BOARD OF SELECTMEN MEETING AGENDA July 23, 2018 Town Offices, 50 Billerica Road Chelmsford, MA Dennis Ready Meeting Room 204

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1 BOARD OF SELECTMEN MEETING AGENDA July 23, 2018 Town Offices, 50 Billerica Road Chelmsford, MA Dennis Ready Meeting Room :00 P.M. CALL TO ORDER - NOTIFICATION OF LIVE BROADCAST 2. PUBLIC SERVICE ANNOUNCEMENTS Monday, August 6th by 4:00 PM: Deadline for Submission of Citizen Petition Warrant Articles for October 15, 2018 Fall Annual Town Meeting Documents: AD PROOF - FTM CITIZEN PETITION DEADLINE.PDF OPEN SESSION COMMITTEE VACANCIES Documents: COMMITTEE VACANCIES AS OF PDF 5. PUBLIC HEARINGS Continuation of May 14, 2018 Class II Auto Dealer Hearing: Capital Motor Group, 154 Middlesex Street, vacant portion of lot. CONTINUED TO AUGUST 13, LICENSES Common Victualer s License & Entertainment License: KJ s Caffe, 118 Chelmsford St. Documents: KJS CAFFE - COMMON VIC AND ENTERTAINMENT.PDF 7. REGIONAL PUBLIC SAFETY DISPATCH Documents: REGIONAL DISPATCH JULY 2018.PDF SIGNED NMRECC DISTRICT AGREEMENT.PDF TEWKSBURY RECC - UPDATED PROJECT SCHEDULE.PDF PSAP CONSOLIDATION X17 STAR.PDF 8. REPORTS AND PRESENTATIONS

2 Town Accountant Darlene Lussier: FY18 Budget Report Documents: FY18 END OF YEAR LETTER TO SELECTMEN.PDF FY18 YTD REV JUNE 2018.PDF FY18 YTD BUDGET REPORT JUNE FINAL.PDF 9. TOWN ACCOUNTANT PERFORMANCE APPRAISAL Documents: FY18 D. LUSSIER REVIEW.PDF 10. TOWN MANAGER PERFORMANCE APPRAISAL Documents: FY18 PAUL COHEN REVIEW.PDF 11. TOWN MANAGER REPORTS Green Communities Grant Award Sale of Katrina Road Brownfields Parcel Draft Fall Annual Town Meeting Warrant Documents: CHELMSFORD_CPT7_AWARD_LTR.PDF 2018 FALL ATM LIST OF WARRANT ARTICLES.PDF 2018 FALL ANNUAL TOWN MEETING WARRANT.PDF 12. TOWN MANAGER APPOINTMENTS Parade Committee Annual Re-appointments: 1 year terms expiring 7/31/2019 North Town Hall Advisory Committee Reappointment: John Thompson, 1 year term expiring 6/30/2019 Documents: PARADE COMMITTEE REAPPOINTMENT.PDF 13. MEETING MINUTES BOS Regular Meeting Minutes BOS Regular Meeting Minutes BOS Regular Meeting Minutes BOS Special Meeting Minutes Documents: BOS MINUTES.PDF BOS MINUTES.PDF BOS MINUTES.PDF

3 BOS MINUTES.PDF SELECTMEN LIAISON REPORTS & REFERRALS PRESS QUESTIONS EXECUTIVE SESSION 17. Conduct a Strategy Session in Preparation for Negotiations Regarding Fiscal Year 2019 Compensation for the Town Manager and Town Accountant Conduct Negotiations with the Town Manager and Town Accountant Regarding Fiscal Year 2019 Compensation VOTE TOWN MANAGER'S AND TOWN ACCOUNTANT'S FISCAL YEAR 2019 COMPENSATION NEXT REGULAR MEETING DATE: August 13, 2018

4 TOWN OF CHELMSFORD PUBLIC NOTICE Fall 2018 Annual Town Meeting The Town of Chelmsford will convene the 2018 Fall Town Meeting on Monday, October 15, Articles to be included on the Warrant must be submitted in duplicate to the Office of the Town Manager at 50 Billerica Road prior to 4:00 p.m. on Monday, August 06, Any articles submitted after that time will not be considered by the Selectmen for inclusion on the Warrant. Petitioned articles submitted by private citizens must carry the signatures of at least ten (10) or more certified voters of the Town of Chelmsford. For more information please contact the Town Manager s Office at Chelmsford Board of Selectmen

5 Committee Vacancies as of 07/23/2018 Agricultural Commission (2) 3 year terms ending 6/30/2021 Board of Appeals (1) alternate member position - 3 year term ending 6/30/2021 CCA Advisory Committee (3) 1 year term ending 6/30/2019 Center Village Master Plan Implementation Committee (1) 1 year term ending 6/30/2019 CIVIC Committee (1) unexpired 3 year terms ending 6/30/2019, (1) unexpired 3 year term ending 6/30/2020, (2) 3 year terms ending 6/30/2021 Community Action Program Committee (2) 1 year terms ending 6/30/2019 Council on Aging (4) associate member positions 3 year terms ending 6/30/2021 Cultural Council (up to 21 total members) 3 year terms ending 6/30/2021 Dog Park Advisory Committee (1) 1 year term ending 6/30/2019 Energy Conservation Committee (1) unexpired 3 year term ending 6/30/2019 (3) 3 year terms ending 6/30/2021 Historic District Commission (1) alternate member position 3 year term ending 6/30/2021 Holiday Decorating Committee (3) 1 year terms ending 12/31/2018 Middlesex Canal Commission (1) 2 year term ending 06/30/2020 Military Community Covenant Task Force (1) unexpired 3 year term ending 6/30/2019

6 North Town Hall Advisory Committee (1) 1 year terms ending 6/30/2019 Parade Committee All Applicants Welcome - 1 year terms ending 7/06/2019 Personnel Board (2) 2 year terms ending 6/30/2020 Public Celebrations Committee (5) 1 year terms ending 6/30/2019 Recycling Committee (6) 1 year terms ending 6/30/2019 Roberts Field Advisory Committee (1) 1 year terms ending 6/30/2019 Sign Advisory Committee (2) unexpired 3 year terms ending 6/30/2020 (1) 3 year term ending 6/30/2021 Skate Park Committee (2) 1 year terms ending 6/30/2019 Vinal Square Strategic Action Plan Committee (1) 1 year term ending 6/30/2019 Committee Application If you are interested in serving on a Town board or committee, please apply on the town website. Click Here For more information, please contact: Town Manager's Office 50 Billerica Road Chelmsford, MA TMOffice@townofchelmsford.us

