Date of Meeting: Monday, August 27, 2012
Location: Town Hall, 221 Main Street
Time: 6:30 PM – 9:00 PM
Members Present: Chairman Kenneth Sydow, James Wood, Matthew Mecum
Others Present: Martin McNamara, Town Administrator; Lori Esposito, Administrative Assistant; Stephen Madaus, Town Counsel (arrived late). (Others as listed on attached sheet.)
The meeting was called to order at 6:30 PM.
Report of the Town Administrator to the Board of Selectmen:
1. Steve Mero and the TA met with Katie Murphy on August 9 at the Worcester office of the Mass DOT. Chapter 90 regulations and requirements and our current level of available funding were discussed. According to Katie, we have $802,137 available to us for Chapter 90 projects. That is approximately a $70K difference from what Town Accountant Nancy Nykiel shows as available. We are working to rectify that gap. If $802K is available, Steve proposes we repave School Street and a large section of Green Street. The necessary paperwork is being prepared and, once the available amount is determined, we will be ready to put it out to bid.
The Board indicated its agreement once the numbers are worked out.
2. Steve Mero and Mr. McNamara also attended a workshop at CMRPC on the same day. The subject was “Public Works Joint Purchasing.” It is an attempt by CMRPC to get area towns to do joint purchasing and bidding. CMRPC will prepare all necessary paperwork and area towns could benefit by getting in on their bid pricing. TA will follow up on this as more details become available; he noted we could even purchase large items such as DPW trucks. They are going to bid soon for fuel oil.
Also, CMRPC has hired a grant writer to assist area towns with grant applications and other paperwork required to apply for grants. The TA will make contact with the grant writer in the near future.
3. A copy of the Central 13 Prioritization Projects for Boylston was presented. This list was developed from information CMRPC received from the previous TA and is what they plan to present at their forum on September 11. If there are items on the list about which the Board is concerned, we should make CMRPC aware for any necessary changes.
4. The Sudbury Valley Trustees has asked for tentative dates when the Board would be available to walk the parcels of land off Linden Street and Mile Hill Road they are interested in purchasing. Town Counsel is in the process of trying to determine ownership of the property.
5. Nadine Ekstrom, Superintendent of Schools, has requested an updated list of Building Committee members. Roger Deal was the Board’s representative and, with Roger no longer on the Board, a new Board representative needs to be selected. It was proposed that Matt Mecum be the Building Committee representative; he agreed.
There is also an obligation to have a member of the Board as part of the negotiation process with the Boylston Teachers Association. She requests the Board of Selectmen name a member. It was proposed that Ken Sydow act as the Board’s representative; he agreed.
6. The maintenance agreement for the GIS System expired in April and there is a newly updated version of the software available. The TA has received a quote and has submitted the necessary paperwork to renew the agreement. He has also been in touch with the vendor concerning the costs associated with increasing access to the program to everyone in Town government and possibly anyone with access to the web. The TA has contacted Nat Norton at Tighe & Bond regarding work they were contracted to do in 2011. It appears they were contracted to install the GIS program onto the server and do training for Town staff. I am told the GIS program is not on the server and no staff training has taken place. By our calculations, there is $2,600 left in that account we could use
for program upgrades and additional training.
A representative from Tighe & Bond is available to come in for a demonstration if the Board is interested. Ken Sydow would like to have them in to the Board’s quarterly meeting. Ken said there were issues with the systems and servers in the Assessors’ office. Now, with the new server and computers, would be the ideal time.
Matt Mecum asked about certification training for GIS for Marty. It is available through ESRI.
7. The Youth Football League has asked about the possibility of selling and hanging advertising banners from the poles that hold the scoreboard at the field. The banners would be hung at the beginning of the football season and would be removed at season’s end. The Building Inspector says there is nothing in the sign by-law that addresses this and he indicated he has no issue with it.
Motion was made, seconded and voted all in favor to grant the Youth Football League’s request.
8. The Personnel Board is down to two members: Dick Prince and John Stowe. The other three members are unable to continue for varying reasons. The TA suggests a call go out to residents who might be interested in serving.
Ken asked the TA the status of the written agreement of the Personnel Board responsibilities and expectations. The TA met with Dick and John and reached an agreement but the TA would like to wait until there is an appointed board in place before making recommendations. He will prepare an outline for the selectmen to review.
On a related topic, the TA does not think it fair to wait until new members are appointed to act on a current personnel issue. The TA recommends the Board approve a change in the hourly rate for the Administrative Assistant to the Building Inspector and the Planning Board. Marty presented a draft job description for a combined Clerical Assistant for the Building Department and the Planning Board; the Building Inspector and the Chairman of the Planning Board we also copied for their review. There was no existing job description for the Planning Board Clerk, so the TA crated a combined description. Currently, the Building Department position is classified as a Special Temporary Clerk and is rated a Grade 3 at a rate of $11.98/hour. The position has
evolved into a more responsible role and we have increased the hours and added some additional duties to the position. The TA recommends a change to a Grade 5 with a rate of $15.50/hour.
Motion was made to approve a grade increase to 5 and increase hourly rate to $15.50, retroactive to July 1st, 2012; seconded and voted all in favor.
