Chilmark Board of Selectmen January 19, 2016 Meeting Minutes
Present: Chairman Jonathan Mayhew, Bill Rossi, Warren Doty, Tim Carroll, Steve Broderick, Tim Broderick, Melanie Flanders, Carl Flanders, David Norton, Clark Goff, Ben Retmier, Dennis Jason, Liz Gude, Tim Rich, Cody Coutinho, Clarissa Allen, Lizzy Kent, Jason Everett Poole, Lisa Burkin, Brian Cioffi, Edie Prescott, videographer from MVTV.
At 5:02 PM Chairman Mayhew called the meeting to order in the Selectmen’s Meeting Room.
Minutes:
Draft minutes from the January 5, 2016 Selectmen’s meeting 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 the January 12, 2016 Selectmen’s meeting were reviewed. Corrections were made. Mr. Doty said that the section that the Selectmen and FinCom shared was complete and the visionary part of the meeting will have a transcript for the record. Mr. Rossi moved to approve the minutes as corrected, Mr. Doty seconded the motion.
SO VOTED: 2 Ayes 1 Abstain Mr. Mayhew was not present
At 5:10 PM Chairman Mayhew opened the public hearing concerning the Aquaculture Shellfish Grant Transfer. Mr. Doty described the proposed transfer of Emmet Carroll’s grant to Melanie Flanders.
Melanie Flanders gave a brief outline of the plans she had for this Oyster propagation grant if the transfer goes through. Both Tim and Steven Broderick spoke in support of this transfer, and said they would help her anyway that they can.
Chairman Mayhew asked if there was any more comment prior to closing the public hearing. There were no other comments made. Mr. Doty moved to close the public hearing, Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Rossi moved to approve the application from Ms. Flanders and award a transfer of the Oyster Grant from Emmett (Marshall) Carroll. This grant was originally permitted in 2002 to Mr. Carroll for a 100ft x 100ft. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Mr. Doty gave an update on where we are with the 4 additional Oyster Grant sites. The Division of Marine Fisheries has surveyed and approved the 4 sites. The next steps are to accept applications from residents who are prepared to actively manage oyster propagation in the Menemsha Pond Oyster Grants. After the applications have been reviewed by the Selectmen there would be public hearing posted and grants would be assigned.
Mr. Doty moved to post a public hearing in the beginning of March to discuss and appoint grants. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Public Safety Building Site Committee Update:Mr. Rossi gave an outline of the most recent developments concerning the PSB for our Fire Department & Tri Town Ambulance.
Public Safety Building Site Committee Update Continued…
The Committee reviewed the site survey and feasibility study with recommendations from Ross & Pacheco Architects. One recommendation was to scale down the size of the structure (on 399 Middle Road property) to house a standalone Fire Station. The size of this structure would be 7,627 square feet. This option recommended demolishing the existing Cross Road Fire house and building an up to code facility for the Ambulance Department keeping the footprint with approximately 3,000 square feet.
The second option was to house the two departments together on the 399 Middle Road lot with a total square footage of 10,418. .
Ms. Allen recommended having pricing options for the town on the different options that are being proposed.
Extensive discussion ensued. Mr. Doty said that the town has received a very professional feasibility report from a company that has built many fire stations and emergency buildings. From the study it has become clear that this project is going to cost an estimated $4,000,000.00 the question is doe the Town of Chilmark want to do this. Without enthusiasm from all parties on moving forward with the property on middle road it would be hard to convince spending this kind of money.
Tim Rich said there is a third option to take land through eminent domain. More discussion ensued. Mr. Doty said bringing this to Town Meeting is premature without a clear plan and support from the department. Mr. Rossi recommended that the PSBSC meet again before the next Selectmen’s meeting and to return to the Selectmen to determine a warrant for Special Town Meeting.
Chilmark Community Center (CCC):
Clarissa Allen said she is here tonight to ask the Selectmen to waive the rental fee for the CCC for a 2 day fundraising event Friday the 29th and Saturday the 30th of January. This event is for her friend Lizzy Kent’s father, an island artist Doug Kent who is facing some serious health and housing problems.
Mr. Doty stressed that the Center is cleaned in preparation for a scheduled Memorial on that Sunday. Lizzy Kent assured the Center would be very clean prior to them leaving Saturday evening. Mr. Rossi moved to approve this event and to waive the rental fee. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Chairman wished them success in this event and asked Lizzy to say hello from him.
