Skip Navigation
Click to return to website
This table is used for column layout.
 
December 21, 2015
Board of Selectmen Minutes
December 21, 2015
Rutland Public Library
6:00 p.m.

Present:  Leroy Clark, Sheila Dibb, Wayne Walker, Stephanie Bacon, Michael Pantos
and Margaret Nartowicz, Town Administrator

Mr. Clark opened the meeting at 6:00 p.m.

Signing of Treasury Warrant 13T and Payroll:  Ms. Dibb moved to signed Warrant 13T and payroll.  Mrs. Walker    seconded.  Motion made and seconded.  Motion passed.

Open Session:
6:00 p.m.  Planning Board –Shared Town Planner:   Norm Anderson, Planning Board Chairman informed the Board they just received the latest update from CMRPC regarding shared planner position with the Town of Barre outlining the anticipated duties, tasks and projects that the new planner will perform.   Mr. Anderson explained that Rutland will have the planner available approximately 4 hours a week for office work and to attend the monthly Planning Board meetings.  The target date for the planner to begin work is the week of January 4, 2016.
6:15 p.m.  Anita Carlson, Town Clerk re: Fee Schedule:  Ms. Carlson provided a handout concerning the department increasing specific Town Clerk Fees on January 1, 2016.  These fees will be for marriage intentions and licenses, birth certificates, death certificates and business certificates.  Ms. Dibb moved to increase the Town Clerk fees as presented.  Mr. Walker seconded. Motion made and seconded.  Motion passed.
6:30 p.m.  Kenneth Grenier – Genesis Automotive: Approval and Review of Sales Book for Class II License:  The Board reviewed the sales books for Genesis Automotive.  Ms. Dibb moved to approve the Class II License for 2016 for Genesis Automotive.   Mr. Pantos seconded.  Motion made and seconded. Motion passed.
Charles “Dick” Williams, Overlook Road re:  Fisherman’s Road – Mr. Williams explained to the Board that he has been interested in changing the traffic pattern at the intersection of Fisherman’s Road at Rte. 122 and 122A for several years.  He understands it’s a state road so the town has no jurisdiction but requested the Board vote to solicit Mass DOT to make it a one-way road heading west.  He stated that it presents an extremely dangerous situation when vehicles have to cross over the highway.  Mr. Williams offered a letter of support from the Police Chief to the Board.  He informed the Board that he plans to push this matter with Central Mass Regional Planning & Transportation.  Ms. Nartowicz noted that Ms. O’Brien has prepared a letter for the Board to sign addressed to Mass DOT and with an attachment indicating relative data from CMRPC and the Rutland Police Department regarding traffic patterns and accidents.  Mr. Pantos moved to sign the letter to Mass DOT requesting Fisherman’s Road be designated a one way road by them.  Ms. Dibb seconded. Motion made and seconded. Motion passed.
Amendment (1/26/2016):  Mr. Pantos Moved to sign the letter to Mass DOT requesting Fisherman’s Road be designated a one way road by them.  Ms. Bacon Seconded.  Motion made and seconded.  Motion passed. Ms. Dibb voted not in favor.
Town Administrator Updates:
 Ms. Nartowicz updated the Board as follows
  • Recreation Department Update – Ms. Nartowicz explained that she has met with the Recreation Committee, Katelyn Wojnarowicz, Safe Place Director and Susan Novak, Chairman regarding restructuring the Rec Director position to become a Program Coordinator under the direction of a combined Recreation /Safe Place Director.  The position would be an interim for 6 months while a long term strategy is implemented.   She will assist the Recreation Committee on working on an updated job description.
  • FY 17 Budget Process:  She is requesting all departments include written justification to their budget requests.  She told the Board she is drafting a first copy of a working budget for the Fincom and Board of Selectmen for next Thursday.
  • Ms. Nartowicz informed the Board about the Planning Board survey for the Town of Rutland residents regarding business in Rutland and what they envision for the future.  This survey will be included with the town census sent out by the Town Clerk’s office and available on the town’s website.  
  • She explained the town’s proposal for solar (RFP) will be posted in the Central Register and due February 11, 2016.  The Solar Committee will then prepare a recommendation to bring forward to the Board.  The consultant has agreed to look at net metering for the town if we are unable to do our own solar project.
  • She informed the Board that interest has been shown by a local non-profit group on the purchase of the Chapter 61A Davis property on Main Street for the purpose of preserving it.
