HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
JUNE 6, 2011
6:30PM Memorial Hall
Present: Chairman Robert Lavigne, Anthony Renzoni, James Jumonville,
Kenneth O’Brien, Kenneth Lipka
Others Present: Nancy Galkowski, Town Manager
Robert Martin, Town Counsel
Elizabeth Helder, Recording Secretary
Chairman Lavigne opened the meeting at 6:30PM. The Board participated in the Pledge of Allegiance.
Recognition of the Memorial Day Parade Committee
Chairman Lavigne thanked the members of the Memorial Day Parade Committee for their hard work preparing for the event. He acknowledged the work of Selectmen Renzoni and Jumonville who serve on the Committee.
Service Recognition for former Selectman Kimberly N. Ferguson
The Board of Selectmen recognized former Selectman Kimberly N. Ferguson for her years of dedication as a Selectman to the citizens of Holden. Ms. Ferguson now serves the Town as a State Representative.
Liquor License Application, Jeb’s Restaurant, Inc. – Change of Manager and d/b/a
The Board agreed to wait to approve the application for Jeb’s Restaurant at 6:45PM.
Selectmen Licenses & Appointments
Motion by Sel. O’Brien, seconded by Sel. Renzoni, it was UNANIMOUSLY VOTED TO APPROVE A COMMON VICTUALER LICENSE TO TYKE LOTHROP ON BEHALF OF FIRE UNION LOCAL 4557 TO SELL HOTDOGS, HAMBURGERS, FRIED DOUGH, FRENCH FRIES AND DRINKS AT THE FIRE MUSTER ON SUNDAY, JUNE 19, 2011 FROM 11AM TO 3PM.
Motion by Sel. O’Brien, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE A COMMON VICTUALER LICENSE TO DENISE MORONO ON BEHALF OF HOLDEN RECREATION FOR THE SNACK SHACK AT THE HOLDEN POOL JUNE 18 TO AUGUST 28 WEEKDAYS 9AM TO 6PM AND WEEKENDS NOON TO 6PM.
Motion by Sel. Renzoni, seconded by Sel. O’Brien, it was UNANIMOUSLY VOTED TO APPROVE A PARADE PERMIT TO REBECCA WELCH ON BEHALF OF INH OF GREATER WORCESTER FOR A GROUP BIKE RIDE STARTING AND FINISHING AT THE HOLDEN CONGREGATIONAL CHURCH ON SATURDAY, JUNE 11, 2011 FROM 8AM – 1PM WITH THE APPLICANT RESPONSIBLE FOR POLICE DETAIL COSTS.
Sel. Subcommittees
Sel. Renzoni: Water/Sewer Advisory Board: Reported that Senior Planner Pam Harding and the Holden Planning and Conservation Boards will discuss build out and open space in town. The DPW Engineer will discuss sewer capacity, options and policies.
Master Plan Implementation Committee: Will brief the Selectmen at the 6/6/11 meeting.
Starbard Scholarship: Reported the Starbard family decided not to offer the scholarship this year.
Sel. Renzoni suggested some of the town’s committee assignments needed to be updated on the Town’s website. Chairman Lavigne said he would reorganize committee assignments. Selectmen are asked to forward their requests to the Chairman directly. Sel. O’Brien asked for an updated list of vacancies on Town committees.
Liquor License Application, Jeb’s Restaurant, Inc. – Change of Manager and d/b/a
Mr. Johnston, speaking on behalf of his wife, Bindhu Thomas, owner and manager of Ethan’s Restaurant, addressed the Board regarding the change in the name of the restaurant and change in management. Mr. Johnston said his wife would work approximately 40 hours per week at the restaurant.
The restaurant only serves dinner. Mr. Johnston assured the Board that all staff is TIPS certified.
The Town Manager said that a Keno application for the establishment was approved by the State in early 2011. The restaurant’s liquor license was approved in December 2010.
Motion by Sel. Renzoni, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE THE CHANGE OF MANAGER AT ETHAN’S RESTAURANT TO BINDHU THOMAS AS PRESENTED.
Motion by Sel. Renzoni, seconded by Sel. O’Brien, it was UNANIMOUSLY VOTED TO CHANGE THE d/b/a FROM JEB’S RESTAURANT TO ETHAN’S RESTAURANT AS PRESENTED.
Redistricting Map Discussion and Vote
The Manager explained that after the Federal census, which occurs every ten years, all towns are required to review its voting precincts boundaries based on the latest population figures. During that period, populations could have changed which would require a new precinct or the redrawing of the precinct boundaries. The information from the 2010 census indicates that the town does not have to increase the number of precincts but the population has changed through new developments and other shifts to warrant redrawing of the boundaries. This past year, the State prepared recommended boundary changes based on these population shifts. The Manager reported that Town Clerk Cheryl Jenkins and members of the engineering division have reviewed the recommended boundary changes and recommended their approval. The Board
reviewed a draft map showing the precinct changes along with the legal description to all affected residents via US mail.
