BOARD OF SELECTMEN
MAY 14, 2013
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 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.
Motion to Accept Meeting Minutes:
Dr. Smith made a motion to accept the meeting minutes of April 23 and May 2, 2013 – open sessions. Mr. Harrison seconded and it was unanimously VOTED.
Monson Free Library and Reading Room Association – Request to approve MOA re: Transfer of Library Employees to Town:
Library Director Katie Krol approached the Board of Selectmen.
Ms. Neggers reiterated back in November or so, the Board of Selectmen met with Ms. Krol regarding the need for the Library employees to be able to access health insurance, and with the town’s transfer to the GIC, there were a few issues needing clarification.
Ms. Neggers said she engaged in some research, spoke with attorneys at the Division of Local Services and with the Town’s insurance carrier to address issues with the liability workers comp. Ms. Neggers said an agreement has been reached, and noted she has provided the Board of Selectmen with copies of that, as attached. A waiver of liability has been added into that agreement as the Library employees are “special employees”; on the town’s payroll but operating under a separate policy set by the Board of Directors for the Library.
Mr. Harrison made a motion to approve the Memorandum of Agreement between the Town of Monson and the Monson Free Library and Reading Room Association as just described, effective July 1, 2013. Dr. Smith seconded and it was unanimously VOTED.
Back of the Pack Tornado Alley Relay Race – Request to Approve Race:
Deb Williams approached the Board of Selectmen and noted this is the 2nd race of the 5 year plan. Ms. Williams noted this is the same route as last year, with no changes. Notices have been sent out to the Police Departments and Town Halls.
Ms. Williams said the first team will go off at 6:30 a.m. with the last team starting at 7:30 a.m. It was unanimously agreed Ms. Williams could use the gazebo at Dave Grieve Park for the start of the Pack of the Pack Tornado Alley Relay on Saturday, June 1, 2013,from 6:00 a.m. to 9:00 a.m. and to place a sani-can in the parking lot there providing she coordinates the placement of it with our facilities person. Ms. Neggers said she would be in touch with Ms. Williams to let her know if Memorial Hall could be used.
Ms. Williams noted last year the proceeds went to Replanting Monson and wondered where the proceeds this year should go.
After a brief discussion, it was unanimously agreed to have the proceeds go once again to Replanting Monson.
After the meeting had closed, a resident who was in the audience made the suggestion of having the funds raised by the Tornado Alley Relay Race go toward the Holiday Lights along Main Street at Christmas time, as brackets and wiring were destroyed by the tornado. The Board of Selectmen unanimously agreed to have the funds raised go instead to the Holiday Lighting.
Community Development Strategy – Discussion and Approval:
Ms. Neggers explained Executive Director of the Quaboag Valley Community Development Corp. Susan Rutherford contacted her recently; they are in the process of applying for a grant - business assistance and loan program for small businesses. One of the requirements of the grant is to have a current Community Development Strategy.
Ms. Neggers explained Dan Laroche took the Community Development Strategy we had and up-dated it, as attached, with some of the results from the visioning process, downtown and economic development, etc.
Ms. Neggers noted the Target Area is the downtown center. Some of the activities we have done is the Pioneer Valley Brownfields Assessment, in which Mr. Laroche is currently applying for additional assessment funds for the Omega site on Bliss Street; the Open Space and Recreation Plan is also being referenced which is in the process of being revised by Mr. Laroche and Leslie Duthie; it also references our Master Plan, Regional Housing Plan, and the Ware River Valley Regional Economic Target Area Plan, and outlines an Action Plan.
Mr. Harrison noted the revised Community Development Strategy states the Chapter 90 funds have been significantly reduced, when this year it has instead been been significantly increased, and felt Mr. Laroche might want to change that, also the strategy references the Monson Tourism Committee , which is no longer in existence, under downtown and economic development.
Mr. Maia suggested having Mr. Laroche come up, over the next month or so, with a list of goals for the year, to be revisited in six months to inform the Board where he is on those goals.
Mr. Harrison made a motion to approve the Community Development Strategy as just discussed, with the changes just identified, and place this with the application for the CDC grant. Dr. Smith seconded and it was unanimously VOTED.
Ms. Neggers stated this is to benefit local small businesses that otherwise may be challenged getting loans, especially start-up businesses and the benefits go directly to them; this is all about economic development.
Gifts to the Town Funding Request – Disaster Preparedness Brochure and Natural Hazards Conference:
Ms. Neggers explained the town receives MIIA Rewards from our insurance company, which are percentage points off our premiums for next year, by engaging in certain loss control activities and training. A lot of things they focused on this year is the disaster preparedness.
Ms. Neggers explained one of the items we would get points off for is if we printed a hard copy of the Disaster Preparedness Guide and made it available to our residents.