  •  Board of Selectmen Administrative Secretary:  Ms. Nartowicz explained that we are filling a vacancy for position of Administrative Secretary to the Board of Selectmen with Abby Benoit of Rutland. She introduced Abby to the Board and recommend her start date is December 28, 2015.  The Board welcomed Abby and wished her luck in the position.
Departments:
DPW:  Gary Kellaher, DPW Superintendent: Updates by Mr. Kellaher as follows:
  • He informed the Board school inspections were completed at all the schools with the Building Inspector, Ms. Dibb, Mr. Walker and the Principal. A couple of issues were detected at Naquag regarding electrical and loading dock repairs.  Mr. Kellaher noted most of the problems were at Glenwood Elementary School regarding drainage.  Ms. Nartowicz questioned if Mr. Kellaher is costing out the services attributed to the schools.  Mr. Kellaher said he hasn’t.   A brief discussion took place regarding how to capture the amount of labor and supplies being used for the school and how to account for them within the School Maintenance Agreement.
  • Chapter 61A Bill and Martha Gibbs Property – Mr. Kellaher put a packet in everyone’s mailbox last week.  The Board reviewed it but did not have all the pertinent information to act upon it.  Ms. Nartowicz recommended the Board review it and seek comment from other boards.
  • Glenwood Roof Update:  Mr. Kellaher reiterated to the Board what transpired between the school and the town regarding the bid for the Glenwood Roof repairs. He told the Board he informed the contractor that the town could not award the bid to his company as the town was not the awarding authority in the IFB.  He received a contract from the architect but didn’t sign it and he asked if he could contact the other vendors who bid it to find out if they would hold true to their price. He also wanted to contact town counsel to see where we stand.  Mr. Kellaher noted now we can’t get the work done that was slated to be completed on school vacation.  He recommended the town re-bid it with a new scope of services.  Ms. Dibb stated that a fact of what transpired and believes the school was prepared to award it because the town couldn’t.  She also questioned if the school was putting up a road block with no intent to award the bid.  Ms. Nartowicz was told, after speaking to the business manager at Wachusett, that the school cannot award the bid because they do not have the appropriation. Ms. Nartowicz feels the Board did the right thing at the last meeting by voting to rebid it and expedite it.  Ms. Nartowicz told the Board that in the future there needs to be involvement of both the town and the school on any project like this one. Discussion followed on whether to put it out as two bids or one based on the amount available.  Ms. Nartowicz reminded the Board that we can’t start the work if the full contract value exceeds the appropriation.    Ms. Dibb expressed concerned that the bid is not dead and it hasn’t been awarded. Ms. Nartowicz questioned the possibility if we proceeded with an IFB on the emergency work only.   After a discussion it was agreed to put two separate bids out in one IFB and allow the town to execute separate contracts with the possibility of executing both if within the appropriation.  
New Business:
  • Resignation – Shaun Siequist, Rutland Police Department:  Ms. Dibb moved to accept. Mr. Pantos seconded.  Motion made and second. Vote unanimous.
  • Approve Innkeeper’s License – Rufus Putnam House:  Mr. Walker moved to approve.  Ms. Bacon seconded. Motion made and seconded. Vote unanimous.
  • Appointment – Chuck Laliberte as Permanent Part-Time Saturday FF/Paramedic:  Chief Weber noted that Mr. Laliberte is retiring from his full time position but would like to continue as a part time member of department on the Saturday shift.  He explained that after 30 years of service to the town he realized that he had been working over 24 hours and would like to be eligible for Worcester County Retirement.   The Chief also elaborated on having a FF/Paramedic with Mr. Laliberte’s experience would be invaluable to the town.  He explained that Mr. Laliberte would sign a waiver that he would not need to take any additional town benefits.  Ms. Nartowicz noted that the town can’t withhold offering benefits to eligible employees.  The Chief would like to assign him to a permanent Saturday position.  Chief Weber explained his hourly rate would go down.  Mr. Pantos questioned why we couldn’t have two individuals for Saturday alternating so there is no overtime necessary.  Chief Weber told the Board that Mr. Laliberte requested the Saturday permanent position which was posted for 10 days with no other responses.  Ms. Dibb agrees with the appointment and feels Mr. Laliberte is an asset to the department.  Ms. Dibb moved to appoint Chuck Laliberte to the permanent part-time Saturday FF/Paramedic position at $24.44 an hour (G2-s2) per the recommendation of the Fire Chief.  Mr. Walker seconded. Motion made and seconded. Vote unanimous.