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12 Northern Middlesex Regional Emergency Communications Center Dracut and Tewksbury signed an Intermunicipal Agreement in November 2015 to establish a regional 911 emergency communications district. Construction of the 6,400 square-foot regional emergency communications center on Whipple Road in Tewksbury is scheduled to begin this fall. The State will fund the entire cost to construct and equip this facility. The State will fund the Executive Director s salary for one year before start-up and for the first year of operations. Now is an appropriate time to re-examine whether Chelmsford should join. 1

13 Governance The Town Manager of each participating town serves as the Town s representative on the Board of Directors. Each community has one vote. An Operations Committee comprised of the Police Chief and Fire Chief for each participating community serves on an Operations Committee. The Operations Committee provides general oversight of the regional emergency communications center. A Finance Advisory Subcommittee comprised of the Chief Financial Officer and the Town Manager of each community shall submit an annual budget to the Board of Directors. The Board of Directors appoints an Executive Director who is responsible for the day-to-day operation and maintenance of the regional emergency communications center. 2

14 Governance The Board of Directors (Town Managers) is responsible for the overall administration of the regional emergency communications district, including the establishment of the annual operating budget, annual capital budget, and all human resource matters. The Operations Committee (Police and Fire Chiefs) is responsible for: Selection of communications equipment and systems; Maintenance; Operations; Protocols, policies, and procedures; Facilities; Personnel; Training; All Meetings of the Board of Directors and Operations Committee are subject to and shall comply with the Open Meeting Laws and Public Records Laws. 3

15 Budget The Board of Directors (Town Managers) shall annually determine the annual budget. Each community shall be charged according to a ratio based upon population and 911 calls received. An independent audit shall be conducted each fiscal year. 4

16 Operations As is the case today, two emergency public safety dispatchers would be assigned to the Town of Chelmsford s 911 calls at all times. 5

17 Termination or Withdrawal A community may withdraw by providing two years written notice. 6

18 Benefits of the Northern Middlesex Regional Emergency Communications Center Increased emergency communications capabilities and staffing capacity during large events and emergencies. Modern and efficient facility. Cost savings for each community through greater economies of scale. State funding, including the future replacement of equipment funded by the State. Professional culture for emergency public safety dispatchers, including training and supervisory positions. Relieves local communities of dealing with new additional State and Federal requirements. 7

19 Northern Middlesex Regional Emergency Communications Center FY2019 Dispatch Budgets Personnel Expenses Total Chelmsford 785,916 14, ,966 Dracut 610,942 38, ,175 Tewksbury 733,463 60, ,338 Total 2,130, ,158 2,243,479 8

20 Northern Middlesex Regional Emergency Communications Center 911 Call Volume Community Wireless Wireline Total Chelmsford 3,009 3,155 6,164 Dracut 2,497 2,522 5,019 Tewksbury 2,706 3,513 6,219 Total 8,212 9,190 17,402 9

21 Northern Middlesex Regional Emergency Communications Center 911 Participation Ratios Town Calls Population Ratio Chelmsford 6,146 33, % Dracut 5,019 29, % Tewksbury 6,219 28, % 10

22 Northern Middlesex Regional Emergency Communications Center User Agency NMRECC State 911 Operational Costs Grant Wireless Calls NMRECC Cost Savings Community Assessment FY 2019 Municipal Budgets Operational Cost Savings Estimated Equipment Savings Potential Cost Savings Chelmsford $ 737,676 ($288,634) ($36,040) $ 413,002 $799,966 ($386,964) ($154,240) ($541,186) Dracut $ 622,030 ($243,385) ($30,390) $ 348,255 $649,175 ($300,920) ($154,240) ($455,160) Tewksbury $ 687,120 ($268,853) ($33,570) $ 384,697 $794,338 ($409,641) ($115,679) ($525,320) TOTAL $ 2,046,826 ($800,872) ($100,000) $ 1,145,954 $2,243,479 ($1,097,525) ($424,159) ($1,521,684) The Town of Chelmsford s costs savings will be reduced by $200,000 due to staffing the Police Station lobby at all times. 11

23 Other Regional Emergency Communications Centers Other regional emergency communications centers exist across the state and across the country. There have been some operational concerns at other centers, most notably at the Essex County Regional Emergency Communications Center. However, unlike the Essex County center, which has been operated by the Essex County Sheriff s office, the Northern Middlesex Regional Emergency Communications Center will be governed by the Town Managers, Police Chiefs, and Fire Chiefs. 12

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38 Regional Emergency Communications Center Tewksbury, MA Updated Project Schedule 50% Construction Complete The Galante Architecture Studio 2018 February March April May June July August September SD Bldg Layout Approved, NTP received Design Development Review Package Comments from Stakeholders Design Development Review Package Comments from Stakeholders Final Design Development Package 60% CD's + Cost Check Comments from Stakeholders 90% CD's + Cost Check Comments from Stakeholders 100% Construction Documents Package Pre - Bid Meeting Filed Sub Bids General Bids Construction Documents Milestones denoted by thicker red line Construction Schedule October 1, 2018 to July 31, 2019 Contrac t Award Construction Completion July 31, 2019 (or before) Substantial Completion of Construction Bidding & Negotiations Construction Administration Construction Kick Off Meeting Design Development Monthly Design Review Meetings Biweekly Design Review Meetings Weekly Progress Meetings

