Chilmark Board of Selectmen December 15, 2015 Meeting Minutes
Present: Chairman Jonathan Mayhew, Bill Rossi, Warren Doty, Tim Carroll, Janet Weidner, Richard Osnoss, John Flender, Joan Malkin, Samantha Look, Chuck Hodgkinson, Sally Davis,
Meg Rehrauer, Mark Haley, Everett Poole, Jay Lagemann, Jessie Keller, David White, Linda Thompson, Nan Doty, Jennifer Christy, Jessica Bradlee, Heather Quinn, Jim Malkin, Jane Slater, Betty Martin, Walter Wlodyka, Brian Cioffi, Nan Doty, Reid Silva, Max McCrery, Melanie Becker, Jane Greene, Steve Flanders, Kay Matschullat, Steve Hutchinson, David Norton,
Rob Hannemann, Edie Prescott and Alex Elvin.
At 7:01 PM Chairman Mayhew called meeting to order in the Selectmen’s meeting room.
Minutes:
Draft minutes from December 1, 2015 were reviewed, corrections were made. Mr. Rossi moved to approve minutes as corrected. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Draft minutes from December 8, 2015 joint meeting with Aquinnah and Tribe were reviewed, corrections were made. Mr. Doty moved to approve minutes as corrected. SO VOTED: 3 Ayes
The Planning Board and Selectmen opened their joint meeting to review two applications for a single appointment to the Planning Board. Chairman Mayhew said that the vacancy is from the passing of Dan Greenbaum; this appointment is open through April Annual Town Meeting. Mr. Osnos said they have two good interested persons for this position. Mr. Osnos said that the Planning board members met both Peter Cook and Chris McCloud and either would be welcome members and whoever is not appointed tonight is encouraged to run for the position at our Annual Town Elections.
Mr. Rossi moved to appoint Chris McCloud to the term vacated by Dan Greenbaum. Mr. Doty seconded the motion. SO VOTED: 3 Ayes Selectmen / 4 Ayes Planning Board 3 not present
Ms. Malkin said that you did not have to be a Planning Board member to be on the Planning Board Sub-Committee and encouraged the other candidate to become involved in the subcommittee.
Goldberg –Peaked Hill Road Relocation:
The Goldberg’s have sent a plan and request approval to move Peaked Hill pavement slightly easterly to allow for plantings to shield the 18 Peaked Hill Road property from the road. Discussion ensued. Mr. Doty said this is only moving the road 9 feet he reviewed all plans and did not have a problem approving this request. Mr. Doty moved to approve. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
The Yard / Annual Fundraiser:
Jessie Keller and David White were present to ask Selectmen to waive the Community Center rental fee. The Yard is holding their annual Community Dance and Fundraise Chilmark February 6, 2016. Mr. Doty moved to approve the Yards use of the Community Center and waive the rental fee. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Martin & Wlodyka Access Request:
Betty Martin and Walter Wlodyka are present to ask the Selectmen to approve accessing 73 Tabor House Road through Middle Line Road. Mr. Rossi said he is hesitant to approve this without seeing plans. Ms. Martin and Mr. Wlodyka were asked to return with plans to tonight’s meeting.
Martha’s Vineyard Commission (MVC):
Joan Malkin was present to request to be reappointed as the Chilmark representative on the MVC. Mr. Doty moved to reappoint Joan Malkin the MVC. Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
Ban Plastic Bags Proposal:
Ms. Malkin introduced Samantha Look of the Martha’s Vineyard Conservation Society (Ms. Malkin is also on the MVCS) presented a proposal for a plastic bag ban. Ms. Look explained this is at a point of sale location only (checkout line). Ms. Look gave a thorough presentation. For a complete description of proposal follow this link:
The MVCS is asking that the Selectmen co-sponsor this warrant article with the Board of Health at the Annual Chilmark Town Meeting. Mr. Rossi moved to support this on our ATM warrant. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Chairman Mayhew said he would like to have balloons banned as well.
Jay Lagemann / Repairs to Swordfish Harpooner Sculpture:
Mr. Lagemann said that 21 years ago for the town tricentenial he created this sculpture. Mr. Lagemann explained the repairs that are needed to preserve this sculpture. Chairman Mayhew asked who was paying for these repairs. Mr. Lagemann said he intends to replace the sculpture with a duplicate made in bronze. Total cost for this project is estimated to cost about $50,000.00
Mr. Lagemann said he would seek donations to cover costs. Mr. Lagemann said he would appreciate any funds from CPA or Arts Council.
