Date of Meeting: Monday, March 15, 2010
Location: Town Hall, 221 Main Street
Time: 6:30 PM – 8:45 PM
Members Present: Chairman James Stanton; Roger Deal; Ken Sydow
Others Present: Stephen Madaus, Town Counsel; Nancy Colbert, Town Administrator; Lori Esposito, Administrative Assistant; others as listed on the attached sign-in sheet
Meeting Minutes: Motion to approve the executive session meeting minutes of February 8, 2010 was made, seconded and voted all in favor.
No financial warrants to be signed.
Report of the Town Administrator to the Board of Selectmen:
· FY 2011 Budget: Several adjustments to both revenue and expenses have been made since the last version of the budget, including a possible five percent cut to local aid and Chapter 70, as well as no funding for the Quinn Bill. The ambulance receipt transfer has been updated to $74,000. Revisions to Expenses include: a two percent increase in all salaries; updated health and property insurance and pension expenses; Assessors’ appraisal expense plus $18,400; Bond premium for the Treasurer/Collector plus $240; Stormwater plus $10K; Town House and Garage expense plus $4,115; new police cruiser minus $30K and $200 reduction for Parks & Recreation.
· Proposed Zoning Changes, Rte. 140 Corridor: The Planning Board will hold a public hearing on proposed changes on Wednesday, April 7, 2010 at 7:00 PM.
· Y.O.U., Inc. Lease Renewal: The Town Administrator met with School Finance Director, John Roy, to discuss growing transportation costs being incurred for Y.O.U. students. Y.O.U. Executive Director, Mo Boisvert, and John Roy have been invited to attend the next Selectmen’s Meeting on March 22. Jim Stanton advised the Town Administrator to make sure Steve Madaus, Town Counsel, has all necessary information ahead of time and is present for the next meeting.
· School Bus Parking: The school bus company has requested they be allowed to park the buses on Town property, as their lease with Fuller Motor Homes is ending. They will need space for eight to ten buses and an office trailer and have suggested paying the Town a possible $75 per bus each month. The buses would enter and exit through the back entrance. Ken Sydow suggested looking into Don Parker’s recommendation of additional salt and sanding needed. Roger inquired about insurance liability. Steve Madaus has suggested we consider offering space via a license, rather than a lease.
· Web Site Award: The Massachusetts Chapter of Common Cause will award the Town an “E-Government Award with Distinction” at 11:00 AM on Tuesday, March 16, 2010. Special thanks go to Lori Esposito, Administrative Assistant to the Board of Selectmen, who spearheaded the effort. Thanks also to Melanie Rich and Sandy Bourassa for providing their information and updates.
· Hillside HVAC: The Town Administrator reviewed proposals, along with the Building Inspector and the Maintenance Supervisor, from engineering firms and interviewed two firms for the purpose of designing the lobby/gymnasium HVAC work. We recommend Steve Forte Engineering of Middleton, MA be awarded the job. Mr. Forte has over 22 years’ experience with HVAC engineering. He has done multiple projects for the Town of Dover and is highly recommended. He would design, produce construction documents and inspect the final work for a fee of $8,000. Mr. Forte has offered an economical solution to our problem. A motion was made, seconded and voted all in favor to approve hiring Mr. Forte. The Town Administrator is to provide a
contract for execution as soon as possible.
· Gough House Lease and Grant Project: The Town Administrator provided a copy of the Gough House lease to the Selectmen as well as a copy of the overall conceptual plans prepared by Don Mills, illustrating restoration of the front part of the house and constructing a large conference room in the rear el, while bringing the building into compliance with building codes. Jim Stanton advised the Town Administrator to ensure that Steve Madaus has copies. He suggested meeting early on the 22nd to discuss both leases in Executive Session prior to the meeting.
· Gough House Barn: Bob Haynes has requested the Board’s assistance to include the Gough House outbuildings within the National Historic Landmark designation in order to make them eligible for grant funding. It was suggested that the Preservation Act already includes that building (barn). Jim Stanton suggested they get answers to any questions and the Board will take up the matter at the next meeting, after discussing it with Steve Madaus and having the opportunity to read the material.
· Compass Pointe Escrow Agreement: The agreement was received today and has been signed by the members of the Board.
Report of Police Chief Sahagian to the Board of Selectmen:
· Jan 13: No deficiencies were noted in an MIIA walk-through.
· Feb 11: Ticket hearings; a SADD event was held at Tahanto
· Feb 15: The Cadillac automobile was auctioned for $25,000
· Feb 20: A motor vehicle fatality occurred on Route 70
· Feb 26: Attended funeral services
· Mar 10: Officer Ronald Rajotte received a commendation – service award from the Grange.
