Date of Meeting: Monday, May 18, 2009
Location: Town Hall, 221 Main Street
Time: 6:40 PM – 8:55 PM
Members Present: Chairman James Stanton; Roger Deal; Ken Sydow
Others Present: Nancy Colbert, Town Administrator; Lori Esposito, Administrative Assistant; others as listed on attached sign-in sheet
Not Present: Stephen Madaus, Town Counsel
Financial Warrants signed.
In session at 6:40 PM.
Re: 43D Agreement to have fire truck stored at Phillips’ Barn:
· Ken asked if it makes sense to have Joe Flanagan plow the driveway to Phillips’ barn. Jim and Roger agreed it would make sense once we have something stored there.
· Joe Flanagan said the Northborough fire truck is indefinitely delayed.
· Ken said if we think we won’t have it by next winter, we should let Phillips know so they can rent it if the opportunity arises.
Reorganization of Board of Selectmen:
· Roger Deal nominated James Stanton as Chairman of Board and himself as Vice-Chairman. Ken Sydow was nominated as Clerk.
· Ken seconded the motion; voted All in Favor.
Approve Meeting Minutes:
· Roger made a motion to approve the meeting minutes of May 8. Ken Sydow seconded the motion; voted All in Favor.
Report of the Town Administrator to the Board of Selectmen:
· Senate Ways and Means Budget: Local aid reduction proposed. A 30% reduction in non-school-related local aid, including a 100% Quinn Bill reduction.
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· Front End Loader Bid:
o Received two bids for a new front end loader and one for a used 2004 model. Only one bid met the specifications.
o New CAT Model 938H for $154,161 can be delivered within 120 days of order. (Includes $15K for trade-in value of old loader.)
o Town Administrator recommends Board of Selectmen vote to award the
bid to Southworth-Milton CAT.
o Ken asked how much higher does a high-lift loader go. Don Parker, Highway Superintendent, (present at the meeting) said he was not sure, exactly; around 15 inches.
o Jim Stanton asked if Don would no longer need to build a ramp with a high-lift loader. Don said they would still need the ramp.
o Ken asked how it was that Schmidt Equipment (John Deere) did not meet the specifications.
o Don Parker said an electric-actuated fuel priming pump was not offered on the machine. (When the switch is turned on the fuel system charges.)
§ They (John Deere) don’t make their own transmissions;
§ They didn’t quote Caterpillar;
§ John Deere components might not be compatible with the existing equipment;
§ Front and rear work lights were not included equipment
§ A 3.65 cubic yards bucket was not quoted.
§ We asked for a quick-evacuation lube system (that CAT) offers) – they don’t have it.
· Roger recommended and made a /motion that the Board of Selectmen accept the proposal based on Nancy and Don’s research. Ken Sydow seconded the motion.
· Jim asked if we had checked the State bid list.
· Nancy said she couldn’t find anything available for a comparable loader on the list. She called Com-PASS; they said Mass Highway doesn’t always open bids.
· The Board voted All in Favor.
Report of Chief of Police Sahagian to the Board of Selectmen (7:00 PM):
· The Chief reviewed the statistics/events for the month.
· He needs to look for a new vehicle next year (no Community Policing Grant is available).
· He attended the Board of Health meeting regarding Tahanto as pandemic control center/shelter.
· June 7 will be Tahanto graduation.
· June 22 at 1:00 PM at the Elementary School – DARE graduation (Town Administrator usually attends).
· He needs $15K transferred from dispatchers to Police Department salaries. The Town Accountant said he can do it at the end of the year..
· Jim said we need to do it within 15 days of FY’09 close (first July meeting).
· There is an increase in dumping on roadsides.
· A motor home was taken from Fuller Motor Home Sales. It was being held on a mechanic’s lien; the owner towed it off the lot after it had been there for a couple of years. Police recovered it and returned it to Fuller’s.
Report of the Highway Superintendent to the Board of Selectmen (7:25 PM):
· The Highway Dept. is continuing with brush cleanup.
· Potential Asian Beetle evidence was found in a tree at the corner of Linden and Mile Hill Road; he is awaiting word from FEMA.
· Summer help started today.
· Ken Sydow asked where the wood chips were being dumped. Don said they were being dumped at Pine Ridge Farm. They are not charging us.
Report of the Building Inspector (Mark Bertonassi) to the Board of Selectmen (7:35 PM):
· Regarding the Boylston House of Pizza sign: our bylaw has a problem. The pizza sign is mounted above the roof line but it meets our current zoning, which doesn’t have a restriction regarding that.
o The House of Pizza applied for a permit after the sign was up.
o It existed in 1970’s printing of zoning, but “fell off” some time since then. It was never formally removed from the bylaw.
o Mark recommends we take no action of enforcement until further research is completed.
· Jim inquired as to the status of the DeFeudis Routes 70/140 development. Mark said he gave him another extension (30 days from the Planning Board extension) and told him it will be his last extension. Ken said he has heard through the Planning Board meeting that there is no anchor tenant. Mark said according to the new building code of January 1 he would request additional “engineering or something” to be closer to the new code.
