Town of Chilmark, MA - Selectmen's Meeting Minutes 08/02/16

Selectmen's Meeting Minutes 08/02/16

Chilmark Board of Selectmen August 2, 2016 Meeting Minutes

Joint Meeting with Chilmark Finance Committee & Public Safety Building Site Committee

Present: Selectmen Chairman Warren Doty, Bill Rossi, Jim Malkin, Tim Carroll,

Susan Fieldsmith, Lenny Jason, Ebba Hierta, Janet Weidner, Dennis Jason, Marshall Carroll,

Brian Cioffi, Andy Goldman, Ben Retmier, David Norton, Tim Rich, Liz Gude, Richard Steves,

Karyn Robertson, Rick Salsberg, Alex Elvin and Lynn Christoffers.

AT 5:00 PM Chairman Doty said the posting for the FinCom Joint Meeting with the Selectmen is at 6:00 PM we will hold regular Selectmen’s meeting till then. Chairman Doty called meeting to order in the Selectmen’s Meeting Room.

Minutes:

Draft minutes from Selectmen’s July 5, 2016 meeting were reviewed, corrections were made.

Mr. Malkin moved to approve minutes as corrected. Mr. Rossi seconded the motion.

SO VOTED: 3 Ayes

Draft minutes from Selectmen’s July 19, 2016 meeting were reviewed, corrections were made.

Mr. Rossi moved to approve minutes as corrected. Mr. Malkin seconded the motion.

SO VOTED: 3 Ayes

Rising Tide Fundraiser:

Susan Fieldsmith a board member of the Rising Tide Therapeutic Program presented an alternate advertising to the Selectmen for their August 22 fundraiser they would like to hold at the Chilmark Community Center. The alternate plan is to not focus on the beer tasting event but to focus on what they are raising money for. The original plan was to promote a “Beer Bash” after seeing this proposal Chairman Doty said the Selectmen could not support or approve that event at the Chilmark Community Center.

Ms. Fieldsmith distributed the new posters and said that the alcohol would not be in the advertisements at all. Mr. Rossi asked if alcohol was still intended to be part of the event. Ms. Fieldsmith said yes. And they are intending to have the Mangku Food Truck like the Martha’s Vineyard Film Festival is doing this summer. Police Chief referred to the Massachusetts General Law 138 section 2 “No person shall manufacture, with intent to sell, sell or expose or keep for sale, store, transport, import or export alcoholic beverages or alcohol, except as authorized by this chapter”

Lenny Jason (Chilmark’s zoning officer and building inspector) said that there should not be a food truck with cash sales at the Community Center it is not allowed.

Ms. Fieldsmith said she could not speak for her board and would need to bring the recommendations from tonight’s meeting and return with an alternate plan. Mr. Carroll asked if the Selectmen would move to approve the event if Rising Tide doesn’t have alcohol at this fundraiser. Mr. Rossi moved to approve this event and to waive the rental fee if there is no alcohol. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes

Chairman Doty said that the Chilmark Fireman’s “Backyard Bash” is tomorrow night and asked if parking had been considered. Chief Norton asked Chief Cioffi if they could utilize parking near police station. Chief Cioffi said yes. The community event is tomorrow from 5:00 PM to sunset.

Beach Department Report:

Assistant Beach Superintendent Karyn Robertson reported on the beach season so far.

Ms. Robertson reported that the Lucy Vincent Beach car-lot has been full 6 times. Squibnocket is rarely used; Ms. Robertson said there have been maybe 3 people in the water at any given time. Unfortunately the beach department has had some lifeguards leave before the season end.

Ms. Robertson said because of being understaffed they have pulled the Squibnocket lifeguard to cover Menemsha where there are lots of people in the water.

Ms. Robertson said that they have been having problems with boaters coming into the swim area in Menemsha. To the right where they do not have swim line but it is utilized by a lot of people for swimming. Chairman Doty asked if they needed to put new swim line for that area and another lifeguard. Mr. Malkin recommended the Beach Department look into these suggestions and return with their recommendations for the next season budget preparations.