Ms. Neggers said Monson’s Emergency Management Director, Evan Brassard, created this document and the LEPC reviewed it making a few modifications, and the Board of Selectmen had before them the final version of it, as attached.
Ms. Neggers said a quote was received from Roberts & Sons Printing. The printing of 500 guides would cost $750.00 and the printing of 1,000 guides would cost $1,125.00. Ms. Neggers added a large portion of money being invested on this will come back to the Town in insurance premiums, in savings.
Ms. Neggers said the booklets will be available at the Senior Center, library, Town offices and some other areas. Ms. Neggers noted this booklet doesn’t have a shelf life as the telephone numbers won’t change, and felt we would go through the first thousand really quick.
Mr. Harrison made a motion to appropriate $1,125.00 from the Gifts to the Town Account to pay for 1,000 copies of the Disaster Preparedness Guide to be distributed to the citizens of Monson. Dr. Smith seconded and it was unanimously VOTED.
In Other Business to Come Before the Board:
- Ms. Neggers said last year she attended a Natural Hazards Conference at the University of Colorado, sponsored at that time by Shirley Laska. Ms. Neggers said she has been approached by Ms. Laska regarding having someone from Monson, preferably a younger person, participating on the panel at the University of Colorado to talk about the role of youth in disaster recovery. Ms. Neggers noted it would be a younger person and their parent who would have to go with them, to the conference. They would fundraise for the registration, meals and all the expenses if the Town would pay for the air fare and the room, which would be about $1,500.00. Ms. Neggers said they were thinking of the young person who set up the Facebook page, who also participated in the design charette, and has carried forward. Ms. Neggers added this has
a national audience.
Mr. Harrison made a motion to allocate $1,500.00 from the Gifts to the Town account to be used for travel and lodging for two people to attend the Natural Hazards Conference at the University of Colorado in July. Dr. Smith seconded and it was unanimously VOTED.
- Mr. Maia explained, a request was received from Fire Chief Laurent McDonald to ratify the temporary appointment/promotion of firefighter Jason Bedard to the rank of Acting Lieutenant.
Mr. Harrison made a motion to approve the appointment of Jason Bedard effective May 2, 2013 through June 30, 2013, or until such time as a formal process is established and vacancy announcements are publicized, whichever occurs first. Dr. Smith seconded and it was unanimously VOTED.
- Fire Chief McDonald approached the Board of Selectmen regarding issues at Memorial Hall. Mr. Maia said inspection reports were received from the Fire Department and the Building Department dated April 12th, 24th, and 25th.
Ms. Neggers noted a meeting is scheduled for Thursday at 10:00 a.m. with Larry Tuttle of Architectural Insights, the Historical Commission, Building Inspector Paul Tacy, Fire Chief McDonald, Ms. Neggers, and Mr. Harrison, to begin a safety survey of the building on some of these comments and to try to cross out some of the repairs.
Ms. Neggers said she doesn’t know if she feels comfortable having people in the building until some of these issues are resolved.
Mr. Maia said he would definitely say “no”.
Chief McDonald went over the Fire Department’s portion, noting back in early April he was contacted by the Building Inspector who had been in the process of looking at the Memorial Hall building, as the M.G.L. and C.M.R. requires everyone to look at issues when they arise, so they can make a joint inspection, which is what happened on the dates indicated.
Chief McDonald said when the tornado came through it caused some water damage which caused some of the plaster to start crumbling and come down. Chief McDonald explained the main function of the plaster, besides ascetics, is to provide rated fire protection. Chief McDonald said his biggest concern was behind the stage where you can see the wood slats that the plaster would cover, noting it must have been removed at some point and not restored, and goes from the base of the stage all the way up to the roof. Chief McDonald said if a fire were to occur in the facility, it would expand rapidly up to the top of the building, a significant danger to life and safety.
Ms. Neggers said the plaster damage may have been pre-existing the tornado, as this is in the north tower and stairwells. Ms. Neggers added the Historic Commission corresponded directly with the insurance company to have everything repaired following the tornado.
Chief McDonald also noted at some point in time someone has gone through the building rewiring the exit lights so they go on and off with a switch, rather than being hard wired in with battery powered backup so they stay on all the time, as the law requires.
Mr. Maia stated, considering there are three emergency planning and preparedness items, no current occupancy permit or certificate of inspection from the building official, five items in the boiler room area, four in the north tower, five in the southwest corner, two in the dressing room area under the stage, seven in the stage area, two in the hall, and five items in general concerns, and that’s just with the Fire Department. The Building Inspector had fifteen items of concern with the maintenance. Therefore, Mr. Maia felt the town has no choice but to close Memorial Hall to any inhabitants until we can get some of these life safety items addressed.
Mr. Harrison said Mr. Tacy referenced the possibility of requiring someone with some expertise in structural engineering to look at these.
