Date of Meeting: Monday, October 3, 2011
Location: Town Hall, 221 Main Street
Time: 4:30 PM – 10:50 AM
Members Present: Chairman Kenneth Sydow, Members Roger Deal and James Wood
Others Present: Nancy Colbert Puff, Town Administrator; Lori Esposito, Administrative Assistant to the Board of Selectmen; others as noted on attached sign-in sheet
4:30 PM: Ken Sydow called the meeting to order.
Treasurer/Collector Interview:
Cheri Cox, currently Assistant Treasurer/Collector in Northborough appeared before the Board. Ms. Cox stated she had worked for the Town of Boylston in the past as Assistant Treasurer/Collector; she had also worked in the School Department and was very familiar with the town. She stated she is certified as a Treasurer and as a Collector. She has pursued her degree both areas after leaving Boylston. She stayed a week in Amherst to take classes and passed the test. It is the same test for Assistant as it is for Treasurer.
- Ken Sydow asked why she wants to return to work for the Town of Boylston. She said she loved the experience and needed to take a full-time position while building an addition on her home but is now ready to work part-time.
- Jim Wood inquired about the capacity in which she worked for the School Department. She said she worked for the district. She identified bookkeeper theft. The job was challenging, but rewarding. Part-time work offered flexibility for time with family.
- Roger Deal asked if she had graduated from Worcester State College. She said she had not; she took classes there and graduated from Quinsigamond Community College.
- Ken asked her to state her three strongest qualities. She said she is driven, likes challenge and is very efficient with the work she does. She enjoys the customer service aspect of the job. Ken then asked about her two weaknesses. She said she can sometimes become overly focused and needs to step back from projects. Also, she said she still needs to continue with school as she isn’t where she wants to be.
- Ken asked her opinion on how a municipality should invest their moneys (safety, liquidity, yield). She said safety is the first priority. Collateralizing has been done in Northborough; it is not high-yield but the money is safe.
- Roger asked if the State limits the types of investments that can be made. She said there are limits but the flexibility is with the Treasurer.
- Ken asked what past supervisors would say about her work ethic. She said Sue Olsen said all kind words in past reviews. Her current supervisor doesn’t want to lose her, since she is a very large part of the office there; she always praises her.
- Ken asked if there were any additional information which would help the Board make a decision. She stated that when she started, the doors to the Treasurer’s and Assessors’ offices were closed. When she came, they opened up and it was a very positive change. She has interviewed for this job before but didn’t interview well and she takes responsibility for that. In the past the position was underpaid and that’s a huge concern for her, especially in the situation she’s in now.
- Jim Wood asked if she had any questions for the Board. She asked the status of the books, if all are balanced and how everything is working.
- Nancy Puff said things are going well with everything balanced. A lock box system is currently in place, something the current Treasurer, Mike Conrad, did.
- Jim Wood said he has a printout of the position/pay in various towns and we are definitely on the low end. Ken Sydow said we have made a conscious effort over the past few years; we are in the range now and doing the best we can to keep up.
- Roger asked if it is a 40-hour-week job? Ken said, yes, it is a full-time position.
5:00 PM Treasurer/Collector Interview
Anne Cervantes appeared before the Board. She has been the Treasurer in Ashburnham (population 6,000) since 2006. She also works on tax-title matters. She previously worked as Assistant Treasurer in Templeton. She stated she is looking for more responsibility and challenge.
- Ken Sydow asked her opinion of the most important aspect of the job. She said being as courteous and informative as possible when working with the public, as well as being very definitive.
- Her strengths are that she works well with people, including co-workers. She is very good with numbers and enjoys working with them. She is organized and a multi-tasker. Her weaknesses are that she has tended to be too much of a perfectionist at times and she has not delegated as much as she should have.
- Ken asked her opinion on how the Town’s money should be invested. Anne said the most important thing is that the money must be safe. Also it is necessary to make sure there is enough available for payroll expense. Third, you must try to achieve the highest yield interest.
- Ken asked about her certification. She said she is certified for Treasurer; Collector is in process. Ken asked if she could give them any additional information to help the Board make its decision. She said she enjoys municipal work and has held various positions in municipalities in the past. She has a broad knowledge of the workings of municipalities. She said she is always looking for a challenge with eagerness.
