each precinct or his designee shall make such recommend- ations along with supporting evidence and rationale to Town Meeting. 2.2.7.3 The names of the Members subject to removal in accordance with Section 2-6 of the Charter shall be grouped by precinct in the Warrant Article required by said Section. Section 2.2.8 Meetings During Town Meeting No appointed or elected board, commission, committee or other entity of Town Government shall schedule or conduct any hearing, meeting or other function during any hours in which an Annual, Subsequent or Special Town Meeting is in session or is scheduled to be in session. Any such board, commission or committee which schedules or holds a meeting or hearing on the same calendar day but at -a time prior to a session of Town Meeting shall adjourn or recess not less than five (5) minutes prior to the scheduled session of Town Meeting. Any board, commission or, committee may, at the opening of any session of Town Meeting, present to that Town Meeting an instructional motion request- ing an exemption from this Bylaw and asking that Town Meeting permit it to meet at a date and hour at which a future session of Town Meeting is scheduled and may present reasons for Town Meeting to give such permission. Notwithstanding the foregoing, any board, commission or committee which meets the requirements of Section 23B of Chapter 39 of the General Laws concerning emergency meetings may, upon meeting such requirements, conduct such a meeting or hearing at a time scheduled for a Town Meeting. 24