Chilmark Board of Selectmen November 15, 2016 Meeting Minutes
Present:
Chairman Warren Doty, Bill Rossi and Jim Malkin.
Tim Carroll, Ebba Hierta, Joan Malkin, Jane Slater, Harriett Otteson, Fire Chief David Norton
and videographer from MVTV.
At 5:00 PM Chairman Doty called meeting to order in the Selectmen’s Meeting Room.
Minutes: Draft minutes from the Selectmen’s November 1, 2016 meeting were reviewed. Corrections were made to minutes. Mr. Rossi moved to approve minutes as corrected.
Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Chairman Doty said he will be adding a few items to tonight’s agenda they are as follows: discussion and decision about fall paving project. A Hunting request and a student request to hold food drive at town hall.
Chairman Doty said the Selectmen’s Office received a request from Solon Oliver who is (as a school project) holding a food drive and is requesting to set up a collection box at the Chilmark Town Hall from November - December 15. Mr. Rossi moved to approve this request.
Mr. Malkin seconded the motion SO VOTED: 3 Ayes
Chairman Doty said he would like to hear from Library Director Hierta and not to have her wait till later on tonight’s agenda.
Library Positions:
Library Director Ebba Hierta said she has returned to the Selectmen after the Human Resources Board re-graded the positions of Circulation Assistants. Ms. Hierta said that at the completion of process the positions each raised a grade. The fulltime Circulation Assistant was regraded to a grade 5 and the Seasonal Circulation Assistant was regraded to grade 4. Ms. Hierta said following the HRB bylaw change adopted 11/10/16 these increases will be worked into the FY18 budget and go into effect July 1, 2017. Mr. Rossi moved to approve the regrading of the Library positions. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Menemsha Planning:
Chairman Doty asked Joan Malkin (member of the Planning Board and Subcommittee) to outline the recommendations prepared by their board for the Selectmen to review. The complete recommendations are included in this link to Selectmen’s agenda:
Ms. Malkin said the committee outlined these recommendations particularly as these recommendations focus on public safety and could be carried out without any disruption to the ongoing extensive planning for Menemsha. The improvements to the public parking lot at Tabor House Landfill were especially recommended for Special Town Meeting (STM) agenda.
Menemsha Planning Continued…
Chairman Doty said he did not support resurfacing the lot. Mr. Rossi said improvements could be made to the lot to encourage more usage. Ms. Malkin said to encourage ridership on the VTA shuttle from the lot to Menemsha the lot improvements should include; lighting, and clearly define parking area and where bus driver picks up and drops off riders. Chairman Doty recommended the draft STM warrant increase the funds to the Tabor House parking lot’s improvements. This will be addressed more fully in the agenda concerning the STM warrant The Selectmen thanked Ms. Malkin for her comments and the Planning Board Subcommittee’s recommendations.
Up Island Regional School District (UIRSD) - Formula Review
Chairman Doty said we are creating a committee from each up island town consisting of one Selectmen and their Town Accountant to meet, review and discuss the formula for funding the UIRSD. After some discussion Mr. Rossi agreed to represent Chilmark Selectmen on the up island review committee. Chairman Doty moved that Bill Rossi would be the Chilmark Selectmen on the review committee. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Mr. Rossi requested getting the Chilmark UIRSD Taskforce Report Review Group to meet with him to review materials prior to meeting with Aquinnah and West Tisbury representatives.
Chairman Doty and Mr. Malkin supported this request.
Public Safety Building Site-Update:
Chairman Doty said that the Benham family will meet with Selectmen Friday November 18, 2016 at 2:00 PM to review owner’s plan for the site.
Middle Line Road Affordable Housing Rental Units -Financials:
Mr. Carroll said the Town Accountant Ms. Biskis has a few “housekeeping” questions about the financials and will be in contact with their administration. Mr. Carroll said when the Selectmen approve the financials a final report is submitted and the check is cut to the town for the reimbursement of the loan to build these units.
Chairman Doty asked if all the rental units were full at this time, Mr. Carroll said he had heard rumor that a tenant who had received a housing lot at Nabs Corner was moving into their home as it is near or at completion. Mr. Carroll also mentioned hearing that a family of 3 has moved to Aquinnah from the MLR rental units. Mr. Carroll said he has not heard anything about the rental status from the DCHA but has a call into their office for information, prior to posting availability notice in town.
