HOLDEN BOARD OF SELECTMEN
MEETING MINUTES
DECEMBER 17, 2012
6:30PM Memorial Hall
Present: Chairman Anthony Renzoni, James Jumonville, Mark Ferguson,
Robert Lavigne, Kenneth Lipka
Others Present: Jacquie Kelly, Acting Town Manager
Stephen Madaus, Town Counsel
Elizabeth Helder, Recording Secretary
Others Absent: Nancy Galkowski, Town Manager
Chairman Renzoni opened the meeting at 6:30PM. The Board participated in the Pledge of Allegiance. The Board observed a moment in silence to honor those killed in the school shooting in Newtown, CT.
1. Selectmen Licenses, Permits and Appointments
Chairman Renzoni reported that the Board met and reappointed Mr. Larry Kowalczyk to the Holden Historic District prior to the meeting.
Acting Town Manager Kelly presented Common victualer licenses on the white paper for approval.
Motion by Sel. Jumonville, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE THE ANNUAL LICENSES ON THE WHITE PAPER AS PRESENTED.
The Board reviewed the licenses for those establishments on the pink paper not currently in compliance.
2. Liquor License Application – Change in DBA, El Mercado Restaurant, Inc. Mexicali Fresh Mex Grill (Formerly Playa Del Carmen)
Ms. Kelly presented the application to change the name of Playa Del Carmen to Mexicali Fresh Mex Grill. No one from the restaurant was in attendance at the meeting.
Chairman Renzoni inquired if the name change to the business would affect those who possess gift cards from Playa Del Carmen. He wanted to make sure that these gift cards are still honored at the new restaurant. Town Counsel said that the corporation would remain the same; only the restaurant name was changing.
Motion by Sel. Jumonville, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED THAT THE BOARD OF SELECTMEN APPROVE THE CHANGE IN D/B/A EL MERCADO RESTAURANT, INC. MEXICALI FRESH MEX GRILL AND TO REQUEST THAT ALL GIFT CARDS ISSUED AS PLAYA DEL CARMEN ARE HONORED AS PRESENTED.
3. Regional (Holden/Princeton) Dispatch Presentation – Chief George Sherrill
Chief Sherrill reported that the Holden Police Department has a proactive approach to school safety. Safety plans are already in place and the HPD conducts regular safety trainings with school and fire officials.
Chief Sherrill presented a Regional E911 Communications Services for Holden and Princeton: A Feasibility and Implementation Update. Mr. Tom Kennedy, a retired deputy with the State Police, addressed the Board. He said that findings from a 15 community study conducted in 2010 indicated that it is feasible to integrate and consolidate the E911 call taking and dispatching functions of Princeton into the Holden 911/PSAP to create a Regional Emergency Communications Center (RECC). Benefits to regionalizing include enhanced professionalism for emergency communications services, cost savings, enhanced communications technology, better training criteria, and mutual aid enhancements. Implementation steps currently being administered include development of a Governance Agreement and Common Policies and Procedures, and
applying for State 911 grant funding to help consolidate information technology, radio system upgrades, and connectivity with Princeton. While there will be some cost savings to the merger, Holden will gain much needed personnel for shift and emergency situation coverage. This will help effectively increase service and reduce costs. Chief Sherrill said that the Center will be located in the new Holden Public Safety Building. Sel. Ferguson inquired about liability issues. Mr. Kennedy said that when two or three dispatchers are on a shift, liability will decrease, because the work load will be shared. Ms. Kelly added that liability and insurance issues would be covered in the Governance Agreement. Sel. Ferguson requested an “easy formula” when calculating out the shared costs. Grant funding in the first year was $25,000. The next grant installment will be $250,000.
4. Citizens’ Address
Mr. Chris Lucchesi, Bailey Road, spoke about an article recently published in the T&G about the Dudley- Charlton Regional School District’s 6th denial from the MSBA for a new school. Only 3 out of 280 applicants were approved for school funding from the MSBA. He said this is an important statistic because the Mountview Middle School in Holden has been identified by the MSBA for funding. The work that the Holden School Building Committee has done, while in partnership with the MSBA, is a town-owned and managed project and is not a Wachusett Regional School District project. Funding a capital project in Holden, through debt exclusion, has no impact on funding the school budget. He asked that when the Board discusses the school building project that the facts are discussed.
