Chilmark Board of Selectmen July 19, 2016 Meeting Minutes
Present: Chairman Warren Doty, Bill Rossi, Jim Malkin, Tim Carroll, Carrie Cioffi, Bryce Cioffi, John Armstrong, Barbara Armstrong, Richard Andre, Chuck Hodgkinson,
Margaret Maida, Jennifer Christy, Diana DeBlase, Chilmark Police Department; Police Chief Brian Cioffi, Sargent Jonathan Klaren, Detective Sean Slavin, Officer William Fielder, Special Officer Tim Carroll, Special Officer Bret Stern, Special Officer Jack Collins, Special Officer John McCarron, Special Officer Whitney Hyde, Special Officer Andrew Downs, Special Officer Kyle Sutherland, Traffic Officer Pierce Harrer. The following officers were not in attendance Officer Jesse Burton, Special Officer Marshal Carroll, Special Officer Matthew Bradley, Special Officer Edward Andresen, Trafic Officer Nicole Whitney.
At 5:00 PM Chairman Doty called meeting to order in the Selectmen’s Meeting Room.
Minutes: Draft minutes from July 5, 2016 were postponed till the Selectmen’s 7/19/16 meeting.
Chairman Doty said that there will not be a joint meeting tonight with the Chilmark Finance Committee (FinCom) because we do not have a quorum for the FinCom.
Film Request:
Chairman Doty said that a film company sent a request that did not get into the agenda but we will address this now. Mr. Doty asked for an outline of this request from Mr. Carroll.
Mr. Carroll said that HGTV / Left / Right LLC have sent a request to be permitted to film reality TV “Island Life”. They are requesting to film on Lucy Vincent Beach 08/04/16 & 08/07/16 and also Menemsha Beach the same dates.
Mr. Malkin moved to not approve this request, Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
State Primary Election Warrant:
Town Clerk submitted the September 8, 2016 State Primary Warrant for the Selectmen to sign.
Mr. Rossi moved to approve and sign the September 8, 2016 State Primary Warrant. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Police Appreciation & Recognition:
Chairman Doty said we will have a serious moment to recognize and honor our police force. Chairman Doty asked all of the officers to step forward. Chairman Doty said across America folks are very concerned with the gun violence; it’s on everyone’s mind what has been happening to police officers in our country. Chairman Doty said this is a special time to be a police officer.
Mr. Malkin said this is a horrific time in this country for lots of people. If you put on a uniform to go to work or if you just go to work there are concerns of your safety and the people you serve. This is very unsettling and is a frightening situation and a difficult time, we support you and your service here.
Police Appreciation & Recognition Continued…
Mr. Rossi said looking at each of you (officers) I feel each of you are a friend and I am lucky to live in a community where I can feel that way. Mr. Rossi said he appreciates all of the officer’s evenhanded approach to policing. Mr. Rossi said appreciates and admires how the entire Chilmark police department treats everyone equally.
Chairman Doty thanked the police department for being smart, strong and thoughtful.
Chief Cioffi said that this police department functions like a family. We don’t distance ourselves from our community; we are part of this community. Chief Cioffi thanked the Selectmen for this recognition. Applause from all of the community present at the meeting
Squibnocket Beach:
Chairman Doty said we have been having difficulties with tourist vans coming down the road into the Squibnocket parking lot and disrespecting the guards. Margaret Maida (member of the Beach Committee) said Clarissa Allen (acting Chairman of Beach Committee) called a tour company today very upset that they will not respect the guards request to stop coming in.
Ms. Maida said Clarissa Allen was unable to attend tonight but said the company she called responded polity and apologetically and Ms. Allen hoped that was sincere.
Police Chief Cioffi has contacted 4 of the 5 companies by telephone and stated that the lot area is not permissible. The Chilmark police department will ticket up to $250.00 if violations continue and will charge violators with trespassing. Mr. Malkin asked what the guards should do if a tour van violates our request. Police Chief Cioffi said the (beach) guard is to take the license plate numbers down (photo works well) and then call the police department. Chief Cioffi said he also spoke to the van companies about Menemsha area and recommended they drop the folks off and use our satellite parking (Tabor House Road Parking lot) until their clients want to be picked up at an arrange time.