Mr. Rossi moved to approve the financials with the condition of receiving the Town Accountant’s approval. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Shellfish Advisory Committee:
Chairman Doty said the Selectmen have received written notice from Emmett Carroll stating he would like to retire from the Shellfish Advisory Committee. Chairman Doty said Scott Larsen has written a letter to the Selectmen’s Office asking to be appointed to the Shellfish Advisory Committee. Mr. Malkin moved to appoint Scott Larsen to the Shellfish Advisory Committee. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Shellfish Advisory Committee Continued…
Chairman Doty moved to send a letter to Emmet Carroll from the Selectmen’s Office in gratitude for all his work and dedication to the Shellfish Advisory Committee. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Town Center Pathways Update:
Mr. Malkin said that the Pathways Committee is meeting Friday November 18th. This meeting will include a walk through with MV Commission senior planner Bill Veno. Mr. Malkin said one of the members of the committee will replace Mr. Carroll in attending the Mass. education for streets and pathways. Mr. Carroll said he and Highway Superintendent attended the “Complete Streets” 101 training and the next class is 102 that a committee member should attend. Completion of this training will enable the town of Chilmark to access grant funding to apply to the pathways project. Mr. Carroll recommended getting direction from Mr. Veno about this funding.
Menemsha Pond MOU with Aquinnah & Tribe Update:
Mr. Malkin said he and Dennis Jason and Tim Carroll sat down with, Bret Sterns, Rebecca Scotten from the Tribe and Aquinnah Selectmen Jim Neman. Mr. Malkin gave an outline of their meeting.
- There was discussion weather to have a single anchorage area verses two in Menemsha Pond.
- They discussed the total number of boats they could accommodate.
- All were in violent agreement about no disturbance to the shellfishing.
- There was discussion about whether we should install moorings for day visitors rather than anchorage to protect the bottom of the Menemsha Pond. Further discussion will be necessary.
- The area if a single anchorage is agreed on would be on the Aquinnah side of Menemsha Pond.
- The language for Menemsha Pond day visitor’s handout is being worked on.
- Signage to keep visitors out of Nasha Quista
- Proper buoying designation of shellfish grants, anchorage, and rocks were discussed.
Mr. Malkin said the meeting was a very productive one.
Mr. Carroll said that Town Meeting warrant last year approved purchase of markers for the Pond. Mr. Carroll said we will purchase four yellow buoys to mark the four corners of the exterior of the Oyster Grants area.
Compensation Plan- Update:
Mr. Malkin gave a brief description of the 2 ½ year long process of a Compensation Plan Study. Mr. Malkin said Human Resources Board (HRB) Chairman Jennie Green and HRB member Bruce Golden are reviewing the information and are working together on a recommendation for the HRB to review. The HRB would then present a recommendation to the Selectmen on the positions that appear to be under compensated after comparison with other island towns.
Menemsha Dredging Update:
Chairman Doty gave an update of the dredging to date.
- Talking with USACE representative Dennis McElheney on a regular basis
Menemsha Dredging Update Continued…
- Pipeline has been assembled in New Bedford rather than in Menemsha.
- Owner of J Way dredging company Al Johnson came to Menemsha today (11/15/16)
- J way utilized local John Packer and his equipment to move pipe today
- Pipe is in place at Lobsterville Beach and being set up on the Menemsha channel side
- Start date is possibly Nov.22, 2016 (original start date was Nov. 1, 2016)
- J Way stated they need 39 days to complete the project once they are running the dredge
Mr. Malkin said J Way contacted Harbormaster Dennis Jason expressing interest in renting space on the West Dock to store equipment. Mr. Malkin recommended they write to the Selectmen with a clear outline of their needs.
Chairman Doty said Al Johnson gave him a letter asking permission for 5 parking spaces in the Menemsha parking lot area for his workers, which Chairman Doty approved facing the dune.
Road Paving:
Chairman Doty said Mr. Carroll has submitted to the Selectmen the Chapter 90 balance report. Report was reviewed; the balance is currently $77,937.00. Mr. Rossi moved to approve paving the Menemsha Cross Road triangle at $65,888.00 Mr. Malkin seconded the motion.
Mr. Carroll said the Selectmen are choosing to not act on the warrant article approved at ATM and will re-allocate the funds to pave the triangle. Selectmen confirmed that was their direction.
