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November 20, 2007
Lucy B. Wallace
William J. Marinelli
Robert E. Eubank
Timothy A. Clark
The meeting was called to order at 7:30 P.M. in the Town Hall meeting room, by Chair, Lucy Wallace.
MINUTES – On a Clark/Eubank motion, the Board voted unanimously to accept the minutes of 11/6, as amended.
APPOINTMENT – CPC – Deb Thomson of Poor Farm Road has expressed interest in filling the vacancy on the Community Preservation Committee (CPC). The vacant position is an elected position and the term would only be until the next annual town election. Don Boyce, Mark Cooper, Ron Ricci, Joe Sudol and Margaret Grogan, members of the CPC were in attendance to recommend that Deb Thomson be appointed to the CPC to fill the vacancy. On a Boyce/Cooper motion, the Board and the CPC voted unanimously by a roll call vote (Boyce – AYE, Cooper – AYE, Ricci – AYE, Sudol – AYE, Grogan – AYE, Marinelli – AYE, Clark – AYE, Wallace – AYE, Eubank – AYE) to appoint Deb Thomson, of Poor Farm Road, to the CPC with the term to expire at the 2008 annual town
election.
MUNICIPAL BUILDINGS ASSESSMENT – FINAL DRAFT - Tim Clark presented the Board with the draft final report of the Municipal Buildings Assessment. Tim Clark briefly went through the process of identifying the buildings and stated that the main buildings focused on in the assessment were the Town Hall, the Hildreth House and the former Library. He went on to explain that a task force was formed, the Municipal Buildings Task Force (MBTF) to assess the buildings and to determine the current physical condition of the buildings, the current and future needs of employees and town boards that will utilize the space, any and all restrictions placed on the individual buildings as outlined in deed or gift document, possible uses for or disposition of the building, recommended preferred use for each building and estimates
for potential repairs and or refurbishments for the building to be reused. The assessment for each building lists an inventory of the mechanical systems, such as, heating and air conditioning systems, hot and drinking water, cooking facilities, number of bathrooms and if they are handicap accessible, septic location and gallons per day, lighting, whether or not there is an elevator, and the fire protection systems, if any, are in place. The Board asked questions of Tim Clark relative to the report. The Board asked questions of Tim Clark with regard to the final draft report. The Board also recommended holding some sort of public forum and/or hearing to hear feedback from the public with regard to any and all potential reuse of these buildings and to hear what space needs the community is looking for. The idea of getting a survey out to the public was discussed as a means of outreach to the community. He asked that the board review report and to
contact him if they had any additional questions, comments or additions. The Board recommended that an
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November 20, 2007 – Page 2
executive summary be created to attach to the beginning of the document. Additionally, the Board asked Tim Clark to forward the document to Valeska, so that it can be placed on the town’s website.
SIGNAGE – LITTLETON/POOR FARM ROAD & LITTLETON/WHITNEY ROADS – Tim Clark reported that he has been in contact with both, the Police Chief, Ed Denmark, and the DPW Director, Rich Nota with regard to the potential placement of warning signage on Littleton Road, near both Poor Farm Road and Whitney Road. He presented the Board with some potential sketches and descriptions of signage to be placed on these roads. The Board asked questions of Tim Clark with regard to the proposal. The Board asked for some time to review the materials and get the word out to the public that this discussion will be taking place at the Board’s next meeting. The Board also asked for a succinct bulleted summary of the proposed signage of these two intersections.
SPECIAL EDUCATION AUDIT COMMITTEE – Bob Eubank reported that the committee has finalized their second run on the Request for Proposal (RFP) documents and they are anticipating sending them out to approximately 12 firms and individuals. The RFP deadline is set for Thursday, December 20th. Bob will report back to the Board at a future meeting.
HISTORICAL COMMISSION – Bob Eubank reported as being the liaison to the Historical Commission, that recently there has been a conflict with the Historical Commission and the Cemetery Commission, over the painting of some of the markers at the Shaker cemetery. Tim Bragan reported that the situation will be resolved shortly as he will be meeting with individuals from both commission’s to come to an agreement on the subject. Tim Bragan will report back to the Board regarding this issue at a future meeting.
MUNICIPAL AFFORDABLE HOUSING TRUST – VACANCY – Lucy reminded the newspapers that with Randy’s resignation from the Board, as well as, the Municipal Affordable Housing Trust (MAHT), that there is a vacancy on the MAHT which will need to be filled. She respectfully asked the newspapers to mention it in their respective publications.
JBOS – MASSDEVELOPMENT – BOARD OF DIRECTORS – Lucy reported that she attended the annual MassDevelopment Board of Director’s meeting on November 8th at Devens. She reported that the meeting was brief, with the main discussion focusing on the housing at Devens. Bob Culver of MassDevelopment reported that they are willing to work with the JBOS, the towns and the legislature on the future build out of Devens housing. Additionally, Mr. Culver reported that core Devens is just about built out, and that they will begin working on the Salerno Circle area of Devens.
