BOARD OF SELECTMEN
NOVEMBER 13, 2012
The regular meeting of the Board of Selectmen convened at 7:00 p.m. In attendance were Edward A. Maia, Dr. Richard M. Smith and Edward S. Harrison. Also present were Town Administrator Gretchen E. Neggers and the media.
The Pledge of Allegiance was recited.
Acceptance of Meeting Minutes:
Mr. Harrison made a motion to accept the meeting minutes of October 23, 2012 – open session. Dr. Smith seconded and it was so VOTED.
Building Committee Update:
John Goodrich II approached the Board of Selectmen on behalf of the Building Committee, and provided an update on the 110 Main Street Building.
Mr. Goodrich explained the Building Committee started meeting in July, and choosing an Owners Project Manager was their first priority. Six bids were received for the OPM; one was not a qualified bid, bringing the total down to five. The Committee individually reviewed the five OPM qualified proposals over the course of a week, narrowing it down to three candidates. The three candidates were interviewed by the Committee and asked a series of questions. Based on the responses the Building Committee chose Daedalus Projects, Inc. out of Boston, to be the Owners Project Manager.
Mr. Goodrich stated also during this time, the Designer Specifications/Architecture for the project was put out to bid, with twelve formal proposals received. The Owners Project Manager reviewed the Designer Specifications/Architecture as the proposals were quite involved, narrowing this down to six bids; following that the Committee again used a standardized form where each of the nine members on the Committee graded the six selected bidders based on a series of factors to come up with the top four. The top four companies were invited in to present presentations and answer questions. Mr. Goodrich noted the Building Committee chose and has entered into negotiations with Kaestle Boos Associates, Inc., which the Committee ranked as number one. The references were checked and came back positive; with one reference coming back less
than positive after the decision had been made. The Committee has checked into this and after further investigation, feels comfortable with using that as information to keep in mind and to be aware of. Mr. Goodrich stated the Building Committee feels confident with the Owners Project Manager chosen and the Committee and the way that seems to be working, they will not have the same issues as the other community.
Daedalus has put together specifications to get bids for the environmental impact study, and writing specifications for the demolition of the old town hall. Three proposals were received and reviewed and the Committee chose to go with UEC as the environmental engineers for the project. UEC has been gathering material and air samples to determine the hazardous waste so they can properly write the specifications for the demolition.
Mr. Goodrich said the actual demolition of the former Town Office Building should occur sometime in the early spring, as they need to get more in line with the design and the construction phase so there won’t be a giant hole sitting there too long in between the demolition and the construction.
Mr. Goodrich said they are also looking at the electric service located at 110 Main Street. Currently, the electricity is running though the old town hall to the back-up generator and then back through the building to service the temporary Police facility.
Mr. Goodrich noted all four of the design firms that came in for interviews had the same construction start date of mid to late summer, and noted the Building Committee has not even begun to get into the design of the building at this point.
Mr. Maia asked about the role the OPM has. Mr. Goodrich replied he is the lead person; he has all of the experience and knows the outline of what the Committee needs to be following. Mr. Goodrich added the OPM has provided guidance and assisted with some of the interview questions, things to be concerned about, and clarification.
Mr. Maia questioned the plan for the oversight, the OPM, and the plan as a whole because as the project progresses it will be more detailed. Mr. Goodrich replied he spoke with Ms. Neggers today about the need to sit down with the OPM to have this discussion. Mr. Goodrich said he is unsure where the Selectmen want the Building Committee’s responsibility to start and stop. Mr. Goodrich said he felt the Committee’s responsibility is an oversight committee, responsible for gathering the data and making sure people are doing their part.
Mr. Maia said the next thing that needs to occur is a meeting involving Ms. Neggers, Finance Director Deborah Mahar, Disaster Recovery Manager Dan Laroche, OPM Shane Nolen, and the two Chairs of the Building Committee Mr. Goodrich and Kurt Kaiser. Ms. Neggers responded this is the plan, to try to figure it all out.
Dr. Smith questioned how the need of space rather than the want of space in the new building will be determine. Mr. Goodrich replied they did have this discussion but it hasn’t been ratified at this point. The building designer is responsible for doing a space needs assessment similar to what Reinhardt did back in the beginning for insurance purposes, and will be meeting with the department heads. Mr. Goodrich said the new space needs assessment will be budget driven as they only have so much money to work with.
Ms. Neggers stated this budget is extremely tight and we will be challenged to bring a 26,000 square foot building in on it, and you need to keep in mind this building is being built for the future as well. Ms. Neggers stated every building permit, every set of building plans, birth records, death certificates, etc., we are required to hold onto a hard paper copy by law, and this has to be stored forever, requiring physical space.
Mr. Goodrich said people have already begun looking at other town offices and police stations that have been built recently to get ideas and the Building Committee will have to sit down with the Police Chief to see where things sit with the Regional Dispatch Center as well, but no formal decisions have been made yet.
Mr. Goodrich noted the designs are electronic so they will be able to post them on the website as they are developed and approved, to keep the town informed of what is going on. The Building Committee also follows the open meeting laws, and the public is welcome to attend.
The Board of Selectmen thanked Mr. Goodrich and the Building Committee.
Holiday Lighting Committee – Various Requests:
Christine and Jeremy Bedson of the Holiday Lighting Committee approached the Board of Selectmen.