Investment Advisory Committee (Dan Haynes, Ellen McKay) 7:45 PM:
· They presented a model policy drafted by Bartholomew & Co. Investment Advisors: Town of Boylston “Investment Policy Statement General Fund & Trust Funds”
· This restricts what the municipality and the Treasurer can invest in.
· All but one of our bank accounts are FDIC and DIFM insured to no limit.
· The only bank account with less than $100K is TD BankNorth; it also has a letter of credit.
· Trust funds invested through Bartholomew & Co. (Worcester): cemetery, stabilization, ambulance, library, etc.
· Jim asked if there is supposed to be a committee.
· Ellen said No.
· Dan stated it is very important for the Town to have an investment policy.
· Ken said the intention of the Committee was to have a few people working with the Treasurer so there’s not a single person taking the brunt of the investments.
· Jim said the Committee could be made up of the Treasurer, the Town Accountant, the Town Administrator and a member of the Finance Committee for checks and balances.
· Roger asked Dan what his auditing process is.
· Dan said he reviews on a monthly basis.
· Ken asked if it makes sense for another person (e.g., a Finance Committee member) review occasionally what has been done, or is the current process sufficient?
· Jim asked if the auditor will look at this policy and verify compliance?
· Dan said they will look for non-compliance. Auditors will review what Bartholomew & Co. has done to be sure it complies with our investment policy.
· The Board asked Nancy to ask Town Counsel to review investment policy before accepting.
· Ellen McKay submitted her retirement notice as Town Treasurer and Tax Collector, effective August 15, 2009.
o Ellen brought up the Pension Reform bill: as of January 2010, if anyone pays into two retirement systems, they cannot draw from both; they have to be combined. Must have a minimum of ten years.
· Motion was made to accept Ellen’s notice; motion seconded; voted All in Favor.
· Dan thanked Ellen and noted she generated a significant amount of free cash through tax liens.
· Jim asked Nancy to outline the procedure for filling the position and do a job description update.
· At the June 22 meeting they will have a Personnel Board meeting.
Town Administrator’s Report, Continued:
· MOB/Police Dept. Lighting/Energy Efficiency Study Cost approximately $60K.
o Nancy and Ken Goodwin met with Bluestone Energy Services to discuss a project to update/replace all lighting. It would be financed over a period of years.
o We are also scheduled for an energy audit next Spring through the State.
o If we need an additional, exact estimate, the cost would be $500 (if we don’t participate and do replacement; no cost if we continue with the replacement plan).
· MOB Window Replacement- Phase Two: East side okay to bid. The cost of the project should be comparable to Phase One, approximately $7,000. Available funds from the Hillside account would be used.
· Route 140 Corridor Study:
o Nancy met with project sub-consultants to amend the scope of the work and schedule. All work is scheduled to be completed within six months, near October.
o Nancy recommends a contract for approval and signature.
o Stephen Madaus (Town Counsel) agreed over the telephone but has not faxed a signed authorization. Total: $84,700.
o Roger asked how this would be different from previous studies.
o Nancy said this would address and focus on the economic market of Boylston compared to communities within a specified radius. Also, it will address the overall potential of Route 140 development for the Town.
o Ken asked if Nancy could put something together to explain differences that can be presented.
o The Board of Selectmen would like to hold off on a contract until Town Counsel has reviewed it and approved it.
o Jim would also like to see the revised contract. Nancy will email to the Board.
· Mileage Reimbursement Rate:
o Ken made a motion to reduce the reimbursement rate to $.55 a mile (to the IRS rate), per the Town Administrator’s recommendation. Motion seconded; voted All in Favor.
· Memorial Day Funding: Joe Larkin of the Memorial Day Committee has requested the Board approve the cost of a town-wide mailing to inform residents of Memorial Day events. Cost is approximately $300.
· Alzheimer’s Association of Massachusetts Annual Memory Ride:
o On July 22 a charity bicycle ride is planned for the Alzheimer’s Association. One of four optional routes provided to riders takes them from West Boylston along Route 140 and then onto Route 70 to Linden Street into Berlin.
· Wachusett Earth Day:
o West Boylston has opposed the project and has threatened litigation if DCR/Wachusett Earth Day attempts to go forward. DCR/Wachusett are analyzing options for the regional recycling effort.
Cable Contract:
· Jim asked when our contract with Charter expires. Nancy is not sure; she will look into it. He has been asked about the status of Verizon FIOS in Town.
· Nancy said Ellen Cummings from Verizon said Boylston is not in the community layout plan for 2009.
· Jim asked to have Mike Ridinger come in at the next meeting.
Committee Appointments: Everything must be in by June 8.
Revenue Study Committee: The Board of Selectmen needs to discuss and implement – some actions recommended. Tentatively June 15. Invite Herb Cronin.
Upon motion made by Ken Sydow and seconded by Roger Deal, and voted All in Favor, the meeting was adjourned at 8:55 PM.
Respectfully Submitted,
Lori Esposito
Administrative Assistant
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