· Mar 20: Will attend the Massachusetts Chiefs Trade Show in Marlboro, MA
The Selectmen asked the Chief’s opinion of the request by Sunbanke residents for pedestrian and 15 MPH speed signs. The Chief said he supports this but was advised by Don Parker that it is a private road and the Town doesn’t plow it. The Board of Selectmen has no objection to the signs but the road is not within the Town’s maintenance/jurisdiction. The Chief also said he cannot enforce any speed limit or other signs on private roads. Jim Stanton suggested Don Parker work with the residents to get the sign(s) up.
At 7:06 PM on a motion made by Selectman Ken Sydow, and seconded by Roger Deal, the following roll call vote was recorded to go into Executive Session under MGL c. 39, §23B ¶3 to discuss collective bargaining: James Stanton-yes; Roger Deal-yes; Ken Sydow-yes. The Board agreed they would reconvene to open session following the Executive Session.
At 7:21 Ken Sydow left the Selectmen’s Meeting to attend the Conservation Commission Meeting and returned at 7:55pm.
Report of Highway Superintendent, Don Parker, to the Board of Selectmen:
· There have been nine burials since January
· Numerous trees have been removed
· Stolen signs have been replaced
· A drain was repaired on Roseberry Road.
A motion to overspend the FY’10 salt/sand budget was made, seconded and voted all in favor by Roger Deal and Jim Stanton.
Report of the Building Inspector, Mark Bertonassi, to the Board of Selectmen:
· In January and February 50 permits were issued (26 of them at the Timberbrook Condominiums on Edgebrook Drive for insulation) with resulting fees of $6,850
· Seventy-two inspections were conducted
· One “stop-work” order was issued
· He attended two seminars: in Dorchester, MA in January and in Stow in February.
· A new building permit fee schedule is proposed. Roger Deal asked how these fees compare with other communities. Mark said they are higher than some and lower than some; we’re about average. A motion was made to approve the proposed new fee schedule, effective April 1, 2010. Motion seconded and voted all in favor.
Report of the Personnel Board to the Board of Selectmen: At the next Selectmen’s meeting they will define the Personnel Board Subcommittee.
Investment Advisory Committee : Roger Deal inquired as to the status of the Committee; policy already voted on last year. Roger asked who was on the Committee. The Town Administrator will get information for the next meeting.
Annual Town Meeting Warrant Draft Review:
· Add an article for $50K to reduce the tax rate
· Remove No. 32 (DPW street sweeper for $200K)
· Ambulance revolving fund wording is to be reviewed by Counsel Madaus.
FY’11 Budget Review:
· The Town Administrator asked the Board Members to review the budget summary page
o continue to plan for level local receipts
o updated salaries with a two percent (2%) increase
o $18,400 for appraisals – proposed it be taken from the 2009 Assessor’s overlay account
o $25K re-evaluation cost – proposed it be taken from 2009 Assessor’s overlay account
o schools budgets are level-funded
o free cash -- $500,169
· Jim Stanton suggested moving $250K from free cash to the general stabilization fund.
· Herb Cronin of the Finance Committee asked if the proposed HVAC work includes only the gym? Nancy Puff said it also includes the lobby and bathrooms.
· Roger questioned a 15% increase in the Town Accountant’s salary. The Town Administrator said originally it was intended to be part of GASB 45 costs but Nancy Nykiel said there are books and fees that are also needed. (Previously, Dan had provided those from his firm.) This is a yearly expense.
· Assessors: the appraisal expense is to be taken out of the overlay account.
· The Town Garage expense is up 45%. (The Town Administrator said it has been increased to reflect an amount closer to actual spending. This account regularly is over its budgeted amount.)
· Fire Department: the increase is money taken out of revolving account and now transferred to the general fund, so there is no net change.
· Building Inspector: why is there an increase in expenses? Nancy Puff said a new set of books with the new building codes is needed ($1,000). Roger asked why that was not separated. He also inquired as to the balance of the requested increase. Eric Brose of the Finance Committee said additional mileage and office expenses make up the balance of the increase. Roger Deal said it is nonsense to increase mileage from last year to this year; all other department expenses are level funded. Nancy Puff said Mark told her he is issuing more permits, so the mileage increases as necessary. Roger said it should not be increased; with the Town’s 16 mile radius, he sees no justification for increased mileage. Ken Sydow stated that
if we assume the mileage is the same, the costs should be less due to a lower reimbursement rate this year. Eric Brose asked about leaving the additional $250 for office expense in and Jim Stanton said to reduce it to level-fund, not including books.
· Library: A ten percent increase is needed to ensure the Town’s access-use to other libraries. This will also reduce the need to purchase new materials. Jim Stanton stated he was uncomfortable giving the Library a “pass” for a ten percent increase, while not giving increases to any other departments. The Town Administrator said the big difference is computerize the card catalog. Also, in order to get State certification, the library needs to increase material expenses. Jim said Nick Langhart will have to come to the next Selectmen’s Meeting to justify the increase.
Motion made to adjourn; motion seconded; voted All in Favor.
Meeting adjourned at 8:45 PM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
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