Harbor Department:
Harbormaster Dennis Jason asked for the Selectmen to decide on policy regarding the letter submitted by Everett Poole. Mr. Poole’s letter was submitted with his annual slip fee. Mr. Poole submitted a letter along with 2 checks (his regular slip fee divided in half) the letter asked if the slip fee would be reduced since the slip was reduced in width.
Chairman Mayhew asked Mr. Jason his thoughts. Mr. Jason said he recommends considerable thought as any changes made to the slips may set precedence.
Harbor Department continued…
Mr. Jason recommended in the future possible taking away this smaller slip entirely and re-measuring the commercial slips equally. Chairman Mayhew said boats are getting wider. The North side of the commercial slip dock especially.
Mr. Doty said when we have an opening on that commercial dock it should not be filled by the next person on the list but to correctly align the width of the existing commercial slips (doing away with the smaller slip altogether). Mr. Doty said the slip that Everett Poole has now should be classified as half-slip and when he no longer utilizes it we will realign the slips.
Mr. Doty moved to have a temporary $200.00 slip rate and to do away with slip altogether when Everett is finished utilizing it. Mr. Doty added if any Commercial slip becomes vacant we will subtract a slip and realign all slips rather than appointing to the next person on the waitlist Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Tri-Town Ambulance:
Mr. Carroll said Ambulance Chief Ben Retmier was hoping that the Tri-Town Ambulance Committee (TTAC) would have had a chance to meet prior to tonight’s Selectmen meeting to recommend appointing a Deputy Chief and a fulltime Paramedic. The TTAC will be meeting 2/3/16. This item will be tabled till a later meeting.
Chief Retmier requested the Selectmen appoint Allison Graczykowski (clerical 20 hour week position) and Jason Blandini (paramedic) as permanent employees as they have passed the 6 month initial evaluation requirement. Mr. Doty moved to approve the recommendation. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Community Preservation Committee (CPC) Appointment:
Lisa Burkin is present to request being appointed to the vacancy on the CPC. Mr. Rossi spoke in favor of Ms. Burkin becoming a member of the CPC. Mr. Rossi moved to appoint Ms. Burkin to the CPC, Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Mr. Carrol advised Ms. Burkin see the town Clerk and be sworn in.
Shellfish Update: Mr. Doty said the Shellfish advisory Committee will be meeting soon and Shellfish Constable will return with recommendations for the Selectmen to consider.
Chilmark Community Center Restoration & Projects Timeline:
Mr. Doty said the new vestibule is scheduled to begin soon and asked for the timeline of this project. Mr. Carroll said that the IFB is released 1/20/16 with bids due 2/10/16. The construction is expected to be completed before Annual Town Meeting 2016.
Mr. Doty asked where things stand with the tennis shack project. Mr. Carroll said he has not had any updates on that project but the drainage project has been moving forward and he had been reassured the pipe he was concerned about (that had gotten broken during the project) will be replaced.
Menemsha Comfort Station:
Mr. Doty said the Selectmen hosted a visionary session and asked what the next step is. Mr. Carroll said engineer Kent Healy sent a recommendation in writing saying to add waterless urinals to the male side and toilets to the female side with a mind to renovations and not tearing it down to build a new station. Selectmen said they had not seen the letter from Mr. Healy.
Mr. Doty recommended a cleanup plan for this spring to be able to use the station this summer.
Mr. Rossi recommended seeking architectural recommendation to move forward with plan in the fall. Mr. Carroll recommended getting a surveyor similar to what you do to a boat get a home inspector. Mr. Rossi said he can supply some names for home inspector tomorrow for this.
Mr. Doty said special cleaning and painting would be important to complete prior to this summer. Mr. Carroll said that the contract for the Comfort Station is up for bid and he will request a bid for 1 year contract.
Menemsha Pathways:
Mr. Doty said that we had a well-attended visionary session with recommendations from folks regarding the Menemsha area pedestrian paths. Mr. Carroll said since that meeting he has gotten together with our Highway Superintendent Keith Emin and are seeking quotes from contractors to widen Basin Road (3 foot pedestrian walkway on the west side of Basin Road). Mr. Doty asked for a timeline for the road widening and bus turnaround project. Mr. Carroll will bring warrant article drafts to the next Selectmen’s meeting (2/2/16):
- New Board walk $15,000
- Keene Excavation for shell-lot turnaround
- Extending parking lot 2 areas
- Widening Basin Road
- Painting pedestrian path
Van Tour Company Request:
The Selectmen have received a written request for permission to operate a van tour company in Chilmark. Dolores Borza submitted materials for this agenda. Mr. Carroll said he intended to let Ms. Borza know that Chilmark Selectmen have not been in favor of permitting tours, as we have been having some difficulty with the companies that are already coming to Chilmark.
