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Date of Meeting: Monday, November 14, 2011
Location: Town Hall, 221 Main Street
Time: 6:30 PM – 8:37 PM
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
6:32 pm: Ken Sydow called the meeting to order.
Town Hall Parking Lot Paving: An additional $30,000 has been billed by the paving company, based on additional work in the parking area. The original bid amount for the project was $75,000. The compressed three inch stone sunk into dirt. Jim Wood asked if, when they bid, they measured the property. Ken asked what additional paving areas were done. Nancy Puff said Don Parker measured and estimated the size of the area. The contractor said the area was larger than estimated in the bid specifications.
Temporary Sign Request: The Garden Club requested they be permitted to put up a temporary sign at the corner of Routes 70 and 140 advertising their annual wreath sale on December 3. Motion to allow temporary sign was seconded and voted all in favor.
Safety Complaint re: Central Street: Present: Joan and David Koogler, 232 Green Street. Following the October 31 storm, there are still tree limbs between Warren Street and Straw Hollow Road sticking out into the travel lane. Additionally, some on Route 70 are sticking onto the roadway; Board clarified Rout 70 is the State’s responsibility. The Board agrees that the balance is the Town’s responsibility and will speak with Don Parker later this evening about a cleanup plan.
Report of the Town Administrator to the Board of Selectmen:
1. Adjusted Free Cash Certification: An adjusted certification from the State is attached. Town Accountant Nancy Nykiel uncovered an error had previously been made in accounting for the encumbrance of summer payroll for teachers (approximately $140K). She corrected the entry and worked with the State to calculate a revised free cash amount of $500,401.
2. Supplemental State Aid: A supplemental payment of $20,948 was received from the State. A bulletin by the Dept. of Revenue outlines three options for treating this income. The latter two are feasible at this stage in the recap process. The Town can choose to appropriate this aid during the December or May Special Town Meetings in 2012, or have the amount in free cash next year. Nancy Puff recommends posting this to free cash at the end of the fiscal year for next year’s free cash.
3. MPTC Lease: The DECAM leasing manager requested a one-year extension as the State intends to evaluate the program and its facilities. I requested an 18-month extension with two months’ notice; the DCAM manager agreed to this. The 18-month lease contains the existing terms and conditions. Representative Naughton was able to obtain an additional $25K to assist the Town with increasing utility costs. Town Counsel, Steve Madaus, reviewed the lease; he recommends the Board declare the property is available and place a value of the lease on file. The lease rate (excluding the $25K utility payment) is $15.60 per square foot per year ($85,822.78).
Motion was made to declare the property available for lease and authorize the Chairman of the Board of Selectmen to sign the lease extension of 18 months as presented. Motion was seconded and voted all in favor.
The lease was then signed by Chairman Kenneth Sydow.
Report of the Chief of Police (Tony Sahagian):
- Motor vehicle accidents are up, mainly due to the October storm.
- October 27: at Clinton District Court for a probably cause hearing; date scheduled for 12/12
- October 28: Presented Halloween glow necklaces at the elementary school.
- November 1: Conducted his in-service training
- November 4: Trick or Treating, postponed from October 31, was held with a moderate crowd and no issues.
- November 8: MIIA testing program for traffic stops and traffic details. If 50% of the department takes and passes the test, the Town will get a two percent credit on its insurance.
- November 10: A “first harassment prevention” order was not issued in Clinton District Court. This is a step below a restraining order. It is geared toward non-familial domestic relationships.
- November 10: Attended the wake for George Stowe.
- November 11: Attended the funeral.
- RE: Special Town Meeting warrant article 4: The Town would save approximately $2,100 by paying off the lease on the cruiser early.
Report of the Highway Superintendent (Don Parker):
- Finished paving Mill Road Circle last week.
Brush cleanup from the storm continues. Don Parker has received a few complaints but they are taking care of the cleanup as quickly as possible. Ken asked if any additional help is available, such as from the Light Department. Don said the Light Department is still out straight. Also, there can only be so many people feeding brush into the chipper at once. Ken said he had heard concerns about branches in the road on Central Street. Don said there is not much there; only a few branches left. He called the State last week about the Route 70 cleanup and there was someone out today evaluating it. Don also said the sign light at the bottom of the Hillside driveway has been out since the storm. The Town Administrator will have it fixed.