Ms. Neggers stated that was done and repairs were made to the structure of the balcony, and repair to the truss support up in the attic. Ms. Neggers said she would defer to Larry Tuttle after he tours the building on Thursday.
Mr. Harrison asked Chief McDonald if he felt the severity of any of these problems warranted the closing of the building.
Chief McDonald replied he felt there is more opportunity to explore a little bit further and maybe tap into some other expertise and from his perspective; he would like to speak with the State Fire Marshall’s office. Chief McDonald noted his assessments were preliminary, however he is concerned when you start putting people in the building and using it as a public assembly. Chief McDonald said he would like to address the items that can be addressed and to see what can be done to make it occupyable if we can, but he thinks it’s a little premature, these are serious things, but thinks it does need some more exploration.
Ms. Neggers said the Monson Arts Council is rehearsing a play, but aren’t having any public performances and deferred this to Chief McDonald on limiting this to one area, or limiting the number of people, etc.
Mr. Maia said he didn’t want to say we were going to look at it more and then two days from now have something happen, and felt now that it’s known there’s an obligation to keep people out of the building until we know what we are dealing with.
Dr. Smith agreed it’s best to err on the side of caution.
Dr. Smith asked Chief McDonald, from his perspective, should the building be closed or have limited use?
Chief McDonald replied, have limited access for a specific purpose, as long as people are aware of what they are going into, but he would not want to see it used for public assembly. Chief McDonald noted the threshold for public assembly is 50 people.
Ms. Neggers said we could start the housekeeping portion, and will put the custodian on it, having him consult with the Arts Council and advise them of the restrictions. Also the evacuation plan could be done.
It was agreed to come back with a report for the next Selectmen’s meeting on May 28th and to start with the free stuff that can be done now.
- Ms. Neggers said she had one more item to come before the Board following last night’s Town Meeting. Ms. Neggers said our Chapter 90 funds that the State allocates for road construction, work projects and equipment, is now over $700,000 that we are expecting next year. The practice has been for the Highway Surveyor to drop the project request off for the Board of Selectmen to sign. Ms. Neggers said she looked at the form and it’s much more official, certifications, etc. and felt because the Board of Selectmen are signing it, felt maybe the law does require the Board to vote on the projects as they do require the Selectmen’s approval. Ms. Neggers said she wanted to bring the requests forward so people could see where the funds are going and how much it costs to do these projects, and how quickly
the funds go. The request Ms. Neggers had is for the current year, and it’s a request for $22,000.00 to be applied toward the purchase of the dump truck with 40,000 GMV weight to be used on Chapter 90 projects; which Ms. Neggers said is perfectly eligible and the town has done this in the past. This is to offset the Capital funding as the truck came in higher than the funds available.
Dr. Smith noted on other requests, people are invited in to explain what they are requesting and where the money is going, just to keep the public informed, and suggested that might be a good idea for this as well.
Mr. Maia agreed.
Mr. Maia wanted to defer this request, and to invite Mr. Morrell in to find out how the dump truck came in $22,000 over what was allocated, as he assumed someone did do diligence to put the number together for the dump truck purchase, and now it’s coming in $22,000 over that.
Ms. Neggers noted this truck has been delivered.
- Dr. Smith asked about the progress on 110 Main Street.
Ms. Neggers said the Town’s web site contains the demolition schedule and plans, and noted they are running about two days behind. The hazardous material abatement was finished yesterday and the next step will be proceeding with the demolition. This will take about fifteen work days before they have it completely down. Right now, all the windows are pulled out on the south side of the building, and the site is secure.
Ms. Neggers noted a couple loads of bricks will be brought to the Hillside Building, where later on they will be made available to residents as a memento. Ms. Neggers said she went in the building last week and it was pretty sad. All the wood floors had to be ripped out as there was asbestos paper beneath them. All the slate boards are down because they were held up with asbestos glue. The window calking also was asbestos, so the building really had to be ripped apart in order to mitigate the hazardous materials.
- Also in other business to come before the Board, Mr. Maia said the railroad that runs through town went through and identified trees that need to be taken down by wrapping orange caution tape around them, and now the orange caution tape has become peach because it’s so badly faded. Mr. Maia said he personally had two railroad trees fall into his back yard, and wondered if we could contact them to find out what the status is on getting those areas cleaned up.
Ms. Neggers responded the railroad isn’t the easiest entity to try to contact, but she would ask around to try find out who to call.
Correspondence was read and completed.
At 8:20 p.m., Dr. Smith made a motion to adjourn from open session to go into executive session for the purpose of discussing collective bargaining pursuant to M.G.L. Chapter 30A § 21 (2), not to return to open session. Mr. Harrison seconded and it was unanimously VOTED.
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Edward S. Harrison, Clerk
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