Mr. Bedson explained a large section of the wiring for the Christmas lights was lost during the tornado last year as it traveled along Main Street. Mr. Bedson noted the cost of replacing the wiring is approximately $2,000; the electrician will be donating his time to install the new wiring.
Mrs. Bedson said typically every year donation cans are place around town and the donations are used for operating expenses, replacement bulbs, etc., for that particular year. Last year letters were sent to businesses asking for donations to help replace the lanterns that were thirty-plus years old and in rough, rough shape. Pole mounts also had to be replaced.
Mr. Bedson said some of the donations were stolen from the cans when the store clerks turned their back for a few seconds.
Mr. Harrison made a motion to transfer the amount of $2,000 from the Gifts to the Town Account to reimburse the Holiday Lighting Committee for the purchase of the wire. Dr. Smith seconded and it was so VOTED.
Mr. Bedson said the tree on the hill by the Library has already been decorated. There is a hole on one side of this tree where part of it is dead and each year it continually gets worse. Mr. Bedson was seeking permission to bring the bucket truck onto the brick sidewalk at Memorial Hall to put the lights on the tree there. Mr. Maia responded that is not possible. At a previous meeting it was noted the brick sidewalk cannot sustain the weight of vehicles and the up heaving of the bricks is causing a severe hazard for pedestrians.
Mr. Bedson also was seeking permission to string the Christmas lights and garland across Main Street again. Mr. Bedson explained most of the residents liked that and it was stopped a few years ago when National Grid had a safety issue with that being done. Ms. Neggers asked if National Grid has changed their position on that and Mr. Bedson said he hasn’t spoken with them, but noted they have changed their personnel and said the Town of Ware still strings light and garland across the street.
Ms. Neggers said the Town would have to provide National Grid with an insurance certificate so if anything happened to their poles the town’s insurance would take care of it. Ms. Neggers said the poles belong to National Grid and National Grid said we couldn’t do it, so it would be up to National Grid. It was unanimously agreed for Mr. Bedson to speak with National Grid prior to doing anything, and the Board of Selectmen agreed they have no issues with this request.
Mr. and Mrs. Bedson were thanked for all they and the Committee do.
Discussion of New Winter Parking Ban Bylaw:
Ms. Neggers said the winter parking ban was changed by the vote of the town’s people at the last Town meeting and approved by the Attorney General’s Office. When a winter parking ban is issued or called there will be no parking at any time on the streets, except on Main Street between Hampden Avenue and Washington Street between the hours of 6 a.m. and 1 a.m., until the ban is lifted.
Ms. Neggers said Chief Kozloski has agreed to be the designee to declare the parking ban.
The parking ban, when in effect, will be put on the town’s web site, on television, and any other media sources. Ms. Neggers also suggested having people sign up for an email notification and felt we need to give the community and the department’s time to get use to this new ban. It was agreed to place the information regarding the new parking ban on the Town’s website now allowing the residents’ time to become familiar with it.
Mr. Harrison made a motion to designate Police Chief Kozloski as our designee for declaring a parking ban in case of inclement weather or an emergency. Dr. Smith seconded and it was so VOTED.
Mr. Maia suggested placing a message on the sign board as well. Ms. Neggers responded she will speak with Chief Kozloski to see how he wanted to do this.
Ms. Neggers added it’s a learning curve and everyone has to adjust, but the safest bet is to have your vehicles parked in your driveway so you won’t have to worry about it.
Request for “Gifts to the Town” Expenditure – EMD Stipend for EOC Opening:
Mr. Harrison made a motion to allocate $100 from the Gifts to the Town Account for the EMD as a stipend for opening the EOC for one day during Storm Sandy. Dr. Smith seconded and it was so VOTED.
Ms. Neggers noted the Town of Monson’s Emergency Management Director, Evan, is on Facebook now.
Discuss December Meeting Schedule:
The Board of Selectmen agreed unanimously to meet once on December 11th and if an emergency meeting is needed one can be set up.
In Other Business to Come Before the Board:
- Ms. Neggers said the Town Meeting is scheduled for Monday, November 26th, at 7:00 p.m. at Granite Valley Middle School and Town Moderator Richard Guertin has the “Town Meeting” banner. The Monson Arts Council has permission to hang the Craft Fair banner up through November 25th. Ms. Neggers said Mr Guertin is also one of the organizers of the Craft Fair and appreciates the importance of the Town Meeting and said the Monson Arts Council has no problem with the Town Meeting banner going up in advance of the Craft Fair, if the Selectmen so wished.
Mr. Maia said to make the arrangements to hang the Town Meeting banner from November 20th or 21st until after the Town Meeting. It was agreed to have Gaylin take care of this.
- Ms. Neggers said on December 6th a public forum will be held on the reuse of the Monson Developmental Center at 7:00 in the Selectmen’s Conference Room in the Hillside Building. Everyone is invited to share their thoughts and ideas, no matter how farfetched they may seem.
Correspondence was read and completed.
At 8:10 p.m. Dr. Smith made a motion to adjourn from open session to go into executive session to discuss non-union bargaining strategy – pursuant to M.G.L. c.30A Sec. 21(2), not to return to open session. Mr. Harrison seconded and it was so VOTED.
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Edward S. Harrison, Clerk
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