Mr. Rossi said he had a call from a disgruntled beach employee that the hours are not fairly distributed for the employees and that some guards with more years here are getting more time. Ms. Robertson said that the lifeguards who left did not leave due to that, there was personal reasons and an injury. Mr. Doty thanked Ms. Robertson for this beach report.

Martha’s Vineyard Commission / Artificial Turf:

Chairman Doty said that there is no meeting posted yet for discretionary referral determining if the athletic field project at the High School is a Development of Regional Impact.

VTA Report on Chilmark Routes:

Chairman Doty said the town doesn’t have a report from Vineyard Transit Authority yet, hope- fully for our next meeting.

Squibnocket DEP Appeal:

Chairman Doty said that there has been an appeal sent to the DEP by an abutter to the Squibnocket project. The Squibnocket Farm Homeowners Association filed a request with the DEP to have that appeal dismissed. Chilmark Town Counsel wrote a letter to the DEP supporting the dismissal of that appeal as well.

USCG Boathouse Waterline license - final approval:

Mr. Carroll said this is the final step for approving waterline from fire hydrant outside of Menemsha Market down to the boathouse to replace the line that ties the station to the boathouse. This was approved by the Chilmark Conservation Commission. Mr. Carroll said that review of the Selectmen’s minutes he noticed there was never a motion to approve this license, and requests the Selectmen do so tonight. Mr. Carroll said with the same terms and conditions.

Chairman Doty asked Mr. Carroll to give a description of what the Selectmen are approving.

Mr. Carroll said the USCG had a water line going from the station house to their boathouse; the town gave them permission to put that in on the terms and conditions that the West Dock could tap into it. The USCG is replacing that line with a wider diameter line.

USCG Boathouse Waterline license - final approval Continued…

Mr. Carroll said the USCG intends to trench this line this winter. Mr. Carroll said they have the permits to do this project they now need the license. Chairman Doty recommended a condition that this is done after September 15, 2016. Mr. Malkin moved to approve the license with the added condition recommended by Chairman Doty. Mr. Rossi seconded the motion.

SO VOTED: 3 Ayes

MLR - Rental cabinets:

Mr. Carroll reported that there are some cabinets failing at the rental units in the Middle Line Road Affordable Housing Apartments. The particle board on the cabinet doors is starting to warp and not close properly. Mr. Carroll said the 6 rental units will eventually need cabinets replaced and should be considered for capital improvements in the next 5 years.

Chairman Doty recommended to fix the cabinets at this time and to plan for future replacements.

Temp Tie-up concrete floating dock - delay of IFB 2016-08 & changes to IFB 2016-07:

Mr. Carroll said that he and Dennis Jason and Jim malkin met with contractors on Thursday the 28^th of July. At this meeting the consensus of the pre-bid attendees is the town did not have enough money to do what we want to do. Mr. Carroll said the second thing is that the concrete float engineer will no longer stamp (approve) the design with the greenheart piling not being inside the floating dock. Mr. Carroll, Mr. Jason and our engineer agreed that the hoop exterior would be better for our use. The suggestion at the site visit was to use the builder’s engineered plan with steel pilings instead of the greenheart. The third change is adding a week to the deadline for the installation contractor’s bids.

Mr. Carroll recommended extending the deadline for the Floating concrete dock bids to 4:00 PM August 11, 2016 and extending the deadline for the installers bid to August 17, 2016.

Mr. Carroll said he talked with chairman Doty about the cost increase and how to pay for them. Mr. Carroll’s proposal is a warrant article on the Special Town Meeting warrant requesting additional $35,000 to cover the cost of preparing the site for the floating dock. Mr. Carroll said if the Selectmen wanted to downscale this project they could cut the length of the dock down to 40 feet instead of the 80 feet in the specifications in this project. Harbormaster Jason discussed having two 30 foot sections of floating dock verses 80 feet. Mr. Rossi said that the town needs a plan that an engineer will stamp. Mr. Carroll said that would be moving forward with the steel pilings and extending the schedule.