Mr. Rossi moved to approve removal and replacement with a bronze replica. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Employee Compensation / Classification Study Request:
Selectmen reviewed a letter from a number of Chilmark Town Employees regarding following through with the Compensation / Classification Study. Mr. Malkin Chairman of the Chilmark Human Resources Board (HRB) said that the HRB submitted a memo to the Selectmen and asked that be addressed at this time. Discussion ensued.
Chuck Hodgkinson was asked to speak (by Mr. Rossi) as the employee representative member on the HRB. Mr. Hodgkinson recommended differing any action till after the next HRB meeting January 7, 2016. Mr. Rossi moved to approve and support Mr. Hodgkinson’s recommendation.
Employee Compensation / Classification Study Request Continued:
Mr. Doty seconded the motion. Chairman Mayhew asked if there were any other comments. Tim Carroll said it is important to move forward with completing this study as it has been 17 years since Chilmark has done a Compensation / Classification Study. Melanie Becker (Town Treasurer) said she was not sure what a “hybrid” compensation classification study report Mr. Hodgkinson mentioned is but, the employees were hoping for an independent study. An independent study would go a long way to help employees accept that it was worth waiting so long for.
Chairman Mayhew said an independent study is what the Selectmen always wanted and that he supports an independent study.
SO VOTED: 3 Ayes
Chilmark Town Affairs Committee (CTAC)Summer Program:
Kay Matschullat a representative from CTAC presented a proposal for a replacement of the Tennis Shack and a drainage plan for the CCC area. Steve Hutchinson the tennis instructor and shack planer presented his draft plans. Heather Quinn spoke about the preschool use of the area. Discussion about the poor drainage issue ensued. Reid Sylva discussed the drainage in the area now and had recommendations.
Nan Doty (chairman of the CCC Advisory Committee) asked to sit together with the TAC and plan and talk before any decisions are made. Mrs. Doty recommended having a CTAC member join the CCC Advisory Committee. Ms. Thompson recommended a proper site plan with trees, playground included. Chairman Mayhew recommended sailing and swimming be added to the Summer Program.
Mr. Mayhew moved to direct this plan project to be reviewed by the Chilmark Community Center Advisory Committee (CCCAC). Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Doty moved to accept and approve report and mission from the CCC Advisory Committee (the one they received at their last meeting). Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
Mrs. Doty asked to revise the CCCAC report to say the CCCAC will consist of a minimum of 5 persons (adding the word minimum) Mr. Doty moved adding the word minimum to the CCCAC report. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Wlodyka / Martin Continued:
Betty Martin and Walter Wlodyka returned to the Selectmen with a plan of the land and access road off Tabor House Road property they are interested in purchasing. Selectmen reviewed the materials. Mr. Hodgkinson said that the Middle Line Road Association pays equal parts and if the Wlodyka / Martin access was permitted they would need to amend the road association through town counsel.
Mr. Carroll said the MV Land Bank called today to be part of the plan as they are interested in a trail in that area ( Chilmark gave them the trail option during the MLR Project planning).
Wlodyka / Martin Continued…
Mr. Carroll said legal issue may need to be considered because CPA funds were used for the MLR project. Mr. Rossi moved to support this easement proposal in theory, Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Chilmark Community Center Vestibule:
Mr. Doty requested to move forward with the CCCAC proposal for the vestibule. Discussion ensued. Mrs. Doty asked that the Selectmen approve plans and request they be put out to bid. Mr. Doty moved to approve vestibule plans (design) and to bid the specs for this project. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Chilmark Community Center Advisory Committee (CCCAC):
Nan Doty (Chairman of the CCCAC) requested the Selectmen appoint Nancy Street (member of the CTAC Summer program) to the CCCAC. Mr. Rossi moved to appoint Nancy Street to the CCCAC. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Squibnocket Project:
Chuck Hodgkinson readdressed the draft site plan that the Selectmen reviewed in October of the parking area, skiff launch ramp and causeway. Tonight the homeowners and Vineyard Land Surveying are presenting the final plans for Selectmen to approve. Mr. Hodgkinson said if plans are approved there will be a Conservation Commission public hearing on January 6, 2016 and a
NOI will be submitted if approval is given tonight.
Meg Rehrauer and Sally Davis presented the plans from the Squibnocket Home Owners Association (SHOA). Mark Haley the lead engineer for SHOA was also present for the Overview of Squibnocket Low Causeway & Road Design presentation took place.
