Chilmark Board of Selectmen & Cemetery Commission December 18, 2012 Joint Meeting Minutes
Present: Chairman Jonathan Mayhew, Warren Doty, Bill Rossi, Tim Carroll, Jonathan Revere,
Dr. James Weiss, Amy Tierney, Chuck Hodgkinson, Krishana Collins, Aaron Zeender, Jane Greene, Frank LoRusso, Wesley Cottle, Remy Tumin, Jim Hickey, John Flender.
Minutes:
Draft minutes from November 8, 2012 Selectmen’s Meeting were reviewed. Corrections to minutes were made. Mr. Doty moved to approve minutes as corrected. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Draft minutes from November 13, 2012 Selectmen’s Joint Meeting with Park & Rec. and Harbor Advisory Committee were reviewed. Corrections to minutes were made. Mr. Rossi moved to approve minutes as corrected. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Cemetery Commission:
John Flender recommended to the Selectmen to approve an election to fill the vacated Jane Slater seat. Mr. Flender has received a letter of interest from Brian Cioffi to fill the vacated seat. Mr. Carroll said that Police Chief Cioffi was called away and could not be present.
Mr. Doty moved to approve holding an election for a Cemetery Commissioner. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Flender nominated Brian Cioffi to fill the Cemetery Commissioner seat vacated by Jane Slater. John Flender voted, Wes Cottle voted, Bill Rossi voted, Warren Doty voted. Jonathan Mayhew voted.
SO VOTED: 5 Ayes
Superintendent of Schools – Shared Budgets:
Superintendent Dr. James Weiss and Amy Tierney presented the Selectmen with information on the coming FY14 Budget. Dr. Weiss said that so far the increase to Chilmark’s Budget will be $308,718.88 up from last year due to census changes in school population. Dr. Weiss said his budget increase is due to the special education budget and that the school is now funding their OPEB as well as funding for capital repairs to Chilmark School.
The Superintendent of Schools also was asked to give an amount for the April Town Warrant Article of a new building for Superintendants Office. Ms. Tierney said the original estimate of $5,000,000.00 was too high and they asked the architect to come back with a revised drawing to decrease the estimate to $3,500,000. The figures are still being revised; Ms. Tierney said they will forward us update when they receive it.
Mr. Rossi, Mr. Doty and Chairman Mayhew thanked Dr. Weiss and Mrs. Tierney for their clear explanation of the increases and plans for their coming project.
Tea Lane Farm:
Krishana Collins and Aaron Zeender presented the Selectmen with the renovation design plans for the Farmhouse at Tea Lane Farm. The plans are estimated to cost $247,000.00. Selectmen Doty said that the plans seem appropriate for the Farm. Mr. Doty moved to approve the plans as presented and found the estimate to be appropriate for the house. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Coleman Conservation Restriction:
Selectmen received the revised Conservation Restriction and Trail Easement documentation for their approval. Mr. Doty moved to approve and sign the Coleman CR and Trail Easement as presented tonight. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Human Recourses Board of Chilmark:
The HRBC Chairman Mr. Lo Russo and board member Jane Greene presented the Selectmen with their recommendations. First the Fire Chief Longevity was discussed. Mr. LoRusso said that Chief Norton is entitled to receive longevity because he receives benefits. The longevity is 1% of his annual salary.
Mr. Doty moved to authorize longevity in accordance with the HRBC by-laws. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Doty said he is concerned that the Fire Chief will ask for an increase to his salary as he does each year. Mr. Lo Russo said that is not related to longevity.
HRBC/ Tri Town Ambulance:
Mr. Carroll said that the position description has been updated and needs approval and signatures for EMT /Clerical 37 hour Position Description. There was discussion and clarification of the Basic EMT compensation grade as being 6 and Paramedic as grade 8. After review of position description Mr. Doty moved to approve and sign position description. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
HRBC / Assessors:
The HRBC recommends the Selectmen approve an increase of an hour and a half to the Assistant Assessor’s weekly hours for FY14. Mr. Doty said that this is differential treatment of employees. Mr. LoRusso said that the other island towns pay much more. Ms. Greene said that other towns have assistants’ as well. Mr. Hodgkinson said West Tisbury has only 100 more parcels than Chilmark and they have two staff members.