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November 20, 2007 – Page 3
RESIGNATION – SHAKER HILLS 40B ADHOC ADVISORY COMMITTEE – Tim Bragan informed the Board that Hugh Silk has submitted his resignation from the Shaker Hills 40B Adhoc Advisory Committee. On a Eubank/Marinelli motion, the Board voted unanimously to accept the resignation of Hugh Silk from the Shaker Hills 40B Adhoc Advisory Committee, with regret and that a letter of thanks be sent.
TOWN CAUCUS – Town Clerk, Janet Vellante, has requested that the Board set the Town Caucus, for Saturday, February 2, 2008 at 7:00 P.M. in the Town Hall meeting room. The warrant for the caucus will need to be signed no later than January 15th, with any and all resignations be submitted by Monday, January 14th. Additionally, the Town Clerk provided the Board with the pertinent information as to what current vacancies there are on elected boards. She also provided the Board with a caucus schedule for deadlines the Selectmen to be mindful of. On a Marinelli/Eubank motion, the Board voted unanimously to set the 2008 caucus for Saturday, February 2nd, as recommended by the Town Clerk.
SAFE ROUTES TO SCHOOL – The Montachusett Regional Planning Commission (MRPC) is in the process of investigating the ‘Safe Routes to School’ (SRS) Program/Plan for one or more of it’s communities. The SRS program is a federal-aid program of the U.S. Department of Transportation’s Federal Highway Administration with funding from the Federal Transportation Act SAFETEA-LU (Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users Act). The SRS program promotes walking and bicycling to school, improves safety of streets, reduces fuel consumption and air pollution. The MRPC has contacted the town to see if Harvard is interested in this program. Tim Clark recently reported on this program, as well, after the recent traffic accident involving a student on
Littleton Road. Tim Clark presented the Board with a plan that he created, of different ideas he has on potential changes that could be made in and around the schools and the town center to make the pedestrians safer. Tim Clark will make a further presentation to the Board at their next meeting. Tim Bragan will complete the survey sent by MRPC which will indicate the town’s interest in this program.
LONG RANGE PLANNING COMMITTEE – Bob Eubank presented the Board with a draft charge for a Long Range Planning Committee. Bob asked the Board to review the charge and the Board will discuss further at their next meeting.
CHRISTMAS TREE SIGN REQUEST – FAIRBANKS STREET – Ken Harrod of 13 Fairbanks Street has requested approval from the Selectmen to place a temporary sign on his property advertising the sale of Christmas trees. On a Marinelli/Eubank motion, the Board voted unanimously to approve the request of Ken Harrod, to place temporary signs on his property located at 13 Fairbanks Street, advertising the sale of Christmas trees.
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LOCAL INITIATIVE PROJECTS (LIP) – CHAPTER 40B – LAND USE BOARDS REQUEST – At the Board’s last meeting, Tim Bragan presented the Board with a letter from the Land Use Boards – Board of Health, Conservation Commission, Planning Board Zoning Board of Appeals – requesting that the Board come up with a policy for the agreement to an endorse a 40B project as a Local Initiative Project. The Land use Boards sent a follow up letter to their request reminding the Board.
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) –Tim Bragan informed the Board that he asked Shelly Hatch of the Montachusett Regional Planning Commission (MRPC) whether the town has to pick just one census tract or if the CDBG target area could encompass more than one tract. She indicated that the Board could create their own area, as long as they can identify it clearly with boundaries. The public forum regarding this year’s regional application for CDBG funds will be held on Monday, December 10th at 7:30 P.M. in the Hildreth House.
EXECUTIVE ASSISTANT TO THE TOWN ADMINISTRATOR & BOARD OF SELECTMEN – Tim Bragan regretfully informed the Board that Valeska has accepted a job in the private sector, and will be leaving the town after 10 ½ years. She has offered to stay on to complete the 2007 annual report, as well as, remain as the town’s webmaster until her replacement his up to speed. Further, he reported that there is interest internally, and has posted the vacancy internally. He is anticipating that the interested individual will apply for the position, and he is hoping to interview with Lucy prior to the Board’s next meeting, so that they can be appointed at that time. Tim Bragan reported he felt that would be beneficial so that they would have the opportunity to get some training from Valeska.
TOWN AUDIT – Tim Bragan reported that he and Finance Director, Lorraine Leonard, solicited bids for a new town auditor. He reported that bids were due this afternoon, seven bids were received, and all seven met the criteria as specified in the bid documents. The lowest bidder was Roselli Clark and Associates out of Worcester in the amount of $15,000 per year, for a three year contract. Tim Bragan further reported that he has checked their references, and has had no issues, and is recommending that the bid be awarded to them. On a Marinelli/Eubank motion, the Board voted unanimously to approve and accept the bid from Roselli and Clark Associates for auditing services for 3 years in the amount of $15,000.
***On a Marinelli/Eubank motion, the Board voted unanimously by a roll call vote (Marinelli – AYE, Clark – AYE, Wallace – AYE, Eubank – AYE) to enter into executive session, as authorized by Chapter 39, Section 23B of the Massachusetts General Laws, at a meeting for which 48 hours notice has been given, for the purpose of discussing ongoing and potential litigation. Following the executive session, the Board will reconvene into open session, for the sole purpose of adjourning.***
The meeting was adjourned at 9:33 P.M.
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