Chilmark Board of Selectmen December 1, 2015 Meeting Minutes
Present: Chairman Jonathan Mayhew, Bill Rossi, Warren Doty, Tim Carroll, Jim Malkin,
Jane Slater, Brian Cioffi, William Fielder, Alex Elvin and Lynn Christoffers.
At 7:00 PM Chairman Mayhew called meeting to order in the Selectmen’s Meeting Room.
Minutes:
Draft minutes from the Selectmen’s November 17, 2015 meeting were reviewed, corrections were made. Mr. Rossi moved to approve minutes with corrections. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Draft Minutes from the Selectmen’s November 12, 2015 Executive Session meeting were reviewed. Mr. Rossi moved to approve minutes as written and to make them public record.
Mr. Doty seconded the motion SO VOTED: 3 Ayes
Police Patrolman: Chairman Mayhew asked to address this item on the agenda next since Police Chief Cioffi and William Fielder are both here. Chief Cioffi is present to request the Selectmen appoint William Fielder to the Position of Patrolman. Mr. Doty discussed the process that took place in the process of filling this vacant position.
Mr. Doty said that months ago when the Police Department advertised for this position they received a large number of applicants and Mr. Fielder had risen to the top percent of the applicants. At that time the Town also received an application from Jessie Burton who brought with him 5 years’ experience as a US Marshall and he was appointed that position. Mr. Doty said that Mr. Fielder was their second runner-up and he is pleased to see he has applied for the position.
Mr. Doty moved to appoint William Fielder Chilmark Patrolman. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Chilmark Community Center (CCC):
Mr. Carroll said that Jan Burnham of Kitchen Porch asked to be on the Selectmen’s agenda to be permitted to have a Cooking & Painting retreat at the Chilmark Community Center December 5, 2015. Mr. Carroll said he told her no because there are no commercial events permitted at the Community Center. Mr. Mayhew said that he allowed for this event as she had already made plans with attendees but requested that this item be on tonight’s agenda for discussion about policy and fees.
Discussion turned to adopting the recommendations made by the Utilization of Town Owned Facilities Committee (UTOFC). Mr. Rossi said that 20% of the income as a fee is high and would support a 10% fee of the income from an event held at the CCC.
Mr. Rossi said that opening the CCC to commercial venues should be considered but would trigger a need to raise the fees for the use of the CCC.
Jane Slater who was a member of the UTOFC recommended keeping a no commercial policy.
Chilmark Community Center (CCC) Continued…
Mr. Rossi clarified that the commercial use he is discussing would apply to local entities.
Mr. Rossi and Tim Carroll will sit down together this coming week and draft a fee schedule to reconsider at the next regular scheduled Selectmen’s meeting.
Mr. Rossi moved to allow this event proposed for Dec. 5, 2015 with the fee Chairman Mayhew discussed and if additional day for set-up is requested that the fee be applied to that day as well. Also make it known changes are in the works (new fee structure), and not to expect the same in the near future. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Menemsha Pedestrian and Parking Plans:
Mr. Carroll reported that he met with Bill Austin of Vineyard land Surveying (VLS) and did a site visit of the area we are seeking plans for. VLS has since drafted a quote for the scope of plans with a initial fee of $5,000.00. Discussion ensued.
Mr. Doty moved to approve spending the $5,000.00, to VLS to produce the requested plans.
Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Discussion turned to a visioning session for stakeholders to be posted for January 12, 2016.
Mr. Doty said in the area across from the homeport parking lot there is brush that should be cut back to allow for a better parking area. Mr. Carroll said this will be included in the engineering services.
Mr. Carroll discussed the walking path that the town meeting in 1968 voted to create from the Community Center to Menemsha and that maintaining this needs to be considered though this is not the focus of this plan. Mr. Doty recommended sticking to planning out the area from Menemsha up to just past Larsen Lane on North Road.
Comfort Station Study:
Mr. Carroll said that we are looking to schedule a stakeholder’s visionary meeting about the Comfort Station on December 17, 2015. Mr. Carroll asked if he should reach out to Martha’s Vineyard Commission or a community member to help facilitate both visionary plans.