- Any questions for the Board? Anne asked how the job became available. Nancy Puff said we currently have a temporary Treasurer/Collector. The previous two hires were both short-term. Anne asked why they were short-term and Nancy said one took another job and another one realized there was more work than she anticipated.
- Anne asked the Selectmen what concerns or challenges in the office they would like to see corrected. Ken said we previously had a long-term Treasurer/Collector and we would like to make better use of the computer and communications between departments. He said an audit picked up some things that need correcting; most have been resolved. We currently need someone to continue the momentum and continue keeping things in order.
The interview concluded.
Ken Sydow asked Nancy Puff for suggestions, thoughts, recommendations. Nancy said Town Accountant Nancy Nykiel had previously interviewed Jeff Ugalde and they both feel strongly that he has the ability to come in and keep things going. He is the one candidate that is currently a Treasurer/Collector.
Ken noted that since the last time we inter viewed Cheri Cox she has obtained both certifications. Anne has a varied background and is looking for a challenge. He would like to focus on the two that have certifications; they both have good references.
Jim Wood said that Jeffrey has good qualifications; so does Cheri. It is his opinion that if we go with Cheri, she would be here a long time. She did a great job while here and lives in Town. He would support hiring Cheri and feels confident it would be a “done deal.”
Roger said he doesn’t know if there is a guarantee; Cheri worked here only three years and left to make more money. Nothing is predictable these days. If he understands correctly, she had an opportunity to come here in the past and she pulled out of the first search. With comparable abilities, he feels Jeff would be his choice and he could be very compatible.
Ken said that with Jeff, he feels that he wanted to have flexibility with his job at this point in time. If not for Jeff, he would feel better about Cheri coming into the position. But, again tonight, she expressed financial concerns. We are not in a position to compete with Northborough. He would lean toward the recommendations from the Town Administrator as well as from the Town Accountant and the Treasurer/Collector. He agrees that Jeff is the best candidate.
Roger agrees, saying both are very good candidates; looking at it from a practical standpoint. Jim Wood said Cheri did a good job while here and we should give her the opportunity. Roger feels Jeff is a shade above her in qualifications. Ken said, in terms of staying length, we still need someone qualified in place now. Over time, we could adjust the salary. He would go with the odds of better qualifications.
Roger Deal made a motion to appoint Jeff Ugalde as Treasurer/Collector. Ken restated the authority to the Town Administrator to enter into negotiations with Mr. Ugalde. Ken Sydow seconded the motion; Aye: Roger Deal and Ken Sydow; Opposed: James Wood.
The meeting was recessed until 6:30 PM for a reception to welcome the new member of the Board, James Wood.
The meeting was reconvened at 6:35 PM.
Quarterly Meeting Update
Ken Sydow welcomed and thanked everyone for coming. He said the Board would like to share information among boards and posed the following question of the Board of Selectmen: How do we encourage more people to offer their time and talents as volunteers. Ken summarized the committees.
Applicant Advisory Committee is going very well; he would like to thank everyone. Dr. Baker of the Planning Board was also very instrumental in developing this Committee.
Personnel Review: a new form is being used this year for Supervisors and Managers.
Hillside Evaluation: A review is being made of old, previous studies to consolidate and identify potential uses and development. The Business Marketing Committee is continuing and the Business Development Committee is in process.
Ken asked Nancy Puff to summarize recent developments and happenings. The Town Administrator said the Board charged her with working on an Applicant Advisory Committee when she started working for the Town. Boylston is fortunate to have such talented volunteers. Board and Committee members and Town staff have been participating in meetings. She would like feedback from everyone regarding their perception of how well it is working.
Business Marketing Committee -- Herb Cronin, Ron Wagner and Ed DeCastro: The Committee reported that they facilitated the 140 Corridor Study; developed marketing materials and a web site, hosted a business breakfast to announce our new policies and to welcome business. The question is whether Hillside is a valid location to develop commercial business.
The intern hired this summer to do a study of Hillside has compiled a summary and the Committee will present the results to the Board in the near future.
New Business: A new gas station is going into the old Mobil location. The Water Department worked with the developer to extend the water main to that location.
Phoenix Communications will set up a new building at the former Turf Links site near Frito-Lay; all is proceeding well.