Old Business:
  • Personnel Records Policy – Ms. Nartowicz presented a draft for the Board’s reference that will be added to the Personnel Manual.  She informed the Board that the consultant is moving forward with the job descriptions.
  • Overall Financial Policies – Ms. Nartowicz gave the Board the first 6 pages of the draft policy with the amendments made based on the Board’s previous discussion.  She reviewed each of these updates with the Board.  
  • BOS Agenda Procedures – Ms. Nartowicz reviewed the changes since the Board reviewed it previously.  Mr. Pantos moved to accept the Agenda Procedure drafted by the Town Administrator. Mr. Walker seconded. Motion made and seconded. Vote unanimous.
  • Legal Counsel – Policy and Procedures – Ms. Nartowicz made some changes based on the comments from the last meeting. A brief discussion took place regarding use of legal counsel by other boards and allocating these charges to their department budgets. Ms. Nartowicz will amend the policy for the Board to approve at their next meeting.  
  • Senior Tax Program Update – Ms. Nartowicz updated the Board on the changes that were made to the Senior Tax Work Off Program based on the Board’s input from the prior meeting.  Some of these included raising the number of participants to 10 including a minimum of 5 residents who are income eligible based on the Worcester, MA HUD Low Income threshold.  She noted it would be up at the Board’s discretion if they want to use a lower threshold standard of income.  Ms. Dibb commented that current reference of “low” income would be adequate.  Ms. Nartowicz explained the state’s minimum wage increases on January 1, 2016 to $10.00 an hour which would allow the applicant to work 75 hours.    Other changes include the actual bill would be January 1st and anyone who works from October 1, 2015 to September 30, 2016 program year will appear on the January 1,2017 real estate tax bill (the credit is not given until the program is complete). Mr. Pantos moved to accept the Sr. Tax Work-Off Program for Rutland as presented.  Ms. Dibb seconded. Motion made and seconded.  Vote unanimous.
  • Wachusett Regional School District Lease Update:  Ms. Nartowicz explained the school committee is seeking to amend the lease agreement to ten (10) years.  The original one was twenty (20) years so Ms. Nartowicz noted that they may have to go to town meeting to change the regional district agreement.  She also reviewed other proposed changes including the major projects threshold being raised to $35,000 with the town being responsible for any repairs over this amount.  Ms. Nartowicz commented on the new language proposed under section 7.1 that allows for one “shared” inspection of the schools per year for the assessment and identification of any issues that may result in capital issues in the future. Mr. Walker suggested it be much more detailed inspection than the one done recently.  Ms. Nartowicz informed the Board that the new maintenance agreement will include definition of major maintenance vs. capital items as well as a list of maintenance projects. Ms. Dibb questioned how we can protect ourselves when it comes to the bid process. Mr. Pantos suggested a possible 3 year phased upgrade program under our control, to lower our costs initially, since we are the owners of the building. He also recommended an annual report from the district to find out what portion of their maintenance budget is allocated to our school maintenance repairs.  Mr. Pantos asked Ms. Nartowicz to discuss with other town administrators if they are aware of what the district considers normal maintenance and what is consider a capital improvement.   In conclusion Ms. Nartowicz feels that both the school and town have to agree to come up with written procedures regarding procurement and the bid process involving both parties from the beginning of the process.   
Ms. Dibb moved to go into Executive Session for Reason # 1:  To discuss the reputation, character, physical condition or mental health, rather than the professional competence, of an individual, or discuss the discipline or dismissal of, or complaints or charges against, a public officer, employee, staff member or individual  (Fire Department) and to come out for purposes of adjournment.  Mr. Walker seconded. Mr. Clark aye. Ms. Bacon aye.  Mr. Pantos aye.  Ms. Dibb aye.
Adjournment:
Mr. Pantos moved to adjourn.  Ms. Bacon seconded. Motion made and seconded. Vote unanimous.
Meeting adjourned at 8:26 p.m.

Respectfully submitted,

Jacqueline O’Brien
Administrative Assistant
Board of Selectmen
                                                Approved 1/19/2016 with Amendment