Date of Meeting: Monday, July 26, 2012
Location: Town Hall, 221 Main Street
Time: 6:00 PM – 7:37 PM
Members Present: Chairman Kenneth Sydow, Vice Chair James Wood, Matthew Mecum
Others Present: Martin McNamara, Town Administrator; Rose Bardsley, Clerk
Farmers Market: The Hillside Restoration Project has requested permission to conduct a Farmers Market
on the property at Gough House beginning August 4 and running through October 13, 2012. They would like
to have a community yard sale and would like the Board to waive the customary fee. In addition, they have
requested the permit fee for the wineries participating in the wine tasting event be reduced to $10 from the
customary $50 fee, with a $50 charge for the season.
Matt Mecum made a motion, seconded by Jim Wood, to approve holding the Farmers Market on Town
property, and to waive the yard sale fee; and to reduce the permit fee for wineries to $10 for a one-day
participation and $50 for the season. Voted all in favor.
Special Town Meeting Date:
The Town Administrator spoke with the Town Clerk about a date for the Special Town Meeting. The Primary is set for the Tuesday after September 6. The dates of September 10, 17 and 24, or November 1 are available. The Selectmen discussed setting the date of September 24 for the Meeting; the Town Administrator will check with the Town Clerk.
Jim Wood made a motion, seconded by Matt Mecum, to set a date of September 24, 2012 for the Special Town
Meeting. Voted all in favor.
The school Superintendent indicated to Marty that they will have another Town Meeting to approve the sixth grade going into Tahanto. This was approved in the past but must be done again. Marty isn’t sure, but thinks the sixth grade will be going into the new high school in September.
Report of the Town Administrator to the Board of Selectmen:
Green Street Drainage Problem: The TA, along with Steve Mero, met with Dan Nason, Northborough Director of Public Works. Dan was not happy with the drawings he got so he is waiting for a new set. We might have to give them an easement. He indicated he already had an easement from the Campos but Larry Campo said he never gave them an easement.
School Street Culvert Project: This project is finished with the exception of the asphalt. A good job was done by the Highway and Water guys. It appeared that no one knew where the water line was. The water line, in fact, went around the culvert and was broken while digging. The Water employees replaced approximately 100 feet of pipe and restored water to the area. The Light Department agreed to drill holes to put in rails.
Town House Septic System: The TA learned from the Attorney General’s office that we can purchase materials ourselves and have the Highway Department do the majority of the work, along with hiring a contractor to do some of the work as long as the contractor’s portion of the work does not exceed $10,000. Because we are digging it, it is considered a “public construction project.” The woman at the AG’s office indicated that, as long as we purchase the materials and do a lot of the work ourselves, without any contractor doing over $10,000 of the work, we do not need to put it out to bid. That should reduce our costs quite a bit. The TA is checking with a couple of contractors for putting the septic system in place.
The septic system at the Town House is larger than that at the Library and it was questioned why the Library needs more money to do their septic system. Ken Sydow said it probably has to do with information from our Health Agent and the difference in systems.
Line Item Transfers: Attached are line item transfers which need to be approved by the Board. Lori is obtaining approvals from the Finance Committee. Ken Sydow signed on behalf of the Board.
Special Town Meeting: Previously discussed; meeting set for September 24
Chapter 90 Funds: The TA met with Susan Templeton, Chief of Staff for Representative Harold Naughton, who said the Chapter 90 funds will not be available until October or November. He also inquired about receiving any additional funds from the State. Ms. Templeton said money is a little tight right now but she indicated she will talk to Mr. Naughton and get back to us. Marty also contacted Chris Philbin at Congressman McGovern’s office to inquire about any funds that might be available. Mr. Philbin said pretty much the same thing but said he would check into some grant money.
- Jim Wood asked if there is any grant money coming in. He mentioned we were given money for Gough House but Marty said we need some real money.
- Ken wants a list of the worst roads in Town and what it would cost to bring them up to standard. He also would like a list of those that might not be done. Marty said there are questions about whether to do all of School Street and some of Green Street. He asked Steve Mero to come in with information on pricing, etc. Should the first part of Green Street be done?
- Marty said we can rent a 14 foot paving machine for $125-$150/hour. He has been riding around Town evaluating the roads.
- Ken said all of School Street is in bad shape, but a priority is Green Street. There are others to be done – in the middle of condo projects; Bay Path is bad but it is a dead end and is just for residents so it needs to be patched up. Ken said if we can’t get additional grants to help with financing, the only other thing to do would be a one-time override, but people are already struggling with the economy.
- Jim asked if Chapter 90 funds had to be used for a road going into another town. Marty said no. Steve Mero indicated he bought equipment with Chapter 90 funds.
- Marty and Steve will go to the Worcester Department of Transportation to see about getting some more money.
