Date of Meeting: Monday, November 25, 2013
Location: Town Hall, 221 Main Street
Time: 6:00 PM – 8:08 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.)
Financial warrants signed in approval.
The meeting was called to order at 6:00 PM.
Meeting Minutes:
Mike May made a motion to approve the minutes of September 23, 2013 as presented. Matt Mecum seconded the motion; voted all in favor.
Report of the Town Administrator to the Board of Selectmen:
599 Main Street Septic System: The system is finally complete; locking sewer covers have been installed, the trenches are filled and the pump test has been performed and accepted by the health agent. The invoice, less retainage, has been submitted for payment.
PILOT Letter: The TA presented a draft letter to tax-exempt property owners for the Board’s review. Once approved by the Board the letter will be sent out along with a copy of the policy previously approved by the Board.
Tax Rate: Apparently there are problems with getting the necessary data to the state in order to set the new tax rate. The information was sent to the DOR electronically but was rejected due to additional work being needed.
FY’15 Budget: The TA attached a copy of the General Fund Balance Report showing the starting appropriations and balances as of now. Five months into the budget year we look to be in pretty good shape.
Mike May asked if there are any items the TA has concern with. The TA said not but he might be closing out some old article funds.
SBA/Verizon Lease: A payment of $11K was received from Verizon for co-location “signing bonus” to the Town.
MCJTC/Parks & Rec Use of Gym at Hillside: The Police Academy has requested the use of the Town House on some dates in December and January due to scheduling conflicts for use of the gym with Parks & Rec. The Mass Chiefs of Police Defensive Tactics Training program would normally be held in the gym but Parks & Rec has scheduled events which conflict with that. We have notified the Police Academy that the dates for the Town House are available.
2014 Business License Renewals: Jim Wood read all renewals and each was motioned, seconded and voted all in favor to be approved. Licenses were signed by the Board members.
Routes 70/140 Intersection: The State Department of Transportation is no longer allowing any signs to be posted on the corner of Routes 70 and 140, which is a State right-of-way. A brief discussion was held regarding other areas in which to locate signs at that intersection.
Boylston Garden Club Sign Request: The Garden Club requests permission to have a sign advertising their wreath sale on December 7.
Matt Mecum made a motion to approve the request of the Garden Club. Mike May seconded the motion; voted all in favor.
PILOT Letter Draft:
The Board approved the cover letter to be mailed to all tax-exempt land owners. There has been a problem getting a comprehensive list due to sorting problems with the Visions software in the Assessors’ Office.
There was discussion regarding the tax rate not being set as of yet. Mike May feels the Board of Selectmen should send a letter to the Board of Assessors to act immediately on setting a tax rate. The TA will draft a letter for the Board to sign.
A tax classification hearing will be scheduled for December 9.
HR/Organizational/Customer Service Issues:
Mike May would like to see an Organizational Chart for each employee/board and committee indicating who is accountable to whom. He raised questions:
- Should accountability be on a dotted line to Marty McNamara, regardless of the board or committee?
- Should this be a customer-service-based organization?
- How do we set expectations and set objectives.
The TA explained that elected boards are in charge of their clerical/administrative support. There is no reporting to the Board of Selectmen. In come cases, it is per state law; in others it is per by-laws, etc.
The Board would like Marty to prepare a chart with a break down of all positions, boards, committees--elected/appointed, by-law/statute, etc. Brian Falk mentioned that he worked on a model for another Town and will forward it to the TA for his use.
Leaf Dump: Jim Wood asked the status. Steve Mero has been in contact with the DEP and is trying to get him to come out for an inspection and approval.
7:00 Report of Steve Mero, Highway Superintendent, to the Board of Selectmen:
- Continue to check beaver activity.
- Installed the memorial at Sewall Street and Mill Road.
- Oversaw the 599 Main Street reclamation and paving.
- Completed mowing for the season and cleaning up leaves.
- Finished paving Elmwood Place.
- Started getting sanders installed on trucks.
- Saw to the repair of equipment.
- Repaired several manhole and drain structures that are falling apart.
- Cutting some smaller roadside trees.
- Cut several dead ash trees around the cemetery.
- Four Highway Dept. employees attended a mower endorsement class in Sturbridge. Only two in the Department have a license to operate the special roadside mower. Several towns have been getting caught with employees operating these mowers without valid licenses. Should the Town require sub-contractors to have DOT physical or medical card? Town Counsel will look into this to be sure there are no restrictions.
Mike May made a motion to include into existing sub-contractors’ agreements evidence of appropriate insurance, licensing, DOT physical or medical card. Matt Mecum seconded the motion; voted all in favor.
Mike May asked Steve how things are going in his Department. Steve Mero said there are no issues; all of the guys work well together. Mr. May asked the status of the DPW garage discussion with Frank Reale; Steve said he has not talked with him. Mike asked if Steve anticipates a budget request upcoming for a new truck. He said the bucket truck is not in good shape, may need replacement.
