MASTER PLAN STEERING COMMITTEE
MEETING MINUTES
May 7, 2012 - 1:00 PM
Conference Room B, 3rd Floor, Town Hall
Voting Members Present: Len Belli, Brian Choquette, Charlie Corley, Rodney Frias, Don Garcia, Justin Provencher, Chris Yates
Ex Officio Members Present: Paul Blazar, Linda Ghiloni, Dave Stephens
Others Present: Michelle Ciccolo, Jennifer Burke, Kerin Shea, Julie Papazisis, Chuck Kuniewich
Members Not Present: Terrence Joyce, Lorraine Nelson, Jim Quinn, Arthur Redding, Lynn Valcourt, John Blood, Tony Marques, Sam Wong
Consultant Services
The Steering Committee voted at its last meeting to recommend the consulting firm of VHB, Inc. to the Board of Selectmen. In addition to the base scope, the Committee had VHB price out additional services: updating the Town’s Subdivision Control Regulations, updating the Open Space Plan, creating a Municipal Space Plan, creating an Energy Plan, creating a Social Services Plan, and supplying costs per building for an historical inventory.
Ms. Ciccolo said it would be too costly to pursue the Municipal Space plan. VHB would not provide a price, as, prior to the Master Planning process, it was too hard to determine what services would be needed and at what point in time. Another consultant had priced this plan at $31,500. Mr. Yates said that he thought it was an important element as the DPW building was voted down at Town Meeting, with new plans discussing a joint DPW/Police Station. He also mentioned the kindergarten would be moving, wondering what would become of the empty building? Mr. Blazar explained that feasibility studies for those two projects would provide similar information. Mr. Yates thought it would be important for the Master Plan to recommend studies of those two projects.
Ms. Ciccolo also said that it was very costly to update the Open Space Plan considering our current plan is good for another year. VHB priced this update from $10,000 - $15,000. This is a large sum for a plan that the Town has previously always done in-house. Perhaps VHB didn’t understand how far along we were, or that we would handle the public process piece, as well as the GIS mapping. It is something the Committee can look at later & do as a change order, if needed.
The Town’s Subdivision Control Regulations have not been updated since 1993. As Ms. Ciccolo explained, there are many best practices that need to be incorporated.
Having an Energy Plan will better position the Town should the Comprehensive Land Use Reform and Partnerships Act (CLURPA) be passed. A Social Services Plan will build on work being done with the Town’s Community Transformation Public Health Grant. Ms. Ciccolo also thought it might be prudent to plan for VHB to attend one additional day & evening meeting. This amount would not be in the base contract, but done as a change order only if needed. But having prior approval for this amount would save time having to go back to the Board of Selectmen if they voted a contract amount not to exceed.
Mr. Provencher was concerned that we were getting close to our budget. Ms. Ciccolo explained that there is an additional $12,500, a donation designated for Master Planning from approximately 15 years ago. When added to the $100,000 Town Meeting appropriation, there is enough to cover the consultant & the GIS mapping, as well as any advertising or supplies that may be necessary.
Mr. Blazar asked if the final plan would include costs for implementation? Would the consultant outline costs associated with any recommendations of the plan? Ms Ciccolo explained that the plan should have short & long terms goals. Any recommendations would have the estimated cost, responsible party and anticipated time frame.
Mr. Provencher asked if Hudson Light & Power had any concerns regarding the Energy Plan? Mr. Choquette explained that VHB’s work summary for the Energy Plan outlined goals & benchmarks for the Town, not specific recommendations for HLP itself. HLP would work with VHB on any recommendations that may affect HLP or result in higher rates for residents.
Ms. Ciccolo wanted to stress the fact that when the pricing for the remaining additional services items was tabulated among all three consultants, VHB’s overall price, even with the extra services, was still lowest by several thousand dollars.
There were no objections to the selection process. No members had any other questions or issues at this time.
Justin Provencher, seconded by Charlie Corley, made a motion to accept the following additional services:
- Subdivision Control Regulations update
- Energy Plan
- Social Services Plan
- 1 extra night meeting, if needed
- 1 extra day meeting, if needed
Vote: 7-0-0, unanimous
Public Kick-Off Meeting
VHB would like to initially do what it calls a “Community Immersion Day”, in which they will tour the Town and interview Department Heads, Board Chairs and/or Town staff. They would also like to have a meeting with the Steering Committee. Members agreed to meet with VHB on June 7 at 7:00 PM. We also need to plan a public kick-off meeting. Members agreed to hold the public kick-off meeting on June 11 at 7:00 PM. Both meetings will be in the Town Hall auditorium.
Public Outreach
How do we reach people who do not normally participate in traditional government activities? How do we reach such groups as Hudson’s senior population, parents with young children, or non-English speaking residents? What networks can each member tap into?
Mr. Garcia asked if we could disseminate information through the schools? Ms. Ciccolo said she would have to check the School Department policy on that. Ms. Ghiloni said that each school had its own email distribution list. Mr. Choquette said that Light & Power had a newsletter. Mr. Yates & Mr. Provencher belong to Rotary. Mr. Corley said information can be included in the Council on Aging newsletter. Mr. Garcia said that the Chamber of Commerce and Hudson Business Association both have email distribution lists.
Ms. Shea noted that Hudson Fest is June 2. It would be a great opportunity to get the word out there. If there were a table, would anyone man it? Mr. Provencher said that Rotary had a table and they could pass out materials. Mr. Kuniewich said his table would hand out materials, as well. Ms. Ghiloni offered up sandwich board signs with pockets for brochures. Ms. Shea will work on putting together some literature.
Ms. Ciccolo brought up the Town’s Master Plan web page for the members to see. She explained that all members are listed, and agendas & minutes are posted. There are links to the Master Plan Facebook page (which has 55 followers), the Master Plan Twitter account (with 12 followers) and the newly created Master Plan Pintrest page (currently with 6 followers). Pintrest acts like a digital bulletin board, a way to organize visual ideas. There are boards for each element of the Master Plan, and pictures are uploaded to represent those elements.
Other Business
Julie Papazisis will serve on the Steering Committee as the representative from the Housing Authority.
No members had any other questions or issues at this time.
Minutes
Don Garcia, seconded by Justin Provencher, made a motion to approve the minutes of April 10, 2012, as written.
Vote: 7-0-0, unanimous
Adjournment
The meeting was adjourned at 1:45 PM.
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