Cell towers: we are entering into final negotiations at the Mile Hill site. We have a lease at the Fire Station/DPW site. Both will raise revenues for the Town.
Healthcare: we are looking for ways to save money and comply with reform.
Ken Sydow asked Bill Manter the status of the Phoenix Communications deal. Bill said Kelly Cardoza of Phoenix expected to file with the Conservation Commission today and, based on a need to advertise, there is a need to file a notice of intent by tomorrow to make the next meeting agenda.
Parks and Recreation – Brittany Blaney: Ms. Blaney said one issue is that they are partly reliant on other departments, mainly the DPW, for maintenance. They have had issues with regular mowing and trash removal. What can be done to alleviate that problem? She doesn’t want to always complain and “tattle.” Is there a solution? Parks & Rec in other towns a DPW person is assigned to maintain Parks & Rec areas. Perhaps we can have a liaison to talk to Parks & Rec.
Ken said the Board is aware of the additional fields and program expansions; the question is how to better support that. He suggests they draft what they are looking for and the Town Administrator can advise. Some issues might be budget-related, some time/manpower issues. Perhaps the Board can get involved if financial help is needed. None of the issues is insurmountable.
WBAC Cable Statio – Brittany Blaney:
Ms. Blaney said we need to get word out to the Town about what boards do, who is on them, etc. The issue is visibility; some people don’t know what boards exist. Perhaps cable can advertise what each board does, what vacancies exists, etc.
Board of Health: Dennis Costello said the Board has been talking with other towns for regionalization of the Board of Health; they are working on a model to present to the Board of Selectmen and then to the Town Meeting. With regard to flu season, the State is not sending as much vaccine but we will still have the senior flu clinic in conjunction with the VNA to use their vaccines. October 25 is the scheduled date; more information will follow. The Board will try to do a vaccination program in the schools and, later, will work towards a Town-wide vaccination program. We might need to purchase vaccine this year and might need an approval by the Board of Selectmen to do so.
Planning Board: Bill Manter summarized Planning Board updates.
Stiles Crossing: the final road layout was achieved after much work by homeowners and the Planning Board. All compromised for a solution, which will be recorded prior to the 120-day clause which is required.
Faraquart??? (Longley Hill). Two to three homes will be owner-occupied by this winter.
Subdivision control by-laws are being revamped.
Street width reduction: Adopted a reduction from 28 feet to 24 feet for most new developments.
Sign By-Law: The Board is considering revamping the sign by-law with input from other Town departments/Committees/officials.
Cell Tower Permit Process: updated.
CMRPC: Howard Drobner is serving as Vice-Chair.
Bill Manter thanked Rick Baker for his devotion and teaching in his job as Planning Board Chair. Ken Sydow asked how the Board of Selectmen can help or improve assistance to the Planning Board. Bill said to keep open the lines of communication.
Ken offered “much kudos” to Town Counsel Stephen Madaus and said how much we appreciate his hard work and counseling has helped the Planning Board. Mr. Madaus said the key is communication. Board members being available to correspond via email has helped tremendously and is a time-saver that allows him to provide support while not attending every meeting. This works well to avoid issues and potential lawsuits.
Mr. Sydow said he was impressed with what the Planning Board has accomplished over the past five years. Rick Baker has set a precedent in leading the Planning Board and Ken thanked him; he also wished Mr. Manter success in his new position as Chair.
Fire Department – Chief Joe Flanagen: The Chief said the Tahanto fire protection plan is in place and has been reviewed. The sprinkler design has been approved. The fire protection plan for the new Shell station on Route 140 has been reviewed and minor changes have been made.
Conservation Commission -- Chip Burkhardt, Committee Chair:
Stormwater Control Bylaw: Mr. Burkhardt said the cost of compliance is getting out of control. In year eight (of a five-year plan) he is waiting for new permit requirements from the federal government. He said he had some outside consulting help, managed at a reasonable cost. It is becoming more of a challenge to maintain compliance.
Collaborative Efforts: The Conservation Commission regularly collaborates with other Boards for consultants/engineers. He said he enjoys working on the Commission and presently has two vacancies.
Sewall Pond: The water level rose significantly this year. Some residents feel the stone dam is the reason for the pond backing up. The dam was breached by someone taking it down and then putting it back up. (The pond rose by two inches while the dam was down.) Chip is working with a consultant to mediate and work out the issue.
