July 10, 2007
cy B. Wallace
Robert E. Eubank
Timothy A. Clark
Chair, Lucy Wallace, called the meeting to order at 7:30 P.M. in the Town Hall Meeting Room.
RFP – SPECIAL EDUCATION AUDIT – Bob reported that the RFP for an independent auditor to look at Special Education has been sent out, and the RFP’s are due to the Town Administrator by September 10th.
JBOS – Bob reported that at a recent JBOS meeting, the following was unanimously voted: in order to provide a complete and comprehensive financial analysis for Devens under alternate disposition scenarios, the Devens committee requests that the JBOS require that the following actions be taken prior to the distribution of any funds; The requester will provide to the JBOS for approval scope of services description, request for approval or RFP will be provided to interested parties for bidding on the project that includes financial analysis and reporting of Devens disposition scenarios. Effectively the analysis and reporting process will require JBOS acceptance including but not limited to financial methodology assumption, data sources, project timelines, reporting and funding analysis. JBOS has also
requested that the four entities start the process of review of the Devens Acceptance Criteria and report back any findings. On a Eubank/Clark motion, the Board voted unanimously to request all appropriate boards and committees to develop acceptance criteria for Devens to review, and to respond back to the Selectmen by August 7th, as to whether any changes or updates are recommended to what was previously developed. Bob further explained that it is an attempt by JBOS to get the process going again, and to see what is acceptable for the various stakeholders for Devens disposition. The Board asked questions of Bob relative to the process. It was recommended that at some point in August, a public hearing be held to get feedback from interested residents. The next JBOS meeting is scheduled for August 23rd.
JBOS – DEVENS – LEGISLATORS – SELECTMEN REPRESENTATIVES – On a Eubank/Clark motion, the Board voted unanimously to designate Lucy and Bob as Harvard’s designees to meet with Governor Patrick, members of the legislature and MassDevelopment on the subject of Devens. Tim Clark is designated as an alternative representative in the absence of either Lucy or Bob.
MPIC & TCPC – Tim Clark reported that the Master Plan Implementation Committee (MPIC) and the Town Center Planning Committee (TCPC) recently met to discuss the idea of town center bylaws, which would reflect some of the recommendations which appeared in the town center plan of 2005. The Board asked questions of Tim. He will report further at a future meeting.
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MINUTES – On a Eubank/Clark motion, the Board voted unanimously to accept the minutes of 6/19, as presented.
RANTOUL GENERAL FUND – TRANSFERS – Tim explained that there are two accounts which need funds transferred from the Rantoul Trust fund. Tim explained that $604.90 is needed to cover a deficit from Article #8 from the March 25, 2006 Annual Town Meeting regarding hydro geologic testing for a potential septic site in the town center. Additionally, he explained that $711.45 was needed for the Ginny Thurston Scholarship fund due to a shortfall in interest. The Board asked questions of Tim with regard to the transfers. On a Clark/Eubank motion, the Board voted unanimously to transfer $1316.35 from the Rantoul General fund for the two items listed above.
ENHANCING THE MUNICIPAL PARTNERSHIP ACT – Tim Clark discussed the need for Harvard officials to keep pressing the legislature to amend current policies regarding Chapter 70 funding and to create other opportunities for municipalities to develop alternate revenue sources. Additionally, he stated that he would like to see the Board, in conjunction with the Finance and School Committee, taking a more proactive approach in lobbying for increased assistance for Harvard. Tim noted that currently there is the Municipal Partnership Act, which is being finalized, where additional financial aid to communities is being addressed, through increased telecommunication taxes, and other areas to increase revenue for cities and towns, for schools, as well as, other government services. He is seeking support from the Board in
enhancing the Municipal Partnership Act. On a Clark/Eubank motion, the Board voted unanimously to support the resolution as set forth as attachment A.
SPECIAL TOWN MEETING – SET DATE – Due to voter registration requirements, the day of the Special Town meeting needed to be changed. On a Clark/Eubank motion, the Board voted unanimously to set the Special Town Meeting to Wednesday, October 3, 2007 and the special election for Tuesday, October 16, 2007.