VTA Bus Report:
Mr. Carroll said that the VTA is not present to report on ridership. Barbara and John Armstrong both said that was the reason for them attending this meeting as it was on the agenda. Barbara Armstrong reported her findings after observations and questioning drivers directly. Ms. Armstrong said 628 times a week buses come through Menemsha. The buses are almost always empty. Mr. & Mrs. Armstrong recommend fewer busses it is a waste of tax dollars. The noise pollution from the busses is keeping them up and waking them up at night. Who is riding the bus at 12:20 AM? The buses that the VTA is bringing into Menemsha are too big, smaller and less frequent is recommended.
Chairman Doty said we will get materials for review from VTA for the Selectmen’s August 2, 2016 meeting.
Vineyard Power - Update on Offshore Wind Energy Projects:
Director of Vineyard Power Richard Andre presented an update on the offshore wind power project. Mr. Andre gave an outline of what Vineyard Power has done in the area in photo voltaic projects. They (Vineyard Power) have partnered with Off Shore MW in securing a lease for an offshore wind project.
Vineyard Power - Update on Offshore Wind Energy Projects Continued…
Mr. Andre said they are getting actively involved with this project. Vineyard Power recommended and got the project to move farther offshore from 9 to 12 nautical miles and to be less expansive (half the original expanse) proactive in the sensitive habitats and fishing industry.
Mr. Andre gave an outline of the leases and developers.
- Deep water Wind
- DONG
- Off Shore MW with Vineyard Power
Each developer has been given 5 years to develop their lease site but must show progressive development. At this time the lease holders are in the second year of their lease and are about to begin survey work which is the first site specific work that needs to be done, the dates are this September and October. There will be two types of surveys done; Geophysical and Geotechnical.
The survey will be bathymetry and shallow x-ray penetration to see what is under the ground floor. Mr. Andre said this survey will help decide if this site will be developed.
Chairman Doty asked what size the turbines would be and how many would be in a site. Mr. Andre said these would be 3 times the size that Cape Wind proposed. Off the surface of the ocean the turbines will be 500 feet tall equivalent to a 50 story building. Approximately 60 to 70 of these turbines would be added to each site for 4 years.
Ms. Armstrong asked if there was something discovered in the survey that would keep them from building the windmills. Mr. Andre said he did not have the answer to that question, but his assumption is the survey will tell them what kind of base / foundation would be needed for the structures. Ms. Armstrong also asked if they (companies that want to build the system) study the historic weather patterns. Mr. Andre said that would be the following step on a return report to the Selectmen the wind speed and wave height historical weather study.
Mr. Andre said this power project would bring high paying skilled jobs to the Island. The training would be at Mass Maritime and Cape Cod Community College and hope to have something for the MVRH in the future. Ms. Armstrong asked where the service station would be.
Mr. Andre thought the right spot is by Packer wharf in Vineyard haven. They would need to dock the service vessels and a mechanic shop and a station as well for running the turbines.
Mr. Hodgkinson asked if the transmission cables would be buried under the seabed. Mr. Andre said yes, the location of the connection site has not yet been determined but they have looked at an old coal plant in Summerset also Sandwich and a couple of locations in Falmouth.
Mr. Andre said they (Vineyard Power) will be hosting another Electric Car test drive day this Saturday July 23 from 9:00 AM - 12:30 PM at the Down Island Cronig’s Market.
Eversource - Tree Cutting Update:
Chairman Doty asked Mr. Carroll to report where we are at this time concerning tree cutting by the utility company. Mr. Carroll said that Eversource communicated with the tree warden, saying they were going to come and paint the trees, and then walk the trees with the tree warden. The tree warden can either approve them or deny them or bring it to the Selectmen for discussion.