Ken Sydow suggested Don look into the cost of a hydraulic tree trimmer attachment like the Light Department has. It might be worth getting if the cost is reasonable, and would save man hours.
A brief discussion was held regarding the road repair schedule based on need and frequency of travel.
The Green Street drainage might not be started by Northborough until spring.
Roger asked Don’s opinion on the $30,000 overage for the Hillside parking lot paving. Don said they (the paving company) did their own measuring and estimating. He was away when the job was started. The company’s new foreman was putting the layout responsibility on the Highway Dept., which should not be the Highway Department’s responsibility. Don doesn’t think there was much deviation from the original plan and the final paving – perhaps an extra foot of width here and there. He is waiting to meet with the company representative to discuss the matter.
Report of the Building Inspector (Tony Zaharaidis):
- Seventeen permits were issued. Year-to-date 181 permits, valued at $400,690, have been issued. Roger said he was curious as to how that compares with the prior year. Tony was not sure and said he could look into it. The school inflates the total dollar amount to date.
- A daycare center has been proposed on Route 140 near East Temple Street. This would be a new building with an estimated 12,000 square feet. Tony is waiting to meet with the owner.
Courtney Keegan, Director of Finance for the School Department: Ms. Keegan and Superintendent Dubrule discovered two underfunded line items in their budget: Vocational Education and Transportation.
- There are three additional students enrolled at a cost of $16,078 per student. This makes a total of 25 students.
- Regarding the vocational transportation contract; the Town formerly shared with West Boylston, but they have too many students and must secure their own bus. Boylston is now responsible for the full contract cost of $46,473. The budgeted amount is $13,942.
- Ken Sydow asked how much West Boylston is paying for their new bus contract; Ms. Keegan said $52,200. Roger asked what it would cost if we contracted a bus out of Boylston. Courtney said we cannot do that because we are in year two of a five-year contract that was bid.
- Jim Wood asked about the contract and West Boylston reimbursement. Courtney explained it was a verbal agreement and non-binding, but since Boylston holds the contract, we are responsible for the full amount, the majority of which was reimbursed by West Boylston. Per Mass General Laws, the full contracted amount should have been appropriated, not the net amount.
- Roger said he would like a copy of the contract.
- Ken asked if we have an opportunity to adjust the existing contract. Courtney said even if it was possible to do it within the law, the dollar amount would be minimal, since the same size bus would be needed and most costs would be the same, except for gas and miles. Supt. Dubrule also looked into seeing if we could use our own buses – the timing would not have worked out.
Report of the Cemetery Commission: Ken Franz was present with Roger Wentzell; Roger has been recommended as an interim appointment until the next election. Don Parker was also present.
Ken Sydow made a motion to appoint Roger Wentzell to the Cemetery Commission. Jim Wood seconded the motion. The roll call vote was Jim Wood: Yes; Ken Sydow: Yes; Roger Deal: Yes; Ken Franz: Yes.
Ken thanked Roger Wentzell for volunteering.
Warrant Review:
- Articles 1 and 2: vocational school and transportation.
- 3. dog officer invoice.
- 4. $20,000 for Veterans’ expenses, with a 75% reimbursement at the end of the year, added to the cherry sheet.
- 5. $20,000 to pay off the remaining lease on the cruiser (three-year lease – began in July).
- 6. $30,000 for additional cost of parking lot paving. Will hold off until Nancy Puff and Don Parker meet with the contractor.
- 7. $30,000 for structural gear for the firefighters. If purchased in one lot, including $50,000 appropriated at the May Town Meeting, the cost would be $80,000 vs. $100,000 if purchased in two lots.
- 8. $20,000 for Hillside playground compliance. Roger asked how much that playground is used and why it would cost $20,000. Ken said to have Parks & Rec come in next week. They are trying to expand programs and are doing a lot of good things. He would also be interested in knowing how much use that playground gets.
- 9. $40,000 for the Highway Department.
Free cash transfers, if all articles are approved, would total $260,000.
Ken Sydow feels an additional article should be added to the Highway Department for paving. They should have a list of roads to be done, based on condition and usage.
- School Street and Green Street (two sections);
- There is a hold on Green Street from Mile Hill Road to Northborough line, due to pending drainage repair;
- Warren to Cross Street needs repair;
- Questionable: Timberbrook (Edgebrook Drive) and Bay Path.
Upon motion by Roger Deal, seconded by Jim Wood and voted all in favor, the meeting was adjourned at 8:37PM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
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