Ms. Christine Smith, Sterling Road, said she supported her children’s future and the Mountview School Building Project. Children need to be provided with a safe, healthy place to be educated. She asked residents to support the project when it comes before them in the spring.
5. Central Massachusetts Law Enforcement Council Mutual Aid Agreement
Chief Sherrill said that recent state legislation has ruled that when a police officer leaves his/her jurisdiction, they no longer have any police authority. Chief Sherrill said that a group of 50-communities in Central Mass has created and signed a Central Massachusetts Law Enforcement Mutual Aid Agreement.
Motion by Sel. Jumonville, seconded by Sel. Lavigne, it was UNANIMOUSLY VOTED TO DIRECT THE ACTING TOWN MANAGER TO SIGN THE CENTRAL MASSACHUSETTS LAW ENFORCEMENT COUNCIL MUTUAL AID AGREEMENT.
6. Mountview School Building Committee Update
Chairman Paul Challenger introduced members of the committee Dave White, Chris Lucchesi, and Jacquie Kelly. He updated the Board on the status of the building project. The MSBA has approved the plan to build a new 126,000 sq. ft. building on the existing site. This will allow the students to remain in the existing building during the construction process. The project is currently in the Schematic Design process which will draw the building plans in more detail. The Schematic Design plans will be filed with the state on February 14, 2013. On April 3rd, the MSBA will make the final vote to approve the project and determine the MSBA’s share of the costs. Mr. Challenger discussed when to hold a Special Town Meeting for the project. The Committee would like the Board to set a warrant for
a Special Town Meeting for April 8, 2013 and schedule a ballot election for April 11, 2013. He said that the presentation and discussion on the project will be too lengthy to hold during the Annual Town Meeting in May. Mr. Challenger requested that the Board set these meeting dates as presented.
Sel. Ferguson said he would like the Town to follow the “Brian Bullock” process and consult the Planning Board. He said he was looking for practical building space, natural gas, pitched roofs, solid construction (brick), and a hard maintenance plan that is followed.
Sel. Lipka asked what were the odds that the MSBA denies the project on April 3rd ?
Dave White said the MSBA has commented that the proposed plan to date is a well thought out plan that they would like other communities to model. There is a very small chance that the MSBA will not approve the plan. The State funding portion for the project already exists. Two additional cost estimates will be submitted with a February 14th filing in order for the MSBA to determine the total cost of the project, which is estimated to be $60-62M. The Committee is also discussing how to make the proposed school into a community emergency shelter.
Mr. Challenger added that the Committee would conduct a very aggressive Community Outreach effort starting in January 2013.
Chairman Renzoni said that this was a hard working Committee who was making a reasonable and legal request of the Board.
Town Counsel reminded the Board that they were only scheduling a Special Town Meeting date.
Motion by Sel. Lavigne, seconded by Sel. Ferguson, it was UNANIMOUSLY VOTED TO SCHEDULE A SPECIAL TOWN MEETING FOR THE MOUNTVIEW MIDDLE SCHOOL BUILDING PROJECT ON APRIL 8, 2013.
Motion by Sel. Lavigne, seconded by Sel. Ferguson, it was UNANIMOUSLY VOTED TO SCHEDULE A SPECIAL ELECTION FOR THE MOUNTVIEW MIDDLE SCHOOL BUILDING PROJECT ON APRIL 11, 2013.
7. Holden Municipal Light Department CY 2013 Operating & Capital Budget/Light Department Terms and Conditions
Mr. Jim Robinson, Manager of the Holden Municipal Light Department, presented the CY 2013 Operating and Capital Budget. Mr. Robinson provided an update on the Transmission Interconnection. He said that a dialogue was underway with National Grid to sort out issues. Mr. Robinson reviewed changes to the terms and conditions include underground service requirements to address situations where burying wires creates significant financial hardship due to ground conditions, service voltage to add a higher voltage level, and create an independent review which would be a mechanism to review interpretation of technical items. He said the HMLD’s budget objectives for CY2013 include continuing to maintain reliable delivery and stable rates, continuing to strengthen its electric system, launch several new initiatives and
continue to obtain real-time system information. Actions being taken by the HMLD in 2013 include providing better service to customers through paperless billing and more on-line payment options, enhancement of energy conservation and efficiency programs, preparing for the pending retirement of several senior linemen, and provide for additional IT support. Starting in 2013, the debt on Seabrook and Millstone 3 projects will begin to be paid off. By mid-2018, the debt will be paid off resulting in about $2M of annual savings. A plan has been developed to stabilize rates until these savings are realized.
