Date of Meeting: Monday, October 28, 2013
Location: Town Hall, 221 Main Street
Time: 6:30 PM – 9:20 PM
Members Present: Chairman James Wood, Matthew Mecum; Michael May; Martin McNamara, Town Administrator, Brian Falk, Town Counsel; Lori Esposito, Administrative
Assistant (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:
599 Main Street Paving: The TA and the Highway Superintendent met with Aggregate Industries; reclamation will begin on Monday, November 4 with base coat paving to begin November 7, and completed by the end of that week. Due to the expected settling of the septic project, we will hold off the finish paving until spring. Jim Wood asked if there would be a price increase if the paving is completed in the spring. Steve Mero spoke with Aggregate concerning this and said they will not charge any additional money.
Delinquent Tax Payments: As a result of letters sent out approximately four weeks ago, the Town has received approximately $61K in outstanding taxes owed from 2010, 2011 and 2012. A second letter has been sent to non-responders and we are moving forward in the process. Some delinquent payers are facing hardships and cannot pay the entire amount at one time. We do not have the authority to enter into a formal payment agreement, but the Treasurer is willing to work with them and accept whatever amounts they can pay.
Mike May asked about year prior to 2010; the TA said we will pursue those once we get the 2010-2012 cleared up. Mr. May also raised the question of the problem of not sending past-due notices. The TA said he was not sure it could be put on the tax bills but possibly we can send a separate notice. The TA said that due to the lock box account, this is separate from an in-office system. The lock box allows us to save money by having less staff in the office. Mike asked if we have looked to see if we have a similar problem on the excise tax side; Marty McNamara said not yet.
Jay Burkhardt Plaque: The TA said Harold Naughton is not available on Monday, November 11 and he is working on alternate dates for Mr. Naughton’s availability.
Cemetery Dump Truck Purchase: The Cemetery Commissioners have approved the purchase of a dump truck for the cemetery/highway department. This purchase will be at no cost to the taxpayers as the funding will come from the Cemetery Stabilization Fund. More specifically, the money will come from the Horatio Ball Fund. The $54K initially donated by the Family of Horatio Ball in the 1920s has grown to $227K over the years. The interest earned can be used for maintenance and upkeep of the cemetery and can be expended by the Cemetery Commissioners as they see fit. Last year a John Deere Gator was purchased. These purchases are a huge help to the Town and the TA thanks the Cemetery Commissioners for their willingness to use the funds in this way.
Cultural Council Grant: The TA has been notified that the Cultural Council has been awarded a State Grant in the amount of $4,250; those funds will be deposited in their account shortly.
Community Innovation Challenge Grant Program: The Central Mass Regional Stormwater Coalition is again seeking grant funds. The Coalition, consisting of 30 communities, received $310K in FY’12, $115K in FY’13 and is seeking $200K in FY’14 funding. The TA requests that the Board vote to continue its support of the program and authorize the Chairman to sign the application.
Jim Wood asked what amount of money we typically receive. Marty McNamara said approximately $8 to $10K per year; no cost to the Town (no grant matching).
Matt Mecum made a motion to authorize the Chair to sign the CIC Grant Application. Mike May seconded the motion; voted all in favor.
Elmwood Place/YOU, INC. Driveway: There has been some discussion lately about the possibility of doing some patching or overlay to the Elmwood Place road before winter sets in. The Highway Superintendent estimates the cost would be in the $7 to $10K range. His budget for road repair and maintenance is getting a little low and if he does this work at this time he might be looking for a transfer of funds in March or April to get him trough the remainder of the year. The road is in very poor condition.
Mike May feels we need to do the right thing. The tenant pays regularly and the roadway is in very poor condition. There is only one access road which is not very accessible in winter. If the money is not in the Highway Department budget, we need to find the money elsewhere. We have an excellent long-term tenant; there are children there and we need to fix the problem. Marty McNamara will inform Steve Mero to spend the money is in his budget now and if necessary request a transfer later in the year.
Mike May made a motion to support the request to pave Elmwood Place as recommended by the Highway Superintendent. Matt Mecum seconded the motion; voted all in favor.
Town House Septic System: The invoice has been received from the contractor. There is still a punch list of items:
- Some trenches have not been backfilled.
- Tank covers not locked.
- Pump test not yet done.
- Pile of gravel/boulders needs to be removed.
The Board agrees with the TA’s recommendation to not pay the contractor until the work is complete. Matt Mecum recommends sending a letter with items to be completed before payment is made. Marty McNamara will call the contractor tomorrow to let him know.
Special License to Sell Christmas Trees: Request for a license has been made by Michael Griffin of Mike’s Vending on Shrewsbury Street to sell Christmas trees.
Matt Mecum made a motion to approve the license; Mike May seconded the motion; voted all in favor.
Mutual Aid Agreement with Worcester Police Department:
The Board would like to take this under consideration until the next meeting. Attorney Falk provided comments/edit recommendations on a proposed agreement.
Business Marketing Committee (‘BMC’):
Financial Support: discussion was held regarding what the BMC is working on; formal objectives, etc. Mike May will ask Dave Frem (BMC Chair) to come in to brief the Board at a future meeting.
Mr. May informed the Board that we will need to be in discussions with Shrewsbury regarding their interest in sharing services; ideally create a business transaction with Shrewsbury and tie in to their sewer system. Shrewsbury has a need for crossing into Boylston for water and land access and the BMC would like to work with them; possibly present at the next Board of Selectmen’s meeting.
Miscellaneous Items:
DPW Building: Jim Wood asked Marty McNamara to continue a dialogue with Frank Reale regarding his recent presentation for consideration of a new DPW/Fire Dept. building. Matt Mecum said Mr. Reale was going to return with a plan once he did more research. Mike May said he also spoke with Frank and pointed him to some companies to get costs to go along with the plans.
Meeting Minutes: The minutes of July 15 and August 12 were voted on.
Mike May made a motion to accept the July 15 minutes as presented. Jim Wood seconded the motion; voted all in favor by Jim and Mike (Matt was absent on July 15).
Matt Mecum made a motion to accept the August 12 minute. Mike May seconded the motion; voted all in favor.
Town Administrator Goals/Performance Review:
Mr. May asked the status of the performance review. Jim said he will put together the performance reviews once received from others and will do goals at the same time.
Matt said we need to define final goals and should do so at the next meeting (Nov 12). Mike said Dave Butler (Finance Committee Chair) also asked the status; the Finance Committee would like input once finalized.
Matt warned that regardless if it applies to other departments, we are setting precedent, so it will apply.
Holiday Hours: The Town Administrator wanted to discuss the possible closing of Town Hall for a period of time over the Christmas/New Year holidays to save heat. He will make a proposal at the November 12 meeting.
At 9:20 PM Matt Mecum made a motion to adjourn. Mike May seconded the motion; voted all in favor.
The meeting was adjourned at 9:20 PM.
Respectfully Submitted,
Lori Esposito
Administrative Assistant
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