BOARD OF SELECTMEN
TUESDAY, MARCH 27, 2012
The regular meeting of the Board of Selectmen convened at 7:00 p.m. in the Conference Room at 29 Thompson Street. In attendance were Dr. Richard M. Smith, John F. Goodrich II and Edward A. Maia. Also present were Town Administrator Gretchen E. Neggers and the media.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Goodrich made a motion to accept the meeting minutes for February 28, 2012 – executive session and March 13, 2012 – open and executive sessions. Mr. Maia seconded and it was so VOTED.
Appoint Emergency Dispatchers:
Mr. Goodrich made a motion to appoint Ryan C. Kiernan, Collette L. Daniels and Lauren J. D’Addario as Emergency Dispatcher Trainees effective immediately through June 30, 2012. Mr. Maia seconded and it was so VOTED.
Annual Town Meeting – Opening of Warrant and Scheduling of Special Town Meeting within the Annual Town Meeting:
Mr. Goodrich made a motion to open the warrants for the Special Town Meeting within the Annual Town Meeting. Mr. Maia seconded and it was so VOTED.
It was noted the warrants for the Special Town Meeting will be closed on April 17th and the warrants for the Annual Town Meeting will be closed on April 24th.
Fiscal 2013 Budget Discussion:
Finance Director Deborah Mahar approached the Board of Selectmen. Ms. Neggers noted she and Ms. Mahar have been working on developing next years’ budget with the Finance Committee. Ms. Neggers said they met last night with the Finance Committee and presented a level service funded budget, using no free cash; this was forwarded to the Board of Selectmen last week.
Ms. Mahar said at this point they are using the Governor’s budget numbers, and as a result of that they got the Net School Spending figure for the Schools, which is less than what the School Superintendent’s initial budget request was.
Ms. Mahar explained last year there was a $129,000 deficit spending on the Snow and Ice and this year there was nothing, in fact there will be money left in that budget.
Ms. Neggers noted in the level service budget developed, the Snow and Ice budget is increased by $25,000 for a total of $200,000.
Ms. Mahar said going to the GIC had a considerable savings on the health insurance for our employees and retirees.
Ms. Neggers noted the budget doesn’t fund any capital items, and added there might be a surplus of some funds that could be used for capital or possibly utilizing free cash at a Town Meeting in the fall.
Ms. Neggers explained there is about $115,000 remaining in tornado expenses the town will have to pick up, and she and Ms. Mahar have asked the Finance Committee for feedback on how to proceed with this, whether it’s using money from the stabilization fund, etc.
Ms. Neggers said on the Maintenance Department budget, she and Ms. Mahar calculated the staff on a four person department with a Supervisor on the management salary grid, two laborer positions and one at a higher rate within the union structures, added in the vehicle maintenance, ground maintenance, etc. Anything that was clearly recreation was left on the recreational side. Ms. Neggers noted it’s not the intent to eliminate Commissions but to create a workforce that essentially works as an internal contractor for the Commissioners to get things done. This would allow both sets of Commissioners to discuss programs, capital plans, and preservation of records the Cemetery holds rather than talking about mowers, blades, motors, etc.
Ms. Mahar said Pathfinder’s request is $911,980 without capital expenses and $934, 330 with the capital.
Disaster Recovery Status
a. Update of Town Office Building Project
Ms. Neggers said Reinhardt Associates came out last week and met with the department heads individually to discuss what their space needs are. Ms. Neggers said she sat in on the discussions so the departments would understand this is not a wish list. The representative confirmed he would be able to produce a proposal for the new Town Office Building on the basic square footage needed and costs prior to the Town Meeting.
The engineering analysis for energy costs of rebuilding vs. building new, Ms. Neggers met with B2Q, and is hoping their proposal will also be done by the Town Meeting for presentation purposes.
Ms. Neggers said the architecture told her if a single building is built and one component would be for the police, the entire building would have to be built to the building codes for essential facilities since it would be connected. Ms. Neggers added another interesting fact she learned is any project, whether it’s a repair or new building; if it costs over $1.5 million it would require an Owner’s Project Manager, and noted this was never included in any of the budget discussions.
Ms. Neggers said the Building Inspector has six properties identified with just one that he feels won’t have any activity. Ms. Neggers noted we will probably be looking at funding for that at the Special Town Meeting.
Ms. Neggers said the tornado expenses are down to about $115,000 on the local side. With the October snow storm, O’Brien’s Response Management hasn’t given the town any of the audited invoices and tickets; therefore we are unable to process the FEMA reimbursements or pay the balance in full. Right now we owe about $2.3 million in invoices. $1.3 million in payments have been processed. Ms. Neggers said she will be sending a letter to O’Brien stating this is unacceptable as it is causing a hardship here and it’s unfair to the vendors. Ms. Neggers said she also contacted MEMA as this is a contract at the State level as she feels if they are going to be awarding the contract to the vendors we are using in the State of Emergency as there isn’t any time to go out to bid, they need to monitor
the performance of the vendors under the contract. Ms. Neggers said there seems to be a number of communities in the same situation.
Execute Order of Taking and Notice of Taking by Eminent Domain – 61 High Street Easement:
It was explained this is the finalization of taking a small section of land for the drainage easement that was authorized at the fall Town Meeting.
Mr. Maia read the following into the record:
The Board of Selectmen, duly elected, qualified, and acting as such, on behalf of the Town and by virtue of and in accordance with the authority of the provisions of Chapter 40, Section 14, and Chapter 79 of the General Laws, as amended, the vote under Article 24 of the November 14, 2011 Special Town Meeting, and of any and every other power and authority which is hereunto in any way enabling, does hereby take by eminent domain for the purpose of constructing an easement, for stormwater management purposes, on behalf of the Town, a permanent easement in a portion of the property known and designated as 61 High Street, Monson, Hampden County, Massachusetts identified in Exhibit “A” attached hereto.
A permanent easement for stormwater management purpose is hereby being taken in the property as more fully described in Exhibit “A” attached hereto.
Mr. Goodrich made a motion to execute the Order of Taking and Notice of Taking by Eminent Domain for the 61 High Street easement. Mr. Maia seconded and it was so VOTED.
Mr. Maia made a motion to execute the Order of Taking for the purpose that was written heretofore. Mr. Goodrich seconded and it was so VOTED.
Correspondence was read and completed.
In Other Business to Come Before the Board of Selectmen:
- Ms. Neggers said the moderator had the date on the banner changed for the Annual Town Meeting at a cost of $40. Also, two new POW flags need to be purchased at a total of $78.
Mr. Goodrich made a motion to pay out of the Gifts to the Town Account the expenses for the POW flags and the changing of the banner. Mr. Maia seconded and it was so VOTED.
- Mr. Goodrich was thanked for his services, as he will not be running for re-election, making this his last official meeting. Dr. Smith reminded everyone to vote on Monday at Quarry Hill Elementary School.
- Mr. Goodrich said Assistant Town Clerk Mary Watson convened a meting of the Bylaw Sub-committee. The Sub-committee agreed to move to an open hearing within a Board of Selectmen meeting in April to discuss the existing town bylaws, and additional bylaws that are being kept separate so there won’t be any confusion.
At 7:55 p.m., Mr. Goodrich made a motion to adjourn from open session to discuss collective bargaining and litigation strategy – MGL c.30A, Sec21 (3), not to return to open session. Mr. Maia seconded and it was so VOTED.
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Edward A. Maia, Clerk
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