Eversource - Tree Cutting Update Continued…
Chairman Doty said that trees in Chilmark have been marked with blue tape and are the trees that Eversource has identified to be cut. Home owners will be notified by Eversource directly and if they don’t want tree cut then they should not sign the paperwork. Mr. Carroll said he recommended the tree warden involve the Selectmen. Ms. Maida said that the tree trimming that Eversource has done in the past few years has really helped with reducing the power outages.
Polly Hill Taking Samples on Chilmark Town Property:
Chuck Hodgkinson said he was presenting this on behalf of Tim Boland who could not attend this meeting tonight. Mr. Boland director of Polly Hill Arboretums is reaching out to all Island towns and Conservation Commissions to get formal permission to collect plant specimens on town owned land to continue to document the flora on Martha’s Vineyard and Dukes County.
Mr. Malkin moved to approve this proposal, Mr. Rossi seconded the motion.
SO VOTED: 3 Ayes
Application of grade increases-Staff- Human Resources Board (HRB):
Chairman Doty said there is a question concerning Human Resources Board and the regrading employee positions policy. Mr. Carroll said that the Personnel Board (Human Resources Board) met last week and discussed the issue, as a result of that vote I sent you a memo recommending that you authorize paying the two positions that were discussed at that meeting retroactively.
Mr. Carroll said that the HRB has also sent a memo to the Selectmen with a recommendation but then sent a second one for discussion at their next meeting. Mr. Carroll said that he is unclear about what that recommendation is at this time.
Mr. Malkin said he spoke with Jennie Greene who was unable to attend tonight, but told him she has reviewed our bylaws regarding this issue and has since come up with an alternate proposal that she wants to discuss at the next HRB meeting. The proposal will be what the process should be going forward on the increases after a grade evaluation / re-grading process.
Mr. Malkin said that the HRB (at their last meeting) wanted to be fair to the employees that had been regraded and also be fair to the town’s budgeting process.
Mr. Rossi said he would like to have a regrading season. Mr. Rossi suggested 2 months in the fall, then the Selectmen would approve and then the budget process would proceed as we always have in December through February.
Jennifer Christy spoke advocating for retro pay for the Tax Collector & Administrative Assistant to the Selectmen / Receptionist from January 1, 2016 to July 1, 2016, they were regraded over 8 months ago. Ms. Christy said she supports a regrading season so that the departments can properly budget any changes. Ms. Christy said as the administrative support for the HRB she could promote the change in policy if one is made to all of the department heads. Ms. Christy said this plan would not work for when an employee leaves a position.
Mr. Rossi said he expects that we will be getting some results soon on the Compensation Study.
Mr. Malkin said that the HRB has had some difficulty collecting data from the town of Tisbury.
Application of grade increases-Staff- Human Resources Board (HRB):
Mr. Malkin asked Mr. Hodgkinson to speak as the former employee representative on the HRB.
Mr. Hodgkinson said our policy has been a little messy. When a position was regraded and brought to the Selectmen, the Selectmen moved to bring this through the finance budget procedure. But the HRB never adopted the policy into their procedures manual that regraded positions pay increases start the following fiscal year.
Mr. Hodgkinson recommended working on a policy that considers the seasonal departments that work in the summer only, or have a busy season. Mr. Hodgkinson said this time table maybe longer but to implement a deadline of November 30 for all approvals. Mr. Hodgkinson said the COLA is set at this time and to have a onetime approval of all changes to the budget being submitted once for the Selectmen to approve prior to printing our budget books for FinCom hearings.
Mr. Hodgkinson said as far as the 4 positions regraded recently they should be compensated fairly referencing past practices and then we should move forward with a procedures manual bylaw amendment.
Chairman Doty asked if a motion would be made at this time.
Mr. Malkin said he would make a motion but his concern is and he would like this on the record:
If we change the policy formally, this doesn’t lead to “wholesale effort” to regrade positions every fall. We have a compensation study that is being completed and there are step increases and only when a job changes is it regraded. Mr. Malkin said he is concerned that when this policy goes into effect it will be opening the door to that issue.