39 PSAP Consolidation AMESBURYSALISBURY MERRIMAC NEWBURYPORT WEST NEWBURY HAVERHILL NEWBURY GROVELAND CLARKSBURG MONROE METHUEN GEORGETOWN ROWLEY IPSWICH WILLIAMSTOWN ) FLORIDA ROWE HEATH LEYDEN COLRAIN BERNARDSTON LAWRENCE NORTH ADAMS NORTHFIELDWARWICK ROYALSTON ) ASHBY DRACUT DUNSTABLE BOXFORD IPSWICH WINCHENDON TOWNSEND PEPPERELL ASHBURNHAM TYNGSBOROUGH NORTH ANDOVER ROCKPORT CHARLEMONT ANDOVER ADAMS GILL LOWELL TOPSFIELD ESSEX GLOUCESTER NEW ASHFORD SHELBURNEGREENFIELD ERVING GROTON SAVOY TEWKSBURY HAMILTON GLOUCESTER ORANGE ) ) HAWLEY BUCKLAND CHELMSFORD MIDDLETON WENHAM ATHOL GARDNER FITCHBURGLUNENBURG WESTFORD ) CHESHIRE NORTH READING MANCHESTER SHIRLEY DANVERS BEVERLY MONTAGUE TEMPLETON WENDELL AYER BILLERICA HANCOCK ) WESTMINSTER WILMINGTON LANESBOROUGH PHILLIPSTON ) LYNNFIELD LITTLETON WINDSOR PLAINFIELD ASHFIELD CARLISLE READING PEABODY DEERFIELD CONWAY LEOMINSTER HARVARD SALEM ) DALTON BEDFORD BURLINGTONWAKEFIELD MARBLEHEAD ) HUBBARDSTON LANCASTER BOXBOROUGHACTON WOBURN LYNN PITTSFIELD CUMMINGTON LEVERETT SUNDERLAND GOSHEN PETERSHAM STONEHAM SWAMPSCOTT SAUGUS SHUTESBURYNEW SALEM CONCORD WINCHESTER ) WHATELY PRINCETON MELROSE HINSDALE PERU STERLING LEXINGTON BOLTON STOW MALDEN BARRE MAYNARD LINCOLN MEDFORD NAHANT REVERE WILLIAMSBURG CLINTON ARLINGTON RICHMOND WORTHINGTON EVERETT CHESTERFIELD HATFIELD LENOX PELHAM RUTLAND SUDBURY BELMONT WASHINGTON BERLIN HUDSON WALTHAM AMHERST ) WEST BOYLSTON CAMBRIDGE BOSTONWINTHROP MIDDLEFIELD HADLEY ) HARDWICK WAYLAND OAKHAM HOLDEN BOYLSTON WESTON WATERTOWN ) MARLBOROUGH WEST STOCKBRIDGE NORTHAMPTON NEWTON STOCKBRIDGE LEE WESTHAMPTON NEW BRAINTREE NORTHBOROUGH BROOKLINE PAXTON ) FRAMINGHAM BOSTON BECKET CHESTER SOUTHBOROUGH WELLESLEY SHREWSBURY HULL HUNTINGTON WARE NATICK BELCHERTOWN WORCESTER NEEDHAM HULL EASTHAMPTON ALFORD GRANBY NORTH BROOKFIELD TYRINGHAM SOUTH HADLEY ) WESTBOROUGH WEST BROOKFIELD ASHLAND SPENCER DEDHAM QUINCY SOUTHAMPTON MILTON LEICESTER SHERBORNDOVER COHASSET GREAT BARRINGTON HOPKINTON ) OTIS MONTGOMERY HOLYOKE WESTWOOD HINGHAM EAST BROOKFIELD MONTEREY BLANDFORD LUDLOW WARREN GRAFTON BRAINTREE AUBURN HOLLISTON SCITUATE EGREMONT CHICOPEE PALMER BROOKFIELD MILLBURY MEDFIELD NORWOOD WEYMOUTH RUSSELL UPTON CANTON ) MILLIS RANDOLPH NORWELL MILFORD HOLBROOK WESTFIELD MEDWAY WALPOLE CHARLTON SUTTON AVON) WEST SPRINGFIELD BRIMFIELD SHEFFIELD SANDISFIELD SPRINGFIELD WILBRAHAM NORTHBRIDGE ROCKLAND OXFORD HOPEDALE STOUGHTON HANOVER MOUNT WASHINGTON NORFOLK ABINGTON MARSHFIELD NEW MARLBOROUGH STURBRIDGE SHARON TOLLAND MONSON ) GRANVILLE UXBRIDGE MENDON FRANKLIN BROCKTONWHITMAN AGAWAM SOUTHWICK HAMPDEN WALES BELLINGHAM HOLLAND SOUTHBRIDGE FOXBOROUGH PEMBROKE DUDLEY DUXBURY LONGMEADOWEAST LONGMEADOW WEBSTER DOUGLAS WRENTHAM HANSON ) BLACKSTONE DUXBURY EASTON EAST BRIDGEWATER MILLVILLE ) PLAINVILLE MANSFIELD WEST BRIDGEWATER HALIFAX KINGSTON NORTH ATTLEBOROUGH NORTON BRIDGEWATER PLYMPTON ATTLEBORO RAYNHAM TAUNTON REHOBOTH MIDDLEBOROUGH CARVER PLYMOUTH SEEKONK DIGHTON BERKLEY LAKEVILLE PROVINCETOWN TRURO WELLFLEET EASTHAM Legend ) PSAP Locations Ayer-Shirley Regional Barnstable County Sheriff Regional PSAP Berkshire County Sherriff RECC Dalton RECC Rutland RECC Shelburne Falls State Police Regional PSAP South Shore RECC South Worcester County RECC Templeton RECC WAREHAM SWANSEA FREETOWN ROCHESTER SOMERSET FALL RIVER ACUSHNET MARION NEW BEDFORD MATTAPOISETT FAIRHAVEN DARTMOUTH WESTPORT BOURNE BOURNE SANDWICH ) MASHPEE FALMOUTH BARNSTABLE DENNIS YARMOUTH ORLEANS BREWSTER HARWICH CHATHAM CHATHAM CHATHAM Dukes County Sheriff RECC Essex County Sheriff RECC Upton Regional PSAP Wachusett RECC GOSNOLD GOSNOLD Groton RECC Lynn Fire Regional Secondary Lynn Police Regional PSAP Mendon RECC Metro North RECC Winchendon RECC Worcester RECC Metacomet RECC Pending Norfolk RECC Pending North Metro RECC Pending GOSNOLD GOSNOLD GOSNOLD CHILMARK AQUINNAH TISBURY OAK BLUFFS ) WEST TISBURY EDGARTOWN Nashoba Valley RECC New Braintree State Police RECC RECC - Mansfield, Foxborough, Easton, Norton West COMM (pending) CHILMARK NANTUCKET Norfolk County Emergency Communciations Center North Adams RECC Northampton State Police Regional Old Colony Comm. Center As of June 2018