Mr. Malkin moved to move the deadline dates as specified and to go to Special Town Meeting to seek the funding necessary to complete this dock project. Mr. Rossi seconded the motion

SO VOTED: 3 Ayes

Bulkhead Lot 8A /Lot 9A:

Mr. Malkin made a recommendation to have the Park & Recreation Committee look into this problem that the 2 lots are having with their line delineation. Chairman of the Park & Recreation Andy Goldman said he would be happy to help.

Englander Land Gifting to Town:

Chairman Doty said the Selectmen’s office received a land gift request in addition to the large parcel that was donated years ago by the Englander family. Mr. Jason said he believed that that parcel was intended to be gifted at the time of the original. Mr. Malkin moved to have Town Counsel handle this transaction. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

Scheduling for 2017 :

Mr. Malkin asked to present a plan “Propose we send a note to the following requesting that they meet at a convenient time to work out scheduling for next summer as the wonderful events in Town Center each summer are becoming an issue of public safety, traffic congestion and parking difficulties. This group should provide the Selectmen with an agreed to schedule prior to 31 December 2016.

A representative from each of the following should attend and create a calendar to avoid conflicts for next summer: Library, MVFF, Chamber Music, Summer Program Committee of the CCC, Road Race,

Fireman’s Association and the Chilmark School. “

Mr. Malkin asked if Police Chief Brian Cioffi would head this get together prior to December 31, 2016 and return to Selectmen with their plan. Mr. Rossi seconded the motion.

SO VOTED: 3 Ayes Mr. Cioffi said he would head this group.

Fireman’s Backyard Bash:

Chairman Doty asked how the parking plan for the backyard bash was working out. Fire Chief David Norton said he would be floating to ensure that there will be no problems with parking. Ebba Hierta Chilmark library director reminded folks that the Library has an event that night as well and to please not park in the Library lot till after 5:15 PM.

Fire Tanker / Surplus Designation Timeline:

Fire Chief David Norton said that the 1986 Fire Tanker has served Chilmark well but is becoming not as reliable as we need. Mr. Norton has reached out to other Towns and Forest department to see if they could utilize this apparatus, no one is interested at this time. Mr. Norton said we will keep the apparatus in service but recommends designating it surplus at the end of September. Mr. Rossi moved to designate and approve the 1986 fire-tanker surplus goods after September 30, 2016. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes

Planning Board Sub-Committee:

Janet Weidner was present to discuss preparations for the Summer Resident’s Selectmen meeting August 8, 2016. Chairman Doty recommended that the Menemsha Visioning take center stage at this meeting and other topics maybe discussed after.

Chairman Doty asked for a police detail at the library parking lot between 6:30 PM -7:30 PM

Police Chief Cioffi said there would be a detail.

At 6:00 PM Chairman Doty opened the joint meeting with Chilmark Finance Committee (FinCom) asked the Town Accountant to summarize the end of FY16 budget and Chapter 77 transfers. Town Accountant Ellen Biskis presented the FY 16 summary and handed out the Chapter 77 recommendations.

FinCom Continued…

6:15 PM FinCom Members Present: Chairman Marshall Carroll, Bruce Golden, Adam DeBettencourt, Susan Murphy, Vicki Divoll was not present. Eric Glasgow

At 6:16 PM there was a motion to elect replacement member for Linda Coutinho’s seat (still another vacancy) motion was seconded. Marshall Carroll recommended Eric Glasgow.

Roll call vote was held.

Selectmen: Doty: Aye, Rossi: Aye, Malkin: Aye

FinCom: Carroll: Aye, Golden: Aye, Murphy: Aye, DeBettencourt: Aye

Vicki Divoll was not present.