Sel. Ferguson asked that the HMLD monthly report generated by Mr. Robinson to the Board be included in the light bills to alert taxpayers to the benefits they receive. He commended Mr. Robinson for the HMLD monthly report. He asked about the feeders that have failed 4 times in the last 3 years. He said that the Board would vote to approve anything that will help the HMLD improve this situation.
Motion by Sel. Lipka, seconded by Sel. Jumonville, it was UNANIMOUSLY VOTED TO ACCEPT THE MODIFICATIONS TO THE TERMS AND CONDITIONS AS PRESENTED EFFECTIVE IMMEDIATELY.
Motion by Sel. Lavigne, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO ACCEPT THE CY2013 HOLDEN MUNICIPAL LIGHT DEPARTMENT OPERATING BUDGET AS PRESENTED.
Motion by Sel. Lavigne, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROPRIATE THE SUM OF $84,345 OF LIGHT DEPARTMENT FUNDS TO THE TOWN OF HOLDEN OPEB TRUST FUND IN 2013 ON A DATE TO BE DETERMINED BY THE TOWN MANAGER.
Motion by Sel. Lavigne, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO EXTEND THE EXISTING THREE-TIER POWER PURCHASE PLAN TO INCLUDE PURCHASES IN 2017.
Motion by Sel. Lavigne, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO ACCEPT THE CY2013 HOLDEN MUNICIPAL LIGHT DEPARTMENT CAPITAL BUDGET AS PRESENTED.
8. DPW Snow and Ice Treatment Plan
DPW Director John Woodsmall informed the Board that effective November 7, 2012, the DPW has implemented a snow fighting procedure. Sand will no longer be applied to the roads as it costs to purchase it, has no melting capability, must be cleaned up by a street sweeper in the spring, and since it is then classified as solid waste by the DEP it is expensive to dispose of. Treated salt will now be applied to the roads. Treated salt (a combination of regular road salt, mixed with magnesium chloride, a green dye to aid in confirmation of product placement, an anti-corrosive agent, and an anti-leachate agent) will now be applied to roads. This treated salt has a lower melting temperature than regular salt and will have a less corrosive effect upon equipment. The new treated salt will also be applied earlier during a
storm event to prevent snow from being packed down and bonding with the road surface. The more snow than can be melted, the less that will need to be plowed off the road. Sand will only be applied during an ice storm for traction purposes.
9. Discussion of Water Rates
Acting Town Manager Kelly introduced DPW Director John Woodsmall and Water/Sewer Superintendent Mark Elbag. Ms. Kelly reviewed the history of the Town’s water/sewer rate structure. The current rate structure has been in place since July 1, 2011. The goals and objectives of the current rate structure are to equitably distribute the costs of the system to all users, to reduce annual revenue variance, and to generate adequate revenue. Four rate structure options were presented to the Board from a Water and Sewer Financial Plan and Rate Analysis prepared by CDM Smith. The four options were: 1. Consumption Based Inclining Block Rates, 2. Fixed Fee Recovering Debt Service Costs, 3. Minimum Fee Recovering Debt Service Costs, and 4. Fixed Fee Recovering Fixed Costs. The Selectmen chose Option 4. Ms.
Kelly said that if the Board would like to amend the current rate structure, the Administration recommends that a financial consulting firm conduct a rate audit and analysis. Costs associated with the rate audit/analysis would cost approximately $15K.
Chairman Renzoni said that the Board had directed the Acting Town Manager to review the current rate structure and present alternate methods. He said that several members of the Board feel that fees associated with the current rate structure are too drastic.