Steve said he has issues with the tree budget; not all of the work can be done and needs to be subbed out. A single crane job for one day can use up the entire budget. The bucket truck was purchased as a used vehicle a few years ago and no one in the Department has a license to operate the truck. All employees would have to be sent to get their licenses, which would be expensive. Currently, there is $8,350 budgeted. Mike May said the last couple of years, the Highway Dept. spent lots of time in the bucket truck trimming tree limbs around wires. Does he think that was effective, and does he feel it’s the Highway Department’s job? Steve said it’s beneficial and made a difference appearance-wise. It is helpful to prevent downed lines. Mike May
asked if we need the catch basin vehicle? Steve said the catch basin truck is out of service. It was purchased used 10 to 15 years ago. They have never been pleased with it; it is not a reliable truck. It is currently inoperable as the frame is broken. By Mass DOT standards, one primary sander is due to be updated. He is looking to get a multi-functional truck but it would cost a lot. If not, we will need to outsource catch basin cleaning. Mike May said Steve needs to outline his needs and do a cost comparison. They should be defined so a reasonable decision can be made.
Matt Mecum said he should ask for what he needs; the Board of Selectmen and the Finance Committee will prioritize and decide on spending, if feasible.
Town House Committee: (Steve Mero and Herb Cronin present)
A preliminary plan has been drawn to rearrange the Town House kitchen with some kitchen equipment received from the old Tahanto building. The first phase will be the sink area. Jim Wood asked how much it will cost. Herb said they do not have an estimate yet. Matt Mecum said the Board only votes to release the funds. Come back with a dollar request once it has been estimated.
ABCC License Renewals: Alcohol licenses for the following were presented:
- Mount Pleasant Country Club
- Nouria Energy (Shell Station, Route 140)
- Tower Hill
- Dragon 88
- Other Place Pub
- Boylston House of Pizza
- Cyprian’s
- Vinny C’s Liquor Store
Mike May made a motion to approve the above liquor licenses. Matt Mecum seconded the motion; voted all in favor. Licenses were signed by the Board.
Town Administrator FY’14 Performance Incentive Plan:
Jim Wood believes the Board needs to scrap the bonus/incentive plan. He said Marty is doing a great job; more than the Board asked him to do. It is too difficult to set benchmarks and it is not fair to him or the taxpayers. If there is the potential for a $25K incentive bonus, the Board would need to add to the budget, which would show a huge increase. Jim proposes we pay the TA by contract to do his job. It sets a precedent and we’re spending too much time on it. He would rather have a set figure versus an uncertain dollar amount.
Mike May asked if he is recommending an alternative concept on which he can articulate? Jim said that in the current contract, it allows for a discretionary amount based on performance review and goals. He said that for the Town’s sake, he would like to remove all the “maybes” in the contract, even if we have to open early to modify. Mike May (to Jim): to recap: not a form of bonus plan; existing discretionary bonus in contract should be eliminated and open the existing contract to change annual amounts, effective for the next three years with no variables. Jim said “yes,” it seems fairer to the Town and the TA.
Matt Mecum said this has nothing to do with Marty McNamara, but he doesn’t agree with opening the contract. If the current one calls for a bonus, we should stay with it. The Police Chief has been here for 12 years; his contract was opened only to revert to language from the original regarding the Evergreen clause. The Fire Chief’s contract was opened to get him beyond a one-year contract.
Marty McNamara said he is upset that he still doesn’t have goals written into the existing contract. He got a little tiny bonus, not even a salary increase, even though he met all of their goals and objectives as he went through the first year. Frankly, he agreed to a bonus, feeling it would be significantly more than $1,700; he was only able to go away for a weekend with his wife. He is paid $10K below what the previous Town Administrator was making. He expects the Board of Selectmen to establish goals and pay him. It’s embarrassing. His salary should be contingent on goals and objectives set.
Matt Mecum said that’s not where he was going. He never said they won’t do anything. Performance is based on an annual review. He has mentioned multiple goals, but nothing has been made formal. Matt feels that’s not being responsible to taxpayers to not hold goals accountable.
Mike May said he supports reopening contract negotiations; put a fixed base salary in place and eliminate variables. We can’t come to a consensus on definable terms. Matt questioned looking to extend a contract for three years without having done a performance review. His issue is not about Marty McNamara. As a Board, we have a responsibility to do due diligence to the taxpayers. Regardless of who it is.
Jim said he wants to reopen the contract; get rid of the discretionary bonus/salary incentives. Mike May asked Brian Falk what the process is to enter into contract discussions in the future. Jim said he will do a performance review with Marty McNamara on the 9th at 5:30 PM. The Board can then have an Executive Session to discuss his contract.
At 8:08 PM Mike May made a motion to adjourn. Matt Mecum seconded the motion; voted all in favor.
The meeting was adjourned at 8:08 PM.
Respectfully Submitted,
Lori Esposito, Administrative Assistant
| 
