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Minutes 04/22/2008
Board of Selectmen
Minutes
April 22, 2008

Leo F. Blair
        Timothy. Clark
Peter E. Warren
Ron V. Ricci
Lucy B. Wallace


The meeting was called to order at 7:30 P.M. by Chair, Leo Blair in the Town Hall meeting room.

Meet with Department Heads regarding budget cuts required to get to
the $200,000 –  Leo Blair asked Department Heads who were present to speak to their proposed budget cuts.
Finance Dept – Finance Director Lorraine Leonard explained the Town Accountant hours will be cut from 40 to 30 hours a week. The dollar amount for this cut is $18,000 although $3,000 of that will be put aside for more hours during busier times of the year, if needed.
Fire – Fire Chief Bob Mignard explained his cuts were $3,000 in call wage stipends and $2,000 from his expense account.
DPW – Tim Bragan spoke on behalf of DPW Director Richard Nota. He explained no rehire for an open position through November would be a $12,000 savings for FY09. In November when the snow and ice season begins they will reevaluate budgets at that time. It may not be feasible to not replace the position in November due to winter months but if they can sustain the cut it will be an additional $22,000. This will result in a reduction of service.
Library – Library Director Mary Wilson provided a handout to show what the cuts would look like for the library. Without Warrant Article 6 passing for $10,000 in additional funds to provide substitute coverage the library will not be able to provide level service. This means the library would have to close sporadically throughout the year due to a combination of sick days, medical emergencies, or vacation and there is not enough staff to open and no money to bring in substitutes. Part of the concern is related to a new policy in place for PTO (paid time off).With the $200,000 or with no override the Library will have to cut operating hours and personnel hours. Leo Blair asked if there were any revenue ideas that could help maintain the coverage the library needs? Finance Director Lorraine Leonard explained a revolving account could be set up to access funds collected for example late charges and use them to pay for specified reasons related to the library. To set up the revolving account it must be voted at town meeting and reauthorized each year. Leo Blair explained this would give more control to the library trustees and directed income to them. Peter Warren suggested a mentoring program involving juniors and seniors to help out with coverage in the library. Leo Blair asked if the Library had to reduce hours if there is a way to do this minimizing the negative impact. He further asked the library to provide suggestions on how they can assist in developing a budget prioritizing a specific framework for the Board to work with. Leo Blair recommended the library trustees work toward a number with the greatest amount of reduction that is sustainable with out severely impacting service levels. Library trustees Roy Moffa and Ginger Kendal were in attendance to express their concerns. The Board asked the trustees to provide a proposal by Monday, April 28th so they will have it for the Tri-Board meeting on Thursday, May 1st.

Board of Selectmen – Minutes
April 22, 2008 page 2


Public Communication –  
Marie Sobalvarro, 1 St. John’s Lane, requested the need for direction toward a resolution on the Devens issue.
Mort Miller, 75 Westcott Road, asked when the Board would be discussing the LIP criteria again. Leo Blair explained the Board is waiting for response from the Planning Board before moving forward.
Carlene Philips, 7 Oak Hill Road, expressed her concern for the elderly in town if the Council on Aging does not get the increase of 10 hours. She feels the elderly will be short changed since the town did vote to support Article 7 at Town Meeting. She also explained the increased need for service in town and the inability for the COA to follow up with residents to provide the continued professional care they require.
Eric Broadbent, 73 Oak Hill Road, spoke in regards to the letter forwarded to the Board informing Harvard they can qualify for Clean Energy Choice funding from the Massachusetts Technology Collaborative. Details for the program can be found on their website www.cleanenergychoice.org. Eric Broadbent of Harvard Local and Helen Kilian of the Bromfield School Environmental Group will serve as the town’s primary point of contact. The Board supported participation and Chair Leo Blair signed a letter to bind the community. On a Clark/Wallace motion, the Board vote unanimously to endorse the MTC proposal.
Sydney Blackwell, 15 Willow Road, expressed her support for the Clean Energy Choice and also stressed the importance for all citizens to make energy and conservation a priority in their own lives.

BOS MEETING – The Board scheduled a special meeting for Monday, May 5th at 9:00 am to discuss and finalize budget.

MINUTES - On a Ricci/Wallace motion, the Board voted unanimously to accept the minutes of 4/8 as presented.

APPOINTMENT – On a Warren/Clark motion, the Board voted unanimously to appoint Colleen Nigzus of 173 Prospect Hill Road to the Council on Aging.

TERMINATE TOWN CENTER SEWER TASK FORCE – On a Blair/Ricci motion, the Board voted to eliminate the task force and expressed thanks on their efforts.