Library Trustees – Brad Barker, Chairman
There have been many changes over the past year. The Director was replaced and the library has a new Assistant Director. They have brought in new ideas and almost doubled the monthly material turnover. There are more programs, speakers, etc., making the library a more active place.
Mr. Barker is looking to put an item on next year’s Town Meeting to go forward with maintenance, as well as the need for an electric system upgrade, mold removal downstairs, ADA compliance and heat/AC systems. The plan will be presented prior to next year’s meeting.
Jim Wood asked if there were any State/grant money available. Mr. Barker said there was not. He said after receiving money in 2000 and withdrawing the new library, we are no longer eligible for funding until 2021.
Superintendent of Schools – Michael Dubrule
All schools remain high-performing. All is going well.
Tahanto: The Tahanto building project is on time,- only two to three days behind. The last steel beam will be put in place next week. There have been no problems with the site preparation. Dean Palmerow, Chairman of the School Building Committee, has been wonderful to work with and has put in countless hours. The Superintendent commended him.
Boylston Elementary: The septic pumps have blown. There is an issue with the fire alarm system; he is working with Chief Flanagan. The roof is leaking into the gym. They are looking at the original contractor-bid to see if we have any recourse.
School Committee – Rebecca DonoHealy
Superintendent Search: We need to start a search for a new Superintendent. An internal review first needs to be completed.
Budget: Budget issues continue to be a challenge. The school is such a large operation it is difficult to manage it closely while not sacrificing the education level. A high number of students continue to be lost each year, which costs us more.
Highway Department – Steve Mero:
Highway Superintendent, Don Parker, has been on vacation for the past two weeks. The Department has continued with maintenance and paving of the Town Hall parking lot.
Nancy Puff summarized the new driveways/parking lot paving. The driveways were funded by the ALB federal program. The last Town Meeting appropriated money for the parking lots to be done. Drainage at Hillside will likely continue to cause problems after the paving is completed.
Boylston Light Dept –Manager Mark Barakian
Mark reports that the Electric Department is doing very well. All wires Town-wide have been inspected. They are upgrading the substation at a cost of $2M, which will be shared with West Boylston. The substation was built in 1974; they are updating transformers. Next year will be the 100th anniversary of the Light Department. Ken Sydow said he has received many compliments for the Light Department during down times.
Business Marketing Committee – Herb Cronin:
Tax Revenue: Herb stated that a very small percentage of tax revenue is generated from business in Town.
Route 140 Corridor: They have promoted this in the past with some problems:
- Owners are not anxious to sell;
- There is no sewerage in Town, which eliminates big box stores and much commercial business;
- We are limited to low water-usage operations (warehousing and similar industries).
Hillside : Hillside, with 282 acres, has nice parcels, most of which are not visible from the road. Sale of any property generates money which goes directly to the Town; then tax revenue is collected.
Chip Burkhardt said the infrastructure needs to be looked at. The Fire Department and DPW building needs to have support to grow (new buildings, equipment, etc.). That needs to be considered. Herb said that fortunately, commercial business doesn’t use the resources that private residences do. Nancy Puff agrees with Chip, stating that we have neighboring towns to model development after, including Berlin that accommodate new business and get paid for it. Roger Deal said that the negotiation process will usually include compensation for additional services. Residential growth costs more to the Town in services, schools, etc. If a majority of residents want to support commercial business, or support a rural aspect, that is fine. We need to support what the majority of residents want.
However, to reduce tax impact, we need to encourage business.
Zoning Board of Appeals – Bill Filsinger:
Three hearings have been held this year, the last being in May. The economy is slowing and there is less need for zoning variances.
Roger Deal said accessibility to all Boards has greatly improved. He hopes this recent project of compiling studies is the start to taking action and not doing more studies. People feel it is time to get something done.
Ken Sydow said we had the opportunity to have an intern do the framework for a minimal cost, rather than hiring an outside company to do the same work for much more money.
Upon motion by Jim Wood, seconded by Roger Deal, and voted all in favor, the meeting was adjourned at 8:12 PM.
Respectfully Submitted,
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Lori Esposito, Administrative Assistant
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