Chilmark Board of Selectmen May 19, 2015 Meeting Minutes
Present: Chairman Jonathan Mayhew, Warren Doty, Bill Rossi, Tim Carroll, Dennis Jason, Frank Yeomans, Linda Coutinho, Cassie Dana, Andy Herr, Alex Elvin and Lynn Christoffers.
At 7:30 PM Chairman Mayhew called meeting to order in the Selectmen’s Meeting Room.
Minutes:
Draft minutes from the Selectmen’s April 21, 2015 meeting were reviewed. Corrections were made. Mr. Doty moved to approve minutes with corrections. Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
Draft minutes from the May 5, 2015 meeting were reviewed. Corrections were made. Mr. Doty moved to approve minutes with corrections. Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
Squibnocket:
Chairman Mayhew read a thank you letter to Mr. Orphanos & Ms. Jeffers and the Weldon family. Mr. Rossi and Mr. Doty both spoke about the project and their appreciation of the efforts made by all parties involved. Thank you letters were signed.
Fire Association:
Selectmen’s Office received notice of the Fireman’s Association donation of UTV on December 14, 205. Chairman Mayhew thanked the Fireman’s Association for this valuable donation.
Ethel Sherman:
Mr. Carroll said that Ethel was a long time member of the Council on Aging. This year’s town report is dedicated in her memory. Mr. Carroll asked if the Selectmen would sign the town report for Ralph (Ethel’s widower). Mr. Carroll said he would bring it to Ralph when he returns photos that Ralph supplied. Town report was signed by all Selectmen
Housing Rehabilitation Grants:
Mr. Carroll was contacted by The Resource Incorporated (TRI) notifying the town that there are still grant monies available for Home rehabilitations up to $35,000.00. Mr. Carroll said the grants are 15 year forgivable loans. (TRI) wants to be sure people utilize the grants as they may not be available next year.
MVFF Public Screening Request:
Mr. Carroll said that the MV Film Festival is requesting permission to screen a free movie to the public in Menemsha the evening of August 18, 2015. The MVFF did this last year it would be very similar. Cassie Dana was present to answer questions as a representative from the MVFF.
Mr. Rossi moved to allow screening of the proposed movie in Menemsha free to the public August 18, 2015 after sunset. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Public Pianos Project:
Andy Herr is present to ask Selectmen permission to station 2 artistic pianos as part of hands on project. Public will be allowed to and encouraged to play the pianos. Discussion took place. The proposed locations are outside of the Library and outside of the Community Center. Mr. Rossi recommended a bond to help the process of removal in case Mr. Herr is unable to. Mr. Doty requested hearing input from the library prior to giving their approval.
Annual Appointments:
Mr. Carroll presented a list from the Beach Committee of the persons recommended as seasonal beach employees for 2015 season. Mr. Carroll said there will be a few more names added to the beach staff in the near future. Mr. Doty moved to appointing the list presented before them tonight. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Doty said that the Selectmen need a recommendation for the Beach Superintendent.
Mr. Carroll said that Martina prepared the list for the Beach Department and did not think she could include herself.
Police Department recommended staff appointments. Mr. Doty said he recommends taking Officer Gebo (as this officer is on leave) off this list and take no action at this time. Mr. Rossi moved to appoint the list presented with the exception of officer Gebo until a later date. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Harbor Department recommended staff appointments. Chairman Mayhew said that 2 Harbor advisory members contacted him saying they would like to discuss the harbor appointments.
Mr. Rossi moved to postpone harbor appointments for 2 weeks. Mr. Doty seconded the motion.
SO VOTED: 3 Ayes
Mr. Carroll said you serve until your successor is duly appointed, so the last year’s staff will start June 1, 2015 and if any changes they will come after the Selectmen’s June 2, 2015 meeting. Anyone working to ready the Harbor prior to June 1, 2015 will be temporary help.
Staff Appointments, Mr. Carroll presented the recommended staff appointments saying there are no changes other than Sibel Sumin administrative assistant for the Housing Committee (still in 6 month probation period). Also Mr. Carroll said that Greg Willett is added to the list as alternate wiring inspector. Mr. Doty said the Assistant Shellfish Constable appointment will be discussed at the next Selectmen’s meeting with Mr. Scheffer.
Mr. Rossi moved to appoint this list as presented. Mr. Doty seconded the motion.
SO VOTED: 3 Ayes
Committee Appointments; Mr. Carroll presented the requests from town residents and committee representatives who have requested to be appointed. The selectmen moved to approve appointment requests. Selectmen’s assignments will be the same as last year with the understanding that Mr. Doty will find someone to replace him as representative to the MV Shellfish Group. SO VOTED: 3 Ayes
HR Consultant Update:
Mr. Carroll discussed the impartial review of pay classification and wage plan. The town received two proposals the low bid is with company called HR Services. The time line is 5 months. Mr. Rossi moved to accept the contract that has been reviewed and revised by our town counsel for HRS to complete an impartial review of pay classification and wage plan. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Mr. Carroll said that the fee for HRS would be paid out of the Selectmen’s other services budget line.