ZONING BOARD OF APPEALS – VACANCIES – Tim presented the Board with a letter from the Zoning Board of Appeals seeking their assistance in recruiting individuals to serve on the Zoning Board of Appeals. They are in need of two associate members.
MSBA – RESOLUTION – Superintendent, Tom Jefferson, and School Business Manager, Lorraine Leonard, School Committee Chair, Willie Wickman, were in attendance to discuss the latest application to the Massachusetts School Building Authority (MSBA). The Board asked questions of the application, particularly with regard to enrollment figures. On a Clark/Eubank motion, the Board unanimously voted the following resolution: Having convened in an open meeting on July 10, 2007, the Board of Selectmen of the Town of Harvard, in accordance with its charter, bylaws and ordinances, has voted to authorize the Superintendent to submit to the Massachusetts School Building Authority the Statement of Interest dated June 11, 2007 for the Harvard
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Secondary School which describes and explains the following deficiencies and the priority category(s) for which Harvard may be invited to apply to the Massachusetts School Building Authority in priority four, for a new Secondary School; and hereby further specifically acknowledges that by submitting this Statement of Interest, the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other funding commitment from the Massachusetts School Building Authority, or commits the Town of Harvard to filing an application for funding with the Massachusetts School Building Authority.
HARVARD SCHOOL COMMITTEE – VACANCY – School Committee Chair, Willie Wickman, informed the Board that Mark Hardy resigned from the School Committee, effective July 1st. The Board discussed the vacancy with Willie. The Board and Willie decided that individuals interested in filling the vacancy should contact the Selectmen’s office in writing by August 2nd so that they can appoint someone at the Selectmen’s meeting on August 7th.
HARVARD SCHOOL COMMITTEE – WASTE WATER TREATMENT PLANT - Lucy reported that she received form the Chair of the School Committee with regard to the Waste Water Treatment Facility located at Bromfield to transfer jurisdiction of the facility to the Selectmen. Lucy read the letter into the record, which in essence stated that once the addition at Bromfield was substantially complete, that maintenance and monitoring of the facility, and assume jurisdiction and responsibility of the facility would become the Selectmen’s. The new library is on the groundwater discharge permit for the facility. Lucy further explained that this is an issue because with the transfer of jurisdiction, the Selectmen need to understand how the facility is run, what the financial obligations are, and how the issues relate
to the State, and the potential of tying in any other municipal users to the facility. Additionally, the Board discussed the other issue of who on the town side would monitor the facility, and be responsible for the facility. It was recommended that a transition plan be created to get an idea of all the issues and in what time frame the transfer would be and outline these issues. School Committee Chair, Willie Wickman discussed the history of the facility and the School Building Committee’s involvement with the facility. The Board asked questions of Willie and the superintendent. On a Clark/Eubank motion, the Board voted unanimously to transfer the responsibility of the Wastewater Treatment Facility to the Board of Selectmen subject to a mutually agreed upon transition plan by the Selectmen and the School Committee, to be completed no later than September 1st and to file a request with the Department of Environmental
Protection (DEP) to transfer the groundwater discharge permit from the School Department to the Board of Selectmen. On a Clark/Eubank motion, the Board voted unanimously that the Town Administrator, School Superintendent determine the management structure for the operation of the wastewater treatment plant, as it currently stands today. The Board discussed this motion, and inquired about the need for this motion. On a Eubank/Clark motion, the board voted unanimously to establish a working group to develop a transition plan to be composed of the Town Administrator, the School
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Superintendent, the Finance Director, a member of the School Committee (if applicable), and a member of the Selectmen to be completed by September 1st. Bob will be the Selectmen’s representative, with Tim Clark as the Selectmen’s alternate. The Board then began to discuss the current pump chamber, which is reportedly nearing the end of its life cycle. Lorraine explained that it is anticipated that a warrant article will be placed on the warrant for the Special Town meeting in the amount of $25,000 for engineering and design of a new pump chamber. The Board discussed the need for the pump chamber, and the course of action for replacing this pump chamber, and if this particular pump chamber does need to be replaced or if a potential future pumping station might be identified. The Board
discussed the need for an inspection of the current pump chamber to assess the status of it, additionally, to determine whether additional funds for immediate action for engineering work.
