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Date of Meeting: Monday, July 16, 2012
Location: Town Hall, 221 Main Street
Time: 6:30 PM – 7:26 PM
Members Present: Chairman Kenneth Sydow, Vice Chair James Wood, Matthew Mecum
Others Present: Martin McNamara, Town Administrator; Steven Madaus, Town Counsel, Lori Esposito, Administrative Assistant to the Board of Selectmen. (Others as listed on attached sheet.)
Meeting Minutes: The minutes of April 2, 5, 11, 25 and 30 were reviewed for approval.
Motion was made by Matt Mecum, seconded by Jim Wood, to approve the minutes, with edits as noted. Voted all in favor.
The Minutes of May 15 and 21, June 11 and 25 were reviewed for approval.
Motion was made by Matt Mecum, seconded by Jim Wood, to approve the minutes, with edits as noted. Voted all in favor.
Report of the Town Administrator to the Board of Selectmen:
1. Possible Industrial Development:
- The TA, along with Rosemary Scrivens of MOBD, met with the President/CEO and the COO of a local manufacturing company that is interested in expanding their operation in Boylston. The officials of this small, biomedical equipment manufacturing company discussed their expansion plans and development programs available through the MOBD were discussed. If the company is interested in meeting with the Board, the TA expressed the Board’s willingness to meet with them to discuss their plans. The TA has spoken with the Planning Board Chairman and has emailed the Building Inspector to make them aware of this company’s interest in Boylston.
2. Planning Board, ZBA and Town Clerk openings:
- Melanie Rich, Administrative Assistant, is leaving he Planning Board and ZBA position. As a result, the TA proposes that Nina Gardner, currently working for the Building Department, take the combined position of Assistant to the Planning Board and the Building Department, enabling the Building Department to be open six hours per day. The Building Inspector and the Chairman of the Planning Board are in agreement with this. The TA would like to convene a meeting of the Personnel Board to review and rewrite a job description for this position.
- Also, the Town Clerk has funds in her budget for a part-time person in her office and the TA proposes that Rose Bardsley be appointed to that position for four hours per week, with additional time as needed to cover the office.
- Both appointments would bring the two employees to over 20 hours/week, making them eligible for benefits. Neither wants or will take health insurance; the only real impact being vacation and sick time.
- Jim Wood said he spoke with Sandy Bourassa, Town Clerk, concerning this and she’s all for it. Matt and Ken also spoke with her to get her okay.
- Ken said the Planning Board and ZBA positions make sense and job descriptions should be rewritten. Marty agreed and said perhaps both positions should be re-evaluated.
Jim Wood made a motion to appoint Rose Bardsley as assistant to the Town Clerk and Nina Gardner as Administrative Assistant to the Planning Board and the ZBA and, further, to review and rewrite job descriptions as necessary to fit the positions and insure they are paid properly. Motion seconded by Matt Mecum and voted all in favor.
- Marty McNamara will work on job descriptions.
3. Library Planning Committee:
- Brad Barker notified the TA that they intend to bid the Library septic project separately from the Town House project.
4. MIIA Grant Program:
- A grant application for this program is being submitted herewith; this needs to be signed by the Chairman of the Board. Our application is for a $5,000 grant and the funds will be used to purchase a Work Zone Protection Trailer. The trailer would be used primarily by the Highway Dept. to alert vehicular traffic of work being done in roadways. It will also be used by our Public Safety Departments to protect the public in the event of an emergency, weather events or when needed for crowd control.
- Ken Sydow said that Marty, as a Town executive, can sign the grant application.
Jim Wood made a motion, seconded by Matt Mecum, to authorize Marty McNamara to sign the grant application. Motion voted all in favor.
5. New Town Hall Server Quotes:
- Quotes have been received for the two new Town Hall server and two new computers and new server in the Assessors’ office. Three vendors came in and discussed our needs with Department heads and with me and we have quotes from all three. They range from a low of just over $17K to a high of over $42K.
- The lowest quote was from Baesis, Inc. in Northborough. The TA investigated them and found the Town of Lancaster has used them for ten years; they have recommended them highly. Their quote comes with a three-year warranty for parts and labor on all the equipment they install. Additionally, they will continue to service all of our IT needs for six months at no cost. Following that six-month period, if they can diagnose and fix any problem remotely, there would be no charge. If they must come to Town Hall for service, we would be charged $100 per hour, which is what we currently pay.
- The TA requested the Board approve the selection of Baesis for the purchase and installation of the two servers and necessary equipment and for ongoing service of our IT needs. The TA requested the Board Chair execute the agreement.