Mr. Malkin moved to retroactively pay the Tax Collector and the Administrative Assistant to the Board of Selectmen / Receptionist from January 1, 2016 - July 1, 2016. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Chairman Doty said the HRB will return to the Selectmen with a procedure policy recommendation and follow through with adoption into the procedures bylaw. Chairman Doty said he attended a HRB meeting during a position grading process and would like to say it was a very organized structure that impressed him. Mr. Rossi said it is a good system. Chairman Doty agreed it is a good system we just need to know when to apply it.
David Crohan Concert / Chilmark Community Center:
Chairman Doty said the Selectmen’s office received a request from David Stanwood on behalf of David Crohan to hold a concert (Mr. Crohan is a pianist) with cellist Joel Krosnick and to raise money (donations only) for Island Elderly Housing.
Mr. Rossi moved to waive the rental fee and approve this event for August 21, 2016. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Lift Inspections:
Mr. Carroll said that legislation was just passed (a request we sent in years ago) so that we will have our lift inspected every 2 years instead of every year. This saves the town approximately $1,400.00 every other year.
Menemsha Floating Dock update:
Mr. Carroll said that we have advertised in the newspaper and the Central Register. Mr. Carrol said we have a company who has expressed interest in bidding to make the concrete floating dock and another company interested in installation of the dock.
Highway Chapter 90 Funds:
Mr. Carroll said that the Middle Road paving project went over budget by $28,200 and he has contacted the State DOT to request more funds to cover the overages. Mr. Carroll said the State DOT recommended to petition for more funds. Mr. Rossi moved to petition for this funding.
Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Chairman Doty said this project went very well and he would like to say our Superintendent of Streets Keith Emin did a very fine job in seeing this project through.
Mr. Carroll said that signs for “no shoulder” have arrived and will be utilized in the area by the Keith field.
Chairman Doty said on the topic of signs the Comfort Station did not have the no litter signage we approved, and would like to have them installed.
Chairman Doty asked if there were any other items to come before this meeting. Margaret Maida said she had a question but it is for the FinCom she thought were to attend tonight. Ms. Maida said the town ordered 2 bicycle racks for public to use in Menemsha Beach area but the Beach Committee did not budget for this purchase and asked if town could fund them. Chairman Doty said yes we will.
CCC Vestibule:
Chairman Doty said that the vestibule project will need some additional changes. Mr. Carroll said that the Town Affairs and Chilmark Community Center Advisory Committee met last week and voted to move the vestibule back outside of the building. Mr. Carroll said that the Town Approved at Town Meeting for an interior vestibule but the Selectmen could approve this appropriation with a slight geographic change (different location). Mr. Carroll said that building inspector Jason said that that the access ramp will need to be moved as well with an exterior vestibule.
Mr. Malkin moved to advise the Chilmark Community Center Advisory Committee to continue moving forward on completing the vestibule project with the changes discussed tonight.
Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Carroll said that the interior sliding doors in the Community Center are still on schedule to be constructed and installed beginning August 25, 2016.
At 6:25 PM Mr. Rossi moved to adjourn, Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase
List of Documents at Meeting:
- September 8, 2016 State Warrant
- Letter from Chilmark Selectmen’s Office to Eversource regarding tree cutting
- Response letter from Supervisor Massachusetts, Vegetation Management
- Email from Vineyard Power to request speaking about Offshore wind power
- Email from David Stanwood representing David Crohan requesting Playing a concert to benefit Island Elderly Housing
- Email from Tim Carroll to recommend retro payment to Tax Collector & Admin. Asst to Board of Selectmen
- Memo from Chilmark Human Resources Board recommending when position is regraded that an employee not have to wait more than 6 months
- Middle Road paving project budget and actual expense comparison
- Menemsha Water Company shareholder’s meeting announcement
- DMF notice about inspection of 1/3 of the aquaculture program in Menemsha Pond
- DMF notice about each survey of the 4 new aquaculture grants
- Clean Vessel Act federal fund awarded for FY17 for Pump-out station
- Transportation public meeting notice 07/21/16
Approved 08/02/16
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