Verizon: Regarding Verizon’s request for alternate sites for their cell tower, the TA looked at both sites. It appears the area around the water tank on Stiles Road is owned by the Water District. The TA went to the cemetery; there is a huge piece of property behind the Library. It looks like we have been dumping gravel there. There is no one within 500-600 feet of that area; however, Marty doesn’t know to what use that land will be put. Steve Mero said the next piece to be expanded is where the soccer field is. There is a lot of land before you get to the DCR land. Regarding Stiles Road, the entire piece of property was deeded long ago to the Water Department and they won’t allow anything to be attached to the
water tank. A site map is attached.
MIIA Grant: Kevin Perkins, Loss Prevention Officer for MIIA, informed Marty the $5K grant for the Work
Zone Protection Trailer was approved. Marty and Steve Mero will look for a trailer for less than the $5K.
Marketing Committee:
Matt Mecum identified seven people interested in serving on the committee. Ken asked Matt which five he would put forward, following a review of each one’s qualifications.
- David Frem: His family owned Cyprian Keyes; he has worked in marketing and is all business. He has worked on marketing events. The Marketing Committee held a breakfast there a couple of years ago. He knows the goals of the Committee.
- Susan Boucher: She is a public relations person with a long history of working for large firms; she sent in her resume. Matt spoke with her at length; she is pretty excited and wants to join.
Ken Sydow remarked that she has also been on the Cultural Council.
- Brian Gaucher: Brian is a business owner in Town. He is very level-headed with a good attitude and is very personable. He is able to get out and talk to people.
- Dick Prince: Dick has been on the Personnel Board and a number of search committees. The main reason Matt thinks he is a good fit is that he is a member of the WPI Entrepreneur’s Board, a group where people come in to present their ideas and this Board listens for possible investment money. He has an inside track into some companies in the area.
- Herb Cronin: It is important to have some carryover from a previous administration. He has done a lot of work and deserves to be on the committee.
- Ruth Hadden: She has lived in Town for many years and has a real estate background. She was President of the Mass Realtors Group, and could be a good fit in knowing the real estate market.
- Jay Groccia: Jay is in marketing. He is a photographer and designs websites. He works with realtors; this is a help.
Matt Mecum made a motion that the following five people be appointed to the Business Marketing
Committee: Herb Cronin, Dick Prince, Brian Gaucher, Susan Boucher and David Frem. Jim Wood
seconded the motion. Motion was voted all in favor.
Ken said the only other thing for discussion is goals for the Board and for the Town Administrator and the Highway Review. Ken read this list of goals:
Identify options for regionalization of dispatch services
Sustainability of Hillside
Maintain contracts with key employees
Highway
MJTC
A complete evaluation on the sustainability of Hillside
Meeting with other Boards
Percentage of Open Meeting Law by Town Counsel
Employee Evaluations
Internet GIS mapping system
Updated personnel bylaw
Capital Expenditure Plan
Set up a Capital Finance Committee
Pursuing affordable housing opportunities
Enhanced tax base
Matt said his are a little more broad, but fit in with the others.
Communication with residents and business owners: it might be a good idea for us to get into social media to get our message out or for the people to get to us. How about a quarterly report on cable access summarizing what we have been doing, etc. List different things so people know what each department is doing. Ken said he thought that was a great thing. We had some of these on our website. People will call with ideas. Jim said “a modern-day newsletter.” Jim said we could make some money by selling spots on TV. Jim suggested having “highway sponsors.” Signs are put up along the road and businesses pay for them.
Online permitting applications: Marty said the applications are on line but you have to fill them out by hand and bring them in. Matt said it would be good if they could be submitted on line. It would be easier and a time saver. Ken suggested checking with Grafton and Central Mass Regional. They were developing a process to track all of ht. Matt said they could complete the entire application process on line. Ken said it is working in other areas. They have a tracking program to show how long the time lapse is between the application and the permitting. He believes Grafton did that with a grant. Mike Kane, in the audience, indicated he thought they needed the GIS up and running; it tracks everything. Ken mentioned new computers and a
server are going in now for the Assessors; a lot can be done with the GIS system. To be proficient you need to be trained.
Matt Mecum asked when the last time was that the Town did a review of all departments—not the personnel—regarding buying work clothes, etc., to save money for the Town. Ken said one needs to be done again. Interview process – one of the reasons we wanted Marty to come here and I think that’s an area where he has expertise. We were told the Applicant Advisory Committee could not work, but it worked and saved time. A review of all departments, essentially, would be tremendous.
Matt also brought up whether we are using multiple companies to serve our IT needs. Marty said we didn’t actually sign any agreement for IT services going forward. The company installing the servers is giving us six months free and $100/hour thereafter. The School Department has two full-time techs. Maybe in the future, for $1,000 or $2,000, we could get one of the techs to service the Town. Matt said they will be busy with the new school. Ken feels it would be desirable to consolidate our IT tech services.
