Date of Meeting: Monday, January 9, 2012
Location: Town Hall, 221 Main Street
Time: 5:40 PM – 8:15 PM
Members Present: Chairman Kenneth Sydow, James Wood; Stephen Madaus, Town Counsel; Nancy Colbert Puff, Town Administrator; Lori Esposito, Administrative Assistant to the Board of Selectmen
Absent: Roger Deal
The meeting was convened at 5:40 PM.
Ken Sydow said the Board went into Executive Session in the last meeting to discuss potential Town Administrator contract changes. It was agreed no changes are to be made and the document is to be released. The Town Administrator’s last day will be February 14, 2012.
Town Administrator Job Description:
- Roger made some minor changes to the description and also forwarded it to Counsel for review, who submitted changes. Ken and Jim agreed to Counsel’s changes. Stephen said most changes were to clarify power and authority of the TA pursuant to the Board’s direction. Lori is to revise the description as edited by Counsel.
TA Search/Next Steps: Ken did some research:
(1) Re: Full-time, part-time, etc., as needed. The issue is salary. There are currently eight openings in the State with a minimum of qualified applicants available. Ken said in 2009 Nancy Puff obtained $790K in grants, savings and additional revenue. In 2010 she obtained $621K. This is $1.4M over two years. Her salary was a cost of 14 percent of what the Town Administrator saved or brought to Town.
(2) Search Firm versus Search Committee:
Search Firm:
- This would be a review process by professionals who would conduct background and personality testing.
- There would be a 75% chance they would hire the right person (versus a 15% chance with a committee).
- The process, from start to finish, would take eight weeks.
- The downside is the cost of approximately $7,500, based on an email proposal received last week.
Search Committee:
- Staffed by volunteers who care about the Town.
- The majority of the work would be on a volunteer basis.
- From start to finish, it would take six months.
- An Interim Town Administrator hire by a professional firm is $75-$80/hour, usually with a 24/hour week, or a cost of $1,920/week.
- The 16 extra weeks it would take a search committee to find a new TA would cost an extra $30K.
- Jim Wood said he would not go along with a search firm when we can have a committee of talented people in Town. He doesn’t want to spend any money unless it is necessary and he does not feel it is necessary.
- Stephen said there is no requirement to advertise for members to serve on a search committee. The Board can solicit members and appoint at their discretion.
- Jim said he already knew that Joe Flanagan would be willing to serve and assist with getting the committee going. Both agreed they should wait until Roger is available.
- Ken briefly discussed qualifications/skills he would like to see. Jim said he didn’t want to set the bar and specifications too high to scare away good potential candidates. A weak area could be easily overcome with a fast learner.
- Stephen said there are a few ads on the MMA website that could be used as a model.
Parking Lot Paving:
- A discussion was held regarding the status of the additional $30K requested by the contractor.
- The Town Administrator asked for a letter detailing the need for the additional money. The contractor did not detail anything but reiterated their request for the additional money. Nancy Puff would like to have the contractor in to discuss this. The original project manager, now back from medical leave, will come in for a meeting once a time and date are determined.
- Stephen said the contract has an estimate, along with the potential for minor changes and instruction for a change order requirement for significant changes. This process was not followed. The contractor should not have proceeded with excessive, additional work without an approved change order. We have asked for justification for their claim and have only received a demand for the additional sum. He cannot fairly evaluate this until justification detail is received.
- Nancy said it is not unusual for a contractor to fast track a project to make changes as necessary and then ask for a change order.
- Jim said that doesn’t apply to this paving job and Nancy agreed it does not.
Budget:
- Nancy Puff presented her first budget draft. Some departments have not yet submitted their budget. The budget should be level-funded.
- The School Dept has requested an extension to January 17. The budget provided is level-funded, as well as numbers out there that are not yet final.
- The Police and Fire included explanations of the potential impact of level-funding and a minus two percent.
- The School Dept and the Library are the only ones which have made capital requests.
- The Governor is talking about potential level-funding for local aid.
- The FY2013 Tahanto payment is included (based on a debt schedule received from the School Dept. last year).
- The health insurance estimate is an increase of ten percent. Premium increase will not be known until the end of January.
- Retirement fund assumed at ten percent (was at 14% last year).
- All Town departments level-funding, including salaries, with the exception of contractual obligations.
Dispatchers’ Contract:
- The Town Administrator received notice of intent to renew the contract and enter negotiations.
- A question of Board representation in negotiations – continued to next meeting at which time the Board will take the matter under consideration.
Roadside Memorials:
- The Town Administrator suggests leaving the policy/determination to the department head. The Central Street resident has again contacted Nancy Puff for a resolution.
- The Board will consider the matter and continue it to the next meeting when Roger Deal is present.
Monthly Report of the Police Chief to the Board:
- A man’s body was found in Boylston over the weekend. The District Attorney’s office does not suspect foul play. The man is not a Boylston resident. Boylston Fire, Police and Highway Departments responded and worked very well together.
- December 4: The fire at Boulder Way is still under investigation.
- December 21: Attended a meeting at the jail regarding contingency operations.