40 Office of the Town Accountant 50 Billerica Road Chelmsford, MA Darlene R. Lussier, Town Accountant Tel Fax MEMORANDUM To: Chairman Mr. Glenn Diggs Board of Selectmen From: Darlene R. Lussier. Town Accountant Date: July 18, 2018 Re: FY2018 Year End I am providing you with a summary of the revenue and expenses for the Fiscal Year Ended June 30, Along with this narrative, I provided the following documents, all as of June 30, Receipts, Actual vs. Budget Budget Report of Final Salaries Budget Report of Final Expenses Below, I will provide a brief summary of revenue and expenses. Revenues: Total General Fund Revenue for FY2018 was estimated at $129,569,821. The Actual receipts were $129,025,594, or 99.6% of the estimate. The shortfall of $544,227 is a result of a delinquency in payment of real estate tax in the amount of $776,437, a surplus in Local Receipts in the amount of $160,922 and State Aid of $71,288. Local Receipts: Two accounts had notable variances, those being: Motor Vehicle Excise $551,647 and Meals Tax $35,308. The increase in Excise Tax is due in large part of people leasing vehicles. The increase in Meal Tax is due to new restaurants opening in town and a better economy. The Investment Income receipts declined due to the low bond market. State Aid: The Town received the FY17 and FY18 Homeless Transportation revenue. This is the additional $71K. Real Estate Tax: State law requires that you budget for 100% of your Real Estate Levy. The full amount is never collected prior to the fiscal year end. The Town does maintain a very high year end collection rate, this year being 98.8%, and continues to be aggressive in collection of back taxes.

41 Expenses: The General Fund Appropriations for FY2018 were $129,564,666. Year End expenditures were $128,547,280, while Year End encumbrances totaled $189,585, leaving and unexpended appropriation total of $827,801. The attached YTD Budget Status Report provides a breakdown of all line appropriations; two have notable variance which warrants mention. Public Safety Personnel was under-expended in the amount of $261,393. At the Spring Town Meeting an appropriation was allocated to the Fire Department for Collective Bargaining Agreement. Included in the appropriation was an estimated amount needed to pay regular salaries and overtime April thru June. The appropriation was not fully expended resulting in this under expenditure. Public Works Expenses was under-expended in the amount of $134,999. This is the result of a decrease in total solid waste tonnage generated by the Town. I will be happy to answer any of your questions Monday night at the BOS meeting. Regards, Darlene R. Lussier Town Accountant

42 DRAFT Town of Chelmsford Receipts Year-To-Date June 30, 2018 June June FY17 FY18 % Actual Actual % Budget Budget vs Y-T-D Y-T-D Prior Yr 2018 Actual I. Local Receipts $5,377, Motor Vehicle Excise $5,551, $ 5,000, $509, Penalties and Interest on Taxes and Excises $428, $ 450, $589, Meal Tax.75% $660, $ 625, $424, Hotel/Rooms Tax 2% $361, $ 450, $375, Fees $368, $ 380, $53, Rental Income $61, $ 55, $ Department Revenues - Schools $ $ $150, Department Revenues - Cemetery $135, $ 140, $223, Department Revenues - Other $209, $ 210, $100, Alcoholic Licenses $103, $ 95, $78, Other Licenses $90, $ 80, $1,183, Permits $1,127, $ 1,131, $165, Fines and Forfeits $168, $ 165, ($24,304) 14. Interest Investment $131, $ 300, $1,211, Miscellaneous - Recurring $ 959, $ 1,132, $41, Lowell Regional Transportation $50, $ 36, $23, Miscellaneous - Non Recurring $ 26, $ 24, $ 10,484,444 Subtotal $ 10,435, $ 10,275, II. Taxes $92,976, Real Estate & Personal Property $96,745, $ 97,968, $632, Tax Liens $446, $ - N/A $ 93,608,879 Subtotal $ 97,192, $ 97,968, III. State Reimbursement $15,929,949 Subtotal $16,937, $ 16,866, IV. Other Finance Sources $6,195,384 Subtotal $ 4,459, $ 4,459, $ 126,218,656 Total Receipts $ 129,025, $ 129,569, Misc Recurring $400,148 Medicare School $411,457 $ 754,727 SREC Receivables $ 489,909 $56,911 Payments in lieu of Tax $58,497 $1,211,786 $ 959, Misc Non Recurring $1,878 Willis/12th Ave $1,811 $18,369 Misc Receipt $19,344 $ 398 Proceeds - Sale of Real Estate $3,025 Proceeds - Sale of Town Equipment Sale of Bonds $5,546 $- Prepaid Interest - Sale of Bonds $23,670 $ 26,701 Town Accountant