SO VOTED: 3 Ayes
Mr. Carroll said this project is most likely to be completed in the spring.
Hunting Permission:
Brian Murphy has applied to renew permission to hunt in the Town Forrest. Mr. Malkin moved to approve this application. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Mr. Malkin discussed the increase to hunt more aggressively to cull the island herd to combat Lyme disease. Discussion ensued. Ms. Malkin recommended this topic be an Island wide Selectmen’s meeting agenda item.
Community Center -IGI:
Island Grown Initiative is requesting to hold their gleaners thank you at the Community Center as they did last year. Ms. O’Gorman of IGI is also requesting that the rental fee be waived.
Mr. Malkin moved to approve this request. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Margaret Penicaud- Raffle for MV Fish Farm Haiti Project (MVFFHP) - permit fee waiver:
Chairman Doty reviewed the request from Ms. Penicaud, she wrote: the MVFFHP has had many similar raffles for the Martha's Vineyard Fish Farm Haiti Project and the town of Tisbury always issued the permit and wavered the fee. As Fish Farm Haiti is now legally a 501(c) 3 non-profit, tax
exempt organization based out of Chilmark, MA I need Chilmark to issue the permit.
Chairman Doty said he has never given a raffle permit to any organization in the 18 years he has been Selectmen but if she is requesting this we will issue permit and waive the fee. Mr. Rossi moved issuing permit and waiving the fee. Mr. Malkin seconded the motion.
SO VOTED: 3 Ayes
Emergency Management Plan -EMD Tim Carroll:
Mr. Carroll said we had a regional agreement last winter, but it involved using the Oak Bluffs (OB) School. Mr. Carroll said that school generator is not up to date enough for this assignment.
Mr. Carroll said that in last year’s agreement each town agreed to pay $200.00 to the operating shelter. Mr. Carroll said OB had some issues with staffing and requested a rotating staffing from each town for a police officer, EMT and firefighter. Mr. Carroll said he responded to that request that it would be very difficult for a non-Oak Bluffs agent to effectively staff this year not being familiar with their building etc... The EMD group recommended hiring staffing for the first year with the agreement that the towns would up their funding to $400.00.
Mr. Carroll said that Chilmark Community Center would be utilized as a cooling and warming station. Chilmark is utilizing buildings that are in use for instance Chilmark Library. Mr. Carroll stressed the importance of signing in all folks who utilize the stations. Mr. Carroll said there is talk of hiring an all island emergency director staffing position who would be funded through grants. Selectmen thanked Mr. Carroll for the EMD report.
Common Victualer Application:
Mr. Carroll submitted an updated and clearer to understand Common Victualer application for the Selectmen to approve for the 2017 season. Selectmen reviewed new document. Br. Rossi pointed out that with this new application there would be:
- Health inspection
- Water inspection
- Fire preparedness inspection / by Fire Chief
Mr. Carroll said all of these are required already this application brings them together in a single form. Mr. Rossi recommended that these certifications need to be produced prior to receiving Victualer licensing. Mr. Carroll said he would make that addition. Mr. Rossi asked what the fee would be for this application. Mr. Carroll said we have been charging $50.00 annually. Mr. Carroll said it’s a town meeting vote as to what we charge for a Common Victualer Mr. Carroll was directed by Selectmen to put Common Victualer application fee as $100.00 onto the ATM warrant.
Massachusetts Certified Public Purchasing Officer:
Mr. Carroll said he is signing up for procurement classes as he is overdue as the chief procurement officer. The classes are December 14, 15 & 16, 2016 in Boston. Selectmen encouraged Mr. Carroll to participate and urged him to attend.
Menemsha Bulkhead Leases:
Chairman Doty said the Park & Recreation Committee has signed and approve the Bulkhead Leases from 2016 season. Mr. Malkin moved to approve signing the Bulkhead Leases presented to the Selectmen tonight. Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Sale of Surplus Fire Tanker:
Mr. Carroll said the Selectmen’s Office received 3 sealed bids for the 1986 surplus fire tanker by the 4:00 PM deadline on November 9, 2016. The highest bid of $1,000.00 was received by Tyrone Reine. Mr. Malkin moved to award the purchase of surplus tanker to Mr. Reine.
Mr. Rossi seconded the motion. SO VOTED: 3 Ayes
Special Town Meeting Warrant:
The Selectmen reviewed and discussed the draft warrant (with 8 articles listed below) for the Special Town Meeting scheduled for December 5, 2016 at 7:30 PM.