9. An email was received by Chief Flanagan from Fire Chief David Bengtson of Moultonborough, New Hampshire regarding Fire Lt. Mike Buddenhagen. Lieutenant Buddenhagen’s son Dan, also a firefighter, was also on the scene described in Chief Bengtson’s email. The TA read the email:
“On Saturday, August 18th our department was dispatched for a neck injury in Braun Bay on Lake Winnipesaukee. Upon arrival my Deputy Chief Richard Buckler found the patient in the care of your Lt. Mike Buddenhagen and several other unidentified firefighters along with two Marine Patrol Officers. Lt. Buddenhagen and his fellow firefighters rendered assistance and stabilized the
situation for the patient whom had severe injuries. They provided assistance to my crew in loading
the patient onto our vessel. I would like to extend my thanks to him and his fellow firefighters and
let you know that they are [a] credit to our profession, and their actions exemplify the qualities that
all Chief’s [sic] wish to have their personnel to be known for and their actions are a reflection of the high level of professionalism of your department.”
It would be fitting for the Board to publically recognize Fire Lt. Buddenhagen and his son Dan. Their display of professionalism and their unselfish action is a credit, not only to the firefighting community, but to the Town of Boylston.
10. Monthly report from the USDA on the Asian Long horned Beetle Eradication Program provided, along with a copy of a press release announcing an additional $1M in funding for tree planting in Worcester County.
The TA will be conducting Department Head meetings beginning September 5 and will continue the first Wednesday of every month. All departments can get a sense of what others do. Ideas can be shared and presented.
The TA met with Telecommunications Consulting Services. They audit phone company invoices to try to save towns money. The only cost involved is a onetime 35% fee for any saving to us that they find.
Still River Winery: Application for a license to sell wine at the Farmers’ Market on Saturdays has been made by Still River Winery.
Motion was made by Matt Mecum, seconded by Jim Wood, and voted all in favor to approve granting a license for Still River Winery.
Selectmen’s Meeting Schedule Draft:
- Change December 24 meeting to December 17
- Change November 26 meeting to November 20
Fall Harvest Festival: The Planning Committee for the Fall Festival requests permission to use the Town Common on October 13 from 10:00 AM to 2:00 PM. They would also request use of the Common on October 20 as a rain date.
Motion was made by Matt Mecum, seconded by Jim Wood, and voted all in favor to grant the request of the Fall Harvest Festival Planning Committee.
Harvard Firefighters Association: Request has been made to allow bicycle riders to come through Boylston on a charity ride on Saturday, September 22, 2012.
Motion was made by Matt Mecum, seconded by Jim Wood, and voted all in favor to grant the request of the Harvard Firefighters Association.
Marketing Committee Update: Matt Mecum reported on the first meeting which was held a couple weeks ago.
- Herb Cronin was elected Chairman
- Dick Prince was elected Secretary
- David Frem was elected Vice Chairman
All were in attendance. The next meeting will be held on August 29, 2012.
Matt Mecum asked if there is money available for the Marketing Committee. Marty said money is available in real estate from an article on the ATM Warranted. They started with $20K. Ken suggests $5K be used from that account. All were in agreement.
Special Town Meeting Warrant Draft:
Article 1: Requests a $182K transfer from Hillside Revolving to the appropriate accounts. Marty McNamara used the figure that Nancy Puff intended to use; he feels there are some issues with these buildings that need to be addressed (leaking windows, drainage, fascia boards rotted out on both Town Hall and Police Department buildings). Ken Sydow asked Marty to get some estimates. He also noted that the windows at the Police Dept. were all bid so the money should be there to use. He suggested getting some advice regarding appropriate repairs needed for the buildings.
Article 2: Requesting school transfer of Grade 6 students to Tahanto in September 2013.
Re: Hillside Property: Marty McNamara received a request from Mike May of Spring Ridge Farms to place an Article on the Special Town Meeting warrant regarding leasing Hillside property for farming. Ken Sydow said the Board met with Mr. May previously this year. It is a good idea but it would be a struggle to place this on the warrant without first getting studies from last year completed, and then see what public input comes back.
Jim Wood said that someone has an idea to benefit the Town and also get income on a piece of land we are not using; why not have a five-year renewable lease. He would be in favor of bringing it to the Town to vote on it. Ken said the Mays were looking for a lease longer than five years when they met with the Board.
Matt Mecum said he also thinks it is a good idea but would rather wait until the regular Town Meeting after finding out some legalities that might relate to it. Marty noted that in May it would take a few months to go through the bidding process, which could then cost the prime growing season.
Goals of the Board: The list of goals from the July 26, 2012 meeting are to be pared down, prioritized and put in “Smart Goals” format. Marty has not had a chance to go through them but a few things are already in progress:
- GIS mapping is being reviewed, as earlier stated
IT tech support has been revamped
On-line permitting will go hand-in-hand with the GIS system
Marty and Lori’s computers are old with the XP operating system. It might be necessary to update them.
Matt said there has to be grant money out there for computers. All programs should be standardized throughout the Town. Ken asked Jim and Matt to review and prioritize the list.
Quarterly Meeting: Will be scheduled for October 15 or October 29, 2012.
At 8:15PM, motion was made by Jim Wood, seconded by Matt Mecum, to go into Executive Session under M.G.L.c.30A §21 ¶2 to discuss strategy with respect to non-union personne and ¶3 strategy with respect to litigation. Roll call vote was recorded as follows: Ken Sydow: Yes; James Wood: Yes; Matthew Mecum: Yes.
At 8:35 PM, Matt Mecum made a motion, seconded by Jim Wood, to adjourn. Voted all in favor.
Respectfully Submitted,
Lori Esposito
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