43 FY 2018 YTD BUDGET STATUS REPORT Year-To-Date: June 30, 2018 FY18 Recap Orginal Budget Budget Received/Expended Encumbered Under/(Over) Percentage Expenditures: Municipal Admin. Personal Services 2,016,806 49,920 2,066,726 2,022,668 44, % Expenses 1,000,975 30,000 1,030,975 1,004, , % Total 3,017,781 79,920 3,097,701 3,026, , % Public Education Expenses 57,000,000 57,000,000 56,895, , % Nashoba Valley Tech H 2,887,511 2,887,511 2,887, % Total 59,887, ,887,511 59,783, , % Public Safety Personal Services 11,357, ,591 11,760,549 11,499, , % Expenses 1,128,730 10,000 1,138,730 1,125,671 13, % Total 12,486, ,591 12,899,279 12,624, , % Public Works Personal Services 1,874,343 1,862 1,876,205 1,864,542 11, % Expenses 3,599,324 3,599,324 3,431,549 32, , % Snow & Ice 1,385,500 50,000 1,435,500 1,435, % Total 6,859,167 51,862 6,911,029 6,731,591 32, , % Municipal Facilities Personal Services 846,287 7, , ,627 4, % Expenses 737,910 67, , ,941 51, % Total 1,584,197 74,220 1,658,417 1,601,568 51,969 4, % Cemetery Commission Personal Services 287, , ,044 12, % Expenses 53,500 53,500 52, % Total 340, , , , % Community Services Personal Services 692,182 6, , ,293 6, % Expenses 410, , ,324 63, % Total 1,102,208 6,527 1,108,735 1,038, , % Library Personal Services 1,501,235 1,501,235 1,483,481 17, % Expenses 474, , , % Total 1,975, ,975,615 1,957, , % Benefits & Insurance Total Budget 22,934,135 22,934,135 22,857,504 76, % Total 22,934, ,934,135 22,857, , % Debt & Interest Principal 11,225,506 11,225,506 11,225, % Interest 3,169,529 3,169,529 3,141,238 28, % Total 14,395, ,395,035 14,366, , % Total Operating 124,582, , ,207, ,315, , , % State Assessment & Overlay State Assessments 2,102, ,751 2,247,039 2,188,772 58, % Snow/Ice Defecit 7,112 7,112 7, % Court Judgements 148, , ,606 0 Overlay Reserve 800, , , , % Cherry Sheet Under Assessmen 420,248-4, , , Offset Total State Assess. & Overlay 3,322, ,971 3,170,565 3,112, , % Warrant Articles Fund 02 Finance Comm Reserve Fnd 400, ,300 49, ,700 Community Action 10,000 7,493 2,507 School E Rate Reimb 35,035 35,035 0 Other Financing Sources Stabilization Fund 1,041,382 1,041,382 0 Marketing Rt ,000 35,253 14,747 Subtotal 400, ,300 1,186,117 1,119, , % Inter Fund Transfer 0 0.0% Total Warrant Articles 400, ,300 1,186,117 1,119, , % Prior Year Late Bills % Grand Total Expenditures 128,305, , ,564, ,547, , , %

44 DRAFT TOWN OF CHELMSFORD Annual Non-Union Employee Performance Review Employee Name: Darlene Lussier Current Level and Step: L9/S3 Department: Town Manager Office Proposed Level and Step: TBD Position: Town Accountant Review Period: FY18 Section l: Objectives/Accomplishments Assess the employee's performance based upon objectives previously set for this review period. Describe below each major objective and accomplishments against each objective. Comments below were compiled from individual Board of Selectmen reviews of the Town Accountant: GOAL #1 Electronic Distribution of W-2 & Direct Deposit Enrollments COMPLETED. The electronic distribution of W-2.bi-weekly earning statements has been successfully achieved and is expected to save the Town printing costs. Darlene continues to encourage employees still receiving a paper check to convert to direct deposit and that number decreases each year. This process is ongoing. GOAL #2 Complete Training of new School Business Manager in all aspects of MUNIS. COMPLETED. A solid relationship for sharing ideas and information has been created between the school and town as to financial matters. Goal #3 Establish a Schedule for Reporting the Town's Fiscal Health Directly to the Board of Selectman. COMPLETED. Darlene s response to various unscheduled requests by the Board of Selectman is exemplary. She always conveys a Can Do attitude regardless of the time needed to accomplish tasks. GOAL #4 Start to Develop a 3-5 Year Plan. Ongoing. Develop a plan in preparation for eventual attrition of staff.

45 Section Il: Other Key Performance Factors DRAFT Comment upon strengths, effectiveness in dealing with people/teamwork creativity, problem solving, leadership, communication, initiative, and productivity. Outline areas requiring improvement which will be addressed in the Training and Development Section. Darlene has a strong handle on her position as the Town Accountant. She performs duties that are highly complex and technical in nature. She is motivated and takes initiative to make sure that all municipal transactions conform to the law and practices sound municipal accounting practices. Her knowledge goes beyond the scope of accounting. She has a clear understanding of the Town's responsibilities under ACA and has done her best to make sure we are complying. Additionally, when called upon to present to Town Meeting, various town boards and committee s she is extremely well prepared and informative. Her supervision of staff, setting departmental goals and preparing departmental budgets for review and approval continues to be on point. Darlene is accessible and meets with the various Town Departments, including the School Business Manager. Municipal accounting can have many issues and different practices. Darlene shows tact and patience while explaining the nuances of municipal accounting to those with questions, regardless of their level of knowledge of these matters. The most recent Management Letter submitted by the outside auditors noted no deficiencies or concerns, which is a testament to her leadership in the department. Outside audit staff are consistent in their praise in working with Darlene and her team. Darlene maintains a close working relationship with the School Business Manager, which enhances the necessary collaboration between the municipal and school sides of Town government. SECTION Ill: Overall Performance Evaluation (Check One) Taking into account all areas of the employee's performance described above, please mark (X) in the appropriate place on the continuum below: To be determined by the Board of Selectmen Does Not Meet Requirements Requires Improvement Meets Expected Level of Peformance Consistently Exceeds Expected Level of Performance Exceptional Performance Section IV: Goals and Objectives List and clearly define each goal and objective for the next performance cycle. Target a total of 3-5 goals. Add additional pages as needed. GOAL #1 Payroll improvements and cost savings. How is this going to be achieved? Work with the School Superintendent and School Business Manager to integrate the school revolving accounts into MUNIS so that the auditing trail is clear and accurate. Manual reporting of these accounts must be eliminated.