Matt thought this might be a good time to diagram the network so we have it on file. Matt spoke with a couple of business owners in Town about creating a business association in Town. This association would tell us what we need to do to bring other business into Town. Mike Kane said West Boylston has a committee that goes out, as a group, and tours businesses and sets up meetings to get their input. Ken said he thinks it is a good idea and Marty might work on that. Dave Butler was also interested in working with the Hillside Committee.
Town Administrator Goals:
1) Work with the Selectmen’s goals
2) Highway Department. Discussion about Marty reviewing with Selectmen. Review of all existing job descriptions. Timeline for completion. Put where you are with the Highway Dept. (Steve Mero); let the Selectmen know. Jim said Steve has only been there a little over a month. Ken said this is not about Steve, it is about the Department. Jim said he has heard nothing but good reports.
3) Personnel Board Direction: Revamp the personnel bylaw. They have some of the evaluation forms that came in. Ken inquired how do we handle this for bonuses or financial initiatives. Marty said in previous years people were nominated.
4) Management implementation of GIS. Ken said he felt the help the Board, through Marty, gives will get this thing working. Marty said Margo has said they want to use Vision for $7-8K for the Vision GIS system. When purchased, the Town Administrator was the only one who saw the system. Ken said the GIS system that was brought in also came through with regional planning information. Most of it was bought with a grant. It does work with their computers. It was set up to work with their computers. Ken realizes there are issues with it. Marty said he understands it is only installed on the TA’s
computer. Tighe & Bond provided the system.
- Matt said it would be a good idea to look into a training course for everyone in Town Hall to use it.
- Ken said it was up and running; there was some misunderstanding. The system is amazing.
5) Budget process
6) Renew lease
7) Real estate
8) Hillside Committee
9) Affordable Housing
10) Economic development
11) Applicant Advisory Group
Salary/service on key positions
Work toward professionalism
Every is treated fairly
Maintain a continuing review of process and procedures and coordinate with boards and departments and make recommendations.
12) Part-time partner for commercial development.
- Ken said that might never go anywhere but we need to look at it.
13) Regionalization
- Ken said a lot of the regionalization we looked at, we had no idea of what it would cost us or what enhancements we would have. We never joined because it never defined what we would get. Fire departments already do things for other towns but the Chief cannot sign off on an investigation according to the State. There are legal issues that need to be worked out with the State House.
14) Grants
15) Legal Expense
16) Review Town payment process to improve payment flow
- Ken said one thing that needs to be answered is what if you are salaried and work for a lengthy period of time due to bad weather, how do you compensate people?
- Matt said they use project management software. It allows you to create a project and track that project’s progress. You get updated every day. The Board could at least look at things while not convening. A trial program is free for 45 days. This one is basic and very simple done by Base Camp. It would help us to have a documented time line of what is going on.
- Ken said it keeps you on task because it tells you if you have different people responsible for certain things. Who is on time, etc. Marty could have it in his office and others could have access. Whatever you look at on a project you see everything on that project. However you can only see everything if you are “invited” to see it.
- Ken asked Mike Kane who else is using those? Mike replied “no one” that he knows of.
- Ken said you have to make sure it is Town Meeting approved, etc.
- Ken said he went through a number of things to come up with his goals. There is more here than we can throw into goals. To Marty: I won’t ask for an update on that now. Job descriptions will be redone to be sure people are being treated fairly, etc.
- Matt asked Marty if he had set any goals for the Board. Marty said he thinks you can have too much communication.
- Matt asked if you want to put the Personnel Board on the agenda.
- Ken said Marty is going to work with them and put it in writing so that there is not an expectation. Marty will meet with them as a Board and make sure we’re on the same page. Matt said we’re almost there with it so we could check it off our list. Ken told Marty to put it in his personnel book when it is finished next week.
- Ken said, with regard to the Selectmen meetings, he discussed with Lori things she could do to assist people. He had her start to push for more information so that things could be done before people came in to the Board meeting.
- Jim said some people just want to come in.
- Ken said that was no problem but if you can have them gathering all of their information, etc., then Lori can say to the Board “here’s where it is.”
- Jim said some people came for permission to dump their leaves. He asked Marty to see if he can come up with something.
- Ken said we already put it on as a goal for review. Don Parker was already leaving. How much would it cost It has to be open certain times; someone has to be there to oversee it. It would be nice, but it would cost the Town some money as we have to pay Town employees. More questions than answers came out of it.
- Jim said he just want to know whether we can or cannot do it.
Discussion concerning Wachusett Recycling. Mike Kane said people are saying that everybody pays but
Boylston doesn’t. Marty said he has an invoice for $16K. Mike Kane suggested checking into it as all
seven contracts are different, although Wachusett says all are the same. He suggested looking at the Annual
Report from Wachusett Recycling.
At 7:37 PM, Matt Mecum made a motion, seconded by Jim Wood, to adjourn. Voted all in favor.
The meeting was adjourned at 7:37 PM.
Respectfully Submitted,
Rose Bardsley, Clerk
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