Mr. Hodgkinson gave a report on the process that the project will take if the Selectmen approve the plans tonight. Notice of Intent will be brought to the ConCom January 6, 2016 and possibly continue to the January 20, 2016. Then the Martha’s Vineyard Commission will review. The project will then come back to ConCom there will be a 20 day appeal time then ConCom to vote on order of conditions.
Mr. Hodgkinson estimated that the permits will all be in hand by June 2016 to be able to go out to bid. Staging of project estimated starting after Labor Day with construction to start in October. Mr. Silva said that the Massachusetts Historical Commission and the Tribe have found some features that will need protection through avoidance. This is not necessarily a permitting step but a step to consider in the progress of the project.
Reid Silva presented the Towns parking and skiff launch ramp plans. Surface material for the parking lot will be gravel and the cul-de-sac will be asphalt. Mr. Silva gave an explanation of some changes (the cul-de-sac) since the last presentation in October. The cul-de sac was increased from 32 feet to 34 feet since the presentation in October.
Squibnocket Project Continued…
Mr. Silva said this increase to the cul-de-sac size did eliminate a single parking space. Mr. Silva said now the plan has 45 parking places 2 of which are handicap accessible.
Mr. Silva explained that the gravel access and parking lot will also aid in the drainage design. Public Archaeological Laboratory (PAL) has found some items that the Tribe will require we avoid / features that may be an issue. Skiff launch plan was discussed. Dune restoration plan was also discussed.
Mr. Malkin (was chairman of the Squibnocket Project Committee) said this plan that Mr. Silva has presented is essentially identical to the plan Dan Greenbaum created that the Town approved at town meeting.
Mr. Rossi moved to endorse and approve both plans (Causeway & Parking lot with Skiff landing) that were presented tonight for the Squibnocket project. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Coastal Zone Management Grant Update:
Chuck Hodgkinson gave an update to the CZM grant. $280,000.00 FY16 expires this June. Mr. Hodgkinson negotiated $52,000.00 to cover the expenses we will incur in FY16 and will re-apply for FY17 balance we will need. Mr. Doty moved to approve Chairman Mayhew signing the revised CZM contract. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Chairman Mayhew signed the CZM Grant paperwork.
Town Energy Committee:
Mr. Rossi introduced Rob Hannemann who is interested in getting involved with a town energy committee. Mr. Hannemann is sustainable energy professor at Tuffs University for the past 8 years. Is there enough interest for Mr. Hannemann to draft a program for forming a committee?
The Selectmen all are in favor of Mr. Hannemann to draft a plan. Mr. Doty said Chilmark has been working closely with Cape Light Compact (Tim Carroll is on the board of CLC) Mr. Doty is enthusiastic that Mr. Hannemann would be interested in this and looks forward to his plan.
Public Safety Building Site Update:
Mr. Carroll said on December 8, 2015 Selectmen approved study by a consultant with a backup feasibility study. Mr. Carroll said that at that meeting the Selectmen approved spending $10,000.00. Mr. Carroll said the estimate at this time is $11,817.00 Mr. Carroll said that we will need to shave something off of the study to bring it to $10,000.00. Mr. Carroll will ask for less time committed to the study to bring the cost back to $10,000.00. Discussion ensued. Mr. Doty moved to accept this proposal with the reduction in time to keep to the $10,000.00. Mr. Rossi seconded the motion. Mr. Mayhew recommended coming up with the extra funds. Mr. Rossi recommended not skimping on a proper study.
Mr. Doty moved to approve awarding this study to Pacheco Ross Architects and spending up to 12,000.00. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
P & S Extension Request & Special Town Meeting Schedule:
Mr. Doty moved to request an extension to the P & S of 399 Middle Road and to post Special Town Meeting for February 29, 2016. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Selectmen’s Meeting Time Rescheduled:
Mr. Carroll asked for the Selectmen’s Meeting scheduled for January 19, 2016 to start at 5:00 PM and for that date only. Mr. Rossi has an early flight the following morning. Selectmen agreed to this time change.
Tri Town Ambulance:
Advertise for positions of Deputy Chief and Paramedic and to keep the list of applicants to call upon in the event another position opens. Mr. Doty moved to approve this plan and posting. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Selectmen approved the Draft for Human Resource Bylaw amendments and recommended they be on the warrant for the April 25, 2016 Annual Town Meeting.
At 9:43 PM Mr. Rossi moved to adjourn. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase. Approved 1/5/16
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