46 DRAFT How and when will progress be measured? Expected date for accomplishing this goal? FY19 GOAL #2 OPEB Backup and Health Insurance Documentation Auditing health insurance records to reduce OPEB liability. Review the MUNIS updates and options in order to identify savings in the area of time and expense. How is this going to be achieved? Our auditors recommend the Town collects proof of birth certificates, marriage certificates and health insurance enrollment forms. This will be compared to MIIA health insurance member lists to make sure covered individuals are accurate. How and when will progress be measured? Annual reports will show the Town s anticipated OPEB liability, to include an explanation for how it is calculated, and how it will be funded. Expected date for accomplishing this goal? GOAL #3 Review and implement MUNIS updates How is this going to be achieved? Further implement the MUNIS system by converting the revolving account to a multiyear fund. This can be done by working with the School Business Manager and the MUNIS tech support. Currently these accounts have to be entered manually which is not only time consuming but increases the chance for error. How and when will progress be measured? Expected date for accomplishing this goal? Goal #4 Continue to give thought to and develop a plan in preparation for eventual attrition of staff. How is this going to be achieved? Formulate a continuation plan for the staff in the Accounting Department over the next 10 years. To identify someone interested in becoming a Town Accountant and look to set up a mentorship. May want to approach local colleges and universities for possible candidates.

47 DRAFT How will this be measured? Expected date for accomplishing this goal? Section V: Training and Development Plan Please list the specific developmental objectives and activities which may improve current performance, help accomplish company/department objectives, broaden skills in the current role, or develop a skill/ability essential for assuming additional responsibilities. Continue to attend the MMAA conference and other municipal group meetings that would aid to improve the Town of Chelmsford fiscal integrity. SECTION VI: Performance Appraisal Approvals First Level Management Date Second Level Management Date Other Signature (If Needed) Date Human Resources Date I have reviewed this appraisal and discussed its contents personally with my manager. I accept the objectives and development plans we have agreed upon. Employee Date

48 DRAFT TOWN OF CHELMSFORD Annual Non-Union Employee Performance Review Employee Name: Paul Cohen Current Salary: $168,008 Department: Town Manager Office Proposed Salary: To be determined Position: Town Manager Review Period: FY18 Section I: Objectives/Accomplishments Assess the employee's performance based upon objectives previously set for this review period. Describe below each major objective and accomplishments against each objective. Comments below were compiled from individual Board of Selectmen reviews of Town Manager: Paul has accomplished the following this year Sale of the Katrina Road site & Purchase of the Chelmsford Forum. He will continue to monitor the Odd Fellows & Fiske House property, development of the FEMA Grant for Williamsburg, the UMass Lowell West Campus and the redevelopment of overlay district. GOAL #1 Work with the Superintendent of Schools to finalize a vision for improving Chelmsford Public Schools, including required infrastructure upgrades, new facilities, and associated funding options. The Town Manager participated in discussions with the School Department, and at various public forums, to determine the steps to be followed to improve/maintain Chelmsford Public School facilities. Through Paul the DPW, spearheaded under budget the infrastructure needed to support all day kindergarten. GOAL #2 Continue efforts to acquire the UMass/Lowell West Campus property, and develop a plan for its long-term use. The Town Manager has continued discussions with the UMass/Lowell administration, as well as with the Legislative delegation to promote legislation that would facilitate the transfer of this property to the Town of Chelmsford. He also determined what the fair market value of the property should be which reflected the toxic contamination of the site. However, in the end, the state determined that their best interests would be served by simply selling off the property to the highest bidder. This has not happened as yet and Paul continues to monitor the situation. GOAL #3 Continue efforts to redevelop the Katrina Road Brownfield site. The Town Manager continues to meet with and work with potential redevelopment partners to identify appropriate uses for this property. This effort is on-going, due to the challenging aspects of the parcel. Due to Paul s stick to it approach the sale of property was completed and the state provided 1.3M for the environmental clean-up of the property.

49 DRAFT Complete the evaluation of the Chelmsford Forum. GOAL #4 An assessment/appraisal of the Chelmsford Forum has been completed. Under Paul s leadership the Forum was purchased from the state at a very fair price. Additionally, a new operator was selected and revenues from the site which is set up as an Enterprise fund are expected to grow. GOAL #5 Work towards expediting development along the Route 129 corridor. Partnered with the Economic Development Committee to raise the visibility of properties in that area, enhancing interest and investment. Hiring an Economic Development Director has helped spur activity along Route 129, as well as other areas through the Town. Section Il: Other Key Performance Factors Comment upon strengths, effectiveness in dealing with people/teamwork, creativity, problem solving, leadership, communication, initiative, and productivity. Outline areas requiring improvement which will be addressed in the Training and Development Section. Paul continues to be accessible and responsive to concerns that are brought to his attention. Recently, when a violation of the Town sign bylaws went against a large display of American Flags, Paul quickly resolved the situation when the Town s citizens pointed out the absurdity of the situation. He often initiates discussions with neighboring communities to collaborate for regional solutions, and to consolidate resources for more effective management. This year Paul has increased his efforts to reach out for new economic development projects. He has had a strong leadership role and for the first time the Town will exceed its quota of 10% affordable housing. Paul is visible in the community. He continues to participate in many local events, and regularly produces a cable-access television program, in order to keep residents apprised of issues and activities relevant to the Town. Paul has refrain from outbursts of anger at public meetings and is now the leader in creating an atmosphere where all points of view are encouraged and respected. Paul is excellent at the budget side of his job. He manages the financial side of the Town expertly. His knowledge and understanding of all the accounts and the rules that go with them is thorough. As one of the longest-tenured Town Managers in the area, Paul is respected by his peers, and is often asked to participate in regional events, as well as being recruited for leadership positions on regional, State, and civic boards and organizations. Paul remains accessible and responsive to all members of the community. He communicates with the Board of Selectmen on all items that require attention, addressing issues in a timely manner, and providing reports in detail at Board meetings as needed. Paul continues to maintain a strong leadership team, allowing his department heads the confidence to effectively and efficiently operate in the best interest of the Town.