Planning Board Vacancy Update:
Mr. Doty recommended having the Planning Board join the Selectmen on December 15, 2015 to discuss the applications for the position on the Planning Board. Mr. Carroll will reach out to the Planning Board and facilitate posting a joint meeting during the Selectmen’s regular meeting scheduled for December 15, 2015.
Mr. Rossi recommended moving to Executive Session to discuss litigation strategy. The Tri Town Ambulance Committee will be attending the Executive Session along with Tim Carroll and the Selectmen. (The Executive Session will commence in downstairs office) and to return to regular session upon completion of the litigation strategy. Mr. Doty seconded the motion.
SO VOTED: 3 Ayes
Roll Call: Jonathan Mayhew: Aye, Bill Rossi: Aye, Warren Doty: Aye
At 8:19 PM Selectmen returned to regular session.
Public Safety Building Site Committee (PSBSC):
Mr. Carroll discussed the timeline for purchasing the property for our Public Safety Building and the process going forward for planning and uses. Mr. Carroll said that the PSBSC will be meeting tomorrow along with Selectmen to receive the news and move forward with the process.
Special Town Meeting (STM):
Mr. Doty said that the Special Town Meeting is proposed for January 11, 2016. Mr. Carroll discussed the warrant proposed for STM.
Article 1.) To purchase land for purpose of public safety building site $975,000
Article 2.) For design/engineering/OPM for $260,000+/-
Also for consideration for STM will be Bond Counsel Drafts and a Quote for preliminary site Engineering. Selectmen support a plan to have two separate buildings one for Fire Department and one EMS would be in a renovated Cross Road Fire Station. Mr. Doty recommended 2 small building committees each with a BOS member on each board; One for EMS and One for Fire Station. Extensive discussion ensued.
Mr. Doty moved to accept the quote from Vineyard Land Surveyors for the site plan preparation of 399 Middle Road:
Office research of deeds plans and abutting properties
Flag wetlands (Cooper Environmental)
Locate wetlands, existing structures, improvements, wells and septic systems
Topographic survey
Computation and drafting of site plan at a cost of $ 3,500-4,000
Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Menemsha Shell Lot:
Mr. Carroll said that he and Chairman Mayhew attended a ConCom meeting concerning the “shell lot” turnaround in Menemsha and were given the initial go ahead at that meeting.
Mr. Carroll has since reached out to Vineyard land Surveying (VLS) and John Keene Excavation to work this project. Mr. Rossi moved to submit this plan to the ConCom for a Notice of Intent. Mr. Dory seconded the motion. SO VOTED: 3 Ayes
Mass. General Law Chapter 268A:
Conduct of Public Officials and Employees - Section 19 Municipal employees, relatives or associates; financial interest in a particular matter. Mr. Carroll said that the Selectmen signed this form he submitted two weeks ago but wanted to make sure it is acknowledged in the minutes for tonight. This relates to the proposed purchase of 399 Middle Road for the Fire Station / Public Safety Building.
Tax Rate:
Mr. Carroll said that the Chilmark tax rate has been set for $ 2.71 and that tax bills will be mailed out by the end of December.
HRS:
Mr. Carroll asked for Mr. Mayhew to report on his negotiations with HRS who the Selectmen hired to complete a Compensation Study and Classification Plan. Chairman Mayhew said that he negotiated the $4,000.00 remaining invoice to $2,000.00 and both parties agreed to not speak negatively of each other.
Mr. Carroll worked on a timeline of the project so far and some questions to bring to the Chilmark Human Resources Board at their next meeting. Mr. Rossi said he would share this information with the HRB December 3, 2015 and ask for their recommendations.
Dukes County Updates:
Mr. Carroll discussed a meeting he attended that the County had all town administrators attend concerning certain organizations for the community. Mr. Carroll said that the Center 4 Living is hiring 4 full benefited pattime employees. Also First Stop has an increase cost to their admin who mans the telephones and helps answer questions. Discussion ensued concerning the cost of the added elder services for the island towns and how to explain the costs during our FinCom budget hearings.
Cape Light Compact:
Chairman Mayhew asked to see minutes from the CLC meeting to review, prior to responding to the letter from Harwich.
At 9:10 PM Mr. Rossi moved to adjourn, Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase. Approved 12/15/15
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