BARE HILL POND WATERSHED MANAGEMENT COMMITTEE – VACANCY – In addition to the vacancies on the ZBA, the Bare Hill Pond Watershed Management Committee is also seeking a new member. Interested individuals should contact the Selectmen’s office.
CHAPTER 61 – TURNER – Tim notified any and all potentially interested parties in Robert and Arthur Turner, owners of land located off of Turner Lane, of their intent to sell approximately 2400 square feet of land, classified under Chapter 61. Tim explained that no one has expressed any interest in the parcel. The Board asked questions of Tim with regard to notifying Boards, and how the Boards typically respond to these requests. It was recommended that in the future, a time frame be given to notified Boards so that it can be known sooner of any interest in parcels classified under chapter land. On a Clark/Eubank motion, the Board voted unanimously not to exercise their right of first refusal on said parcel.
OUTSTANDING APPOINTMENTS – Lucy reported that there are still outstanding annual appointments. On a Eubank/Clark motion, the Board voted unanimously to continue any and all outstanding appointments until the Boards next meeting.
UNION CONTRACT – POLICE – SIGN – Tim presented the Board with a union contract with the Police from July 1, 2006 to June 30, 2009. It gives the Police a 0% pay increase for fiscal year 2007, 4 ½% pay increase in fiscal year 2008, and 3% pay increase for fiscal year 2009. Additionally, it brings the health insurance contribution from 70 % town/30% employee to 80% town/20% employee. However, the Police did agree to working 5 overtime hours, at no cost. Tim discussed some additional contract details. The Board asked questions of Tim with regard to the proposed contract and negotiations. On a Clark/Eubank motion, the Board voted unanimously to accept and sign the union contract with the Police Department, as presented.
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TOWN SEAL – POLICY – Tim presented the Board with a draft policy developed by him and the Town Clerk for the use of the Town Seal. Janet contacted other Town Clerks with regard to the matter, and Tim provided the responses to the Board to illustrate the number of issues that need to be taken into account when developing the policy. The foremost being that the State statute gives the authority and control over the use of the Town Seal to the Town Clerk. The second most important issue was whether or not to allow the seal to be placed on clothing or hats and they decided not to allow that to happen as the items could be used by an individual or individuals to portray themselves as town employees and possibly perpetrate unlawful acts. Other items would be considered but would need the Town
Clerk’s approval. The Board asked questions of Tim with regard to this matter.
TRAVEL POLICY – Tim presented the Board with a draft Travel policy. He has sent it out to department heads seeking their feedback, prior to the Board’s approval of it. Additionally, he would like the Board’s input so that the Board can approve it at their August 7th meeting.
FISCAL YEAR 2009 – BUDGET – Tim reported that he is working with the Finance Committee regarding the FY2009 budget process and time line and would like input from the Board as to adding anything so that he can bring the comments back to the Finance Committee. Tim Clark recommended forwarding the schedule on to the Community Preservation Committee, so they are aware of the time line, as well. The Board asked questions of Tim with regard to the timeline
ASSET MANAGEMENT - Tim presented the Board with forms which will be the preliminary documents that will help department heads address asset management. Each department would be responsible for completing the documents and updating them on an annual basis. Along with this, he is requesting that the Selectmen require that MGL Chapter 30B, Section 15) be utilized and that in accordance with sub-section (f) that the board require all items under $5,000 in value be sold either through sealed bids or a public auction. Items that are broken and of no use can be thrown away only after the item’s status has been documented and signed off by the department head.
BIKES NOT BOMBS - Tim reported that Ryan Williams’ “Bikes not Bombs” project was a huge success and he collected 152 bikes and $801 through his work and thanked everyone who supported his efforts.
MCPPO – LORRAINE LEONARD – Tim notified the Board that Lorraine has officially been designated as Massachusetts Certified Public Purchasing Official (MCPPO). The Board congratulated her on her achievement.
The meeting was adjourned at 9:57 P.M.
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