Sel. Lavigne asked if there was a better way to do the review. He said he felt that it was not the will of the Board to hire an outside consulting firm. He said that a Water/Sewer Superintendent had been hired to do this work in-house.
Mark Elbag said that this type of review was very time consuming. He said that the consulting firm would also act as an auditor. He suggested that the Selectmen review the other options presented by CDM in 2011.
Sel. Lipka commented that he did not want to see the W/S rate structure go backwards. He said one of the goals of the current rate structure was to create a 1M surplus. Has any money been set aside to improve the system?
Mr. Elbag said that the Capital Plan is always cut first in the budget and that the Town was very behind in water/pipe maintenance/replacement. Mr. Woodsmall commented that the current rate structure was chosen not only to stabilize the W/S Fund but to also create a capital improvement plan. With customer conservation of water/sewer increasing, usage (revenue) is going down while costs are going up. It is a nationwide problem.
Chairman Renzoni said that the current plan is steady; the Town no longer has to make knee jerk financial reactions as in the past. However, the lowest end users have seen the highest increase in their bills.
Ms. Kelly agreed that the smallest users have seen an increase in their bills. The Board knew that this would happen and was not an unexpected change. One full year of the new rate system has worked; for the first time in 10-years the Town has collected sufficient revenue without having to offset the W/S Fund from the town budget.
Sel. Ferguson presented cost comparison charts for water rates between Holden, Rutland and Worcester. He asked what it costs the Town to make/buy 100 gallons of water and make people pay for it. He said he would like a rate structure to promote those who conserve.
Chairman Renzoni said the HMLD is using reserves to offset spikes 5 years down the road and the W/S Fund needs to do the same. He agreed that that W/S Fund has built up its reserves too quickly; $500,000 in the first year was unexpected due to some one-time funds. .
However, the Town has used the method presented by Sel. Ferguson in the past of trying to predict how much to sell, hoping the weather is good, and promoting conservation and that model failed. The Town ended up bailing the fund out over and over.
Sel. Lavigne said he felt that the Board was being presented the same thing as before and he would not pay for another consultant. Past studies have shown that the conservation usage billing method doesn’t work. He said he will not let the account go into the red again. Fixed costs must be covered; payments to the Upper Blackstone will increase bills even more. However, he said he would be interested in making slight changes/variations to the current rate structure.
Chairman Renzoni suggested fixed fees based on blocks.
Mr. Woodsmall said that that was sort of the system the Town had now. Fixed costs are being charged based on the meter are the fixed costs for the town. These costs were clearly identified in the CDM study. The current system does encourage conservation and he said there is a rationale/methodology to the current formula. The next budget cycle profit will be $68,000; the surplus in 2013 will be $8,000. The goal is to build the Reserve Fund to 1M over the next 5-6 years. The Fund is not looking to generate a profit.
Sel. Ferguson said that Holden’s rate structure is too aggressive and the Town needs to tone it down.
Ms. Kelly said the Town was looking for guidance/direction. The Board voted in 2011 to support the current rate structure and now the majority of the Board doesn’t like it.
Chairman Renzoni disagreed saying that the statement was not true. It works but it hurts. The Board will continue to support the rate structure until a better plan is presented. He said he was not a fan of predicting but he would be a fan of tweaking the formula to drop some of the fixed fee.
Sel. Lavigne and Lipka inquired what would be the effects of varying the fixed fees.
Mr. Gene Stirchek with the Water/Sewer Advisory Board asked how risk adverse/tolerant was the Board? He said the current plan was on the high end of a low risk option.
Chairman Renzoni said he would be interested in seeing higher risk options but that those would be a tough sell to him.
Sel. Lavigne said he was interested in seeing the effects of each option and their correlated risk.
Sel. Jumonville said he wants to see the work involved stay in-house. The rates are killing people and low-end users need help.
Sel. Lipka said he was not interested in lowering rates only to have to raise them again. The Upper Blackstone burden is coming.
Ms. Kelly asked that the Board let the Administration determine how to gather the necessary information which may ultimately require professional skills to formulate options. She said the Administration would not waste money. Further options will be presented at the January 7, 2013 meeting.
Sel. Ferguson left the meeting at 9:40PM.