50 DRAFT SECTION Ill: Overall Performance Evaluation (Check One) Taking into account all areas of the employee's performance described above, please mark (X) in the appropriate place on the continuum below: Does not meet requirements Requires Improvement Meets expected level of performance Consistently exceeds expected level of performance Exceptional performance To be determined by the Board of Selectmen. Section IV: Goals and Objectives Some Goals are shared with the Board of Selectmen and are often subject to change throughout the year. However, the following should be the Town Manager's personal goals for the next year. Solicit funding and commence implementation of the State s new Storm Water Directives. Solicit funding and commence implementation of the State s new OSHA Directives pertaining to Cities and Towns tracking violations. Initiate the rezoning of Route 40/Groton Road from the Route 3 Interchange to the Westford Boarder to allow increased economic/community development. Work to support the solicitation of funds for professional consultant services along with the creation of a committee to examine the towns current operation of Emergency Ambulance Services, Distribution of Fire Stations, and regional Public Safety Dispatch. Promote a bylaw to regulate/prohibit single use plastic checkout bags Work to find ways to reduce costs and identify and reduce if any waste in the Town. For Discussion: How is this going to be achieved? How and when will progress be measured? Expected date for accomplishing this goal? Section V: Training and Development Plan Please list the specific developmental objectives and activities which may improve current performance, help accomplish company/department objectives, broaden skills in the current role, or develop a skill/ability essential for assuming additional responsibilities. Paul, has held the position of Town Manager for many years and understands all the nuances that are needed to successfully manage a town. He continues nevertheless to keep his skills and knowledge current by his participation with various State and regional boards and organizations (MMA, MIA, NVTHS, etc.). He is a member of the Executive Board of the Middlesex3 Coalition, and currently serves as Treasurer of that organization. The fact that he is recruited for these positions indicates the high regard that he is held by his peers.

51 DRAFT SECTION VI: Performance Appraisal Approvals Chair, Board of Selectmen Date Date Other Signature (If Needed) Date Date I have reviewed this appraisal and discussed its contents personally with the Board of Selectmen. I accept the objectives and development plans we have agreed upon. Employee Date Section Vll: Employee Comments (Optional)

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53 COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS DEPARTMENT OF ENERGY RESOURCES 100 CAMBRIDGE ST., SUITE 1020 BOSTON, MA Telephone: Facsimile: Charles D. Baker Governor Karyn E. Polito Lt. Governor Matthew A. Beaton Secretary Judith F. Judson Commissioner July 19, 2018 Paul E. Cohen, Town Manager Town of Chelmsford 50 Billerica Road Chelmsford, MA Dear Town Manager Cohen: I am pleased to inform you that the Department of Energy Resources (DOER) Green Communities Division has approved an award of $189,809 for the following projects proposed in the Town of Chelmsford s Green Communities Competitive Grant application. List of projects funded: $40,177, Police Station Chiller replacement $72,509, Police Station LED Lighting $47,146.00, Senior Center HVAC upgrades $29,977, CPS Administration LED Lighting The Division reviewed Chelmsford s grant application and has determined these are viable projects that meet the eligibility requirements of our Competitive Grant program. Please note that, due to the competitive nature of this grant program, the use of these funds is restricted to the specificallyapproved projects listed above. Jane Pfister, Green Communities Grant Coordinator, will follow up with the contact listed in your competitive grant application to discuss next steps, including coordination of the grant contract process. The Green Communities Division looks forward to working with the Town of Chelmsford on your grant projects. We congratulate you on your grant award, and applaud your efforts to create a cleaner energy future for your community and the Commonwealth as a whole. Please do not hesitate to contact me at or by at Nicholas.Connors@Mass.gov with any questions you may have regarding your grant award.

54 Sincerely, Nicholas Connors, Director Green Communities Division Cc: Pat Wojtas, Chair, Board of Selectmen Christopher Illsley, Energy Manager Neal Duffy, Green Communities Regional Coordinator, Northeast

55 2018 Fall Annual Town Meeting Draft List of Warrant Articles (7/18/18) 1. Reports of Town Officers/Committees 2. Funding for Collective Bargaining Agreements 3. Amend Fiscal Year 2019 Operating Budget 4. Transfer Free Cash to the General Stabilization Fund 5. Transfer Free Cash to Reduce the FY19 Property Tax Rate 6. Fiscal Year 2019 Stormwater Management Enterprise Fund 7. Study Municipal Emergency Ambulance Service and Fire Station Consolidation 8. Appropriate Commonwealth Transportation Infrastructure Fund Monies 9. Vinal Square Municipal Parking Lot Egress to Wotton Street 10. Easements Pertaining to the Reconfiguration of the Intersection of Billerica Road and Riverneck Road 11. Reconstruction of the 9 th Hole Green at the Chelmsford Country Club 12. Cemetery Improvement and Development Fund 13. Community Preservation Fund Appropriation 14. Zoning Bylaw Amendment Route 40/Groton Road from Route 3 Interchange to Westford Town Line 15. Zoning Bylaw Amendment Display of United States Flag at Commercial Properties 16. Zoning Bylaw Amendment Lot Size for Chickens/Game Birds at Dwellings 17. General Bylaw Amendment Retail Use of Single-Use Plastic Checkout Bags 18. Street Acceptances

56 TOWN OF CHELMSFORD WARRANT FOR THE 2018 FALL ANNUAL TOWN MEETING OCTOBER 15, 2018 MIDDLESEX, SS. To the Constable, or any other suitable person of the Town of Chelmsford: Greeting: In the name of the Commonwealth aforesaid, you are hereby requested to notify and warn the Town Meeting Representatives of said Chelmsford to meet at the Senior Center, 75 Groton Road, North Chelmsford on Monday, the fifteenth day of October in the year two-thousand and eighteen at 7:30 p.m. in the evening and there to act upon the following articles, VIZ: ARTICLE 1. To hear reports of the Town Officers and Committees; or act in relation thereto. SUBMITTED BY: Board of Selectmen ARTICLE 2. To see if the Town will vote to raise and appropriate, and/or transfer from available funds a certain sum of money to be used to fund employee contract agreements between the Town and its collective bargaining units; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 3. To see if the Town will vote to amend the Fiscal Year 2019 operating budget adopted under Articles 4, 5, and 6 of the Warrant for the Spring Annual Town Meeting held on April 30, SUBMITTED BY: Town Manager