Town Clerk Cheryl Jenkins informed the Board that the Town Clerk’s Office would send notification to all residents affected by the changes in the redrawing of the precinct boundaries.
Motion by Sel. Renzoni, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE THE DRAFT MAP AND LEGAL BOUNDRY DESCRIPTION FOR THE VOTING PRECINCT REDISTRICTING AS PRESENTED BY THE ADMINISTRATION.
The Board signed the certified vote into record.
Sel. Miscellaneous
Sel. Renzoni: 1. Requested an update on the Water/Sewer Revenue and Expense Report. The Manager said the Administration anticipated ending the year with a $162,000 balance. However, the revenue will be used to offset the 5th quarter payment. The line item is anticipated to end the fiscal year with a zero balance.
2. Inquired about the status of the two trailers sitting in old police station parking lot. The Manager said one trailer was storing police equipment and one trailer was storing fire equipment. When the basement of the old fire station is rehabilitated, all the equipment will be moved inside. The fire trailer will be taken to West Boylston. Town Manager does not know the ultimate location of the police trailer. Sel. Renzoni asked that trailers be moved from property as promptly as possible.
3. Fire Chief continues to review the town’s rates for EMS services. Sel. O’Brien said he would like a policy in place to insure that senior citizens are not denied transport services due to a financial hardship. The Manager said the town only operates an ambulance for emergency services and is not a transport service for patients who need transportation to dialysis etc.
4. What rates, fines and fees are the Selectboard responsible for setting? Town Counsel said leasing and rental fees for town buildings fall under the jurisdiction of the Town Manager. Sel. Renzoni asked that all fees being charged for service by the Board be reviewed. The Manager said she was in the process of doing this. Town Manager expressed concerns regarding the financial status of the Recreation Department and said this department was a priority for her.
Sel. Miscellaneous was interrupted at 7PM for Citizens’ Address.
Citizens’ Address
No one came forward to address the Board.
Sel. Miscellaneous (reopened)
Sel. Jumonville: 1. Inquired about the status on the hiring process of a Water/Sewer Superintendent. The Manager said she was currently reviewing the job description in preparation to advertise the position.
2. Inquired about the status of the sewer transport rate with the City of Worcester? The Manager said this important issue was on her radar and felt that it warranted further discussion by the Board. She said she would schedule the issue on the Board’s agenda for discussion in the fall.
3. The Board discussed the recent online registration conducted by the Recreation Department was a success with a few glitches. The Manager said that the half and full day programs filled quickly and were the most difficult to register online. Several Selectmen commented that they had received very positive feedback from their constituents regarding the online registration process.
4. Inquired about sending out an employee feedback questionnaire. Town Counsel said that the idea of the Administration or Board conducting an employee feedback questionnaire to its employees was totally out of line. He said that this was a definite no-no in terms of labor relation’s management between the town and its union workforce. The Manager concurred stating that it was not the jurisdiction of the board to conduct an employee satisfaction survey.
Sel. O’Brien: 1. Inquired about the expansion of the senior citizen tax abatement. The Manager informed the Board that there were currently 24 senior citizens in town and expansion of the tax abatement program would cost the town $24,000 in tax revenue. She said she was in the process of preparing a memo to the Board for their June 20th meeting.
2. Asked the Town to investigate potential for cutting costs at the DPW by doing its own mining for sand and gravel at the old dump/town owned property. The Manager said that the town dump was capped and off limits.
Sel. Lipka: 1. Will attend a MMA conference on June 11th for new Selectmen.
2. Officially resigned his appointment to the Water/Sewer Advisory Board.
Sel. Lavigne: 1. Inquired about a timeframe for updating committee write ups and member lists on the town web site. The Manager said that a reduction in staff hours in her office reduced the scope of work performed on the website. Updates are done as time permits.
2. Requested an update on individuals identified as not paying for solid waste removal. The Manager said that out of 57 addresses, 17 were charged for back services, 21 had previously selected another vendor, and 19 were identified as non-recoverable (foreclosure, abandoned, or non-paying). The Manager said that the new sign up process through the HMLD had corrected any non-paying customer issues. Billing now continues until the Town recovers the toters from the homeowners. Chairman Lavigne suggested that the Town reconsider continuing the solid waste sticker program which cost $13,000 and was used to help monitor customer use. Sel. Renzoni said that the town had not used the sticker program in several years, which resulted in the misuse/mismanagement of the system. He suggested the Board let the Town work
the bugs out the system before making any further changes to the program. The Manager said she would generate quarterly solid waste removal reports to update the Board.