10. Town Manager Miscellaneous
- Ms. Kelly informed the Board that there would be trash/recycling pick up the week of December 24th. Pick up will be delayed by one day on December 26, 27, and 28 due to the Christmas holiday on Tuesday, December 25th. As a reminder, the Town has a recycling container permanently located at the Adams Road garage for all types of recycling materials. Should residents find that they have extra recycling the bin is available 24/7. The 2013 Solid Waste and Recycling Schedule will be mailed to residents in their utility bills and is also available on the Town’s website.
- The DPW will offer Christmas tree collection/chipping on Saturday, January 5, 2013 and Saturday, January 12, 2013 at the Adams Road location.
- Ms. Kelly informed the Board that new online training programs offered through the State Ethics Commission are now available. All state, county, and municipal employees, including all board and committee members, are required by law to complete online conflict of interest training every two years and provide the town with a receipt that the training has been completed. Reminders and instructions about the required training will be sent to all employees after the New Year. The deadline for completing the training is April 5, 2013.
- Ms. Kelly reported that the oil tank at the old Police Station has been removed. A Licensed Site Professional was employed to observe the removal and take any necessary samples and tests. The good news is that the tank was clean and free from any contamination. Town Planner Pam Harding will meet with neighbors of the old Police Station in January 2013 to prepare for Town Meeting; the Town will propose a zone change for the building to make it more marketable to sell. Ms. Kelly added that the natural gas connection to the Starbard Building was installed by NSTAR last week. Prior to installation, the Town met with members of the Holden Historic District Commission to get permission for the project. The project was granted after some minor landscaping and building requirements were met.
- The Board reviewed the monthly HMLD Report for the period ending November 2012.
- Ms. Kelly announced that according the Fire Chief Chandler, the HFD has received an Honorable Mention for its submission to the MMA Innovation Awards contest for the conversion of a surplus army supply truck into a forestry truck. The new vehicle is more effective at fighting brush fires than its predecessor and its estimated replacement value is more than $100,000. Congratulations to Chief Chandler and his staff for the many hours of work and skill applied to the project and for the well-deserved award.
- Town offices will be closed on the day before Christmas, Monday, December 24th.
11. WRSD Regional Agreement Amendments
The Board reviewed the process of the Ad Hoc Subcommittee to Review the Regional Agreement. The Subcommittee will schedule public hearings in the New Year with each of the member towns to obtain commentary from the Selectboards, Finance Committees/Advisory Boards, Capital Planning Boards and the general public. The public meeting for Holden has been scheduled for January 9th at 7PM at the Davis Hill School. The Board agreed that its two priorities remain the option to give the member town’s the ability to open the Regional Agreement and the removal of the 5-year opening clause. Sel. Jumonville commented that he continues to be disappointed and unhappy with the time delay of the public meetings. These meetings should have happened this fall. He said he was unsure if the District could
resolve the issues before March 1, 2013. This may influence Town Meetings. Sel. Lavigne questioned whether the concerns raised by the Holden Selectmen have been submitted by the District to the DESE.
12. Selectmen Subcommittees
Sel. Lipka: Affordable Housing: Have not met.
Municipal Electric Advisory:
Sel. Jumonville: Memorial Day Parade: Next meeting: January 2013.
Sel. Lavigne: EDC: Will meet in January 2013.
Sel. Renzoni: Water/Sewer Advisory Board: Nothing to report.
Sel. Renzoni announced that Joe Sullivan with the Revenue Sharing Task Force was looking for a member to replace departing member Paul Challenger.
13. Selectmen Miscellaneous
There was no Selectmen Miscellaneous to report.
14. Acceptance of Minutes
Motion by Sel. Lavigne, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO APPROVE THE MEETING MINUTES OF DECEMBER 3, 2012 AS PRESENTED.
15. Follow Up to Citizens’ Address
There was no follow up to Citizens’ Address.
16. Adjournment
Motion by Sel. Jumonville, seconded by Sel. Lipka, it was UNANIMOUSLY VOTED TO ADJOURN THE DECEMBER 17, 2012 MEETING AT 10:15PM.
APPROVED: January 7, 2013
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