Deed Rider:
Mr. Carroll said that the reviewed and revised deed rider for Stephanie daRosa’s Home site has returned for signatures from the Selectmen. Mr. Carroll said town counsel has approved this deed rider. Mr. Rossi moved to approve, Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Bay Scallop Report:
The 2014-2015 scallop seasons totaled $528,720.00 in wholesale figures. Mr. Doty said that was a very good season. Mr. Scheffer will be attending the June 2, 2015 Selectmen’s meeting
HRB Sick Bank Recommendation:
Chairman of the HRB Mr. Malkin sent a letter to the Selectmen concerning the HRBs decision after reviewing the sick bank policy. The Chilmark HRB does not recommend adopting a sick bank policy. Mr. Rossi moved to take the recommendation of the HRB to not adopt a sick bank. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Ch.32B Sec.21,22,23:
Mr. Carroll said that Chilmark employees belong to the Cape Cod Municipal Health Group (CCMHG). The Group Benefits Strategy (who advised the CCMHG recommends adoption of MGL Ch.32B Sec.21, 22, 23 regarding health insurance, As a result of the Cadillac Tax, plan redesign may be necessary. Discussion ensued.
No action was taken at this time. Chairman Mayhew suggested the FinCom spend some time reviewing this and giving a recommendation to Selectmen. Mr. Doty recommended hearing from our Treasurer Melanie Becker (she’s on the board of the CCMHG) at a future Selectmen’s meeting.
Executive Secretary Updates:
Mr. Carroll said at 7:30 AM the town started the paving project on Tabor House Road.
Mr. Carroll said North Road paving project is slated to begin May 26 (last for a few days) though there will still be one lane through traffic during this paving. Road construction that needs doing prior to paving on Middle Road will start first week of June. Mr. Carroll said he believes the project area on Middle Road will be paved the second week of June. Mr. Carroll advised the public to please sign up (subscribe) for News &Announcements on our web page Chilmarkma.gov for updated information on the paving project.
Executive Secretary Updates Continued…
Mr. Carroll said he had a meeting with FEMA about the winter storm Juno and what sort of relief we can obtain for our town. Mr. Carroll said the town of Chilmark is applying for $45,000.00 worth of reimbursement for snow & ice removal. If application is approved, FEMA will pay 75%. Any funds will not be expected till October.
Mr. Carroll said the Zobrio (new cashbook software) training will begin this week with the representative from Zobrio with our Treasurer and Tax Collector as they will implement their part of the system starting June 1st. Other town departments will begin training this week with Zobrio for the change in the turnovers to the Treasurer.
Mr. Carroll said the Public Safety Building Site Committee (PSBSC) will be meeting Thursday May 21, 2015 at 5:00 PM. Mr. Carroll said he will be meeting with the PSBSC Chairman Andy Goldman to work on the architect designer, owner’s project manager materials prior to this meeting.
Mr. Carroll said the Harbor Department will be trained on the new and improved software from Art Nelson Wednesday the 27th of May. And immediately following this training will be the training for the new online payment system from City Hall Systems.
Mr. Carroll said the consultant that the Selectmen have signed the contract for tonight will be coming to Town Hall Thursday May 28, 2015 at 8:00 AM to meet the Chilmark Human Recourses Board and following that will be meeting with departments to familiarize them with the process.
Mr. Carroll said the Massachusetts Municipal Managers Association will be on Martha’s Vineyard in Edgartown this Thursday and Friday (28th &29th) and he plans on attending 2 of the sessions that they are offering.
Mr. Carroll said Friday May 29, 2015 is the day has scheduled the Sticker Clerk training. And that the Beach Stickers will be on sale 7 days a week from 9:00 AM – 1:00 PM June 1, 2015.
Ms. Coutinho the Chairman of the Capital Improvement Planning Committee (CIPC) asked to have the CIPC place on the Selectmen’s June 2, agenda for their meeting.
Harbormaster Jason said he has to move pilings he had planned to have contractor install this spring off of Karsten Larsens Bulkheads lease spot and asked if they could be moved across the street. Discussion ensued. Harbormaster Jason asked Mr. Carroll what the procedure is when the lowest bidder is unable to complete the project in the time line specified. Mr. Carroll said that you may go with the next lowest bidder. Mr. Carroll said that the same problem of the contractor not being able to get greenheart pilings till later was likely to happen with the second lowest bidder. Discussion returned to where the 7 pilings should be moved to; across the road from where they are was approved if the contractors can’t put them (into water at Charter Dock) into the area they need to go.
Mr. Carroll said the old harbor shack needs to be removed from Menemsha. Selectmen recommended moving to Peaked Hill Pasture town property. John Keene Excavation will be contacted to move the shack to the area where the dirt piles are.
At 9:08 PM Mr. Rossi moved to adjourn. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase.
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