3. The Board reviewed a water restriction write up “in plain English” to help explain how the new water restriction rules should be implemented. They thanked the Manager for the write up.
4. Chairman Lavigne asked for an update on creating a bylaw to help control the distribution of commercial flyers to residents on private property. Town Counsel said that any control of these flyers violate free speech laws according to the Massachusetts Attorney General’s office.
5. Commented that the new landscaping at the Rt. 122A/Shrewsbury Street intersection looks great. When can the Town expect the installation of the electronic sign? The Manager said that a temporary sign would be installed to work out any bugs in the system prior to placing the permanent sign.
6. Requested the Town include a “Do Something” questionnaire when new residents sign up for trash/ sewer/electric service at the HMLD.
Master Plan Implementation Committee
Mr. Ed Starkus, Chairman of the Master Plan Implementation Committee addressed the Board and introduced committee members Alan Berg, Dennis Lipka, Director of Growth Management, Sel. Anthony Renzoni, and Richard Shields. The Planning Board approved the Master Plan in 2008. He reviewed the status of the goals by the monitoring committee and the actions being taken to complete the goals. He asked the Board to review some of the goals to reduce traffic congestion along Main Street by having an east/west connector corridor from Rt. 190. Mr. Starkus said he felt the Selectmen needed a nudge to help bring this goal to fruition. Mr. Alan Berg spoke to the town’s diminishing sewer capacity. The Committee recommends a three-step approach to solving the problem. 1. Discussion with City of Worcester and
MDC to increase sewer trunk capacity; 2. Continue I&I identification and debate its cost/benefit ratio; and 3. Develop a plan to manage growth to limit sewer connections. Mr. Berg said the Town has been ducking step number three for 15 years. The DEP defines the town’s sewer capacity and the Town must manage this limitation. Sel. Renzoni provided updates from the Planning Board. Creation and implementation of cluster development bylaw, right to farm/agricultural bylaw, green zoning/LID principles bylaw, erosion control and storm water runoff bylaw, and “big-box” construction bylaw. Goals for 2011/2012 include the creation of village zoning, protection of red barn and Alden Lab property, retail use in industrial park, implementing a business recruitment program, conducting a storefront improvement program, urging OSRD and mixed-use provision of zoning in designated areas, encouraging the development of small office space with business
support services to attract existing home occupations, creating historic districts in Jefferson, Quinapoxet, and Chaffinsville areas, encouraging accessory apartments in Main Street corridor, exploring recreational/institutional zoning district category that requires the town to review any proposals for re-use of recreation/open lands if they are sold, encouraging friendly affordable housing projects, and considering inclusion of green building.
Mr. Shields discussed the preservation of open space and the planning of this open space in town. One of the visions of the Committee is the creation of pathways through town to connect neighbor- hoods to neighborhoods. Dennis Lipka said one-third of town land is protected as open space either through water supply protection by the DEP, town land, recreational land, or agricultural land. Sel. Renzoni announced that Mike Wronski had resigned from the Committee. The Committee is looking to fill vacancies on the Committee. The Committee will meet again in September.
Town Manager Evaluation Process
Sel. Renzoni presented proposed changes to the rating scale for the Town Manager’s Evaluation to the Selectmen. Sel. Lipka said he was not fond of evaluations that total the rating numbers in each category. These compiled totals turn the evaluation into a report card and assign a letter grade to the total. He said the Manager should be evaluated on set goals and how they were accomplished. Sel. O’Brien agreed that this had happened in previous Town Manager evaluations. Sel. Jumonville said he thought the rating system on the old evaluation worked well. He cautioned equating the evaluation to performance pay raise. Chairman Lavigne said that he felt that somehow the performance evaluation should be connected to the pay raise. The Manager said she thought the evaluation was a tool to
help direct her job performance and goals. She said she did not think the Manager should be evaluated on Library Services since the Manager does not manage the library; the Library Trustees oversee the management of the library. However, she said the matter of when to conduct the evaluation was timing. She said that perhaps it would be better to conduct the evaluation prior to an election. This way the Manager is evaluated with a Board with whom she worked with for the entire year. It will be hard to have the two new Selectmen evaluate her performance because they have not worked with her. The Board debated when to conduct the evaluation. Sel. O’Brien suggested that the three Selectmen that worked with the Manager over the past year should participate in the evaluation process while the two new members observe the process. Sel. Jumonville said more items and a plan should be discussed before conducting an evaluation. Sel.