The Assessors office also requested to increase the temporary Clerical salary to $3,300.00 for FY14. Mr. Doty said that this will prompt requests for other positions to seek increases. Mr. Doty said that the Town Accountant has resigned possibly because of pay scale. Mr. Lo Russo said that was due to another issue not the re-grading of the Assistant Assessors position. The Assistant Assessor is now a grade 10 and the Accountant is grade 9.
Mr. Doty said that the Tax Collector’s Office and the Assessors Office are run very well and he is very happy with the work they are doing.
HRBC / Tri Town Ambulance:
Discussion moved to Tri Town Paramedic Coverage 24/7. This is a plan that the HRBC said would be very important to up islanders. Ms. Greene said that there was an instance of a wait of over 45 minutes for emergency help to arrive. Mr. Carroll said that there was also a recommendation, not on this letter yet, of moving Jason Hallot from grade 6 to grade 8 since he is now a trained paramedic.
HRBC /Beach Superintendent:
Ms. Greene said that the Beach Department and HRBC have worked together to change the Beach Superintendent’s position description to say lifeguard certification required instead of preferred. Mr. Rossi moved to approve this single change to the Beach Superintendents position description: lifeguard certification required instead of preferred. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Discussion turned to Beach Superintendent professional development. Mr. LoRusso said that the HRBC is opposed to the action taken by the Selectmen to approve paying for lifeguard training course. Ms. Greene said that seasonal employees are not eligible to the benefits in the Human Resources By-Laws.
Mr. Doty said he attended quite a few meetings of the Beach Committee that addressed concerns of the Beach Superintendent. Mr. Doty said they worked out a list of items to work on and have set a reevaluation of Beach Superintendent at the end of the next summer season.
Chairman Mayhew said that this is possibly setting precedent and said we should reconsider the funding for a seasonal employee. Mr. Rossi is in favor of reconsidering their approval of paying for the lifeguard course.
Mr. Carroll asked if the Selectmen would like to seek legal counsel to aid in their action. Mr. Rossi moved to reconsider the funding of the life guard training. Chairman Mayhew seconded the motion. SO VOTED: 2 Ayes, 1 Nay
Mr. Rossi moved to rescind prior action taken by the Selectmen of funding training for the Beach Superintendent. Chairman Mayhew seconded the motion. SO VOTED: 2 Ayes, 1 Nay
Solar Project:
Mr. Doty has reviewed the contracts that Aquinnah and West Tisbury have for their solar projects. He has simplified many pages to a few paragraphs for Chairman Mayhew and Mr. Rossi to see the differences in these two models. Aquinnah has signed with Vineyard Power and West Tisbury has signed with CVEC.
Mr. Doty said that the town is paying about $0.15 per kwt. And that the Chilmark Town buildings cost $32,832.00 for electricity this past year.
Mr. Doty said that he would like the Selectmen to review the models and to come to a decision in January and to move forward on the solar installation at the land fill.
Solar Project Continued….
Selectmen discussed the Green Communities Act and how the solar project could affect it. Chairman Mayhew recommended getting Ron Rappaport’s advice on these models. Mr. Rossi said he will speak to Mr. Rappaport about our solar project. The materials will be discussed at the next Selectmen’s Meeting with a proposal and a decision to be made at the following Selectmen’s Meeting.
Mr. Carroll asked Selectmen to decide a schedule for the January meetings because the regular meeting falls on New Years. Selectmen decided that the January meetings will be held January 8, 2013 and January 22, 2013.
Associate Commissioner Conservation Commission:
The Selectmen’s office has received a letter from Carol (Candy) Shweder asking the Selectmen to appoint her as Associate Commissioner on the Chilmark Conservation Commission.