Mr. Carroll said the Selectmen’s office would have to post for a public hearing for a street license process. Mr. Carroll asked if the Selectmen would consider a moratorium for a few months to work on the problems we have been having with the current companies issued street licenses. Chairman Mayhew requested that the van companies need to have updated street licenses with our town and to comply with the rules we have established.
Mr. Doty recommended a management plan be reviewed and approved. Chairman Mayhew said that touring the cemetery is not going to be permitted.
Van Tour Company Request Continued…
Police Chief Brian Cioffi asked if the Selectmen would consider banning the Tours entirely during the summer months. Mr. Doty said this would be considered. Mr. Cioffi said he would
support that. Discussion ensued.
Mr. Doty recommended not permitting any street licenses till any problems we have been having are corrected. Mr. Carroll will contact Ms. Borza and let her know the Selectmen are not considering her request at this time.
Annual Town Meeting Warrant Articles:
Mr. Carroll gave an update of the articles to date some of them have already been discussed tonight. The wording for the banning of plastic bags has been received and will be included in our warrant. Mr. Doty said a beer and wine permit petition will also be on the ballot, discussion ensued. Selectmen directed Mr. Carroll to review the petition with Ron Rapport prior to finalizing the ATM warrant.
Mr. Carroll discussed the Selectmen’s plans for the Vineyard Transit Authority Sunset Bus schedule for this coming season. Selectmen have requested a second bus and extending the season for this bus. Mr. Carroll will connect with Angie Grant (VTA Director) and request estimate cost for the additions.
Mass. Estuaries Project April 2016 Extension Request:
Mr. Carroll said with the Menemsha Pond dredging project has added to data changes that may be important to add to our report. Mr. Doty moved to extend this MEP till June 30, 2016. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Historical Commission Appointment Request:
Mr. Carroll said Historical Admin. Chuck Hodgkinson sent notice to the Selectmen’s Office stating Stephen Flanders would like to be appointed to the Historical Commission.
Historical Commission Appointment Request:
Mr. Doty said he would have liked to have Mr. Flanders come to this meeting in person. Mr. Rossi said Mr. Flanders would be a good addition to the Historic Commission. Mr. Doty moved to appoint Mr. Stephen Flanders to the Historical Commission. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Human Resource Board:
Selectmen reviewed the proposed plan the HRB drafted at their January meeting. Mr. Rossi said that committee and employees that were at the meeting supported this plan. Mr. Rossi moved to sending a memo to the HRB endorsing this plan and that the Selectmen are looking forward to the results when they become available. Mr. Doty seconded the motion. SO VOTED: 3 Ayes
Correspondence:
Mr. Carroll said that Lev Wlodyka sent a written request to be considered for a Menemsha Lot or a Shack. Mr. Carroll said he told Mr. Wlodyka there were none available at this time.
Correspondence continued…
Mr. Carroll said that Captain James Morgan sent a letter into the Selectmen’s office with his thoughts concerning the Menemsha plans.
Mr. Jessie Burton sent in a letter asking to be considered for an Oyster Grant. Mr. Carroll said he will be sure to notify Mr. Burton when we post a public hearing.
Mr. Carroll said Town Counsel sent a case decision concerning a CPA case that the town of Norwell was required to pay back the funds as it was a project that was a shared interest instead of just recreational use.
Mr. Carroll reminded the Selectmen that the MMA (Mass Municipal Association) annual meeting was coming up and to attend if they would like.
Mr. Carroll said the Selectmen’s office received a letter from an abutter to the Squibnocket Project asking if the Selectmen would pave the lot. Mr. Carroll said he forwarded the letter on the Conservation Commission. Mr. Doty said he would go to the ConCom meeting to follow-up.
Mr. Carroll said that Mr. Bunker has submitted a letter of resignation as Cemetery Commissioner.
Mr. Carroll also said that Jane Slater (who has served as a commissioner before) offered to serve again. Chairman Mayhew was in favor of this appointment. Mr. Carroll said he would post a joint meeting of the Cemetery and Selectmen at the FinCom Budget hearing to allow Selectmen and Cemetery Commission to approve this appointment.
Mr. Carroll outlined the Budget Hearing agenda for the Selectmen FinCom joint meetings.
At 6:40 PM Mr. Rossi moved to adjourn. Mr. Doty seconded the motion SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase. Approved 2/15/16
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