Renzoni asked the Board to review the document and discuss it again at the July meeting.
Town Manager Miscellaneous
The Manager announced that Senior van rates would increase by $0.25 each way effective July 1, 2011. The new fares are consistent with the fares charged on the WRTA van.
The Manager informed the Board that the Recreation Department conducted its first on-line registration for its summer programs on May 14, 2011. Revenue received from this registration totaled $44,026. Walk-in registration revenues at the Senior Center totaled $6,866. As of May 31, 2011, recreation pass sales totaled $74,993 and program sales were $67,511 for a total of $142,504. Sixty-eight percent of the total revenue was received on-line. All day programs sold out on the first day of registration. 601 households have registered accounts and 973 children enrolled in the 155 class offerings. Chairman Lavigne asked for an age breakdown on on-line registration users for demographic purposes.
The Manager announced that the Holden Pool opened for business the weekend of June 4th from 12PM to 5PM. The pool will open again on the weekends of June 11th and 18th from 12PM to 5PM. The pool will open for the season on Wednesday, June 22nd at 1PM.
The Manager informed the Board that an employee appreciation picnic would be held on Tuesday, June 14th from 12PM to 2PM at Trout Brook recreation area. She asked the Board vote to close Town Offices during this time period so that all employees will have the opportunity to participate in the event. For the first time, recognition awards will be presented at the event.
Motion by Sel. Renzoni, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO CLOSE TOWN OFFICES FROM 12PM TO 2PM ON TUESDAY, JUNE 14, 2011 FOR THE EMPLOYEE APPRECIATION PICNIC.
The Board discussed a summer meeting schedule. Preferred meeting dates should be forwarded to the Town Manager’s office.
The Board reviewed the street-paving program for the summer months. Sel. O’Brien inquired why the majority of the worked would be performed after July 1st? The Manager said she suspected that most of the work had been scheduled for the fiscal budget commencing July 1st. The Manager encouraged residents to sign up for the town’s online announcements via email on the town’s website: www.townofholden.net.
The Manager reported that the Holden Association of Firefighters would host the 85th Annual Wachusett Muster Association Firemen’s Muster on Sunday, June 19th from 11AM to 3PM. The event will be held between the intersections of Holt and Bancroft roads. The muster is free of charge and will be held rain or shine. Traffic will be detoured and Main Street will be closed during the event. Chairman Lavigne requested that a detour sign is posted prior to the muster.
The Manager informed the Board that the Providence and Worcester Railroad informed the Town that the railroad would replace the bridge over Main Street by Adams Road this summer. The railroad estimates that the road will be closed for a period of 4 days during the construction process. The Town Manager and members of the Police, Fire, Light and Public Works Departments met with railroad officials to insure the least disruption to residents and insure that adequate emergency response is available to that section of town during the replacement. The town requested the work commence during the last two weeks in July or the first two weeks in August when traffic is the lightest. As time gets closer to the work date and more details become available, the Board and residents will be
informed. During the construction process, the bridge will be raised approximately four inches over its current height. The current bridge was constructed in the early 1900’s. Additionally, the railroad will replace the crossing on Bailey Road. Additional crossings will be reviewed throughout town to determine their repair status.
The Manager presented the Revenue and Expenditure Reports for the period ending April 2011 as prepared by Town Accountant Lori Rose.
Acceptance of Previous Minutes
Motion by Sel. Renzoni, seconded by Sel. Jumonville, it was VOTED 3-2 WITH 2 ABSTAINED TO APPROVE THE MAY 2, 2011 MEETING MINUTES AS PRESENTED. (ABSTAINED: LIPKA, O’BRIEN.)
Motion by Sel. Renzoni, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO ACCEPT THE MAY 10, 2011 MEETING MINUTES WITH THE FOLLOWING AMENDMENTS BY SEL. RENZONI: ADD THE WORDS “ DISPLAYED A LACK OF LEADERSHIP” TO THE SECOND SENTENCE IN THE THIRD PARAGRAPH FROM THE BOTTOM ON PAGE ONE, AND SUBSTITUTE THE WORDS “ANYONE’S FEELINGS” INSTEAD OF “SOMEONE” IN THE FIRST SENTENCE IN THE SIXTH PARAGRAPH ON PAGE TWO.
Motion by Sel. Renzoni, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE THE TOWN MEETING MINUTES OF MAY 16, 2011 AS PRESENTED.
14. Adjournment
Motion by Sel. Renzoni, seconded by Sel. Jumonville, it was UNANIMOUSLY VOTED TO ADJOURN THE JUNE 6, 2011 MEETING AT 9:12PM.
APPROVED: June 20, 2011
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