Jim Wood made a motion, seconded by Ken Sydow, that the contract be awarded to Baesis, Inc. The vote was recorded: Ken Sydow: Yes; Jim Wood: Yes. Abstaining: Matt Mecum.
6. Chiller for Police Department:
- We are looking into the possibility of moving a chiller that is outside the Town Hall building over to the Police Department building. The chiller here is fairly new and is not in use. We have had two service calls in two weeks for the chiller at the Police Department. However, the initial quote we received to move the chiller is well above our anticipated cost
7. Sudbury Valley Trustees:
- Attached to the TA’s report is a letter from Sudbury Valley Trustees regarding Town-owned property off Mile Hill Road and Linden Street. They are interested in purchasing three parcels, totaling approximately 26 acres, to add to some property they currently own in that area and extending the tract of protected open space.
- Ken Sydow said he would like additional information and would like to look at the property and then possibly put the issue on a Town Meeting Warrant.
- Steve Madaus said we would need to confirm our title to the property.
- Marty will contact Sudbury Valley Trustees for additional information
8. CMRPC:
- The TA met on July 9 with Vera Kolias, Principal Planner at CMRPC. She discussed CMRPC’s effort to build on the 495/Metrowest Development Plan. CMRPC is working with 13 communities in the central part of the region to identify regional and local priorities for growth, development, preservation, transportation and other infrastructure investments. She has requested to be put on the Agenda for August 6. Attached is a pamphlet containing information about the program.
- Ken requested the TA check with Rick Baker, our CMRPC representative, to see if he is available for that date.
9. Cherry Sheet FY’13:
- Attached are the estimated figures for F’13; these are based on the State-wide budget approved on July 8. The most recent figures are $850,699, an increase of approximately $36K.
10. Inspector General’s Fall Procurement Training Schedule: The TA requested the Board’s approval to have Lori Esposito, and possibly Steve Mero, attend the three-day Public Contracting Overview Class. Marty would like to attend the three-day Design and Construction Class.
- Ken and Jim both said they were okay with it.
11. CMRPC Survey:
- Attached are the results of the CMRPC survey which we took part in regarding building permit fees. Out of 40 communities, 35 responded.
12. Non-profit Property Ownership:
- Marty, along with Margo Richardson of the Assesors’ Office, is putting together a listing of property in Town that is either owned by or is in the process of being purchased by non-profit organizations. Thee is a substantial amount of property in Town from which no tax revenue is received and for which we are providing municipal services. This places an undue burden on homeowners and business owners.
- The Board might want to discuss some PILOT options with regard to these properties.
Fall Special Town Meeting Date:
- No decision made on a date.
Verizon RFP Inquiry for Alternate Locations:
- A letter was received from Verizon regarding Pine Grove Cemetery.
- A letter was sent by Verizon to the Water Department regarding a possible location on water tank property on Stiles Road.
- A brief discussion of the letters was held. Stephen Madaus said the letters were issued because the Planning Boad hearing had residents stating other sites are more applicable and viable. The letters are fulfilling a Planning Board request that Verizon find an alternate site.
- The Board asked Marty to begin the process of looking into the cemetery site.
- We also would have to look into the potential for alternative uses for cemetery land and would need input from the Cemetery Commissioners.
Hillside Restoration Project:
- A grant was received to continue work on the south side of the barn (by Uwe Tobies). Work should be started in early August. This will complete the restoration. The Hillside Restoration Project requests a waiver of the proposed building permit fee.
A motion was made by Jim Wood and seconded by Matt Mecum to waive any building permit fees associated
with this work. Motion voted all in favor.
Committee Appointments for FY’13:
- Matt Mecum spoke with several people regarding their interest in serving on the Business Marketing Committee; some have not yet returned their forms. Is the goal to get some of the Committee formed and possibly add some people later?
- Ken Sydow said he also had calls from some people. He asked if there were any reason not to hold off on making appointments for a couple of weeks.
- Matt said at least three people should be appointed now and not put that off. He would have liked to have had a meeting by now.
- Ken said he would like to have some in Town who haven’t volunteered before.
- Matt asked if there would be any meetings prior to August 6.
- Ken said the Board needs to have a Workshop Meeting
Motion was made by Jim Wood, seconded by Matt Mecum, to appoint Warren Leach to the Council on Aging.
Voted all in favor.
July 26, 2012 (6:00 PM) Meeting Added:
Agenda:
- Goals of the Board
- Marketing Committee
- Develop prior/goals for Marty McNamara
- Highway Dept review/update
At 7:26 PM motion was made by Matt Mecum, seconded by Jim Wood, to adjourn. Voted all in favor.
The meeting was adjourned at 7:26 PM.
Respectfully Submitted,
Lori Esposito
Administrative Assistant
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