Mr. Doty moved to appoint Candy Shweder to the position of Associate Commissioner on the Chilmark Conservation Commission. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Town Accountant Resignation:
Mr. Carroll said that the Accountant has submitted her resignation and asked the Selectmen to approve the advertisement for position vacancy. Mr. Carroll asked if Selectmen have any changes to make to the application packet. Mr. Doty said to make it clear that the accountant did not need to be a CPA.
Tim Carroll asked Mr. Rossi to sit in on an exit interview with Emily Day the resigning Town Accountant. Mr. Doty asked for them to get feedback from her on Financial Budget process, interactions with Selectmen, Auditors ask where we can make improvements etc.. Mr. Carroll said he would hear what she had to say.
Pump-out Station Menemsha:
Mr. Carroll gave an update on the pump-out station for boaters in Menemsha. The estimate for the project is about $18,000.00. The Town of Chilmark would be responsible for 25% of the cost. Mr. Doty moved to approve this Pump-out project as presented. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Photo Copy Machine:
The Sharp Fax/scanner copier machine in the Chilmark town hall needs replacement. Mr. Carroll has looked into rental vs purchasing and asked the Selectmen to think about the options and advise what they would like him to pursue.
Fire Truck Update:
Mr. Carroll reported that the company that the Selectmen awarded the contract to has made three changes to the contract. Mr. Carroll has submitted the changes to town counsel and they did not see any problems with changes. When KME receives this they will sign and the Town will send a check for $90,000.00
Menemsha Harbor Phase 3 Update:
Mr. Carroll said that there is a site visit scheduled with Kent Healy December 19, 2012 at 8:30 am. (Site visits Wednesdays each week at 8:30 am).
The Atlantic Supports Installations is on target with their time schedule.
Reef Presentation:
Chairman Mayhew reminded everyone of the artificial reef presentation being held at the town hall at noon Thursday December 20, 2012
FY14 Budget Workshop:
Mr. Carroll said that the Town Accountant offered a workshop for departments to get individual help with their budget. It is December 19, 2012 at noon (tomorrow). Mr. Carroll said it is also the Accountant’s birthday.
Mr. Carroll recommended that the Selectmen meet with some of the departments prior to the FinCom / Selectmen Budget hearings.
Large House By-law:
Mr. Doty and Mr. Rossi both attended the public hearing presented by the Chilmark Planning Board Committee. Mr. Doty said that the meeting was well run and the extensive work that the committee put into this is now a clear and concise plan. Mr. Doty went on to say that the next Planning Board meeting is on January 7, 2013 and the Planning Board will use the public input and have a final draft.
Martha’s Vineyard Commission:
Mr. Carroll said that he would like to continue to serve as the Selectmen’s representative on the MVC. Mr. Doty moved to appoint Tim Carroll as the Selectmen’s representative on the Martha’s Vineyard Commission. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Library Trustees:
The Selectmen read a letter from the Library asking for follow up on the ongoing parking problems in Chilmark center. Mr. Doty asked Mr. Carroll to send a letter in response saying that the Selectmen are actively working on the parking issues; the item is in executive session now and we will let people know as soon as we can. The Selectmen are working on plans and take this seriously.
Middle Line Road:
Chuck Hodgkinson gave an update on the warrant claims with Seaver Construction. Seaver has agreed to pay O’ Brien to finish the warrant items. The 12 storm doors are estimated to cost $7,700.00 to purchase and install. Mr. Doty moved to approve the storm door expenditure and have this come out of the maintenance account at DCRHA. Mr. Rossi seconded the motion.
SO VOTED: 2 Ayes, 1 Abstain (Mayhew)
Middle Line Road continued:
Mr. Hodgkinson said water treatment system for two of the rental units is estimated to cost $7,535.00. Mr. Doty moved to approve expenditure and have this come out of the maintenance account at DCRHA who manage the rentals units for the town. Mr. Rossi seconded the motion. SO VOTED: 2 Ayes, 1 Abstain (Mayhew)
Mr. Doty moved to adjourn. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
9:35 pm meeting adjourned.
Minutes respectfully submitted by Diana DeBlase Approved 1/08/13
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