CREATE TOWN CENTER SEWER ACTION COMMITTEE –   Tim Clark explained based on the Town Meeting vote to approve Article 14 it shows direction from town as still being an area of interest. Chris Ashley of 21 Woodside Road was asked to come forward to elaborate briefly on the charge. He explained municipal buildings, construction costs and necessities in the sewer district as prime targets. Leo Blair requested appointment of members at the May 20th meeting. The charge presented was to establish the Town Center Sewer Action Committee (TCSAC) comprised of five voting members to work on behalf of and report to the Board of Selectmen, and charge this committee with performing the following tasks:
  • Recommend and administer contracts for professional services as authorized Article 14 of Town Warrant as voted affirmatively at the Town Meeting of March 29, 2008.
Board of Selectmen – Minutes
April 22, 2008 page 3

  • Investigate, evaluate and document the merits of potential septic solutions for the Town’s municipal buildings to assure the community that any proposed course of action is well founded.
  • Evaluate the costs the Town will likely incur to implement a Municipal only septic solution and to continue to operate the Massachusetts Avenue Waste Treatment Plant, including subtasks:
  • Identify the most cost effective stand alone municipal solution
  • Identify anticipated operating and capital cost requirements for ongoing WWTP operations.
  • Evaluate the feasibility of a broader sewer district utilizing existing WWTP    
capacity to serve a district limited in scope to the Environmental Partners 2005 proposed district including sub-tasks:
  • Document existing needs within this area.
  • Construction cost estimates and financial modeling.
  • Perform a user participation analysis to gauge the likelihood of creating a sewer district.
  • Inform the Town in public forums and by other means, of the design  
considerations and anticipated capital and operating costs of building a municipal and/or public sewer system.
  • Determine the likely cost impact to the Town of sharing capital and operating
expenses among additional users.
  • Make a report of the TCSAG findings and recommend a course of action for
the Selectmen to put before Town Meeting no later than the 2009 Annual Town meeting.
On a Wallace/ Clark motion, the Board voted to appoint the Town Center Sewer Action Committee with the charge as outlined above dated April 22, 2008.
On a Wallace/Clark motion, the Board voted to appoint Chris Ashley to Town Center Sewer Action Committee.
On a Wallace/Blair motion, the Board voted to appoint Tim Clark as liaison in a ex officio capacity.

CREATE ENERGY ADVISORY COMMITTEE – Leo Blair explained the purpose is to create a committee to advise all town boards, departments and institutions on a full range of ways to reduce energy consumption and costs, and improve energy efficiency use and practices. The committee will focus its efforts on the full range of energy usage for town buildings, vehicles and equipment. There was discussion of this committee being under conservation commission but the Board ultimately decided it would be best under the direction of the Board of Selectmen. Citizens are asked to email the Selectmen’s Office if they are interested in volunteering for the committee. Peter Warren suggested possibly having a Bromfield junior or senior on the committee. Don Green, 90 Oak Hill Road, supported the idea of the committee formed and reporting to the Conservation Commission. Deb Ricci, 19 East Bare Hill Road, suggested a member of the committee be on the Capital Planning Committee. Town Administrator Tim Bragan suggested the committee develop guidelines the town must operate by. This would give direction and parameters to be followed instead of waiting for something to happen and then going to the committee.
On a Wallace/Blair motion, the Board voted unanimously to establish the Town of Harvard Energy Advisory Committee (HEAC) as a standing committee of the Board of
Board of Selectmen – Minutes
April 22, 2008 page 4

Selectmen comprised of no more than five volunteers appointed by the Board of Selectmen requiring a liaison member from the School Committee, Finance Committee, Board of Selectmen, Conservation Committee and Planning Board.

CHARGE ONE BOARD MEMBER WITH CREATION OF A GRANT WRITER/GOVERNMENTAL LIASION POSITION –   Ron Ricci accepted the task.

APPOINT ONE BOARD MEMBER TO EXPLORE INTERIM USE OF THE OLD LIBRARY – Peter Warren accepted the task.

ESTABLISH POLICY WHEREBY NO MEMBERS OF BOS SHALL NOT SERVE ON ANY OTHER BOAD OR COMMITTEE APPOINTED BY THE BOS OTHER THAN EX-OFFICIO CAPACITY –  Leo Blair explained according to Section 21A a member of Board of Selectmen can not serve on any board or committee appointed by the Board of Selectmen unless specifically designated as ex-officio member. The ex officio member can vote and count towards quorum. Ex officio is voting individually not on behalf of the Board of Selectmen. Town Counsel Mark Lanza will attend the May 6th meeting for further clarification.

YANKEE DOODLE DIXIELAND BAND HAPGOOD REQUEST – The Board agreed with the proximity of neighbors the Hildreth House would be a more preferable location. The Board agreed to approve the request with receipt of liability insurance coverage.

PUBLIC CORRESPONDENCE & EMAIL – Tim Bragan informed the Board he would be following up on the Open Meeting Law training sessions for all appointed and elected individuals in town. Ron Ricci expressed his concern regarding personal email being public record and how to maintain it. Discussion included the idea of selectmen having Harvard email addresses.

SELECTMEN REPORTS -
Lucy Wallace suggested sending a save the date card for the Special Town Meeting on May 21st and Special Town Election on June 11th. Special Town Meeting would be held at 7 p.m. in the Cronin Auditorium.

Peter Warren suggested starting meetings at 7 pm and possibly cutting down on correspondence sent out in packets.

Ron Ricci informed the Board on Saturday June 21st training for newly elected selectmen is being held at Holy Cross in Worcester from 9 am – 3 pm.

Town Administrator Tim Bragan informed the Board of two items:
  • Land transfer on 309 Ayer Road involving Michael &Carol Berwind selling land to David &Richard Berwind in a family sale. No right of first refusal for the town. The land will stay in 61A.
  • On May 1st the Conservation Commission will hold a hearing to review and accept signage for a parcel of conservation land know as the “Williams Land” on Stow Road.
The meeting was adjourned at 10:30 pm.