57 ARTICLE 4. To see if the Town will vote to transfer from Free Cash a certain sum of money to the General Stabilization Fund; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 5. To see if the Town will vote to transfer from Free Cash a certain sum of money to defray Town expenses for the fiscal year period from July 1, 2018 to June 30, 2019; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 6. To see if the Town will vote to raise and appropriate, transfer from available funds, and/or borrow a certain sum of money for the Fiscal Year 2019 budget to operate the Stormwater Management Enterprise; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 7. To see if the Town will vote to raise and appropriate or transfer from available funds a sum of money to be expended by the Board of Selectmen, which would create an ad hoc public safety study committee and hire a consultant to examine whether the Town should establish a municipal emergency ambulance service and whether the Town should consolidate its fire stations; or act in relation thereto. SUBMITTED BY: Board of Selectmen ARTICLE 8. To see if the Town will vote to appropriate the sum of $, that was received by the Town from the Commonwealth Transportation Infrastructure Fund to address the impact of transportation network services on muncipal roads, bridges and other transportation infrastructure or any other public purpose substantially related to the operation of transportation network services in the Town including, but not limited to, the complete streets program established in Massachusetts General Laws Chapter 90I, Section 1 and other programs that support alternative modes of transportation; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 9. To see if the Town will vote to a.) authorize the Board of Selectmen to acquire any and all temporary and/or permanent easements, and any property in fee simple, with the trees thereon, by purchase, eminent domain, gift or otherwise, for the purpose of securing an egrees from the municipal parking lot located in Vinal Square to Wotton Street as shown on a plan entitled ; b.) raise and appropriate, transfer from available funds, and/or borrow a certain sum of money to defray all necessary costs, fees and expenses in connection with the acquisition of said land and for paying any damages which may be awarded as a result of any such taking; 2018 Fall Annual Town Meeting October 15, 2018 Page 2

58 and c.) authorize the Board of Selectmen to negotiate and execute all necessary and proper contracts and agreements thereto; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 10. To see if the Town will vote to acquire easements pertaining to the reconstruction of the intersection of Billerica Road and Riverneck Road; or act in relation thereto. SUBMITTED BY: Planning Board ARTICLE 11. To see if the Town will vote to transfer a sum of money from the Golf Course Enterprise Fund Free Cash to reconstruct the 9 th hole green at the Chelmsford Country Club; or act in relation thereto. SUBMITTED BY: Town Manager ARTICLE 12. To see if the Town will vote to transfer a certain sum of money from the Sale of Graves and Lots Account to the Cemetery Improvement and Development fund; or act in relation thereto. SUBMITTED BY: Cemetery Commission ARTICLE 13. Community Preservation Fund; or act in relation thereto. SUBMITTED BY: Community Preservation Committee ARTICLE 14. To see if the Town will vote to rezone a portion of Route 40/Groton Road from the Route 3 interchange to the Westford town line; or act in relation thereto. SUBMITTED BY: Planning Board Two-Thirds Vote ARTICLE 15. To see if the Town will vote to amend zoning bylaw perainting to the display of United States flag; or act in relation thereto. SUBMITTED BY: Planning Board Two-Thirds Vote 2018 Fall Annual Town Meeting October 15, 2018 Page 3

59 ARTICLE 16. To see if the Town will vote to amend Chapter 195: Zoning Article III: Use Regulations. Section Accessory uses. E. by reducing the minimum lot size that is required to maintain chickens and other game birds to an amount less than 40,000 square-feet; or act in relation thereto. SUBMITTED BY: Planning Board Two-Thirds Vote ARTICLE 17. To see if the Town will vote to amend the Code of the Town of Chelmsford by adopting a new section, Section 144: Sustainable Community and under said section adopting a new bylaw to regulate the retail use of single-use plastic checkout bags as follows: Article I. Plastic Bag Reduction in Business Establishments Section Purpose and Intent This bylaw is enacted for the purpose of eliminating the use of thin film single use plastic bags by all business establishments in the Town of Chelmsford. The production and use of thin film single use plastic checkout bags have significant impacts on the environment, including, but not limited to: contributing to pollution of the land environment; creating a burden to solid waste collection and recycling facilities; clogging storm drainage systems; causing the potential death of marine animals through ingestion and entanglement; and requiring the use of millions of barrels of crude oil nationally for their manufacture. Section Definitions Business establishment means the following business uses as defined in Section of the Chelmsford Zoning Bylaw: a retail store; supermarket and general department store; restaurant; and take out retail Thin film single use plastic bags means bags, typically with plastic handles, with a thickness of 2.5 mils or less and which are intended for single use transport of purchased products purchased at a business establishment Reusable bag means a bag, with handles, that is specifically designed for multiple use and is made of thick plastic, cloth, fabric or other durable materials. Section Use Regulations 2018 Fall Annual Town Meeting October 15, 2018 Page 4

60 Effective July 1, 2019, thin film single use plastic bags shall not be distributed, provided, or sold for checkout or other purposes at any business establishment within the Town of Chelmsford Thin film plastic bags used to contain dry cleaning, newspapers, produce, meat, bulk foods and other similar merchandise, typically without handles, are permissible Customers are encouraged to bring their own reusable bags to stores. Business establishments are encouraged to provide reusable thick plastic, paper, fabric, or other types of bags. Section Enforcement The Inspector of Buildings of his designee is hereby designated and authorized as the officer charged with the enforcement of this bylaw Penalty for Violation. Whoever violates any provision of this bylaw shall be punished by a fine not exceeding one hundred dollars ($100.00) for each offense. Nothing contained herein shall preclude the Building Inspector from seeking equitable relief to enforce this bylaw Noncriminal Disposition. In addition to the procedure for enforcement as described above, the provisions of this bylaw may also be enforced by noncriminal disposition, as provided in Massachusetts General Laws, Chapter 40, Section 21D. The penalty for such violation shall be $25.00 for the first offense, $50.00 for the second offense, and $ for the third and each subsequent offense. ; or act in relation thereto. SUBMITTED BY: Recycling Committee ARTICLE 18. To see if the Town will vote to: a.) accept as town ways the following mentioned streets, as laid out by the Board of Selectmen and shown by reports and plans duly filed in the office of the Town Clerk: Alyssa Way providing all the construction of the same meets with the requirements of the Board of Selectmen, and subject to the withholding of any remaining bonds until such requirements have been met; b.) authorize the Board of Selectmen to acquire any and all temporary and/or permanent easements, and any property in fee simple, with the trees thereon, by purchase, 2018 Fall Annual Town Meeting October 15, 2018 Page 5