Article 1. To see if the town will vote to appropriate from available funds in the treasury the sum of $50,000.00 to conduct property revaluation of the Town of Chilmark for Fiscal Year 2018, as mandated by the Commonwealth of Massachusetts, including all costs incidental and related thereto.
Article 2. To see if the town will vote to appropriate from available funds in the treasury the sum of $7,372.00, to pay for temporary coverage of the Youth Services position at the library during July & August of 2016, including all costs incidental and related thereto.
Article 3. To see if the town will vote to appropriate from available funds in the treasury the sum of $7,650.00, to pay for adding a repeater channel to the public safety radios at Peaked Hill, including all costs incidental and related thereto.
(Major changes are expected in radios in the next 3 – 10 years. Establish ATM stabilization fund for that)
Article 4. To see if the town will vote to appropriate from available funds in the treasury the sum
of $9,600.00, to purchase and equip an electric low speed vehicle / UTV for the Police Department’s use in Menemsha, including all costs incidental and related thereto.
Mr. Carroll clarified that it’s either an electric vehicle OR a UTV
Article 5. To see if the town will vote to appropriate from available funds in the treasury the sum of $35,000.00, to pay for the relocation of revetment stones and the installation of pilings to anchor the temporary tie-up floating dock, including all costs incidental and related thereto.
Selectmen recommended increasing article 5 funding to $50,000 but if we can do the project for less there will be an amendment made on town meeting floor
Article 6. To see if the town will vote to appropriate from available funds in the treasury the sum of $10,000.00, to pay for the improvements to the Menemsha Park & Ride parking lot at Tabor House Road, including all costs incidental and related thereto.
Selectmen recommended increasing article 6 funding to $15,000 after tonight’s review of the Planning Board Subcommittee recommendations.
Article 7. To see if the town will vote to appropriate from available funds in the treasury the sum of $3,000.00, to pay for improved signage, pavement markings, and vegetation management along town roads in Menemsha, including all costs incidental and related thereto.
Article 8. To see if the town will vote to appropriate from available funds in the treasury the sum of $8,000.00, to pay for the repair or replacement of the chimney on the Town Hall, including all costs incidental and related thereto.
Mr. Malkin moved to approve the 8 articles with fund changes made tonight and to approve holding the Special Town Meeting on December 5, 2016 at 7:30 PM at the Community Center. Mr. Malkin seconded the motion SO VOTED: 3 Ayes
Selectmen recommended joint meeting with FinCom November 29, 2016 to review STM warrant. Mr. Carroll will schedule and post this meeting.
Town Bounds:
Selectmen reviewed information from Highway Superintended Keith Emin concerning replacing the missing town bound on Middle Road. Selectmen delegated the town bound project to Executive Secretary Tim Carroll and Keith Emin. (With the guide of post being white and 4x4)
At 6:32 PM with no other items for discussion Mr. Rossi moved to adjourn. Mr. Malkin seconded the motion. SO VOTED: 3 Ayes
Minutes respectfully submitted by Diana DeBlase Approved 12/06/16
Documents list:
- Draft minutes 11/1/16
- Mr. Oliver’s request to have a food collection station at town hall for food bank
- HRB re-grade of library positions recommendations for approval
- Planning Board Sub Committee Interim Recommendations for STM action
- Letters from and to Benham family about Public Safety Building site
- Middle Line Road Affordable housing rental unit financials report
- Chapter 90 balance report
- Letter from Scott Larsen to be appointed to Shellfish Advisory Board
- Request to waive CCC fee by IGI for gleaning thank you meal
- Raffle permit fee waiving
- EMD cooling station plan
- Draft common victualler application form
- Sale of surplus 1986 fire tanker to Mr. Reine
- Bid from Mr. Reine for 1986 fire tanker (highest)
- Draft Special Town Meeting Warrant Article for 12/5/16
- Memo from Highway Superintendent seeking input from Selectmen about Middle Rd boundary line sign.
- MVLB response letter to PHRA
- Agenda of Executive Office of Elder Affairs 11/14/16 on MV
- Nextera Energy disclosure label 10/31/16
- DMF notice Menemsha Basin open to shellfishing 11/1/16-04/30/17
- DMF notice of shellfishing ban lifted as of 10/31/16
- ZBA October & November report
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