The following are the details of the chapter 77 transfer recommendations:

	REQUEST FOR APPROPRIATION TRANSFER BETWEEN OR WITHIN DEPARTMENTS
To Board of Selectmen & Finance Advisory Committee of the Town of Chilmark:

Request is hereby made for the following transfers
between departmental appropriations in accordance with Chapter 77 of the Acts of 2006
amending Chapter 44, Section 33B (non-expiring), of the Massachusetts General Laws:
			Beginning	Chapter 77	Ending
Dept #	Department	Category	Deficit	Transfers	Deficit	Ch. 77 transfer from
				~
122	Selectmen	Expenses	(555.37)	555.37	-	141-Assessor Expenses
135	Accountant	Expenses	(55.67)	55.67	-	152-HRB Expenses
141	Assessor	Salaries	(160.40)	160.40	-	131-FinCom Expenses
145	Treasurer	Salaries	(1,172.59)	1,172.59	-	145- Treasurer Expenses
171	ConCom	Salaries	(0.04)	0.04	-	171-ConCom Expenses
176	ZBA	Salaries	(0.14)	0.14	-	176- ZBA Expenses
192	CTH	Salaries	(164.81)	164.81	-	192-Expenses
199	Comf Station	Expenses	(1,589.68)	1,589.68	-	210-PD Expenses
292	Dog Officer	Salaries	(0.04)	0.04	-	292-Dog Officer Expenses
422	Highway	Salaries	(56.75)	56.75	-	422-Highway Expenses
491	Cemetery	Salaries	(480.60)	480.60	-	491-Cemetery Expenses
510	BoH	Salaries	(30.63)	30.63	-	510-BoH Expenses
610	Library	Salaries	(1,954.55)	1,954.55	-	610-Lib Expenses
630	Beach	Salaries	(6,048.06)	6,048.06	-	630-Beach Expenses
752	Short Term Int	Expenses	(400.00)	400.00	-	752-Retirement of Debt-P
				~
	Total		(13,194.79)	13,194.79	-

FinCom: Mr. Golden moved to approve the chapter 77 transfers as presented. Ms. Murphy seconded the motion. SO VOTED: 5 Ayes 1 not present 1 vacancy

Selectmen: Mr. Doty moved to approve the chapter 77 transfers as presented. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes

At 6:20 PM Chairman Doty asked the Chilmark Public Safety Building Site Committee (PSBSC) to report and join in discussion.

Chairman of the Public Safety Building Site Committee Andy Goldman gave a summary of their work. The Committee believes that a section of land near the Chilmark Community Center is ideal for the Fire, EMS and possibly in the future the Police department. The following are points that were discussed.

4 acres are recommended
Size of building is not being determined by this committee (8,000 to 12,000 square feet was discussed)
This parcel is ideal for the needs of the town.
Eminent domain is not desirable but may be necessary.

Tim Rich (who was Police Chief for many years in Chilmark) member of this PSBSC spoke clearly of the need and follow-through that should be done concerning securing this parcel for a Public Safety Building. Ms. Gude and Mr. Rich recommended having a draft building design for town meeting and also an answer to questions like what are our plans for the existing sites. There was thorough discussion. No action was taken

At 7:09 PM Mr. Rossi moved to adjourn. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes

Draft minutes respectfully submitted by Diana DeBlase

List of Documents:

Draft minutes of July 5 and July 19 Selectmen’s meetings.
Rising Tide Therapeutic Equestrian Center request to hold a fundraiser letter
Rising Tide Mission Statement
Recommendation from Jim Malkin regarding town center congestion- traffic planning
Harbormaster letter to Selectmen & Parks and Recreation concerning lot boundary
Englander land dotation and supporting reference maps
Accountant’s report on FY16 budget summary and budget review
FY16 year-end appropriation transfers / Chapter 77 Transfers
Dukes County Regional Housing Authority Middle Line Road Affordable Housing Rentals Profit & Loss budget vs actual June 2015-June 2016
MV Commission proposed amendments to Development of Regional Impact DRI checklist public hearing notice
Notice of summer resident Town Meeting with Selectmen and Chilmark Planning Board
NEXTera ENERGY services Massachusetts disclosure label
DEP waterways regulation program license application Scheuer and Cohen family properties
ComCast notice about set-top boxes
Cape Light Compact news letter

Approved 08/16/16