- December 24: Worked Christmas Eve for overtime savings
- December 31: Worked New Year’s Eve, again for overtime savings. The roads were becoming icy but there were no incidents.
- January 6: Attended court for an appearance in a case.
- January 11: Will be attending the Central Mass Chiefs’ meeting at Wachusett Country Club.
- January 19: Ticket hearings at Clinton District Court.
- A suspect in recent Boylston housebreaks has been arrested by Worcester Police.
- The crime statistics are about the same as last year.
Monthly Report of the Fire Chief to the Board:
- There were approximately 17 people working the call regarding the dead body on the 8th. The body was found in the woods and a four-wheel drive was needed to access it.
Reimbursement was received for Tropical Storm Irene in the amount of $14,103.
The October storm was recently accepted as a disaster. The paperwork is not yet available to apply for reimbursement.
A $3,765 grant for a SAFE program (Student Awareness of Fire Education) has been received.
A $2,355 MEMA grant has been received for the purchase of a generator, misting fan, shelter and portable lights to be used to assist with rehab of personnel at fire scenes. This is a 100% reimbursement grant.
A $3,980 grant was received from the Volunteer Fire Assistance program of the DCR. This is a 50% reimbursement grant and will be used for the purchase of additional portable radios for Fire Dept. personnel. The Boylston Firefighters Association, through generous donations in memory of retired Lt. George Stowe, will provide the additional 50% of the grant.
The Dept. has applied for a FEMA Citizens Corps Program grant in the amount of $1,500 for the purchase of computer equipment to be used by emergency responders at an incident.
The Fire Dept. continues to work with the Council on Aging to obtain a grant to provide smoke detectors to elderly and needy citizens in Town. This should be completed and submitted within the next two months.
There were 45 EMS calls in December.
Lt. Jason Bradford is doing a great job with billing and collecting.
Monthly Report of Highway Superintendent to the Board:
- Almost all brush on roadways in Town has been chipped.
- Don is working on a budget and will have it finished by the end of the week.
- The Highway Dept. will need $179K for Green Street paving.
- The Tree Warden expense might be used up; we need some large trees removed.
- Don would like to increase the amount he is allowed to spend out of the cemetery fund. He would like to pay Saturday and overtime holiday pay out of that fund. The fund needs to increase to about $30K.
- Needs to replace a 500-ton dump truck (all-wheel drive with a plow) for about $70K.
- Needs a new sweeper; he will get a price.
- He had an issue with Peterson oil delivery last week. They won’t fill the tanks, saying they are not secure enough. They are outside on cement blocks and they should be on a cement pad. Don got an estimate of $4,500 to add a cement pad and to replace tanks with three 330 gallon tanks (presently has four 275-gallon tanks).
- Needs to replace overhead wooden door in the old Hillside barn. He stores equipment in there and is concerned about the stability of the door. Nancy Puff said it is a landmark building and it is necessary to check with the Gough House committee. That committee is meeting on January 23.
- Re Green Street repair – there is still no progress from Northborough.
Monthly Report of Building Inspector to the Board:
- Tony said he did not have much to report yet for January.
- He presented a new sign proposal submitted by Fuller Motor Homes.
- Liquor license inspections are in process; there are only two left to do.
- Meditational/congregational house application received: eight to ten bedrooms on Linden Street. He is considering potential issues. This $1M+ home would be tax exempt.
Board of Assessors (Carl Cravedi, Paul O’Connor, Michael Juliano and Margo Richardson present)
- Carl said the Assessors are requesting additional funds to go to the ATB for a hearing/trial. They only go when they feel a valuation is correct and they need to defend the value. They are requesting $4K for a commercial hearing, to represent the taxpayers.
- Ken asked what the money is for and Carl said we need an appraisal.
- Ken asked how much money is in the budget now. Carl said maybe $1,200. Ken said last year the Board approved money for the golf course appraisal. Carl said the appraisal was never done and the money was used. Carl said $4K was needed for the appraisal and court appearance.
- Jim said he is okay with it since they know what they are doing and what is needed. Ken said he is trying to understand the process. Once the appraisal is received, can we still negotiate? Carl said we can negotiate at any stage but we are at a point where there is no room to negotiate, since the Assessors are sure of their appraised value and should defend it.
- Ken asked about the timing of the hearing. Carl said he was not sure; it is up to ATB to determine the date.
- Ken said he was thinking back to last year regarding the golf course appraisal. Carl said they did not do it as they had an opinion of the value from a realtor.
- Ken said, the owner disagrees and now we need an appraisal and then prepare to go to ATB. What if the appraisal comes in close but at less than value. Carl said the Assessors would not go forward; they would try to work out something with the taxpayer.
Jim Wood made a motion to make a $4K reserve fund transfer. Ken Sydow seconded the motion and it was
voted all in favor. The Board will forward a recommendation to the Finance Committee for a vote.
On January 23, 2012 the Finance Committee will be at the Selectmen’s meeting.
At 8:15 PM, Ken Sydow made a motion, seconded by Jim Wood and voted all in favor, to adjourn.
The meeting was adjourned at 8:15 PM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
| 
